Governance Committee Report- Feb 6, 2008
Meeting Notes – February 6, 2008
Present: Members: Sharon Young Catherine Girves, Sean Cunningham, Grayson Atha and David Hegley (Chair), Excused: Lizabeth Warncke, Robert Caldwell, Ian MacConnell Guests: Doreen Uhas Sauer
Meeting called to order @ 7:10 PM
1. Commissioner Training
➢ Review of Commission by laws & zoning issues unique to the University Area should be offered to all Commissioners
Result: Training sessions will be offered before upcoming full Commission Meetings starting at 6:00 at the Northwood & High building lasting about 20 minutes. Format will be be the 40 most commonly asked questions about the by laws. D. Hegley will coordinate this training. Ron Hupman will be contacted to see if he can support training related to zoning. Goal is to offer the first training session before the February meeting.
➢ A recommendation was made to share the DVD titled “Lest we forget” about the evolutionary history and diversity of the University area with all Commissioners.
Result: Dorren Uhas Sauer will investigate getting copies of the DVD.
➢ There was also conversation about having a “learning moment” during each Commission meeting lasting 3-5 minutes. This could cover some of the commonly asked questions that don’t get covered during the training sessions.
Result: David Hegley will discuss this with Ian MacConnell to see if this would be appropriate for the Commission agenda.
2. Discussion on how many Commissioners must be present to vote on changing or canceling a regularly scheduled meeting (possible by law change)
➢ Commission by laws state in Article IV Section 1 Paragraph a that a regularly scheduled meeting may be canceled by a 2/3 vote of the Commission…
➢ Robert’s Rules of Order states 2/3 vote is defined as: at least 2/3 of the votes cast by persons legally entitled to vote excluding blanks and abstentions when a quorum is present.
Result: There is no need for a by law change, following Robert’s Rules of Order is sufficient to address this question.
3. Proposed Language for bylaw changes voted on by the Committee:
➢ Article I Section 7
Any election required in these By Laws shall be conducted by written ballot, which shall be tallied immediately and the Recording Secretary shall read each commissioner’s name and how they voted aloud into the meetings minutes. who will announce the results to the Commission. A voice vote may be held if an election is uncontested.
➢ Article II, Section 4 Paragraph A
If a vacancy occurs in a district seat on the Commission because of resignation, death, disqualification, or other means, the Corresponding Secretary shall give public notice of the vacancy at least thirty (30) days before the date on which the Commission will vote to recommend a candidate to fill the vacancy. After providing an opportunity for persons interested in filling the vacancy to indicate their interest to the Commission, the Commission shall vote according to article I section 7 by individual, private ballots to select a candidate to fill the vacancy until the next Annual Meeting.
➢ Article IV, Section 2 Paragraph E
The election of officers shall be conducted by written ballot, which shall be tallied immediately by two commissioners not running for an officer position. The two commissioners will be chosen by random chance at the start of the meeting. One of the vote counters will read aloud each commissioner’s name and how they voted an official tally of votes into the official record kept by the Recording Secretary. Official tally of votes will include name of Commissioner and the number of votes they received. A voice vote may be held if there are no contested offices.
Result: The first 3 articles were related to bring the Commission voting requirements into compliance with City of Columbus interpretation of the Ohio Sunshine laws. Therefore all three were voted on as a single block.
Motion to approve by Sean Cunningham, Seconded by Sharon Young
Voting Results: Yes- Cunningham, Young, Girves, Atha, Hegley, Uhas Sauer – Motioned passed unanimously.
➢ Article VI, Section 8
There shall be a Board of Elections, consisting of five persons appointed by the President AT THE DECEMBER MEETING PRIOR TO 180 days before the NEXT election with the approval of the Commission, none of whom shall be connected in any way with a candidate for the Commission. The Board shall perform all duties set forth in the Election Rules.
Motion to approve by Catherine Girves Seconded by Sean Cunningham
Voting Results: Yes- Cunningham, Young, Girves, Atha, Hegley, Uhas Sauer – Motioned passed unanimously.
➢ Article II Section 2 Paragraph B & C
b. A term of office for an organization commissioner shall be one two years.
c. A term of office for a group commissioner shall be one two years.
Motion to approve by Catherine Girves Seconded by Grayson Atha
Voting Results: Yes- Cunningham, Young, Girves, Atha, Hegley, Uhas Sauer – Motioned passed unanimously.
Key: Bold text is new, crossed out text will be removed.
These by law revisions will be brought forward to the full Commission for their first reading at the February meeting.