CITIZEN’S COMMITTEE FOR PUBLIC SAFETY IN JOSEPHINE COUNTY INTERIM BYLAWS Article I – NAME Section 1 – Name: The name of this organization shall be the Citizen’s Committee for Public Safety in Josephine County (hereinafter: Committee). Article II – PURPOSE Section 1 – Purpose: The purpose of the Committee shall be to provide a forum for Josephine County citizens to foster accountability, promote transparency and facilitate establishing community trust in the operation and management of the Josephine County Sheriff’s Department (including the Jail) and the Juvenile Justice Center. Article III – COMMITTEE ROLE AND RESPONSIBILITIES Section 1 — Role and Responsibilities: The Committee will perform the following: A. Review and make recommendations concerning the expenditure of funds generated from the local option tax measure approved by the Josephine County voters at the May 2015 election; B. Compile and deliver to the Josephine County Board of Commissioners a semi-annual report of its findings on or before May 31 and November 30; C. Provide a community forum that promotes community trust, institutional accountability and transparency in the financial management in the Josephine County Public Safety system; D. Facilitate public meetings and informational forums where the public might comment on and be informed concerning matters of management and fiscal operations of the Public Safety system; E. Upon request of the County Sheriff, assist in identifying and clarifying short and long term goals and objectives of the Josephine County Public Safety system, and advise on matters put forward by the Sheriff for the Committee’s consideration; F. Share observations and suggestions with the Josephine County Sheriff formulated by the Committee as a result of its undertakings. Section 2 — Scope: The Committee shall function in a manner to provide information to the citizens of Josephine County and the Public Safety System leaders and promote information exchange between and Interim Bylaws of the Citizen’s Oversight Committee for Public Safety in Josephine County; Adopted April 16, 2015 Page 1 among those constituencies. The Committee shall have no responsibility or authority over the operations of Josephine County or any public employee of Josephine County. Article IV – MEMBERSHIP Section 1 —Committee Composition: The Committee shall consist of not less than 13 or more than 15 members. In addition, ex-officio members may participate in Committee meetings and may include representatives of the Josephine County Board of Commissioners, County Sheriff’s Office, District Attorney’s Office, Juvenile Justice Department’s Office, and the Grants Pass Department of Public Safety. Section 2 — Composition of Membership: Membership shall consist of the following: A. One (1) member representing and appointed by the Grants Pass City Council; B. Three (3) members, representing and appointed by the following three (3) public rural fire protection organizations located in whole or in part within Josephine County: Illinois Valley, Williams, and Wolf Creek; C. One (1) member representing the private rural emergency response organizations serving Josephine County, appointed by Rural/Metro Fire of Josephine County or American Medical Response (AMR) of Josephine County; D. One (1) member representing and appointed by Three Rivers School District; E. One (1) member representing and appointed by Grants Pass School District; F. One (1) member representing post-secondary educational community appointed by the governing board of Rogue Community College; G. One (1) member representing the faith-based community appointed by the Church of the Valley Strategically Aligned Leadership Team (SALT); H. One (1) member representing community organizations assisting victims of domestic violence in Josephine County appointed by the Women’s Crisis Support Team (WCST); I. Two (2) members representing the Josephine County community-at-large, appointed by majority vote of current members of the Committee from among candidates who have applied to fill these at-large positions and who meet the qualifications outlined in Section 3 below; J. Two (2) members representing and appointed by the Grants Pass and Josephine County Chamber of Commerce. Section 3 —Membership Qualifications: All Committee members shall be prepared to serve for a term of two years; shall be law-abiding; willing to serve as advocates on behalf of effective, efficient, accountable, and transparent management of the Public Safety System; and demonstrate an ability to understand, evaluate and communicate financial information and concepts. Members shall also have had demonstrable successful experience in accounting, public safety, financial management, business or public administration, providing constructive citizen input and feedback to public agencies in Josephine County or similar communities elsewhere, or similar fields of occupational endeavor or enterprise. Interim Bylaws of the Citizen’s Oversight Committee for Public Safety in Josephine County; Adopted April 16, 2015 Page 2 Section 4 —Appointment of Members: Committee members shall be appointed in the manner described in Section 2. The appointments shall become effective on receipt of Notice from the appointing authority by the initial Steering Group described in Section IX. Section 5 — Term of Membership: Terms of office shall be for two years and shall be staggered. The initial term of members shall be for a one (1) year term or two (2) year term as assigned by the initial Steering Group described in Section IX. No more than 7 members shall be assigned a term of one (1) year; thereafter all terms shall be by appointment for a two (2) year period. Section 6 — Officers: The Committee shall elect from among its members Co-chairpersons for a one (1) year term. The Co-chairpersons shall function as presiding officers for the conduct of meetings. In the absence of one Co-Chairperson, the other Co-chairperson shall function as presiding officer. Where both Co-chairpersons are absent from a meeting, a quorum of the Committee may appoint a presiding officer for that meeting. The other officers of the Committee shall be a Treasurer and a Secretary. The officers shall be elected at the first meeting of the Committee and shall take office immediately. Section 7 — Resignation, and Termination from Membership: Resignation from the Committee must be in writing and submitted to a Co-Chairperson of the Committee personally, by mail or delivery service or electronically. Upon the recommendation by not less than three (3) Committee members, a committee member may be terminated and removed from the Committee due to excessive absences from Committee meetings upon a majority vote of the Committee membership. Where a member has repeatedly demonstrated an unwillingness to support the goals, objectives or activities of the Committee, or has proven to be a disruptive and unproductive influence on the functioning of the Committee, such member may be terminated and removed from the Committee by a vote of two-thirds of the Committee membership. Article V — SUBCOMMITTEES Section 1 — Subcommittee Formation: The Committee may create subcommittees as needed, for purposes such as, but not limited to, public outreach, media relations, or data collection. The Chair of each subcommittee shall be appointed by a majority of quorum of the Committee. Article VI — MEETINGS Section 1—Meeting Schedule: The Committee shall meet at least four (4) times per year at a time and place designated and as determined by the Committee. Section 2—Quorum: A majority of the filled positions then appointed to the Committee will constitute a quorum for the purposes of conducting business and making decisions. Section 3 — Conduct of Meetings: The Committee shall convene regularly scheduled meetings, and the Co-Chairpersons shall preside and control the conduct of the meetings. Interim Bylaws of the Citizen’s Oversight Committee for Public Safety in Josephine County; Adopted April 16, 2015 Page 3 Section 4 – Minutes and Records: The Committee shall send out meeting notices and announcements, distribute copies of minutes and the agenda to each member, and maintain records in accordance with Oregon Public Records Laws and state archives requirements. Section 5 – Open Meetings: All meetings of the Committee shall be conducted in accordance with the requirements of the Oregon Public Meetings Law. Notice of meetings shall be in accordance with Oregon Public Meetings Law. Section 6 — Special Meetings: Special meetings of the Committee may be called by either CoChairperson or upon petition of four (4) members of the Committee. Notices of special meetings shall be sent to each Committee member at least seven (7) days prior to the meeting. Article VII – EFFECTIVE DATE Section 1 – Effective Date: These Interim Bylaws shall become final and effective upon the approval by a majority of the Committee at a regularly called meeting. Article VIII — AMENDMENTS Section 1 — Amendments: These Bylaws may be amended by a two-thirds vote of the Committee at a regularly called Committee meeting. No amendment shall be put to a vote unless such amendment has been provided to the membership not less than 10 days prior to the meeting at which such amendment is on the agenda. Article IX — INITIAL STEERING GROUP AND TRANSITION Section 1-- Committee Start-Up: An initial Steering Group was selected to facilitate the startup operations of the Committee. Upon voter approval of the local option Public Safety Measure in the May 2015 election, the Steering Group will issue requests to the appointing authorities named in Article IV to appoint their representatives to the Committee. As soon as at least seven (7) members of the Committee have been appointed by their respective authorities and no later than September 30, 2015, the Steering Group will call the first regular meeting of the Committee, after which the Steering Group will dissolve. Section 2 – Steering Group Members: Membership on the initial Steering Group shall not disqualify a member from being appointed to the Committee by an appointing authority identified herein. Members of the initial Steering Group are as follows: David Holmes, Three Rivers School District Jason Fields, a Murphy area businessperson Jennifer Philippi, an Illinois Valley resident and businessperson Jim Frick, an Illinois Valley businessperson and community volunteer Jim Brumbach, local pastor and community volunteer Julie Thomas, Concierge Home and Business Watch and community volunteer Robert Stumbo, Wolf Creek area businessperson Cliff Thomason, local business person and community volunteer Ron Schwartz, a former Grants Pass Public Safety Director Interim Bylaws of the Citizen’s Oversight Committee for Public Safety in Josephine County; Adopted April 16, 2015 Page 4 Helen Scott, community volunteer Linda Bradley, community volunteer Colene Martin, Chamber of Commerce Jim Dittmer, local business person and community volunteer Ken Smith, Community United for Safety and community volunteer All actions of the initial Steering Group shall be undertaken by majority vote of the members identified herein. All records and minutes of the activities undertaken by the initial Steering Group shall be delivered to the Secretary of the Committee. Dated this ______ day of ______________, 2015 ___________________________________ Initial Presiding Officer of the Steering Group Attest: ___________________________________ Witness Interim Bylaws of the Citizen’s Oversight Committee for Public Safety in Josephine County; Adopted April 16, 2015 Page 5
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