Rules of Order and Procedure

Weber School District - Orchard Springs Elementary

revised and adopted at the Community Council Meeting held October 07, 2024

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 the council represents are included in discussions
• Expect accountability and be prepared to be accountable
• Act with integrity

Rules of Procedure

• Council members will receive training to understand the responsibilities of the council. Council members receive training before preparing and taking action on School LAND Trust Plans and reports.
• 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, and any proposed action items.
• Minutes will be kept of all meetings, prepared in draft format for approval at the next scheduled meeting. Approved minutes will be retained for three years.
• 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 preparation of agendas to be sure the council accomplishes their work in a timely manner.
• An election will be held each fall and completed by September 15th.
  • The principal (or designee) will provide notice of an election that includes the dates and times of the election with the positions up for election and instructions for becoming a candidate at least ten days in advance of the election.
  • If the race is uncontested (the number of candidates is less than or equal to the number of vacancies), ballots and voting will not be required. The qualified candidates who submitted their names will become members of the council.
  • If the race is contested, parents of students at Orchard Springs will be provided a means to cast a secret ballot. This may be conducted in person with paper ballots or electronically.
  • In the event there is a tie vote in an election, the principal shall flip a coin to determine the outcome.
• The council consists of the principal, an ex officio voting member, one (1) school employee who is elected in even years, one (1) school employee who is elected in odd years, and six (6) parent members, three (3) of whom are elected in even years and three (3) in odd years.
• When a full council is not seated in the election or a seat is vacated, the parent members of the council shall appoint members to fill unfilled parent positions and school employee members shall appoint school employee 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.
• The council shall elect a chair from the parent members and a vice-chair from the parent or school employee members at the first meeting of the year after the council is seated each year. A principal cannot hold office.
• 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 chair may delegate responsibilities to other council members.
• The council must have a quorum to vote. A quorum is equal to a majority of council members.
• 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

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 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 procedure had 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.