Rules of Order and Procedure

Rules of Order and Procedure

 

To promote ethical behavior and civil discourse each council member shall:

    • Attend council meetings on time and prepared
    • Make decisions with the needs of students as the main objective
    • Listen to and value diverse opinions
    • Be sure the opinions of those you represent are included in discussions
    • Expect accountability and be prepared to be accountable
  • Act with integrity

 

Rules of Procedure:

All meetings are open to the public and the public is welcome to attend. 

The agenda of each upcoming meeting with draft minutes of the prior meeting will be made available to all council members at least one week in advance, will be posted on the school website, and made available in the main office.  The agenda will include the date, time, and location of the meeting. 

Minutes will be kept of all meetings, prepared in draft format for approval at the next scheduled meeting.

The council will prepare a timeline for the school year that includes due dates for all required reporting and other activities/tasks that the council agrees to assume or participate in.  The timeline will assist in the preparation of agendas to be sure the council accomplishes its work in a timely manner. (best practice example on https://www.schools.utah.gov/schoollandtrust/timelines )

The council consists of the principal, 1 school employee who is elected in even years,  1 school employee who is elected in odd years,  and 5 parent members, half of whom are elected in even years and half in odd years. In the event there is a tie vote in an election, the principal will hold a follow-up voting period to break the tie.   (The size of the council should be determined by the council, but councils are required to consist of the principal, at least one school employee, and at least four parents with a two-parent majority on the council. Elections are required to be staggered with half of the council elected each year ). 

The chair conducts the meetings, makes assignments, and requests reports on assignments.  In the absence of the chair, the vice-chair shall conduct meetings. 

The council must have a quorum to vote.  A quorum is equal to a majority of council members.

 If a parent member is absent from two consecutive meetings, the chair will notify the member that if the member does not attend the next meeting, the council will consider the seat vacant and the remaining parent members will appoint a parent to fill the unexpired term. 

 

Meetings shall be conducted and action taken according to very simplified rules of parliamentary procedure as required in 53G-7-1203(10).  Council actions will be taken by motions and voting with votes and motions recorded in the minutes. 

 

Simple Motions of Parliamentary Procedure

Used by some organizations to assist those new to the process

 

MOTION

DOES IT REQUIRE A 2ND?

IS IT DEBATABLE?

CAN IT BE AMENDED?

IS A VOTE REQUIRED

Adjourn

yes

no

no

majority

Amend a motion

yes 

yes 

yes 

majority

Close nominations

yes

no

yes

2/3

Main motion

yes

yes

yes

majority

Point of Order

no

no

no

ruled on by the chair

Previous Question

yes

no

no

2/3

Reconsider

yes

yes 

no

majority

Withdrawal of Motion

no

no

no

majority 

 

A motion (or an action to be taken by the council) is stated as a motion.  Someone else on the council “seconds” the motion indicating that at least one other person on the council feels the motion is worthy of discussion.  Then the council members may provide input and discussion as called upon by the chair.  When the discussion seems complete the chair may call for a vote on the motion.  Or when a member of the council “calls the previous question” (a motion to end discussion of the first motion), a second is required.  Without discussion, the chair calls for a vote that must pass by 2/3.  If the vote on the previous question fails, the council goes back to discussing the first motion.  If the motion to call the previous question passes, the chair directly calls for a vote on the first motion.  A vote to call the previous question is usually used to move business along.

  • A tie vote is a lost vote.
  • Most motions are main motions.  A main motion may be amended.
  • A point of order is offered when there is some question if the procedure has been followed correctly.
  • To stop debate or discussion on a motion and force the vote a member would say, “I move the previous
    question.”  This requires a second and a 2/3 vote.
  • Hasty action may be corrected by use of the motion to reconsider. This motion may be made only
    by one who voted on the prevailing side.
  • A person who made the motion may withdraw the same motion.