Colorado Integrated Criminal Justice Information System (CICJIS) Program CHARTER and BYLAWS

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1 Colorado Integrated Criminal Justice Information System (CICJIS) Program CHARTER and BYLAWS Program Description The Colorado Integrated Criminal Justice Information System (CICJIS) Program is a complex program intended to facilitate the sharing of information across many different entities to provide timely, reliable criminal justice information to decision makers. CICJIS is not merely a technology project, nor is it a standalone computer system; it is a statutorily created cooperative venture to ensure the ongoing integration of independent criminal justice data systems. As such, it is a program that must be directed by the heads of the affected criminal justice agencies, but must also remain independent of any one of them. Enabling Statutes C.R.S , et seq; , et seq. Vision The vision of the Colorado Integrated Criminal Justice Information System (CICJIS) is to provide the right information to the right people at the right time and place in the criminal justice process. CICJIS continually strives to provide timely, accurate information reliably. The value and benefit of the CICJIS program to the citizens of the state of Colorado are: Enhanced public safety Enhanced peace officer safety Reduced false arrests Enhanced protection and information for victims of crimes Enhanced efficiency throughout the criminal justice system The value and benefit of the CICJIS program to each criminal justice agency are: Improved information accuracy Improved information timeliness Reduced data entry redundancy Reduced paper based processing Mission The mission of the Colorado Integrated Criminal Justice Information System (CICJIS) program is defined in its enabling legislation. The purpose of CICJIS is developing, operating, supporting, maintaining and enhancing in a cost-effective manner, a

2 seamless, integrated criminal justice information system that maximizes standardization of data and communications technology among law enforcement agencies, district attorneys, the courts, and state-funded corrections for adult and youth offenders, and other agencies as approved by the general assembly or by the executive board. CRS (2) Governance Structure The CICJIS governance structure shall consist of an Executive Board, which shall appoint a Task Force, and a CIO. The CICJIS Program has been successfully operating under a governance structure comprised of the following entities: an Executive Board, a Task Force, and a Chief Information Officer. Executive Board Colorado Integrated Criminal Justice Information System Executive Board. The CICJIS Executive Board (EB) is an oversight body to the Colorado Integrated Criminal Justice Information System Program (Program), created to implement, maintain, support and enhance it to facilitate the exchange of justice information. The EB consists of the Executive Directors of state criminal justice agencies, including the Department of Public Safety, the Department of Corrections, the Department of Human Services, the Colorado District Attorneys Council and the State Court Administrator, and it may include entities as the general assembly or the board deems appropriate. Through the EB, CICJIS will plan, develop, implement, and maintain effective methods of sharing justice information. Mission. The mission of the EB is to improve the administration of justice and enhance public protection by promoting practices and technologies for the secure and efficient sharing of justice information. Responsibility of the Executive Board. The Executive Board is responsible for ensuring that good faith efforts are made in achieving the Integrated Criminal Justice Information System provided for in the statutes (C.R.S et seq and C.R.S et seq), including reviewing any proposed expenditure of state funds by criminal justice agencies for computer platforms, databases, or applications, and making recommendations to the appropriate budgetary approval agencies. Guiding Principles. The EB will create and communicate a shared vision regarding information sharing within the justice and public safety communities. The EB will work collaboratively and inclusively, bringing together representatives from the entire justice community and related entities, to address and overcome the barriers to justice information sharing across agencies, disciplines, and levels of government. The EB will identify and seek solutions to impediments to information sharing and make all recommendations on the basis of increasing public safety. The EB will promote the development and implementation of standards that facilitate seamless exchange of information among justice and related systems.

3 The EB will provide information that supports sound business decisions for the planning, design, and procurement of cost-effective, interoperable information systems. The EB will implement a timely review and recommendation process for all proposed state and federal funded expenditures by criminal justice agencies for computer platforms, databases, and applications. The EB will promote constitutional values and individual rights by ensuring the accuracy and security of justice information, and the implementation of appropriate privacy safeguards. The EB will promote, recommend and implement concepts that leverage existing infrastructure, capabilities, and functionality. Goals. Define a framework that will assist CICJIS agencies in establishing and maintaining an operational environment that will enable the sharing of justice information within the guiding principles of the EB. The framework will identify those critical components, programmatic and technical, necessary to develop and maintain a sound infrastructure. Assist CICJIS agencies in ensuring that personal information will not be inappropriately disseminated or misused and that safeguards are in place against the collection and use of inaccurate information particularly when the information is disseminated in open environments, such as Internet-based systems. Inform the justice and justice-related communities about acceptable integrated justice system security measures, encouraging them to adopt security standards that have been reviewed by the EB to ensure trusted partnerships and data integrity. Inform the justice and justice-related communities about the functions, activities, and objectives of CICJIS, encouraging them to create an environment that promotes the sharing of justice information utilizing efficient and cost-effective technologies and practices. Task Force. Creation. The EB shall form a task force to assist it to fulfill its functions under the laws of the state of Colorado and the CICJIS Charter and Bylaws. Membership. Each EB member shall designate one or more key people within their organization, and an alternate, as their representative who, along with the CICJIS Chief Information Officer, will make up the CICJIS Task Force. The agency representatives will be expected to have ability to gain executive sponsorship for CICJIS initiatives. The EB will expect the representatives to have the authority to make and commit to decisions that affect business and technical issues of the member s organization during task force meetings. Ideally, the task force should include one business person and one technical person from each member agency; in the alternative, designated task force members should have both business and technical expertise. The CICJIS chief information officer serves as the chairperson and oversight of the task force. Each agency shall have one vote in actions of the Task Force. Each can delegate one person to vote in their absence.

4 Functions. The task force shall provide advice on policy, strategic direction, and technical aspects of the CICJIS Program. The task force will assist with the daily tactical and operational aspects of CICJIS and the CICJIS agencies, including prioritizing projects, resolving business policy and technical issues, working with the CICJIS chief information officer in developing and implementing strategic plans, and supporting, maintaining, and enhancing the operation of the collaborative effort to share information. Chief Information Officer (CIO). Appointment and Responsibilities. The CICJIS chief information officer (CIO) shall be designated by unanimous vote by the EB. The CICJIS CIO is the designated representative of the EB and is charged with directing and managing CICJIS program operations. The Chief Information Officer is primarily responsible for implementing the strategic direction of the program overall, and various project prioritizations in support of CICJIS Central and the CICJIS agencies. The Chief Information Officer reports administratively to the CDPS Executive Director and is accountable to all the members of the EB. Each EB member shall participate in the performance evaluation process for the CIO by giving their feedback to the Executive Director of the Department of Public Safety. Functions. The chief information officer shall: Prepare advisory recommendations for the approval of the EB. Schedule meetings and develop EB meeting agendas with the final approval of the EB Chair. Consolidate and report EB recommendations to other appropriate organizations as necessary. Track and report results and/or actions taken on EB concerns and recommendations. Solicit additional technical, professional, and administrative assistance to effectively and adequately address EB concerns and support EB activities. BYLAWS CICJIS Executive Board 1.0 Creation and Responsibilities. The Executive Board (EB) was created by the Colorado legislature. The Executive Board shall provide executive oversight, strategic direction, and leadership for the CICJIS Program, and is the highest level of the CICJIS Governance Structure Composition. EB membership shall be comprised of the Executive Directors of Colorado Department of Public Safety (CDPS), Colorado District Attorney s Council (CDAC), Colorado Department of Corrections (DOC), Colorado Department of Human Services (CDHS) and the Judicial Branch EB member shall be the State Court Administrator. Appointments are for the Executive Director s term and the authority to appoint organizations to the EB resides with the EB or the general assembly. When and if

5 the program evolves to warrant expansion, the EB may approve the addition of either voting or non-voting members. 1.1 Administration. The CICJIS program budget, personnel, payroll, and support functions are under the jurisdiction of the Executive Director of the Colorado Department of Public Safety by vote of the EB Election of New Member Organizations. A current EB representative must nominate any potential new member organization. The EB must vote potential member organizations nominated by an EB must be approved by a unanimous vote of the EB members Election of New Executive Board (Voting) Members. The EB must vote to determine whether the Executive Director of a newly added organization should become an Executive Board Member. Potential members must be approved by a vote of the EB members Election of Advisory Board (Non-Voting) Members. The EB must vote to determine whether the Executive Director of a newly added organization should become an Advisory Board Member. Potential members must be approved by a unanimous vote of the EB members Executive Board Voting. Formal votes are taken for each action item. For any vote to be taken, there must be a quorum present consisting of 60% of the members. A proxy representative has the voting rights of the Executive Board member. Passage of an action item not requiring an unanimous approval requires a minimum of 60% of the votes, however, in the event that an action item has the potential to have a significant negative impact on any department represented on the Executive Board, the action item may pass only upon the unanimous vote of the Executive Board. 1.4 Structure. The EB will designate a Chair, Vice-Chair, and Working Groups Chair. The EB Chair is that person elected by majority vote of the EB. The Chair is the presiding officer of the EB and will direct the work of the EB in its mission. The Chair will have authority to act as the official spokesperson of the EB Vice-Chair. The Vice-Chair will assist the Chair and act as the presiding officer in the absence of the Chair Working Groups. With the input of the EB and the CIO, the Task Force Chair may establish working groups, which may include non task force representatives, to provide oversight for a specific project area. Working groups may consist of representatives of the Task Force, constituent organizations, or other appropriate organizations. Working group Chairs will be appointed by the EB Chair and must be a Task Force member. 2.0 Election of Officers

6 2.0.1 Number of Officers. The EB will elect two officers: a Chair and a Vice- Chair Chair. The election of the EB Chair will be accomplished during a regular EB meeting. The Chair must be elected by majority vote of all voting members Vice-Chair. The election of the Vice-Chair will be accomplished during a regular EB meeting. In the case of the resignation or incapacitation of the Chair, the Vice-Chair will assume the title and duties of the Chair, and a new Vice-Chair will be elected. 3.0 Meetings Executive Board. The EB will meet in general session once per month, or ad-hoc as needed. The CICJIS CIO must attend all EB meetings. Meetings must be scheduled well enough in advance to maximize attendance. The Executive Board may approve others attendance at the Executive Board Meetings Attendance. EB members or a representative with a proxy will be expected to attend all EB meetings Voting. Any member of the EB or representative with a proxy, including the Chair, may make a motion for a vote. After a proper motion has been made, a second to the motion will be required to bring any issue to vote Proxies. A proxy representative may attend a meeting of the EB in the event that an EB member is unable to do so, however proxy representation will be the exception. Proxies are selected by EB members to ensure that they are in a position to speak for and commit to actions on behalf of their entities. A representative sending a proxy must notify the EB Chair prior to the opening of the meeting for which the proxy is given. The proxy must be a representative of the same organization as the appointed representative with the authority of the principal to participate in discussions or votes planned in the agenda for that meeting. If not so authorized, the proxy will be considered an observer and not a participant Quorum. A quorum will consist of 60% of the EB and may include authorized proxies. No meeting will be held and no vote taken without a quorum being present Reconsideration of Past Actions. An action previously voted upon at any EB meeting and adopted may be reconsidered at the next duly constituted meeting only if a person who voted (themselves or by their proxy) in the direction of the motion moves to have the past action reconsidered. Any representative, however, may reconsider any action taken at more than one meeting in the past, based on a motion.

7 Adjournment. The EB Chair will adjourn a meeting when the work of the EB is complete Compliance with Law. Meetings of the EB shall be conducted in accordance with the provisions of Colorado State Law. 3.1 Working Groups. Working group meeting times and locations will be determined by their membership. Working groups will provide sufficient information to the CIO/Task Force Chair for discussion by the Executive Board, as required. Working groups will establish their own policies with regard to meeting procedures and quorums. 4.0 Executive Board Records 4.1 Agenda. A summary report of Task Force or other Working Group meetings will be placed on the agenda of the next regular meeting of the EB for its review. Meeting agendas will be prepared and distributed in advance of each Executive Board meeting to each EB member. Items may be placed on the agenda by the CICJIS CIO, members of the Executive Board, or the Task Force and should clearly reflect whether the item is for information purposes, for discussion, or for action. Background materials will be provided to the Executive Board members in advance of the EB meetings. 4.2 Minutes of Meetings. Minutes of Executive Board meetings will be kept and maintained by the CICJIS CIO. Draft minutes will be distributed to EB representatives within a reasonable amount of time following the meeting. Minutes of any task force or working group meetings will be kept and maintained by the CICJIS CIO and will be distributed in draft form to task force or working group members within a reasonable time after the meeting. Upon approval by meeting attendees, task force, or working group meeting minutes will be distributed to EB members. Minutes of all meetings are available to the public upon request. 4.3 Other Records. All records, transcripts, minutes, and other documents relating to the functions of the EB will be administered by CICJIS in compliance with Colorado State Law. 5.0 Compensation 5.1 Salary. No EB member, task force member, or working group member will receive additional salary or other compensation from the CICJIS budget for his or her services under these Bylaws, unless approved unanimously by the board Reimbursement. Reimbursement for travel and per diem expenses for EB members may be provided for attendance of meetings in accordance with state guidelines. 6.0 Amendments to the Bylaws

8 6.1 Amendments. Proposed amendments to these Bylaws must be mailed to the representatives of the EB at least 21 days prior to the meeting at which the amendment will be considered. 6.2 By Motion. These Charter and Bylaws may be amended by adoption of a motion. The motion must contain an effective date. A unanimous vote is required for the motion to pass. 6.3 By Mail or Ballot. These Bylaws may be amended by mail or ballot. A unanimous vote is required for the motion to pass.

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