Hoima-Uganda Education Foundation

Standard Operating Procedure 1.02

Purpose
The Hoima-Uganda Education Foundation (HUEF) has a responsibility to provide the
students attending Kakindo Primary and Buswekera Primary school with the tools necessary to
create the best possible educational outcomes. To this end, HUEF must have clearly
communicated procedures to create maximum efficiency in communication and clarify
expectations and duties required in all processes.
Introduction
This Standard Operating Procedure will spell out the steps for holding committee
meetings along with introducing and changing policy and organizational activity. This procedure
is based primarily on setting standards for the clarity of communication, the optimization of
meetings, and to maximize transparency while minimizing micromanagement.
Section 1: Conducting a board meeting
1. President

2.

3.
4.

5.

a. Commence meeting. State date, announce all upcoming events,

deadlines, etc. Read list of tabled motions to be voted on to begin session. Yield
floor to the Vice-President.
Vice-President
a. Announce first tabled motion to be voted on. Call for any final
comments or discussion from the Board. Proceed to vote.
i.
If the Board takes up further discussion, discussion
shall end when committee is done speaking. Ask Board if they are ready
to move on. If yes, do so.
b. Announce commencement of voting. State that all voting in favor
of the motion are to vote I.
Board of Directors
a. If voting in favor of motion, proclaim I
b. If voting against motion/not voting for motion, remain silent.
Vice-President
a. Declare tally of I votes
i.
Declare if I votes pass the majority threshold (3
out of 5 vote I). If so, declare motion adopted. If not, declare motion
failed.
b. Repeat steps 3 & 4 until tabled motions are cleared.
c. Verify to the Board that all tabled motions are resolved.
President
a. Brief the Board on progress involving organizational activities.
Clarify this weeks agenda and remind everyone of any upcoming events.
i.
If wishing to introduce any new motions, they are to
be introduced at the end of this time. If seconded, all motions will be
tabled until next week.
1. If motion is not seconded, motion
fails.
b. Ask the Board if they have any questions. If not, yield the floor to
the Vice-President

6. Vice-President
a. Brief the Board on progress involving organizational activities.
Clarify this weeks agenda and remind everyone of any upcoming events.
i.
If wishing to introduce any new motions, they are to
be introduced at the end of this time. If seconded, all motions will be
tabled until next week.
1. If motion is not seconded, motion
fails.
b. Ask the Board if they have any questions. If not, yield the floor to
the Funds Committee Chair.
7. Funds Committee Chair
a. Brief the Board on progress involving organizational activities.
Clarify this weeks agenda and remind everyone of any upcoming events.
i.
If wishing to introduce any new motions, they are to
be introduced at the end of this time. If seconded, all motions will be
tabled until next week.
1. If motion is not seconded, motion
fails.
b. Ask the Board if they have any questions. If not, yield the floor to
the Sponsorship Committee Chair.
8. Sponsorship Committee Chair
a. Brief the Board on progress involving organizational activities.
Clarify this weeks agenda and remind everyone of any upcoming events.
i.
If wishing to introduce any new motions, they are to
be introduced at the end of this time. If seconded, all motions will be
tabled until next week.
1. If motion is not seconded, motion
fails.
b. Ask the Board if they have any questions. If not, yield the floor to
the Awareness Committee Chair.
9. Awareness Committee Chair
a. Brief the Board on progress involving organizational activities.
Clarify this weeks agenda and remind everyone of any upcoming events.
i.
If wishing to introduce any new motions, they are to
be introduced at the end of this time. If seconded, all motions will be
tabled until next week.
1. If motion is not seconded, motion
fails.
b. Ask the Board if they have any questions. If not, yield the floor to
the Vice-President
10. Vice-President
a. Declare any set motions for next week. If none, declare the
meeting has produced no motions.
11. President
a. Ask if any anyone has any further questions, comments, or
conversations to pursue. If so, orderly discussion is to be held. If not, or at end of
conversation/comments, declare meeting adjourned.