HomeMy WebLinkAboutMinutes 1986r
Minutes of the
COMMITTEE ON COMMITTEES
Meeting of January 28, 1986
Members Present: Aldermen Collens, Juliar, Morton, Rainey, hold
Members Absent: None
Staff Present: Thomas R. Carlson, Deputy City Manager
Also Present: Alderman Rudy
City Clerk Rirsten Davis
Presiding Official: Alderman Rainey
Summary of Action:
A quorum being present, Chair Rainey called the meeting to order at 7:30 P.M. in
the Aldermanic Library, Civic Center.
Minutes:
Alderman Wold made a motion, seconded by Alderman Collens, that the minutes of
the November 25, 1985 meeting be approved as submitted. The motion was
unanimously approved.
Triennial Review - Police Pension Board:
It was recognized that the Police Pension Board is actually created under
Chapter 108-1/2 of the State Statute and provides for five members - 2 elected
from the regular police force by active members thereof; 1 member is elected by
and from among the beneficiaries of the Fund; and the third and fourth members
of the Board are appointed by the Mayor of the municipality. It was noted by
Alderman Collens that upon the occasion of the triennial review, that a
discussion was held with members of the Police Pension Board, and that a feeling
of conflict of interest may exist by the Mayor appointing staff members of the
City of Evanston to serve on the Board. Alderman Wold in a motion, seconded by
Alderman Juliar, that a recommendation be made to the Mayor that upon the
occasion of appointment that the fifth member of the Board be a citizen of the
community, and a non -elected non -employee of the City. This would take place
upon the completion of the existing term of Mr. Carlson, Deputy City Manager.
The motion was approved unanimously.
Alderman Collens made a motion, seconded by Alderman Wold, that the Committee
accept the recommendation of the Administration and Public Works Committee and
recommend to the City Council that the Police Pension Board continue in
existence and that the members should be commended for their outstanding service
to the citizens and the Evanston community in general. The motion was
unanimously approved.
R
-2-
References - Alderman Rudy:
Thoughts and concerns of Alderman Rudy in regards to a process of disseminating
information to the general public on major issues being undertaken by the City
Council. The purpose of getting information to the citizens would be to create
an enlightened citizenship that again could show support of the Council as well
as developing an ownership or investment in the decision -making process.
Alderman Rudy is urging members of the City Council to develop an open process
whereby methods would be developed so that the citizens Would feel involved.
Alderman Rudy felt that there needs to be a wide diversified representation on
each of the citizen committees. He feels that many of the citizens are cut-out
of the process but if offered the opportunity, they would become better
informed, and as a result could support the final decision when made. He
suggested brain storming sessions conducted in the Wards, which mould lead to
problem solving sessions.
Alderman Juliar reflected that we need more input from citizens and there has to
be a way to let people know what the issues are. It is the role of the Aldermen
to seek the best advice and counsel available.
Alderman Wold indicated that categorical representation does not always work.
Qualifications and quotas do not work, but diversification of representation
offers the best resolution. Aldermen are elected to make decisions and while it
is advantageous to seek out and try to get a consensus of the constituency, it
is time consuming and not always profitable. It was further disclosed that
Aldermen do have budgetary monies to aid and assist communicating with
constituents and the money is not always used.
Alderman Juliar proposed that each Aldermen might consider sending notices to
neighborhood groups within their respective Wards a list of the issues that are
upcoming in the City Council.
Alderman Collens indicated that the proper mechanics are not available to make
citizens aware of all the issues.
Alderman Wold felt chat Ward Aldermen need to publicize issues affecting their
respective Ward, as well as issues that affect the whole of the City. Each
Alderman is elected to represent his/her constituency, but should not have
tunnel vision concerning only their Ward. They must have peripheral vision to
look at the big picture in terms of total needs of the City.
It was the consensus of the Committee that they shared the concern of Alderman
Rudy, but did not have an answer to his reference but certainly would be aware
of the need that he so eloquently expressed. The process of educating the
public is a continuing one, and the role of Aldermen is to seek the advice from
the citizen who is directly affected. In return it is anticipated that the
citizen will become involved and lay claim to the ownership of investment in the
process.
Alderman Juliar indicated a degree of frustration in getting more and more input
from the citizens and how to go about it to be most effective. Too long a delay
in the legislative process in order to get proper amount of "input" delays the
process, which in his opinion is bad.
M
-3-
Reference - Alderman Summers:
"Consideration of strictly limiting public comment at the beginning of the City
Council meeting to fifteen minutes, with the balance, if any. be taken up after
the Council business is completed."
A number of suggestions as alternatives to the current practice of permitting
public comment at the beginning of the Council meeting were discussed, and staff
was requested to direct a memorandum to the Mayor and Aldermen asking for their
advise and how best to handle not only the problem of extended public comments.
but also Alderman Warshaw's reference "the Committee to consider and recommiend
alternatives to the late endings of Council meetings." The memorandum is to
request that all suggestions go to Chairperson Rainey, so that it may be
discussed at the next Committee on Committees meeting.
Reference - Budget Polio Committee:
"It is r^commended that the Budget Policy Committee consist of no more than four
members with at least one member coming from each Standing Committee of City
Council (except Committee on Committees)."
Alderman Wold motioned and Alderman .luliar seconded, that Policy Resolution
52-PR-84 be amended to increase the number of members from three to four. The
motion was unanimously approved.
Council Rules:
For the next meeting of the Committee on Committees the following actions of the
existing rules will be reviewed by the Aldermen listed:
Sections Alderman
16 Wold
15 and 17 Rainey
18 Morton
19, 20, and 21 Juliar
22, 23, 24, 25 to the end Collens
14.4 Collens
It was agreed that this will be an item on the next Committee on Committees
agenda.
Next Meeting bate:
The next meeting of the Committee on Committees will be held February 25, 1986,
at 7:30 P.M. in the Aldermanic Library.
Adjournment:
Having no further business Alderman Wold made the motion to adjourn, seconded by
Alderman Juliar and unanimously approved. LAWl',ourned at 9:30 P.M.
0 &Le4'�
Respectfully Submits d:
Deputy City anager
Minutes Approved:
TRC:lr
cc: Joel M. Asprooth
Date
Minutes of the
COMMITTEE ON COMMITTEES
Meeting of April 1, 1986
Members Present: Aldermen Collena, Juliar, Horton, Rainey, Wald
Members Absent: Done
Staff Present: Thous R. Carlson, Deputy City Manager
Also Present: City Clerk Kirsten Davis
Mona Khanna, Madill School of Journalism
Presiding Official: Alderman Morton, Chairman
summery of Actioa:
A quorum being present, Chair Morton called the meeting to ardor at 7:35 P.M. in the
Aldermanic Library, Civic Center.
Minutes:
After review of the January 28, 1986 minutes of the Committee on Committees, the
Chair, Alderman Morton declared that the minutes would be approved as submitted.
Alternative City Council and Standing Committees Meeting Schedule:
Alderman Rainey shared a communication from Joel Asprooth, City !tanager, suggesting
that the first and third Monday of each month be reserved for Standing Cittees
meetings only. The second and fourth Monday of each month would provide for City
Council meetings only, and the fifth Monday, which occurs four times each year, would
be free of any meetings. All meetings would start at 7:30 P.M. and would provide an
opportunity for Standing Committees to continue with their deliberations of current
topics as well as provide an opportunity to handle items on the back of the agenda.
Another advantage would be that with the City Council starting at 7:30 P.M.,
hopefully would be able to complete its business by 10 P.M. If this schedule was
adopted, it is felt that an advantage would be for Aldermen to have the ability to
review Committee minutes prior to City Council meetings.
It was fully recognized that greater control of the citizen comment period at the
beginning of each Council meeting is needed. One suggestion was to limit citizen
comments to one meeting per month, which might transfer citizens wishing to make
comments to Committee meetings.
Another suggestion was that Standing Committees Chair might be able to streamline
their presentation of reports to the Council by not repeating docket numbers and/or
ordinance/resolution numbers and just report the item by topic.
There was consensus that the memorandum addressed to Alderman Rainey be distributed
to members of the City Council with an appropriate cover memorandum. The item was
tabled for reconsideration at the next meeting.
Committee on Committees Minutes
Meeting of April 1, 1986
Page 2
Revision of Council Rules:
The Committee continued with its review of the proposed changes of City Council rules
and completed deliberation on all heretofore undiscussed rules. Staff will provide a
typed copy of all revisions and distribute to Committee members prior to the next
meeting, which will provide an opportunity for full review. Upon completion of the
review, City Clerk Davis will provide a cross-check with State Statutes and City
Ordinances to eliminate conflict, and then submit the rules to the Corporation
Counsel for cosmients. When this work is completed, the rules will be submitted to
' the City Council for adoption.
Appointment - Budget Policy Cossaittes:
A recoamieadation had been made by Alderman Horton, Chair, Susan Services Committee,
that Alderman Bath Davis, a member of the Standing Committee, be appointed by the
Committee on Co=ittees to fill the vacancy on the budget Policy Committee. In a
motion by Alderman Rainey, seconded by Alderman Collens, that Alderman Davis be
appointed to the Committee was approved unanimously.
National League of Cities - Representative:
Mayor Barr had submitted a communication to the Committee on Committees, which was a
recommendation that Alderman Davis be confirmed as a representative of the City of
Evanston to serve on the NLC Committee, and that the expenses of such service be
reimbursed by the City. In a motion by Alderman Wold, seconded by Alderman Collens,
the motion for the City to reimburse the expenses was unanimously approved.
Review of Triennial Review Process:
Mr. Carlson gave a brief history of why the process was originated and a description
of how the process functions. The Board/Commission fills out a prepared form that
describes the function of the Board in relationship for the reason of the Board's
existence, and requests a general statement of the purpose or mission of the Board.
The report asks that the Board evaluate its accomplishments, appropriateness of
providing a service or a function, and to register a degree of effectiveness in
accordance with the stated objectives of the Board. In addition. the goals and
objectives of the Board are to be defined as well as a description of how they may
achieve them.
It was a consensus of the Committee on Committees members that the process should
continue, however, the reporting mechanisms of the Standing Committee should be
changed and simplified. Staff was directed to work out the details.
Triennial Reviews:
Alderman Wold made a motion to accept the Triennial Review Reports of the Arts
Council, Commission on Aging, Environmental Control Board, Human Relations
Commission, and Recreation Board be approved as submitted. Alderman Collens seconded
the motion, and the motion was unanimously approved.
' Committee on Committees Minutes
April 1, 1986 Meeting
Page 3
u
Aldermanic References:
A. Alderman Collens - appropriateness of Aldermen conducting Standing Committee
business during the procedure of the "Call of the Wards".
Alderman Collens withdrew this reference from Committee consideration during the
t period of time devoted to review of City Council rules.
B. Alderman Raden - appropriateness of method used to list agenda items on the
yellow City Council agenda.
Alderman Radon will be asked to appear at a Committee on Committees meeting to
explain further her reference.
C. Alderman Wold - the Committee to investigate how the City Council could secure at
no cost, an experienced and knowledgeable parlimentarian.
Alderman Wold made a motion that the City Clerk receive training at City expense, if
necessary, in order that the clerk may serve as parlimentarian to the City Council,
and in this way the person would be fully knowledgeable of the context and
interpretation of Robert's Rules of Order. Alderman Rainey seconded the motion and
during discussion it was felt that the City Clerk had too many duties on the evening
of Council meetings to serve as parlimentarian, and a further suggestion was made to
consider the cost of hiring a parlimentarian in comparison to the cost of training a
person. City Clerk Kiraten Davis was asked to provide information. Alderman Wold
withdrew the motion with the consent of the second motion and asked that the item be
placed on the agenda of the next meeting.
D. Alderman Warshaw - the Committee to consider and recommend alternatives to the
late endings of Council meetings.
This reference will continue to be reviewed and discussed, and will remain an active
reference on the Committee's agenda.
E. Alderman Summers - consideration of strictly limiting public comment at the
beginning of City Council meetings to fifteen minutes, with the balance, if any, to
be taken up after the Council business is completed.
This reference was discussed and the whole of the subject of citizen comments will be
discussed with Mayor Barr through the efforts of Chair Morton.
F. Alderman Warshaw - asked that the Committee consider a recommendation that the
Liaison Committee be expanded to include additional Aldermen so that all of the
demands or requests of Northwestern University could be reviewed by an overview
committee of Aldermen, rather than receive the information in bits and pieces,
currently being provided to the Council.
The Chair, Alderman Horton, was asked to discuss this proposal with Mayor Barr.
C. Alderman Korshak - procedural point (request for clarification) when there are
Aldermen on the Mayor's list desiring to speak on the subject, that they be allowed
to speak before the call for the question is honored or voted upon.
. trsrrra. �.rMr7AMYr' i _ i �yll
1
i Committee on Comittees Minutes
1 April 1, 1986 Meeting
Page 4
Under current practice when the "call for the question" motion is made and seconded,
it takes a majority of Councilmen present to vote in favor of the action defined in
the motion, and if there are a large number of Aldermen desiring to continue the
discussion, the motion can be defeated. Mayor Barr has instituted the practice of
announcing the number of Aldermen yet to be heard when a "call for the question"
motion is made, and when the vote is taken on the motion, the resulting decision is
confirmed by a majority vote. It wan the consensus of the Committee that this
practice continue.
M. Alderman Morton - consideration of the question of whether Council could put a
time limit on the extensions when it meets past ll P.M.
Alderman Morton withdrew the reference.
Alderman Vold made a motion, seconded by Alderman Rainey, to recommend to the City
Council the practice of rotating the reporting of Standing Cm ittees agendas, with
the !Mayor and City Manager being asked to work out the rotation system. The notion
was unanimously approved.
I. Alderman Rudy - the Committee to begin to look and document what an open process
is, so that when we get into these kinds of things, we know what kind of process we
are going to follow, not after the fact but before, so we begin to set the rules
about what an open process is. We need to be thinking about it and we need to
outline what that process is.
Problem of a lack of public relations and urged the Committee to study how the City
could improve it.
In a discussion of the open process described by Alderman Rudy's reference, it was
determined that there needs to be opportunities to communicate with the citizens of
the community over and above that of Standing Committee meetings and action of the
City Council. Alderman Morton described the process used in the community of Winston
Salem, North Carolina, of a leadership Council where representatives of various
segments of the community periodically met to talk about issues confronting the City.
She felt that this kind of process may be modified to fit the needs of the City of
Evanston. In addition, Alderman Wald reminded the Committee members chat Alderman
Collens was disseminating materials received at a recent conference, and that this
topic needs continuing discussions by the Committee.
City Clerk Kirsten Davis has arranged with the EVANSTON REVIEW to list major topic
items of the City Council Agenda in a special feature entitled "City Corners". A
similar effort will be made to project major Council items as well as Standing
Committees considerations utilizing Cable Television.
Next Meeting Date:
The next meeting of the Committee on Committees will be held April 22, 1986, 7:30
P.M. in the Aldermanic Library.
i
Committee on Comittees Minutes
April 1, 1986 Meeting
Page 5
djournment:
Having no further business, Alderman hold made the motion to adjourn, seconded by
Alderman Juliar, and unanimously approvedaAdJJour edat 10:25 P.
Respectfully Submitte.
Deputy City Manager
TItC:lr
cc; Joel M. Asprooth
Minutes Approved: G .2 a, ����
Minutes of the
Committee on Committees
Meeting of April 22, 1986
Members Present: Aldermen Juliar, Morton, Rainey, gold
Members Absent: Alderman Collens
Staff Present: Thomas R. Carlson, Deputy City Manager
Also Present: City Clerk Kirsten Davis
!tons Khanna, Medill School of Journalism
Alderman Raden
Presiding Official; Alderman Morton, Chairman
Summary of Action:
A quorum being present Chairman Morton called the meeting to order at 7 M P.M.,
Aldermanic Library, Civic Center.
Minutes:
The minutes of the April 1, 1986 meeting of the Committee on Committees were
approved in a motion by Alderman Juliar, seconded by Alderman Rainey, and
unanimously approved.
Review of City Council Rules:
A final draft was presented to the Committee of the previous work performed by
the Committee in updating the existing rules of 1982. Several minor changes
were made and the major change was approved in a motion by Alderman Wold,
seconded by Alderman Juliar. After the first sentence of 9.9.3. insert the
words: "A citizen request to place an item on Committee agenda must be referred
through the Chair of the appropriate Standing Committee." The motion to accept
this addition was unanimously approved. Alderman Wald motioned, seconded by
Alderman Juliar, that pending review and scrutiny of the language by the Legal
Department, that the final draft be submitted to the City Council for approval.
The motion unanimously passed.
Plans For Council Party:
The date of Thursday, June 19, 1986, was accepted as the date for the Council
Party with final arrangements to be made. Each member of the City Council and
their guest will be advised accordingly.
Recording of Minutes:
City Clerk Davis had forwarded copies of general guidelines to all staff
personnel in relationship to the art and technique of taking and recording
minutes of Committee meetings. The Committee reviewed the document and it was
accepted as submitted.
J
IP
Committee on Committees Minutes
Meeting of April 22, 1986
Proposal to Adjust City Council and Committee Meetings:
The Chair, Alderman Morton, reported that she had received only four positive
communications from Aldermen indicating their preference to try on an
experimental basis to have the first and third Monday evenings at 7:30 P.M. set
aside for Committee meetings, with the second and fourth Monday evenings for
Council meetings at 7:30 P.H. The Committee deliberated and discussed this
proposal and felt that inadequate response was made to the request for
information.
Alderman Rainey made a motion, seconded by Alderman Juliar, that the Committee
recommend to the City Council for a trial period of June, July and August,
utilizing the second and fourth Mondays of each month, that Standing Comittees
would start at 6:30 P.M. and the City Council meeting at 8:00 P.M. The notion
was unanimously passed and will be presented to the City Council in the form of
a recommendation for their consideration. It was felt that with the one hour
earlier starting time for both the Committees as well as the City Council, that
the Council meeting could end at an earlier time. This decision is in part an
answer to Alderman Warshaw's reference - "The Committee to consider and
recommend alternatives to the late endings of City Council meetings."
Request For Aldermanic Liaison:
In a communication from the Environmental Control Board to the Committee on
Cc ittees, a request was made for an Alderman to serve as liaison person to the
Environmental Control Board . The Committee acknowledged the request and will
ask the Human Services Committee to forward a name to the Committee on
Committees for appointment.
References:
A. Alderman Raden - "Appropriateness of method used to list agenda items on the
yellow City Council agenda." - Alderman Raden was present to discuss her
reference with the Committee and as previously stated, the Committee in its
effort to revise City Council rules, inserted a sentence that will satisfy the
reference.
B. Alderman Wold - "The Commmittee to investigate how the City Council could
secure at no cost, an experienced and knowledgeable parliamentarian." - City
Clerk Davis indicated that she had been unable to contact the appropriate person
to gain information and she will report at the next meeting.
C. Alderman Warshaw - "The Committee to consider and recommend alternatives to
the late endings of Council meetings." - As stated above, the Committee has
approved and will make a recommendation to the City Council that they adopt an
earlier starting time for Committees and City Council meetings. It is
anticipated that if the recommendation is approved, the Council meeting should
end earlier.
Committee on Committees Minutes
Meeting of April 22. 1986
D. Alderman Summers - "Consideration of strictly limiting public co®ent at the
beginning of the City Council meeting to fifteen minutes with the balance, if
any, to be taken up after the Council business is completed." - The Chair,
Alderman Morton. reported that she had discussed the matter with Mayor Harr and
it was the consensus that this proposal would not be workable. Emphasis is
being placed on restricting and/or limiting public comment to fifteen minutes.
The Mayor will be making every effort to do this. This too should limit the
length of City Council meetings, unless the evening Council agenda has items of
great community interest.
S. Alderman Warshaw - "Expansion of the City/Northwestern Liaison Committee." -
The Chair, Alderman Morton. had discussed with Mayor Barr the role of Alderman
Juliar, as the single person who serves on this Committee representing the City.
Alderun Juliar's role is that of liaison and communicator. The Mayor felt that
with her role and that of Joel Asprooth, City Manager, along with Alderman
Juliar, adequate liaison and communication with Northwestern University is
achieved and the Mayor does not feel it is appropriate to expand the membership
at this tim.
F. Alderman Rudy - His references are continuing to be discussed by the
Comittee. as each member has'asked to review the National League of Cities
booklets and when this is completed the Committee will provide a written report
as to its findings and recommendations.
Next Meeting Date:
The -next meeting of Committee on Committees will be held May 27, 1986, 7:30 P.M.
in the Aldermanic Library.
Adjournment:
Having no further business the fleeting was adjourned at 9:00 P.M.
Respectfully submitte • I1• �.
Deputy City Manager
Minutes Approved:
TRC:1r
cc: Joel M. Asprooth
Minutes of the
Cosssittee on Committees
Meeting of May 27, 1986
Members Present: Aldermen Juliar, Collens, Morton, Rainey, Wold
Members Absent: Pone
Staff Present: Thomas R. Carlson, Deputy City Manager
Also Present: City Clerk Kirsten Davis
Presiding Official: Alderman Morton, Chairman
Summary of Action:
A quorum being present, Chairman Morton called the meeting to order at 7:35 P.M.,
Aldermanic Library, Civic Center.
Minutes:
The minutes of the April 22, 1986 meeting of the Committee on Committees were
approved in a motion by Alderman hold, seconded by Alderman Rainey, and unanimously
approved.
Request for Aldermanic Liaison:
The Environmental Control Board has placed a request with the Committee on Committees
for the services of an Alderman to serve as liaison with the Board. A communication
had been directed to the Human Services Committee to seek from its membership an
Alderman who would be willing to serve in this capacity. Alderman Ream was
designated as that person. The recommendation from the Human Services Committee was
confirmed by the Committee on Committees and a communication will be directed to the
Chairman of the Environmental Control Board advising the Chairman of the action of
the Committee on Committees.
Composition of Membership - Committee on Committees:
At a previous meeting, the Committee requested an agenda item be placed on the May
27, 1986 agenda, whereby they may further discuss the composition of membership.
Previous action taken at a meeting in May 1985 of the Committee on Committees,
referred to and following discussion on the matter, the previous decision was
reconfirmed.
Sunset Provision - Citizen Comments:
The Committee discussed the influence of the citizen comments section of Council
meetings, and determined that for the most part this was a positive method of
permitting citizens to address the Council on matters before the Council. The
Committee is proposing changes to the City Council Rules, and the language is being
changed in hopes of curtailing non -related dessertations and the length of the period
devoted to citizen participation. City Clerk Kirsten Davis was asked to prepare a
-z-
statement with more stringent rules that would be available to citizens who desire to
address the Council. Alderman Rainey made a motion to delete the sunset provision
that would terminate the citizen participation rule of the existing Council Rules
effective June 30, 1986. The motion was seconded by Alderman Juliar and unanimously
approved. This action will be recommended to the City Council at its next meeting on
June 9, 1986.
References:
A. Alderman Wold - "The Cossaittee to investigate how the City Council could secure at
no cost, an experienced and knowledgeable parlimentarian." - City Clerk Davis
indicated that she had made several inquiries to locate an experienced parlimentarian
with no success. Alderman Wold indicated a willingness to withdraw the reference,
but asked that the search for the services of a parlimentarian continue.
B. Alderman Rudy_ - "Requests that the Committee begin to look and document what an
open process is, and also is urging the Committee to study how the City could improve
its public relations." - Committee members will continue to study the materials
forwarded from Alderman Collens and this item is to be placed on the agenda for the
next meeting.
C. Alderman Raden - "The Committee to study a request to place a referendum on the
November ballot concerning the "safety seat belt law"." - The subject of holding an
advisory referendum was thoroughly discussed and there was a consensus of opinion
that there was no interest among Committee members to recommend an advisory
referendum on the topic. It was felt that the City of Evanston should not get
embroiled in the merits of a statute approved by the State legislature on this
particular subject.
Length of City Council Meeting
This matter was discussed in recognition of previous references made to the
Coaittee on Committees and several alternative solutions were proposed: It was
recommended that if there is to be a "closed session" at the end of the Council
meeting, that the Mayor should announce this early in the City Council proceedings so
that lengthy discussion of other matters may be curtailed with advance knowledge of
the need for an extended session; also considered was a proposal that if motions are
made to extend the City Council meeting beyond 11 P.M. that it be done in increments
of thirty minutes each. These thoughts will be shared with members of the Evanston
City Council for further consideration.
Mid -Year Discussion - City Manager:
It was the consensus of opinion that the mid -year informal discussion normally held
with the City Manager should be continued and the date of Monday, July 7th, would be
set aside. The meeting would start at 7:30 P.M. and conclude at 9 P.M. The meeting
will be held at the Civic Center.
Next Meeting Date:
The next meeting of the Committee on Committees will be held July 8, 1986, 7:30 P.M.
in the Aldermanic Library. Alderman Juliar will aasume the Chairmanship of the
Committee effective June 3, 1986 and continue through August 11, 1986.
-3-
Adiournment:
Having no further business the meeting was adjourned at 9:10 P.N.
Respectfully Submitt _•�
Deputy City Manager
Minutes Approved:
Date
TRC:lr
cc: Joel M. Asprooth
Minutes of the
COMMITTEE ON COMMITTEES
Meeting of August 26, 1986
Members Present: Aldermen Collens, Juliar, Morton, Wold
Members Absent: Alderman Rainey
Staff Present: Thomas R. Carlson, Deputy City Manager
Also Present: City Clerk Kirsten Davis
Presiding Official: Alderman Wold, Chairman
Summary of Action:
A quorum being present, Chairman Wold called the meeting to order at 7:35 P.M.
Aldermanic Library, Civic Center.
Minutes:
The minutes of the Mav 27, 1986 meeting were approved as submitted in a motion
by Alderman Collens, seconded by Alderman Morton and unanimously passed.
Request for Aldermanic Travel:
The *rational League of Cities Annual Conference to be held in San Antonio,
Texas, November 29 through December 3, 1986, had been advertised to all Aldermen
with directions that if any- Aldermen could make arrangements to attend, their
names should be .forwarded to the Committee for consideration. Alderman Ream was
the only person to submit a request and this was approved in a motion by
Alderman Juliar, and seconded by Alderman Morton, and approved. Citv Clerk
Davis was requested to place another notice in the Aldermanic packet to
determine if any other aldermen would like to attend and that response, is any,
would be forwarded to Alderman Wold.
Review of Council Rules:
The Rules as finalized by the Committee had been forwarded to the Citv Clerk for
review of State statutes and then forwarded co the Legal Department for any
adjustments or changes thought appropriate. A final draft had been returned to
the Committee for final review prior to submission to the City Council, proposed
for September 8, 1986.
Alderman Morton directed an inquiry to the City Manager to clarify how items are
placed on the Council agenda and asked that the procedure or guideline followed
by the Manager be shared with members of the City Council. There was also
consensus that appropriate wording be placed on the Council agenda such as the
following: "Agenda items may be held over in Committee meetings and may not be
discussed by the City Council tonight."
On Rule 6.2 the language reads: "Sign their names and addresses" as a proposed
change.
Rule 14.5: "The Mayor shall have authority (on his own initiative)" strike the
whole of the parenthese and its language.
With these minor revisions the Committee approved the Council rules in a motion
by Alderman Juliar, seconded by Alderman Collens, and unanimously approved.
References:
Both of Alderman Rudy's references will be a special order of business at the
September 30th meeting of the Committee, and Alderman Rudy will be asked to be
present. Alderman Collens will prepare a report for distribution to other
Committee members in relationship to references of Alderman Rudy.
Illinois Municipal League:
The Annual Conference of the Illinois Municipal League will be held in Chicago,
September 17 through September 22, 1986, and all Aldermen received notices of
the meeting. To date no one has requested the opportunity to attend. Chairman
Wold acknowledged the conference and tabled the topic.
Electoral Board:
City Clerk Davis announced that the Electoral board would meet Friday, August
29, 7:30 P.M. to conduct a hearing on a proposed advisory referendum to be
conducted in November, in regards to the Research Park. The Electoral hoard
consists of Mavor Barr, Alderman Nelson, City Clerk Davis.
Next Meeting Date:
It was a consensus of the members present that the practice of meeting on the
evening following a City Council meeting was not good and an adjusted meeting
schedule was proposed. The Committee would meet on Tuesday, September 30;
Tuesday, October 28, and that a combined meeting for November and December would
be held on Tuesday, December 2. All meetings will start at 7:30 P.M. and be
held in the Aldermanic Library. Alderman Wold assumed the Chairmanship on
August 12, 1986, and will continue through October 20, 1986.
Adjournment:
Having no further business the meeti wa djourned at 8:30 P.M.
Respectfully Submitte
Deputy City Manager
TRC:lr
cc: Joel M. Asprooth
Minutes of the
Committee on Committees
Meeting of September 30, 1986
Members Present: Aldermen Collens, Juliar, Morton, Rainey, Wold
Members Absent: Bone
Staff Present: Thomas R. Carlson, Deputy City Manager
Also Present: Alderman Rudy, Davis Pfleger, Observer
Preceding Official: Alderman Wold, Chairman
Summary of Action:
A quorum being present, Chairman Wold called the meeting to order at 7:40 P.M.,
Aldermanic Library, Civic Center.
Minutes:
The ainu:es of the August 26, 1986 meeting were approved as sub:sitted in a
notion by Alderman Morton, seconded by Alderman Collens, and unanimously
approved.
Agenda PrenGration:
Chairman Wcld asked that the minutes reflect the receipt of a communication from
Ci:v "tanager Asprooth and asked that the communication be studied by Committee
members and that it would be a topic of the next meeting of the Committee on
Committees. October 26, 1986.
Standing Co=ir.tee Appointment:
The newly appointed Alde=an Joanne Masuret, was considered for appointment to a
Standing Committee and in a motion by Alderman Rainey, seconded by Alderman
Morton, the appointment was made to the Administration and Public Works
Committee. The motion was unanimously approved.
References:
Alderman Rudv had made two references to the Committee on Committees and was
present to aid in the discussion of the references, in describing the
references Alderman Rudy felt that when Council action is to be taken that would
affect citizens of the community, the citizens are to have input on the action
to be considered. He asked what kind of process do we need to have in place in
order that the people would have the opportunity to make the input?
Committee on Committees !Minutes Palle 2
Meeting of September 30, 1986
During discussion Alderman Wold indicated citizens have the obligation to become
informed. We have a representative form of government and people desiring
information should contact their elected representative. Alderman Rudy felt
that there was a greater need to develop processes that would enhance
understanding of the public. Alderman Juliar proposed the public must
understand that we have a representative form of government not a true
democratic society. The City Council must try to inform the public as to what
the Council is considering. A well-informed public is the goal but how do we
achieve it?
Alderman Morton indicated that steps have been taken by providing an opportunity
for citizen comment prior to the start of Council meetings and publishing
agendas in the Evanston Review. Council members represent all citizens of the
community, not only the vociferous ones, but also the silent majority. Indepth
information on each and every issue is difficult to distribute to all concerned
citizens. She felt that verbal abuse of Council members cloud the issues and
some how should be eliminated.
Alderman Rudy proposed that prior to City Council calling, for a vote on an
issue, there is Need to get citizen. input. Opportunities for dialogue must be
establishes, even if its necessary to modify the Council or Standing Co=ittee
approach to a decision -making process. Alderman Callens reflected that it was
difficult to get information out to the citizens and to receive appropriate
responses back. It has been a practice that apparently people who don't like
the answer given to them or don't like the outcome of a proposed decision, claim
that sufficient information had not been distributed. We lack regular means cf
communicatio- with the citizens. She felt :hat annual, semi-annual or quarterly
Newsletters or forums ought tc be conducted in each Ward and should be a
standard procedure.
Alderman Mcrton stated that Aldermen are not insensitive to the needs of
citizens. Aldermen are doing ` public service. in addition to being Aldermen
many of the= have lobs of 'livelihood and that they just don't have all of the
time necessary nor resources necessary as true politicians do. She felt that
the City Counci: of Evanston should hire a public relations person with the
skills necessary tc develop news stories and place them in the proper media in
an attempt to get information to the citizens.
Alderman Wold described the role of a potential information officer having
responsility for the publishing of the newsletter, which could come out of the
City Manager's Office, but due to cut -back in the office staff does not allow
for expansion, content of the newsletter and distribution,. Alderman Rainey
commented on the policy of the proposed newsletter as tc the proble= of
timeliness in reference to the issues of the City Council as well as how
controversial items would be handled. Alderman Collens indicated that the
newsletter distribution would be very important, that basically it would
highlight Council action taken since the last issue. Shy felt that the
newsletter would not become a tool of advocacy, but it would describe newsworthy
items by making announcement of items to appear in the future City Council
meetings.
Chairman cold indicated at this particular time that she would like to draw the
discussion to a close and asked Alderman Rudy to return at the October 28
meeting, so that further discussion could be made of this topic.
Commit tee on Committees Minutes
Meeting of September 30, 1986
Page 3
Citizen Participation:
Mayor Barr had made a reference to the Committee on Committees to review the
practices that currently were in vogue concerning citizen participation as an
entity of City Council meetings in hopes that certain improvemenr.s could be made
to the satisfaction of the citizen desiring to address the Council as well as
provide information to Council members. Suggestions from Aldermen and staff
were considered and a preliminary report will be addressed to the City Council
for their October 6, 1986 tweeting. The topic will continue to be explored and
discussed by Committee members on the next agenda. City Manager AST. -ouch and a
member of his staff will be asked to attend the next meeting.
1987 Calendar Plannin,R:
A communication from City Clerk Kris Davis was introduced and Chairman Wold
asked that this be held over to the next meeting.
Sex: Meeting Dare:
next
helmeeting of the Committee on Committees will be October 26, 1986, 7:30 P.M.
Alde-manic Library.
Ad ;our=en:
Havin. ne further business the meet- adjourned at 9:40 P.M.
Respectfully Submit d _ /
Depu:y C:zy !anager
TRC:lr
cc: Joel M. Asprooth
Minutes of the
Committee on Committees
Meeting of October 28, 1986
Members Present: Aldermen Collens, Rainey, hold
Members Absent: Aldermen Juliar, Morton
Staff Present: Thomas R. Carlson, Deputy City Manager
Also Present: Rirsten Davis, City Clerk
Presiding Official: Alderman Collens, Chairman
Summary of Action:
A quorum being present, Chairman Collens called the meeting to order at 7:40
P.K., Aldermanic Library, Civic Center.
Minutes:
The minutes of the September 30, 1986 meeting were approved as submitted in a
motion by Alderman Wold, seconded by Alderman Rainey, and unanimously approved.
Communications:
A memorandum from the City Manager in regards to agenda preparation was tabled
pending the presence of Alderman Morton, who requested the information.
1987 Council Calendar:
Mr. Carlson presented a proposed schedule of City Council meetings to be held in
1987, and explained that the normal schedule of meeting the second and fourth
Monday of each month would be interrupted primarily in the months of April and
December due to holidays, and suggested alternate dates. Discussion ensued and
a motion was made by Alderman Wold, seconded by Alderman Rainey to accept the
proposal and it was unanimously approved. The schedule will be reported to the
City Council at the next Council meeting scheduled for November 10, 1986. It
was requested that Township Supervisor Summers be advised that due to the Jewish
holiday of Passover that it would not be proper for the City Council to hold the
Annual Township Meeting on April 14.
Evaluation Session - City Manager:
Saturday, January 10, 1987, was selected as the date for members of the City
Council to meet with the City Manager in closed session to discuss various
matters before the Council in relationship to performance. The meeting will be
held at 9:30 A.M. in Room 2401, Civic Center. The evaluation form was reviewed
and changes made. Alderman Rainey will be Chairman of the Committee on
Committees at the time of the evaluation session, and all forms are to be
returned to her. Members of Council are asked to submit individual questions to
the Manager by Monday, December 22, 1986, so that he may have time to prepare
proper responses. The form will be placed in the hands of Councilmen in the
packet of December 4, 1986, and asked that they be returned to Alderman Rainey,
Monday, December 22, 1986, a regular Council meeting.
Minutes of Committee on Committees
Meeting of October 28, 1986
References:
Page 2
The two references of Alderman Rudy were tabled as Alderman Rudy was attending
another meeting and could not be present.
Chairman Collens called the attention of the Committee to a newspaper article
describing a Chicago project that would develop effective public -private
interaction. The study recommends the creation of a broad coalition of civic
leaders capable of formulating a single municipal agenda all sides can agree
upon. Chairman Collens asked that all members of the Committee on Committees
and Alderman Rudy receive copies of the newspaper article and the executive
summary. This topic will be placed on the agenda of future meetings.
Citizen Participation:
A discussion was held as to the progress being made on this respective topic.
Some additional thoughts were made on how we may convey to the general public on
how the Standing Committee system Works, and if they have information they would
like to present to utilize the proper Standing Committee where full discussion
can result rather than utilizing the format of the City Counci. It was stressed
that City Council meetings should start on time and every effort will be made to
bring this practice to exist. City Clerk Davis was asked to draft a flyer that
would accompany the sign-up sheet for citizen comments, so that the general
public may have more explicit instructions on how the system works.
City Clerk Davis also described the process known as "Consent Agenda" that might
be introduced to help expedite City Council meetings. More information was
requested for our next meeting.
Next Meeting Date:
The next meeting of the Committee on Committees will be December 2, 1986. 7:30
P.M., Aldermanic Library.
Adjournment:
Having no further business the meetin was adjourned at 9:50 P.M.
0
L
Respectfully Submitted
Deputy CitC44-v�
y nager
TRC:lr
cc: Joel M. Asprooth
Minutes of the
COMMITTEE ON CO�DIITTEES
Meeting of December 2, 1986
Members Present: Aldermen Juliar, Morton, Rainey and Told;
Members Absent: Alderman Collens
Staff Present: Thomas R. Carlson, Deputy City Manager
Also Present: Kirsten Davis, City Clerk
Presiding Official: Alderman Wold, Chairman
Summary of Action:
A quorum being present Chairman Wold called the meeting to order at 7:40 P.M.,
Aldermanic Library, Civic Center.
Minutes:
The minutes of the October 28, 1986 meeting were approved as submitted.
Communications:
The mPmcrindum from the City Manager in regards to agenda preparation was
reviewed and the biggest concern was that of some items being on Committee
agendas were on the same evening placed on the City Council agenda for Council
action. In some cases this is proper, but in other instances members of the
Council feel that necessity exists to have time between Committee actions and
Council discussion in order to get facts. An example of such was the "Research
Park Condemnation Procedures." It was felt that this item was rushed through
and Aldermen were not ready to vote on the item.
The City Manager is being invited to the January 6, 1987 meeting of the
Committee to discuss this topic. The item was tabled until that date.
1987 Schedule of Meetings:
Mr. Carlson presented the proposed schedule for Committee meetings for 1987 and
Alderman Rainev made a motion, seconded by Alderman Juliar, that the Committee
meet the first Tuesda f each month, except April when the meeting will be held
on the third Tuesday. The motion was unanimously approved. The first Tuesday
of the month was selected to avoid conflict with Council meetings held on Monday
evenings as well as conflict with other Council committees.
Council Holiday Party Plans:
Following the completion of the Council meeting on Monday, December 22, 1986,
plans for observing the holiday will be executed. Invitations will be sent to
members of the Council and Department Heads.
Minutes of Committee on Co=nittees Page 2
Neeting of pecember 2, 1986
Chicago Studv:
In the absence of Alderman Collens, Alderman Wold related that it was the desire
of Alderman Collens to have a copy of the Chicago Study made and forwarded to
Alderman Rudy for his observations and comments. This subject was tabled until
the next meeting January 6, 1987.
Consent Agenda Procedures:
City Clerk Davis presented information on consent agenda procedures for the
committee to study. The Chair asked that this item be tabled and that City
Manager Asprooth be requested to attend the January 6, 1987 meeting in order
that a full discussion may be held.
Reference:
Alderman Rudy's references (2) were tabled pending further discussion about the
Chicago Study (see above). There was concurrence that in January, the Committee
would make an all out effort to conclude topics on agenda preparation; Chicago
Study; Consent Agenda Procedures; and citizen participation. It is anticipated
that the February agenda be devoted to Alderman Rudy's references.
It was suggested by Alderman Juliar that a memorandum be directed to the mem},ers
of the City Council tailing to their attention that Council Rules have been
introduced, approved, but have not yet been printed pending further revisions
and/or additions. Councilmen should be reminded to utilize the new Rules and if
necessary additional copies of such should be made available to them. Staff
will direct the memorandum and make the Rules available.
A further suggestion was made by Alderman Wold, that in each Aldermen's desk a
copy of a Zoning Map, a copy of the City Council Rules, and a copy of a Ward Hap
oe made available for ready references. City Clerk Davis will make these items
available.
Next Meeting Date:
The next meeting of the Committee on Committees will be January 6, 1987, 7:30
P.M., Aldermanic Library, Civic Center.
Adjournment:
Having no further business the meeting was adjourned at 8:35 P.M
Respectfully Submits d: /!I„�`7v���, 1 /'�✓1r
Deputy City Manager
TRC:lr
cc: Joel M. Asprooth