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HomeMy WebLinkAboutMinutes 1991AGENDA, JIULES COMMITTEE Neetinq .Tuesdav _ March 5. 1991 7:45 P.M. Aldermanic Library :45 P.M. 1. Minutes of November 19, 1990 Meeting 2. Schedule for Selection of New Rules Committee 3. Closed Session 4. Adjournment Rules Compttt_Pe Refearences for Future ConsideratioU 1. Consideration of Establishing a Different Procedure for handling Items that Remain on the City Council Agenda for a Prolonged Time --Alderman Warshaw (Held in Committee - October 2, 1990). 2. Consideration of Streamlining City Council and Committee Procedures and Meetings --Alderman Morton. l 0 I Members Present: Members Absent: Others Present: Staff Present: Summary of Action: MINUTES OF THE RULES COMMITTEE MEETING APRIL 15, 1991 Aldermen Brady, Drummer, Nelson, Warshaw, Wollin None Alderman Feldman, Alderman Collens, Alderman -elect Newman Bruce Zimmerman, Assistant City Manager, and Judith Aiello, Acting City Manager The meeting was called to order at 10:15 P.M. Anoroval of Mavor Pro Tem List The Committee voted 5-0 to approve the Seniority List which will be used to select the Mayor Pro Tem. ADDointment of Standing Committees Alderman Nelson noted that Alderman -elect Kent had changed his priorities to a first priority of the Planning & Development and a second priority of the Administration & Public Works Committee. Alderman Warshaw noted that her first preference is the Planning & Development Committee. Alderman Brady then moved that the three standing committees consist of the following members: Administration & Public Works Nelson Rainey Paden Esch wollin Vacancy Human Services Davis Drummer Feldman Washington Heydemann Moran Planning & Development Warshaw Brady Newman Lanyon Engelman Kent -a - Alderman Drummer then seconded the motion. He stated that former Alderman Rudy was a member of the Planning & Development Committee. He stated that if Alderman Rudy were still on the Council he would most likely have remained on the Planning & Development Committee. Alderman Drummer suggested that perhaps it would be better to leave the vacancy on the Planning & Development Committee. Alderman Warshaw noted that Alderman - elect Newman's first choice was the Administration & Public Works Committee. She emphasized that there is an opening in the Administration & Public Works Committee based on Alderman Brady's motion and that there is no one with greater seniority to place in that position. She also emphasized that other Aldermen received their first choice. Alderman Brady stated that she was suggesting Alderman -elect Newman be appointed to Planning & Development because this Committee would start discussing the new zoning ordinance on April 19. she also emphasized that Central Business District issues are very important to the Planning & Development Committee, as well as to the First Ward. Alderman Brady emphasized that she believed her motion would divide the interests of Council members as equitably as possible and would result in a more balanced representation of interests on the Standing Committees. Alderman Warshaw stated that the First Ward vacancy can be placed on the Planning & Development Committee. She suggested that this motion represents a pure political decision that flies in the face of an Alderman's first choice and does not consider the Alderman's preferences. Alderman Warshaw suggested that this motion represents a violation of the City Council's internal code to honor the wishes of Aldermen requesting appointments to standing Committees. Alderman Drummer stated that we have an Alderman making a request which the Rules Committee can fill. He stated that he personally has enough confidence in Alderman -elect Newman that he will perform admirably on the Administration & Public Works Committee. Alderman Brady emphasized that under this motion, Alderman -Elect Heydemann would be getting her third choice. Alderman Rainey emphasized that the long history of friendship between her and Alderman -elect Newman does not mean that she and Alderman -elect Newman would always be political allies. She stated that in order to convince her that the Committee is seeking balance, the Committee needs to explain how balance has been achieved on the Planning & Development and Human MM Service Committees. She suggested that the Rules Committee is making a political decision if the assignments are approved as proposed in the motion. She stated that she believes that such a decision would be unconscionable, given that Alderman -elect Newman selected Administration & Public Works as his first choice, given that there is a vacant seat on that Committee, and given the Council's past practice in attempting to honor Aldermen's first choices. Alderman Feldman stated that he is really interested in the question of balance. He suggested that perhaps the Committee is utilizing criteria that were appropriate two or three years ago, Alderman Feldman noted that Alderman -elect Newman has never voted, and that various assumptions are being made on how he will vote. Alderman Feldman emphasized that he does not believe it is justified to place Alderman -Elect Newman on the Planning & Development Committee when his first choice is Administration & Public Works and there is a vacancy on that Committee. He also noted that the person appointed to fill that vacancy may have no interest in Administration & Public Works. Alderman Wollin noted that she believes that every time there is a new City Council every seat on the Standing Committees is open. She emphasized her hope that any Alderman would serve on the Standing Committees in the best interests of the City and stressed her belief that no Committee is more important than another. She stated that she believes it falacious to state that the vacant seat needs to be reserved for Planning and Development because of Alderman Rudy's prior assignment to that Committee. Alderman Drummer emphasized that the Committee cannot single out one person and that it has been the pattern to give people their first preference. Alderman -elect Newman noted that 14 out of the 17 Aldermen are receiving their first choice. He noted that Aldermen -Elect Engelman did not receive his because the senior Alderman from that ward selected his first priority. He noted that neither Alderman -elect Heydemann nor himself would receive their first choice under the proposed motion. Alderman -elect Newman emphasized that he will have seniority to the newly appointed person in the First Ward. He stated that he made his choice of Standing Committees based on what constituents said to him during his recent election. Alderman -Elect Newman stated that Alderman Brady has overstated the level of his contribution to the Planning & Development Committee and suggested that adoption of Alderman _4- Brady's motion will create unnecessary acrimony on the Council. Alderman Warshaw noted that moving Alderman -elect Newman to the Administration and Public Works Committee would allow Alderman - Elect Heydemann to P&D, her first choice. She stated that she would like to satisfy as many people as possible. she moved to amend Alderman Brady's motion to place Alderman -elect Newman on the Administration & Public Works Committee and Alderman -Elect Heydemann on the Planning & Development Committee. Alderman Drummer seconded the motion. Alderman Fewdman stated that he believes that passage of this amendment would establish an openness to people and their views. He emphasized that it would be just. Alderman Wollin noted that she didn't get her first preference two years ago. She also noted that Alderman -elect Newman made many public campaign statements so that the Committee does have some understanding of his views on certain matters. She emphasized that the Council is a political body and that the makeup of the Council has to allow for openness of views. Alderman Brady also stressed that the Council is a political body. She emphasized her belief that the placement of Alderman -elect Newman on Administration & Public Works may not provide the proper mix of representation on the Council. She noted that she and Alderman - elect Newman have worked together on the Housing Commission and that there is no personal animosity on her behalf toward him. Alderman Brady emphasized that it is important to keep diverse views on Committees and that the appointment of Newman to the Administration & Public Works Committee would perhaps sway the diversity of that Committee. Alderman --elect Newman stated that he believes that Alderman Brady would be the first to admit that as chairman of the Housing Commission he was both fair and very open and reasonable. He stressed that he believes he will be open to all views. Alderman -elect Newman stated that he does not live in South Evanston now, and that he represents the First Ward. Alderman Brady stated that she does believe Mr. Newman is open. The Committee then voted 3-2 in favor of Alderman Warshaw's amendment, with Alderman Brady and Nelson voting No. The Committee then voted 5-0 on the main motion which would appoint Aldermen to the Standing Committees as follows: _5- Administration Planning & & Public Worka Human services Develooment Nelson Davis Brady Rainey Drummer Warshaw Paden Feldman Lanyon Esch Washington Engelman Wollin Moran Kent Newman Vacancy Newman orientation of New city council Alderman Nelson suggested that the Committee ask staff to prepare an outline of a training session for new aldermen and that staff and aldermen then meet to discuss this outline. Alderman Brady suggested that an orientation session be held on April 30 that would involve Department Heads, the City Manager, and some Aldermen. Alderman Collens suggested that the Committee consider scheduling separate orientations on specific issues such as the Fire station Relocation Project or the Library project. She stated that she believes in doing so, the initial orientation session will be more focused. Acting City Manager Aiello stated that staff is interested in presenting information on Departmental roles and responsibilities to the Aldermen. Alderman Nelson suggested that orientation will require more than one session. He suggested that: the Council start with the orientation on April 30 and work in at least one other orientation session after the May 6 City Council meeting. It was the consensus of the Committee to schedule the first orientation on April 30 and to direct staff to develop a proposed orientation outline. The Committee scheduled the next regular Committee meeting for 7.45 P.M. on Tuesday, May 21st. Alderman Nelson suggested that the Rules Committee consider as an agenda item the development of a transition approach concerning City Council rules, committee structure, and other issues in light of the reduction of the City Council in 1993. There being no further business, the meeting was adjourned at 12:00 Midnight. Assistant City Manager BZjcw DRAFT - NOT APPROVED Members Present: Others Present: Staff Present: MINUTES OF THE RULES COMMITTEE MEETING May 21, 1991 Aldermen Nelson, Wollin, Brady, Warshaw, and Drummer Mayor Barr Bruce Zimmerman Presiding Official: Alderman Nelson, chairman pummary of Action: The meeting was called to order at 7:50 P.M. Minutes: The Committee voted 5-0 to approve the minutes of the Committee's April 15, 1991 meeting as submitted. Meeting schedule: The Committee agreed to schedule meetings at 7:45 P.M. on Tuesday, July 2nd, and 7:45 P.M. on Tuesday, August 6. City Council Welcome for the New Citv Manager Mayor Barr requested that the Rules Committee consider some type of event for welcoming the new City Manager. The Committee discussed different options including a picnic, a community open house, a reception in conjunction with the City Council meeting, and a reception in conjunction with a lakefront lagoon concert. It was the Committee's consensus to hold a brief welcoming event at 7:00 P.M. on Monday, June 10 prior to the City Council meeting that evening. The Committee also agreed that there should be a community--at-large event with invitations to Board and Commission members and school Board members in conjunction with a lakefront lagoon concert this summer. The Committee directed staff to research an appropriate date for the community -at -large reception. Mayor Barr also suggested that the City is due to hold a public forum this September and that would provide another opportunity for the City Manager to meet the community. -2- The Committee agreed that now is the appropriate time to begin discussing issues and questions pertaining to the Committee's consideration of City Council rules, Committee structure, and other matters in light of the reduction of the City Council in 1993. The Committee members and Mayor Barr discussed different options for how the City should consider this matter and agreed that the Rules Committee would start the consideration of this reorganization. It was emphasized that - there would be input from other Council members and that the Rules Committee would then make recommendations to the City Council. Alderman Brady asked that the Law Department provide a legal opinion on when a referendum can be placed on the ballot to stagger the terms of City Council members. She requested that the opinion also address at which election such staggered terms could take effect. The Committee agreed that in considering this matter, it would need to focus on issues such as the role and structure of the three Standing Committees, the functioning of City boards and commissions, and the structure and functioning of other City Council committees. The Committee directed staff to obtain a copy of the Village of Des Plaines City Council Rule Book because Des Plaines has recently gone through a council reduction. The Committee also asked staff to survey other communities to determine how their City Council and Committees are structured and to determine the role and structure of boards and commissions. The Committee also suggested that staff contact local universities to determine whether they had an expert on local government that could assist the City in considering this matter. The frequency of City Council meetings in other communities was also an issue that should be researched in the staff's survey. There being no further discussion on this matter, it was agreed that the Committee would consider this survey at its meeting of July 2nd. consideration of a Poliev which Would Limit the Use of the Citv Council Chamber Table for official Citv Publications and the Media The Committee briefly discussed this reference and agreed that the table inside the Council Chamber should be reserved for City Council agenda items and the media. It was also agreed that a table should be placed outside of the Council Chambers near the entrance for other types of information. The Committee voted 5- 0 to direct staff to place this table outside of the Council Chambers. -3- ons eration of EBtablishina R Different P ocedure for Hang items that Remajn_QP the city Council Aggwda for a Prolonged T me The Committee briefly discussed the problem of items appearing on the City Council agenda for extensive periods of time even though they are not scheduled for action nor have bean tabled. The Committee then voted 5-0 to direct staff to develop an addendum to the yellow agenda to include those stems that ha vo been tabled or which are not scheduled for action for an extended period of time. It was emphasized that the items to be place on the addendum would only be those items which had previously appeared on the yellow agenda. Consideration of C.Jtv Manaaer Evaluation Process The Committee agreed that it was too early to discuss the process for evaluating the new City Manager but unanimously agreed that an evaluation should be conducted in one year after the Manager's appointment. There being no further business, the meeting was adjourned at 8:50 P.M. '6�� W-- Assistant City Manager Hz/cw DRAFT - NOT APPROVED f MINUTES OF THE RULES COMMITTEE MEETING Meeting of August 6, 1991 Members Present: Aldermen Brady, Drummer, Nelson, Warshaw and Wollin Others Present: Aldermen Feldman, Newman, and Rainey Staff Present: Eric Anderson, Bruce Zimmerman Presiding Official: Alderman Drummer, Chairman Summary of Action: The meeting was called to order at 7:50 P.M. Minutes: The Committee voted 4-0 to approve the y:inutes of the Committee's May 21, 1991 meeting as submitted. Citv Council Reorganization: Alderman Brady stated that based on Alderman Davis' experience with the National League of Cities, Alderman Davis believes that non -staggered Council terms is the norm of most municipalities. City Manager Eric Anderson stated that staggered terms tend to be more common in the City Manager form of government, while the Mayoral form of government tends to utilize non -staggered terms for elected officials. Alderman Nelson expressed his interest in some reasonable level of consolidation of local elections and questioned whether municipal elections can be combined with school board elections. ,fir. Nelson also questioned whether staggered terms would work in Evanston due to low voter turnout, the cost of elections, and the potential that wards might get involved more extensively in other ward elections. Alderman Feldman noted that staggered terms may not generate the media coverage devoted to a city-wide election but emphasized that voters do have a vested interest in who serves as the alderman for their ward. -2- It was the Committee's general consensus that the primary benefit of staggered term elections would be continuity. Alderman Warshaw emphasized her belief that to get a good voter turnout there has to be a city-wide issue or a mayoral election. Alderman Nelson suggested that the Committee prepare a resolution for City Council approval stating that the Council would not put the question of staggered terms on the ballot as a referendum. Alderman Warshaw suggested that instead of a resolution the Committee prepare a report discussing the positives and negatives of staggered and non -staggered terms and then make a recommendation in the report that the City Council not place a referendum on staggered term elections on the ballot. Alderman Nelson expressed his agreement with the approach suggested by Alderman Warshaw and the Committee voted 5-0 to direct staff to prepare the report. The Committee then discussed the process for considering a reorganization of the City Council. City Manager Anderson suggested that the Council begin with the individual evaluations of each Council member on the results, process, and structure that they desire from a reorganized Council. Mr. Anderson stated that each alderman has different views on the matter and wants to express an opinion. He also suggested that the committee get an agreement from the Council to implement a transition one year before the election of a new Council so some current aldermen can experience the transition. Alderman Warshaw noted that if a transition is implemented there will still be a skewed view of the reorganization because there will be twice as many aldermen than there will be after the next municipal election. Mr. Anderson stated that the Council may choose not to implement all aspects of the reorganization prior to the election. Mr. Anderson suggested that before looking at the structure issues the City Council should look at the values it places on the Council's organizational structure. He suggested that the Council divide itself into three groups of six aldermen, which would first meet as a group and then report issues and priorities to the full City Council for its consideration. Alderman Feldman noted that he had recently participated in a goal priority setting process for the Mental Health Board and viewed the reorganization process as more intricate. :alderman Brady suggested perhaps there could be two groups of nine each, and Alderman Newman suggested that perhaps one of the two groups could focus on the Council structure, while the other would focus on the Board and Commission structure. Mr. Anderson suggested that it would perhaps be better to determine the Council structure first before addressing the Board and Commission issue. -3- Alderman Feldman stated that he has something to say on both the Council structure and Board and Commission structure. He also emphasized that the current system of Board and Commission reports to Council committees has a dramatic impact on the council's consideration of citizen board and commission recommendations. Alderman Nelson suggested that it might also be plausible to reduce all Council committees in half, given that the City Council would be reduced by one half. it was the Committee's consensus that the City Manager should prepare a document for the Committee's review which would outline his proposed process for Council consideration of the reorganization. Mr. Anderson summarized that under the process he envisions, each of the three aldormanic groups would meet individually to articulate their views on values and priorities. He suggested that these three meetings be held in September. As a second part of the process, Mr. Anderson stated that the three groups would meet as a full City Council to discuss values and priorities and then reconvene the three groups to meet separately and discuss process and structure issues related to the reorganization. The Committee scheduled a meeting for 7:30 on Tuesday, August 20th to consider the proposed process transmitted by the City Manager. Consideration of How the Citv Should Determine the AcTenda for the City's Legislative Consultant Alderman Newman expressed his belief that the City's legislative consultant should receive direction from the City Council and Mayor. Mr. Newman emphasized his belief that there are plenty of good and creative ideas on legislative issues that can be generated from direct communication between aldermen and the legislative consultant. Alderman Newman suggested that perhaps a legislative committee would be useful. Alderman Brady expressed her interest in regular reports from the legislative consultant to the Council prior to each legislative session in Springfield but stated that she is not in favor of a legislative committee of aldermen. she emphasized that there are times when immediate responses from staff or the mayor to the legislative consultant are needed. Alderman Warshaw expressed her belief that it would be useful for the City Council to develop a legislative agenda that would include both needs and priorities. Alderman Nelson suggested that perhaps the City and University lobbyists should meet to develop a joint agenda for getting state money to the City of Evanston. - 4 - , f City Manager Anderson stated that he did not believe a committee is a bad idea and that perhaps the legislative consultant could meet with the three standing committees which would then appoint one member to serve on a legislative committee. Alderman Nelson stated his belief that it is the mayor's job to work diligently on the City Council to develop a Council agenda and then to push that agenda through the City's lobbyists. Alderman Rainey stated that she agrees that the mayor is the appropriate point person but that the Council needs a collective dialogue with the legislative consultant. Alderman Feldman emphasized his belief that the Council needs increased formal dialogue with the legislative consultant. It was the Committee's consensus that the City Manager should meet with the City's legislative consultant to discuss the need for the Council to meet with him prior to this fall's veto session. The Committee also agreed that the City Council would establish a series of meetings of the full Council to discuss legislative issues and priorities with the City's legislative consultant and to develop a legislative agenda. g9D,yideration of the Intent of City Council Rule 9.9.2 Concerning g Standina Comu4jttee'S Report of its Deliberations to the Cry Ouncil Alderman Rainey noted that she and Alderman Collens had written this City Council rule. Alderman Rainey stated that the second part of this rule was intended to provide someone on the dissenting side with an opportunity to give a minority report on a matter in which a majority of the Committee recommends City Council approval. Alderman Rainey emphasized that this rule has nothing to do with an issue being reported to City Council when it did not receive a majority vote of the Committee. Alderman Brady stated that she believes there are two issues involved in this reference. One is the question of whether something which is voted down in committee should be reported to the City Council. The second question involved how long a committee can hold a matter in committee and whether issues can die in committee without being reported to the Council. She suggested that the City Council may perhaps need an additional rule to deal with these two issues. Alderman Nelson noted that a Call of the Wards is available for any kind of aldermanic motion. It was the Committee's consensus that the Council does need to be informed of issues defeated in Committee, and that the Committee's defeat of an issue should not prevent the Council from considering the issue. The Committee then voted 5-0 to approve a motion from Alderman Brady that the Committee develop a rule which would allow that when a Committee votes down an issue, it must be reported to the City Council and that any alderman would be allowed to request that the item be placed on the City Council's -5- agenda for the next meeting. The Committee also voted 5-0 to approve a second motion from Alderman Brady that the Committee develop a City Council rule specifying that any item tabled by a Committee can be tabled no longer than 90 days without the concurrence of the City Council. The Committee requested that the Law Department provide a legal opinion on both rules. other Business Alderman Brady noted that she was going to make a reference to the Rules Committee to consider the City Council rules involving the reporting of communications at City Council. meetings. Alderman Feldman stated that he is aware of citizens' frustration over not receiving a response to their comments made during the citizen comment portion of City Council meetings. The Committee noted that the current City Council Rule 6.4 states that during periods of citizen participation, comments from Aldermen shall be limited to requests for further information or a referral to a Committee. Alderman Feldman then suggested that this rule be communicated at the start of citizen comment. The Committee then voted 5-0 to ask that the mayor state Rule 6.4 at the start of citizen comment during City Council meetings. The Committee also requested that the citizen sign-up sheet include this rule. Alderman Brady noted that during the Planning and Development Committee meeting of August 5, 1991, the Committee made a reference to the Rules Committee to consider whether the zoning code amendments currently being considered by Planning and Development could be placed or, the City Council's yellow agenda. Following a brief discussion it was concluded that the normal procedures and rules of the City Council would permit the Planning and Development Committee to place this matter on the City Council agenda, even though it is anticipated that the Committee will further consider the zoning amendments prior to City Council action. There being no further business, the meeting was adjourned at 9:40 P.M. I_ Assistant City Manager BZ/cw DRAFT - NOT APPROVED Members Present: Members Absent: Staff Present: Presiding official: 3ummary of Action: MINUTES OF THE RULES COMMITTEE MEETING August 20, 1991 Aldermen Drummer, Nelson, Warshaw, and wollin Alderman Brady Eric Anderson, Bruce Zimmerman Alderman Drummer, Chairman The meeting was called to order at 7:45 P.M. Minutes: The Committee voted 4-0 to approve the minutes of the Committee's May 21, 1991 meeting as submitted. Pronosed Process for Consideration of City Council Reorcaanization The Committee briefly reviewed the memorandum from the City Manager summarizing the process discussed by the Committee at its meeting of August 6, 1991. City Manager Eric Anderson suggested that sign-up sheets for the three meeting dates be circulated at the Council meeting on August 26, 1991. He also suggested that Aldermen from the same ward should not sign up for the same meeting date. The Committee agreed to set aside October 8, 9 and 10th for the first round of small group meetings. The Committee also set aside Saturday, October 26 for the first meeting of the Council as a whole to consider the reports of the smaller group meetings held earlier in October. Wednesday, October 30 was designated as an alternative date to the Saturday meeting. The Committee then voted 4-0 to direct staff to place the proposed process as outlined in the City Manager's memorandum of August 16, 1991 on the City Council's agenda for August 26. S -2- Review of Draft Report RE: Staggered Aldermanic Terms of Offico The Committee briefly reviewed this draft report and votcsd 4-0 to direct staff to place this report on the City Council agenda for August 26, 1991. The Committee also requested that minutes of the Committee's discussion concerning staggered terms be attached to the report. jteview of Draft Report - Committee Renorjs_ The Committee reviewed the draft report. Alderman Nelson requested that the resolution specify that these rule changes would apply to all items currently on the City Council agenda as well as to all future items. The Committee concurred with Alderman Nelson and voted 4-0 to direct staff to place this resolution for City Council rule changes on the City council agenda for August 26, 1991. H%tional League of Cities Conference Travel Reauests The Committee received travel requests from Aldermen Davis, Feldman, Paden, Rainey, Warshaw, Washington, and Wollin and considered these requests in light of the City Council travel policy. It was noted that, based on the policy, Aldermen Davis, Warshaw and Wollin should be approved for travel to the conference due to their membership on either the National League of Cities board or committees. The Committee also noted that the requests from Aldermen Feldman and Rainey should be approved because they have not attended the Conference in many years, which is also one of the criteria of the City Council's travel policy. The Committee acknowledged that the travel policy calls for a maximum of six Aldermen to attend the National League of Cities Conference, and in accordance with this policy, the Committee approved Aldermen Paden's request over Alderman Washington's request, because Alderman Paden has more seniority. The Committee also noted that there is presently a balance of approximately 55,800 in the budget for City Council travel. Alderman Nelson informed the Committee that he disagrees philosophically with other Committee members on this matter but would not oppose six Aldermen attending the Conference at the City Council level, The Committee then voted to approve Aldermen Davis, Feldman, Paden, Rainey, Warshaw and Wollin to attend the 1991 National league of Cities Conference in Las Vegas and directed staff to prepare a communication to the Council on this matter. -3- Following a brief discussion by the Committee, Alderman Warshaw agreed to serve as the City's voting delegate to the conference unless somebody else was really interested in serving as the delegate. The Committee agreed that the delegation would choose the alternate voting dolegate. Consideration of the Refereage rom Alderman Bradv Concerning tbg Citv Council's &W.e For RQnortina of Communications at Ctty council Meetings It was the Committee's belief that a verbal report of all communications received by the City is not necessary at each City Council meeting. Staff noted that City Council rule 2.1 currently reads: "The City Clerk shall summarize orally the contents of all communications without reading the same in full unless a majority of the City Council so requests." It was the consensus of the Committee that these communications could be summarized in writing and placed on the table at the entrance to the City Council chamber prior to each meeting. The Committee voted 4-0 to direct staff to prepare a resolution modifying rule 2.1 to delete the requirement that communications be summarized orally. Other Business The regularly scheduled Rules Committee meeting on September 3rd was cancelled due to the Committee having completed all of its agenda items to date. The City Manager reported that the City's legislative consultant is in favor of meeting with the City Council for a series of legislative sessions and to discuss a City legislative agenda. Mr. Anderson noted that the City's legislative consultant requests that the Council meet with him prior to State Veto session which is held in November. The Committee tentatively scheduled a meeting for 6:00 P.M. on Monday, October 28th to meet with Mr. Larry 5uffredin. There being no further business, the meeting was adjourned at B:10 P.M. r BZ/cw DRAFT - NOT APPROVED Assistant City Manager Members Present: Members Absent: Others Present: Staff Present: Presiding official: MINUTES OF THE RULES COMMITTEE MEETING November 51 1991 Aldermen Brady, Nelson, Warshaw, and Wollin Alderman Drummer Alderman Newman, City Clerk Kris Davis Eric Anderson, City Manager, Bruce Zimmerman, Assistant City Manager Alderman Brady, Chairman. The meeting was called to order at 7:35 P.M. Minutes: The Committee voted 4-0 to approve the minutes of the Committee's August 20, 1991 meeting as submitted. .1992 City Council Meetina Schedule The Committee reviewed a proposed schedule from the City Clerk. The proposed schedule designated the second and fourth Mondays of each month for City Council meetings, with the exception of those weeks in which there is a conflict with a holiday. The Committee agreed to amend the schedule to include City Council Budget Worksessions on the following Saturdays: January 11, 18, and 25, and February 1st. The Committee agreed that the January 25 and February 1st work sessions would be cancelled if the Council determined they were not needed. The Committee also agreed to add Monday, February 3, 1992 for the City Council's Public Hearing on the Budget. The Committee agreed to schedule the City Manager's evaluation on either March 7 or March 14, depending on the date of the 1992 Spring National League of Cities Conference. The Committee concurred that the Manager's evaluation should be held every six months. The Committee voted 4-0 to recommend City Council approval of the 1992 Meeting Schedule as amended to include the Budget Work Sessions and Public Hearing on the Budget. -2- December, 1991 City Council MeetinWchedulg The Committee briefly reviewed a memorandum from staff indicating that three of the six Aldermen attending the 1991 NbC Conference would return in time to attend 'the December 16, 1991 City Council meeting. The Committee voted 4-0 to maintain the currently scheduled one meeting in December, 1991 and to hold this meeting on December 16th. ResolutIon 76-R-91 Proposed City Council RVO-qs AmendmQ11t goncerntna Communications to Caty Council Alderman Brady noted that this Resolution had been referred back to the Committee as a result of the City Clerk's concern over the proposed change in City Council Rule 2.1(3). Alderman Brady also stated that she had previously referred this matter to committee as a result of her concern over the volume of communications the City Council had received regarding animal rights. Alderman Brady stated that all Aldermen individually receive communications which are not reported at City Council meetings. She suggested that there is a need to modify the current City Council rule which requires that the City Clerk orally summarize at each Council meeting all communications directed to the City Council. Alderman Nelson also questioned the basis for oral reports by the City Clerk, given that individual Aldermen, the Mayor, and the City Manager all receive many communications which are not read by the City Clerk at the start of each meeting. City Clerk Davis suggested that the rule may have been established prior to the use of photocopying machines. Ms. Davis also expressed concern over the need to photocopy 18 copies of all communications which are addressed to the Council and stated her concern that it would be a burden on the City Clerk to have to prepare a written summary of all communications directed to the Council. Alderman Nelson agreed that it would be inappropriate to ask the City Clerk to prepare written summaries of each communication. Alderman Nelson then moved to modify the current language in Rule 2.1(3) to read as follows: "Communications addressed to the City council. The City Clerk shall give notice to the Council members of all written communications directed to the City Council," -3- Mr. Nelson stated that this language would then require that the Clerk give notice of all communications to the Council and provide her the discretion of determining whether communications should be summarized orally or presented in written form to the Council. The Committee voted 4-0 to recommend City Council approval of the language as proposed by Alderman Nelson. Cjty Council Restructuring Alderman Brady commended the City Manager for the written summary of the small group discussions concerning City Council restructuring. she noted that the City Manager has been directed to place this summary on the City Council's agenda for November 11, 1991. City Manager Anderson then suggested to the Committee that the Council use the meeting time on November 11 to look at the results of the small group discussions and reach an agreement of the full Council on the list of issues to guide further discussions. Mr. Anderson then stated that following the meeting on November 11 the small groups would reconvene to discuss structures and actions that address the council's list of issues. The Committtee then directed the City Manager to send the summary out in the City Council packet of November 7, 1991 and agreed that the Council should consider City Council structures in other communities in the course of its deliberations. The Committee then tentatively set aside the dates of Tuesday, November 26, Wednesday, December 4 and Tuesday, December 10 for the next round of small group meetings. Resolution 74-R-91 ,Proposed City Council Rules Concerning Committee Reports to City Council, Alderman Brady noted that this Resolution had received considerable discussion from the City Council prirr to being referred back to Committee. Alderman Brady suggested that there were a number of issues that should be discussed in regard to this Resolution. Her suggested list of issues included 1) Items defeated in Committee; 2) Items tabled in Committee; 3) Items tabled by the City Council; and 4) City Council rules concerning tabling and holding over agenda. items. . r i -4- Alderman Warshaw expressed concern that an item could be removed from the table at a City Council meeting with no prior notification of City Council members that the item might be discussed that evening. The Committeo discussed whether it would be possible to address Alderman Warshaw's concern by moving to hold over a matter after it had been removed from the table by the City council. The question was then raised as to whether current Council rules would allow an item which had previously been held over and then tabled to be held over a second time after it was removed from the table by the City Council. The Committee then reviewed the current language of the first two sentences of City council Rule 19.12 which reads as follows: "At the request of two Aldermen, any matter, except a special order of business, may be held over for consideration until the next regular meeting of the Council. Any matter so held over may not be held over a second time by this procedure." The Committee agreed that the second sentence of this rule should be amended to read as follows: "Any matter so held over may not be held over a second consecutive time by this procedure." The Committee expressed support for this amended language because it would allow an Alderman to request to hold over an item removed from the table by the City Council if this item had been held over prior to being tabled. The Committee voted 4-0 to recommend City Council approval of an amendment to Rule 19.12 to insert the word "consecutive" as previously noted. The Committee then discussed whether existing City Council rules would allow City Council consideration of items either defeated in Committee or tabled by a Committee or the City Council without requiring the amended language as proposed in the Resolution 74-R-91. The Committee reviewed the language of current City Council Rule 19.6 which reads as follows: "A motion to table any matter is not debatable and if adopted shall end all further debate of the subject. A motion to take a matter from the table may be proposed at the same meeting or at any subsequent meeting." The Committee also reviewed the current language of City Council Rule 2.6, which reads as follows: ti -5- "Committees or individual Aldermen who intend to ask for official Council action shall ask the City Manager to put such matters on the printed agenda prior to the Council meeting. Matters shall generally be brought to the appropriate Committee before the council action is requested." In reviewing the language of Rule 19.6, it was noted that any Alderman can currently move to remove any item tabled by the City Council and request full City Council consideration of this matter. The Committee also agreed that the current language in Rule 2.6 would allow any Alderman to request that an item either tabled by a City Council Committee or defeated by a City Council Committee be placed on the printed agenda prior to a City Council meeting. It was the Committee's conclusion that the current language in Rule 2.6 and 19.6 would allow an Alderman to request full City Council consideration of any item either defeated or tabled by a Committee or an item tabled by the City Council. The City Manager emphasized the need for Aldermen to notify the City Manager by 5:00 P.M. on the day prior to delivery of City Council packets of their intent to include an item on the City Council's printed agenda. The Committee also discussed the need for Committee chairmen to more fully utilize the current language of City Council Rule 9.9.2. Language in this rule currently states the following: "The chair shall report Committee deliberations and actions to the Council and may appoint as necessary a speaker to present majority or minority Committee reports to the Council." The Committee agreed that this rule should be more fully utilized in order that minority votes of Committees are explained to the City Council. The Committee also agreed that the Chairman's report should include a succinct summary of Committee deliberations on those items which are not included on the City Council's agenda that evening. The Committee then voted 4-0 to direct staff to prepare a memorandum to the City Council discussing the Committee's conclusion that the proposed Resolution 74-R-91 amending the City Council Rules is not necessary due to the existing language of Rule 2.6 and 19.6. The Committee asked that this memorandum explain the Committee's interpretation of the existing language in Rule 2.6 and Rule 19.6 and also emphasize the importance of Committee chairmen fully utilizing the language of Rule 9.9.2. -d- ggfnce: Consideration of aProces- whereby the Citv Coggal waul Develon an Aaepda = State and/or Federal LegisJ.ation_oII¢ provide Inout/Direction to the City's Legislative Consultant The Committee acknowledged that it has been suggested that the City Council establish some form of a Legislative Committee. The Committee agreed that there is a need for a meeting of the full City Council with the City's Legislative Consultant to discuss the city's legislative agenda prior to each session in Springfield. Alderman Brady suggested that as an alternative to establishing a City Council Legislative Committee at this time, that an interim measure might be to direct the Rules Committee to handle Legislative matters on its agenda and have the City Council then consider the need for a Legislative Committee in the course of its discussions on City Council reorganization. In making this suggestion, Alderman Brady emphasized her belief that the City Council should have Legislative breakfasts for the full City Council prior to Legislative sessions in Springfield. The Committee emphasized the need for the City to involve the Mayor in the development of its Legislative agenda. Alderman wollin emphasized the need for the City to utilize the resources of the Northwest Municipal Conference in developing the Legislative agenda and monitoring legislation in Springfield. The Committee then directed staff to prepare a memorandum to be signed by the Mayor which would direct the Rules Committee to assume the responsibility of legislative input on an interim basis. Other Business The Committee agreed to have refreshments after the City Council meeting on December 16 to celebrate the Holidays. There being no further business, the meeting was adjourned at 9:15 P.M. Assistant City Manager BZ/cw DRAFT - NOT APPROVED Members Present: Members Absent: Others Present: Staff Present: Presiding Official: summary of Action: MINUTES OF THE RULES COMMITTEE MEETING December 16, 1991 Aldermen Brady, Drummer, Nelson, & Wollin Alderman Warshaw Alderman Fiske Bruce Zimmerman, Assistant City Manager Alderman Brady, Chairman The meeting was called to order at 6:50 P.M. Minutes: The Committee voted 3-0 to approve the minutes of the Committee's November 5, 1991 meeting as submitted. Resolution 101-R-91 -- Advisory Referendum -- State of Illinois Colleae Savinas Program The Committee considered information from the State Treasurer requesting that the City Council consider placing an advisory referendum on the ballot concerning the establishment of a State of Illinois college savings program. Alderman Drummer stated his opinion that the proposed referendum appears to be a good idea. In response to Alderman Nelson, Assistant City Manager Bruce Zimmerman indicated that he did not believe there would be a local charge for placing the referendum on the ballot. Alderman Brady also expressed her opinion that the referendum appeared to be okay for placement on the ballot. The Committee voted 4-0 to recommend City Council approval of Resolution 101-R-91, which would place the following advisory referendum on the March 17, 1992 ballot: -2- Should the state of Illinois establish a college savings program which would allow families to make set monthly payments into a Future Education Account that would guarantee their children's future college tuition at an Illinois public university? There being no further business, the meeting was adjourned at 7:05 P.M. Assistant City Manager AZ/cw DRAFT - NOT APPROVED