Rules of Order and Procedure

Sevier School District

ADOPTED BY Richfield High School Community Council  ON _________September 4, 2025_______.

Council Duties

In accordance with Utah Code § 53G-7-1202, the responsibilities of the council include:

• Creating (all components of) the School LAND Trust Plan, to include:
  • The Goal Statement, Academic Area, Measurement, Action Plan Steps, and Expenditures
• Advising and making recommendations to school and school district administrators and the local school board regarding:
  • the school and its programs
  • school district programs
  • a child access routing plan
  • safe technology utilization and digital citizenship
  • other issues relating to the community environment for students
• Partnering with the school's principal and other administrators to ensure that adequate on and off campus Internet filtering is installed and consistently configured to prevent viewing of harmful content by students and school personnel
• In accordance with state board rule regarding school community council expenditures and funding limits: working with students, families, and educators to develop and incorporate safety principles at the school; and holding at least an annual discussion with the school's principal and district administrators regarding safety principles
• Providing input to the school's principal on a positive behavior plan.

Council Member Expectations

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:

1. Training: 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.
2. Open Meeting: All meetings are open to the public and the public is welcome to attend. 
3. Meeting Agendas and Minutes: 
   1. 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. 
   2. The agenda will be posted on the school website.  The agenda will include the date, time and location of the meeting, and any proposed action items.
4. Meeting Minutes: Written 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. 
5. Annual Timeline: 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. 
6. Election process: The process to replace a member will be an open invitation sent via school messaging system for volunteers at least ten days before an election is made. Candidates can file for election in the fall. If multiple individuals volunteer then a vote will be taken by every member (electronically/in person) A tie will be resolved by a revote of just those individuals.
7. Council Composition: The council’s composition ensures a two-parent majority and includes the following members:
   1. The principal (an ex official voting member).
   2. [3] school employee member(s), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years.
   3. [6] parent member(s), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years.

The council consists of the principal, _3_school employee(s),  and _6_ parent members, _1_parent member who is a member of the RRH.   

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.
9. Removing Members:  A council member may be removed from office under the following circumstances:
   1. Member Relocation: Council membership may be discontinued when a member's relocation prevents them from serving on the council.
   2. Attendance: The member fails to attend 2 consecutive regular council meetings without prior notification to council chair.

The process for removal is as follows. 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 the district. Please refer to seviersd.org for detailed guidelines.
15. Parliamentary procedure: 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

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.