By Laws

Randolph Restorative Justice Program
Citizens Advisory Board
By-Laws-adopted 12/08

The Randolph Restorative Justice Program operates as a collaborative effort between the citizens of Randolph, the municipality, and the Agency of Human Services (AHS), in order to mend and strengthen the fabric of human relationships and to revitalize the concepts of “neighbor” and “responsible citizen”..

Article I: Name and Service Area
The name of this organization shall be the Randolph Restorative Justice Program, and shall herein be known as “RRJP”.

Article II: Purpose
Mission Statement
The mission of the RRJP is to provide a forum for peaceful conflict resolution where citizens are empowered to maintain and enhance community well-being using restorative justice principles and practices.

The mission of the Citizens Advisory Board, also known as the “CAB”, is to bring together a group of citizens representing the diversity of the community to work with the Town of Randolph and the Program Coordinator to ensure that the RRJP delivers the quality and scope of restorative justice services needed by the community.

Article III: Members of the Citizens Advisory Board
A. Size and Composition
1. The CAB shall consist of no fewer than 10 citizens of the Randolph area interested in the work of the RRJP.  They are encouraged to attend relevant trainings and are expected to attend regularly scheduled meetings.  The CAB will strive to achieve a membership composition that represents the diversity of the community.  At least 51% of those serving on the CAB will be citizen volunteers whose involvement is not part of their work duties with a governmental or non-governmental agency.  At least two members of the CAB will be under the age of 22.
2. In the event the CAB is lacking representation of members with perspectives important to the development of the RRJP, the CAB will actively seek consultation from representatives in the community.  These representatives may provide support to the CAB as detailed in Article VI, Section E, Public Participation.
B. Selection
1. The Coordinator of the RRJP and the members of the CAB will encourage participation by the community through a variety of methods such as neighborhood meetings and other communication forums, newspaper articles, Randolph Selectboard appearances, and so on.
2. Prospective Board members may be nominated by anyone, including the candidate.  Once nominated, interested citizens will fill out a membership application to be considered by the CAB.
3. In considering a nominee’s application, the CAB will discuss the perspective and skills the nominee could bring to the organization, the nominee’s ability and willingness to follow the CAB’s written Code of Ethics, and most importantly, whether the nominee supports the principles espoused by the RRJP.
4. Agencies and organizations invited to provide a member for the CAB shall select their own representatives.
5. Once elected to the CAB, new members will be given a packet of information about the CAB, the RRJP, and all documents pertaining to the governance of both.
C. Tenure
1. Members of the CAB will serve terms of two years.  In the first year, half the members will have 1-year terms to ensure only 1/2 the CAB potentially turning over each year.
2. At the end of their term, members may be re-appointed by the CAB or may step down and be replaced in the same manner as the original appointment.
3. When a vacancy occurs prior to the end of a term, the position may either be appointed or filled in the same manner as the original appointment, with the term lasting until the annual elections meeting.
4. Terms shall begin July 1st of each year.
D. Removal
1. After utilizing restorative justice principles, the CAB may declare the seat vacant of any member who is absent for three consecutive meetings and initiates no communication with other CAB members.
2. The CAB may declare the seat vacant of any member who is no longer a Randolph area resident.
3. After utilizing restorative justice principles, the CAB may declare the seat vacant of any member who has acted in a manner detrimental to the operation of the Board. 
E. Officers: Officers of the CAB are elected by the CAB and hold the office for one year.  If a position is vacated, the CAB may vote immediately on a replacement, whose term will expire at the end of the original term.  Offices and responsibilities are:
1. Chair
a. Ensure CAB business is transacted in accordance with these by-laws and in a timely manner.
b. Develop agenda.
c. Facilitate CAB meetings
d.  Coordinate dissemination of official CAB decisions/recommendations.
e.  Interact regularly with Town government regarding citizen interest in and progress of the RRJP.
2. Vice Chair
 The Vice-Chair shall perform the Chair’s duties in the Chair’s absence.
3. Secretary
a. Record and maintain minutes of regular and special CAB meetings.
b. Disseminate information, including meeting agendas, documents, etc.
c. Maintain CAB records.
d. Ensure effective management of RRJP records.
e.  The Coordinator may serve as the Secretary should the CAB so decide.

Article IV: Financial Accountability
A. The RRJP will operate in partnership with the Town of Randolph as detailed in the Memorandum of Understanding.
B. The Fiscal Year for the program will begin on July 1.
Article V: Function of the Citizens Advisory Board
A. Establish and update by-laws and ensure compliance.
B. Review and comment on the annual budget as prepared by Coordinator for submission to the Town Manager.
C. Identify additional funding sources to ensure adequate resources and to fulfill mission.
D. Be fully aware of the RRJP mission, principle and goals.
E. Educate and inform the community about resources and services provided by the RRJP.
F. Listen to the citizenry of Randolph for input on the design or content of future programs and services and relay this information to the Coordinator.
G. Assist Town Manager in hiring, supporting and evaluating the Coordinator.
H. Recruit new CAB members and assist in recruiting volunteers.
I. At least annually, evaluate the programs and how well they meet community needs.
Article VI: Meetings of the Citizens Advisory Board
The CAB shall meet as needed to conduct regular business.
A. Meeting Process
The Chair will oversee the meeting process and the rules contained in Roberts Rules of Order shall govern the proceedings of the Board except in such cases as are governed by the By-laws.
B. Attendance
1. Members shall maintain a vital, working relationship with the CAB by attending regularly scheduled and special meetings.
2. If a member is unable to attend, the Chair shall be informed of the absence with as much advance notice as possible.

C. Decision Making
1. Before business can be transacted or motions made or passed, a quorum consisting of a majority of CAB members must be present.
2. In discussing issues and making decisions, respectful consideration will be given to each person’s expressions, and the group will strive toward consensus whenever possible.  In the event consensus can not be reached within a reasonable amount of time, any member of the CAB may call for a vote.
D. Public Participation
1. All meetings of the CAB shall be open to the public, and a time for public comment will be included on each agenda.
2. Citizens and citizens’ representatives wishing to present at a CAB meeting shall contact the Secretary prior to the meeting for placement on the agenda.  If the next meeting’s agenda is full, the Secretary may schedule the presentation for a later date..
E. Executive Session
From time to time it might be necessary to hold an executive session to discuss a personnel issue or other sensitive topics.  On those occasions:
1. The Chair will indicate the general purpose of the session.
2. If necessary, decisions regarding the issue considered in Executive Session will be made and recorded when the session has concluded.
3. The minutes shall reflect only the general nature of the topic considered during executive session and any decisions reached.
F. Sub-committees
 The CAB is empowered to create subcommittees as needed.
G. Retreats
The CAB may hold a retreat once a year to hold elections, train members, review By-laws, discuss the future of the RRJP or any other subjects deemed important.
Article VII: Amendments of By-Laws
These By-laws may be altered, amended, or repealed, and new By-laws may be adopted by a majority of the members present at any meeting, provided a quorum is present, if at least 30 days’ notice of such proposals of amendment has been sent to the CAB by the Secretary.