Governance Committee – Sept. 2, 2015 – Agenda

Meeting Time:  6:00 PM

Room 100 Northwood & High Building

University Area Commission – Governance Committee

Agenda –September 2, 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 feedback on proposed by law changes which were read at the August UAC Full Commission meeting and returned to Committee for more work. Specifically to make it clear by when this should be done and why.
  • 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.
      • Organizations in 1(b) shall be notified to appoint a commissioner.
      • Organizations in 1(c) shall be notified to nominate a commissioner.
    • Proposed Changes:
  1. By September 1 of each year, the Corresponding Secretary shall notify in writing all represented organizations defined in Article II, Section 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.

 

  1. By September 1 of each year, the Corresponding Secretary shall publicly announce

the call for nominations from organizations defined in Article II, Section 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.

  • Original Language: Article II Section 4, paragraph b
  1. 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:
  2. 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.

 

  1. 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.

  • Election Rule Changes:
  • 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 papers election materials are to be shredded destroyed no later earlier than February 28 1 and before March 1 in the year of the election, 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.
      • This change to the election rules needs further review to take into consideration the City of Columbus document retention policy stating:
Election material, results and correspondence Retain 3 years, then destroy with RC3
  1. 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      
Kate Neithammer      
Michael Sharvin      
David Hegley      

 

Note: Agenda subject to change

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