RULES OF ORDER & PROCEDURE

South Sanpete School District | Gunnison Valley High School

Adopted by the Council - 2025

Code & Rule References

The Rules of Order & Procedure adhere to all relevant legal requirements for School Community Councils and the School LAND Trust Program, as outlined in Utah Code §§ 53G-7-1202, 53G-7-1203, 53G-7-1206, and 53G-7-13, as well as Utah Administrative Rules R277-477 and R277-491.

Rules of Procedure:

1. Training: Council members will receive annual training to understand their responsibilities.  Training is the responsibility of the local school board.
2. Open Meetings: All meetings are open to the public, and the public is welcome to attend.
3. Meeting Agendas and Minutes:
   • The agenda for each upcoming meeting, along with draft minutes from the previous meeting, will be provided to all council members at least one week in advance.
   • The agenda will be posted on the school website and will include the date, time, and location of the meeting, as well as any proposed action items.
4. Meeting Minutes: Written minutes will be taken at all meetings. These minutes will be prepared in draft form for approval at the next scheduled meeting. Once approved, minutes will be retained for three years.
5. Annual Timeline: The council will create a timeline for the school year. This timeline will include due dates for all required reports and other activities or tasks that the council agrees to undertake or participate in. The timeline will be used to help prepare meeting agendas and ensure the council completes its work efficiently.
6. Election Procedures: 
   • Elections go out in August by way of email directly to parents. This is also advertised on the school marquee and school bulletin board. [How and when the election will be announced, including the process for notifying the public about the election at least ten days before it takes place.]
   • Elections happen at the first parent-teacher conference in September. An email ballot is also available and included on this page. 
   • How and when votes can be cast, including any of the following options:
     • In person - This is done at the parent-teacher conference. 
     • Electronically (email option) - the form is included on this page. 
   • At the first official meeting, the community council votes for a Chair and Vice Chair position. 
7. Council Composition: The council’s composition ensures a two-parent majority and includes the following members:
   • The principal (an ex officio voting member).
   • 3 school employee member(s), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years.
   • 7 parent member(s), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years.  
8. Filling Vacancies: If a full council is not elected or if a seat becomes vacant, parent members of the council will appoint individuals to fill vacant parent positions, and school employee members will appoint individuals to fill vacant school employee positions. If no members are elected, the council will simply appoint a new member until the next voting cycle. 
9. Removing Members:  A council member may be removed from office under the following circumstances:
   • Member Relocation: Council membership may be discontinued when a member's relocation prevents them from serving on the council.
   • Attendance: The member fails to attend 4 consecutive regular council meetings without prior notification to and approval by the council chair or designated officer. This will be taken care of by appointment of new, temporary committee member until the next voting cycle. 

The process for removal is as follows: [Insert Detailed Removal Process Steps]. The procedure for filling the resulting vacancy is outlined in Section 8, 'Filling Vacancies.

10. Resignation of members: A council member may resign from their position by providing written notification to the [Insert Appropriate Party, e.g., council chair or secretary].  The procedure for filling the resulting vacancy is outlined in Section 8, 'Filling Vacancies.
11. Council Officers: At the first meeting of each year after the council is seated, the council will elect a chair from the parent members and a vice-chair from either the parent or school employee members. The principal is not eligible to hold an office.
12. Officer Responsibilities: The chair will conduct meetings, make assignments to council members, and request reports on those assignments. In the chair's absence, the vice-chair will conduct the meetings. The chair may delegate responsibilities to other council members as needed.
13. Quorum: A quorum, which is a majority of the council members, is necessary to conduct official business and vote. This quorum requirement does not necessitate a two-parent majority.
14. Reporting Conflicts of Interest: Council members must adhere to the conflict of interest policy established by South Sanpete School District. Please refer to Board Conduct, Ethics, and Conflict of Interest (Nepotism) BC for detailed guidelines. 

Parliamentary Procedure: Meetings will be conducted and actions taken according to simplified rules of parliamentary procedure as required by Utah Code § 53G-7-1203. Council actions will be decided by motions and voting, with all votes and motions recorded in the meeting minutes. 

Simplified Motions of Parliamentary Procedure:

Understanding the Motions:

• Motion: A formal proposal for the council to take a specific action. A motion must be stated clearly.
• Second: Another council member must indicate their support for the motion to allow it to be discussed and voted upon.
• Discussion: Once a motion is seconded, council members can offer their input and opinions when recognized by the chair.
• Voting: After discussion, the chair will call for a vote on the motion. The outcome depends on the type of motion and the required majority.
• Calling the Previous Question: A member can make a motion to end the discussion on the current motion by saying, "I move the previous question." This requires a second and a two-thirds (2/3) vote to pass. If it passes, the council immediately votes on the original motion without further discussion. If it fails, the council continues discussing the original motion. This motion is typically used to expedite the meeting.
• Tie Vote: A vote that results in an equal number of votes for and against the motion is considered a lost vote.
• Main Motion: This is the primary type of motion used to introduce new business or ideas. Main motions can be debated and amended.
• Amend a Motion: A motion to change the wording or details of the main motion. Amendments require a second, are debatable, and require a majority vote.
• Point of Order: A member raises a "point of order" if they believe a procedural error has occurred during the meeting. The chair will rule on whether the point is valid.
• Reconsider: A motion to bring back a previously decided motion for further discussion and another vote. This motion can only be made by a member who voted on the winning side of the original motion and requires a second and a majority vote.
• Withdrawal of Motion: The person who originally made a motion can ask to withdraw it before a vote is taken. This does not require a second or debate and is usually granted by the chair.
• Close Nominations: A motion to end the process of nominating candidates for an office. It requires a second and a two-thirds (2/3) vote.