This Task Force will be known as the "Community and Local Law Enforcement Task Force (Task Force)" and is a California "Brown Act" committee formed by the Sonoma County Board of Supervisors.
Purpose The purpose of the Task Force is set forth in the Charter approved by the Board of Supervisors on December 10, 2013. The purpose of these Rules of Procedure ("Rules") is to foster understanding and respect for the democratic process, facilitate compliance with applicable laws, encourage public participation, provide guidance on decorum, and enhance effective and efficient management of Community and Local Law Enforcement Task Force meetings.
Rule 1. Applicability of Rules
These Rules are intended to expedite the transaction of business of the Task Force in an orderly fashion, and are deemed to be procedural only.
Rule 2. Definitions
In interpreting these Rules:
- "Task Force" refers to the Community and Local Law Enforcement Task Force as a whole.
- "Member" refers to a member of the Task Force, appointed by the Sonoma County Board of Supervisors.
- "Chair" and "Vice Chair" refers to the Task Force members elected to those respective offices.
- "Clerk" refers to the Clerk of the Task Force, assigned by the County Administrator.
- "Staff" refers to staff assigned from the County of Sonoma to support the work of the Task Force. Staff assignments are made by the County Administrator.
Rule 3. Regular Meetings
Regular meetings generally will be held on dates and times mutually agreeable. It is proposed these meetings occur on the second and fourth Monday evenings of the month. In addition, any meeting may be cancelled upon the order of the Chair, or by a majority of the members of the Task Force.
Rule 4. Special Meetings, Workshops or Study Sessions
Special meetings, Workshops or Study Sessions may be called by the Chair or by a majority of the Task Force at times and locations in accordance with the law and specified notice provisions.
Elections, Powers, And Duties Of The Chair, Vice-Chair, And Chair Pro-Tempore
Rule 5. Selection of Chair, Vice Chair
The Task Force will nominate and elect from its membership a Chair and Vice Chair. The Chair and Vice Chair will serve at the pleasure of the Task Force and, absent removal by a majority, shall serve for the duration of the Task Force.
Rule 5.a. Powers of Chair, Vice-Chair
The Chair will serve as presiding officer of the Task Force and manage the meeting. In the absence or unavailability of the Chair, the Vice-Chair will call the meeting to order and serve as presiding officer. If both the Chair and the Vice-Chair are absent or unable to participate, an Acting Chair will be selected by the members present and will manage the meeting.
Agendas and Agenda Material
Rule 6. Meeting Agenda
At least 72 hours before a regular meeting, the Clerk will post an agenda. The agenda will consist of a brief statement of each item to be considered by the Task Force and its tie to the Task Force Charter. Items will be placed on the agenda by staff. The agenda will indicate the time and location of the meeting and will be posted as required by law.
Conduct of Business
Rule 7. Order of Business
The Task Force will conduct business in the order specified in the posted agenda or as modified at the discretion of the Chair.
Rule 8. Task Force Member; Notification of Absence
If any Task Force member is unable to attend a meeting of the Task Force, all reasonable efforts will be made to notify the Chair, County assigned staff, or the Clerk, as soon as possible to ensure there are sufficient members present to consider all agenda items.
Rule 9. Quorum and Action
Eleven members of the Task Force will constitute a quorum sufficient to transact business. In the absence of a quorum, the remaining members or the Clerk may adjourn the meeting to another date and time.
Rule 11. Matters Not on the Agenda
No action shall be taken on any item not appearing on the posted agenda.
Procedure and VotingRule 12. Order and Decorum
The Chair will preserve order and decorum and shall decide any questions of order and procedure.
A Task Force member wishing to speak shall refrain until he or she has been recognized by the Chair. While a member is speaking, other members shall be respectful and shall not engage in or entertain private discussions.
Rule 13. Commitment to Civility
All are encouraged to engage in respectful dialog that supports freedom of speech and values diversity of opinion. Members, staff, and the public are encouraged to:
- Create an atmosphere of respect and civility where Members, County staff, and the public are free to express their ideas;
- Establish and maintain a cordial and respectful atmosphere during discussions;
- Foster meaningful dialogue free of personal attacks;
- Listen with an open mind to all information, including dissenting points of view, regarding issues presented to the Task Force;
- Recognize it is sometimes difficult to speak at meetings, and out of respect for each person's feelings, allow them to have their say without comment, including booing, whistling or clapping;
- Adhere to speaking time limit.
Rule 14. Motions – General
Any motion for action shall require a second before being acknowledged by the Chair. The Clerk shall enter into the minutes the motion and the names of the moving and seconding members. After a motion is stated by the Chair, it shall be open for debate but may be withdrawn by the maker at any time before a decision is made or an amendment adopted. A motion may be amended with the consent of the moving and seconding members at any time before a decision is made or an amendment adopted unless another motion is pending. The Clerk shall enter into the minutes the vote of each member on each motion.
Rule 15. Voting
It shall take at least eleven affirmative votes of the Task Force to pass a motion. An abstention shall count as neither an "aye" nor a "no" vote.
Rule 16. Roll Call Votes
The Clerk shall conduct a roll call on all votes.
Duties of County Staff
Rule 17. Staff
County Staff will be present during Task Force meetings and will provide information as necessary to assist the Task Force members in their deliberation and decision making, consistent with the Task Force Charter. Staff is also responsible for developing meeting agendas. Staff assignments are made by the County Administrator.
Rule 18. Clerk of the Task Force
The Clerk will be present during all meetings for the purpose of taking and maintaining the minutes of the meeting; presenting and receiving correspondence, records, documents, reports, or petitions; preserving all records; and conducting roll call votes.
Rule 19. Subcommittees
The Task Force may organize Subcommittees of its members for purposes that directly support their work as described in the Task Force Charter and making recommendations to the full Task Force. Subcommittees are formed by Task Force action and represent less than a quorum of the Task Force.
The Clerk will maintain a list of any Subcommittees and their purpose.
Subcommittees will report back to the full Task Force on a timely basis.
Notice of each Subcommittee meeting agenda will be posted on the Task Force website, at least 24 hours in advance of the meeting by staff.
Subcommittee meetings will be open and public.
- Community Engagement and Healing Subcommittee: This subcommittee is charged with developing and recommending strategies and activities to support the work of The Community Policing and Civilian Review Subcommittees in their efforts to foster community engagement and healing. Members of this subcommittee could be thought of as community ambassadors for the Task Force and will develop the opportunities and venues to foster community dialogue and interaction for Task Force members. Additionally, this subcommittee will write up periodic reports for the Board of Supervisors on community feedback from topics raised at the Board of Supervisors Community Healing session of November 5, 2013. (Charter Charge 4)
The specific activities of this subcommittee may include:
- Developing and supporting lines of communications with local community groups and stakeholders;
- Coordinating community engagement events for Task Force members;
- Designing avenues and strategies for the community to provide input into Task Force charges, with specific emphasis on strategies to engage youth;
- Developing community awareness and education activities related to the charges of the Task Force;
- Collecting and providing community feedback to the whole Task Force;
- Coordinating and convening meetings with community engagement professionals in order to facilitate meaningful and productive dialogue between the Task Force and community;
- Developing draft periodic reports for full Task Force consideration regarding community feedback to be shared with The Board of Supervisors, consistent with Charter Charge 4.
- Developing a time line for Subcommittee work.
- Community Policing Subcommittee: This subcommittee is charged with reviewing and presenting to the Task Force, with input from the community, options regarding potential Community Policing strategies to be recommended to the County, including a recommendation on costs for County budgeting purposes. (Task Force Charter Charge 2)
The specific activities of this subcommittee may include:
- Gathering data, research and reports on the gamut of Community Policing options and strategies, including best practices and measures of effectiveness used by other communities;
- Engaging and educating community stakeholders on Community Policing options and soliciting their participation and feedback on determining the strategies that may work best;
- Coordinating information sessions and conversations with content experts around Community Policing models and other potentially relevant topics;
- Communicating with local law enforcement to understand the feasibility and opportunities for a variety of Community Policing models and strategies;
- Providing a comprehensive summary of findings on Community Policing to the entire Task Force and community;
- Engaging the Task Force and community in dialogue around the specific recommendations and components to be developed for the County;
- Developing the specific recommendations for the County regarding Community Policing;
- Presenting the draft recommendations to the Task Force and community, as well as a program cost estimate; and
- Developing a time line for completion of this work.
- Law Enforcement Accountability Subcommittee: This subcommittee is charged with considering and presenting to the Task Force, with input from the community, options regarding potential law enforcement accountability models to be recommended to the County. Additionally, this Subcommittee will review whether the Office of Coroner should be separate from the Office of Sheriff. (Task Force Charter Charge 1 and Charge 3)
The specific activities of this subcommittee may include:
- Gathering data, research and reports on law enforcement accountability models and strategies, and Office of the Coroner responsibilities and models, including the current status quo approach in Sonoma County;
- Engaging and educating community stakeholders on law enforcement accountability options and soliciting feedback and recommendations from key stakeholders;
- Coordinating information sessions and conversations with content experts around law enforcement accountability models and other potentially relevant topics (i.e. CA state laws, Peace Officers Bill of Rights, etc.);
- Providing a comprehensive summary of findings on law enforcement accountability models and Office of Coroner models to Task Force members and community, including the powers and duties ascribed in various models. This summary will also consider how accountability to the community is evaluated and measures of effectiveness are assessed;
- Engaging the Task Force and community in dialogue around the specific recommendations and components that may be developed for the County;
- Developing specific recommendations for the County regarding the establishments and operation of a specific model, which could include support for continuation of existing model;
- Presenting draft recommendations to the Task Force and community; and
- Developing a timeline for completing this work.
In regards to subcommittee composition and organizations, Task Force staff recommends that:
- Subcommittees be comprised of an odd number (for voting purposes) of 5-9 Task Force members;
- No Task Force member participate in more than two committees; and
- Each subcommittee should elect a Chair and Vice Chair, or Co-Chairs to oversee the development of meetings agendas, coordinated subcommittee business, facilitate community dialogue, and lead meetings.
Rule 20. Action Summaries and Recordings of Meetings
The Clerk will prepare and distribute Action Summaries ("minutes") of Task Force meetings. The minutes will consist of the brief statement of each item posted on the agenda plus all motions, all votes recorded, and the final action taken by the Task Force. The minutes will be made available to the public and will be placed on the Internet.
Rule 21. Building the Agenda for a Future Meeting
At each regular meeting, before the conclusion of the meeting, staff will confirm direction received at that meeting, in order to build the agenda for future meetings. This discussion will assist in confirming actions or research requested of staff by a majority of Task Force members.
Rule 22. Resignation by a Task Force Member
If a Task Force Member chooses not to continue as a member, he or she is requested to provide a written notice of this to staff, and to the individual member of the Board of Supervisors, the Sheriff, the District Attorney or the Mayor of Santa Rosa, who originally authorized the appointment. It is at their discretion whether to recommend a replacement individual for appointment to the Task Force.
Participation of the Public
Rule 23. Public Comment / Time Limits
Task Force meetings will be open and public, with notice of the time and place given to the public and Task Force members at least seventy-two (72) hours before the time of such meeting. At each Task Force meeting, members of the public will be given the opportunity to directly address the items on the agenda before an item is voted on. The Chair may set time limits for receiving public input.