How SOTs Function: The First Meeting
The First Meeting of the SOT
The first meeting of the School Organizational Team will be conducted a bit differently than subsequent meetings. Because regular meeting procedures will not have been established yet, the principal will need to take the lead on planning the first meeting.
Principal responsibilities for the first SOT meeting
The principal must set the time and location for the first meeting. The meeting must occur outside of licensed and support staff contract time, and be held in a location large enough for the Team and members of the public.
The principal must set the agenda for the first meeting. A sample first meeting agenda has been provided below. The agenda contains items required by law in addition to suggested best practices to ensure the Team functions effectively.
The principal must post the meeting time, location, and agenda on the school's website at least 3 working days prior to the meeting.
Checklist and guide for Teams to use when planning and conducting first meeting (available in English and Spanish)
02-First Meeting of the SOT.pdf02b-First Meeting of the SOT_SPANISH.pdfAgenda items for the first SOT Meeting
The first item of business is to select a Chair and Vice Chair from among Team members.
The Principal will act as Chair until one is selected, but the principal CANNOT serve as the Chair or Vice Chair.
The Team will decide if they wish to include one or more community members on the Team and suggest candidates to invite.
Sample first meeting agenda (customizable)
03-First Meeting Agenda Template.docxIt is suggested that the Team select someone to record minutes. Sample minutes and a customizable template have been provided to the right.
The Team should determine who will create agendas for future meetings. It is suggested that the Team Chair and principal work together to create agendas.
The Team should discuss future meeting dates and times. Consider member schedules as well as providing for parent and public access.
The Team should decide who will be responsible for posting meeting announcements and agendas to the school website. These must be posted at least 3 working days prior to each meeting.
Members must understand the duties and function of the School Organizational Team. These training modules should be shared with SOT Members beginning with the first meeting.
Teams should also spend time setting norms and procedures for future meetings.
07-SOT Minutes Template.docx08-SOT Sample Minutes.docxDetermining Norms
Norms establish the behaviors and practices that are agreeable and acceptable for the group. Norms help ensure that Teams work purposefully, respectfully, and that members of the team feel they are in a safe place to dialogue and use time effectively. The document below (available in Spanish and English) can be used by SOTs in order to aid in establishing norms.
05-Establishing Norms Handout.docx05b-Establishing Norms Handout_SPANISH.docxEstablishing Procedures
In order for School Organizational Teams to run smoothly and effectively, Teams have to have procedures in place in addition to norms. Procedures refer to the structures that are in place to guide meeting processes such as discussion, voting, and addressing agenda items.
No matter what process your Team adopts, the most important thing is to have procedures that all members are comfortable with and will follow on a regular basis.
Parliamentary Procedure
Parliamentary Procedure refers to using a set of rules and procedures for formal meetings. Whatever specific rules a Team decides to use, the same set of procedures should be used for all meetings so that members of the public and the Team know what to expect. Refer to the document to the right (available in Spanish and English) for guidance on establishing the basics of Parliamentary Procedure.
A more formal system for running meetings is called "Robert's Rules of Order." Visit www.robertsrules.com for more information.
06-Parliamentary Procedure Guide.pdf06b-Parliamentary Procedure Guide_SPANISH.pdfPublic Comment Guidelines
School Organizational Team meetings are required to be open to the public, and include a time for public comment. This means that at every School Organizational Team meeting, the public should be given an opportunity to comment on each agenda item, as well as on any other matter that falls within the Team’s advisory authority, even if the matter is not on the agenda.
09-Public Comment Guidelines For SOTs.docx09b-Public Comment Guidelines For SOTs_SPANISH.docxIt is suggested that Teams provide the public information on the guidelines for public comment they establish, so that people wishing to speak know what to expect.
The document to the right (available in Spanish and English) provides a sample, customizable template for a Public Comment Guide.
10-Customizable Public Comment Guide.docx10b-Customizable Public Comment Guide_SPANISH.docx