Governance Committee – June 29, 2015 (In place of July 1 Meeting) – Meeting Notes

University Area Commission | Governance Committee Report

Meeting Details: Wednesday June 29, 2015, Northwood and High Building, Started 6:04 PM and Ended 7:05 PM

 

Attendance: (P: Present, A: Absent, E: Excused, G: Guest, R: Resigned) Sharon Young (E), Doreen Uhas-Sauer (P), Colin Odden (P- left at 6:35) Jennifer Mankin (P), Steve Volkmann (P), Kate Neithammer (P), Michael Sharvin (E) and David Hegley (P)

 

  1. Discussed if there was any feedback on the first reading of proposed by law changes which were read at the June UAC Full Commission meeting.
    • There was not any comments, the Committee will move forward with the second reading with no changes.

 

  1. Election Rule 2.10 reads: Ballots, registers and other papers are to be shredded after January 31 and no later than February 28 in the year of the election, unless there are challenges to be resolved and the ballots shall be destroyed after their resolution.
    • Proposed Changes:
      • Ballots, registers and other election materials are to be destroyed no earlier than February 1 and before March 1 in the calendar year when the Commissioners were seated following the elections, unless there are challenges to be resolved and the ballots shall be destroyed after their resolution.
      • Discussion on the changes focused on what “other papers” really meant with the hope that we could clarify that point for future Commissioners. Also we had lengthy debate on how to define when the material must be destroyed.
    • Motion to approve the proposed changes made by Volkmann and seconded by Odden. Roll call vote: In favor: Odden, Mankin, Uhas-Sauer, Volkmann, Neithammer and Hegley. Opposed – None, Motion passes unanimously.
  2. Discussed language change to clarify the UAC by laws regarding Group Commissioner
    • Original Text: Article II Section 3, paragraph a
      • By September 1 of each year, the Corresponding Secretary shall notify in writing all represented organizations that the term of their member shall end at the start of the annual meeting; and that it should submit in writing a representative to the Commission for the new term as set forth in Article II, Sections 1(b) and 1(C). This must be done by October 1 so that the Commission may certify the new any feedback on the new members before the next annual meeting.
        1. Organizations in 1(b) shall be notified to appoint a commissioner.
        2. Organizations in 1(c) shall be notified to nominate a commissioner.
      • 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 membership 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 appointment can begin their term at the beginning of the annual meeting. (Note: This is for organization seats on the Commission)
        • 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 selected to fill these seats so they can begin their term at the beginning of the annual meeting. (Note: This is for group seats on the Commission)
      • Motion to approve the proposed changes made by Volkmann and seconded by Neithammer. Roll call vote: In favor: Mankin, Uhas-Sauer, Volkmann, Neithammer and Hegley. Opposed – None, Motion passes unanimously.
  1. Discussed language to clarify the UAC by laws regarding what happens in the event an organization or group seat becomes vacant and needs to be filled.
    • Original Language: Article II Section 4, paragraph b
  2. If a vacancy occurs in an organization or group seat on the Commission because of resignation, death, disqualification, or other means, the Corresponding Secretary shall give notice to the organization or group to fill the vacancy in the same manner as set forth in Article II, Section 1(b) and 1(c), to serve until the next Annual Meeting.
    • Proposed Changes: (Note adding a second paragraph)
      1. 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.
      2. 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 nominees at the meeting following the public announcement, and they will serve until the start of the next Annual Meeting.
  • Discussion was to clean up the language related to the Commission will vote in paragraph c. The last sentence was changed to more accurately reflect the process the Commission will follow.
  • Motion to approve the proposed changes made by Neithammer and seconded by Mankin. Roll call vote: In favor: Mankin, Uhas-Sauer, Volkmann, Neithammer and Hegley. Opposed – None, Motion passes unanimously.
  1. Discuss changes to the By Laws related to minimum age of voters
    1. Article VI Section 2: Any person eighteen years of age or older and is a resident in the University Area, shall be an elector.   Electors need not be registered with the Franklin County Board of Elections.
  • Discussion:
    • In the past the Commission voting age was 16 years old.
    • We would like to encourage younger people to take part in government and those motivated to run for election are clearly competent to participate in the process of the Commission.
    • Concern raised is how we handle proving residency for younger people.
      • Commissioner Volkmann agreed to investigate what will be required for proof of residency (Temps or State ID, etc)
    • Discussion on this topic will continue next month.

Next Meeting Scheduled for August 5, 2015 @ 6:00 PM – Northwood & High Building Room

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