University Area Commission | Governance Committee Report Meeting Details: Wednesday June 3, 2015, Northwood and High Building, Started 6:05 PM and Ended 7:03 PM Attendance: (P: Present, A: Absent, E: Excused, G: Guest, R: Resigned) Sharon Young (E), Doreen Uhas-Sauer (P – Arrived 6:30), Colin Odden (P) Jennifer Mankin (P), Steve Volkman (P), Kate Neithammer (P), Michael Sharvin (P) and David Hegley (P) 1. Discuss Proposed by law language changes and take vote on final language to take forward to the full Commission. A. Discussed language change to Article II Section 3, paragraph a, in order to clarify the UAC by laws regarding Group Commissioner. No Vote was taken on this change, but proposed changes since last month are reflected in bold text. · Proposed Changes: · By September 1 of each year, the Corresponding Secretary shall notify in writing all represented organizations defined in 1(b) that the term of their appointment shall end at the start of the annual meeting; and that it should appoint in writing a representative to the Commission for the new term. This should be done by October 31 so that the Commission can file paperwork with the City of Columbus so the new appointee can begin their term at the beginning of the annual meeting. · By September 1 of each year, the Corresponding Secretary shall publicly announce the call for nominations from organizations defined in 1(c) to nominate in writing a representative from their group. This should be done by October 31 so that the Commission has time to vote on nominated members so they can begin their term at the beginning of the annual meeting. B. Discussed language to clarify Article II Section 4, paragraph b, of the UAC by laws regarding what happens in the event an organization or group seat becomes vacant and needs to be filled. No vote was taken this month. · Proposed Changes: (Note adding a second paragraph) b. If a vacancy occurs in an organization seat defined in 1(b) on the Commission because of resignation, death, disqualification, or other means, the Corresponding Secretary shall give notice to the organization to appoint someone to fill the vacancy and serve until the start of the next Annual Meeting. c. If a vacancy occurs in a group seat on the Commission because of resignation, death, disqualification, or other means, the Corresponding Secretary shall give public notice to call for nominations from organizations defined in 1(c) to nominate in writing a representative from their group. The Commission will vote on nominated members to fill the vacancy who will serve until the start of the next Annual Meeting. C. Proposed change to Election Rule 7.1 · Motion made by Volkmann, seconded by Odden: · The polls shall be open from 5:00 pm until 8:00 pm on the Wednesday preceding the first Saturday in November. On the first Saturday in November the Polls shall be open from 10:00 am until 4:00 pm. · Voting in favor: Odden, Mankin, Volkmann, Neithammer, Sharvin & Hegley. Against: none Motion passes unanimously. D. Proposed change to Election Rule 2.6 · Motion made by Volkmann, seconded by Mankin: · Candidates may withdraw from the ballot no later than 4:30 pm on the Thursday prior to the first day of elections. Upon notice of a candidate's death or disqualification, the Board shall remove the candidate's name from the ballot. · Voting in favor: Odden, Mankin, Volkmann, Neithammer, Sharvin & Hegley. Against: none Motion passes unanimously. E. Proposed change to Election Rule 2.10 · Motion made by Mankin seconded by Odden: · Ballots, registers and other election papers are to be shredded in the month immediately after the Commissioners were seated following the elections, unless there are challenges to be resolved and the ballots shall be destroyed after their resolution. · Voting in favor: None. Voting Against: Odden, Mankin, Uhas-Sauer, Volkmann, Neithammer, Sharvin & Hegley. Motion does not pass. · Further discussion on this language will taken up at the next Governance meeting to ensure the language is fully thought out and clear to avoid interpretation by future Commissions. F. Proposed change to Election Rule 7.4.1 · Motion made by Sharvin seconded by Volkmann: · All candidates and electors must provide identification and proof of residence in their district in which they intend to run or vote. Such identification may include, but is not limited to a valid driver’s license, state-issued ID, or a university ID. Other identification may be accepted at the discretion of the majority vote of the board of elections, whose determination shall be final. Affidavits and other sworn statements, by themselves, shall never be sufficient. A statement of the identification provided by electors in instances in which the sufficiency is uncertain shall be written by the poll worker on the envelope in which the ballot is placed. The board shall determine the sufficiency of each identification before the envelope is opened. If it is the decision of the board that the identification is not sufficient, the envelope shall be retained unopened. Electors shall provide identification before they are permitted to vote. Successful candidates shall provide identification at the meeting of the commission in which the election results are reported and approved. Should it be determined by vote of the commission that the candidate has not established verification of residency, the candidate receiving the next highest number of votes in that district shall be declared the winner. At any time prior to the first day of elections, any commissioner may dispute the residency of any candidate by so informing the board of elections. In such case, the board shall contact the candidate to verify residency. · Voting in favor: Odden, Mankin, Uhas-Sauer, Volkmann, Neithammer, Sharvin & Hegley. Against: none Motion passes unanimously. G. Proposed Change to UAC By Law Section VI Section 7 · Motion made by Odden seconded by Volkmann · At any time prior to the first day of elections, any commissioner may dispute the residency of any candidate by so informing the board of elections. In such case, the Board shall contact the candidate to verify residency. · Voting in favor: Odden, Mankin, Uhas-Sauer, Volkmann, Neithammer, Sharvin & Hegley. Against: none Motion passes unanimously. H. Vote on removing existing Standing Rules in the UAC by Laws since they are no longer applicable. · Motion to remove these standing rules by Odden seconded by Volkmann · In the year 2013 all elected, appointed and nominated Commissioners in good standing at the time of the June meeting will have their terms in office extended to the beginning of the January 2014 Commission meeting. · In the year 2013 all terms of office as described in Article II section 2 of the University Area Commission By Laws are here by extended one time by 7 months. · Voting in favor: Odden, Mankin, Uhas-Sauer, Volkmann, Neithammer, Sharvin & Hegley. Against: none Motion passes unanimously. I. Discussion on UAC By Law Article V, Section 4, Paragraph e: Related the duties of the Community Relations Committee. · Discussion on this motion: · Would like Corresponding Secretary to handle all official communications from the Commission · Feel like this language indicates if something came to the Commission in electronic form it is the responsibility of the the Community relations Committee to officially respond. · There is no proposal to replace this language stating the Corresponding Secretary must respond. Just the removal of this paragraph e. · Motion to remove Article V, Section 4, Paragraph e by Mankin seconded by Neithammer · e. Respond to the general electronic communication with the Commission. · Voting in favor: Odden, Mankin, Uhas-Sauer, Volkmann, Neithammer, Sharvin & Hegley. Against: none Motion passes unanimously. Next Meeting Scheduled for July 1, 2015 @ 6:00 PM – Northwood & High Building Room 100 A meeting time change will be proposed. If this meeting changes public notice will be given. Link to PDF Notes: Governance Meeting Notes 06-03-15
