BOP Program Statement 1415.03 § 9

(Attachment A) are intended to suggest a general approach, rather

than a definite structure. Bylaws shall:

# contain a clear statement of the Board's objectives,

# define (and limit) the Board's role in the internal affairs

of the institution,

# provide a structure for Board operations,

# define who may be a member,

# explain how members are selected, and

# set term lengths for each officer.

They may also address such issues as:

a. Standing or Ad Hoc Committees. Institutions shall have the

flexibility to establish either type, as local issues require.

b. Reporting. Reporting requirements are at the Warden's

discretion, and there is no requirement for periodic reports to

regional offices or the Central Office.

Wardens are encouraged to report to their Regional Directors

any notable successes or problems. Such reports may be

distributed so that other institutions may learn about other

programs.

c. Agendas. Ordinarily, the Warden prepares the agenda for

each Board meeting, but other members may contribute agenda items

on institution/community issues. A typical agenda might include

such matters as:

PS 1415.03

8/14/98

Page 5

# inmate population and security level trends,

# inmate movement, significant news or events (escapes,

fires, etc.),

# goals and objectives,

# new programs,

# staff changes,

# construction projects,

# accomplishments,

# special activities, and

# special visits or tours.

/s/

Kathleen Hawk Sawyer

Director

PS 1415.03

8/14/98

Attachment A, Page 1

BYLAWS

COMMUNITY RELATIONS BOARDS

ARTICLE I

NAME: This organization shall be known as the Community

Relations Board to the (name of institution).

ARTICLE II

PURPOSE AND OBJECTIVES: The purpose and objectives of the Board

shall be as follows:

1. To act as official liaison between the (name of

institution) and communities surrounding the facility

within a (distance) mile radius.

2. To keep informed with respect to policies, programs,

and conditions at the aforementioned facility.

3. To make relevant information known to the community and

to encourage community interest and involvement in the

facility.

4. To comment on and make recommendations regarding the

facility.

5. To take such other action as may be appropriate to

accomplish the objectives of this Board.

ARTICLE III

MEMBERSHIP: As follows:

1. Membership shall consist of no more than (number) nor

fewer than (number) qualified individuals, except as

hereinafter provided; qualified individuals shall

consist of all interested residents of the community of

voting age.

2. The Board will nominate and approve by secret majority

vote qualified individuals for membership. Membership

shall be available to any citizen as provided herein,

including elected or appointed government officials,

but shall not be available to employees of the Bureau

of Prisons or any inmates at any correctional facility.

Only one member of each family within the surrounding

community may sit on the Board.

PS 1415.03

8/14/98

Attachment A, Page 2

3. Any member of the Board may be dismissed with just

cause by a majority vote of the entire Board. Any

member who is absent from three consecutive scheduled

meetings and who fails to show good cause for his or

her absence shall be dismissed. Good cause must be

presented in a verbal and written manner.

4. No member shall act on behalf of the Board without the

expressed written authorization of the Board or the

Executive Committee thereof.

VOTING: A quorum shall consist of at least (number) members.

Issues to be voted upon shall require a majority vote to carry.

ARTICLE IV

OFFICER: The officers of the Board shall consist of a

Chairperson, two Vice Chairpersons and a Secretary/Treasurer.

They shall be elected in (month) for a (length) term. Their

respective powers and duties shall include the following:

1. The Chairperson shall preside at all meetings.

2. The Senior Vice Chairperson shall preside when the

Chairperson is absent or otherwise unavailable to act.

3. The Secretary/Treasurer shall record, transcribe, and

maintain the minutes of all meetings, shall distribute

the minutes of the prior meeting and the agenda for the

coming meeting to all members and others entitled to

receive same, and shall maintain records of all monies

allocated to or expended by the Board.

ELECTIONS: The election of officers shall be held at the (month)

meeting. Nominations shall be from the floor, and elections

shall be by secret ballot, by those members present. The

presiding Chairperson shall be a voting member.

STANDING COMMITTEES: Standing committees shall include a

Membership Committee and a Publicity Committee. Additional

standing committees may be created by the Board.

1. Chairpersons of standing committees shall be appointed

by the Chairperson, with the approval of the Vice

Chairpersons.

PS 1415.03

8/14/98

Attachment A, Page 3

EXECUTIVE COMMITTEES: The Executive Committee shall consist of

the elected officers and the Chairpersons of all standing

committees. The duties of the Executive Committee shall be to act

on behalf of the Board in emergency situations calling for

immediate action. The Executive Committee shall act with the

approval of at least (number) of its members.

ARTICLE V

AMENDMENTS TO THE BYLAWS: These bylaws may be amended by written

request presented at a scheduled meeting. Amendments so proposed

shall be voted upon at the following meeting and may be enacted

by a majority affirmative vote of the entire Board.

ARTICLE VI

MEETINGS: Meetings shall be held at the institution on the

(schedule). All meetings shall be on the (day) and will begin

promptly at (time).

PARLIAMENTARY AUTHORITY: "Robert's Rules of Order, Newly

Revised" shall govern at all meetings to the extent practical and

not inconsistent with these bylaws.