The University of Texas Rio Grande Valley

University Police Division of Campus Safety & Security

Community Advisory Board

I.  Objective
To establish policy governing the scope and function of an advisory group for police services.
II. Policy
It is the policy of this Department to establish and maintain a formal advisory group in commitment to a community oriented policing philosophy in an effort to continuously improve police services and campus safety.
III. Purpose
It is the purpose of this program to act as an advisory body to the Chief of Police and the Vice President for Business Affairs on police policy and resource issues; to serve as a conduit for the community to address their issues and community problems through a cooperative effort; to review community needs and concerns, expectations and responses relative to police services and community oriented policing.  The board shall advise and provide support on communication and education between the community and the Police Department. The board is not a review board of any police action, whether internal or external, but a vehicle to encourage discussion concerning public safety issues.
IV. Composition of Board [45.2.1a]
The Board shall consist of members who meet the following qualifications:
Each represented area should have one primary member and one alternate member for the following positions.
A. Assistant Chief of Police (Executive Officer), Professional Standards Unit
B. Staff representative from the Office of Internal Audits
C. Staff representative from the Office of Compliance
D. Staff representative from the Office of Human Resources
E.   Staff representative from the Department of Environmental Health & Safety
F.  Staff representative from the Budget Office
G. Student, Faculty, or Staff Representative from the Parking and Traffic Committee
H. Student representative from the UTRGV PD Law Enforcement Explorer Post
I.   Student, Faculty, or Staff representative from UTRGV PD Citizen Police Academy
J.  Staff representative from the Office of the Dean of Students
K. Faculty representative from the Department of Criminal Justice
L.   Chief of Police (ex-officio, non-voting)
V. Appointment of Terms
A. The Chair shall be appointed by the Chief of Police subject to confirmation by the Vice President for Business Affairs or his/her designee.
B. All board members shall be appointed by the Chair and Chief of Police subject to confirmation by the Vice President for Business Affairs or his/her designee.
C. All student representative appointments shall be for one academic year.  All other representative appointments shall be for 2 academic years.  All board members are eligible for three terms of reappointment and for subsequent reappointment after at least a one term break in appointment.
D. Vacancies occurring otherwise than through the expiration of terms shall be filled for the remainder of the term of the member being replaced.  Vacancies shall be filled in the same manner as original appointments.
E. Members may be removed at will at any time prior to the end of their term by the Chief of Police, in consultation with the Vice President for Business Affairs.  In addition, members who fail to attend three (3) consecutive regular meeting may be considered to have vacated their positions and may be replaced as provided for herein.  Any member who ceases to have the qualifications provided in Section I shall be deemed to have forfeited his or her appointment.
VI. Compensation
No board member shall receive compensation for services performed.
VII. Duties of the Board
A.  The duties of the Board shall include, but not be limited to the following.
1. To advise and make recommendations to the Vice President for Business Affairs and the Chief of Police concerning the provision of police protection and services within the university which may improve policies, processes or procedures within the university to better facilitate the mission and services of the police department.
2. To make recommendations concerning police department policies, procedures and programs. [45.2.1b]
3. To enhance police-community relations. [45.2.1e]
4. To promote and support public awareness of the university’s police   services and programs.
5. To hold public meetings and/or surveys to solicit public input regarding police services and programs and campus safety. A documented survey of citizen attitudes and opinions shall be conducted at least once every three years. The results are compiled by the board, with a written summary provided to the Chief of Police, Vice President for Business Affairs, and posted on the police department website. Data collected in the survey should be done so with respect to: [45.2.4] [42.2.5]
1.   Overall agency performance;
2.   Overall competence of agency employees;
3.   Citizens’ perception of officers’ attitudes and behavior;
4.   Community concern over safety and security on the campus;
5.   Citizens’ recommendations and suggestions for improvements
6. To serve as a liaison between the police department and the university community.
7. The board shall meet at least once annually with representatives from student government, faculty senate, and staff senate at a regularly scheduled meeting of the board. The representatives may attend the same meeting, or each group may be scheduled separately during the academic year. Information transmitted from these organizations shall be included in the minutes and the quarterly report sent to the Chief of Police. [45.2.1d]
8. The board shall make a written annual report each June to the Vice President for Business Affairs regarding the Boards activities. This report shall be available to the public upon request.
VIII. Meeting and Procedures
A. The Board shall have at least four quarterly meetings per year as may be determined by the Board.  Special meetings may be held as often as the Board deems necessary.  Meetings of the Board shall be open to the public at the discretion of the Chair.
B. For purposes of conducting the business of the Board, exercising its powers and for all other purposes, a quorum of the Board shall consist of a majority of members.  Any action taken by a majority, when those present constitute a quorum at any regular or special meeting of the Board, shall be deemed and as the action and decision of the Board.
C. The Board shall elect such officers as it deems necessary in order to conduct its business.  The Board shall adopt such rules of procedures as it deems necessary.
D. The board can appoint ad hoc committees, selecting non-board members to participate.
E. The Board shall keep minutes of all meetings held and all business transacted.
F. Following each meeting the Chair shall submit to the Chief of Police a report that includes at a minimum the following elements. A copy of this report shall be posted on the police department website. [45.2.2] [45.2.1c]
1. A description of current concerns voiced by the community.
2. A description of potential problems that have a bearing on law enforcement activities within the community
3. A statement of recommended actions that address previously identified concerns and problems; and
4. A statement of progress made toward addressing previously identified concerns and problems.
G. Any member of the police department may provide follow-up information or remarks to the Board regarding items included or relevant to the quarterly reports. This information or remarks should be submitted in writing through the Professional Standards Unit, Community Affairs Officer with review by the Assistant Chief over the Professional Standards Unit. The Community Affairs Officer will be responsible for reporting on these items to the Board at the quarterly meetings. [45.2.4]