Kane County, IL: Adult Justice Center Project - Citizens Advisory Committee Charter

Section 1.1 Committee Name: The Committee described within this Committee Charter shall be known as the "Kane County Adult Justice Center Citizens Advisory Committee."

Section 1.2 Background: Kane County has moved forward with the decision established when the current Judicial Center was purchased to build a new Adult Justice Center at that location. Community concerns are solicited during the design and construction phase so that citizens have a continued opportunity to share comments regarding aspects of the design and operation of the new facility that may have community impact. Therefore, after the April 14, 2005 Committee of the Whole meeting, the County Board Chair determined to establish the Committee.

Section 1.3 Purpose: The purpose of the Kane County Adult Justice Center Citizens Advisory Committee is as follows:

To collect citizen input on relevant issues and share that information in a cooperative and non-confrontational forum with key county representatives during the project design, construction, and occupancy phase

Section 1.4 Progress: Progress toward this purpose shall be outlined by the Committee in the form of a plan. This plan shall include the following summary elements:

Milestones that are planned for the Committee each month;

How the Committee plans to measure its success;

Section 1.5 Duration: The Committee shall exist until the new Kane County Adult Justice Center is occupied.

SECTION II - TEAM COMPOSITION

Section 2.1 Members: The Kane County Adult Justice Center Citizens Advisory Committee should include membership that is consistent with County policy, philosophy, and mission. Membership for the Committee was appointed by the Chairman through consultation with the Kane County Board. Membership consists of representatives from the following entities:

(a) City of Geneva	(b) City of Aurora
(c) City of Elgin	(d) City of St. Charles
(e) League of Women Voters	(f) Police Chiefs Association
(g) County of Kane Appointment	(h) Combined St. Charles and Geneva Park Districts
(i) Geneva School District Board	(j) Sixteenth Circuit Court Chief Judge Appointment
(k) Homeowners Association of Fisher Farms	(l) Homeowners Association of Harvest Hills

Section 2.2 Term of Committee Members: The Kane County Adult Justice Center Citizens Advisory Committee shall meet until the new facility is occupied. Members of the Committee are appointed by the Kane County Board Chairman. If any member is unable to continue to participate for whatever reason, the corresponding agency/entity will be contacted to determine an appropriate substitute and may recommend a new member for appointment.

Section 2.3 Additional Membership: If the membership is determined not to be consistent with the County policy, philosophy, and mission, the County Board Chairman may appoint additional members to the Committee. The Chairman may also invite or encourage individuals who may have particular expertise to advise the Committee either in a Committee meeting or through other arrangements.

SECTION III - COMMITTEE MEETINGS

Section 3.1 Meetings; Quorum; Voting; Record of Meetings: The Committee shall hold regular meetings. All meetings shall be public and in accord with the Open Meetings Act. The Committee shall operate from consensus. Dissenting opinions shall be reflected in the minutes. All official positions and advisements from the Committee shall be reached and recorded in one of the following manners:

The Committee will take an official position by consensus of Committee members.
In the event that a consensus cannot be reached, then the official position of the Committee shall be reached by majority vote of those present, with any minority positions also entered into the meeting minutes.
The Committee shall keep written minutes of their meetings. These meetings shall be posted on the project website for review by all concerned parties.

Section 3.2 Officers; Services:

The Committee shall elect from among the Committee members a Chairperson. The Chairperson shall preside over meetings and be responsible for establishing the agenda for Committee meetings. The County Board Chairman or the Project Steering Committee may also request items to be placed on the agenda.
In the event that the Chairperson is not present for a meeting, the Committee shall elect a Convener to preside over that meeting.
Staff for the Committee shall provide written minutes for the meetings, arrange meeting space, advise members on meeting times and locations, update information on the project website, and support the Chairperson in developing and distributing meeting agendas, and otherwise support the Committee and Chairperson as needed.

Section 3.3 Norms for Operating/Decision Making: The Committee has established the following norms for operating and decision making by its members:

Attend all meetings and be on time or notify the Committee if unable to attend
Last minute changes to meeting attendance require special communication to members (telephone, etc.)
Be honest and kind at meetings
Share all relevant information
Commit to reasonable amount of work outside of the Committee meetings for the benefit of the Committee
Keep the discussion focused during meetings
All members are expected to participate
Disagree openly with any member of the group when appropriate
Focus on interests, not positions
If the Chairperson deems it appropriate for whatever reason, he/she may invoke Roberts Rules of Order

Section 3.4 Authority Level: The Committee will only have the authority to make non-binding recommendations and to advise the Criminal Justice Project Steering Committee on items and concerns relative to the design, construction and occupancy of the new Adult Justice Center that impact the community.

Section 3.5 Resources Available to Team: The County will select a person to serve as a non-voting facilitator to assist the Chairperson. The County will also assign a member of the Project Steering Committee to serve as a non-voting member. The County will also assign staff to record and distribute minutes of the meeting.

Section 3.6 Reporting Requirements: The Committee will report directly to the Project Steering Committee as needed. The content of this report includes progress toward goals, timelines, and other issues of interest as determined by the Project Steering Committee. The Committee shall also post meeting minutes on the project website so that any interested individual can access the minutes and be informed of the Committee's proceedings.