UniversityAreaCommission.Info

University Area Commission – Governance Committee

Meeting Notes – October 1, 2008

Present: Members: Grayson Atha (Arrived 6:30), Justin Pinsker, Sharon Young, Stephen Volkmann and David Hegley (Chair) Absent: Nick Uhas  Guest(s):  Doreen Uhas-SauerMeeting called to order @ 6:02 PM1.    Discussed possible by law change regarding the ability of the Commission to rescind a vote made by the full CommissionØ    Commissioner Hegley presented the technical differences between Reconsidering a vote (which is allowed in UAC by laws Article I, Section 4 paragraph e) and Rescinding a vote (which includes amending something previously adopted) since there has been some confusion on what the Commission is currently allowed to do.                                                         v     Under current UAC by laws Rescinding and Amending Something Previously Adopted are not allowed per Article I, Section 4 Paragraph a) The second page of these notes includes some highlights of the differences discussed.Ø    Motion:  Remove Article I section 4 paragraph a from UAC by laws pending City Attorney Office review.  Motion by Volkman, Seconded by Pinsker.                                                        v     Discussion:  Background on why this may have been included in the past and how removing it would allow the Commission to have another tool at it’s disposal when new information is brought to light after a vote provided conditions to reconsider a vote are still met.                                                        v     Based on these discussions it was felt the City Attorney’s office should at least review this request before the by law change is presented to the full Commission.  Hegley will contact Steve Dunbar and report back to Committee.                                                        v     VOTE:  Yes: Pinsker, Young, Volkman, Hegley, Uhas-Sauer.  Motion passed unanimously.                                                        v     Next Step:  Review with City Attorney Office, if OK, bring to full Commission for a vote this Commission year.2.    Reviewed Columbus City Code Chapter 3109 and the Columbus Area Commission/Civic Association working group report for items Governance can take on this year that are both beneficial to the all Area Commissions and something City Council would be willing to consider changing.Ø    The Committee reviewed the initial information and selected a few areas for consideration including:                                                        v     Section 3109.14 Functions and duties (more details will be flushed out at November meeting)                                                        v     Graphics policy – Allow Area Commissions to review graphics issues                                                        v     Standardization of city wide Area Commission voting                                                        v     Creation of a policy on Area Commission boundary changes and Planning area changes                                                        v     Ensure Civic Associations and Civic advisory bodies recognized by the City follow Ohio Sunshine Laws                                                        v     Consider allowing people as young as 16 to run for and vote in Area Commission electionsØ    Additional time was requested to review the documents provided and to think about other possibilities.  Therefore, no vote was taken to choose the top 2-4 items the Committee will take on this year.  Those items will be selected at the November meeting.Ø    The Committee also strongly encourages any Commissioner or member of the public to come to the November meeting if they have ideas related to this topic they would like considered. Meeting adjourned @ 7:00 PMNext Meeting November 5, 2008 at Northwood and High Building, Room 100 Background to help understand differences between Reconsidering and Rescind a vote:  RECONSIDER  (Allowed in UAC by laws -  Article I, Section 4, paragraph e) • Purpose: To reconsider the vote on a motion.• Only a member who voted on the prevailing side can make the motion.• Motion should be made on the same day as the motion that is being requested to be reconsidered.• Needs a second.• Debatable if the motion it reconsiders is debatable.• Majority vote to adopt.• Cannot be reconsidered.• Can be made but not considered when other business is pending.• Result: If adopted, the motion is again before the assembly as if it had not been voted on. RESCIND AND AMEND SOMETHING PREVIOUSLY ADOPTED(Not allowed in UAC by laws - Article I, Section 4 Paragraph a) • Purpose: To change something previously adopted either by striking out the entire action or by changing part of it.• Any member regardless of how they voted on the previous motion can make this motion.• There is no time limit on when this motion can be made.• Needs a second.• Is debatable.• Majority vote with previous notice. (Previous notice includes either notice given at the meeting previous to considering this motion or written on the meeting agenda issued prior to the meeting in which this motion will be considered.• Negative vote only can be reconsidered.*• Two-thirds vote or majority vote of the entire membership without previous notice. (The reason for such a high vote is to protect the rights of the absent members.)• Result: If this motion is adopted, the previously adopted motion is reversed or changed. 

Meeting Notes – May 7, 2008
Present: Members: Sean Cunningham, Sharon Young, Catherine Girves, Grayson Atha, Lisabeth Warncke and David Hegley (Chair) Excused: Robert Caldwell and Ian MacConnell
Meeting called to order @ 7:04 PM
1. Discussion on current UAC bylaws giving all Commissioner Ex-Officio status at all Committee meetings
Ø There were no comments, the second reading is scheduled for May Commission meeting.
2. Discussion on proposal to reconfigure UAC bylaws to make them easier to read and group similar responsibilities together.
Ø Based on the time left in the Commission year it is not realistic to make any more changes to the by laws. Although the goal is to change the format of the by laws not the content, because the by laws reference specific lines, this formatting change will still require a vote to change the reference points.
Ø There is general support to change the arrangement of the by laws to group similar activities together for example the duties of the Treasurer are called out in several sections, the goal would be to combine all these duties in one place.
Ø Commissioner Girves agreed to share the user friendly guide she created several years ago to see if this could be updated.
Ø The Committee feels the user friendly guide could be a useful document to create the final draft of the by laws, but there is no need to have two separate documents with the same information.
3. Review of items left on the agenda for this year and discussion on whether to recommend next years Committee pick up these items.
Ø Keep consideration of a censure policy for the Commission (VOTE: Yes – Cunningham, Young, No – Girves, Atha, Warncke, Hegley) Recommendation: Do not work on this next year.
Ø Keep including by law change to clearly state when a Commissioner should abstain from voting. (VOTE: Yes – Cunningham, Young, Girves, Atha, Warncke No – Hegley) Recommendation: This is an important conflict of interest issue and it should be considered for next years agenda.
Ø Keep the discussion on the make up of the Commission. Currently 40% of Commissioners are appointed/nominated, consider rather than elected. Consider if there should be some change to how this done. (VOTE: Yes – Cunningham, Girves, Atha, Warncke, Hegley, No – Young) Recommendation: This should be kept on the agenda next year and a new dialogue started.
4. Review and comment on proposed Commission training agenda
Ø Proposed training date is July 2, 2008 at 7:00 PM during the first Governance Committee meetings to hopefully accommodate people with schedule conflicts. There will also be discussion with Community Relations to see if they would be willing to join with Governance to support this training and make it a full two hours.
Ø Training Agenda:
v Background and history of the University Area Commission
v Demographic make up of the University Area, including both people and businesses.
v Review maps of the University Area, discussion on possible tour of the area.
v Review UAC bylaws, highlights of Roberts’s Rules of Order and Highlights of the Ohio Sunshine laws.
v Review of the basics of Zoning in the University Area includes some general UAC guidelines and issues that are both unique and important to the University area.
Meeting adjourned @ 8:02 PM
Next Meeting: June 4, 2008 at University Baptist Church, 50 West Lane Ave

Meeting Notes – April 2, 2008
Present: Members: Sharon Young Catherine Girves, Sean Cunningham, Grayson Atha, Lisabeth Warncke, Robert Caldwell, Ian MacConnell and David Hegley (Chair)
Meeting called to order @ 7:07 PM

1. Discussion on the appropriateness of the current UAC attendance policy
   

o Lengthy discussion on UAC requirements compared to other organizations regarding attendance policy.
o Examples from other organizations include:
- 3 Consecutive absences make a member inactive; attending 2 consecutive meetings reactivates them.
- 3 absences (any type) over the year = resignation
- Once the absences have exceeded the organization limit the person is removed, but they have the right to petition to get back in the organization.
o Conversation regarding UAC rules:
- The value of people on the Commission is their participation, so when people miss meetings the Commission looses their input.
- Having the ability to grant excused absences gives the Commission the opportunity to keep good people who must miss meetings for good reasons.
- There needs to be better enforcement of the current by laws.
o Final conclusion:
- No changes to the by laws will be made at this time
- Chairperson Hegley will contact First Vice President Graver to request better enforcement of the current by laws.

1. Discussion on current UAC bylaws Article V, Section 10, giving all Commissioner Ex-Officio status at all Committee meetings. Key points of the conversation on the pros and cons of this Ex Officio status:
   

o Committees are supposed to do the heavy work of formulating a position to bring to the full Commission. Allowing everyone to vote can derail this work and not allow Committee work to come before the full commission.
o Gives people a reason to show up at Committee meetings because they have the opportunity to not only voice their position but also vote on them.
o Motion: Strike Article V, Section 10 from the UAC by laws, made by Commissioner Grayson, Seconded by Commissioner Warncke.
- Roll call vote: YES: Cunningham, Caldwell, Atha, Warncke, Hegley, NO: MacConnell, Girves, ABSTAIN: Young
- This will be moved to the full Commission for a vote in the near future.

Meeting adjourned @ 8:10 PM
Next Meeting: May 7, 2008 at University Baptist Church

Meeting Notes – March 5, 2008 Present: Members: Sharon Young Catherine Girves, Sean Cunningham, Grayson Atha, Lizabeth Warncke, Robert Caldwell, Ian MacConnell and David Hegley (Chair), Guests: Doreen Uhas Sauer

Meeting called to order @ 7:05 PM
1. Discussion on the proposed by law changes
Ø Article I Section 7 – No discussion
Ø Article II, Section 4 Paragraph A – No discussion
Ø Article IV, Section 2 Paragraph E – No discussion
Ø Article VI, Section 8
o Discussion on what would happen if the December meeting was canceled. It was decided no change is necessary. If a vote to cancel the December meeting were taken this item would have to be done at the November meeting.
Ø Article II Section 2 Paragraph B & C – No discussion
2. Discussion on Officer positions on the Commission
Ø A concern was brought regarding how many officers are appointed rather than elected which could be a problem if they have special interests.
Ø Currently of the 6 officers, 4 are appointed and 2 elected
Ø It was pointed out, historically, this is not a problem having these people focusing on special interests
Ø It was brought up to consider future by law language changes that give special preference to elected Commissioners over appointed ones for officer positions.
Ø This committee will take no further action at this time.
3. Commissioner Training
Ø It was decided the Committee would provide no additional training this Commission year. The training offered by the City will suffice.
Ø It was decided to request time on the agenda for “Learning Moments” consisting of 3 minutes to review a topic either related to the Commission by laws or Robert’s Rules of Order.
Ø If any Commissioner has questions about the by laws they can contact David Hegley to set up time to go over them.
Ø A formal training program will be developed for new Commissioners to attend in June after the formal elections. This will be required training for new Commissioners and optional for existing members.
Ø There was also lengthy discussion on creating a mentor program to help all new Commissioners in their first year. No formal motion was put forward to implement this program.

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.

Meeting Notes – January 2, 2008
Present: Members: Ian MacConnell, Sharon Young Catherine Girves and David Hegley (Chair), Absent: Sean Cunningham, Robert Caldwell and Grayson Atha Guests: Doreen Uhas Sauer and Lizabeth Warncke
Meeting called to order @ 7:05 PM

I. Reviewed remaining agenda items for the Commission year
The only item discussed was our attendance policy. A discussion ensued on the each member’s responsibility to attend meetings and a few ideas to change requirements and enforcement.

• Result: This item will be moved forward to the February meeting agenda.

II. Discussed Commissioner Training Plan, including poll workers

1. Training requirements for Commissioners are defined in by laws Article II Section 7, paragraph c. (Please review)
2. The Committee agreed Commission reference books will be handed out to any Commissioner who has not yet received one before the January Commission meeting.

• Result: Commissioner Uhas Sauer agreed to complete the books.
  
• 1 hour training class will be set up in February open to all Commissioner but required for new Commissioners to review by laws and basic UAC information.
  
• Result: Commissioner Hegley will find a time in February when new Commissioners can meet and work with Governance Committee to support.

There is still 3 hours of required training for new Commissioners that will be fulfilled by attending the City of Columbus Commissioner training programs.

• Result: All Commissioners are asked to review the letter sent to them by the City to find classes and dates that fit into their schedule. Also, Commissioner MacConnell agreed to send out a copy via email.

There was a discussion on Election bylaw requirements to post at polling locations. The Committee agreed to 7 items that should be posted on 11X17 paper. For reference here are the sections chosen: (They can find in the UAC Election by laws) 5.2, 5.4, 7.1, 7.4.1, 7.5, 7.6 and 11.2

• Result: This list was given to Commissioner Warncke, Chairperson of Election Committee and an electronic copy will be sent to her. Commissioner MacConnell agreed to format and print the posters.

III. Wrapped up discussion on when the Chair of Commission can and should speak. It was noted that Commissioner MacConnell got into the queue during the December meeting when speaking on debatable motions and everyone felt this worked well.

• Result: No further action will be taken on this item.

IV. Discussed language to limit the length of time a person can serve in any role on the Commission from officer to chairperson of a committee.
- Based on the conversation it was quickly realized that no formal requirement to limit this is necessary. The election process in place for these roles puts the onus on Commissioners to consider a candidates experience when voting for them.
- As a result of this discussion there was strong support to offer current and future Commissioners programs to help with their leadership development. Including:

• Mentoring program on the Commission
• Training program to be offered 1 month before general elections for people wanting to run for the Commission. (It was noted this is required for USG)
• Internal leadership development program
• High School internship program
• Develop Co-Chair positions for each Committee

• Result: Language to create term limits on the Commission will not be pursued. The other ideas discussed will be considered for possible future recommendations to the Commission.

Meeting adjourned @ 8:04 PM

Meets first Wednesday of every month 7:00 - 8:00 pm at the
University Baptist Church, 50 West Lane Avenue, Columbus, OH 43201

The Governance Committee shall:
a. Implement these by laws and elections rules as required;
b. Research the effectiveness and applicability of these by laws and make
recommendations to the Commission for amendments to the by laws;
c. Conduct the orientation of new commissioners;
d. Coordinate the internal activities of the Commission.

Governance Committee Members
David Hegley , Governance Committee Chair
Grayson Atha
Robert Caldwell
Sean Cunningham
Catherine Girves
Ian MacConnell
Tom Wildman
Sharon Young