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HomeMy WebLinkAboutMinutes 1993DRAFT - vaT APPROVED MINUTES OF THE RULES CClVMITTEE MEETING OF JANUARY 12, 1993 tiSembers Present: Aldermen Brady, Nelson, Warshaw, Wollin Members Absent: Alderman Drurrmer Others Present: Alderman Neuman, City Clerk Kris Davis Staff Present: Eric Anderson, City Manager, Bruce Zimmerman, Assistant City ,!Manager Presiding Official: Alderman Warshaw, Chairman Surrmaryof_Act ion: Minutes: The Committee voted 4-0 to approve the minutes of the Corrmittee's December 15, 1992 meeting as submitted. The Committee voted 4-0 to approve the minutes of the Comnittee 's Executive Session held on December 15, 1992. L'P_date_of_Ci ty_Counci !_Rules The Committee then reviewed the draft of the updated City Council rules. Section 5.7. The Corrmittee agreed that for those corrmittees consisting of both Aldermen and citizens, which report directly to a standing committee, the chairman should be a citizen. Section 7.1. The Committee agreed to change the language from two-thirds of the City Council to two-thirds of the corporate authorities. Section 9.4. Alderman Brady raised the idea of dividing the Administration & Public Works Corrmittee into the Administration Subcommittee and the Public Works Subcommittee. Alderman Warshaw suggested that such an approach need not necessarily be included in the Council rules. Alderman Neuman expressed his belief that purchases should be addressed by the full Administration 3t Public Works Committee. Alderman Brady expressed her belief that there should be two subcommittees to meet on pro forma issues. Alderman uarshaw suggested that this might be a better subject for the Mayor's Committee on Boards and Corrmissions to consider. Alderman Brady stated that she does not care which committee makes a recorrrnendation regarding this matter. She emphasized that the City Council rules are generally at the fingertips of the City Council, so she believes the Council should err on the side of including such issues in the rules rather than requiring Aldermen to look for clarification in ordinances or resolu- tions. Alderman Warshaw emphasized the need to give flexibility to the new City Council. Alderman Neuman stated that he does not necessarily see a division between Administration and Public Works. He does see the need for a separate consideration of the City's bills. However, he expressed concern over putting such committee workload assignments in the City Council rules. alderman Newman stated that he can agree with three members of .administration & Public Works meeting at 7:00 o'clock to handle the bills and also envisions the potential of a subcommittee reporting back to Administration do Public Works on budget policy issues. City Clerk Davis stated that she establishment of subcommittees in stated that he would contemplate their own subcormittees. -1- could include a general reference to the the Council rules. City Manager Anderson that standi ng corrmi ttees would appoint Alderman Brady asked when the Council will hold its public hearing on the new board and commission structure. City Manager Anderson noted that the Budget Hearing is scheduled for February I and the public hearing on the new Zoning Ordinance is scheduled for February 2nd. He stated that he would assume the public hearing on the Boards and Commissions would be held in early .March. He emphasized that Boards and Commissions need time to review the draft legislation that they have been provided. He also stated that he would assume the new proposed rules would go to the Council at the end of March or early April. Alderman Brady expressed her hope that the schedule could be accelerated. Alderman Warshaw suggested that the Committee include a general reference in the Rules regarding the establishment of subcorrmi t tees as recommended by City Clerk Davis. Alderman Brady suggested there was further need for reflection by staff regarding the committee and su bcorrmi t tee structure. She emphasized that the Council works better in committees. Alderman Wollin noted that she feels committees do tend to be more informal with more in-depth discussion than what occurs at the Council level. Alderman Nelson noted that the dynamics of the new Council will be quite different. He stated that because A& PW will consist of all nine Council members, their issues should be resolved by the time they reach the Council. He endorsed the concept of Administration and Public Works having the ability to establish subcommittees to address specific issues. City Manager Anderson recommended that the Council give the standing committees the structure to create subcomnittes and the flexibility to shape that structure over time. He emphasized that issues wilt change over time. The Committee then directed City Clerk Davis to incorporate into the rules additional general language regarding the establishment of subcorrmi ttees. Section 11.2 The Committee requested that the language "Evanston Boards" be incorporated into this section. Section 15.4 The Committee then directed its attention to mayoral voting. The Committee agreed that the difficult to follow and suggested that perhaps lisp this section in a manner which identifies when the Mayor can vote, when the Mayor cannot must vote. Section 15.4 dealing with language in this section was it would be best to estab- specifically those instances vote, and whether the Mayor The Committee also discussed whether it would be necessary to have five votes in the new City Council to adopt anything, i.e., an ordinance, resolution, or any other Council legislation. The Committee requested a legal opinion from the Law Department to clarify this question in reference to Chapter 24 of the State Statute. City ,Manager Eric Anderson also suggested that Corporation Counsel Jack Siegel review the entire set of rules. -3- Section 27 Alderman Brady also asked that the Law Department review and clarify when the Mayor can vote on extraordinary votes. Alderman Newman requested that the Law Departament look at Corporation Counsel Siegel's 1981 memorandum regarding extraordinary votes in reference to the revision of the Council rules. The Cormittee agreed to forward its recommended rules to Council in early March. Consideration of Alderman Newman's_Reference_Regarding_the__App2intment_of, Chairmen to CommitteesCons i st i ng_of _Ci t i zens_and_AI de rmen Alderman Newman expressed hi s preference that the -Mayor appoint the chairmen of such committees, with the advice and consent of the City Council and requested that this be included in the Council rules. The Committee agreed that Section 5.7 of the Rules should indicate that the Mayor should appoint the chairmen for all committees which report directly to the Council and that such appointments should require the advice and consent of Council. The Committee also agreed that all citizen commtittees and committees consisting of a combination of Aldermen and citizens which report to a Standing Committee should elect their own chairmen. The Committee agreed that the one exception to this rule would be the Zoning Board of Appeals. The Committee requested that staff prepare a list of all Committees which would fall under these two separate rules regarding the appointment of chairmen. The Committee also agreed with Alderman Brady's suggestion that the City Clerk consider whether the rules can be formatted in a manner which would include a separate section regarding Council committees and a separate section regarding boards and commissions. Consideration of Aldermas_Brady'sReference_Regarding_Aidermanic _Reseonsi_ bilities-------------- Alderman Brady stated that much of her reference has been discussed during the Committee's consideration of updating Council rules. 5he emphasized that she believes whatever language simplifies and clarifies the responsi- bilities of Aldermen should be included in the rules. City_kianager_Evaluation_Process City -Manager Anderson stated that from his perspective it would be very useful to have an evaluation every six months. He suggested that the proposed budget schedule is intended to be flexible and he would anticipate one of the Saturday mornings could be available for the evaluation. He stated that a valuable part of the evaluation is the CounciI's Statement of Goals and Objectives for the coming 12 months and whether the manager is appropriately addressing those objectives. He emphasized that some evaluation regarding what has happened to date as well as a statement from the Council of their expectations of what should happen is very useful. Alderman Nelson suggested that the City Manager identify goals and objec- tives for the next 12 months, lay out a plan and recommended solutions for addressing those goals and objectives, and that the Council should then be prepared to both comment and reshape the goals and objectives in the plan. A Iil Ii YIi i uY i�[W slid 1 Alderman Brady suggested that the Council has not had good luck with evaluation forms. She emphasized, however, that it is important to get all Aldermen's thoughts in writing. She recom-nended that each Alderman hand in a cne page document addressing the City ;Manager's strengths, weaknesses, how he is doing in regard to current goals and objectives, and the antici- pated goals and objectives for the next year. She stated her belief that the City Manager deserves some form of formal input from each Alderman. Alderman Newnan suggested that the evaluation process could incorporate Alderman Brady's idea regarding written input on goals and objectives and also include an exchange between the Manager and Council regarding the management and operation of departments and how service is being delivered. City Manager Anderson stated that he could develop a set of objectives and goals as suggested by Alderman Nelson for the coming year which could then be provided to the Council prior to the evaluation. Alderman Warshaw expressed her belief that there would still be a need for an evaluation form. Alderman Nesson stated that it has not worked to solicit ideas on goals and objectives from the Council in the past and that he is trying to provide the Council focus. Mr. Anderson suggested that the Council use a two year perspective in Iooking at goals and objectives. Alderman Neuman stated that he has no problem with the City .Manager sending the Council goals and objectives. Mr. Newman emphasized the need for an opportunity to discuss issues with the !.Tanager during the evaluation. As an example, he suggested that it would be useful to discuss the qualities of the new Chief of Police with the City Manager. The Cormittee then agreed to the following approach to the City Manager's evaluation: 1. By February 26 the City ,Manager will provide the Council with the following: A. A statement of proposed goals and priorities for the coming year; and B. A form which would solicit Aldermanic comments regarding the strengths and weaknesses of the City Manager, accomplishments, and issues which need further attention. 2. By March 8th, the Council would return the completed forms to either the City %tanager or the Chairman of the Rules Comrni ttee; 3. The Council wi I 1 conduct the evaluation on ,March 1 3th. The Committee noted that it should notify the City Council of the evalua- tion schedule. Future_Meetinf,s The Committee noted that the Public Hearing on the new board and commission structure will be scheduled for .March 1. The Committee scheduled the next Rules Committee meeting to be held following the Budget Hearing scheduled for Monday, February 1, 1993. There being no further business, the meeting was adjourned at 9:08 P-10. __ -- __ _---------- Assistant City Manager MINUTES OF THE RULES COMMITTEE MEETING OF FEBRUARY 1, 1993 Members Present: Aldermen Brady, Drummer, Nelson, Warshaw 5 Wollin Members Absent: None Others Present: City Clerk Kris Davis Staff Present: Ellen Szymanski, Assistant Corporation Counsel; Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Wollin, Chairman Summary of Actioq The meeting was called to order at 8:15 P.M. Minutes,, The Committee voted 5-0 to approve the minutes of the Committee's January 12, 1993 meeting as submitted. Update of Citv Council Rules: City Clerk Davis recommended that, to be consistent with the language of the state statute, the City Council rules should use the term "omnibus agenda" instead of "consent agenda." The Committee concurred with the City Clerk's recommendation. Alderman Brady noted that proposed Rule 15.4.1(a) states that the Mayor shall vote when the vote of the Aldermen has resulted in tie. She noted that proposed Rule 15.4.1(d) states that the Mayor shall vote on any appointment where there is a tie vote of the Aldermen. The Committee agreed with Alderman Brady's recommendation that these two proposed Rules be combined into one. The Committee then discussed the number of votes required for City Council legislation as discussed in the January 29, 1993 memorandum prepared by Ellen Szymanski, Assistant Corporation Counsel. Ms. Szymanski noted that she believes the intent of the state statute is that municipal legislation involving financial obligations requires a higher vote than a motion or resolution, which does not involve financial obligations. Ms. Szymanski stated that, based on her interpretation of the state statute, she concluded that the approval of an item involving financial obligations requires a minimum of five votes, which is the same minimum required for adoption of an ordinance. The Committee then noted that adoption of a motion or resolution which does not involve financial obligations would require a majority of the quorum. A quorum for the new City Council will be six; therefore, the minimum number of votes required would be four. Referring to Ms. Szymanski's memorandum, the Committee noted that the rules should clearly state that five votes will be required to adopt an ordinance as well as motions and resolutions involving financial obligations. The Committee agreed that section 25 of the proposed Rules should be modified to indicate the number of votes required for motions and resolutions which do not involve financial obligations, the number of votes required for motions and resolutions which do involve financial obligations, and the number of votes required for adoption of an ordinance. -2- The Committee agreed that proposed Rule number 25.6, which states that "a majority vote of the Aldermen then holding office at a duly constituted meeting is required for passage of most items," can now be deleted based on the approved modifications to section 25. The Committee then recommended that in regard to the format of the Rules, it would be useful to move the Glossary section to the front of the Rules, include a section on definitions in the front of the Rules, and develop an index of the different Rules sections. The Committee then voted 5-0 to recommend City Council approval of the proposed Rules. It was agreed that the Committee would forward these Rules to City Council for the March 8, 1993 meeting. Extension of Board and Commission Member Terms for Members Initially Appointed to Complete, and Unexpired Term The Committee noted that there were a number of residents serving on City boards and commissions who had been appointed to complete an unexpired term. The Committee voted 5-0 to direct staff to prepare the appropriate legislation to extend these partial terms to a full term. The Committee agreed that this matter should be forwarded to City Council for the February 22, 1993 meeting. Consideration of Whether the City Council Should Develop a Referendum on Makinq the City Clerk an Appointed Position It was noted that the state statute requires municipalities to adopt resolutions placing referenda on the ballots at least 65 days prior to an election. This deadline would require the City Council to adopt a resolution on this referendum during the February 8, 1993 meeting. Alderman Brady stated that she has an open mind on the question of whether the City Clerk should be elected or appointed. She believes the question is worth investigating but requires time for analysis and study. Alderman Warshaw stated that she is not particularly for or against a referendum, but emphasized that she sees no need to rush to place a referendum on the ballot. The Committee agreed that voters in the April, 1993 election could be confused if the referendum would appear on that ballot, along with the election of a City Clerk. Alderman Brady suggested that it would be better to have the next Rules Committee consider this question. She also suggested that perhaps the League of women Voters should study the question of whether the City Clerk should be appointed or elected. The Committee then voted 5-0 to hold consideration of this reference for the next Rules Committee and to concur with Alderman Brady's suggestion that the League of Women Voters study the question. Alderman Brady stated that she would forward the Committee's request to the League of Women Voters. Aldermanic Attendance at the National League of Cities Conqressional Conference The Committee voted 5-0 to approve the requests of Aldermen Warshaw, Wollin and Davis as members of National League of Cities committees to attend the City Congressional Conference scheduled for March, 1993. There being no further business, the meeting was adjourned at 9:05 P.M. Assistant City Manager BZ/cw MINUTES OF THE ROLES COMMITTEE MEETING OF APRIL 7, 1993 Members Present: Aldermen Warshaw, Wollin, and Drummer Members Absent: Aldermen Brady and Nelson Others Present: Aldermen Heydemann and Newman Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Wallin, Chairman eumr4 of Action: The meeting was called to order at 6:35 P.M. Minutes The Committee voted 3-0 to approve the minutes of the Committee's February 1, 1993 meeting as submitted. Reference: Consideration of Whether tv Council Rulon 8 au1, Re Amended to Reauire a Xaiority Vote of City Council XOMbIls Presaent to HQ 4 over an Aaenda Item Alderman Warshaw stated her preference that Aldermen be able to ask either the City Manager or the Alderman requesting the holdover to describe the impact of the holdover. Alderman Newman suggested that an Alderman can request a point of information on the reason or impact of the holdover. Alderman Heydemann expressed her preference that there be no limitation on who can ask for a clarification of the impact of the holdover or who can answer the question. Alderman Drummer suggested that the question directed to the City Manager should only address the timing and impact issues of the holdover. It was the consensus of the Committee that a majority vote of City Council members should not be required to hold over an agenda item. The Committee did agree that there should be a mechanism for Aldermen to learn the impact of a holdover. Alderman Warshaw moved that the City Council rules be amended to allow Aldermen to ask either the City Manager or the two Aldermen requesting the holdover to explain the impact of the holdover. The Committee voted 3-0 to approve this motion and directed staff to prepare a resolution amending City Council rule 18.12. -z- Reference: Consideration of the Proaedurp Yherobv n AlderMn Proposes a Change to Anv State Law Which Hav Have Real or INRUCIt Imact on Citv government that W Council Hembt+ra and Any Interosted Individual or Group be Ynf_Qpmed oc he PronQa4 Lsaislation. The State Leaislature Should be 7jLformed of the Number of Aldermen and Xndividuals SUVROrtinq tho Provonal. the Number onnosina It. and the Number of Those Who Have No Position. Alderman Heydemann noted that her motivation in making this reference came from the recent State of Illinois legislation regarding the size of municipal recreation boards. Alderman Warshaw stated that she saw a problem in situations where an Alderman's job may involve working on state legislation which impacts municipalities. She stated that this reference would be extremely limiting in those situations. She raised a question as to why an Alderman should be required to inform the Council of what they are doing at work. Alderman Drummer stated that members of the Council can't deny being an Alderman when they are in Springfield or Washington, D.C. He stated his belief that it is okay for Council members to mention that they hold office as an Alderman in Evanston. Alderman Newman stated that if the rule is passed as suggested by this reference, he has no hesitancy to do what he did while advocating the adoption of the state legislation regarding the municipal Recreation Boards. He stated that this reference does not cover what he did and emphasized that the change in the state statutes regarding the Recreation Board membership gave Evanston an option. It did not impact Evanston directly. Alderman Heydemann asked Alderman Newman whether if he had done nothing would there have been a change in the state law? Alderman Newman stated there would not have been a change in the law. Alderman Newman emphasized that everything he did was proper and appropriate. He stated that the change in the state law changes nothing in Evanston; there was no impact on Evanston. He also stressed again that this rule would not affect what he did. It infringes on persons' rights to free speech. He suggested that Aldermen can subscribe to a legislative service for information on pending legislation. He also stated his belief that the procedure described in the reference is unconstitutional as it pertains to First Amendment rights. Alderman Wollin stated her belief that the issue involves courtesy rather than the Constitution. She stated that the state legislation will result in an implicit impact on the municipal government and stressed that she is just talking about courtesy as the issue. -3 -- Alderman Newman suggested that Alderman Wollin is using a double standard. He offered examples of recent issues regarding Colfax Street and the Chiaravelle School in which he had not been informed. He noted his belief that some Aldermen have obstructionist views on items in which he is associated. He stated that if one person had spoken against his proposed change in the state statute regarding the Recreation Board, the change in state law would have been scuttled. Alderman Drummer suggested that the Committee back up and look at the reason for Alderman Newman's efforts. He stated that he believed those efforts had to do with the appointment of members to the Recreation Board. He stated that Alderman Newman had indicated that he was going to advocate such a change but no one knew when he was going to do it. Alderman Drummer emphasized that, in other forms of legislation, there could have been more of a direct impact on the City. Alderman Warshaw stated that Alderman Newman is right regarding the First Amendment issue. The proposed procedure would require notice and reporting in advance. She noted that no one attending the recent National League of Cities Conference had reported their lobbying efforts or what bills were lobbied for while Aldermen were in attendance at the Conferences. She stated her belief that to require advance notice to the Council is absurd and illegal. Alderman Heydemann stated that there is no attempt to limit an Alderman's First Amendment rights. She stated that it just involves requiring notice to the Council. She emphasized that her goal is that the Council should know when an Alderman from Evanston poses a change to any state law. Alderman Heydemann suggested that most lobbying is done based on an agreed -upon platform. Alderman Newman asked whether members of the Committee knew that there had never been two black members on the. Recreation Board at the same time. Alderman Drummer stated that the change in state legislation could have come back as a mandate, in which case there would have been a very direct impact on the City. He expressed his concern over changes in law which do affect the City. Alderman Wollin suggested that people do have the right to lobby their own positions but she also suggested that Aldermen have the right to information on other Council members who are doing this. Alderman Newman suggested that the Committee think this reference through more. As an example, he noted that the City Manager had recently taken a position in regard to legislation which the local fire union opposed. He stated that the Manager's position may _4- have been right in terms of the budget, but it did have an impact on City employees and that some Aldermen would liked to have known about this position. Alderman Newman suggested that there is some value in a City legislative committee to direct the Cityfs lobbyist. He emphasized that he went to Springfield as a citizen, not as an Alderman and stressed that there was no representation from him that he had the support of the City Council. Alderman Drummer suggested both Representative schakowsky and Senator Berman should have informed the City Council of their positions on this matter, Alderman Heydemann stated that if the state legislative committee knew an issue involved the support of one Alderman while 17 did not, it would certainly impact on their perception of the legislation as it is viewed in Evanston. Otherwise, the Committee might be given the inference that the City supports it when one Alderman speaks in support of legislation. Alderman Newman stated that any change in the rule has to apply to lobbying at the National League of Cities Conference Alderman Heydemann stated that if the Committee agrees that there should be some procedure then they can decide how to implement the procedure. She emphasized that it is not appropriate for 17 Aldermen or 8 Aldermen under the new City Council to be surprised by the efforts of one of its members. She noted that the Recreation Board was as surprised as other Aldermen when they learned of the change in the state legislation. Alderman Wollin suggested that she could support the first sentence of the reference if it included language pertaining to the federal government as well as the state government. Alderman Drummer stated that he does not believe the Committee is ready to vote on this matter and suggested that more information is needed. Alderman Warshaw suggested that there is a need for a legal opinion regarding the reference as it pertains to the First Amendment. Alderman Heydemann emphasized her belief that the opinion of the Recreation Board should have been sought prior to an Alderman lobbying for a change in state legislation regarding the Board. Alderman Drummer stated that the Committee is discussing situations whereby Evanston Council members make legislative proposals in Springfield. He stated that the City is in the position of it happening again on something that really impacts the City directly. Alderman Wollin stated that there is a need for a legal opinion and suggested that the first sentence of the reference be transmitted to the Law Department for its consideration. -5- Alderman Warshaw suggested that the second sentence of the reference establishes a time line that would be impossible to meet. The Committee concurred in the need to get further information on this matter and agreed to request a legal opinion and hold over its consideration of the reference until its next meeting. Other Business The Committee considered a request from Alderman Heydemann to attend a conference pertaining to the Evanston First Night program. Her travel request is for approximately $691 to attend the conference in St. Louis. The Committee voted 3-0 to approve this request. There being no further discussion, the meeting was adjourned at 7:35 P.M. Assistant City Manager BZ/cw DRAFT - NOT APPROVED MINUTES OF THE ROLES COMMITTEE MEETING OF MAY 11, 1993 7:30 P.K. - Aldermanic Library Members Present: Mayor Morton, Alderman Drummer, Alderman Heydemann, Alderman Holsman, and Alderman Moran Members Absent: None Others Present: Alderman Feldman, Alderman Newman, City Clerk Davis Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Mayor Morton euamary of Action: : The first meeting of the new Rules Committee was called to order at 7:35 P.M. gonsideration of Standina Committee Chairmanships Schedule Mayor Morton referred the Committee to Rule 9.7 of the City Council rules pertaining to Committee chairmen. It was noted that this rule states that the Rules Committee will establish a schedule of standing Committee chairmanships so that each member shall have at least one chairmanship per year, but in no event serve more than two terms as chairman per year, with no Alderman holding two chairmanships at the same time. It was also noted that the schedule would be based on seniority. The Committee discussed establishing a schedule over a two --year period. Some concern was expressed that the length of chairmanship terms not be too short. The Committee directed staff to explore different options for chairmanship schedules based on a two year period and Aldermanic seniority. The Committee requested that these options include chairmanship terms of different lengths of time. Minutes of Rules Committee Meeting of May 11, 1993 - Page Two to to stan41na commit It was noted that Aldermen Drummer, Feldman, and Moran have al previously served on Human Services and have indicated that thei first priority would be to serve on the Human Services Committee The Committee agreed that these three Aldermen should be placed o the Human services Committee. Alderman Drummer noted that Aldermen Engelman, Heydemann and Ken have all requested the Planning & Development Committee as thei first priority and that they had previously served on thi Committee. He suggested that these three Aldermen be placed on th Planning & Development Committee. Alderman Newman stated that he had discussed Standing Committe, Assignments with Alderman Guthrie earlier in the day and that shi had indicated that it was a toss-up for her in terms of he; preference for either Human Services or Planning & Development. Alderman Feldman suggested that the two newly elected Aldermen bi placed on the Human Services Committee, even though both ha( indicated their preference was the Planning & Development Committee. He noted that a more senior Aldermen had requestec Planning & Development as his first priority, and that two ne` Aldermen on the Human Services Committee would not be overwhelming, Alderman Newman suggested that there should be no distinction draWT between himself and the returning Aldermen who have previousl3 served on the Planning & Development Committee. He noted that hE had served on the Housing Commission, as well as had attendee numerous Planning & Development Committees regarding the zoninc Ordinance. He emphasized that Planning & Development issues are very important to his ward. He emphasized that Alderman Holsmar supports his being assigned to Planning & Development. Alderman Holsman suggested that, in his view, it does make more sense for Aldermen who are most directly affected by a Standing Committee's issues to serve on that Standing Committee. He expressed his willingness to change his first choice from Planning & Development to Human Services. Alderman Holsman then made the motion that the Planning & Development Committee members include Aldermen Engelman, Heydemann, Kent, and Newman. Alderman Drummer seconded the motion. Minutes of Rules Committee Meeting of May 11, 1993 - Page Three The Committee then discussed issues pertaining to the work of the Standing Committees. Mayor Morton stated that it would certainly be her preference that the Council meet as a Committee of the Whole to discuss all major issues so that all Aldermen are speaking from the same frame of reference when the Council acts on such an issue. As an example, she noted the John Buck project, which she emphasized is not just a First Ward issue but is an issue for all Aldermen. It was noted that, by virtue of Alderman Holsman's motion regarding the Planning & Development Committee, that the Human Services Committee would then consist of Aldermen Drummer, Feldman, Guthrie, Holsman and Moran. The Committee then voted 5-0 to approve Aldermen Engelman, Heydemann, Kent, and Newman to be on the Planning & Development Committee, and Aldermen Drummer, Feldman, Guthrie, Holsman and Moran on the Human Services Committee. Based on seniority, the Committee agreed that Alderman Feldman would chair the Administration & Public Works Committee, Alderman Engelman would chair Planning and Development, and Alderman Drummer would chair Human Services. other Business Alderman Moran then moved that the Rules Committee make a recommendation to the City Council that all major issues be considered by the City Council meeting as a Committee of the Whole rather than in Standing Committees. Alderman Heydemann seconded the motion. The Committee voted 5-0 to approve the motion. Alderman Feldman stated that he has no objection to trying a Committee of the Whole process if it broadened participation. He suggested that each Committee should determine what is a major issue to be considered by a committee of the Whole. He also emphasized the need for Committee minutes and agendas and other packet materials to be distributed to the full Council. Mayor Morton questioned whether the current Committee structure is a wise use of the Council's time. She emphasized her belief that on a nine -member Council, all members need to be knowledgeable of an issue. Alderman Moran stated that he has been frustrated with the existing Committee structure that involves three simultaneous Standing Committee meetings. He noted that under this structure, when a Standing Committee brings a major issue to the Council, many of the Aldermen who are not on that Standing Committee will then lack the workup and discussion that the Committee has devoted to the issue. He suggested that a Committee of the Whole structure would mitigate the effect of an Alderman missing out on the Committee's work. Minutes of Rules Committee Meeting of May 11, 1993 - Page Four Alderman Drummer noted that just recently, the City Council too four to five months to deliberate on the Zoning Ordinance afte very extensive debate by the Planning & Development Committee. Alderman Feldman suggested that it would be a big mistake for al Committee work to be sent to the Council. He suggested that ther is some need for a distilled Committee structure. Mayor Morton stated that there is a need to look at how items ar. Positioned on the Council agenda. She expressed her desire tha the Council become more efficient and allow more time to discus; important issues. She suggested that the Administration & Publi, Works Committee meetings start at 7:00 P.M. and that the Cit, Council meetings start at 8:30 P.M., with a target ending time o'� 10:30 P.M. Mayor Morton emphasized her belief that it is inappropriate to hav4 Council meetings go late into the evening or early morning hours She suggested that late meetings are no different than an Executiv+ Session, in that citizens can simply not attend or watch meeting: (on City Cable) that go so late into the evening or early morning. Alderman Moran stated that he welcomes Mayor Morton's remarks ver much because people simply aren't able to follow City Counci: proceedings when meetings run so late. Alderman Feldman stated that he would welcome any efficient} improvement, short of an arbitrary closure of issues or limit or debate or due process. The Committee clarified that as part of its recommendation to the council regarding the Committee of the Whole process, that it should clarify that it is focusing on issues of significance to the whole city, and that Committees would be able to determine which items should be referred to the Committee of the Whole. The Committee agreed that Rule 6.2 pertaining to citizen participation and the 15 minute citizen comment section during Council meetings should be amended. The Committee voted 5-0 to amend Rule 6.2 to indicate that citizens wishing to address the City council should indicate which agenda item they intend to address and that the Mayor will give priority to speakers addressing items scheduled for decision at the meeting. The Committee also voted 5-0 to recommend that citizen comment be scheduled for 8:35 P.M. and end no later than 8:50 P.M. Minutes of Rules Committee Meeting of May 11, 1993 - Page Five The Committee briefly discussed Rule 10.2, which states that, while business of the Council is being transacted, no members shall leave the Council without informing the Mayor. The Mayor stated that this rule has not been used in many years, and is no longer needed. The Committee voted 5-0 to eliminate Rule 10.2. The Committee also agreed that the Rules should be amended to use the term "consent agenda" instead of the "omnibus agenda." It was noted that the term "consent agenda" is a more familiar one to Aldermen and the public, and that although the State uses the term "omnibus agenda" the City is not required to do so in its rules. The Rules Committee voted 5-0 to amend City Council Rule 19 to use the term "consent agenda" instead of "omnibus agenda." The Committee agreed that the Economic Development Committee packets should be forwarded to the entire City Council, not just Committee members. Alderman Heydemann suggested that at some point, Aldermen should be provided modems and computers so that they can view all City Council materials on their screen and then determine which materials they desire to have in hard copy. Alderman Holsman referred to the Mayor's assignment of committees distributed on May 10th. He noted that he had expressed a desire to serve on the Housing and Community Development Committee, but had not been assigned to that Committee. He emphasized it was a very pertinent Committee for his ward. Mayor Morton stated that these were her Committee assignments for the next two years. She suggested that if an Alderman is not satisfied with his or her Committee assignment, it could be possible for the Alderman to switch Committees by finding an Alderman to trade assignments. There being no further business, the meeting was adjourned at 9:40 P.M. Assistant City Manager HZ/cw DRAFT - NOT APPROVED MINUTES OF THE RULES COMMITTEE MEETING OF JUNK 1, 1993 9:45 P.M. -- Aldermanio Library Members Present: Mayor Morton, Aldermen Drummer, Heydemann, Holsman and Moran Members Absent: None Others Present: Aldermen Feldman and Newman; City Clerk Kris Davis Staff Present: Eric Anderson, City Manager; Bruce Zimmerman, Assistant City Manager Presiding Official: Mayor Morton 811mmary of Action: The meeting of the Rules Committee was called to order at 9:45 P.M. Minutes: The Committee voted 5--0 to approve the minutes of the May 11, 1993 meeting as submitted. Standinq Committee Chairmanshio Schedule: Mayor Morton noted that the Committee's packet includes a memorandum from staff identifying optional chairmanship schedules for the Standing Committees. Option A provides a one -month term for the Administration & Public Works Committee, with two -month terms for the other three Standing Committees. Option B provides for a two -month term for all four Standing Committees. Option C provides a two -month term for the Administration and Public Works Committee, with three-month terms for the other three Standing Committees, and Option D provides a two -month term for Administration and Public Works, Human Services and Planning & Development, with the Rules Committee excluded from the schedule. The Committee agreed with Alderman Heydemann's suggestion that a one -month chairmanship for Administration & Public Works was too short and agreed to eliminate consideration of Option A. ®mom Minutes of Rules Committee Meeting of June 1, 1993 Page Two Following a brief discussion, the Committee voted 5-0 to approve option D, which would provide for two -month chairmanship terms for the Administration & Public works Committee, Human Services Committee, and Planning & Development Committee, with no overlap of chairmanships among these three committees. The Committee agreed that the chairmanship of the Rules Committee does not require the same amount of preparation or time required for chairing the other three Standing Committees. The Committee then voted 5-0 to approve a two -month chairmanship schedule for the Rules Committee, which does allow the chairmanship of this committee to overlap with the other three Standing Committees. It was noted that the current Council Rule 9.7 requires each Alderman on a standing committee to have at least one chairmanship per year. The two month schedule approved by the Committee does not provide each of the nine Aldermen on Administration and Public Works with a chairmanship each year. The Committee agreed to recommend the Council amend Rule 9.7 to delete this requirement. Committee of the Whole Process: Alderman Drummer noted that he had requested this matter be held over at the May 24, 1993 Council meeting because Alderman Feldman had raised questions over the Committee's recommendation to the Council. Alderman Feldman expressed his opposition to the recommendation previously approved by the Rules Committee and expressed his concern that a Committee of the Whole process would limit both citizen comment and Alder -manic debate. Alderman Moran proposed an alternative approach, whereby if a committee approves, by a majority vote, a recommendation that an item be considered by the Committee of the Whole, the Council can then decide whether to accept the committee's reference. Alderman Heydemann expressed her opinion that a Committee of the Whole process provides for an informal discussion which allows for citizen input. She expressed concern that the Council's prior committee structure and schedule of committee meetings has resulted in cavalier use of people's time and emphasized the need to look at the impact of the Council's meeting schedule on neighbors, staff, and Council members. Alderman Drummer emphasized that the Committee is not talking about a rule change but does need to consider bringing the Council into the deliberation of major issues at an earlier point in time. Alderman Holsman stated that he would hate to see citizen input reduced for the sake of efficiency. Alderman Newman stressed the need to clarify how citizen input would be handled in a Committee of the Whole process. Minutes of Rules Committee Meeting of June 1, 1993 Page Three Alderman Feldman reiterated his request that the process provide for the same atmosphere for community input, as currently exists in committee, and that the chairman of the committee would serve as the chairman of the Committee of the Whole. Alderman Heydemann emphasized that the Rules Committee's recommendation raises the consciousness of all the Council members regarding meeting schedules and overlapping deliberation on Council issues. She also emphasized that it provides for committees to exercise an option as to which items go to the Committee of the Whole. Alderman Feldman stated that he can support the idea if it is sent to each committee rather than to the Council, and if it does not require codification. It was noted that current City Council rules provide that by majority vote, the Council may resolve itself into a Committee of the Whole for the purpose of informally discussing any matter. The presiding official shall be the Mayor or the appropriate committee chairman. The Committee then considered the language of the Committee's recommendation transmitted in a May 12, 1993 memorandum to the Council, which read as follows: During its meeting of May 11, 1993 the Rules Committee voted 5-0 to approve a recommendation to the City Council that all major issues of significance to the entire City be considered by the City Council convening as a Committee of the Whole, rather than by a Standing Committee. Alderman Moran moved to amend this language to provide that a Standing Committee by majority vote may refer an item to the Council for consideration by the Committee of the Whole, with the Standing Committee chairman serving as the chairman of the Committee of the Whole. Alderman Moran also agreed that the recommendation should indicate that citizen participation will be at the same level as that provided in the Standing Committee. The Committee concurred that the recommendation should delete the word "all" from the phrase "all major issues of significance to the entire City." City Manager Anderson recommended that the language of this recommendation be analyzed in relationship to current language of City Council rules. The Committee then voted 5-0 to approve the recommendation with the above modifications. There being no further business, the meeting was adjourned at 10:40 P.M. Assistant City Manager BZ/cw Due to conference registration being limited to 200 participants and the registration deadline on July 19, 1993, the Committee suggested Alderman Feldman proceed with his registration. The Committee's recommendation to waive the $1,000 cap will be scheduled for Council consideration on July 26, 1993. There being no further business the meeting was adjourned at 9:40 P.M.. Assistant City Manager DRAFT NOT APPROVED MINUTES OF THE RULES COMMITTEE MEETING OF JULY 12, 1993 FOLLOWING THE CITY COUNCIL MEETING Members Present: Mayor Morton, Alderman Holsman, Alderman Moran Members Absent: Alderman Drummer, Alderman Heydemann Others Present: Alderman Feldman Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Mayor Morton Summary of Action The meeting was called to order at 9:30 P.M.. Aldermanic Travel Request - NLC Leadership Summit on Auqust 11-14, 1993 The Committee reviewed Alderman Feldman's travel request to attend the National League of Cities Leadership Summit in Monterey, California on August 11-14, 1993. Mr. Feldman noted that given the $495 registration fee, hotel costs of $520, and travel expense, there is no way an Alderman can attend this conference within the current City Council travel policy, which provides for a maximum City reimbursement of $1,000. Alderman Feldman estimated the total cost of attendance including airfare would be $1,700. The Committee agreed with Alderman Feldman's assessment that his attendance at the summit would be of value to the City and the Council. The Committee voted 3-0 to approve Alderman Feldman's travel request. The Committee also voted 3-0 to recommend that City Council waive the current $1,000 reimbursement cap for this travel request. It was noted that Alderman Feldman's travel request requires approval from only the Rules Committee, but the waiver of the $1,000 cap requires City Council approval. DRAFT --NOT APPROVED MINUTES OF THE RULES COMMITTEE MEETING OF AUGUST 3, 1993 6:30 P.K. -- Aldermanic Library Members Present: Mayor Morton, Aldermen Drummer, Heydemann, Holsman, and Moran Members Absent: None Others Present: Alderman Feldman Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Drummer, Chairman Summary of Action: The meeting was called to order at 6:45 P.M. minutes: The Committee voted 3-0 to approve the minutes of the June 1, 1993 meeting as submitted. The Committee voted 3-0 to approve the minutes of the July 12, 1993 meeting as submitted. Reference: consideration of Citv Council ul s_PIrtaininQ to the Agoointment of Hoards. Commissions. and Council Committees: Mayor Morton and Alderman Heydemann arrived at this time. Alderman Drummer suggested that the Committee consider the merits of advice and consent as it pertains to Mayoral appointments. Alderman Heydemann suggested that advice and consent weakens the power of the Mayor. Alderman Moran suggested that an Alderman would not provide advice and consent in those situations when he or she does not view a nominee as capable or qualified for appointment. Alderman Feldman stated his concern that Mayoral appointments reflect the diversity of the Council. He suggested there may be situations where an Alderman does not object to a specific appointee, but could oppose the entire array of appointments for a particular committee. Alderman Heydemann questioned the need for advice and consent when committees report to the full Council, where the work of the committee is considered by all Aldermen. Alderman Heydemann emphasized that the Council has never considered Aldermanic appointments. DRAFT NOT APPROVED MINUTES OF THE RULES COMMITTEE MEETING OF JULY 12, 1993 FOLLOWING THE CITY COUNCIL MEETING Members Present: Mayor Morton, Alderman Holsman, Alderman Moran Members Absent: Alderman Drummer, Alderman Heydemann Others Present: Alderman Feldman Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Mayor Morton Summary of Action The meeting was called to order at 9:30 P.M.. Aldermanic Travel Request - NLC Leadership Summit on August 11-14, 1993 The Committee reviewed Alderman Feldman's travel request to attend the National League of Cities Leadership Summit in Monterey, California on August 11-14, 1993. Mr. Feldman noted that given the $495 registration fee, hotel costs of $520, and travel expense, there is no way an Alderman can attend this conference within the current City Council travel policy, which provides for a maximum City reimbursement of $1,000. Alderman Feldman estimated the total cost of attendance including airfare would be $1,700. The Committee agreed with Alderman Feldman's assessment that his attendance at the summit would be of value to the City and the Council. The Committee voted 3-0 to approve Alderman Feldman's travel request. The Committee also voted 3-0 to recommend that City Council waive the current $1,000 reimbursement cap for this travel request. It was noted that Alderman Feldman's travel request requires approval from only the Rules Committee, but the waiver of the $1,000 cap requires City Council approval. Due to conference registration being limited to 200 participants and the registration deadline on July 19, 1993, the Committee suggested Alderman Feldman proceed with his registration. The Committee's recommendation to waive the $1,000 cap will be scheduled for Council consideration on July 26, 1993. There being no further business the meeting was adjourned at 9:40 P.M.. Assistant City Manager DRAFT -NOT APPROVED MINUTES OF THE RULES COMMITTEE MEETING OF AUGUST 3, 1993 6:30 P.M. - Aldermanic Library Members Present: Mayor Morton, Aldermen Drummer, Heydemann, Holsman, and Moran Members Absent: None Others Present: Alderman Feldman Staff Present: Bruce Zimmerman, Assistant City Manager Presiding official: Alderman Drummer, Chairman Summary of Action: The meeting was called to order at 6:45 P.M. K,nutes: The Committee voted 3-0 to approve the minutes of the June 1, 1993 meeting as submitted. The Committee voted 3-0 to approve the minutes of the July 12, 1993 meeting as submitted. Reference: consideration of Citv Council Rules Pertaining to the Anvointment of Boards. Commissions. and council Committees: Mayor Morton and Alderman Heydemann arrived at this time. Alderman Drummer suggested that the Committee consider the merits of advice and consent as it pertains to Mayoral appointments. Alderman Heydemann suggested that advice and consent weakens the power of the Mayor. Alderman Moran suggested that an Alderman would not provide advice and consent in those situations when he or she does not view a nominee as capable or qualified for appointment. Alderman Feldman stated his concern that Mayoral appointments reflect the diversity of the Council. He suggested there may be situations where an Alderman does not object to a specific appointee, but could oppose the entire array of appointments for a particular committee. Alderman Heydemann questioned the need for advice and consent when committees report to the full Council, where the work of the committee is considered by all Aldermen. Alderman Heydemann emphasized that the Council has never considered Aldermanic appointments. Minutes of Rules Committee Meeting of August 3, 1993 Page 2 Alderman Feldman noted that, while he believed that Mayor Barr was scrupulous in obtaining geographic and racial representation as well as representation of varying viewpoints, he did not necessarily agree with each and every appointment. Mayor Morton emphasized that she is trying to avoid a public spectacle on appointments_ She stated that she would not bring appointments forward if the majority of Council members oppose a nominee. Alderman Drummer suggested that any new mayor should have the opportunity to put his or her team in place. Alderman Feldman noted that Rule 5.6.1 requires advice and consent on the appointment of chairs to Aldermanic committees. He noted that while there does not appear to be a Council rule that directly addresses Aldermanic appointments, Rule 5.1 is the closest rule on that subject. Alderman Heydemann agreed that we need a rule that clarifies Mayoral appointments of Aldermen to committees but questioned why the appointment of a chair needs advice and consent. Alderman Feldman stated that he would fight very hard against any diminution of Council power and would fight to maintain the Council's advice and consent rule. He emphasized that there are different perspectives on different issues which must be balanced, and that the message to the community should be that the Mayor and Council have approved these appointments. Alderman Drummer emphasized that there has not been a problem with MR Mayoral appointments for many years and stated that he does not see the issue that Alderman Feldman is trying to address. Alderman Feldman stated that while he would like to see advice and consent'"'-`' on all appointments, he would certainly like to maintain advice and consent on chairmanships. He stated that if language exists concerning advice and consent, he would like that to remain in the rules. Alderman Heydemann noted that the Council's evaluation of Mayoral appointments can contradict the action of the community in voting for the mayor as the only municipal representative who is elected at large. She suggested that Council evaluation of the Mayor's Aldermanic appointments could be offensive to voters. Alderman Holsman asked for an explanation of the concern over advice and consent on Aldermanic appointments. Alderman Drummer expressed his concern that if the City Council was to provide advice and consent, that Mayoral appointments could be held up for extended periods of time, as was done in the City of Chicago. Alderman Feldman questioned whether there was a valid reason for the Mayor to appoint anyone against the wishes of a majority of the Council. Alderman Moran emphasized that the Mayor is elected on a Minutes of Rules Committee Meeting of August 3, 1993 Page 3 City-wide vote, and is therefore elected on a broader base than any Alderman. The Mayor should therefore be allowed to consider who is qualified for different positions. If the majority of the council does not like a chairman's appointment and the priorities or philosophy of that chairman, when the full Council considers the work of that committee, it will vote in a manner that reflects that view. Alderman Drummer suggested that there currently is balance pertaining to Mayoral appointments and advice and consent because the Mayor's appointment of citizens to boards and commissions does require advice and consent, while the Mayor's appointments of Aldermen do not. He suggested that this system does create some balance. He also emphasized his belief that the majority of Aldermen do not want to vote on individual Aldermanic appointments at a Council meeting. Alderman Moran emphasized his belief that the Rules should dictateWIn Im that the Council have some faith in the Mayor and in the system. AN He stressed his concern that it would be a bizarre situation for an MOW Alderman to stand up at a Council meeting to oppose another Alderman serving as a chair of a committee. Alderman Heydemann agreed that advice and consent on chairman appointments requires the Council to deliberate on the appointment of one of its members. She emphasized that in such a case, the focus of the Council would be on the appointment of an individual, not an array of Mayoral appointments to a particular committee. Mayor Morton noted that the City Code section pertaining to Mayoral appointments does not include advice and consent. Mayor Morton expressed discomfort in the Mayor being a member of the Rules Committee. Alderman Heydemann then moved that the Council rules be amended to specify that the Mayor has the right to appoint Aldermen as members and chairmen to committees of the City Council which consist entirely of Aldermen and to committees which consist of both Aldermen and citizens. Alderman Moran seconded the motion. Alderman Holsman questioned whether the Committee is considering an approach which would avoid public evaluation of Aldermen by the Council. Alderman Heydemann emphasized that she is trying to set up a clear and simple system that best reflects the voters in Evanston. She clarified that her motion would include the requirement that the Mayor solicit committee preferences from Alderman prior to making appointments. Alderman Feldman stated that he can understand the rationale on Alder -manic memberships on committees, but expressed concern over the appointment of Aldermen as chairmen without advice and consent. Minutes of Rules Committee Meeting of August 3, 1993 Page 4 Mayor Morton noted that in making her prior reference to the Rules Committee regarding a Committee of the Whole approach for consideration of major issues, what she had in mind was bringing all the Council into the consideration of an issue rather than have it be deliberated upon by an individual committee. She said that given that philosophy, she does not attach a great deal of importance to committees. The Committee then voted 5--0 to approve Alderman Heydemann's motion. The Committee directed staff to develop rules language to reflect the motion approved by the Committee and to consider where existing rules would need to be modified to reflect the Committee's action. The Committee then discussed whether Mayoral appointments should be for two-year or four-year terms. Alderman Holsman expressed his preference for two-year terms because it gives Aldermen the opportunity to serve on different committees. Alderman Holsman then made a motion that all Aldermanic appointments be for two years. There was no second for the motion. Alderman Moran then moved that the rules specify that Aldermanic appointments be co -terminus with the Council term. This motion was seconded by Alderman Heydemann. The Committee voted 4-1 to approve the motion, with Alderman Holsman voting no. The Committee directed staff to return at a future meeting with a memorandum summarizing the Rules changes as reflected in the motions adopted this evening. It was also noted that following Council approval of the Rules change regarding appointments, staff would evaluate the legislation pertaining to the appointment of committees, boards and commissions and return to the Council with any necessary changes in language. Citv Council Travel Policv Alderman Feldman suggested that there is a need to consider the total appropriation for travel by City Council, the number of Aldermen who may attend the National League of Cities Conference, and the dollar limit per trip. Alderman Moran suggested that all nine Aldermen be allowed to attend the National League of Cities Conference if they so desire but that the $1,000 per trip cap remain in place. He suggested that the Council's policy build in the ability to consider = exceptions to the $1,000 cap based on the cost of conference registration and travel, and he also suggested that the current policy language pertaining to a limit of six Aldermen attending the National League of Cities Conference and the criteria by which r Minutes of Rules Committee Meeting of August 3, 1993 Page 5 Aldermen are selected to attend be dropped. He emphasized his opposition to an automatic increase in the travel amount per trip. Alderman Heydemann seconded the motion presented by Alderman Moran. It was clarified that the Rules Committee will consider all Aldermanic travel requests. The Committee voted 5-0 to approve the motion. There being no further business, the meeting was adjourned at 8:45 P.M. Assistant City Manager BZ/cw Draft -Not Approved MINUTES OF THE RULES COMMITTEE MEETING OF SEPTEMBER 13, 1993 7:30 P.M. - ALDERMANIC LIBRARY Members Present: Mayor Morton, Aldermen Heydemann, Holsman, and Moran Members Absent: Alderman Drummer Others Present: Aldermen Engelman and Feldman Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Mayor Morton Summary of Action: The meeting was called to order at 10:50 P.M., following the City Council meeting. 1993 NLC congress of Cities Aldermanic Travel Requests The Committee reviewed Aldermanic travel requests to attend the 1993 National Leagues of Cities Congress of Cities. A total of five requests were received from Aldermen Engelman, Feldman, Heydemann, Moran, and Newman. Committee members agreed that given the cost of conference registration, hotel accommodations, and travel to Orlando, the level of City reimbursement for each Alderman should be set at $1,150 per Alderman. The Rules Committee then voted 4--0 to approve the travel requests from the five Aldermen and to authorize a City reimbursement level of $1,150 per Alderman. Designation of Voting and Alternate Delegates for 1993 Annual Congress of Cities The Committee voted 4-0 to designate Alderman Feldman as the City's voting delegate and Alderman Heydemann as the alternate. There being no further business, the meeting was adjourned at 11:00 P.M.. Assistant City Manager DRAFT -NOT APPROVED MINUTES OF THE RULES COMMITTEE MEETING OF MOYEMBER 3, 1993 6:30 P.M. - Aldermania Library Members Present: Mayor Morton, Alderman Heydemann, Alderman Holsman, Alderman Moran Members Absent: Alderman Drummer Others Present: Alderman Feldman, Alderman Newman, city clerk Davis Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Heydemann, Chairman Summary of Action: The meeting was called to order at 6:45 P.M. Future Aaepda Items: Mayor Morton requested that the Committee place the following items on its agenda for a future meeting, to clarify issues related to City boards and commissions. 1) Clarification of the City"s representation on the Housing Mortgage Corporation. 2) Existing legislation does not specify term limits for the Liquor Control Review Board, the Flood and Pollution Commission, the City/Chamber Liaison Committee, or the Site Plan Review & Appearance Committee. Mayor Morton requested that the Rules Committee consider appropriate term limits For these bodies. 3) Consideration of the expansion of the number of members on the Taxicab Advisory Board. 4) Clarification of the structure of the Sister Cities Foundation and its relationship to the City Council. 5) Consideration of whether the Property Services Board should be appointed or incorporated into another board or commission. Minutes of Rules Committee Meeting of November 2, 1993 Page 2 Minutes: The Committee voted 4-0 to approve the minutes of the August 3, 1993 meeting as submitted. The Committee also voted 4-0 to approve the minutes of the September 13, 1993 meeting as submitted. Rgferencat Consideration of Whether Citv Council Rule 13.1 should Be Amemded as It Pertaips to the Cu ent Five-Xiuuto Limitation on A14ermen Bveakian to the Council The Committee discussed a number of issues related to this matter. The current language of Rule 13.1 states that "no Alderman shall speak for longer than five minutes on the same subject except by consent of a majority of the Council. Council consent shall be assumed in the absence of objections by any Alderman or the Mayor." Therefore there is, in effect, no limitation on the length of an Alderman's comment unless a member of the Council objects under Rule 13.1. It was suggested that a five-minute limitation was not a very long period of time for an Alderman to speak on an issue. There is a need to be careful about limiting debate because most Aldermen are not trained speakers and may need time to develop their points as they are addressing the Council. Concern was expressed that someone may talk an appreciable amount of time on the Council floor while not addressing the motion before the Council. Alderman Newman stated that he had raised the reference because Mayor Morton had brought up the issue of enforcing Rule 13.1. He stated that he does not have a problem with a 15-minute limitation. He noted that Alderman Engelman's presentation on the Buck project had lasted approximately 30 minutes. The Committee further discussed the impact and application of Rule 13.1. It was suggested that this rule has never been used to impede discourse at Council meetings. It provided a stopgap measure to avoid abuse and should therefore remain as a tool for use at the Council's disposal. It was suggested that the rule may have been created for an 18-member Council to give more people an opportunity to speak. It was emphasized that it would take a majority vote of the Council under this rule to limit someone's comments to five minutes. If the rule remains on the books, the City Council runs the risk of someone objecting to an Alderman's comments after five minutes. The current rule gives an Alderman the right to request a vote after five minutes of an Alderman's speech. That can destroy an Alderman's train of thought in the midst of his or her comments. Following this discussion, the Committee chose to take no action to either amend or delete language of Rule 13.1. Minutes of Rules Committee Meeting of November 2, 1993 Page 3 Reference: Consideration of whether Council Proesdures Pertaining to Alg4rntanic References 0hould be Revised to Not Require that All References Be Made D-u Ing Call of the wazAa As the person making this reference to the Committee, Alderman Newman stated his belief that Aldermen should be able to make references outside of Call of the Wards during a City Council meeting. The Committee then discussed this reference. There is a procedure adopted by the City Council in June of 1992 that provides a method for tracking Aldermanic references. This procedure calls for references to be made during City Council meetings, either during Committee reports or during Call of the Wards. It was agreed that there is value in tracking references so that all Aldermen are aware of a reference being made. It was clarified that this reference from Alderman Newman focused on references to Standing Committees, not references to staff. Making references during City Council meetings provides for public observation and knowledge of the references. The current procedure also allows for the full City Council to hear the reference when it is made. It is possible to establish a procedure whereby an Alderman would make a reference during the week and then informs Council of the reference at the subsequent Council meeting. There may be some gains in efficiency for responding to references, if the procedure would allow references to be made during the week, as opposed to having to wait until the next City Council meeting. Alderman Holsman then moved to establish a Council rule that would state that Aldermen make references during Call of the Wards or directly to Standing Committee chairmen. There was no second for this motion. Mayor Morton then moved that the City Council rules be amended to include the following language: "In order to more easily identify and track those references made by members of the City Council, all references should be made at a Committee meeting or on the floor of the City Council." Alderman Holsman seconded the motion. The Committee voted 4-0 to approve this motion. Review of Draft Report to Citv Council ReQardina Mavoral Aoaointmenta The Committee accepted the draft report as submitted to the Committee. Minutes of Rules Committee Meeting of November 2, 1993 Page 4 Reyl9w of Draft Travel Policy The Committee approved the draft report as submitted to the Committee. 1994 City Council Meetina schedule The Committee reviewed the City Clerk's proposed meeting schedule for 1994. It was suggested that there may be some feasibility in reducing the number of City Council meetings in July and August. Alderman Heydemann requested that staff consider the appropriateness of scheduling staff vacations during a publicized time. She expressed interest in knowing whether it would better serve the community to have an announced scheduled time for staff vacations. Mayor Morton moved that the Rules Committee recommend Council adoption of the proposed 1994 Meeting Schedule, with the understanding that there is some interest in considering a decreased number of meetings during the summer, particularly in August. The Committee voted 4-0 to approve this motion. There being no further business, the meeting was adjourned at 8:15 P.M. Assistant City Manager BZ/cw