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801.452.4980  |  6115 South 2250 East Ogden, UT 84403

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Rules of Order

All Utah School Community Councils function under the following laws and statutes: Utah Code Ann.

  • 52-4-1, et seq. 53A-16-101.5 3A-3-701
  • 53A-1a-108 53A-1-606.5 53A-6-101
  • 53A-1a-108.5 53A-3-402 53A-6-104

Utah Administrative Code:

  • Title 52; Chapter 04-Open and Public Meetings Act
  • R277-477-1, et seq.
  • R277-491-1, et seq.

What your school must do to receive school LAND Trust Funds:

  1. Form a school community council through the required election process.
  2. Assess academic needs and identify the priorities.
  3. Prepare and action plan.
  4. Follow the plan and share the results.

 

To promote ethical behavior and civil discourse each council member shall:
 
  1. Attend council meetings on time and prepared.
  2. Make decisions with the needs of students as the main objective.
  3.  Listen to and value diverse opinions.
  4.  Be sure the opinions of those you represent are included in discussions.
  5.  Expect accountability and be prepared to be accountable.
  6.  Act with integrity.

 

1. Form a Community Council through the required election process.

The membership of the School Community Council (SCC) must include:

  1. The school principal.
  2. At least one school employee elected by the school employees (in addition to the principal).  Employee member may or may not be licensed employees.
  3. At least four parents (or guardians) elected by the majority vote of the parents.  Any parent is eligible if they have a child who will be enrolled at the school during their term of office, unless they are a licensed employee at the school.
  4. The commitee may have more members than stated here.  The number of parent members must exceed the number of school employees, including the principal, by at least two.

The election:

Notice will be provided to staff and parents at least ten days in advance of the election and must include:

  1. The open positions, how to file and the due date for filing.
  2. When and where the election will be. It must be at the school, overseen by the principal.
  3. Elections must be completed before the last week of the school year OR may be held near
    the beginning of the school year.
  4. Elections are to be held by secret ballot, with ballots deposited in a secure ballot box and the
    results are to be saved at the school.
  5. After the election, if there are more parents on the council who are also licensed employees
    in the school district, than parents who are not, the parent members on the council need to
    appoint additional non-licensed parents until non-licensed parents are in the majority.
  6. If positions on the council are unfilled, the parent members appoint a replacement for a
    parent position and employee members appoint a replacement for employee position.  (Principals may encourage the council in their appointments but should not appoint members to the council.)
 
2. Assess academic needs and indentify the priorities. 

Councils will have already completed this step in preparing the School Improvement Plan (SIP) and
now select from the academic needs and goals in the SIP, an area in which to focus the School LAND Trust Plan.
 
Councils select a need that is academic. See Appropriate Expenditures at http://www.schoollandtrust.org/school-trust/program/
 
Councils set goals that are specific, measurable, achievable, realistic and time-based.
 
 
3. Prepare an action plan.
 
Prepare an action plan to addressthe need(s) and meet the goal(s) identified.
  • Review the current plan to determine if adjustments need to be made or a new plan prepared.
  • If the school and council have conducted a formal school-wide assessment in preparing the SIP, the results should help the council select the academic need, the steps needed to address the need and assessments to monitor progress.
  • If a new plan (or revision) needs to be prepared, begin by brainstorming many options that will directly impact instruction.
  • Collect various examples of research based programs, practices, software, materials, equipment, and strategies that could effectively meet this need.
  • Invite all members to describe how the group they represent can provide support towards students reaching the goal.
  • Identify barriers and how the plan will address them.
  • Prepare a step by step outline of the action plan that includes duties and responsibilities, who is responsible and the timeframe.

Funding the plan:

  • Decide how much funding will be required to implement the plan.
  • Develop a budget.
  • Review funding available from the School LAND Trust Program.
  • Consider finding matching money to help implement the plan.
  • Funds from the School LAND Trust Program can be matching money for a grant
  • Consider involving business partners

Measuring progress and results:

  • Identify methods for measuring student improvement that are data driven.
  • Establish the beginning point (baseline) from current assessments.
  • Define the assessment goal and a timeline to reach it.
  • Include in the plan how progress will be tracked and how final results will be assessed
  • Schedule regular progress reports

Approving the plan and submitting on-line:

  • When the plan is complete, the council adopts it through a motion and vote. The motion is recorded in the minutes with who voted for, against and who was absent.
  • The plan is submitted on the website at www.schoollandtrust.org
  • The local school board considers the plan and approves it, or may send it back to the council with an explanation about what needs to be amended.
  • The school plan goes back to the local school board for final approval.
  • Council members will be asked to sign a Membership Signature Form indicating their involvement in preparing and approving the School LAND Trust Plan.

4. Do it and share the results:

Implement your plan with enthusiasm – focus on results.

  • Follow the steps in the action plan
  • Receive regular updates of assessment measurements
  • Receive regular reports from those with duties and responsibilities in the action plan.
  • Make adjustments, if necessary

Publicize the plan:

  • In the school newsletter
  • Contact local media to share successes
  • Have the children show what they have learned at a “Parent Night”
  • Invite local legislators to the school; share the plan and its results
  • Remember, continued funding depends on policy makers being informed and supportive
    of how the money is used.
  • Write a letter from the SCC about what the school accomplished because of these
    funds and thanking them for supporting the program.
  • Send the letter to elected policy makers. Links to find your policy makers and their
    contact information are found on the website at www.schoollandtrust.org

The final report:

  • Submit the Final Report online before November 16th following the implementation year
  • District business administrators enter the expenditures
  • SCCs should review the expenditures to be sure they are consistent with school records
  • SCCs complete the narrative sections and submit the Final Report online as part of the Final Report, principals enter and sign a Principal’s Assurance Form assuring that councils have been properly constituted according to the law.
  • Prepare a summary of the final report and make it available to all parents that includes the final report summary, names and contact information of council members, the council meeting schedule for the year, and the distribution amounts for each school year are posted on the school website.
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.
 
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 preparation of agendas to be sure the council accomplishes their work in a timely manner.

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.

Meetings shall be conducted and action taken according to 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.
 
  1. A tie vote is a lost vote.
  2. A main motion may be amended.
  3. Nominations can be closed by saying, “I move to close nominations.”
  4. Most motions are main motions.
  5. A point of order is offered when there is some question if procedure had been followed correctly.
  6. 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.
  7. 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.
  8. A person who made the motion may withdraw the same motion.
 

 

Article III – Standing Rules

  1. Elections for SCC representatives will be help prior to the September SCC meeting, but after the start of school each year.
  2. Notification of available parent member seats, election dates, and the procedure for declaring candidacy will be given within the first two weeks of school starting.
  3. Elections will be conducted according to Utah Law.
  4. If there are more candidates than available seats, one alternative will be selected from the remaining candidates in the order of the number of votes received. He/She will be appointed as a voting member of the council if a seat is vacated prior to the next election.
  1. Membership: The number of School Community Council membership will be close to six (6) parent representatives and four (4) school employee members.

This number complies with laws:

  1. 53A-1a-108 (4)(a)(b)(ii) each school community council for a school other than a high school shall have four (4) parent or guardian members and three (3) school employees, including the principal.
  2. 53A-1a-108 (c)(i) A School Community Council may have a larger membership provided that the number of parent or guardian members exceeds the number of school employee members.
  • III. Members, parent and employee, have an expectation of attendance.
  1. If for some reason a member cannot attend a scheduled meeting, notification should be given to the Chair prior to the meeting.
  2. If a SCC member misses three (3) meetings during a given school year, they will be invited to provide a written resignation and the respective group (parent or employee) will appoint a replacement. If alternate members were selected, their appointment to the vacated seat will be ratified by the SCC.
  3. If no alternates are available to serve, the SCC may seek out parents or school employees to be appointed.
  1. A quorum is defined as a majority of members with the stipulation that the majority must follow the legal composition of the council and have, at a minimum, one more parent than employee member present to vote.
  1. The Pioneer Elementary Community Council will meet a minimum of four (4) times per year, September through May. Meeting dates will be identified and posted within the first two weeks of school starting. The majority of the council must approve the canceling and/or calling additional meetings.
  1. School Community Council meetings are subject to Open Meetings Law, Utah Code Title 52, Chapter 4, Section 207; electronic meetings will comply with the law and be publicly noticed, as is any public meeting by this body.
  • VII. Subcommittees may be established or dissolved by a majority vote of the council. Parent members may serve on one or more subcommittees.
  1. Each subcommittee will be chaired or co-chaired by at least one elected school community council member, which will report regularly to the SCC on the committee’s progress.
  2. Additional community members, both parent and employee, that are not elected SCC members may serve on any subcommittee with the approval of the SCC.
  3. Subcommittees will be created or discontinued as needed.
  • All meetings will be conducted using Robert’s Rules of Order and follow the conduct guidelines listed below:
  1. Meetings will begin on time, use time wisely, stay focused on the agenda, and finish on time.
  2. Meetings will begin with an agenda review.
  3. Respect for others on verbal and non-verbal communication will be shown at all times.
  4. Members and guests will come prepared to participate and avoid side conversations during the meeting.
  5. A speaker must be recognized by the Chair before addressing the group.
  6. Avoid disruptions by silencing cell phones and taking necessary calls or conversations out of the room during meetings.
  1. Officers will be elected by the SCC at the September meeting each school year. The current Chair will serve through the summer months, assist with SCC elections in the fall, conduct the September meeting and assist the new leadership in the transition even if they no longer have a student at Pioneer elementary. Leadership positions include:
  2. Chair: Chair creates agendas and conducts meetings.
  3. Vice-Chair: Works with the Chair and conducts the meetings in the case of the Chair’s absence. The Vice-Chair will be elected from either the parent or school employee group which is not represented by the Chair.
  4. Secretary: Takes notes at the meeting and creates the minutes for approval by the SCC.
  5. PTA Liaison: May be an elected parent member of the committee, or an ex-officio non-voting member.
  1. Guests may share appropriate input on subjects that fall under the SCC purview. A patron may bring a topic to the SCC by contacting the Chair at least one week prior to the scheduled meeting and asking to be added to the agenda. The SCC may invite any person/group to make a presentation on issues pertinent to the role of the SCC. The items that are appropriate for discussion by School Community Councils include, but are not limited to:
  2. School Improvement Plan (CSIP)
  3. School Land Trust Plan
  4. Academic needs of the school, with the direction to determine the greatest academic need of the school for Land Trust Plan expenditures.
  5. Assistance in the development of the Staff Professional Development Plan.
  6. Advise and make recommendations regarding school programs and issues relating to the community environment for students.
  7. Parent/School communication and involvement.

 Items not to be discussed by the School Community Council include:

  1. Any personnel issues
  2. Individual student information
  1. These Bylaws will be posted on the SCC page of the school website. Each SCC member will read and agree to abide by the Bylaws as signified by their declaration of candidacy and at the beginning of each school year.

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