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HomeMy WebLinkAboutMinutes 1989L DRAFT -NOT APPROVED Minutes of the RULES COMMITTEE Fleeting of March 7, 1989 Members Present: Alderman Warshaw, Brady, Drummer, Bleveans and Nelson Arrived late) Members Absent: None Staff Present: Bruce Zimmerman, Assistant City Manager Others Present: Dona Gerson, Chairman City of Evanston Board of Ethics Presiding Officials; Alderman Bleveans, Chairman Summary of Action: The meetino vias called to order at 7:40 P.M. Minutes: The minutes of the Committee's February 7, 1989 meeting were approved 4-0 as submitted. (Alderman Nelson arrived at this time.) Renort From The Board of Ethics: Dona Gerson, Chairman of the Board of Ethics, stated that t^e Board had received a reference from the City Council to consider the de,.e?opment of a new comprehensive Code of Ethics for the City of Evanston. Mrs. Gerson indicated that the Hoard of Ethics revievied the current Code of=_iics, reviewed the ordinances of other communities, talked with the City of :%snstan Corporation Counsel, and discussed the City's Code of Ethics with the `-:-er Chairman of the Board of Ethics. Mrs. Gerson reported that it was the Boa:gs' c:nclusion that major revisions to the City's Code of Ethics :sere not necesz=_.. yhe noted that the Board did pr000se one minor amendment to the Code. 'rs. Gerson also reported that the Board considered a Code of Ethics the To,:in ship and determined that the Township Board of Trustees can adopt a __zse r,.- the Toinship Board, but that it cannot apply to elected officials of tha- The Committee then revie:•jed Proposed Ordinance T -__ ....._7ance inc;,ded the Board's proposed amendment to the Code of Ethics ccrc__ -7e appearance Of City e7Zc ogees and elected officers before a body of - rr, behal` of private interests. 71derman Brady expressed ccncern that - _ _.-_..rred lan:_age was not consistent :,ith Citv Council Rule 1T.2 concernir- ---e aopearance of Aldermen before the Zoning Board of Appeals and the Zoning Committee. The Committee agreed to amend the fifth sentence of Ordinarc_ -__,g Sectic-i D to read as follows: "Except as may be provided for in the f ;es an7 Organization of the Citv Council of the Citv of Evanston. a Council e-cer nay appear, without receiving additional compensation. therefore, on be-_:` c' constituents in the course of his duties as a representative of the elec-orate or in the performance of public or civic obligations." Rules Committee Minutes -2- Meeting of ('larch 7, 1989 Alderman Bleveans then raised a question over whether the proposed language in Ordinace 30-0-89 prohibited an Alderman, who is an attorney, from representing a client in an action against the City in municipal court. Alderman Bleveans emphasized that he does not view an Alderman as having an undue influence in such a situation. Following some discussion by the Committee, Alderman Bleveans proposed that the third sentence of Section D of the proposed Ordinance read as follows: "Nor shall any employee or elected officer represent private interests in any action or proceeding against the interests of the City in any litigation, administrative proceeding, or other type of adjudicative proceedina to which the City is a party, however. this shall not prohibit an elected official who is an attorney from renresentinq a party in a quasi -criminal or criminal action in the Circuit Court of Cook County in which the City of Evanston is a oartv." Mrs. Gerson expressed her concern over this amendment and stated it was her belief that an Alderman could have an influence in this type of situation. Alderman Bleveans asked for a straw poll on this proposed language. Aldermen Nelson, Warshaw and Bleveans indicated they were willing to consider an amendment as proposed by Alderman Bleveans. Alderman Brady suggested that the Board of Ethics should evaluate this matter further, and also suggested that a legal opinion from Corporation Counsel should be requested on this matter. Alderman Warshaw emphasized that the Code should continue to prohibit Aldermen from representing clients in cases such as general liability and porker's Compensation claims against the City. The Committee agreed to refer this matter to the Board of Ethics for further evaluation. The Committee then discussed the application of a Code of Eth_C5 to the Township .I Board and elected officials of the Township. The Committee requested that the + Board of Ethics provide enabling legislation for a Township Code of 7thics that would apply to both the Township Board and elected officials. Alderman Nelson II also suggested that the Board develop a rider to the Township :ppropriation i Ordinance that would specify that no person receiving compensation as an employee of the Township shall do so unless that person has agreed to adhere to ! the Code of Ethics for the Township. The Committee then discussed the Board of Ethics procedures for responding to requests for advisory opinions or hearings. The Committee agreed that Section 5 of page 2 of the Board of Ethics Rules and Procedures show_-' :e to read as follcws: "If the Board determines not to take further act-cn then it shall give written notification of its determination and its reasons therefore to the party making such request and the matter shall be considered c:osec." The Committee briefly reviewed the guide to the Evanston Ccce of Ethics and Financial Disclosure Statement. Alderman Nelson questioner of the Code of Ethics to candidates for elected office --c a___ elez:_ion procedures. Mrs. Gerson indicated that both candidates for election procedures were not covered because the Code applies only t_ c`r:cers and employees of the City. Alderman Warshaw questioned whether -".ere :ras a nee-- for extending the Code of Ethics to candidates not holding office. I'•'rs. Gerson indicated that the Board of Ethics had considered this issue and telieves it might be an issue for the Council to consider in regards its c"n rules. Alderman Nelson agreed that the application of the Code to cs7c_dates r"or office does not represent a problem that required immediate attendir.n at this time. Rules Committee Minutes -3- Meeting of March 7, 1989 The Committee then approved the motion by Alderman Brady, thanking the Board of Ethics for doing an excellent job of addressing the reference to the Board, and expressing the Rules Committee's concurrence with the recommendations and conclusions of the Board of Ethics. The Rules Committee than accepted the Code of Ethics Report with the understanding that the Board would return with further information concerning the application of the Code to both the To:•rnship Board and elected officials, and the amendment to the Code regarding the representation of clients by Aldermen who are attorneys. Consideration of a Policy Concerning the Use of the Civic Center by Outside Groups Alderman Brady expressed concern over the use of the Civic Center for political Functions and activities. Alderman Warshaw stated that she believes that candidate forums are an appropriate activity for the Civic Center, due to the availability of Cable. The Committee then voted 5-0 to direct staff to draft a Resolution which would alloy, the use of City buildings and facilities for candidate forums sponsored by a non-partision group, in vjhich all candidates agree to attend. The Committee asked staff to review this Tatter in regard to the Recreation Board's current policy for use'of its facilities prior to drafting the Resolution. (Alderman Drummer excused himself from the meeting at this time.) Consideration of Exoandina the Triennial Review Questionnaire for Boards and Commissions to Reouest Information On the Financial and Staff Suooert Provided to the Commission or Board Comoletino The Revie:v Alderman Brady stated that during the past Planning and Development Committee meeting Alderman Morton had requested that Triennial R e v i forms include additional information on the number of staff and the direct costs associated with the operation of the Boards and Commissions. Alderman cleveans questioned whether staff can develop a simple formula with Alderman Norton, .rhich would address her question. Staff emphasized that in the case of City staff positions which are assigned responsibilities in addition to their Board and/or Commission responsibilities, cost accounting of their time and expenses associated with the Boards or Commissions is very difficult. The Committee directed staff to meet with Alderman j•torton to determine .whether a formula could to J=_-._lcced that would address her question. Selection of a Ne.j Rules Committee The Committee directed staff to send a notice to the full Council indicating that the selection of a ne-j Rules Committee mould be held on ''arch 19S9, and requested that the notice indicate the names of the nine a;carmen e:ig;ble for selection to the Committee. The Committee also discussed t-e crientat__-n of nevily-elected Aldermen. The Committee agreed that ne:•rly-electea :cer--en snould meet with the Chairman and staff of their appointed Standing Cc=ittee to receive orientation on the areas of responsibility and procecjres of the Standing Committee. The Committee also agreed that the Cit, 'Manager and tlayor and two Aldermen of the Rules Committee should meet with the r e:,ly-elected Aldermen to review the Rules and Procedures of the City Counc_1. The Corrmattee asked that the Mayor and City Manager select t.10 Aldermen to assist in this orientation. Rules Committee Minutes -4- fleeting of March 7, 1989 There being no further business the Committee voted to adjourn into an Executive Session at 9:10 P.M. to discuss personnel matters. At 9:40 P.M. the Committee reconvened into public session. There being no further business the meeting was adjourned at 9:40 P.M. BZ:lr cc: Joel M. Asprooth Staff Representative: Assistant City Manager i Draft Not Approved 0 DRAFT - HOT APPROVED Minutes of the Rules Committee Members Present: Members Absent: Staff Present: Others Present: Meeting of April 11, 1989 Aldermen Collens, Davis, Korshak, Morton and Wold None Bruce Zimmerman, Assistant City Manager Mayor Barr Presiding Official: Alderman Korshak, Chairman Summary of Action: The meeting was called to order at 12:00 A.M. Rules Committee Chairmanship Schedule This being the first meeting of the new Rules Committee, Alderman Wald moved that Alderman Korshak serve as its first Chairman due to his sonority on the City Council. It was agreed by the Committee that Chairmanships would rotate every two months based on the senority of Aldermen. The Committee voted 5-0 to approve this chairmanship schedule. City of Evanston Delegation To Attend The Sister City Conference Committee members agreed that delegates should not be required to pay the entire cost of attending this conference in Tash Kent, Russia. It eras also agreed that City policy -makers should serve on the first delegation to the conference with the possibility that technical personnel could attend future conferences. Mayor Barr reported that the Following people had expressed interest in attending the conference as a delegate: Aldermen Nelson, Juliar, Paden, 1-larshavi and Drummer; City Clerk Davis; and Township Supervisor Summers. The Committee then considered criteria for selecting delegates. It alas agreed that because the City is participating in the Sister City grogram. Aldermen should serve as the first delegates to this conference. C=mittee members stated that aldermanic senority should also be considered, and it was agrees by the Committee that this delegation should be both politically and culturally representative of_the City of Evanston. Alderman Morton expressed concern ghat these criteria were too subjective. She emphasized the importance of usinc an objective criteria such as senority. Alderman Davis roved that Aldermen Drummer and Warshaw sere as delegates to this conference. This motion was seconded by Alderman Wold. ::^o emphasized —tat these Aldermen are representative of the community. I•laycr Sarr stated `sat Alderman Juliar had indicated to her that were he not chosen as a delegate he would be willing to attend at his orrn expense. In response to a question 'From Alderman Collens, Mayor Barr stated that she did not see a problem with "our people from Evanston attending the conference. The Committee "hen voted 4 to approve a City -funded delegation of Mayor Barr, Aldermen Warsna" and Drummer to attend this conference, with Alderman Juliar attending and pa,.ing for the zost of his attendance. Alderman Morton voting no. Minutes of mules Committee fleeting April 11, 1989 page 2 There being no further business, the meeting was adjourned at 12:30 A.M. Staff Representative: Assistant City Manager BZ:lr cc: Joel M. Asprooth Draft - Not Approved - - - -- - Members Present: Members Absent: Staff Present: Others Present: Draft -- Not Approved Minutes of the RULES COMMITTEE Meeting of July 5, 1989 Aldermen Morton, Wold, Korshak, Collens, and Davis None Bruce Zimmerman, Assistant City !tanager David Saunders, Chairman Board of Ethics Presiding Official: Alderman Morton, Chairman Summary of action: The meeting was called to order at 7:45 p.m. Minutes - Alderman Davis moved that the first full paragraph on page 3 of the Committee's June b, 1989 minutes be amended to read as follows: "Alderman Davis emphasized that it is deplorable but unfortunately common in elections everywhere for incorrect information to be distributed regarding candidates. Although she would like to see it she expressed doubt that enforceable legislation can be developed regarding such campaign activities." There being no further amendments, the Committee voted 5-0 to approve the June b, 1989 minutes as amended. Reference - Consideration of City Council Procedures For Chancing The Chairmen of City Council Committees - Alderman Morton stated that she is concerned with the situation .hen an Alderman remaining on the Council is removed from a Council Committee which she or he has chaired. As an example, she noted that she had served during the past year as Chairman of the City -Chamber Liaison Committee and was not re -appointed to :nat Ccmmittee by the Mayor following the April ?999 municipal Alderman Morton emphasized that in such situations the ...man ; au:d be notified in advance of the change in chairman s,.:p and given an opportunity to attend the first meeting of the 7,?w Committee to finalize loose ends. In response to a question from Alderman 'fold, Alderman Morton stated that she was suggesting the Alderman attend just one more meeting of the Committee. Alderman Morton ema'-sasized that she does not see a problem if an Aiderman remains on -i :,n ittea, but Rules Committee Minutes - Page 2 Meeting of July 5, 1989 no longer continues to serve as the Chairman. alderman Wold stated that she was sure that the new Chairman would be pleased to meet with the outgoing Chairman. Alderman Collens noted that there would be a possibility of a similar situation regarding the City -School Liaison Committee, but emphasized that she did not feel the same level of discomfort over the situation. Alderman Collens also emphasized that the schedule for rotating Chairman on the City -School Liaison Committee would make it :eery difficult to address the situation described by Alderman Morton. Alderman Wold stated that she shares Alderman Morton 's concern, but cannot see the need.for a City Council rule. She suggested that the Committee send a letter to the Mayor requesting that when situations such as this arise the outgoing Chairman be allowed to serve as Chair for one more meeting. Alderman Collens also questioned what kind or procedure or rule could be developed to address alderman Morton's concerns. Alderman Morton suggested that this matter be placed on hold and encouraged Committee members to consider potential solutions. Rules Committee Letter Responding to Alderman Summers - Alderman Collens requested that the letter be modified in the following manner: (1) delete the word "two" from the third line of the first paragraph; (2) delete the last sentence o: the second paragraph; and (3) delete the last sentence of the letter. There being no further discussion the Committee voted 5-0 to approve this letter and directed staff to forward the letter to Alderman Summers. Board of Ethics Report - The Committee called on David Saunders, Chairman of the Board of Ethics. fir. Saunders s_3ted that the Board of Ethics had taken a comprehensive look ac [he City's current Code of Ethics and had determined that r:^a:)r =hanges were not needed. He stated that the Board was propcsg only minor changes in 'language in the section of the Code w.th the representation of private interests before City b,dies or courts by City employees or elected officers. Mr. Saunders then summarized the Board's responses to questions raised by the Rules Committee on March i, 1989. 'Ae stated that the Committee had asked that the Board consider _::e aossibility of amending the Cc de to provide that an electe an attorney ma,. .t2aresenc a parey in a quas_-cr_.._ .-- .iminal proceeding against :ne City in the Circuit Cour. _ 0k County. Kr. Saunders st3tad that Corporation Counsel :a_: Siegel had provided a legal opinion to the Board stating c:awould not be appropriate tD remove the rescrictions .ni_h prohibit Aldermen who are attarneys from representing is Circuit Court against the City of Evanston. Rules Committee Minutes — Page 3 Meeting of duly S, 1989 Mr. Saunders noted that the Rules Committee had also requested that the last sentence of the proposed amendatory ordinance'be modified to provide that Council members may appear before City bodies on behalf of constituents, except as provided in the City Council rules. Mr. Saunders stated that such language was incorporated into the proposed ordinance. The Rules Committee has also requested that a separate Ethics Code be prepared relating to the elected officials and employees of the Township. Mr. Saunders stated that the Board had no objection to this concept, however, State Statute makes it quite clear that Township Boards cannot adopt a Code of Ethics to apply to Township employees. In response to a question from Alderman Davis, Mr. Saunders stated that the Board of Township Trustees can ask the Township Supervisor to establish a Code of Ethics for the Township, but cannot direct the Supervisor to develop a Code. Alderman Collens noted that there have been several instances in which the spouses of Aldermen serve on the Boards of local community service agencies. She noted that it is not always clear what the City should do in these types o: situations. She noted that the Department of Housing and Urban Development has rules regarding such situations, but local rules are lacking. In response to a question from Alderman Korshak, Mr. Saunders stated that the Board of Ethics does believe that a conflict of interest can exist for an Alderman without the existence of a financial interest. Alderman Korshak emphasized that he believes the community has the right to know when these t-.pes of situations involving Aldermen and their spouses exist. He also emphasized that he believes the Committee should consider the potential influence of blood relatives as well as just spouses. Alderman Woid noted that it is very difficult to determine who influences an Alderman and encouraged the Committee, to be very careful in considering restrictions. Alderman also mated that the fact that HUD restricts Aldermen from voti::4 in certain situations does not mean that the City should dev->:op the same rule for similar situations which do not involve HUD programs. She emphasized that HUD's rules have to be very strong because of their money going to all communities. Sh_ 2mphas ized that Evanston has disclosure and does not necessar' ,.aed the same rules as required by HUD. Mr. Saunders noted saec_ic language to the Code of Ethics which defines ;a__.___alLv when Aldermen can and cannot vote, sanctions everyth-n; Ehat does not meet the definition as stated in the Code. sir. Saunders also noted that the Board of Ethics would be considering Alderman Korshak' s reference concerning disclosure _,volving relatives living outside of the Alderman's home. Rules Committee Minutes -- Page 4 Meeting of July 5, 1989 Alderman Collens noted that the City's disclosure forms are available to the public, but emphasized that the practical effect of public disclosure at meetings is very different from the disclosure on these public forms. Alderman Davis stated that she would like to see What the Board of Ethics concludes in regards to public disclosure involving relatives. Alderman Davis stated that the City could have a City Council rule which requires Aldermen to disclose at the time of votes relevent information on their disclosure statements. However, she noted that the requiring of such disclosure can be very difficult, especially when an issue can be discussed numerous times in a City Council committee. The Committee chose to take no action on this matter this evening and expressed interest in receiving the report of the Board of Ethics on its reference concerning disclosure. Alderman Collens then moved that the Committee accept the report of the Board of Ethics and recommend City Council adoption of the proposed amendments to the Code of Ethics concerning the representation of private interests before City bodies or courts. Alderman Collens' motion also included the deletion of the last sentence of Section 1.[o.1 of the City Code. This sentence reads: "No member except the administrative officer of the City shall serve morn than two consecutive full three year terms." Alderman Wold seconded the motion. Alderman Collens clarified that she was proposing the deletion of this sentence because current rules of the City's Boards and Commissions state that members are limited to two consecutive terms ever if one of the two terms is a partial term in which the person filled a vacancy on the Board or Commission. There being no further discussion the Committee voted 5-0 to approve alderman Collens' motion. The Committee also briefly discussed a letter :rom alderman Korshak to the Mayor and members of the BuI-_s Committee expressing his concern over an advisory opinion o: the Board of Ethics. The Board of Ethics had been asked to consider whether the ownership of two shares of Commonwealth Edison stock created a conflict of interest for a member of Evanston's Commonwealth Edison Task Force. In its advisory opinion the Board of Ethics cited Section 1-C-3 of the Code of Ethics 3-id ruled that a conflict of interest Qxists i a n v member of =: v.3r-,on,,-ealth Ed me son . as k , o. c e n ay 3 -:lan c . a i ,-I"e re s t _..d .. L c t , which is either incompatible with his duties as a r o: the Task Force, or which may tend to impair h:., _nzependence of judgment. The Board, therefore concluded that the ownership of Commonwealth Edison stock does create a conflict of interest. Rules Committee Minutes — Page 5 Meeting of July 5, 1989 Alderman Korshak questioned whether ownership of two shares of stock creates a conflict of interest and emphasized his belief that it is the magnitude of financial interest that is the heart of the matter. Mr. Saunders emphasized that financial interest must be considered due to its potential to impair judgment, and noted that a decision on Commonwealth Edison 's :ranchise with the City could have financial impact for shareholders no matter how small the holdings. The Committee briefly discussed this matter, noting that it would be extremely difficult to define when financial interest does and does not influence a person's judgment. The Committee also noted that this matter would be referred to the Mayor now that the Board of Ethics has provided its advisory opinion. The Committee then convened into executive session at 9:30 p.m. for the purpose of discussing personnel matters. The Committee then reconvened at 10:30 p.m. into public session. There being no further business the meeting was adjourned at 10:30 p.m. B Z : 1 r cc: Joel M. Asprooth Assistant City Manager Draft — Not Approved fDRAFT - NOT APPROVED Members Present: Members Absent: Staff Present: Others Present: Minutes of the Rules Committee Meeting of August 1, 1989 Alderman Morton, Wold, Davis, Collens Alderman Korshak Bruce Zimmerman, Assistant City Manager Alderman Lanyon Presiding Official: Alderman Morton, Chairman Summary of Action: 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 July 5, 1989 meeting as submitted. Reference - Consideration of the Structure and Form of a Committee to Consider Township ;Tatters With Primary Focus On Policies, Procedures, and Processes Raised in Recent Months - Alderman Morton noted that the Mayor would appoint this Committee and that the Rules Committee had been asked to address the structure of a new Township Committee. The Committee then called on Alderman Lanyon, who stated that during the :Human Services Committee Budget Review Sessions several issues were identified which should receive attention and involved provid-ing guidance to the Township. Alderman Lanyon emphasized that he believes the Township would benefit from a clearer picture _f the Township trustees expectations. Alderman Davis noted that the Human Service: Committee had discussed establishing a subcommittee, but tha- zonsidered the involvement of members of the Administration a:;.' Public Works Committee due to their review of Township bill-z and purchases. She emphasized that the Human Services Committe•_ onc'.-aded that there was enouzh work Co be done by this ::--_._--e tnat a separate Township Committee should be considered. = aa-i Dav-'s also Noted that T u tsli:p Supervisor Edna Sumrne _:;pressed support for the establishment of a Township Comm-:-.--- ue to the current fragmentation of reporting in which the nsn:p reports to both the Human Services Committee and the Ad--_:ist-ation and Public Works Committee. ;alderman Davis also st=__d t,at review of the Township budget requires extensive tir..e the Human Services Committee, which already has a full agezca. B Rules Committee Minutes Page 2 Meeting of August 1, 1989 Alderman Wold stated that the new Township Committee should be responsible for all Township matters and that there should be no fragmentation of Township matters among Committees. Alderman Davis stated that with the establishment of a Township Committee there would certainly be no Township matters left for the Human Services Committee to review. Alderman Davis noted that the Human Services Committee had discussed the possibility of the Administration and Public Works Committee temporarily retaining responsibility for bills at the beginning so as not to delete the efforts of the Township Committee to review issues raised during recent budget sessions. Alderman Collens noted that as the Township Committee looks at major issues such as caseload and assistance levels, extensive information on the way the Township does business will be clearer to the Township Committee, which can then ask more informed questions than the Administration and Public Works Committee about Township bills. Alderman Collens emphasized that she does not believe one area of Township matters should be pulled out from the Township Committee. Alderman Morton questioned whether the Human Services Committee could adequately address the list of issues identified in Alderman Lanyon's outline of Township issues. Alderman Davis responded that she did not believe the Human Services Committee has sufficient time to adequately consider these issues. The Committee then asked Assistant City ,tanager Bruce Zimmerman to read the charge of the old Township Committee. Mr. Zimmerman stated that the charge of the Township Committee was to act as liaison between the Board of Township Trustees and the Offices of General Assistance and the Township Supervisor, and to study and make recommendations to the Board of Trustees regarding Township concerns. Alderman Wold stated that the new Township Committee should report directly to the City Council. Alderman Wold also emphasized her belief that the bills should be included as a responsibility of the Township Committee at the very start because this will help the Township staff and will also help the Township Committee understand the process for Township expenditures and where the money is expended. Alderman Wold stated that it will be harder to absorb Township Sills at a later date. Alderman Davis stated that she does not feel strongly either way regarding which Committee reviews Township bills. She stated that she wanted to be sure to convey the thoughts of the Human Services Committee regardin, :::is matter. Alderman Davis stated that based on some or the ments made con _ gilt , it might make better sense to place the T_::ship bills under the responsibility of the Township Committee 35 long as the primary initial focus of the Committee is on e policies, procedures, and processes raised in recent months. Rules Committee Minutes Meeting of August 1, 1989 Page 3 Alderman Collens suggested that such language concerning the primary initial focus of the Committee can be incorporated into the resolution establishing the Committee. Alderman Collens encouraged the Committee to maintain broad language in the charge to the Township Committee in order that this Committee is not limited from dealing with the issues as they arise. Alderman Davis stated the need to emphasize in the resolution that the primary initial focus of the Committee would be on those policies, procedures and processes raised in recent months. Alderman Collens then proposed the following language as the charge to the Township Committee. "To act as liaison between the Board of Trustees and the Township Supervisor and Assessor, provide oversight of Township operations and policies, and develop recommendations to the Township Trustees about Township budget and other Township matters." Committee members voiced their support for the language. Alderman Wald then moved that the Rules Committee recommend to the City Council approval of a Township Committee consisting of five Aldermen with the Committee's members and Chairman appointed by the .Sayor. Alderman Wald's motion included the above described Committee charge. Alderman Collens seconded the motion, which was approved 4-0. National League of Cities Conference - Alderman Morton noted that Alderman Collens had suggested that the Committee develop guidelines for Aldermanic travel to the National League of Cities Conference. Alderman Wald stated that she had thought of four possible guidelines to be used. These guidelines included seniority; prior attendance at National League of Cities Conferences; attendees agreement to report on the conference to those not attending; and service on National League of Cities Committees. Alderman Collens suggested that the fourth guideline might be broadened to include service on a Conference panel or other official responsibilities. A:dern.cn Davis guested that the Rules Committee also consider whether there should be a maximum :cumber of people attending the Conference each year. Alderman Wold stated her belief that too many Aldermen attended the Conference in 1988. Alderman Davis stated _:gat she agreed with Alderman l.old. Alderman Morton noted that there may be other ,inferences or seminars of special interest to the Cite Council :ich should be attended by Aldermen. The Committee a_creed that _'here :could be such seminars that should be attended by Aldermen. Rules Committee Minutes Page 4 Meeting of August 1, 1989 The Rules Committee discussed and agreed that the City does benefit from Alderman Davis' services as Chairman of a National League of Cities Committee. The Committee agreed that service as a Chairman of a Committee should be a criteria for attendance at the annual National League of Cities Conference. Alderman Collens stated her belief that it is very important to rotate Aldermen attending the Conference in order to let people attend who have not gone to prior conferences. Alderman Morton suggested that Aldermen would benefit more from the Conference after serving for several years on the City Council. alderman Morton suggested that a priority be given to those Aldermen who have been on the Council for two years. Alderman Davis suggested that a more appropriate criteria might be service on the City Council for one year and stated that it would be more useful for an Alderman to attend the Conference after at least one year of service on the City Council. The Rules Committee agreed that the maximum number of Aldermen attending the Annual Conference should be six. Should more than six Aldermen request to attend the Conference, the RuLes Committee agreed that the following four guidelines should he used in order of priority: (1) Service on National League of Cities Committees, Conference panels, or other special NLC responsibilities; ('_) Service on the City Council for at least one year; ( 3 ) Attendance at prior National League of Cities Conferences with priority given to those Aldermen who have not attended in the last four years; and (4) Seniority. The Committee then directed staff to prepare a memorandum for the Council's information that would state these policies and request Aldermen to submit their names if they wish t.o attend this year's Conference. The Committee noted that the memorandum should indicate that the City will cover registration, travel, hotel, and per diem expenses up to a cap of $1,000 per Alderman with a 20.00 per diem. The Committee also asked that the memorandum emphasize that all Aldermen attending the Conferences _r•_ O::pected to submit reports. Alderman Davis stated that she had discussed this matter with Alderman Warshaw, who does not believe that prior attendance at the Conference should be a criteria. She wanted the Committee to know Alderman :tiarshaw's belief that continuity of participation at the Conference should not be ruled out and that parCic,-Pat-011 over tine is valuable to tiia Cit', The Committee n-_ed that the Rules Committee guidelines do not preclude an :_de r m a n fruri attending if no more than six aldermen request to attend. The Committee agreed on the need for fairness in ai:owing other Aldermen to attend who had not previously attended C.::ferences. Rules Committee Minutes Meeting of August 1, 1989 Page 5 Alderman Wold then moved that the Rules Committee adopt the four guidelines as stated above in order of priority with a maximum of six Aldermen attending the Conference and a cap of $1,000 per Alderman. The Committee voted 4-0 to approve this motion. The Committee then directed staff to prepare the memorandum and submit it to the Council in the August 10, 1989 packet. It was agreed that Aldermen wishing to attend this year's Conference should submit their name to Bruce Zimmerman by August 25th, and that the Rules Committee would meet prior to the City Council meeting on August 28th to consider Aldermanic travel to the National League of Cities Conference. Reference - Consideration of a Policy For All Boards, Committees and Commissions Concernine Attendance By Members - The Committee agreed to hold over this reference due to Alderman Korshak being unable to attend this evening's meeting. Development of a Policy For The Use of MuncioaI Buildings By Outside Groups For Political Functions and Activities - Alderman Collens moved for acceptance of the Recreation Board's Policy which would allow for political forums to be held in Hunicipal Buildings as long as all candidates for office are invited to attend the forum. Alderman Davis stated that she believes all candidates should not only just be invited, but should be in attendance at the forum, if forums are to be held in City facilities. Alderman Morton raised questions about the use of City buildings by an Alderman of a Ward without informing the other Ward Alderman. The Committee agreed that this is a separate issue for consideration from the use of City buildings for political forums. Alderman old stated her support for alderman Davis' suggestion that all candidates must attend the forum. ,alderman Davis emphasized that she believes it is dangerous _f one or more candidates does not attend the forum because it could than appear as if those attending the forum are sanctioned by the City. The Committee tlit? n voted 4-0 to agree that the follow- policy should be used for the use of Municipal Buildings for candidate forums: ( 1 ) The `ortim is sponsored by 3 non -part" -in ;.3nzr oup; A11 candidates must 3ree +1 wr_t. 1g t stt la le' Qr'sm. e Committee agreed that this polic, o:.1V app__ t_ -andid__te forums and that a single candidate ca-.,-lot ho:d l City building. It was also agreed that this poi. applies to all Municipal buildings. The Rules Committee agreed to take this proposed policy to the City Council for approval. 3 Rules Committee Minutes Meeting of August 1, 1989 Page 6 The Rules Committee agreed that at a following meeting the Committee should consider the Recreation Board policy concerning Aldermen using Recreation buildings for various kinds of Aldermanic meetings. The Committee then adjourned at 9:40 p.m. BZ:lr cc: Joel H. Asprooth Assistant City Manager Draft - Not approved r Minutes of the RULES COMMITTEE DRAFT -NOT APPROVED Meeting of November 16, I989 + i 1 Members Present: Aldermen Collens, Davis, Wold Members Absent: Aldermen Morton and Korshak Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Davis, Chairman Summary of Action: Call to Order: The meeting was called to order at 8:05 P.M. Minutes: The Committee voted 3-0 to approve the minutes of the Committee's September 5, 1989 meeting as submitted. 1990 City Council Meeting Schedule: The Committee voted 3-0 to recommend approval of the following schedule for 1990 City Council meetings: January 8 and 22; February 12 and 26;, Harch 12 and 26; April 11 (Wednesday) and 23; May 7 and 2 1 ; June 11 and 25; July 9 and 23; August 13 and 27; September I0 and 24; October 8 and 22; November 5 and 19; December 3 and 17. Alderman Davis expressed concern that the first meeting in December may conflict with the National League of Cities Conference, and stated that she would check on the date for the 1990 Conference. Board and Commission Triennial Review Schedule: The Committee reviewed a list of City Boards, Commissions, and Committees, and agreed to eliminate from the list those that consist of only Aldermen. Those Boards and Commissions with limitations on local contro.t due to State Statute, were also eliminated. The Committee eliminated the Budget Policy Committee, Police Services Committee, City -Chamber Liaison Committee, City -School Liaison Committee, Police Pension Board, Fire Pension Board, Board of Local Improvements, Civil Service Commission and the Unified Budget Panel. The Committee requested that staff research the City's control under the State statute for the Civil Service Commission, the Police and Fire Pension Boards, and the Board of Local Improvements. The Committee also agreed to defer triennial reviews of the Zoning Amendment Committee and the Zoning Board of Appeals until after the completion of the current ron-4ag study. 4 Rules Committee Minutes Meeting of November 16, 1989 Page 2 The following Boards and Commissions were then scheduled for Triennial Review in 1990: (1) Arts Council; (2) Board of Ethics; 3) Farmers' Market Commission; (4) Housing Code Compliance Review Board; (5) Ladd Arboretum Committee; (6) Library Board; 7) Liquor Control Commission; (8) Mental Health Board; (9) Preservation Commission. The Committee voted 3-0 to approve this schedule. Information and Review of City Council Closed Session Minutes: The Committee reviewed a memorandum from the City Clerk discussing the need for the Rules Committee to review closed session minutes. The Committee members expressed the need for more information on the process to be used and type of information is to be reviewed. The Committee requested a copy of the State statute regarding this review of closed session minutes and also requested chat the Legal Department provide the Committee direction on the process to be used. The Committee agreed to holdover this communication until more information was received. Other Business - The National League of Cities Conference: Alderman Collens noted that it was expected that all Aldermen attending the conference are to participate in the preparation of a report on the conference. The Committee requested that staff prepare a memorandum to Aldermen attending the 1989 conference reminding them that is is the Rules Committee intention that anycne attending the conference participate in the report and also reminding them that those who do not participate on the report will not be considered for attendance at future conferences. December.1989 Rules Committee Meeting: The Committee agreed to cancel the December S, 1989 meeting and to meet prior to the Council meetings on December 4th or December 18th, if necessary. Holiday party: The Committee agreed to have coffee and cookies available in the Cit? Council Antechamber following the City Council meeting on December 18th. In addition, the Committee voted, 3-0 to contribute $100.00 to the Michelle Austin Scholarship fund. 1990 Rules Committee Meeting Schedule: The Committee agreed to meet on the first Tuesday of each month with the exception of January and November, when meetings will be held on the second Tuesday due to scheduling conflicts. The Committee voted 3-0 co approve the following meeting schedule for 1990: Tuesday, January 9; Tuesday, February 6; Tuesday, March 6; Tuesday, April 3; Tuesday, May I; Tuesday, June 5; Tuesday, July 3; Tuesday, August 7; Tuesday, September 4; Tuesday, October 2; Tuesday, November 13; and Tuesday, December 4.