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:   

Reviewed and Approved 10/16/2025

1. All meetings are open to the public and the public is welcome to attend.  If the public would like to make a comment, contact the chair to be placed on the agenda prior to one week before the meeting.

2. Each year council members will receive training to understand their responsibilities.

3. 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.

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

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

7.  The Election Process. Notice for open positions will occur in May of each year through the weekly school newsletter.  If you are interested in serving you will let the principal know.  Elections for these positions will occur in August.  Elections will occur electronically.

8. Council Composition: The council’s composition ensures a two-parent majority and
includes the following members:
○ The principal (an ex officio voting member).
○ 1 other school employee member.
○ 4 parent member(s), half of which are elected in even-numbered years, and half
of which are elected in odd-numbered years.

9. 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.

10. 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.

11. 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 2 consecutive regular council meetings without prior notification to and approval by the council chair or designated officer.

The process for removal is as follows: Chair will notify member of pending action.  Council will review the case at the next meeting.  If a motion is made to remove member council will vote on whether that action will occur. 
The procedure for filling the resulting vacancy is outlined in Filling Vacancies.

12. Resignation of members: A council member may resign from their position by providing
written notification to the council chair. The procedure for filling the resulting vacancy is outlined in Filling Vacancies.

13. 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.

14. 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.

15. Reporting Conflicts of Interest: Council members must adhere to ethical behavior.  This behavior is the same as defined for Cache County School Board members as defined by their policy No. 1150: Code of Ethics. This may be reported to the principal, or school board member representing our school boundaries.

16. Meetings shall be conducted and action taken according to very simplified rules of parliamentary procedure as required in 53A-1a-108.1(9)(i). Items on the agenda take priority over other discussions coming before the council. Action of the council will be taken by motions and voting. The motions and voting are recorded in the minutes.

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 and then, 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.

Attached is a chart that could be used if the council feels they would like to use additional motions of Parliamentary Procedure in their meetings.

Simple Motions of Parliamentary Procedure

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 chair
Previous Question	yes	no	no	2/3
Reconsider	yes	yes	no	majority
Withdrawal of Motion	no	no	no	majority

 

• A tie vote is a lost vote.
• A main motion may be amended.
• Nominations can be closed by saying, “I move to close nominations.”
• Most motions are main motions.
• 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.