1709.11
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FOREST SERVICE HANDBOOK
CIBOLA NATIONAL FOREST
ALBUQUERQUE, NM
TITLE 1709.11 - CIVIL RIGHTS COMMITTEE
CHAPTER # – CHAPTER CAPTION HERE
Supplement No.: Cibola Supplement No. -95-1
Effective Date: May 15, 1995
Duration: This supplement is effective until superseded or removed.
Approved: JEANINE A. DERBY
Forest Supervisor
Date Approved: 05/15/1995
Posting Instructions: Supplements are numbered consecutively by Title and calendar year.
Post by document name. Remove entire document and replace with this supplement. Retain this
transmittal as the first page of this document. This is the first supplement to this title.
New Document
1709.11
7
Superseded Document(s)
(Supplement Number and
Effective Date)
Digest: Revises Charter and Bylaws of the Cibola National Forest. Shows its Charter and
Function.
CIBOLA SUPPLEMENT
EFFECTIVE DATE: May 15, 1995
DURATION: This supplement is effective until superseded or removed.
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TITLE 1709.11 - CIVIL RIGHTS COMMITTEE
CHAPTER # - CHAPTER CAPTION HERE
CHARTER AND BYLAWS
I. CHARTER:
The Cibola Civil Rights Committee (hereafter referred to as the Committee) is authorized to
organize and function in accordance with the provisions of the Department of Agriculture Civil
Rights Policies and Procedures as described in the DPM, Chapter 713, Subchapter 2-6.6(13) as
amended.
Civil Rights are defined in FSM 1705, (Civil Rights, and Definitions) as "The legal rights of
United States citizens to guaranteed equal protection under the law."
Within the Forest, the Committee will function under the overall leadership, direction, and
guidance of the Forest Supervisor.
The Committee will be representative of all Cibola Employees, including different grade levels
and occupations, minority groups and non-minority groups which include persons of different
race, sex, color, national origin, age, disability, creed or marital status. Participation in the
Committee is established in accordance with the criteria and requirements for membership as set
forth in the Bylaws,
SM 1710 (Civil Rights Program Management) identifies the objective of the Civil Rights
Program as being "To develop plans which ensure that all persons have equal opportunity to
participate in, or derive benefits from every Forest Service program or activity." FSM 1710
further states that it is policy "To develop systems which monitor and evaluate Forest Service
efforts to achieve equality of participation."
In fulfilling its advisory role, the Committee will review proposed policy and procedures which
relate to or impact civil rights within the Cibola National Forest, making such recommendations
and suggestions as it feels appropriate and necessary. As its basic approach to operating, the
Committee will discuss and recommend to the Forest Supervisor, methods which will assist in
establishing and carrying out a more effective Civil Rights Program as outlined in the Forest
Service's Affirmative Action Plan for Civil Rights.
II. BYLAWS:
Article I: Name. The Name of this group shall be the Cibola Civil Rights Committee.
Article II: Function. The Civil Rights Committee will assist the Forest Supervisor in carrying
out his/her Civil Rights responsibilities. FSH 1709.11,10 Civil Rights Program Management,
Section 14 specifies that, "These Committees are responsible for: (1) reviewing proposed Forest
Service policies and procedures and being sensitive to emerging issues as they relate to civil
rights: (2) making recommendations as appropriate to correct, modify, or eliminate problems;
CIBOLA SUPPLEMENT
EFFECTIVE DATE: May 15, 1995
DURATION: This supplement is effective until superseded or removed.
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TITLE 1709.11 - CIVIL RIGHTS COMMITTEE
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and (3) monitoring the line officer's or Chief's approved recommendation until its
implementation." The Committee's responsibilities are as follows:
A. Provide an additional channel of communication between all employees and the
Forest Supervisor.
B. Monitor and evaluate Civil Rights/EEO Program Activities.
C. Assist the Cibola National Forest in increasing the participation of women,
minorities and people with disabilities in Forest Service programs, benefits, and
service.
D. Make suggestion for changes in civil rights activities that will serve t o reinforce
and strengthen the Forest's civil rights policy.
E. Review proposed policies and programs directly related to or impacting Civil
Rights Program and advise the Forest Supervisor on appropriateness, adequacy,
and effectiveness in meeting program goals.
F. Provide suggestions for increasing the effectiveness for the Forest's Affirmative
Action Plan.
Article III: Scope of Committee Responsibility. The Committee advises the Forest Supervisor
on Forest-wide Civil Rights matters. In fulfilling its functions, the Committee will give
emphasis to Forest-wide Civil Rights matters. In order that the Committee may have the advice,
knowledge, and assistance of special field and subject matter specialists necessary in carrying out
its functions, the Committee is hereby authorized to consult any individual employee or group of
employees, Region-wide, regarding any subject or matter relating to Civil Rights. This
communication will help in fostering a positive Civil Rights Program on the Forest.
Article IV: Relationship to Management. By the nature of its function, the Committee serves
both management and employees. The Committee serves as a channel of communication for
employees and gathers information from both employees and management.
Article V: Membership. The Committee membership will be comprised of Forest Service
employees representing various interests, races, sexes, skills and grades. The Appointed
Committee will consist of voting members, as follows: one member from the Supervisor's
Office, one member from each Mountain District, one or two representing the Grassland
Districts, and all Special Emphasis Program Managers (SEPM).
CIBOLA SUPPLEMENT
EFFECTIVE DATE: May 15, 1995
DURATION: This supplement is effective until superseded or removed.
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A. Terms of Service on Appointed Committee
1. Committee members will serve a minimum two-year term with an option of
one year renewals, with a maximum term of four year. The intent is to have a
rotating and diverse membership. There should be some overlapping of
terms between the current and new members.
2. All current Special Emphasis Program Managers (SEPMs) will serve a
minimum of three years with an option of one year renewals, with a
maximum term of six years.
B. Standing membership
The incumbent (or acting) of the following positions will serve as Standing Committee
members and may attend any meeting unless specifically excluded by the Appointed
Committee:
1.
Forest Supervisor
2.
Personal Officer
3.
Administrative Officer
4.
Incoming Committee Member
5.
Forest Representative of the Regional Civil Rights Committee
C. Appointed membership
Appointed Committee members will be selected upon the basis of position vacancy
announcements and voluntary applications. Should this method not fill the vacancies, the
Committee, upon consultation with the unit manager, will make recommendations for
selection. The forest Supervisor will make selection and subsequent appointment. The
Forest Supervisor will notify selectee of his/her appointment. The same procedure would
apply to filling vacant Special Emphasis Program manager and Forest Representative of
the Regional Civil Rights Committee Positions.
D. Duties of Appointed Members
Appointed members are expected to attend all meetings of the Committee and to
participate fully in all its deliberations. Members must notify the Chairperson in advance
if they cannot be present at any of the meetings, and designate an alternate representative
CIBOLA SUPPLEMENT
EFFECTIVE DATE: May 15, 1995
DURATION: This supplement is effective until superseded or removed.
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TITLE 1709.11 - CIVIL RIGHTS COMMITTEE
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from their unit. If a member is considered by a majority of the Committee to be negligent
of his/her duties, that member will be relieved of those duties and a replacement will be
selected.
Duties of members include but are not limited to:
1. Helping the transition of new members into the Committee.
2. Being available and listening to the concerns of the employees they represent.
3. Informing the employees on their unit of the Committee activities.
4. Bringing issues from their units to the attention of the Committee or the
Forest Supervisor, if appropriate.
5. Working with Line and Staff Officers to assure the functions of the
Committee are carried out on the units.
6. Participating in delegated Civil Rights Sub-Committee assignments.
E.
Selection and Duties of Chairperson.
1.
Selection
A Chairperson shall be selected from and by the Appointed Committee and
confirmed by the Forest Supervisor. The term of office shall be one year.
2.
Duties
The Chairperson shall conduct and facilitate all meetings, prepare the agenda for
each meeting, distribute minutes, and other information to the members. (Refer to
Article VI Section C and Article VII) The Chairperson may also appoint
subcommittees to undertake various Committee tasks and projects.
The
Chairperson will serve as the link between the Committee and the Forest
Supervisor. The outgoing Chairperson will seek nominations for the new
Chairperson.
Article VI: Meetings and Agenda Development.
A. Meetings
1. Regular meeting of the Committee will be held quarterly prior to Regional
Multi-Cultural Leadership Committee meetings.
CIBOLA SUPPLEMENT
EFFECTIVE DATE: May 15, 1995
DURATION: This supplement is effective until superseded or removed.
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2. The Forest Supervisor may call a meeting at any time deemed necessary and
any Committee member; Appointed or Standing may recommend the need
for a special meeting.
3. All meetings will be open to all employees unless specifically excluded by
the Appointed Committee.
4. The meetings will be rotated among Units. The Forest Supervisor has final
meeting site approval.
5. The Chairperson will establish, and transmit to the Committee members, the
agenda and previous meeting minutes in advance of each meeting.
B. Meeting Format
1. The Chairperson calls the meeting to order.
2. The introduction should include the appointment of a recorder, introduction
of Committee members and visitors, break schedule, facilities available,
agenda review, and goals and objectives of the meeting.
3. Minutes of the last meeting will be corrected when necessary and approved
by the Committee.
4. Status reports from each Appointed Committee member will be presented.
Reports may include old business on their units.
5. The Committee will resolve old business.
6. New business will be discussed, including new issues.
7. The Committee will discuss and identify future agenda items.
8. Work assignments will be made.
9. Location and date for next meeting will be set.
10. The Chairperson’s will conduct an informal critique of each meeting
designate.
C. Agenda Development and Transmittal
1. Suggestions for agenda items will be solicited from Committee members.
CIBOLA SUPPLEMENT
EFFECTIVE DATE: May 15, 1995
DURATION: This supplement is effective until superseded or removed.
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2. The Chairperson, prior to sending the agenda will verify presentation
assignments.
3. Members will receive the agenda from the Chairperson prior to each meeting.
4. Agenda will be sent directly to members.
5. Meeting location, dates, times, individual assignments and agenda items will
be identified in each written agenda.
Article VII: Issues and Recommendations.
A. How the Committee selects civil rights issues and acts upon them
1.
Issue Identification. The Chairperson will send a formal memo to all
Committee members 30 days before each meeting soliciting issues that
demand the Committee's attention and action.
2.
Issue Assessment and Selection
a. All issues identified in the above steps will be presented and discussed
by the Committee.
b. After discussion and upon a majority vote, the Committee may either:
1. Reject the issues as being outside the Committee's scope.
2. Accept the issue for resolution in the current meeting.
3. Accept the issue by deferring action pending further consultation.
4. Accept the issue and forward to the Regional level, if appropriate.
c. Each issue will be given a numerical priority.
B. How the Committee develops and transmits written recommendations.
1. The format for written recommendations will consistently contain these
elements: problem identification statement, resolution alternative,
recommendations, and target resolution date.
2. Recommendations developed and approved by the Committee will be sent in
a letter from the Chairperson to the Forest Supervisor in a timely manner.
The letter with recommendations will state the staff unit or official to carry
out the action and will ask for a formal reply on the recommendations.