HomeMy WebLinkAboutMinutes 1988N
Draft, Not Approved
Members Present:
Members Absent:
Staff Present:
Others Present:
Presiding Official:
Summary of Action:
Minutes of the
RULES COMMITTEE
Meeting of January Zb, 1988
Aldermen Brady, Nelson, Warshaw
Aldermen Bleveans, Drummer
Bruce Zimmerman, Assistant City Manager
Aldermen Korshak, Paden
Alderman Warshaw
The meeting was called to order at 7:40 P.M.
Minutes:
:
The minutes of the Committee's October 14, 1987 meeting and the Committee's
Special fleeting of November 9. 1987 were approved as submitted.
Alderman Paden's Reference on Outside Aaencv Fundinq Proposals:
The Committee turned its attention to the consideration of the information to be
provided by outside agencies submitting Funding proposals to the City.
Alderman Paden suggested that the City needs a standard set of criteria for
evaluating funding proposals received from outside agencies. She reviewed her
memorandum to the Rules Committee dated August 14, 1987, anc suggested that
every proposal should include general objectives. specific objectives. purpose,
need, time line, acti,,ities, amount requested. and a summary.
AIOerman .0rsna., asked :lnether a ar": could be Jel.cluped r --uch proposals.
The Committee discussed :,hich type of funding requests should se etaluated on
these forms; i.e. Unified Budget Panel UBP., CDt3G, and Boara and Commission
funding requests. Alderman Nelson suggested that such a form ,ould be helpful
in evaluating requests such as the recent request by the Police Department to
purchase computerized equipment for its crime analvsis program.
The COMM Ittc't' cited a number of examples of funding propos.=: :,r,icr, :t ;,�;•
:vould be appropriate For this form, including the Custer an �e.elopmc�
Project, the Library Building Project. and the Curbside Rec,.c'ing Program.
:was mentioned that UBP and CDBG applicants are already requires tc complete
extensive application forms.
The Committee agreed that a form was needed for funding requests received fro?
outside agencies during the course of the fiscal year. Staf` was asked to
dekelop Such a form and bring a draft to the Committee.
Or
Rules Committee Minutes Page 2
Meeting of January 26, 1988
Alderman Paden's Reference on City Council fleeting Minutes:
Alderman Paden stated that Council minutes often do not make it clear whether an
Alderman is speaking Far or against an issue. She suggested that Aldermen's
comments should not be reported verbatium, but could be presented in a
summarized format that reflects the comments of individual Aldermen.
Alderman Brady -questioned whether there is a practical method for reporting
comments made by the Aldermen. Alderman Korshak suggested that the minutes of
the three Standing Committees could serve as a guide. Alderman Korshak also
offered a written example of a format which he felt better summarizes aldermen's
comments.
The Committee acknowledged that it would be difficult to report the comments of
each Aldermen in the Council minutes, but agreed that more information on
individual comments and on Aldermen speaking for or against an issue would be
helpful.
Alderman Nelson stated that he viould be willing to discuss the Format of City
Council Tninutes with the City Clerk and to convey the Committee's discussion.
Alderman Korshak's Reference on Hirinq a Citv Council attorney:
The Committee turned its attention to the consideration of hirinc_ an attorney to
provide services exclusively for the City Council.
Alderman Korshak emphasized that he is not criticizing either Corporation
Counsel or the Law Department's attorneys in making this reference. alderman
Korshak stated that he believes there are times when the Council or a Council
Committee could benefit from having an attorney who reports directly to the
Council. The Council would obtain the attorney's advice as the need arises, and
utilize the attorney in evaluating matters of a complexity beyond tie Council's
experience.
Alderman Warshao raised the question of whether the Councl: ccu:d submit
questions to the _urr?nt Corporation Counsel and receive rFsc -=e these
questions. Alderman Warshaw stated that she was looking for a -etncd tc avoid
hiring a second attorne,..
The Committee discussed the City Manager's role in requesting leca: opinions and
advice, and reporting legal opinions to the City Council. :der --an %elson
stated that he believed this reference raises an issue o' z^':ic•. kersus
administration. alderman Bradt pointed out that there have bee- '._Pr ,vhen ar
outside attorney has neen k,s(�d for a particular project. She -e--~: ^ec f3:7
housing as a recent issue in L�jhich an outside attorney was used.
The Committee then voted to move into an executive session at :-:00 P.M. to
discuss a personnel matter.
The Committee agreed to recon'o-ne into open session at 9:10 P.P.
Alderman %elson mated that this reference be stricken from ttee's
agenda. alderman Korshak agreed and the Committee voted ^o_p this
reference from its agenda.
,%1
Rules Committee Minutes Page 3
Meeting of January 26, 1988
Alderman Collens' Reference on the Timeliness of the Distribution of City
Council Committee Neetinq Minutes:
The Committee reviewed a memorandum from Alderman Collens suggesting that all
minutes be distributed in the packets as soon as they are typed. Alderman
Collens emphasized that the Council is not always informed in a timely manner of
Committee actions or discussions when a Committee does not hold meetings on a
monthly basis.
The Committee agreed that all Committees, Boards, and Comissions, should
distribute minutes as soon as they are typed and should be marked "Draft, Not
Approved."
Alderman Morton's Reference Concerninq the Dutiesof the Mayor. City Manager and
Citv Clerk, and the Placement of Items on he Council's Aqenda:
The Committee agreed to invite Alderman Morton to a future meeiriq -in order that
she can present her concerns and ideas to the Rules Committee.
Alderman Brady's Reference on Aldermanic appointments to Boards and Commissions:
Alderman Brady asked that staff prepare a summary which indicates the number of
citizen and aldermanic members are currently serving on Boards a7c Commissions.
The Committee briefly discussed whether Aldermen should serte as liaison or
voting members, and agreed to consider this reference at a future meeting.
Alderman Bleveans' Reference on the Scope of the Police Services Committee and
the Lenqth of Citv Council Meetinqs:
The Committee agreed to hold consideration of these references :ntil alderman
Bleveans can present his thoughts and ideas to the Committee.
References From The City Manager's Evaluation:
The Committee then decided to prioritize the three references to the Rules
Committee that resulted from the City Manager's Performance Evaluation. Ther
viere prioritized as follows:
1. Consideration of revisions to the City Manager Evaluation
Process including the Use of Job Performance Goals arc - e
Ilse of pr9fessional HPjp - alderman Wald
1.
Consideration or the Establishment of Goal, frr the
Council - alderman Brady
3. Consideration of the "Procedure and Duties" of the Mn-
City Manager, and City Clerk - Alderman Morton
Alderman Warshar, reported that she would be meeting .iith the Manager ;n
early February to discuss the Council's process for evaluat_- the Manager.
Alderman Warshavr reported that a copy of materials on evaluat:'_ would
by disrr.huted to th,- Fommittee.
Rules Committee Minutes
Meeting of January 26, 1988
Page 4
Alderman Davis' Request Concerninq Her Chairmanship of a National League of
Cities Committee:
The Committee then considered Alderman Davis' request for Rules Committee
approval of her participation this year as Chair of the National League of
Cities Human Development Committee.
The Committee reviewed a memorandum from Alderman Davis. It was noted that
Alderman Davis' service as the Committee's Chair would require that she travel
to out of tot -in meetings on at least Four occasions.
Alderman Warshaw suggested that the Committee should receive information on the
cost of this travel and its impact on the Council's travel budget for FY1988-89.
Staff was asked to provide this cost and budget information at a subsequent
Rules Committee meeting.
The Committee agreed to meet at 7:30 P.M. on Tuesday, February 2, 1988, for the
purpose of considering the references from Aldermen Bleveans and Morton.
The Committee also scheduled a tentative meeting at 7:30 P.'-I. on Tuesday,
February 23, 1988, for the purpose of considering the references made during the
Council's evaluation of the City Manager.
There being no further business, the meeting was adjourned at 9:-4 P.M.
BZ:1r
cc: Joel M. Asprooth
Staff:
Assistant City Manager
Draft Minutes, Not Approved
A
Members Present:
Members Absent:
Others Present:
Staff Present:
Draft -Not Approved
Minutes of the
RULES COMMITTEE
Meeting of February 23, 1988
Aldermen Warshaw, Brady, Drummer, Bleveans.
Alderman Nelson
Aldermen Wold, Morton, Rudy;
Sheila Walsh Richard, Evanston NEWS -VOICE
Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Warshaw
Summary of Action:
The meeting was called to order at 7:45 P.M.
Minutes:
The minutes of the Committee's January 26, 1988 meeting were approved as
submitted.
Committee References:
Alderman Warshaw requested that the Committee first consider whether references
made during the City Council's annual evaluation of the City Manager should be
dealt with in closed session. The Committee accepted Alderman Brady's
suggestion that because References A, B, and C, on the Committee's agenda were
generated during a closed session of the Council, the Rules Committee should
also hold its discussion of those references in closed session. The Committee
also requested that staff evaluate the relevant rules and procedures to
determine the point at which Committee deiberation and action on these
references should be held in open session.
The Committee then voted to convene into a closed session at 7:55 P.M. for the
purpose of discussing personnel matters.
The Rules Committee voted to reconvene into an open session at 8:25 P.M.
Citv Council Rules and the City Code:
The Committee then recognized Alderman Morton, who raised a-ur,:ber of questions
concerning the procedures and duties of elected officials and Boards and
Commissions, which need to be defined and clarified in the C_t. Code and Council
Rules. Among the issues raised by the Alderman were the foll,:i-nq: "1 role of
Boards and Commissions in preparing budgets; (2) City Cour,c:l rules on who
serves as Mayor Pro Tem and Temporary Mayor; (3) the re,.ievj of aldermanic
compensation by a Eton-Aldermanic Committee; (4) the appoint-ent of Board and
Commission members; (5) the duties of the City Manager; and a the appointment
of replacements for the City Clerk. Alderman Morton statec that these were
examples of sections of the City Code and Council rules which needed to be
clarified and defined.
Minutes of Rules Committe Page 2
Meeting of February 23, 1988 `1 �
Following.a discussion of these examples and Alderman Morton's concerns among Committee
members and Alderman Morton, the Committee agreed to place the following reference on
the Rules Committee agenda: Consideration of the procedures and duties of the Boards,
Commissions, and elected officials.
Chafe and Scope of the Police Services Committee:
Alderman Bleveans reported that he had discussed this reference with a number of
Aldermen and found little interest in expanding the charge and scope of the Police
Services Committee. The Committee approved his motion that this reference be removed
from the agenda.
Length of City Council Meetings:
Alderman Bleveans stated that while Council meetings often run long and late, he was
unable to identify any feasible changes which would shorten Council meetings. The
Committee briefly discussed the impact of the consent agenda on the length of Council
meetings. Aldermen Warshaw and Drummer suggested that a memorandum be forwarded to
the Council, encouraging Aldermen to discuss consent agenda items with Committee
Chairmen in order that the item can remain on the consent agenda. The Committee
accepted this suggestion and agreed to remove this reference from its agenda.
Appointment of Aldermen to Boards and Commissions:
The Committee briefly reviewed the summary of Board and Commission membership provided
in the Committee's packet. The Committee requested that the Economic Development
Committee, the Police Services Committee, and the City -Chamber Liaison and School
Liaison Committees be added to the summary.
The Committee agreed to consider this reference at its March 1, 1988 meeting.
Questionnaire on Funding Proposals:
The Committee briefly reviewed a questionnaire to be completed by outside agencies
that request City funding. The Committee asked that staff forward the questionnaire
to Alderman Paden for her comments, and then proceed with implementation of the
questionnaire following Alderman Paden's review.
New References:
Alderman Warshaw asked the Rules Committee to consider the establishment of a City -
Council policy for the cancellation and rescheduling of Committee meetings. The
Committee placed this reference on its agenda for consideration at a future meeting.
The Committee also briefly discussed Alderman Rainey's reference concerning the
referral of issues to Non -Standing Committees, Boards, and Commissions. This
reference was also placed on the Committee's agenda.
f.�
Minutes of Rules Committee
Meeting of Fe-4ruory 23, l988
Page 3
Alderman Davis' Request to Serve As Chair of the Human Development Committee of the
National league of Cities:
The Committee all agreed that Alderman Davis should serve as Chairman of this
NLC Committee. The Rules Committee briefly discussed the travel expense associated
with Alderman Davis' service on this Committee and agreed to accept Alderman Drummer's
suggestion that the general contingency account be used to fund the cost of Alderman
Davis' travel expense.
next Meeting Date:
The next meeting of the Rules Committee was scheduled for 7:30 P.M. on Tuesday,
March 1, 1988.
The meeting was adjourned at 9:30 P.M.
BZ:Ir
cc: Joel M. Asprooth
S t a f f:
Assistant City Manager
DRAFT -NOT APPROVED
DRAFT - NOT APPROVED
Minutes of the
RULES COMMITTEE
Meeting of March 1, 1988
Members Present: Aldermen Warshaw, Brady, Bleveans, Drummer.
Members Absent: Alderman Nelson
Others Present: None
Staff Present: Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Warshaw
Summary of Action:
The meeting was called to order at 7:40 P.M.
Minutes:
The minutes of the February 23, 1985 meeting were approved as submitted.
Consideration of Aldermanic Appointments to Boards and Commissions:
The Committee directed its attention to a summary of City Boards and Commissions
which identified the total number of members and the number of aldermanic
members serving an the Boards and Commissions.
Alderman Brady suggested that the Committee identify the Standing Committee to
which each Board or Commission reports and then decide whether the Board or
Commission should have an aldermanic liaisort or an Alderman appointed as a
member,
Alderman Drummer asked the Committee to clarify the responsibilities of an
aldermanic liaison to a Board or Commission. Alderman Brady suggested that the
liaison should serve as a communicator between a Standing Committee and the
Board or Commission. Alderman Brady also recommended that the Alderman serving
as a liaison would not have to attend all Board or Commission meetings and would
not serve as an advocate for the Board or Commission. alderman Warshaw
suggested that the liaisons would keep Standing Committees apprised of Board and
Commission activities and issues.
The Committee cited the Section on page nine of the City Council's Board and
Commission Manual, which stated, "It is the policy of the Council to appoint an
Alderman as liaison to each Board, Commission, or Committee where this will
enhance the effectiveness and generally assist in the acc=Q lishment of the
Board's objectives." The Committee also cited page ten of ' -F- manual :.hich
specified that aldermen serving on Boards and Commissions ha.- -,r: oi.gatior. to
advocate on behalf of the Board or Commission. Alderman C:e.eans emphasized
that it was important to stress that Aldermen should not be exec'.ed to serge as
advocates.
The Committee agreed with the responsibilities suggested by aldermen Brady and
Warshaw, and proceeded to review each Board and Commission and determine whether
an Alderman should be appointed as a member or a liaison.
Rules Committee Minutes -2- 3/3/88.
Meeting of March 1, 1988
1. Arts Council - The Committee recommended a liaison be appointed by the Human
Services Committee due to the growth of arts in Evanston and the fund raising
actitivies of the Arts Council.
2. Board of Ethics - No aldermanic liaison or appointment.
3. Cable Communications - No aldermanic liaison or appointment.
4. Citizen Advisory Committee on Public Place Names - No aldermanic liaison or
appointment. The Committee did request that a resolution be drafted to define
Committee membership since staff was unable to locate any legislation
establishing this Committee.
5. City -Chamber Liaison - The Committee noted that five Aldermen already serve
on the Committee. The Committee did request that a resolution be drafted to
define Committee membership' since staff was unable to locate any legislation
establishino this Committee.
6. City -School Liaison - The Committee noted that four Aldermen already serve
on the Committee.
7. Civil Service Commission - No aldermanic liaison or appointment.
B. Commission an Aging - The Committee recommended a liaison be appointed by
the human Services Committee.
9. Economic Development Committee - The Committee noted that five Aldermen
serve on the Committee and asked staff to draft a new resolution to reflect the
current number of members and Aldermen serving on the Economic Development
Committee.
10. Environmental Control Board - The Committee noted that Alderman Feldman is
currently serving as a liaison to this Board and recommended that an Alderman
continue to serve.
11. Farmers' Market Commission - No aldermanic liaison or appointment.
12. Flood and Pollution Control Board -- No aldermanic liaison or appointment.
13. Housing Commission - The Committee noted that four aldermen currently serve
on the Commission. The Rules Committee also noted that the Housing Commission
will be rekieviing its membership in the future.
14. Housinq and Community Development Act Committee - %n aldermanic appointment
or liaison.
15. Human Relations Committee - The Rules Committee rpcommenaer. that the Human
Services Committee appoint an alderman to serve as liaison.
16. Ladd Arboretum Board - The Rules Committee recommended that an Alderman be
appointed as a liaison by the Human Services Committee.
.,Coles Committee Minutes -3- 313188
Meeting of March 1, 1988
17. Library Board - It was recommended that the Human Services Committee appoint
an Alderman to serve as liaison.
16. Lighthouse Landing Complex Committee - The Committee noted that Alderman
Collens presently serves as a member of this Committee. Staff was asked to
locate prior legislation establishing the membership of this Committee or draft
legislation if none can be located.
19. Liquor Control Review Board - No aldermanic appointment or liaison.
20. Mental Health Board - It was noted that Alderman Feldman currently serves as
a member of this Board.
21. Plan Commission - The Committee rioted that the City Code specifies that a
member of the Planning and Development Committee and the Administration and
Public Works Committee will serve as ex-officio members. The Committee asked
staff to determine whether any Aldermen are serving in such a capacity. The
Committee agreed to recommend that these two Standing Committees appoint liaison
if ex-officio members have not been appointed.
22. Police Services Committee - It was noted that five Aldermen presently serve
on this Committee.
23. Preservation Commission - It was noted that the City Code called for a
member of the Planning and Development Committee to serve as an ex-officio
member. Staff was asked to determine whether an Alderman was serving in this
capacity. The Rules Committee agreed that a member of the Planning and
Development Committee should be appointed as a liaison if no one currently
serves in this capacity.
24. Recreation Board - The Committee recommended that the Human Services
Committee appoint a liaison.
25. Sign Review and Appeals Board - No appointment or liaison is recommended.
26. Zoning Amendment Committee - No aldermanic appointment or liaison is
recommended
27. Zoning Board of Appeals - No aldermanic appointment or liaison is
recommended.
The Rules Committee asked staff to draft a memorandum from `"e Pules Committee
to thn Standing Committees conveying the Committee's rero—endations. This
memorandum will he reviewed at the next meeting of the Rules. .Dr-mittee.
Cancellation and Reschedulinq of City Council Committee hleet,-111s:
Alderman Warshaw suggested that the Rules Committee develop a policy concerning
the cancellation and rescheduling of City Council Committee 7PPtings. Alderman
Warshaw suggested that the policy should clarify who is responsible for
cancelling and rescheduling meetings, the timing of cancellations, and the
selection of a new meeting date.
The Rules Committee concurred with these suggestions and asked Alderman Warshaw
to draft a policy statement for the Committee's next meeting.
-- .. .. ,gyp•,. �.1.. �. ��,.. �,, �rli!,i.i A. L-FIwh ..IA.dli1A i-L—jL MiwLL'11ti6W�►I�wM�ld -- — J-
Rules Committee Minutes
Meeting of March 1, 1988
-4-
3/3/88
City Council Consultant:
The Committee agreed to meet with the consultant in early April to discuss a
process for conducting the City Manager's evaluation. The meeting was scheduled
Par 7:30 P.M. on April 5, 1988. Alderman Warshaw will contact the consultant to
schedule the meeting.
Aldermanic References to Non-Standinq Committees:
The Committee briefly considered Alderman Rainey's reference concerning the
referral of an issue directly to a Non -Standing Committee. The Rules Committee
noted that present Council rules require that any reference to a Non -Standing
Committee be approved by the City Council, while references to Standing
Committees require no City Council vote.
Alderman Drummer suggested that all references should be made to a Standing
Committee, which would then either consider the reference or refer the issue to
a Non-StandingCommittee for further evaluation. He suggested that such a
procedure would assure that some level of Council Committee consideration is
provided For all aldermanic references. The Rules Committee did not vote on
Alderman Drummer's suggestion, but did ask Alderman Warshaw to discuss this
proposed policy with Alderman Rainey to determine whether it addresses her
concerns.
There being no further business the meeting was adjourned at 9:00 P.M. The next
meeting of the Rules Committee was scheduled for Tuesday, April 5, 1988 at 7:30
P.M.
BZ:lr
cc: Joel M. Asprooth
Staff: V-
Assistant City Manager
Draft - Not Approved
DRAFT - NOT APPROVED
Minutes of the.
RULES COMMITTEE
Meeting of April 5, 1988
Members Present: Aldermen Warshaw, Drummer, Brady and Bleveans
Members Absent: Alderman Nelson
Others Present: Alderman Collens
David Pfleger, Thornton Pfleger, Inc.
Staff Present: Joel Asprooth, City Manager
Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Warshaw, Chairman
Summary of Action:
The meeting was called to order at 7:40 P.M.
Minutes:
Alderman Warshaw moved that the March 1, 1968 minutes be amended to indicate
that five aldermen are serving on the Flood and Pollutior Control Board. and
that four Aldermen are serving on the Housing and CommunitN Development Act
Committee. The March 1, 1988 minutes were approved as amended.
Executive Session on Personnel Matters:
Alderman Brady
moved that
the Rules
Committee mope into an Executive
Session for
the purpose of
discussing
personnel
matters.
The motion r,as approved
-i-0 and the
Rules Committee mo,,ec into ar
;,,pcutl\e
Session at `:=:5
P.M. The
Committee
reconvened into open session at °:Z`
D.M.
There beinc:
no further
business,
the meetinq was ad;ournev at
the
next meeting
of the Rules
Committee
is scheduled for Tues:a,.. t'�a,
at
7:30 P,M.
staff Representative: L
assist ant "t ; !,lanagPr
BZ:lr
cc: Joel M. Asprooth
DRAFT - NOT APc'R(1', ED
DRAFT - NOT APPROVED
' L
Minutes of the
RULES COMMITTEE
Meeting of May 3, 1988
Members Present: Aldermen Bleveans, Brady, Warshaw
Members Absent: Aldermen Drummer, Nelson
Staff Present: Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Bleveans, Chairman
Summary of Action:
The meeting was called to order at 7:35 P.M.
Minutes
The minutes of the Committee's April 5, 1988 meeting were approved as submitted.
Draft Memoranda re: Appointment of Aldermanic Liaisons to Boards and Commissions
The Committee reviewed the draft memoranda recommending that Standing Committees
appoint aldermanic liaisons to several Boards and Commissions. Alderman Brady
expressed concern that aldermanic liaisons might have undue influence over the
deliberations of Boards and Commissions because the liaison might be perceived
as speaking for the City Council. The Committee members discussed the
description of the aldermanic liaison's role that was included in the memoranda.
It was agreed that the memoranda appropriately described the role of the
liaison.
The Committee also discussed whether there was any difference between the role
of an aldermanic liaison and the role of aldermen appointed to serve as
ex-officio members of Boards and Commissions. It was pointed out that the City
Code presently calls for the appointment of an alderman as an ex-officio member
of the Preservation and Plan Commissions. The Committee agreea tnat the roles
were the same and asked staff to clarify the memoranda's language in reference
to aldermanic liaison's and ex-officio members.
The Committee voted 3-0 to approve the memoranda and forward the memoranda to
the Standing Committees.
The Committee also agreed to forward resolutions to the City -cunc.l which would
define the membership of those Boards and Commissions for amen no enabling
ordinance or resolution exists.
Reference on Aldermanic References to Non-Standinq Committees
The Committee discussed Alderman Rainey's reference to consider a policy whereby
an Alderman can make a reference to a Non -Standing Committee without requiring a
vote of the City Council.
Rules Committee Minutes
Meeting of May 3, 1988
-z-
S/13/88
Alderman Brady stated that she did not believe a single Alderman should have the
power to refer a matter directly to a Non -Standing Committee. Alderman Bleveans
stated that he also believed an Alderman should not have this power.
Alderman Bleveans moved that the City Council's current policy on references be
maintained and that the Rules Committee should send a memorandum to the Standing
Committees encouraging timely consideration of references. The motion was
approved 3-0.
The Committee also agreed to send a draft of this memorandum to Alderman Rainey
and to keep this matter on the Rules Committee's agenda until Alderman Rainey
can respond on the Committee's action.
Reference on Establishment of a Policy For Cancellinq and Rescheduling City
Council Committee Meetinqs
Alderman Warshaw reviewed her draft of a memorandum that would define a policy
for cancelling and rescheduling Committee meetings. The Alderman emphasized
that the memorandum was intended to provide guidelines.
The Committee suggested that the memorandum emphasize that Com=ittee chairmen
would cancel and reschedule meetings. The Committee also requested that the
memorandum indicate that cancellations be made a minimum of 48-hours prior to
the meeting if at all possible.
The Committee voted 3-0 to approve Alderman Warshaw's suggested guidelines as
modified and asked staff to prepare a memorandum outlining the guidelines. The
Committee agreed that AldermL.i Bleveans should approve the memorandum which
would then be forwarded to City Council Committees as well as Boards and
Commissions.
Reference on How the Opinions of Ward Aldermen Should Be Considered When The
City Council Deliberates on Matters Affectinq the Aldermen's Ward
The Committee agreed to hold over this reference from Alderman Fbrton.
Alderman Brady requested that the Rules Committee also consider City Council
consideration of economic development proposals which are not supported by the
two Aldermen whose Ward is affected by the proposal. The Rules Committee agreed
to place this reference on its agenda.
City Council Travel Policy
The Committee discussed the use of City Council travel funds For aldermanic
travel to local seminars and workshops as well as the National League of Cities,
Alderman Warshaw moved that all requests for aldermanic travel be forwarded to
the Rules Committee for approval. The Committee voted 3-0 to approve this
motion.
It was agreed that the appropriation For City Council travel should be
considered during the City's next budget process.
j.
1.
0
Rules Committee Minutes -3- 5/13/88
Meeting of May 3, 1988
Alderman Brady moved for approval of Alderman Warshaw's request to attend a
local National League of Cities' Local Community Banking Conference. The
Committee voted 2-0 to approve this motion. Alderman Warshaw abstaining.
Triennial Review of Buildinq Code Appeals Board
The Rules Committee voted 3-0 to recommend City Council approval of the
triennial report of the Building Code Appeals Board.
Aldermanic Contact For City Council Consultant
The Rules Committee unanimously approved Alderman Warshaw as the City Council
contact for communicating with the City Council consultant.
There being no further business, the meeting was adjourned at 8:30 P.M.
Respectfully submitted:-m�'%�'�1%'
Assistant City Manager
BZ:lr
cc: Joel M. Aspraoth
Draft - Not approved
Minutes of the
RULES COMMITTEE
Meeting of June 7, 1988
Members Present: Aldermen Bleveans, Brady, Drummer, Warshaw,
Members Absent: Alderman Nelson
Staff Present:: Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Bleveans, Chairman
Summary of Action:
The meeting was called to order at 7:35 P.M.
Minutes
Minutes of the May 3, 1988 meeting were approved as submitted.
Draft Resolutions Establishing Boards and Commissions
The Committee reviewed copies of draft Resolutions establishing several Boards and
Commissions, which had been established without an Ordinance or a Resolution being
adopted by the Council. The Committee voted 4-0 to approve the Resolutions for
the Citizens Advisory Committee on Public Place Names, the City -Chamber Committee,
and the Lighthouse Landing Complex Committee.
References to Non-Standinq Committees
The Committee Doted 4-0 to approve a memorandum intended tc encourage Standing
Committees to foulard references to `:on -Standing Committees a5 soon as passible.
The Rules Committee asked that this memorandum be forwarded '_ the staff of the
Standing Committees. The Committee also requested that a me-zranoum be drafted
and forwarded to the Cit,, Cleric asking that the Clerk For.,-: to the
appropriate staff person the day folloviing City Council meet.._.
Consideration of How The Opinions of Ward aldermen Should BF. :-_rsidered In City,
Council Discussions
The Committee chose to hold over this reference from '�.--ate 'Morton until
Alderman i•lorton could attend n Rules Committee meeting.
Consideration of the Procedure B� Ahich an Item Is Placed `'e City Council
Aqenda
The Committer briery discussed the procedure by which it— ire oiaced on the
Citv Council agenda and considered a procedure for informing-:,e:-.en :,nen an item
related to his her Ward is to be placed on the Cit,. Council :__-r-a. :t :•,as noted
that staff does attempt to inform Aldermen .vhene�,er issuer their :lard
are to be placed on the agenda.
Rules Committee Minutes -2-- 6/14/88
Meeting of June 7, 1988
The Committee also discussed the fact that the Standing Committee Chairmen and
staff review the Committee's agenda prior to meetings. The Rules Committee agreed
to hold this matter over until Alderman Morton could attend a Rules Committee
meeting.
Consideration of a Policy For City Council Consideration of Proposed Economic
Development Projects Which Are Not Supported By The Two ',hard aldermen Whose Ward
Is Affected By The Proposal
Alderman Brady stated that she had made this reference because she was concerned
that economic development project proposals are prevented from reaching the City
Council when the Aldermen of the affected hard oppose the project. Alderman
Warshaia stated that she did not believe economic development proposals are
necessarily killed when both Aldermen of the Ward oppose the project. Alderman
Bleveans noted that the developer of such projects can still go to the full City
Council when the two Aldermen oppose the project. The Rules Committee agreed that
those aldermen -,hose Uard is affected by the proposal, should seek out the
opinions of other aldermen and should give the developer an woportunity to talk to
other Aldermen. The Committee agreed to remove this reference frogs its agenda.
Consideration of The Chairmanship Schedule of The Standin❑ Committees
The Committee addressed a reference from Alderman Collens suggesting that the
Committee consider the chairmanship schedule of the Standing Committees and the
possibility of using a four month chairmanship, beginning Nith the new City
Council in April 1989, alderman Warshaw stated that she telieves a four month
chairmanship is too demanding on the Chairman. Alderman Bleteans stated that the
longer chairmanship schedule would create more work for the Chairman due to the
amount of preparation required to Chair the Committee meetings. Alderman Drummer
noted that a t►•,o month chairmanship often is not enough time to deal with matters
requiring longer discussion, but agreed that a four mont" =-airmanship is very
long.
Alderman Brady suggested that once an Alderman's chai.-ar,5hio expires, the
Alderman Could remaln In .. r,,.11., fnr a pecif C 3-err,3 �:: `_ C7nSICFrec:
during the Alderman's chairmanship. Alderman Rletieans note^ tnP Plann,ng and
Development Committee had used this approach during its del:Leratlon an the zoning
of Northwestern property. He noted that throughout the Comr-.t'_ee's discussion of
this matter Alderman Allen remained the Chairman. alderman =:ads stated that she
opposes a four month Chairmanship schedule.
Alderman Blekeans mo�,ed t'-)a` t!ie Pules Committee sugge-' )e Stan.dtng
Committees corsi(---er the Use of ,ier"ilnef,t Chairman for a =,4 - 1:''�_: 1`_r" .l,:ch
receives long standing debate. alderman 8le�eans' moticr _-=—e:� _ e 5�-jgclestlon
that the Standing Committees tr} this approach on a trial :_ _3 `or s:x mrinths and
send a report to the Rules Committee. The Committee agren-: se-c a-,emorandun
to all Aldermen expressing this recomrrendation of the ',D_,..1.*ee. The
Committee agreed to maintain t')e current t;Io month cha::- -snlo schedule for
Standinq Committees.
There being no f,irther business. the neetinq etas ad7ourr,er;
'31s�istant`
City 1lanacF:
BZ:lr
cc: Joel M. Asprooth
FT - \nT SPPpni rr)
DRAFT - NOT APPROVED
Minutes of the
RULES COMMITTEE
Meeting of August 2, 1988
Members Present: Aldermen Bleveans, Brady, Drummer, Warshaw
Members Absent: Alderman Nelson
Others Present: Alderman Morton
Staff Present: Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Drummer, Chairman
Summary of Action:
The meeting was called to order at 7:50 P.M.
Minutes
The minutes of the Committee's June 7, 1988 meeting were approved as submitted.
Alderman Morton's Reference On City Council Consideration of the Opinions
of Ward Aldermen
Alderman Morton addressed the Committee and stated that recent Council
deliberations on a zoning matter involving the 2nd Ward had raised the question of
how Far the City Council should go in considering the opinions of the Ward
Aldermen. Alderman Morton stated that the opinions of the Ward aldermen should be
sought on the floor of the Council because the Aldermen do have a feel for their
own Wards and know how their people view the matters under consideration by the
Council.
Alderman Warshaw stated that she believes that early involvement of both aldermen
is important, and suggested that the interests of both Aldermer From the Ward be
sought and considered at the Committee level. Alderman Warsha►+ a+pressed Concern
that Council meetings would be extended if there was a mandator,. requirement that
both Aldermen of the Ward be required to make comments on matters under
consideration by the Council.
Alderman Drummer stated that he believes Council members shou:c be free to vote
their conscience. Alderman Bleveans stated that he believes=:oerTen should be
fully informed about Ward matters, and that Aldermen should ha.- eery opportunity
to make their views known about matters affecting their Warc. :-tit the Council
should ultimately make the decision. Alderman Bleveans (,,:_tier stated that
Aldermen should not have the authority to dictate what happens in their Ward.
Alderman Warshaw stated that she supported the comments made b�-:serman 9leteans.
She suggested that the Council use an early written notice to=_--ermen informing
them that matters are being considered at the Committee lete: --at effect the
Alderman's Ward.
Rules Committee Minutes -2- Meeting of August 2, 1988
The Rules Committee requested that staff draft a statement encouraging Committee
Chairmen and Board and Commission Chairmen to utilize this written notification
and to bring this statement back to the Rules Committee at their next meeting.
The Rules Committee also requested that staff send this draft statement to
Alderman Morton for comments.
Consideration of Changing the City Council Meetinq Night
Alderman Morton stated that the School Districts meet on the same night as the
City Council, and that Council members are precluded from having an opportunity to
attend School District Board meetings. Alderman Brady stated that changing the
City Council night is not a simple matter and suggested that the Committee poll
the City Council as to their interest in changing the meeting night. Alderman
Bleveans stated he would support moving Council meetings to Thursday night, Friday
night, Saturday morning, Saturday noon, or Sunday morning. The Rules Committee
agreed to hold this reference on its agenda and requested that staff prepare a
memorandum to the Committee which would identify the various issues to be
considered in changing the meeting schedule.
Consideration of Ways in Which to Assist the Mayor in Controllinq the Call of the
Wards
Alderman Warshaw explained that Alderman Rainey was unable to attend this
evening's meeting, but had asked her to convey to the Committee her belief that
there should be no debate or questions during the Call of the 'Wards. alderman
Warshaw further stated that Alderman Rainey believes that the Call of the Wards is
intended to be a reporting mechanism and is not an appropriate time to enter into
Council debate. Alderman Rainey had suggested that if some matter needs
clarification it should be placed on the Council agenda.
The Committee then reviewed the section of the City Council Rules that dealt with
the Call of the Wards. The Rules state that the Call of the Wards provide a time
at which each Alderman shall be called upon by the Mayor to present any matter
which that Alderman desires to bring to the Council. Purely administrative
matters relating solely to an Alderman's Ward, and not relating to the City as a
whole are out of order at this Call.
Alderman Bleveans suggested that to address the concerns of Alderman Rainey and to
better reflect the current use of Call of the Wards, this section of the Rules
should be amended. Alderman Brady moved that Alderman Bleveans write a revised
rule and submit this revision to the Committee for its next meeting. Alderman
Bleveans agreed to draft a revised rule on Call of the Wards and this matter was
held over for the next Committee meeting.
Revised Resolution on Liqhthouse Landinq Complex Committee
The Rules Committee voted 4 to 0 to recommend City Council approval of this
Resolution.
City Council Travel to the National Leaque of Cities Conference
Alderman Bleveans suggested that it would be reasonable to limit the number of
people attending the conference to four aldermen. Alderman Warshaw stated that
she believes these conferences are very educational and that ceople who want to
learn more about municipal government should be able to attenc. She stated that
she would hate to see anyone denied the right to attend and suggested that anyone
who wants to go to the conference should be able to attend.
Rules Committee Minutes -3- Meeting of August Z, 1988
Alderman Brady suggested that the Rules Committee should develop a realistic
budget for its travel and training expenses, which should be adhered to by the
City Council. Alderman Brady also suggested that given the unrealistic budget in
the current fiscal year it is difficult to deny requests for travel. She
suggested that the Rules Committee close acceptance of travel requests as of this
evening. Alderman Brady suggested that the City Clerk contact the seven Aldermen
who have expressed interest in attending the conference, confirm their attendance
and then send in reservations.
Alderman Bleveans moved that the number of Aldermen attending the conference be
limited to seven plus Mayor Barr and Alderman Davis, who is presently Chairing a
National League of Cities Committee. Alderman Bleveans's motion also included the
limitation of $1,000 in City support for travel per person. The Committee voted 4
to 0 to approve Alderman Blevean's motion with the understanding that if someone
From this group is unable to attend the conference that there will be no
additions. The Committee also agreed to request that the City Clerk confirm the
Aldermen's attendance at the conference and make reservations.
The Committee also considered the possibility that the December meeting schedule
for the City Council would need to be revised due to the high number of people
attending the conference. The Committee requested that staff prepare a report for
the Council on the December meeting schedule.
Rules Committee Memorandum to the City Council on Standing Committee Chairmanship
Schedule
The Committee voted 4-0 to approve this memorandum and to forward it to the City
Council.
Adjournment
There being no further business the meeting was adjourned at 9:05 P.M.
BZ:lr
cc: Joel M. Asprooth
C�zm,e.o—
Assistant City Manager
DRAFT -- NOT APPROVED
Members Present:
Members Absent:
Staff Present:
Presiding Official:
Summary of Action:
Minutes of the
RULES COMMITTEE
Meeting of September 6, 1988
Aldermen Bleveans, Warshaw, Drummer, Brady.
Alderman Nelson
Bruce Zimmerman, Assistant City Manager
Alderman Brady, Chairman
The meeting was called to order at 7:30 P.M.
Minutes
The minutes of the August 2, 1988 meeting were approved as submitted.
Draft Revision to City Council Rules On Call Of The Wards
Alderman Bleveans identified those sections of the City Council Rules which deal
with the Call of the Wards and references to the City Council Committees. The
sections identified by Alderman 8leveans included Section 2.1.(10), Section 2.6,
Section 6.4, and Section 9.9.3. The Committee agreed that the Call of the Wards
should serve as a reporting mechanism for Aldermen, and that referrals to other
Committees are appropriate during the Call of the Wards. It was agreed that items
requiring debate or a vote should not be considered during the Call of the Wards,
but should be placed on the City Council agenda.
The Committee revised Section 2.1.0 0) to read as follows: Call of Wards at which
time each Alderman shall be called upon by the Mayor to announce or provide
information about any Ward or City matter which that Alderman desires to bring
before the City Council. Administrative matters as well as motions, debate, and
voting are out of order at this call.
Sections 2.6 and 6.4 were left unchanged.
Section 9.9.3 was revised to read as follows: Committees, Boards, and Commissions
composed entirely of Aldermen may consider matters referred to them by the Mayor,
Aldermen, or staff, without the necessity of a vote of the City Council.
References to other Committes, Boards, or Commissions shall be by a vote of the
Council. Committee, Board, or Commission Chairmen may place an item on their
agenda at the request of a citizen. The Committee, Board, or Commission may
accept or deny the reference.
The Rules Committee identified the following Committees, Boards, and Commissions
which can receive references without a vote of the Council: the Planning and
Development Committee, Health and Human Services Committee, administration and
Public Works Committee, the Relocation Sub -Committee, Special City Council Library
Committee, the Police Services Committee, the Rules Committee. and the Budget
Policy Committee.
Rules Committee Minutes -L- meeting or 7/oiao
The Rules Committee voted 4-0 to recommend City Council approval of the revisions
to Sections 2.1.(10) and 4.4.3.
Consideration of Whether the City Council Should Chanqe Its Meetinq Night.
Alderman Brady stated that she had no interest in changing the meeting night. She
stated that the City Council meeting schedule only conflicts with School District
202 and does not see a significant reason for changing the meeting night.
Alderman Brady also emphasized that under the current meeting schedule Aldermen
can use weekends to prepare for the Monday night meetings.
Alderman Bleveans stated that it is very difficult to start the work week with a
late night meeting on Monday evenings. Alderman Bleveans stated that he viewed
Monday night as the worst night for City Council meetings. Alderman Warshaw
stated that she feels the City Council packets are needed over the weekends in
order for Council members to prepare for the meeting. She stated that perhaps
Tuesday night meetings could be a reasonable option. Alderman Warshaw recommended
that this reference be tabled indefinitely until a more reasonable option can be
identified.
Alderman Brady suggested that one alternative would be for Council Committees to
meet from 7:30 P.M. to 8:30 P.M. with the Council beginning at 8:30 P.M. and
ending no later than 11:00 P.M. She stated that an option could also include
placing time limits on the length of Council debate devoted to non -consent agenda
items.
The Rules Committee asked staff to prepare a memorandum identifying options for
limiting discussion at City Council meetings. Examples identified by the Rules
Committee included granting an Alderman only one chance to speak on an agenda
item, limiting an Aldermen's comments to two minutes per item, call of the
question when it is believed that all issues have been addressed. The Rules
Committee voted 4-0 to keep this reference concerning a change in City Council
meeting nights on the Committee's agenda, and also agreed to expand it to include
the consideration of options for limiting the meetings to an 11:00 P.M. ending.
Consideration of Whether All Boards and Commissions Should Have Orientation
Sessions For New Members
Alderman Bleveans moved that all Boards and Commissions provide an orientation
session for new members. This motion was seconded by Alderman Drummer. Alderman
Brady stated that she believes the Chairman and staff ❑f the Boards and
Commissions have responsibility for orienting new members, and that each Board and
Commission should consider the method most suitable for orienting its members.
The Committee agreed that most Boards and Commissions do provide some kind of
orientation for their new members.
The Committee voted 4-0 to direct staff to prepare a draft memorandum from the
Rules Committee to the Chairmen and staff of City Boards and Commissions. The
purpose of this memorandum would be to reaffirm the importance of orientation to
emphasize to Chairmen and staff their responsibility in providing this orientation
and to encourage the Boards and Commissions to develop orientations most suitable
for their purposes.
Rules Committee Minutes -3- Meeting of 9/6/88
.j
Draft Memorandum on Notification of Both Ward Aldermen Of The Consideration of
Ward Matters At the Committee, Board, or Commission Level
The Committee voted 4-0 to approve this draft memorandum for transmittal to the
City Council.
Discussion of an Approach For the Rules Committee to Utilize in Considerinq the
Procedures and Duties of the Boards, Commissions and Elected Officials.
The Committee agreed that they needed more specific information before they could
consider this reference from Alderman Morton. The Rules Committee agreed to
forward a memorandum to Alderman Morton asking her to identify the specific
sections of the City Code which she believes require change. The Committee asked
that the memorandum also ask Alderman Morton to explain her reasons for suggesting
the change and to provide suggested changes in the language of the Code to resolve
the problems that she has identified. The Committee agreed that this reference
remain off the Committee's agenda until further information is received from
Alderman Morton.
Other Business
Alderman Warshaw presented Alderman Rainey's concern over attendance by Aldermen
at City Council Committee meetings. The Committee expressed its concern over the
lack of a quorum at the August 22, 1988 Administration and Public Works Committee
meeting, but agreed that this was an unusual circumstance. Alderman Brady
emphasized that she believes late attendance is into}erable.
Alderman Warshaw stated that Alderman Rainey was requesting a list of attendance
by Aldermen at Standing Committees over the past year. Alderman Drummer stated
that he did not believe such a list of attendance was necessary in order to deal
with this matter. Alderman Brady suggested that the Committee forward a
memorandum to the members of the Administration and Public Works Committee
expressing the Rules Committee's concern over the lack of a quorum at their
meeting on August 22, 1988. It was suggested that the memorandum also emphasize
-ta the importance of notifying Committee staff when an Alderman is either unable
to attend a meeting or will be late. The Committee voted 4-0 to forward this
memorandum in the September 9th packet to the City Council.
The Committee briefly discussed the need for the Rules Committee to address City
Council travel and the City Council December meeting schedule at its October 4,
1988 meeting.
Adjournment
There being no further business the meeting was adjourned at 0:05 P.M.
Staff representative:-BAAA-4z
Assistant City Manager
BZ:lr
cc: Joel M. Asprooth
DRAFT -- NOT APPROVED
DRAFT -'NOT APPROVED
Minutes of the
RULES COMMITTEE
Meeting of October 4, 1988
Members Present: Aldermen Brady, Nelson, Warshaw, Drummer.
Members Absent: Alderman Bleveans
Staff Present: Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Brady, Chairman
Summary of Action:
The meeting was called to order at 7:40 p.m.
Minutes:
The minutes of the September b, 1988 were approved as submitted.
December Meetinv Schedule:
The Committee noted that eight Aldermen would be attending this year's National
League of Cities Conference and consequently would be unable to attend the City
Council meeting scheduled for December 5, 1988. The Committee expressed concern
with the absence of that many Aldermen as there may be a lack of a quorum for the
December 5th meeting. Alderman Brady suggested the December 5th meeting of the
City Council be cancelled. Alderman Warshaw suggested the Council schedule a
regular meeting on December 12th, and then schedule a streamlined shorter meeting
on December 19th, primarily for the purpose of reviewing and approving City bills
and payrolls.
The Committee briefly reviewed a legal opinion from Corporation Counsel on the
steps required for the approval of City bills and payroll should the Council
choose to meet just once in December. The Committee expressed reluctance to take
those steps. Alderman Drummer expressed some interest, however, in pursuing this
question in the interest of some Council members who wish to meet only one time
per month during the summer. Alderman Brady suggested that Corporation Counsel be
asked to update the legal opinion in light of any new legislation that may exist
on this matter. It :vas agreed that consideration of this question be placed on
the Rules Committee agenda in January or February. The Rules Committee then voted
4-0 to cancel the December 5th City Council meeting, schedule a regular Council
meeting on December 12th, and hold a streamlined and short meeting on December
19th for the purpose of approving City bills and payrolls.
Council Travel
In response to questions from the Committee, Assistant City Manager Zimmerman
explained that to date $6,349 had been expended on City Council travel, and
estimated that at least $10,000 would be expended for the year. Alderman Brady
suggested the need for some criteria for preparing the budget for City Council
travel. Alderman Warshaw agreed with the need for a more rational budget, but
emphasized the need to encourage Aldermen to seek education. She emphasized that
conferences and seminars do not represent a major expense to the City. Alderman
Warshaw agreed that a cap should be placed on the maximum amount allocated per
Alderman per trip.
Minutes of Rules Committee -2- Meeting of 10/4/68
Alderman Drummer moved that the budget for City Council Travel in 1989-90 be
$15,000. Alderman Warshaw seconded the motion for purposes of discussion.
Alderman Brady stated that she believes that the number of Aldermen attending the
National League of Cities Conference each year should be limited to six. She
suggested as an alternative to the $15,000 budget, n $10,000 budget which would
include $6,000 For National League of Cities travel; $2,000 to $2,500 for mayoral
travel; and approximately $1,500 for other Aldermanic training and education.
Alderman Warshaw questioned what criteria would be used to determine which
Aldermen go to the National League of Cities conference. She suggested that if it
is worthwhile For six to attend, it is worthwhile for eight to attend. Alderman
Nelson stated that he believes $15,000 For travel is too high. Alderman Drummer
withdrew his motion.
Alderman Warshaw encouraged the Committee to develop a recommendation that could
be approved by the entire Committee. Alderman Drummer then moved that the budget
be set at $10,000 for the City Council with'an additional amount allocated for the
Mayor. Committee members voiced their support for this motion with the
understanding that there would be a $1,000 cap placed on travel per Alderman per
conference or seminar. It was also agreed that all requests for travel would be
submitted to the Rules Committee. There being no Further discussion, the
Committee voted 4-0 to approve this motion.
Consideration of Whether the City Council Should Chanqe Its Meetinq Niqht
and Options for Limitinq the Lenqth of City Council Meetinqs
Alderman Drummer informed the Committee that he would have to leave shortly for
the Housing and Community Development Act Committee meeting. Alderman Drummer
suggested that limiting an Alderman's comments to two minutes in length per agends
item and establishing a time table for the City Council agenda are both options
for shortening the length of City Council meetings. Alderman Drummer then excused
himself From this meeting.
Alderman Brady suggested that the Committee survey the Council on their views of
the options being considered by the Rules Committee. Alderman Nelson stated that
late night meetings are simply not effective and questioned the possibility of
Committee meetings being held on off-Manday nights. Alderman Warshaw stated that
this approach had been considered before, but had not received support. Alderman
Brady questioned whether Committee meetings could be held to one hour in length
prior to the Council meetings. Alderman Nelson stated that he believes most
Committees could complete their agendas in one hour. Alderman Brady suggested
that one approach would be for the Council meetings to begin at 8:30 p.m. with the
Mayor authorized to hold discussions on a single agenda item to no more than 30
minutes in length. She suggested that it would require a two-thirds vote of the
Council to over rule the Mayor in order to allow discussion to continue past
thirty minutes on an agenda item. Alderman Nelson suggested that the Committee
recommend changes in the City Council meeting schedule and process on an
incremental basis.
Alderman Nelson suggested that the Rules Committee Forward a survey to the Council
asking them to comment on their views of Council Committee meetings being held to
one hour in length, with the City Council meetings starting at 6:30 p.m.
Committee members voiced their support For this survey and agreed to attach a
survey of other communities indicating their meeting schedules and meeting
practices.
Minutes of Rules Committee -3- Meeting of 10/4/88
The Committee instructed staff to prepare a draft memorandum and survey for the
review of the Rules Committee at its next meeting. There being no further
discussion the Committee voted 3-0 to authorize staff to prepare a draft
memorandum and survey on holding one hour Council Committee meetings in order to
begin Council meetings at 8:30 p.m.
Revisions to City Council Rules on Call of the Wards and References
Alderman Brady stated that when this proposed resolution was considered by the
Council an September 26, 1988, two Aldermen expressed concern to her about the
proposed resolution. She stated that Alderman Collens believes that debate and
motions should be considered during the Call of the Wards in order to get issues
resolved earlier. She also stated that Alderman Raden had expressed concern that
the resolution, as worded, did not permit Aldermen the same opportunities as a
citizen to make references to non -standing Committees, Boards and Commissions.
Committee members then reviewed and discussed the language for both Section 1 and
2 in the proposed Resolution 45-R-88. It was agreed that it was intended for
Aldermen to have the same opportunities as citizens to make references to
Committees, Boards and Commissions which do not consist entirely of Aldermen. It
was also agreed that it was intended that when the Council makes references to
Committees, Boards, and Commissions which do not consist entirely of Aldermen,
these bodies are mandated to consider the reference.
The Committee then agreed to revise the language of Resolution 45-R-88 to read as
follows:
Section 1: Call of Wards - Call of Wards at which time Aldermen shall be called
upon by the Mayor to announce or provide information about any Ward or City matter
which that Alderman desires to bring before the Council.
Section 2: References - Committees, Boards and Commissions composed entirely of
Aldermen shall consider matters referred to them by the Mayor, Aldermen, or staff
without the necessity of a vote of the Council. References to other Committees,
Boards, or Commissions, which are approved by the City council, shall be
considered by that Committee, Board, or Commission. Prior to approval of such
reference the Council shall have the right to debate the motion for such
reference.
The Committee then directed staff to prepare a revised Resolution with a cover
memorandum from the Committee emphasizing that Aldermen have the same opportunity
as citizens to make references to other Boards, Commissions and Committees, and
also emphasizing the Committee's hope that Call of the Wards would not be used to
discuss items which more appropriately should be placed on either a Council or
Committee agenda. The Committee then voted 3-0 to recommend City Council approval
of the resolution as amended.
Draft Memorandum to Chairm8o and Staff of Boards, Commissions and Committees
Concerninq Orientation
The Committee voted 3-0 to approve this memorandum.
Minutes of Rules Committee -4- Meeting of 10/4/8B
Consideration of a Referendum on a Chanqe From a City Manaqement Form of
Government to a Full-time Mayor and Nine Full-time Aldermen. A citizen is given
the right to recall.
Aldermen Warshaw stated that she likes the idea of full-time elected officials on
a philosophical basis. She stated that she does not know if it would work well in
a City the size of Evanston and suggested that it may be too costly. Alderman
Brady stated that she believes eighteen Aldermen are too many for a City the size
of Evanston. She stated that she cannot imagine a scenario where a full-time
Council and full-time Mayor is needed for a City of this size. Alderman Warshaw
suggested that the staff survey cities of comparable size to Evanston to determine
what forms of government are used in these cities. Alderman Brady suggested that
staff also contact the League of Women Voters in Evanston to obtain a copy of a
study conducted in ,the mid-1970's on the City Manager form of government.
Alderman Brady also suggested that it would be more appropriate to consider this
matter and the size of the City Council when the subject of redistricting ward
boundaries comes up in 1990. The Committee agreed to take no action at this time
and agreed to consider the requested survey on the form of government used in
other communities and the League of Women Voters study. The Committee also agreed
that the most appropriate time to consider this matter would be in conjunction
!vith the redistricting of ward boundaries in 1990.
There being no further business the meeting was adjourned at 9:05 p.m.
Staff representative:_�e+at�
Assistant City Manager
BZ:lr
cc: Joel M. Asprooth
DRAFT - NOT APPROVED
Draft - Not Approved
Minutes
RULES COMMITTEE
Meeting of November 7, 1988
Members Present: Aldermen Drummer, Warshaw, Brady, Bleveans and Nelson
Members Absent: None
Staff Present: Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Warshaw, Chairman
Summary of Action:
The meeting was called to order at 7:00 P.M.
Minutes:
The minutes of the October 4, 1988 meetino were approved as submitted.
Calendar Year 1989 City Council Meetina Schedule
The Committee voted 5-0 to approve the 1989 City Council meeting schedule as
proposed by the City Clerk. It was noted that the 1989 National League of
Cities Conference would be held in late November 1989, and would not conflict
with the December meetino schedule.
Schedullnq of Next Rules Committee Meetinq
Due to the attendance of several Aldermen at the National League of Cities
Conference, the December 6. 1986 Rules Committee meeting rjas cancelled, and the
next Committee meeting is scheduled for November 29, 1988 at 7:30 P.M.
Future Anenda items
The Committee directed staff to prepare a survev to determine Cit. Council
member's interest in havinq Council meetings begin at 8:30 P..'•'. with Committee
meetings beincn limited to one hour in lenoth. The Committee asked that this
survey be for�-,arded to the Council in the November 17, I?A9 packet. The
Committee anreed to consider the results of this survey at the `.ovember �9, 1088
meeting.
There bPino no Further business, the meetino t-+as ad?ourned P.-
Staff Representative:
Assistant City '4anaoer
BZ:Ir
cc: Joel M. Asprooth
Draft - Not Approver!
I Ili 1 1 lip I n Ar 111 11. 1 0 I 1 1if I i 111,
Al f II
DRAFT - NOT APPROVEDi
Minutes of the
RULES COMMITTEE
Meeting of November 29, 1988
Members Present: Aldermen Warshaw, Brady and Bleveans
Members Absent: Aldermen Drummer and Nelson
Staff Present: Bruce Zimmerman, Assistant City Manager
Presiding Official: Alderman Warshaw, Chairman
Summary of Action:
The meeting was called to order at 7:30 P.M.
Minutes
The minutes of the November 7, 1986 meeting were approved 3-0 as submitted.
Survey of City Council Renardinq 8:30 P.M. City Council Meetinqs
Alderman Warshaw noted that she had received an additional response from
Alderman Korshak indicating that he would be willing to try the 8:30 P.M.
meeting starting time. Based on the results of the survey, Alderman Brady moved
that the Committee recommend the City Council begin to start its meetings at
8:30 P.M.. It was noted that indepth agenda items Mould require the Committees
to meet on off -meeting nights. alderman Brady's motion also included a six
month sunset provision on the 8:30 P.M. starting time. The Committee then
discussed Alderman Bleveans' concern that the earlier startinq time would have
no impact on how late the meetings would last, and Alderman 'Aarshaw's question
over whether the change in meeting time should be delayed until the seating of
the new City Council. The Committee agreed that the earlier starting time is
worth a try and that it would be more likely to work v,it7, the old Council
instead of the new Council. It was agreed that the sunset 7rc%.rsion should be
scheduled for four months instead of six months in order to correspond with the
end of the current Council's term. The Committee then voteC 3-n to recommend
City Council approval of an 8:30 P.M. starting time for C.'. Courc:l meetings
with a sunset provision for a reveivi of the starting time months.
1988 Holidav Party
The Committee agreed to hold this year's holiday party in tie parasol Room after
the City Council meeting on December 19th. The Committee d:rected staff to the
Standing Committees to keep their Committee agendas and Cit.. Council agenda as
bare as possible for the December 19th meeting.
Rules Committee Minutes -2- 12/5/88
Meeting of 11/29/88 ,
Survey on Form of Government Used By Other Communities
Alderman Warshaw stated that she is not ready to change Evanston's form of
municipal government but would like to see the League of Women Voters update
their study on Evanston's Form of Government. Alderman Brady and Bleveans
supported Alderman's Warshaw idea. Alderman Bleveans suggested that the
Committee ask Mayor Barr to write the League of Women Voters requesting that
they update their study. The Committee noted that it would be impossible for
the League to complete this study prior to the April 1989 municipal election,
but that the timing would be appropriate for the April 1991 election. The
Committee voted 3-0 to recommend that the Mayor correspond math the League to
request that they update their study and complete their report by the spring of
1990.
Triennial Review of City Boards and Commissions
Alderman Warshaw suggested that on a long term basis it is appropriate for
Boards and Commissions to be reviewed periodically to determine if their
activities are worthwhile. Alderman Brady agreed with the need for a periodic
review of Boards and Commissions and suggested two changes to the current
process. She suggested that instead of the current multiple page form, the
Boards and Commissions be asked to complete a one page questionnaire with three
to Four questions. She also suggested that the Boards and Commissions be
reviewed by either the Rules Committee or a Standing Corr-littee, and not go
through the entire City Council unless there is a proposed change in the
structure or mission of the Board or Commission. alderman 5leveans also stated
his belief that it is not necessary For members of the Boards and Commissions to
be present at the time their body is reviewed. The Committee agreed that the
current process reviewed by both a Standing Committee and the Rules Committee
prior to a review by the City Council, resulted in duplication of effort by
Council Committees. There was also concern that the current process is an
unnecessary burden on the volunteers serving on the Boards and Commissions. The
Committee voted 3-0 to recommend approval to the City Council of a one page
questionnaire with three to four questions focusing on past accomplishments of
the Boards and Commissions, Future goals, and problems being experienced at the
present time. It wns also agreed that the process be amerr,--� . .-c1ude only a
review by the Rules Committee. Staff was directed by the Mies Committee to
prepare a draft questionnaire and memorandum For consideration by the Rules
Committee at its next meeting on January 3, 1990.
Triennial Review of the Electrical Commission
The Committee voted 3-0 to recommend Citv Council approval ^e review car the
Electrical Commission.
Reference to Consider a Process For The Release of Confiden::a! ;nformation
Alderman Bleveans noted that item five on the agenda for t�-_a-eeting should be
amended to read as follows: "Consideration of an approach t_ .eal jith alderman
Bleveans' reference to consider developing appropriate sand_ ns for an Alderman
who releases confidential information to the public." He -_'ed `_hat the word
"reference" should be substituted for the word "response".
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Rules Committee Minutes -3- 12/5/88
Meeting of 11/29/88
Alderman Bleveans noted that the City Council rules lack a process to be
followed if a member of the Council does not believe information labeled
"confidential" should remain as confidential. He noted that there is a section
in the City Council Code of Ethics regarding legal authorization for the release
of confidential information. Alderman Bleveans proposed a process whereby an
Alderman questioning the confidentiality of information would approach either
the staff or member of the Council initiating the information to request
consideration of the confidentiality of the information. He suggested that if
the initiator of the information does not agree with the Alderman's request to
make the information public, then the Rules Committee should consider the
request. Alderman Warshaw expressed her concerns over the timeliness of this
process.
Alderman Brady suggested that any Alderman can call for an Executive Session at
the beginning of a City Council meeting to discuss whether a memorandum is
confidential. Alderman Warshaw stated that this would better address the
timeliness issue. Alderman Bleveans stated that he was attempting to leave the
City Council out of the process until interim steps for review of
confidentiality had been taken. Alderman Brady stated that she believes it is
important for the City Council to deal with this type of question and it is not
fair to require that an Alderman go back to the initiator of the confidential
memorandum. Alderman Brady stated that any three Aldermen can call for an
Executive Session without the vote of the City Council.
The Committee members voiced their willingness to consider an amendment to the
City Council rules in which three Aldermen could call for an Executive Session
at the beginning of a Council meeting to consider the confidentiality of
information labeled "confidential". The Committee agreed to consider this
change in Council rules at its meeting on January 3rd. The Committee members
also expressed the need for City Council consensus on this change in rules and
voted 3-0 to direct staff to draft the proposed language for the change in rules
with a cover memorandum requesting that Council members provide input on the
proposed change in rules prior to the meeting on January 3rd.
Other Business - Per Diem Travel Expense
The Committee requested that staff provide a report presenting the rationale for
the $20.00 per day travel expense in the City's present travel policy.
Selection of a Deleqate and Two Alternates For the National teacue of Cities
Conference.
The Committee voted 3-0 to authorize the eight Aldermen 'ne Conference
to select among themselves a voting delegate and two altm,r,t'? .
the Committee then voted 3-0 to approve a motion to meet in E-e-cutive Session
for the consideration of personnel matters. At 8:55 P.M. Fne Ccmmittee toted
3-0 to reconvene into public session.
There being no further business the meeting was adjourned at �:CC
Staff Representative: v
BZ•lr Assistant City Manager
cc: Joel 11. Asprooth
Draft -Not Approved