Sec. 12.08.01.24. Administrative Matters

A. Publicity. To promote and assist the reintegration into the community of those persons released on parole, it is the desire of the Commission that as little publicity as possible be given the individual parolee. The Commission, as a matter of policy, opposes the publication of names and addresses of those persons being released on parole, as experience has proven that this publicity often has a detrimental effect upon the individual's acceptance in a neighborhood, upon his employer, and upon his ultimate parole success.

B. Correspondence. Correspondence requiring establishment of Commission policy will be signed by the Chairman, after consideration by the Commission, and with the approval of the majority. Routine correspondence such as acknowledging receipt of information, advising interested persons of the Commission's actions and similar matters will be signed by the Chairman, or designated administrative staff after consultation, when necessary, with the Commission members, or may be signed by the Commissioner involved.

C. Conference. Details of conferences with attorneys and other persons representing or interested in prisoners, or which bear upon important questions of policy or possible parole actions, will be made available to other members of the Commission by memorandum, and when proper, included in the inmate's file.

D. Hearing Examiners.

(1) The authority to determine parole release and to promulgate Commission policy is vested solely in the several commissioners, and hearing examiners have only a limited authority to conduct hearings and make recommendations. Therefore, conferences with interested parties and correspondence relative to parole shall be dealt with exclusively by commissioners and the hearing examiners may not meet with lawyers or other interested parties who wish to offer information regarding inmates or parolees.

(2) This section is not intended to preclude hearing examiners from conducting routine correspondence and conferences with institutional authorities and other criminal justice officials.

E. Office Management. The Chairman of the Commission will prepare and submit reports, supply such information and data as may be required, act as spokesman for the Commission before State agencies and legislative committees and be generally responsible for the administrative work of the Commission, assignments, and the effective performance of the Commission's duties. In doing this, he shall seek the views and collaboration of the members of the Commission.

F. Forms. The Commission shall prepare the necessary forms to implement and effect the pertinent statutes and these regulations.

G. Executive Session. Deliberations of the Commission for the purpose of granting or revoking parole, recommending executive clemency or pardon, shall be conducted privately in executive session. All but commissioners shall be excluded during these deliberations and during the drafting of the decisions.

H. Annual Report. The Commission shall maintain a record of its actions, make an annual report of its work to the Governor, and make such recommendations for the improvement of its functions as may be appropriate.

I. Construction of Rules. These regulations shall be liberally construed to accomplish the purpose of the Parole Commission.

J. Amendments to Regulations. New regulations may be adopted and any regulation may be amended or rescinded by the Commission at a regular or special meeting provided that notice of the proposed adoption, amendment, or recision has been given to all members of the Commission at least 72 hours before the meeting at which action is taken.

K. Availability of Regulations. The regulations of the Commission shall be available to the public at the Department of Public Safety and Correctional Services, Parole Commission, at a reasonable cost which does not exceed the cost of publication.