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Bylaws
OF
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL
ARTICLE I
ORGANIZATION NAME
OF
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL
ARTICLE I
ORGANIZATION NAME
SECTION 1: NAME OF THE ORGANIZATION
The name of the organization is the Valley State Prison for Women’s (VSPW) Inmate Family Council. Informally it will be called the “Family Council.”
The name of the organization is the Valley State Prison for Women’s (VSPW) Inmate Family Council. Informally it will be called the “Family Council.”
ARTICLE II
PURPOSE
PURPOSE
SECTION 1:
To establish effective lines of communication between the institution, inmate families and significant relationships.
SECTION 2:
To promote better understanding regarding the correctional programming that affects family members and significant relationships.
SECTION 3:
To promote better understanding by the institution of the effect that correctional programming has on maintaining family and significant relationships.
To establish effective lines of communication between the institution, inmate families and significant relationships.
SECTION 2:
To promote better understanding regarding the correctional programming that affects family members and significant relationships.
SECTION 3:
To promote better understanding by the institution of the effect that correctional programming has on maintaining family and significant relationships.
ARTICLE III
MEMBERSHIP
MEMBERSHIP
SECTION 1: MEMBERSHIP
The council shall be comprised of a cross section of family members of inmates at VSPW. For this Article, a “family member” is an adult who has a meaningful family or community relationship with an inmate at the VSPW state prison.
SECTION 2: APPOINTMENT
The Warden shall appoint a ten member Family Council along with five alternates from a list of applicants, based on qualifications as submitted.
SECTION 3: REPRESENTATION
Every effort will be made to select a cross section of ten applicants representing the respective facilities. Additionally, five alternates will be selected.
SECTION 4: MEMBERSHIP
A. Members must follow the rules, regulations and policies of the California Department of Corrections.
B. Applicants must be approved visitors of VSPW prior to any appointment.
C. The institution may limit or discontinue activities of any member or member group that impedes the security, safety or orderly operation of the institution.
E. Applicants shall submit an application with biographical data. Applications will be made available at the Visiting Processing Center. All information shall be considered “Confidential,” and only used in the selection process.
F. Members must conduct themselves in a professional and appropriate manner at all times.
G Applicants shall receive written notification from the institution’s representative of their non-selection or termination in an expeditious manner. Reasons will be delineated.
H. Qualifications for membership include, an open seat, meaningful family or community relationship, desire to speak in a meeting format, willingness to meet on their own time, desire to listen to and represent the views of others concerning issues that affect families.
I. Membership on the Family Council is voluntary and does not entitle the member to salaries, wages, employee benefits, Worker’s Compensation or any special privileges.
SECTION 5: MEMBERSHIP TERM
The term of office of each member shall be for two years. Members shall not serve more than two consecutive terms. The first term of appointment shall begin April 2002 and end February 2004.
SECTION 6: REPLACEMENT OF MEMBERS
The Warden shall solicit a listing of applications at least 90 days prior to the expiration of any member’s term.
SECTION 7: RESIGNATIONS
Family Council member resignations shall be submitted in writing to the Warden and the chairperson at the institution.
SECTION 8: VACANCIES
A. Vacancies may result from a number of reasons, including, but not limited to, member’s death, written resignation, inappropriate behavior, transfer of inmate or unexcused absence from three consecutive meetings. “Unexcused absence” is defined as failure to contact the chairperson regarding non-attendance prior to the meeting.
B. The Warden shall fill any vacancy upon receipt of written notification from the chairperson that a vacancy exists. The Family Council shall request that the vacancy or vacancies be filled within 30 days of the vacancy.
C. Appointments to fill a vacancy shall be for the remainder of the unexpired term. If such appointment is for less than one month, the member shall be eligible for a regular term.
D. The Warden may fill a vacancy with a person selected from, but not limited to, the list of applicants submitted. Additional names may be requested by and submitted to the Warden.
SECTION 9: REPRESENTATION OF COMMITTEE WITHOUT COMMITTEE CONSENT
No individual member shall represent the Family Council either in writing or verbally without a prior majority vote of the Family Council. A majority consists of six members.
The council shall be comprised of a cross section of family members of inmates at VSPW. For this Article, a “family member” is an adult who has a meaningful family or community relationship with an inmate at the VSPW state prison.
SECTION 2: APPOINTMENT
The Warden shall appoint a ten member Family Council along with five alternates from a list of applicants, based on qualifications as submitted.
SECTION 3: REPRESENTATION
Every effort will be made to select a cross section of ten applicants representing the respective facilities. Additionally, five alternates will be selected.
SECTION 4: MEMBERSHIP
A. Members must follow the rules, regulations and policies of the California Department of Corrections.
B. Applicants must be approved visitors of VSPW prior to any appointment.
C. The institution may limit or discontinue activities of any member or member group that impedes the security, safety or orderly operation of the institution.
E. Applicants shall submit an application with biographical data. Applications will be made available at the Visiting Processing Center. All information shall be considered “Confidential,” and only used in the selection process.
F. Members must conduct themselves in a professional and appropriate manner at all times.
G Applicants shall receive written notification from the institution’s representative of their non-selection or termination in an expeditious manner. Reasons will be delineated.
H. Qualifications for membership include, an open seat, meaningful family or community relationship, desire to speak in a meeting format, willingness to meet on their own time, desire to listen to and represent the views of others concerning issues that affect families.
I. Membership on the Family Council is voluntary and does not entitle the member to salaries, wages, employee benefits, Worker’s Compensation or any special privileges.
SECTION 5: MEMBERSHIP TERM
The term of office of each member shall be for two years. Members shall not serve more than two consecutive terms. The first term of appointment shall begin April 2002 and end February 2004.
SECTION 6: REPLACEMENT OF MEMBERS
The Warden shall solicit a listing of applications at least 90 days prior to the expiration of any member’s term.
SECTION 7: RESIGNATIONS
Family Council member resignations shall be submitted in writing to the Warden and the chairperson at the institution.
SECTION 8: VACANCIES
A. Vacancies may result from a number of reasons, including, but not limited to, member’s death, written resignation, inappropriate behavior, transfer of inmate or unexcused absence from three consecutive meetings. “Unexcused absence” is defined as failure to contact the chairperson regarding non-attendance prior to the meeting.
B. The Warden shall fill any vacancy upon receipt of written notification from the chairperson that a vacancy exists. The Family Council shall request that the vacancy or vacancies be filled within 30 days of the vacancy.
C. Appointments to fill a vacancy shall be for the remainder of the unexpired term. If such appointment is for less than one month, the member shall be eligible for a regular term.
D. The Warden may fill a vacancy with a person selected from, but not limited to, the list of applicants submitted. Additional names may be requested by and submitted to the Warden.
SECTION 9: REPRESENTATION OF COMMITTEE WITHOUT COMMITTEE CONSENT
No individual member shall represent the Family Council either in writing or verbally without a prior majority vote of the Family Council. A majority consists of six members.
ARTICLE IV
OFFICERS
OFFICERS
SECTION 1: ELECTIONS
The officers shall be elected by a majority vote. This shall happen once a year in January or as deemed necessary
SECTION 2: DESIGNATED OFFICES
The officers of the Family Council shall be a chairperson, a vice-chairperson and a secretary.
SECTION 3: QUALIFICATIONS
Any member of the Family Council may serve as an officer.
SECTION 4: OFFICER’S RESPONSIBILITIES
Chairperson: Call meetings
Prepare meeting agendas
Preside over meetings
Maintain an interest list of applicants
Vice-Chairperson: Perform the duties of chairperson in his/her absence or as requested
Maintain roster of members and update information on members
Secretary: Take minutes
Prepare correspondence
The officers shall be elected by a majority vote. This shall happen once a year in January or as deemed necessary
SECTION 2: DESIGNATED OFFICES
The officers of the Family Council shall be a chairperson, a vice-chairperson and a secretary.
SECTION 3: QUALIFICATIONS
Any member of the Family Council may serve as an officer.
SECTION 4: OFFICER’S RESPONSIBILITIES
Chairperson: Call meetings
Prepare meeting agendas
Preside over meetings
Maintain an interest list of applicants
Vice-Chairperson: Perform the duties of chairperson in his/her absence or as requested
Maintain roster of members and update information on members
Secretary: Take minutes
Prepare correspondence
ARTICLE V
MEETINGS
MEETINGS
SECTION 1: FREQUENCY OF MEETINGS
The Family Council will meet on the 1st Friday of every other month during normal business hours,
between 8:00 a.m. to 5:00 p.m., to conduct the duties of the Family Council. Frequency of meetings shall
be amended as necessary, however prior approval from the Warden is required.
All meetings shall be closed to anyone other than the members of the Family Council and the Warden’s
Executive staff. Anyone, including speakers and special guests, must have formal approval from the
Chairperson of the Family Council before attending a meeting.
Members of the Family Council shall make every effort to attend all meetings. Absences shall be written and presented to the chairperson five (5) days prior to the meeting
Members of the Family Council shall make every effort to attend all meetings. Absences shall be written and presented to the chairperson five (5) days prior to the meeting
Alternates may attend meetings, but have no voting privileges.
An agenda will be presented to the Warden at least seven days before the scheduled meeting. The agenda shall list specific issues to be addressed along with possible solutions and/or recommendations.
Meetings will be scheduled for the following months: February, April, June, August, October and December.
SECTION 2: TIME AND LOCATION
The meeting will begin promptly at 1:00 p.m. in the Warden’s Conference Room.
SECTION 3: ESTABLISHMENT OF A QUORUM
There must be at least six (6) Family Council members present in order to constitute a quorum.
SECTION 4: INSTITUTION REPRESENTATION
The Warden and/or the Chief Deputy Warden are designated to attend each meeting. Other institutional staff may attend upon the discretion of the Warden.
The Family Council will meet on the 1st Friday of every other month during normal business hours,
between 8:00 a.m. to 5:00 p.m., to conduct the duties of the Family Council. Frequency of meetings shall
be amended as necessary, however prior approval from the Warden is required.
All meetings shall be closed to anyone other than the members of the Family Council and the Warden’s
Executive staff. Anyone, including speakers and special guests, must have formal approval from the
Chairperson of the Family Council before attending a meeting.
Members of the Family Council shall make every effort to attend all meetings. Absences shall be written and presented to the chairperson five (5) days prior to the meeting
Members of the Family Council shall make every effort to attend all meetings. Absences shall be written and presented to the chairperson five (5) days prior to the meeting
Alternates may attend meetings, but have no voting privileges.
An agenda will be presented to the Warden at least seven days before the scheduled meeting. The agenda shall list specific issues to be addressed along with possible solutions and/or recommendations.
Meetings will be scheduled for the following months: February, April, June, August, October and December.
SECTION 2: TIME AND LOCATION
The meeting will begin promptly at 1:00 p.m. in the Warden’s Conference Room.
SECTION 3: ESTABLISHMENT OF A QUORUM
There must be at least six (6) Family Council members present in order to constitute a quorum.
SECTION 4: INSTITUTION REPRESENTATION
The Warden and/or the Chief Deputy Warden are designated to attend each meeting. Other institutional staff may attend upon the discretion of the Warden.
