North Cache SCC Rules of Order & Procedure

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:

• Training: Council Members will receive annual training to understand their responsibilities. Training is the responsibility of the local school board. 
• Open Meetings: All meetings are open to the public, and the public is welcome to attend. 
• Meeting Agenda and 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. 
• 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. 
• 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. 
• Election Procedures: 
  • May-August: Positions will be posted and notifications will be sent via email to all parents.
  • Elections will take place in August of each year.
  • Votes can be cast by any of the following options: 
    • In person-Pick up a form in the main office of North Cache Middle and return by August 31st. 
    • Electronic-A google form will be sent out to all parents. All voting must be complete by August 31st.
• Council Composition: The council’s composition ensures a two-parent majority and includes the following members: 
  • The Principal (an ex officio voting member). 
  • [2] school employee member(s), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years. 
  • [5] parent member(s), half of which are elected in even-numbered years, and half of which are elected in odd-numbered years. 
• Filling Vacancies: If a 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. 
• Removing Members: A council member may be removed from office under the following circumstances: 
  • Member Relocation: Council members 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 the council chair or principal. The procedure for filling the resulting vacancy is outlined in Section 8, ‘Filling Vacancies. 

The process for removal is as follows: (will address as needed). The procedure for filling the resulting vacancy is outlined in Section 8, ‘Filling Vacancies. 

• Resignation of Members: A council member may resign from their position by providing written notification to the Council Chair or Secretary. The procedure for filling the resulting vacancy is outlined in Section 8, ‘Filling Vacancies. 
• 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. 
• 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. 
• Quorum: A quorum, which is a majority of the council members, is necessary to conduct official business and vote. The quorum requirement does not necessitate a two-parent majority. 
• Reporting Conflicts of Interest: Council members must adhere to the Conflict of Interest policy established by Cache County School District. Please refer to the School Land Trust Policy for detailed guidelines. If a council member needs to disclose a conflict of interest, they will contact our local school board member representative that is assigned to North Cache Middle School  SCC or the current chair.
• Parliamentary Procedure: Meetings will be conducted and actions taken according to simplified rules of parliamentary procedure as required by Utah Code 53G-7-1203. Council actions will be decided by motions and voting, with all votes and motions recorded in the meeting minutes. 

Simple Motions of Parliamentary Procedure: 

 

Understanding the Motions: 

• 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 (⅔) 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 grand by the chair. 
• Close Nominations: A motion to end the process of nominating, candidate for an office. It requires a second and a two-thirds (⅔) vote.  

 

Printable Version Rules of order and Procedure