Rules of Order and Procedure

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 & 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. Parliamentary Procedure: Meetings will be conducted and actions taken according to simplified rules of parliamentary procedure as required by Utah Code § 53G-7-1203. (Utah State Board of Education | School Children’s Trust | April 2025). Council actions will be decided by motions and voting, with all votes and motions recorded in the meeting minutes.

updated 9/2025

• 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.

updated 9/2025