FOUNDING DOCUMENT / June 30, 2009
PREAMBLE
Maintaining public safety and order is a first priority in an organized society, and political subdivisions designate police units to perform that function. Carrying out the police role effectively depends on sustained understanding and communication between the police unit and the related community.
Confirming its long commitment to a positive community-police relationship, the Riley County Police Department formally established a Community Advisory Board in July 2009. The Board is a group of citizens chosen to 1) serve as a communications link between the Department and the public, 2) help improve public understanding of the Department role, and 3) advise the Department on issues, opportunities, and policies.
In carrying out those functions, the CAB is guided by the principle that the Riley County Police Department serves to ensure the security of persons and property and to maintain public order and safety, always guided by the highest standards of professional police practice.
BYLAWS OF THE CAB
ARTICLE 1 NAME
The name of this group shall be the Community Advisory Board for the Riley County Police Department hereinafter referred to as the CAB.
ARTICLE II MISSION
As a group of citizens representative of Riley County's diverse population, the CAB is established to help the Riley County Police Department and the entire county community by:
- Providing a community perspective in advising the Director of the Riley County Police Department on issues, opportunities, and policies,
- Assisting the Department in improving the community's understanding of the police function and role,
- Assisting the Department in providing meaningful communication between the police and the community,
- Advising the Department on ways of improving the effectiveness of police operations, and
- Identifying community needs, issues, and opportunities for consideration and appropriate action.
ARTICLE III OBJECTIVES
In keeping with its mission, the CAB shall formulate specific objectives based on current considerations and intended to benefit the Department and the citizens in its jurisdiction through a positive police community relationship. Objectives are recorded in the CAB's minutes and are subject to periodic revision.
ARTICLE IV MEMBERSHIP
1. Number of Members: The Community Advisory Board shall consist of no less than nine and no more than twelve members.
2. Eligibility for Membership: Only those persons who are legal residents of Riley County or who are representatives of entities located in Riley County shall be eligible for membership. The CAB may consider persons from neighboring counties who are impacted by the services of the RCPD.
3. Appointment: CAB members may nominate individuals for appointment to the CAB. The RCPD Director has the authority to appoint new members.
4. Term of Membership: Members of the CAB shall be appointed for a term of three years with no more than one third of the terms to expire each year. Members may be reappointed for a second term at the discretion of the RCPD Director. Terms are for the calendar year.
5. Ex officio Members: The RCPD Director shall be an ex officio, non-voting, member of the CAB. The Director or the Director's designee is a participant in all CAB meetings.
6. Attendance: A member who fails to attend three consecutive regular meetings without an adequate reason for such absences may be subject to removal from the CAB.
7. Resignation: A member may resign at any time by giving written notice to the RCPD Director or the Chair of the CAB.
8. Declaration of Vacancy: A simple majority of the members present at any duly called meeting of the CAB at which a quorum is present may recommend to the RCPD Director that a vacancy be declared for a member for cause. Cause may include a member's failure to attend sufficient meetings or to properly discharge his or her responsibilities as a member of the CAB. Vacancies created by such termination may be filled by the RCPD Director upon recommendation by the CAB.
9. Conflict of Interest: Should any member of the CAB be financially or otherwise closely associated with any issue that comes before the CAB, said member shall disqualify himself or herself from consideration of the issue and shall not sit with the CAB during such consideration. The member with the conflict of interest may nevertheless speak as a member of the public concerning the issue during the course of the matter, and his or her comments shall be considered by the CAB in the same manner as all other comments by members of the public.
10. Privileges and Limitations of Membership: The CAB is an advisory group, and it has no power to establish policy nor does it have any role in RCPD operations. Members serve on the CAB voluntarily and are not considered RCPD employees nor are they entitled to benefits associated with employment by the RCPD. CAB members shall be bound by a requirement for confidentiality defined in a document executed as a condition of appointment.
ARTICLE V OFFICERS
The officers of the CAB shall include a Chair and a Vice Chair. There shall exist a presumption of succession in which the Vice Chair assumes the Chair position in the year following service as Vice Chair. At the first meeting of the year the Vice Chair shall be elected by a majority vote from among the CAB membership. Upon election, the Vice Chair shall immediately assume office. Officers may serve for a term of one year and no more than two successive one-year terms. The minutes of the meetings will be recorded by a RCPD staff member and shared with the CAB members..
ARTICLE VI DUTIES OF OFFICERS
1. Duties of the Chair. The Chair shall:
- Call and preside at meetings and ensure that meetings are in compliance with all rules governing the CAB.
- Appoint committees as needed for specific projects, programs, events, activities, or as otherwise necessary to fulfill the CAB mission as stated in Article II and to carry out CAB objectives.
- Serve as an ex officio member of all committees.
- Be the spokesperson of the CAB on issues that have been addressed by the CAB.
- Coordinate the agenda, work with any CAB member requesting that an item be placed on the agenda, and sign all documents regarding CAB business.
2. Duties of the Vice Chair. The Vice Chair shall:
- Perform the duties of the Chair in the absence of the Chair.
- Act as an advisor to the Chair and perform such functions as are assigned by the CAB.
- Fill any vacancy occurring in the office of Chair for the remainder of the term.
ARTICLE VII MEMBERSHIP RESPONSIBILITIES, PRIVILEGES, AND LIMITATIONS
1. The CAB meets and confers with the RCPD Director or the Director's designee concerning law enforcement needs, opportunities, and concerns.
2. The CAB refers to the RCPD Director or the Director's designee all questions requiring clarification of policy and provides the Department with citizens' reactions to police procedures, policies, and performance.
3 The CAB communicates information to other community residents and seeks citizens' input on issues, opportunities, and concerns to be brought to the attention of the Department.
4. The CAB actively participates in discussions, special projects, programs, events, activities, or acts as otherwise necessary to fulfill the CAB's mission as set forth in Article II.
5. The CAB is not empowered to establish policy or investigate charges or operational matters of the RCPD, although these areas may be topics of discussion between the CAB and the RCPD Director at the regularly scheduled meetings.
ARTICLE VIII COMMITTEES
The CAB may create ad hoc committees as needed to carry out specific assignments or otherwise to accomplish the CAB mission and objectives. The chair of each such committee shall be a voting member of the CAB.
ARTICLE IX QUORUM AND VOTING
1. Quorum. To conduct the regular business of the CAB a simple majority of the current membership shall constitute a quorum. If a quorum is not present after the scheduled meeting time, the meeting will be rescheduled.
2. Actions. All actions by the CAB are preferred to be decided by consensus. If necessary, actions may be put before the members in the form of a motion, duly seconded and voted upon by at least a quorum of the members.
3. Voting. Voting is by voice or by show of hands at the discretion of the Chair. Votes may only be taken at a properly announced meeting at which a quorum is present. Unless otherwise provided in these Bylaws the passage of any item shall require a simple majority vote of those in attendance. Each member present, including officers, shall be entitled to one vote. Voting by absentee ballot, proxy, facsimile transmission, or e-mail shall not be permitted.
ARTICLE X REGULAR MEETINGS
Regularly scheduled meetings shall be held throughout the year. The frequency and specific calendar of meetings shall be determined by consensus at the first meeting of the year and shall include a first meeting date for the following calendar year. Notification of all regular meetings shall be provided to all members no less than seven days prior to said meetings. An agenda will be prepared for each meeting. Any CAB member may suggest that an item be placed on the agenda; however, the majority of the quorum present or the Chair will decide on agenda items. If the Chair and Vice Chair are both absent at any meeting of the CAB, the CAB will elect a Chair pro tempore to serve for that meeting.
ARTICLE XI SPECIAL MEETINGS
Special meetings for any purpose may be called by the Chair or the Vice Chair or by a majority of the CAB members. Notification of all special meetings shall be posted no less than five days prior to said meetings. Special meetings shall be conducted in the same manner as a regular meeting but shall be limited to the conduct of business specifically set forth in the notice.
ARTICLE XII PUBLIC PARTICIPATION AND COMMENT
The public is welcome to participate in meetings of the Community Advisory Board. The Board values public input and encourages individuals to take advantage of the public comment portion of the monthly meetings to express their opinions of matters of public concern. To allow fair treatment and equal opportunity for all who wish to participate, comments from the public will normally be limited to fifteen minutes. The Chairman of the Board may establish other guidelines as he/she deems necessary based upon the number of those wishing to speak, the time available, and other factors.
ARTICLE XIII ADOPTION OF BYLAWS
These Bylaws shall be declared adopted when passed by three-quarters vote of the entire CAB membership. Voting for adoption of Bylaws by absentee ballot, facsimile transmission, or e-mail shall be permitted. As needed, these Bylaws may also be amended in the same way, provided members have received written notice of the proposed amendment(s) at least thirty days before the voting due date.
V A L U E S
The CAB identifies with and is guided by the values of the Riley County Police Department as set forth in Section 2 of the RCPD policy statement entitled: Written Directive System (last revised November 24, 2008).
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In response to the charge by the Director of the Riley County Police Department this founding document is adopted by the Community Advisory Board ad hoc Committee -- Trent Armbrust, Jarold Boettcher, John Carlin, Mo Hosni, Robert Kruh, Belinda McMillan-Snyder, Richard Pitts, Kathy Pauls, Tiffany Powell