Governance Committee – Aug. 5, 2015 – REVISED Agenda

University Area Commission – Governance Committee

Agenda –August 5, 2015

 

 

According to Article IV Section 7: The Governance Committee shall:

 

  1. Implement these by laws and elections rules as required;
  2. Research the effectiveness and applicability of these by laws and make recommendations to the Commission for amendments to the by laws;
  3. Conduct the orientation of new commissioners;
  4. Coordinate t he internal activities of the Commission.

 

Agenda:

 

  1. Review any feedback on the first reading of proposed by law changes which were read at the July UAC Full Commission meeting
  2. Review and discuss City of Columbus document retention policy
  3. Discuss changes to the UAC attendance policy outlined in UAC By Laws Article II, Section 6
    • Three unapproved absences from regular Commission meetings between annual meetings shall constitute resignation from the Commission. In addition to regular monthly meetings, Commissioners may not have more than three unapproved absences from each committee on which each commissioner serves between annual meetings. The First Vice President shall notify in writing or electronic correspondence a commissioner who has been absent from two such meetings within fifteen days of the second absence. Absent commissioners may petition the President for approval of an absence from Commission and may petition the appropriate committee chair for approval of an absence from an assigned committee meeting. This petition for approval of an absence as excusable shall be in writing or electronic form and submitted to the President thirty (30) calendar days prior to the absence or within thirty (30) calendar days after the absence.
    • Proposed changes: Three unapproved absences from regular Commission meetings between annual meetings in a Commission Year [co1]shall constitute resignation from the Commission.  In addition to regular monthly meetings, Commissioners may not have more than three the third unapproved absence from any committee between annual meetings in a Commission Year shall constitute resignation from the Commission. The First Vice President shall notify in writing or electronic correspondence a cCommissioner who has been absent from two such meetings within fifteen days of the second absence[co2] , but failure to do so does not relieve that cCommissioner from the consequences of absence. Absent cCommissioners may must petition the President for approval of an absence from Commission.. and may Commissioners must petition the appropriate committee cChair for approval of an absence from an assigned committee meeting. Approval, if granted, must be supplied in writing. This petition for approval the excusing of an absence as excusable shall be in writing or electronic form and submitted to the President thirty (30) calendar days prior to the absence or within no later than thirty (30) calendar days after the absence.
      • [co1]I didn’t check to see whether a commission year is a ‘thing,’ but as written the implication is that annual meetings are exempt from the attendance policy.
      • [co2]Necessary?

Committee Members 2015 Commission Year

Commissioner Present Absent Excused
Colin Odden      
Jen Mankin      
Doreen Uhas-Sauer      
Sharon Young      
Steve Volkmann     X
Kate Neithammer      
Michael Sharvin      
David Hegley      

 

Note: Agenda subject to change

 

Document Retention Policy:

Document Type Retention Period
Certificates of Records Disposal – Used to certify the destruction or transfer of records according to an approved records retention schedule. Retain 5 years, then destroy with RC3
Correspondence, Administrative –

Includes internal correspondence (letters, memos); also, correspondence from various individuals, companies, and organizations requesting information pertaining to zoning, legal interpretations and other miscellaneous inquiries. This correspondence is informative (it does not attempt to influence policy)

Retain 2 years, then destroy with RC3
Unsolicited Correspondence Retain until no administrative value, then destroy (No RC-3 required).
Lists/Directories – Includes mailing lists, directories, rosters and registers compiled by any agency. Retain until superseded, obsolete, or replaced, then destroy with RC3
Minutes of Official Meetings – Official minutes, orders and directives of a commission. Permanent – Retain 4 years, then transfer to the Department of Development
Tape Recordings and Video Recordings of Area Commission Meetings and/or other meetings. Retain 2 years, then destroy with RC3 provided meeting minutes are certified.
Transient Documents, includes electronic mail (email), voice mail and telephone messages that serve to convey information of temporary importance in lieu of oral communication. Until read or reviewed and of no further administrative, fiscal or legal value. (No RC-3 required).
Public Requests for Information/Records Retain 5 years, then destroy with RC3
Election material, results and correspondence Retain 3 years, then destroy with RC3
Drafts and Informal Notes Retain until no administrative value, then destroy (No RC-3 required).
Copies and other Duplicate Records Retain until no administrative value, then destroy (No RC-3 required).
Contracts Retain until superseded, obsolete, or replaced, then destroy provided original is maintained by the Dept. of Development (DOD).

 

If original is not maintained by DOD, retain 4 years after contract completion, then destroy with RC3.

Executive Correspondence, including written recommendations to City Council and/or Mayor and other correspondence containing information concerning policies, procedures, program, fiscal and personnel matters. Retain 4 years then destroy with RC3.

 

 

 

https://ohioauditor.gov/trainings/lgoc/2011/Records%20Management,%20Disposal,%20and%20Preservation_Lombardo.pdf

Comments are closed