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Board Member Precincts, Guidelines and Protocol

Revised:   4-11-12, 12-14-16, 8-10-22

Philosophy

The South Sanpete Board of Education derives its power and authority from the Utah Constitution, Utah Statutes, and the rules and regulations of the Utah State Board of Education and, as such, may do anything not prohibited by the Constitution, Statute, or State Board of Education’s rules and regulations. Board Members shall use this power and authority in administering the educational affairs of the District.

Policy

The purpose of this Policy is to establish the framework under which Board Members operate in the following areas

  1. Term of Office and Precincts
  2. Residency
  3. Oath of Office
  4. Resignation
  5. Removal from Office
  6. Unexpired Term
  7. Organization of the Board
  8. Board Officers
  9. Benefits and Compensation
  10. Quorum
  11. Rules of Order
  12. Voting
  13. Committees
  1. Term of Office and Precincts
    The Term of Office for an elected local School Board Member is for a period of four years. Board Member terms will begin on the first day of January after the November election and will take their seats at the first regular Board Meeting in January.
    The Board of Education of the South Sanpete School District shall consist of five members, one member to be elected from, and by each, of said precincts.  The five precincts are presently designated and constituted as follows:
  1. MAN1M, MAN2M, STRM, STRU – Precinct 1
  2. AXTSSD, CENM, FAYM, MAYM, SSU-- Precinct 2
  3. GUNM-- Precinct 3
  4. EPH2M, EPH3M, MAN3M-- Precinct 4
  5. EPHU, EPH1M-- Precinct 5
    Refer to County-wide Voting District Map for specific precinct boundaries. These precincts shall continue until a redistricting of the boundary lines is accomplished by Sanpete County as provided by law
2. Residency
Every member of the Board of Education shall remain a resident and a qualified, registered voter in the Precinct from which he or she is elected or appointed.
 
3. Conflict of interest
A member of the Board of Education may not, during the member’s term of office, also serve as an employee of the District.
Utah Code § 20A-14-202(4) (2022)

4. Oath of Office
All officers either elected or appointed shall take the following Oath or Affirmation:

“I do solemnly swear (or affirm) that I will support, obey, and defend the Constitution of the United States and the Constitution of Utah, and that I will discharge the duties of my office with fidelity.”
Utah State Constitution Article IV, Section 10
 
5. Resignation 
The Board believes that any citizen who files for and seeks election to the Board should do so with full knowledge of and appreciation for the investment in time, effort, and dedication expected of all Board members and that the citizen's intent to serve reflects his or her intention to serve a full term of office.
However, if for reasons of health, change in residence, or any other compelling reason, a member does decide to terminate service, the Board requests earliest possible notification of intent to resign so that the Board may plan appropriately.
 
6.  Removal from Office
All officers of any political subdivision of this State, not liable to impeachment, shall be subject to removal as provided upon being convicted of a felony, an indictable misdemeanor, a misdemeanor involving a moral turpitude or malfeasance in office.
Presenting a sworn written accusation to the District Court may commence an action for the removal of any officer of a political subdivision of this State on grounds set forth in Section 77. Any taxpayer, grand jury, or county attorney for the county in which the officer was elected or appointed, or by the attorney general may initiate such accusations. Utah Code 77
 
7. Unexpired Term Fulfillment of Board Members
The Board of Education is hereby required to fill any vacancy that may occur through non-residence or any other cause until the next School Board Election for a member of the Board in the school representative precinct where such vacancy has occurred.  If any Board of Education fails for a period of thirty days to appoint a person to fill the vacancy, the county commission shall fill the same.  Utah Code 53G-4-S203 (2019)
 
8. Organization of the Board
The reorganization of the South Sanpete Board of Education shall take place biannually and will take place at the regular Board Meeting in January in the  odd-numbered years.
It is the Policy and practice of the Board that the elected officer of the Board serves for two years and that the Vice President becomes the President the following term.
When a vacancy occurs in the office of President or Vice President of the Board for any reason, the Board shall elect a replacement for the unexpired term.     Utah Code 53-A-201
At the beginning of the January Board Meeting, the reorganization of the Board shall be as follows:
    1. The out-going President shall seat his/her predecessor as the new President.
    2. The new President shall call for nominations of a Vice President.
    3. Election shall be by voice vote.
    4. The new Vice President shall be seated.

        9.  Board Officers
        The President shall preside at all meetings of the Board, and shall call special meetings when required. The President and the Business Administrator shall sign the minutes and other official documents as required by law. The President shall also perform
        other duties prescribed by law or policy.
        In the absence of the President, the Vice President shall perform the duties of the President and shall have all of the power of the President.
        If the President and Vice President are both absent at a meeting at which a quorum is present, a chairman shall be appointed by the attending members to conduct the affairs of the meeting.

        10.  Benefits, Compensation and Expenses

    1. Each member of the local School Board shall receive a yearly compensation   of $3,000. Utah Code 53A-3-202 (1)
    2. Each member of the local School Board shall be eligible to participate in the District’s health insurance programs during the term of service as a Board Member. Board Members shall receive the same health insurance benefit as a full-time certified employee.Utah Code 53A-3-202 (3)
    3. Each member may receive additional compensation equal to that established for State Board Members under Section 53A-1-202. Reimbursement to Board Members for attendance at regional, State, or national conventions, conferences, and workshops shall be made by the District when attendance is authorized and deemed by the Board to be necessary or desirable in carrying out the educational functions of the District. Such activities may not exceed 12 per year. Board Members shall also be compensated for other necessary expenses incurred by them on behalf of the District in the discharge of their duties as Board Members. Utah Code 53A-3-202 (5)
    4. The District may not pay the travel expenses of spouses and other persons who have no responsibilities or duties to perform for the Board when they accompany Board Members to Board-related activities.
    5. In accordance with District Policy, each member of the local Board shall be eligible for reimbursement for mileage and meals while performing duties as a Board Member. 
         11. Quorum
               A majority of the full membership of the Board shall constitute a quorum for the transaction of business. When a quorum is present and a vote is taken, the majority of the members’ votes shall determine the outcome.
              Utah Code 53A-3-201(5)
              In the absence of a quorum, the only official action that the Board may take is to adjourn the meeting to another time and/or date.
 
         12. Rules of Order
              The Board believes it can meet as a body and proceed best with its deliberations in an atmosphere of free exchange of information and opinion unhampered by formal rules of order that are usually designed for the management of large groups or
              organizations.  Hence, the Board shall not consider itself bound by the rules of any certain manual of parliamentary procedure.
              The President of the Board, or the person chairing the meeting, may discuss and have a vote on all matters coming before the Board.
               In the event that the President determines that the deliberations of the Board may best proceed under formal rules of order, the President may declare the remainder of a meeting or portion thereof to be conducted in accordance with Robert's Rules of
               Order (Revised).
 
          13. Voting Method
                Votes on all motions and resolutions shall be by "ayes" and "nays.” All motions shall be carried by a majority of the members present or as otherwise required by law. If voting is not unanimous, the "aye" and "nay" votes shall be recorded in the minutes.
                The "aye" and "nay" vote may be called for on any question or in the adoption of any report, and in such cases, it shall be entered in the minutes.
                No member shall be excused from voting except:

1.  By the consent of a majority of the Board,

2.  As may be required or permitted by State or Federal Law, or

3.  As may be allowed under special condition specified by Board Policy.

4.  No secret ballots shall be used in the voting process.

        14.  Committees
              The Board shall have no standing committees. The Board may delegate portions of its exploratory, fact-finding, and preliminary work to temporary committees.  These are advisory and have no power to take action whatsoever, or to commit the Board or
               District to any course of action, except as specifically directed by the Board.
                The Board shall authorize the President to appoint such special committees as are deemed necessary. A Board Member, the Superintendent, or designee may be a member of all committees
                Insofar as possible, announcement of committee meetings will be made at meetings of the Board, and the time and place of the meetings incorporated into the minutes. Each committee will be expected to submit and/or present a report(s) to the Board
               for discussion and action. Committees shall be discharged upon completion of their assignments.

    1. Committee Assignments
      Because Board membership results in committee assignments that require time in addition to direct South Sanpete School District meetings and because there is a need to balance the work load of its members, only the Board of Education will or can appoint one of its members to represent the Board on a committee. The Board will make committee appointments in a fair and equitable manner. An organization desiring a representative from the School Board should request that the Board make an appointment to its committee.

Any committee work:

      1. Cannot limit the independence of the Board;
      2. Cannot bind the Board of Education; and
      3. Cannot restrict the Board or its staff from working with other groups or individuals.
2. Advisory Committees
The Board will rely on various advisory committees for counsel as a means of discerning the needs and desires of the District and its residents. The central purpose of all advisory committees is to contribute to the educational program by conducting studies, identifying problems, and developing recommendations that will enhance the effectiveness of the decision-making process. The ultimate authority to make decisions will continue to reside in the powers and duties of the Board.
      1. Citizens' Advisory Committees
        Such committees shall be formed by the Board at such times and for such specific purposes as the Board deems necessary. They shall function until their assigned goal has been accomplished, and then shall be dissolved. Members shall be broadly representative of the community's population and chosen from among residents who have shown an interest in the topic to be studied and who express a sincere interest in the advancement of public education. Any committee, or its members, may make no announcement to the public or press until such release has been cleared with the Board President or designee.
      2. Staff Advisory Committees
        Recognizing the unique contribution to be made by staff members to its deliberations, the Board shall provide for participation of professional personnel in District-wide advisory committees. Composition of these committees shall include professional employees representative of the administrative, supervisory, and instructional staffs in the District and may be developed in consultation with organized faculty groups.
      3. Student Advisory Committees
        Student concerns in policy areas may be conveyed to the Board and a Student Advisory Committee may be formed to discuss these concerns. At least one Board member will be assigned to these committees.

         15.  Attendance by local government representatives— 

An interested mayor or interested county executive (or their designees) may attend and participate in the Board’s discussions in the open portions of the Board’s meetings.  An “interested Mayor” is the Mayor of a municipality which is partly or entirely within the boundaries of the School District.  An “interested County Executive” is the county executive or county manager of a county with unincorporated area within the boundary of the School District. These local government officials may not vote on any issue before the Board and their participation is subject to the Board President’s authority to regulate the conduct of the meeting.

An interested Mayor or interested county official may attend a closed meeting of the Board if invited by the Board.  Where the closed meeting is held to discuss disposition or acquisition of real property, an interested Mayor or interested county official may attend if invited by the Board and if the Mayor or county executive does not have a conflict of interest with respect to the disposition or acquisition.

Utah Code 53G-4-S201-205

pdfPolicy_BB.pdf