Governance Committee – Aug. 5, 2015 – Meeting Notes

University Area Commission | Governance Committee Report

Meeting Details: Wednesday August 5 2015, Northwood and High Building, Started 6:10 PM and Ended 7:05 PM

 

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

 

  1. Review any feedback on the first reading of proposed by law changes which were read at the July UAC Full Commission meeting
    • There was no feedback on the proposed changes, a second reading will be held this month.
    • A copy of the second reading is attached to these notes.
  2. Review and discuss City of Columbus document retention policy
    • A copy of the City of Columbus document retention policy supplied to Area Commissions was reviewed
    • A discussion was held on 4 key areas affecting Commission business
      • Zoning:
        1. Based on the policy around Correspondence we had extensive discussion about how we are handling zoning material.
          1. We would like to get clarification from the City on whether we need to archive our zoning records or have them destroyed
          2. Additional follow up with the Zoning chair will be done to understand and document the current handling of the Commissions historical records.
            1. We did learn that Zoning creates a case file for each property and we will confirm how to handle these documents.
          3. The does not appear to be anything directly talking about these files unless somehow the City considers them part of the meeting minutes. But these could also be considered Copies, so follow up with the City must be done.
  • Minutes:
    1. Per the policy the Commission meeting minutes should be sent to the Department of Development after 4 years.
      1. Need to confirm if that means they must be pulled down from our website at that time.
      2. If they can’t be on the Commission website, we need to confirm if they will be placed on the Department of Development website.
  • Lists and Directories:
    1. If these are kept only electronic they would constantly editable so it is not clear how we should handle that situation
    2. Based on follow up with the City of Columbus the Governance Committee should make recommendations to avoid any future problems
      1. Follow up items:
        1. Commission Odden will who is the steward of these documents for the Commission
        2. Need to confirm if there is any special handling of the mailing lists applicants supply to the Commission for zoning cases
  • Need to follow up with the Executive Committee to see what types of document categories they have. Tis should give us an idea of the types of documents the Commission handles since the Executive Committee has responsibility for most of the Commissions official documents
  • Election materials:
    1. The policy indicates we should hold the records for 3 years.
    2. We just passed a by law change to destroy the documents after months.
    3. Additional clarification of this policy will be done and appropriate action will be proposed to the Commission.

 

 

Next meeting is September 2, 2015 at 6:00 PM in Room 100 of the Northwood & High Building

 

 

 

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

 

 

 

 

 

 

 

University Area Commission Motion To Change By Laws

 

Second Reading of Proposed Changes As Described Below

August 19, 2015

 

Note: In the proposed changes, proposed removals are in strikethrough text, and proposed additions are in bold text.

 

Motion Made in Governance Committee 6/29/2015: Change Commission election rules to clarify that records related to elections should be destroyed in the year the Commissioners are seated rather than the year the election took place. This is necessary because the election now happens in the November of one year and the Commissioners are seated in January of the next year. Please see meeting notes for individual motions. All motions to change the language were passed unanimously by the Governance Committee unless otherwise noted.

These changes will be taken with one vote by the Commission after the second reading.

 

Goals:

  1. Clarify the timing when election related records should be disposed of
  2. Define other papers by stating election materials
  3. Change language to more broadly define the disposal method of the documents by removing shredding as the only method allowed.

 

To change the following By Laws of the University Area Commission in accordance with Article VII which allows passage of these changes by a 2/3 majority of all Commission members at the meeting on August 19, 2015. This motion does not require a 2nd .

 

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.

 

 

Motion Made in Governance Committee 6/29/2015: This language was changed to separate the notification methods between the Appointed and nominated seats on the University Area Commission. Since Appointed seats are limited to specific organizations notifying them in writing is appropriate. But since nominated seats are open to any organization that meets the definition of a group under Article II, Section 1 Paragraph c. the language was changed to ensure more groups are informed when a seat is becoming vacant. Similar changes were made for the same reason when one of these seats need to be filled in the middle of a term. Motion was passed unanimously. This change will be taken with one vote by the Commission after the second reading.

 

Goals:

  1. Extend the period to get nominations or appointments from groups from October 1 to October 31.
  2. Change the language to be less ridged on the process if nominations and appointments are not received by the specified date.
  3. Separate the nominated and appointed seats notification method to ensure more organizations know about the three Group Commissioner seats available on the Commission.

 

To change the following By Laws of the University Area Commission in accordance with Article VII which allows passage of these changes by a 2/3 majority of all Commission members at the meeting on August 19, 2015. This motion does not require a 2nd.

 

By Law Changes:

 

  • 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.

 

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