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HomeMy WebLinkAboutMinutes 1990n DRAFT - NOT APPROVED Minuten of the RULES COMMITTEE Meeting of January 9, 1990 Members Present: Aldermen Collens, Davis, Korshak, Morton, Wold. Members Absent: None Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Wold, Chairman Summary of Action: The meeting was called to order at 7:45 p.m. Minutes: The Committee voted 5-0 to approve the minutes of the Committee's November 16, 1989 meeting as submitted. Follow -Up Information on Review of City Council Closed Session, Minutes: The Committee reviewed a Law Department memorandum concernine the Freedom of Information Act's requirements on the review of City Council closed session minutes. Alderman Korshak questioned whether a basis for a confidential determination needs to be asserted during the course of this review. Alderman Davis stated that she could not foresee a situation when personnel matters discussed in closed sessions, would be made public. Alderman Collens expressed concern that making litigation cases public could provide information for future litigants, which could be damaging to the City. It was suggested that the Committee seek further information from the Law Department to address these questions. It was agreed to invite Corporation Counsel to attend the Rules Committee meeting when the review of closed session minutes is on the agenda. Corporation Counsel would be asked to address the above questions as well as others that might occur during the Committee's first review of closed session minutes. The Committee agreed to holdover this matter. Alderman Korshak also suggested that in future discussions the Committee consider the function of City Council and Committee minutes and whether comments should be attributed to individuals in those minutes. alderman Davis also requested that staff evaluate whether there have been any Attorney General opinions concerning the review of closed session minutes and research what other communities are doing in regard to the review of closed session minutes. Rules Committee Minutes Page 2 Meeting of January 9, 1990 Appropriation For City Council Travel and Training: It was noted that the current year appropriation for City Council travel is $12,500, an amount which includes travel for the Mayor. Alderman Korshak stated he believes employees and all Aldermen should receive the same per diem and suggested that the current $20.00 per diem is too low. He stated that he would recommend to the City Manager that a sum of $30.00 be applied to employees and that Council apply the same $30.00 per diem to Aldermanic travel. Alderman Davis stated that she is going to vote against Alderman Korshak's motion. She stated that she has never taken a per diem. Alderman Davis stated that she has a philosophy that people incur meal costs on each workday even when not travelling, and that the $20.00 is a subsidy for the additional expense for eating out of town. She emphasized that a person would still have meal expense when home. Alderman Morton stated that she does not believe now is the time to raise the appropriation for travel. There was no second for Alderman Korshak's motion. Alderman Mold suggested that Alderman Korshak can still take his recommendation to the City Council for its consideration. Alderman Collens stated that it appears the current appropriation of $12,500 is adequate and that she would not propose a change in the $12,500 proposed budget for 1990-91. She suggested that it would be very useful to keep detailed records in the next fiscal year so that cost figures can be identified for each Alderman's travel. The Committee than discussed the travel reports of the six Aldermen who attended the 1989 National League of Cities Conference in Atlanta. It was noted that the Rules Committee had established a policy prior to this Conference stating that the City Council would cover expenses up to a maximum of $1,000 per Alderman. It was noted that the travel reports for Aldermen Paden, Washington, and Warshaw, indicated that cost had exceeded $1,000, It was also noted that Aldermen Paden and Washington's higher travel expense may have been due to the fact that they left on Friday and returned on Thursday, whereas some Aldermen only stayed four nights. Alderman Collens suggested that given the policy established by the Rules Committee in August 1989, all Aldermen attending the conference should review their travel forms and reimburse the City for any amount in excess of $1,000. The Committee then reviewed the August 8, 1989 memo to the City Council which stated the $1,000 per Alderman maximum. The Committee requested that staff prepare a memorandum to the Aldermen attending the conference and request they review their travel reports and reimburse the City for any expenditure in excess of $1,000. Rules Committee Minutes Page 3 Meeting of January 9, 1990 Alderman Korshak suggested that the City Council Travel Policy also clarify that it is intended for Aldermen to use coach and not first class airfare. Alderman Davis stated that Aldermen submitting a request for travel to the Rules Committee should submit a plan indicating the conference activities they intend to attend and the number of nights included in the travel request. It was also suggested that in regards to the National League of Cities Conference that a rule be added that there is a January 30 deadline for participants reports on conference activities. Alderman Wold suggested and the Committee agreed that a Reneral set of travel rules should be prepared by the Rules Committee. Travel Approval: Alderman Collens stated she was requesting Rules Committee approval to travel to Washington, D.C. to attend the annual Congressional City Conference on March 3-6, sponsored by the National League of Cities. She noted she had recently been appointed the Second Vice President of the NLC University Communities Caucas, which will hold a Board meeting in conjunction with the Conference. Alderman Davis stated that if she is reappointed to the NLC Human Development Committee she would also be attending this conference. The Committee then suggested that Alderman Collens register to attend this conference and submit her travel plan for attending the Conference at the nett Rules committee meeting. Alderman Morton also suggested that every Aldermen should receive literature on any conference that is proposed for attendance by any Alderman. Alderman Morton also suggested that the travel expense associated with the City's participation in the Sister City Program be placed on a future agenda of the Rules Committee. Review of Closed Session Minutes: Alderman Wold then summarized the previous Committee discussion on the review of closed session minutes for Art Newman. Following; this review Mr. Newman stated that he believes the City needs a policy for what is subject to litigation. He also stated his belief that the minutes should be released to the City Council in a shorter period of time after the closed session when the closed session meeting is more fresh in the minds of Aldermen. He emphasized his belief that closed sessions address public policy questions in which the public should have an imput. Consideration Of The Need to Clarify The Wording; in City Council Rule 21 - Reconsideration: Alderman Collens proposed revised language for the Committee's approval which read as follows: "Any vote to approve a purchase, contract, bond sale, zoning variation, or special use, whether by motion, resolution, or ordinance, or to confirm an appointment by the Mayor to a Commission, Board, or Advisory Body, may be reconsidered but only at the same meeting at which said vote was taken upon an affirmative vote of 2/3 of the Aldermen present". It was agreed Mules Committee Minutes Page G Meeting of January 9, 1990 by the Committee that the language in the present rule concerning the introduction of purchases is ambiguous. The Committee voted 5-0 to approve Alderman Collens proposed language and directed staff to prepare a resolution to the City Council amending the City Council rules. Policy For Use of Municipal Buildings for Political Activities: At the suggestion of Alderman Morton the Committee agreed to amend the draft policy to state that "candidate forums can be held at any time in all municipal buildings". As a requirement for holding candidate forums the Committee added language indicating that all candidates must be invited to attend. It was also agreed that the use of municipal buildings other than the Civic Center would be available for political activities until 100 days prior to the election except for municipal and township candidates which cannot use City facilities after the petition filing deadline. It was noted that the petitions for these candidates must be filed 71 days prior to the election. Alderman Korshak voiced his concern over the limited meeting space for such activities throughout the City. The Committee acknowledged that Alderman Korshak may wish to raise this matter with the City Council during its consideration of this proposed polity. There being no further questions the Committee directed stall to prepare a proposed policy for City Council consideration. Other Business; Alderman Korshak exprssed frustration over the lack of progress in the Council's deliberation on his reference concerning a payment in lieu of tax from Northwestern University. He :suggested that a Committee be established to look at the financial relationship of the City and Northwestern University for the purpose of drawing a conclusion on whether some action should be taken. Alderman Collens stated that she agreed with Alderman Korshak that it is tuning a lot longer than anticipated to address this reference. She suggested that this may be an indication that it is not the ??1 of the political body to tackle this issue. She noted that it has been referred to the Budget Policy Committee and is on the Committee's agenda for its next meeting. Alderman Korshak stated that as long as the matter is on the Budget Policy Committee's agenda lie is satisfied. Alderman Korshak then stated that a City the size of Evanston needs a full-time Mayor in order to establish that matters of importance should be addressed to the Mayor. lie suggested that the Mayor could then appoint a Chief administrative Officer who would work under the direction of the :Savor. Alderman Korshak suggested that this would probably involve a change in the City's form of government. Rules Committee Minutes Page 5 Meeting of January 9, 1990 Alderman Morton stated she believes the City Manager form of government makes more sense today then when it was adopted by Evanston in the 1950's. Alderman Wold stated that she agreedwith Alderman Morton. Alderman Horton stated that the City Manager form of government provides trained people as administrators for the City. She also stated that if there is a problem with the form of government, it is .a problem with the way elected officials operate. She stated that if the City Council does not set policy, that is the Council's fault. Alderman Korshak stated that hex believes the City Manager form of government lends itself to sorme shadowy areas involving the Manager's role in policy development in administration. Alderman Davis stated she has mixed feelings about the different forms of local government. She started that the strong Mayor form does not necessarily assure either professionalism or protection of the electorate. She suggested that a strong Mayor can also be subject to the kinds of abuses involving policy development that are of concern to Alderman Korshak. Alderman Collens stated that she would rather talk about reducing the number of Aldermen in Evanston than changing the form of government. She also noted that the Committee currently has a reference to consider malting the City Clerk an appointed position. Aldernan Korshak stated that with a reasonable mayoral salary very competent people would be attracted to the position. Alderman Wold stated that she views that matter in the opposite way. She stated that she believes that a full-time Mayor either has no work career, has sufficient money to have no career, or has an employer who grants a leave in order to serve as a full - tine Mayor. She stated she believes this limits who can fill a full-time Mayoral position, and emphasized there are more people available on a part-time basis than full-time. She stated she has the same problem with the time requirements of State legislators and that she does not want to limit the pool of people available to serve as Evanston's Mayor. Alderman Collens stated that a $50,000 salary may not be enough to alter someones career path in order to become a Mayor. The Committee noted that it had a received a prior reference concerning the City's form of government and had requested that the Evanston League of Women Voters study the matter. It was also noted that this report from the League is anticipated before mid -year 1990. There being no further business the meeting was adjourned at 10:25 p.m. Assistant City Manager BZ:lr cc: Joel M. Asprooth DRAFT -NOT APPROVED DRAFT - NOT APPROVED Minutes of the RULES COMMITTEE Meeting of February 6, 1990 Members Present: Alderman Collens, Davis, Korshak, Morton and Wold Members Absent: None Staff Present: Herb Hill, 1st Asst. Corporation Counsel Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Wold, Chairman Summary of Action: The meeting was called to order at 7:45 P.M. Minutes - Alderman Davis requested that the fifth sentence of the first paragraph on page 2 be amended to read as follows: "She stated that she has never taken a per diem, although she is not suggesting others follow this practice." Alderman Davis requested that the sixth sentence of this paragraph be amended to read as follows: "Alderman Davis stated that she has a philosophy that people incur meal cost on each workday even when not traveling, and that the $20.00 is intended to be a subsidy for the additional expense for eating out of town, not a full reimbursement." The Committee voted 5-0 to approve the January 9, 1990 minutes as amended. Alderman Collens requested that the minutes for this evenings meeting indicate that Alderman Warshaw fully expected to be reimbursed only $1,000 for the cost of her attendance at the National League of Cities Conference in Atlanta in 1989. Alderman Warshaw suggested that the Travel Expense Report form be reviewed because there is no indication of the $1,000 cap per Alderman on the Travel Expense Report form. Consideration of Rule 21 - Reconsideration - Alderman Collens asked that this matter be held in order that she micht review the language for this City Council rule with Alderman Rainey. The Committee voted 5--0 to hold over this matter. The Committee then voted 5-0 to convene into closed session at 8:00 P.M. to review City Council minutes of closed sessions. At 9:20 P.M. the Committee voted 5-0 to convene in open session. Rules Committee Minutes Page 2 Meeting of January 9, 1990 Sister City Travel Policy - The Committee briefly discussed the travel associated with sending City of Evanston representatives to the Soviet Union during 1989, and hosting representatives from the Soviet Union in December 1989. Alderman Davis suggested that the City research the National League of Cities to determine the practices of other communities in funding Sister City travel. Alderman Korshak stated that the Sister City Committee is presently preparing a report on the program's budget, and general policies. The Committee agreed to hold over this matter until this report has been received. Travel Request - National League of Cities - Congressional Cities Conference - The Committee voted 5-0 to approve requests from Aldermen Collens, Davis and Warshaw to attend National League of Cities conferences associated with their participation on National League of Cities Committees. City Council Travel Policy - The Committee held this matter over for a future meeting. At 9:40 P.M. the Committee voted 5-0 to meet in closed session in regards to a personnel matter. At I0:45 P.M. the Committee reconvened into open session. Other Business - Alderman Davis noted that the National League of Cities Conference will conflict with the City Council's first meeting- in December. She suggested that the Rules Committee consider.rescheduling the first December meeting and requested that this matter be placed on a future agenda of the Rules Committee. There being no further business the meeting was adjourned at 10:45 P.M. Assistant City Manaaer BZ:lr cc: Joel M. Asprooth Draft - Not Approved DRAFT — NOT APPROVED Minutes of the RULES COMMITTEE Meeting of April 3, I990 Xembers Present: Aldermen Korshak, Collens, Morton, and Wold Members Absent: Alderman Davis Staff Present: Joel M. Asprooth, City Manager Kirsten Davis, City Clerk Herb D. Hill, Iot Asst. Corporation Counsel Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Korshak, 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 February 6, 1990 meeting as submitted. At 7:50 P.M. the Committee voted 4-0 to convene into executive session. At 8:45 P.M. the Committee reconvened into open session. City Council Travel Policy The Committee agreed to hold over this matter for a future :meeting. December City Council Meeting Schedule It was noted that City Council meetings in December are scheduled for December 3, and December 17, 1990. Because the National League of Cities Conference is attended by several Aldermen each year, and the 1990 Conference will be held December I through December 5, the Committee agreed that the December 3rd Council meeting should be rescheduled. The Committee discussed various alternatives including the rescheduling of the December 3rd meeting to December 10th, and the possibility of meeting only one .t-ime in December, and using the December 3rd meeting for review of only the City bills. The Committee agreed to hold over this matter for discussion at its next meeting and directed staff to discuss the required timing on bills list approval with the Finance Director. At 9:00 P.M. the Committee session. At 10:00 P.M. the session. voted 4--0 to convene into executive Committee reconvened into open Rules Committee Minutes Page 2 Meeting of April 3, 1990 Thera being no further business the meeting was adjourned at. I0:00 P.14. Assistant City Manager BZ:lr cc: foal M. Asprooth DRAFT — NOT APPROVED w DRAFT -NOT APPROVED Minutes of the RULES C01414ITTEE Meeting of May 1, 1990 Members Present: Aldermen Morton, Collens, Wold, KorshaK, and Davis Members Absent: None; Staff Present: Kirsten Davis, City Clerk Herb Hill, 1st Assistant Corporation Counsel Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Morton, Chairman summary of Action: The meeting was called to order at 7:45 P.M. 11 nutes The Committee voted 4-0 to approve the minutes of the Committees April 3, 1990 meeting as submitted. At 7:50 P.M. the Committee voted 4-0 to convene in Executive Session. Alderman Davis Arrived at this time. At 9:15 P.M. the Committee reconvened into open session. Citv Council Travel Policv The Committee reviewed a draft City Council Travel Policy dated April 25, 1990. In response to a question raised by Alderman Morton, Alderman Davis stated that the draft policy leaves it to the Rules Committee to decide whether a conference or seminar has sufficient merit for an Alderman to attend. Alderman Collens suggested that the $1,000 maximum allocation previously used for the National League of Cities Conference also be applied as a maximum allocation per Alderman for other multi -day conferences. It was noted that the current appropriation in the FY1990-91 budget for City Council and Mayoral travel is $12,500. Staff stated that when this appropriation was developed by the prior Rules Committee it was assumed that 52,500 of this appropriation would be allocated for Mayoral travel to conferences and seminars. The Committee agreed that the Mayor's travel did not require prior Rules Committee approval and also agreed to consider a policy section for Mayoral travel after receiving information from the Mayor on the cost of her travel to attend conferences and seminars. Rules Committee Minutes Page 2 Meeting of May 1, 1990 Alderman Morton cautioned the committee that the City Council's Travel Policy should be clear and not open ended and that all Aldermen should feel that they are being treated equitably under the policy. Alderman Collens stated that at the moment she has no reason to believe that the City council's travel appropriation is not sufficient. Alderman Wold suggested that the Committee may need to consider a limit on how many conferences an Alderman attends and consider a limit on how much can be spent for travel to conferences other than the National League of Cities Conference. Alderman Davis suggested that the Committee review requests for other conference attendance on a case by case basis and settle on a reasonable allocation for each conference based on that review. Alderman Korshak stated that he would be interested in knowing what kind of travel policies other communities use for their elected officials. Alderman Morton emphasized that she is in support of City funding of such travel, but expressed concern that there will be an increasing number of requests for travel. The Committee then reviewed a memorandum from Alderman Washington dated April 30, 1990, which raised questions concerning the proposed Travel Policy. In reference to this memorandum Alderman Wold stated that the Committee does need to address the issue of Aldermen who serve on National League of Cities Conference Committees, because their participation on Committees does limit the number of Aldermen who can attend the National League of Cities Annual Conference. Alderman Davis agreed stating the City needs to determine what kind of Aldermanic participation is valuable to the City and should be funded by the City. Alderman Korshak suggested that there are three levels of participation: (1) Conference attendance; (2) Service on Conference Committees; and (3) Chairman of Conference Committees. Alderman Korshak stated that there is value to the City at each level of participation, but that the value to the City rises with levels two and three. Alderman Collens stated that Alderman Washington has raised a legitimate point. Alderman Davis stated that she believes the current limitation of six was developed with the understanding that there were three Aldermen serving on National League of Cities Conference committees. In response to another question raised in Alderman Washington's memo, the Committee agreed that the city should pay for Aldermen's attendance at pre -conference seminars needs to be included in the Alderman's travel plan submitted to the Committee. Alderman Davis suggested that staff should develop a Travel Request form which includes a section on attendance at pre --conference seminars. Rules Committee Minutes Page 3 Meeting of May 1, 990 Concerning Alderman Washington's question involving those situations when a spouse travels with an Alderman, Alderman Korshak suggested that the spouse or any other person traveling with an Alderman should pay the difference between the cost for one person's attendance versus two. As an example, the Committee agreed that a person traveling with an Alderman should pay the difference between the cost of a single hotel room and a double hotel room. The Committee confirmed its belief that a January 30th deadline date for submission of Aldermanic Reports on their attendance at the National League of Cities Conference is appropriate given that the Conference is generally held in the last week of November or the first week in December. It was also suggested that written reports be required for attendance at any conference or seminar. The Committee also clarified that the $1,000 maximum allocation applied to attendance at the National League of Cities Conference and was not an annual allocation for an Alderman. The Committee agreed that the matter of the City Council Travel Policy should be held for further consideration at its next meeting. Alderman Davis requested that staff research the number of Aldermen who have attended the National League of Cities Conferences in prior years. Alderman Korshak requested that staff contact Skokie and oak Park to gather information on any policy they use involving the selection of people to attend conference as well as their budget for travel by elected officials. The Committee asked staff to revise the policy to reflect the Committee's discussion this evening and agreed to further discussions on this policy. Human Relations Conference F The Committee considered a request from Alderman Washington to attend a Human Relations Conference on May 1s, 1990. It was noted that registration for this Conference cost S65.00. Alderman Korshak moved to approve an allocation not to exceed $75.00 to cover Alderman Washington's registration and attendance cost at the conference on May 18th. Alderman Wold seconded the motion, and the Committee voted 5-0 to approve this motion. It was noted that Alderman Washington's travel cost for attendance at the National League of Cities Conference in November 1989 exceed the $1,000 allocation approved by the Committee. The Committee voted 5-0 to allow Alderman Washington to apply the $75.00 approved for the Human Relations Conference as a credit towards the amount owed as reimbursement for the National League of Cities Conference travel costs in excess of the $1,000 allocation. r Rules Committee Minutes Page 4 Meeting of May 1, 1990 DeceMber ['ityCaunci7 Mec�t-ing sClirydule It was noted that the first City Council meeting scheduled for December 1990 conflicts with the National League of Cities Conference. The Committee reviewed material from staff indicating that a number of steps would be required of the City Council including the adoption of an ordinance in order to hold just one City Council meeting in December. It was noted that these steps would be required in order to allow for approval of City bills and payrolls. Alderrrr7n Collens stated her belief that holding one meeting in December Ls not worth the legislation and other steps required to revir.e the City Council's meeting schedule to one meeting in December. Alderman Davis noted that at the time the City Council meeting schedule was established for 1990, information on the date of the National League of Cities Conference was not available. She stated that under the presently proposed policy six Aldermen may be attending the National League of Cities Conference this year and would be unable to attend the December 3rd City Council meeting. Alderman Morton suggested the question of holding just one meeting in December should be taken to the City Council. Alderman Korshak stated his belief that it is foolist to schedule a meeting when it is known that there may be a maximum of twelve Aldermen able to attend. Alderman Korshak moved that one meeting be held in December on December 17th, and that the appropriate steps be taken to make this possible. There was no second for this motion. Alderman Collens then moved that the December 3rd City Council meeting be rescheduled to December loth. Alderman Davis seconded this motion. The motion failed 2-3 with Aldermen Korshak, Morton, and Wold voting against the motion. The Committee agreed that a report should be provided to the City Council. This report should indicate that the Committee considered two motions concerning the December meeting schedule and that neither motion received sufficient support for Committee approval. considereati.on of Rule 21 - Reconsideration The Committee agreed to hold over consideration of this matter. There being no further business the Committee adjourned at 10:20 P.M. HZ:ir cc: Joel M. Asprooth la3� t Y g er Cit Mona DRAFT -NOT APPROVED DRAFT -NOT APPROVED Minutes of the RULES COMMITTEE Meeting of June 5, 1990 Members Present: Aldermen Morton, Korshak, Davis, Wold and Collens Members Absent: None Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Morton, Chairman Summary of Action: The meeting was called to order at 7:50 P.M. Minutes Of Mav 1, 1990 MeetirLq Alderman Wold noted that in the last paragraph on page 3, in the third line the word "exceed" should be replaced with the word "exceeded". Alderman Davis noted that on page 4, the eighth sentence should read as follows: "Alderman Korshak stated his belief that it is foolish to schedule a meeting when it is known that there may be a maximum of twelve Aldermen able to attend." The Committee voted 5--0 to approve the May 1, 1990 minutes as amended. Rules Committee Closed Session Minutes - Mav 1, 1990 The Committee 5-0 to approve these minutes as submitted. Citv Council Meetina Schedule in December 1990 Alderman Morton noted that the Committee should provide a report to the Council concerning the December meeting schedule. The Committee noted that during its May 1, 1990 meeting it had discussed two revisions to the December meeting schedule, neither of which received the support of a majority of the Committee members. The Committee agreed that it should send a report to the City Council for the June 11, 1990 meeting indicating the December meeting schedule had been considered and that meetings are presently scheduled for December 3rd and December 17th. Citv Council Travel Policv Alderman Davis stated that historically three Aldermen attended the National League of Cities/Congress of Cities. She stated that the six Aldermen attending the 1989 conference was based on the City's past practice of sending three Aldermen and than three additional Aldermen attended due to their service on the National League of cities Committees. Alderman Collens stated her belief that six is a reasonable number of Aldermen to attend the National League of Cities Conference. Rules Committee Minutes Page 2 r, Meeting of June 5, 1990 ` Alderman Morton stated that there may be some conferences or seminars which may not be viewed as either official or of benefit to the City. she gave as an example a conference for elected women officials or a seminar on communication skills. Alderman Morton emphasized that there needs to be some frame of reference for considering whether a conference or seminar is official. Alderman Davis suggested that the first sentence of the Travel Policy be amended to read as follows: Aldermen should submit their requests for travel to conferences and seminars to the Rules Committee in the form of a travel plan. Alderman Davis then suggested a second sentence be added which reads as follows: "Approved conferences and seminars should concern municipal subjects deemed to be of broad benefit to the City by the Rules Committee." Committee members supported this language. The Committee then reviewed the draft Travel Policy making language revisions clarifying the application of the policy to mayoral travel, the use of a daily expense allowance, and the submission of Aldermanic Reports after conference attendance. The Committee also reviewed the draft form for Aldermanic Travel Plans making several adjustments to include information on registration fees, estimated costs, and conference or seminar program information. The Committee directed staff to make these revisions to the policy and the travel plan form and agreed to consider this matter further at its next meeting. 14ental Health Board Triennial Review The Committee praised the Mental Health Board for providing a good report and voted 5-0 to accept this Triennial Report. Consideration of Rule 21 - Reconsideration Alderman Rorshak questioned whether the reconsideration of Mayoral appointments should be treated under the same time frame as the reconsideration of a purchase or contract. Alderman Davis emphasized that an Alderman questioning a mayoral appointment has two weeks between the introduction of the appointment and City Council approval of the appointment to raise questions. Alderman Collens stated that she and Alderman Rainey had reviewed this section of the City Council Rules and had identified a number of actions which could not be considered at the same meeting, including a motion to convene into closed session, a vote to suspend rules, and or a vote to call for the question among other actions. Alderman Davis cautioned the Committee on allowing votes to be reconsidered on the same night as the rote is taken. she emphasized that a motion for reconsideration can only be made once. Alderman Davis also stated that a reconsideration at the same meeting that a vote was taken would prevent an absent Alderman from participating in the reconsideration. " J - ' 1� Rules Committee Minutes Page 3 Meeting of June 5, 1990 The Committee agreed that it is necessary for an Alderman to have participated in the original consideration of a matter in order to be able to request reconsideration of the vote. Alderman Collens noted that the present City Council rule requires a two-thirds vote to approve reconsideration of a matter on the same night, but only a vote of the majority of Aldermen present is required to reconsider the matter at the next regular meeting. Alderman Davis stated her belief that a two-thirds vote is appropriate because it is extraordinary to reconsider a matter on the same night that the vote is taken. Alderman Wold moved to recommend City Council approval of a revised Rule 21.1 with new language which would allow for the reconsideration of a vote to convene a closed session on the same night as the vote is taken. The Committee voted 5--0 to approve Alderman Wold's motion and directed staff to prepare the resolution for City council consideration of this rule revision at the meeting of June 11, 1990. Other Rtasiness - League of Women Voters Renort on Form of Government Alderman Collens noted that the League has completed its report and will be forwarding this report concerning the City's form of government and size of the City Council to the Rules Committee Julv Meetin(zj9chedule Due to the 4th of July holiday, the Committee agreed to cancel its July 3, 1990 meeting. It was noted that the next meeting of the Rules Committee is scheduled for August 7, 1990. There being no further business the meeting was adjourned at 9:30 P.M. HZ:lr cc: Joel M. Asprooth Assistant City Manager DRAFT - NOT APPROVED DRAFT -NOT APPROVED Minutes of the RULES C014MITTEE Meeting of August 7, 1990 Members Present: Aldermen Collens, Wold, and Morton Members Absent: Aldermen Korshak and Davis Staff Present: Herb Hill, First Assistant Corporation Counsel, and Bruce J. Zimmerman, Assistant City Manager. Presiding Officical: Alderman Collens, Chairman. Others Present: Alderman Rainey Members of the League of Women Voters: Judy Binder, Jackie MacGuire, Cynthia Scott, Dianne Lloyd. Members of the North suburban Peace Initiative: Sydney Orlov, and G. Birkhahn-Rommelf'anger. summary of Action The meeting was called to order at 7:05 p.m. ,Evanston Citv Council Closed Session Minutes - June 5. 1990 The Committee voted 3--0 to approve these minutes as submitted. Communications Alderman Collens clarified that the Committee would receive a written communication from Alderman Wollen, concerning her travel request to the 1990 National League of Cities/Congress of Cities. Reference Consideration of the Reauest from the North Suburban Peace Initiative to Dlace an Advisory Referendum on the November Ballot, Concernina the Use of the Peace Dividend Alderman Morton stated that she supports the concept of a Peace Dividend. She stated that she is not, however, in favor of placing an Advisory Referendum on the ballot. She suggested instead, the City should adopt a Resolution expressing its support for a Peace Dividend. In response to Alderman Wold, Sydney Orlav, Chairman of the Evanston Sane Freeze, stated that supporters of the Referendum are seeking greater awareness than would be available just through the adoption of a City Resolution. He stated it is the group's desire to get a response from voters to express: their opinion on the subject, and to voice their opinion to Washington.. fir. orlov emphasized the need to use the Dividend for Capital infrastructure, education, and health care. In response to Alderman Collens, 1st Assistant Corporation Counsel, Herb Hill, stated that in placing this referendum on the ballot, the city would not be assuming any expenses for education, or comunication concerning the referendum. In response to Alderman 4iold, Mr. Hill stated that by voting to place the referenndum on the ballot the Committee is not voting to endorse the Peace Dividennd. Alderman Wold stated that she will suppport placing this Referendum on the ballot, but is not sure she will vote for the Peace Dividend on the ballot. Alderman Rainey then addressed the Committee, noting 'that a 1988 U.S. Conference of Mayors, Commissioned study, to analyze the Peace Dividenend, determined that a 30 billion dollar savings in the Pentagon budget would create 32,000 new jobs, and raise the Gross National Product. she emphasized that Mayors throughout the country, both Republicans, and Democrats, are all supporting this ,issue. She emphasized that placing the Referendum on the ballot would cause legislators to take notice. Alderman Morton stated her belief, that there is not a high percentage of people who vote, so the group may not get its desired result by placing the Referendum on the ballot. she also stated, that there is no guarantee that the City of Evanston will receive additional revenue from the Peace Fund Dividend. Alderman Wold moved to recommend that the City Council phase this Referendum on the ballot. Alderman Collens seconded the motion. The Committee voted 2--1 to one to appzove this motion, Alderman Morton voting no. Jte.ference Consideration of the R.eauest from the Coalition for public Hones. to Place an_Advisory Referendum on the November .pallot,__Concernina a Fi.jLancialconsumer. Association Alderman Collens noted that this reference involved an Advisory Referendum intended to encourage the State of Illinois to establish a Financial Consumer Association . Alderman Morton stated that her remarks concerning this Referendum, would be the some as those she made during the Comittee's previous discussion an the Advisory Referendum on the Peace Dividends. Alderman gold stated, that given current circumstances, she believes this Referendum is something the electorate: should consider. She stated, she is not as supportive of this Referendum as the Peace Initiative, but would, however, move to place this re'Lerenduw-,n on the ballot. Alderman Collens seconded this motion. The Committee voted 2-1 to recommend that the City Council place this referendum on the ballot. Alderman Morton voting no. Leaaue of Women Voter's Report on Form of Government Alderman Wold noted that the resultr; of the League study are very interesting, and moved to accept her report with gratitude to the League. In response to the Committee, representatives of the League of Women Voters stated that out of 40 questionnaires distributed, 27 responses were received. The League stated, that in conducting the Study, it contacted both current Aldermen, and those Aldermen retiring from the Council since 1985, a representative group of citizens, and City Officials. Alderman Morton stated, that she found the reasons for establishing the City Manager form of Government in Evanston, to have been very interesting. She stated that it would be useful to both locate some of the material prepared by the League of Women Voters when this form of government was first being considered for Evanston. Alderman Morton, stressed that it would be beneficial for the public to see this material, and the reasons for utilizing this form of government. The Committee then voted 3-0 in favor of Alderman's Wold motion to accept the report. Citv Council Travel Policv The Committee reviewed a draft of the City Council travel policy, and travel request form. After making modifications, in wording, the Committee voted 3-0 to send the policy and form to the City Council for its meeting of August 13, 1990. The Committee requested that the memorandum indicate that requests for attendance at this year's NLC/Congress of Cities in Houston, should be submitted to the Rules Committee prior to its meeting of September 4th. Preservation Commisssion Triennial Review The Committee voted 3-0 to accept this review. Arts Council Triennial Review The Committte voted 3-0 to accept this review. Liauor Control Review Board The Committee voted 3-0 to accept this review. Reference Consideration of whether an ordinance introduced can still remain on the Consent Aaenda when there is not a unanimous vote comina out of the Committee The Committee noted that this was a reference from Alderman Brady, who was interested in an Ordinance Introduction remaining on the City Council Consent Agenda, when the Committee vote is not unanimous. Alderman Wold stated, that when an item has passed a Committee, and is scheduled for Council introduction, she believes it should remain on the City Council Consent Agenda. The Committee then voted 3--0 to recommend that the City Council approve a new Section 12.5 in the City Council Rules, concerning the Consent Agenda, which would read as follows "An ordinance to be introduced may remain on the consent agenda, if it was approved by the Committee." The Committee directed Stafff to prepare a resolution for City Council consideration of this new rule. There being no further business, the Committee voted 3-0 to convene into Closed Session at 7:50 p.m. At 8:00 p.m. voted 3-0 to convene into public Session. The meeting was adjourned at 8:00 p.m. Minutes of the RULES COMMITTED Meeting of September 4, 1990 Members Present: Aldermen Wold, Davis, Collens, and Morton Members Absent: Alderman Korshak Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Davis, Chairman Summary of Action: The meeting was called to order at 7:45 P.M. Minutes The Committee voted 3-0 to approve the minutes of the Committee a August 7, 1990 meeting as submitted. Library Board Triennial Review The Committee reviewed the report of the Library Board and praised the Board for its thorough report on library activitiep. The Committee voted 3-0 to accept this Triennial Review. National League of Cities/ConSress of Cities Travel Requests The Committee noted that information and forms for Aldermen wishing to submit travel requests to attend the 1990 Conference had been previously sent to the City Council on two occasions. The Committee reviewed completed travel request forms from Aldermen Davis, Warshaw, Wollin, and Morton. It was noted that Alderman Paden had indicated her interest in attending the conference but had not provided a completed form for consideration at this meeting. Alderman Collens moved to approve the travel requests of Aldermen Davis, Warshaw, Wollin, and Morton as submitted. Alderman Wold seconded this motion, which was approved 4--0. Committee members voiced their appreciation to Alderman Warshaw for representing the City of Evanston as a delegate to the Conference business meeting. Reference: To consider extending the time period allotted for Citizen Comment and to extend the topics appropriate for Citizen Comment to include non -agenda items. -2- The Committee reviewed this reference from Alderman Each. Alderman Wold stated that she has no desire to change either the length or format of Citizen Comment but stated that she could be convinced otherwise. Alderman Davis emphasized that the City of Evanston has a Council Committee structure that is open for citizen input that is not present in many other communities. The Committee agreed that the 9:00 P.M. starting time for City Councils meeting makes it difficult to accommodate expanded Citizen Comment and complete the Council's meeting agenda at a reasonable hour. Alderman Morton suggested that perhaps the Mayor could direct citizens to Committee meetings in order to provide input at that step of the process. Alderman Wold suggested that information could be added to the materials concerning Citizen Comment which are available at each City Council meeting. She stated that it would be useful to explain that issues have come through Committees prior to reaching the City Council, and that in some cases, issues have even gone through a Board or Commission prior to the Committee's deliberations. Alderman Collens noted that Citizen Comment does not exhaust the allotted 15 minutes on a regular basis. She suggested that perhaps those people wishing to address agenda items should be allowed to speak first and then those addressing non -agenda items can speak at the end of the meeting when the 15 minutes is exhausted. The Committee agreed that the materials available at City Council meetings on Citizen Comment should include additional information on the Committee process and should also emphasize that individuals can contact their Alderman to provide input. The Committee then voted 4-0 to not amend the City Council rules concerning citizen input and directed staff to prepare a response - to Alderman Esch explaining the Committee's action. There being no further business, the meeting was adjouned at 8:20 P.M. Assistant City Manager BJ/cw cc: Joel M. Asprooth 10 Minutes of the RULES COMMITTEE Meeting of October 2, 1990 Members Present: Alderman Davis, Collens, Wald and Morton Members Absent: Alderman Korshak Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Official: Alderman Davis, Chairman Summary of Action: The meeting was called to order at 7:50 P.M. Minutes The Committee voted 4-0 to approve the minutes of the Committee's September 4, 1990 meeting as submitted. Other Business Alderman Davis noted that the Committee would consider Alderman: Rainey's reference concerning a referendum an the tuition tax at a future meeting when Alderman Rainey can attend. A copy of a memorandum from Alderman Korshak concerning this matter was distributed this evening. Reference - Consideration of Whether the City Council Should Indicate its Support of the Referendum on the November ballot to Approve Single -Member Districts for the Cook County Board. The Committee noted that a referendum has been placed on the November 6, 1990 ballot which would allow for the election of Cook County Ward Commissioners on the basis of single member districts. The current system provides that ten commissioners are elected at large from the City of Chicago and seven are elected at large from the suburban areas. The Committee considered a reference from Alderman Warshaw to consider whether the City Council should adopt a resolution in support of this referendum. Alderman Collens stated her belief that single member districts promote good government and also afford the opportunity to get Evanston better representation on the County Board. Alderman Morton acknowledged that there might be better representation, but expressed her concern that Evanston could be placed in a district including the City of Chicago. Both Alderman Wald and Alderman Morton expressed concern over the City taking a position on a County matter. Alderman Wald stated that she would not support this resolution due to her concern over where Evanston's district boundaries would be located. -2- The Committee then voted 2-2 in regard to this reference, with Aldermen Wold and Morton votine against a City Council resolution on the referendum. The Committee directed staff to prepare a resolution and cover memorandum from the Rules Committee to the City Council with no recommendation from the Committee. Reference - Consideration of Establishing a Different Procedure for HandlinK Items that Remain on the City Council Agenda for a Prolonged Time. Alderman Morton noted that this matter had come up at the Planning and Development Committee. She stated that some Aldermen believe a better system is needed to indicate when those agenda items scheduled for no action will be addressed by the City Council. Alderman Collens stated that she did not see a problem in carrying items on the agenda which have either been tabled or held in Committee for further consideration. Alderman Wold noted that it is very difficult to project when an item would be considered for action. Alderman Davis suggested that perhaps it would be more efficient to place items which are scheduled for no action at the end of the agenda. Alderman Wold suggested that the Rules Committee may wish to discuss the entire agenda format at a future committee meeting. The Committee also agreed that it would be helpful to receive input from the City Manager concerning the format of the City Council agenda. There being no further discussion, this matter was held over for further consideration. Aldermanic Travel to the National League of Cities 1990 Congrena of Cities The Committee reviewed a request from Alderman Paden to attend the 1990 Conference. It was noted that Alderman Paden had attended the 1989 Conference and had received a reimbursement of $230.22 in excess of the maximum reimbursement of $1,000 established ender the City Council policy. It was also noted that the current City Council policy adopted on August 13, 1990 precluded any alderman from attending conferences or seminars at City expense, if the alderman had been reimbursed in excess of the maximum reimbursement of $1,000 for a prior conference or seminar. Alderman Collens stated that it is possible there was some confusion in the execution of Alderman Paden's travel reimbursement for the 1989 Conference, even though several memoranda had been distributed to the City Council on different occasions regarding the City Council's travel policy. Following further discussion, the Committee voted 4-0 to avvrove Alderman Paden's request to attend the 1990 Conference at City expense, with the understanding that the excess reimbursement of $230.22 would be deducted from the $1,000 maximum reimbursement. This would establish a maximum reimbursement for Alderman Paden's attendance at the 1990 Conference at $769.78. L i -3- Alderman Davis emphasized that she viewed this as a one --time exception to the policy and that it should not be expected to happen again. The Committee concurred with Alderman Davis. The Committee directed staff to prepare a memorandum to Alderman Paden informing her of the Committee's action. There being; no further business, the meeting Was adjourned at 8:20 P.M. Assistant City Manager BJC/Cw cc: Joel M. Asprooth, City Manager DRAFT -NOT APPROVED 1 Minutes of the RULES COMMITTEE Meeting of November 19, 1990 Membere Present: Aldermen Collens, Morton and Wold Membery Absent: Aldermen Davis and Korshak staff Present: Bruce Zimmerman SUMMARY OF ACTION: The Meeting was called to order at 7:05 P.M. MINUTES The Committee voted 3-0 to approved the minutes of the Committee's October 2, 1990 meeting as submitted. 1990-91 CITY COUNCIL MEETING SCHEDULE Following a brief discussion of the proposed 1991 City Council meeting schedule, Alderman Collens moved to recommend City Council approval of this calendar, with the deletion of the December 2, 1991 meeting. Alderman Collens noted that she was recommending, only one City Council meeting in December 1991, with the understanding that the next Rules Committee can reconsider this December meeting schedule if necessary. The Committee voted 3-0 to approve Alderman Collens' motion and the deletion of the December 2, 1991 meeting. CONSIDERATION OF A REFERENCE TO CONSIDER WHETHER THE QUESTION OF THE TUITION TAX SHOULD BE PLACED ON THE APRIL BALLOT AS A REFERENDUM OUESTION At the request of the Committee, staff explained that there was presently an amended Senate Bill being considered in Springfield which would prohibit the adoption of tuition taxes by municipalities. It was noted that this amended bill had been approved by the House of Representatives and was now scheduled for a vote in the Senate during the veto session of November 28 - through 30th. Alderman Rainey stated that she would encourage _ the Council to place the referendum on the April ballot in order to allow citizens to voice their opinion on whether there should be a tax on tuition for the purpose of raising revenue for the General Fund. She stated that she is asking that the exact same issue be placed on the ballot as was vetoed by the Mayor earlier this fall. she stated that she understood that in order for this tuition tax to be constitutional, all institutions of higher learning would have to be taxed. --2-- Alderman Collens stated that she believes Alderman Korshak's memorandum to the Committee on this matter identifies good reasons for not placing the referendum on the ballot. Alderman Collens emphasized her belief that to do so at this time would be counter --productive to future negotiations with Northwestern. Alderman Rainey stated that she disagrees with Aldermen Collens and Korshak 100 percent. She emphasized that the legislation currently being considered in Springfield was not in existence at the time Alderman Korshak wrote his memorandum. Alderman Rainey emphasized that the issue of a tuition tax has been around for years and years, and that she knows only the opinion of those people to whom she has talked about this matter. Alderman Rainey emphasized her belief that residents should have the opportunity to tell the City Council whether there should be a tax on tuition. The Committee noted that the referendum could be moot if the legislation in Springfield is adopted. Alderman Rainey stated that this matter can be held over until a decision on this issue is reached in Springfield. Staff explained that in order for the City Council to place this matter on the ballot, action would be required by the City Council by the second meeting in January, 1991. Alderman Collens stated that she agrees with Alderman Rainey that this matter can be held over. Alderman Morton stated that in no way would she support a tuition tax and that she would be very upset if there is an avenue opened which would allow taxation of students throughout Illinois. She emphasized that she is extremely firm on this. Alderman Morton emphasized that not all students are very wealthy. The Committee agreed to hold over this matter until action is taken on the legislation in Springfield. In response to a question from Alderman Collens, Alderman Rainey stated that the Committee can consider her reference withdrawn if the legislation is adopted. OTHER BUSINESS The Committee agreed that due to the light agenda, the December 41 1990 meeting would be cancelled, and that the next meeting of the Rules Committee would be scheduled for January 8, 1991. There being no further business, the Meeting was adjourned at 7:30 P.M. Acting City Manager E Bx/cw