Hill Field School Trust Land Council
For information / questions / concerns: please contact Mrs. Shannon Seward sseward@utahmilitaryacademy.org
Utah Military Academy - Hill Field Trust Land council and Committee Election Procedure
Adopted by Board 29 January 2025
1. Purpose: This policy provides information regarding Charter Trust Land Council composition, and elections. Reference Utah Code Section 53G-7-1206 and R277-477, Distributions of Funds from the Trust Distribution Account and Administration of the School LAND Trust Program.
2. General: UMA has established a Charter Land Trust council in accordance with state law and administrative rule.
3. Composition: The number of Council members who are parents or grandparents of students enrolled at the school shall exceed the number of all others combined by at least two (2). Parents and/or grandparents must have a student actively enrolled at the charter school to be eligible to run or serve on the council.
a. If the school's governing board meets the size and composition as above, the governing board may serve as the council.
b. If the governing board does not serve as the Council, the Council shall consist of the specific number of parents/grandparents. Membership may include school staff, administrators or faculty that desire to serve on the Council.
4. Council Size: The Council shall consist of at least six (6) members. There shall be four (2) parents/grrandparents (voting members), the Principal (who is a voting member) and one (1) facutly/staff member (voting member).
5. Parent/Grandparent Election Procedures: On or before 1 September each year, the Principal shall announce Council membership opportunities and necessary steps for membership. Notification will be via newsletter and posted in the office.
a. If the number of interested individuals exceed the number of open positions, an election will take place. If an election is needed, UMA will notify all families about the process at least ten (10) days before said election.
1. Only parents/grandparents/guardians of current UMA students are eligible to vote.
2. Each parent will be allowed one (1) vote regardless of the number of family members attending the school.
3. Voting will be secretly done by an email link sent to every parent. Voting instructions, email submission information and a candidate list will be included.
4. Votes submitted in the election window will count.
5. If two candidates receive the same number of votes, a tie breaker vote will be conducted.
6. The Principal will oversee the election to ensure compliance.
b. If the number of interested individuals is less or equal to the number of open positions, an election is not needed and the Principal shall designate the individuals to fill the empty seat.
6. Parent/Grandparent Terms: Term limit is one (1) year and members may be reelected.
7. Staff Membership: The Principal shall seek volunteers and make an appointment for the one (1) vacancy.
8. Staff Terms: Staff term limit is one (1) year and members may be reappointed.
9. Officers: Once established, the Council membership shall elect a parent or grandparent to serve as Chair. The Principal cannot serve as an officer.
10. Member Resignation: Given a resignation, a parent volunteer will be sought to fill the position. The Chair may make this selection.
11. Quorum: A quorum consists of a simple majority of members, four (4) or more.
12. Meetings: The Chair shall schedule, provide notice and convene meetings in accordance with Open and Public Meeting Law 53G-7-1203.
13. Council Responsibilities: The Council shall:
a. Prepare a plan for the use of School Land Trust funds.
b. Work with Students, families, educators and administrators to host an annual discussion to develop and incorporate school safety principles.
c. Provide input to the Pricipal regarding a positive behavior plan.
Proposed Calendar of Meetings
- Meeting Schedule:
January 30, 2025 3:30-4:30
February 27, 2025 3:30-4:30
March 13, 2025 3:30-4:30 (if needed)
August 28, 2025 3:30-4:30
The SLT Council reserves the right to postpone or cancel meetings as needed.
Proposed Rules of Order and Procedures
- All meetings are open to the public meaning other parents, teachers, support staff, and cadets. All are welcome to attend.
- Agendas and draft minutes of previous meetings will be available a week prior to any scheduled meeting. When possible, meetings will be only be postponed or cancelled no later than 2 business days before the meeting date and time.
- Minutes will be kept at each meeting, in draft format for approval at the next meeting.
- The committee consists of no less than 4 parents and 2 school employees including the superintendent or principal, but may include any number provided that there is a 2-parent/grandparent majority.
- The chair conducts all meetings, makes assignments, and requests reports on any assignments. In the absence of the chair, the vice-chair shall conduct meetings.
- A majority of council members establishes a quorum which is required to vote on any item.
- Committee members who notify the chair of an absence will be excused; absences that are not communicated to the chair are considered unexcused and after 3 such absences the committee will consider the seat vacant and will follow up on filling that seat for the remainder of that term.
- To sustain accountability and transparency, committee members will submit their intent to run for a seat on the board no later than August 31st each year with the election to take place by September 20th. Once the election takes place via hard copy and electronic ballots, the seated board will elect a board chair and vice-chair, on a rotating basis as seats are a two-year term. In the event a vacancy occurs mid-year or term, the board will review balloting from the most current election and populate any vacant seats in that way.
- Stating any potential conflict of interest does not rule out participation of any committee member. With cadet achievement and teacher support being the primary objectives, any conflicts would potentially have to do with curriculum, assessments, and other items of an academic or educational nature. Such declarations will be made at the earliest meeting and then each member will proceed with the rest of the committee to conduct the business of the committee.
- Meetings will be conducted and actions taken according to very simplified rules of parliamentary procedure with motions requested, seconds, and voting and all of the business conducted recorded in the minutes as required in Utah State Code, 53G-7-1203(10).