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HomeMy WebLinkAboutMinutes 1987Members Present: Members Absent: Staff Present: Also Present: Presiding Official: Summary of Action: Minutes of the CI fTiI TTEE (IN C01#11 T TEES Meeting of .January 6, 1987 Aldermen Collens, .Iuliar, Horton, Rainey and Wold None .Joel Asprooth, City Manager Thomas R. Carlson, Deputy City Manager Kirsten Davis, City Clerk Aldermen Rainey, Chairman A quorum being present Chairman Rainey called the meeting to order at 7:35 P.H., Aldermanic Library, Civic Center. llinutes : the minutes of the 'December 2, 1966 meeting were approved in a motion by Alderman .luliar. seconded by Alderman Wold and unanimously approved. Agenda Preparation: City manager Asprooth was present to discuss the contents of his September 29, 1986 memorandum to members of the Committee on Committees in regards to Standing Committees and City Council agenda preparation. Alderman Morton feels that more time needs to exist after Committee deliberation and review of a subject before an item is placed on the Council agenda for a vote. It was also pointed out that under our current rules Aldermen have the privilege of items being placed directly an the Council agenda without due consideration of Committees end'or the respective Chairman of Committees. circumstance cited was the proposal of free distribution of cigarettes and the item was placed directly on the Council agenda and a Committee did not have the opportunity of reviewing or debating the topic, thus resulting debate was held on the floor rather than in Committee. Another item of concern was when insurance was required of the First Baptist Church in regards to the subject of the homeless. It was felt that perhaps there could be a definition of miscellaneous items that could go both to Committee and Council agendas on the same night. Major items could be delayed at least one meeting between Committee debate as cell as Council request to vote. Alderman Pollens felt that even though problems have existed with the present method of panda preparation, problems have not been too great. Also cited was the change . marking agenda items such as "For decision - for adoption - for introduction" have been helpful and provides clarification as to intent. This process should continue. Minutes of Committee on Committees fleeting of January 6, 1987 Page 2 Alderman ',+old felt that the current process should continue and if an item is moving too fast on the Council floor it can be referred back to Committee. Alderman Morton felt that what we currently have is a flawed system and that corrections should be made in order to provide a better system. She felt that no Alderman should be able to bring an item to the floor without going through a Committee and the respective Chairperson. Alderman luliar stated that the present system of preparing Council agendas is subject to abuse, but in his opinion there has not been substantial abuse made. Alderman Rainey felt that there was no problem existing with the preparation of both Committee as well as Council agendas. City flanager Asprooth defined a long standing problem of "the authority of a Standing Committee". was in his opinion a Standing Committee is responsible for recommending a position, but does not have authoritative power to drop or disregard an item placed on their agenda. Can a Committee kill an item or must the item be reported in its finality and disposed of solely by the Council. It was in fir. Asprooth's opinion that there are some things that can be held up in Committee for long periods of time, but eventually a decision needs to go to the City Council for disposition. Motion: Alderman Woad made a motion to keep things as they are - staff is to communicate with Committee Chairpersons, not only to determine a Committee agenda item, but also to determine Council agenda items. - There are Fite Aldermen on the Committee on Committees to watch the current process, evaluate, and if necessary, make a recommendation to the new Committee on Committees for change. Alderman Collens seconded the motion, and the motion was unanimously approved. Chicago Project: After a brief discussion, Alderman Collens made a motion to drop further review of the Chicago Project and to incorproate the findings into a discussion with Alderman Rudy at a future meeting. Alderman Wold seconded the motion, and it was unanimously approved. Consent Aqenda Procedures: City Clerk Davis explained that in her research of the topic, there could be a separate portion of City Council agendas whereby non -controversial items would be lumped together and passed by the Council in an unanimous vote. Should any Alderman want to raise a question or separate a vote, it would be the privilege of that Alderman to request such of the Mayor and the item would be withdrawn from consent agenda and placed on the respective Committee agenda and deliberated at a later time. Minutes of Committee on Committees Meeting of January 6, 1967 Page 3 Motion: Alderman Wold made a motion that a Resolution be prepared for Council consideration that would provide for an amendment to the City Council rules to enable the Council to utilize a trial period of six months with consent agenda procedures at work. The motion was seconded by Alderman Morton, discussion followed and the motion was unanimously approved. Public Information: City Clerk Davis presented a recommendation in regards to a fact sheet that would be made available at City Council meetings that would provide general information about the Council meetings. Suggestions were offered for change and City Clerk Davis was directed to place the resulting information sheets in use as soon as possible. Citizen Participation: It was requested of the Aldermen present that this topic be placed once again on the agenda and provisions for other thoughts on how communications may be increased to the citizens of the community discussed. Ne%t t$eetinq Date: The next meeting of the Committee on Committees will be February 3, 1987, 7:30 P.N., Alderrrianic Library, Civic Center. Ad_Iournment : (laving no further business the meeting was adjourned at 8:55 P.N. Respectfully Submitted; 4X4064�•�._ Deputy City Manager TRC:lr cc: Joel M. Asprooth Minutes of the COMMITTEE ON COMMITTEES Meeting of February 3, 1987 Members Present: Aldermen Collens, .luliar, Morton, Rainey Members Absent: Alderman Wald Staff Present: Joel Asprooth, City Manager Sally Roethle, Assistant to the City Manager Thomas R. Carlson, Deputy City Manager Presiding Official: Alderman Rainey, Chairman Summary of Action: A quorum being present Chairman Rainey called the meeting to order at 7:40 P.M., Aldermanic Library, Civic Center. Minutes: The minutes of the January 6, 1987 meeting were approved in a motion by Alderman .luliar, seconded by Alderman Morton and unanimously approved. Executive Session Material: The Chair described a reference from Alderman Raden whereby she had expressed a difficulty to grasp material offered to the Aldermen in Executive Session following a Council meeting which could occur late at night or early in the morning, and wondered if a degree of this material could not be presented in a normal manner with the delivery of the packets on Thursday evening. The materials presented at the closed session are confidential and there is a large concern on the part of Committee members that many topics are sensitive in nature and confidentiality must be maintained at all costs. A suggestion was made that Executive Sessions might be held earlier in the evening, either prior to the start of the Council meeting or after Council had convened and the session for citizen comments was completed. It was felt that any delay at the starting or the completing of the Council meeting would not be in good taste for the many people who were in attendance at the Council meeting with the expectation of being present when respective subjects were discussed. An Executive Session could last beyond a normal reasonable time and a discourtesy would result to the citizens who were attending the meeting. The City Manager indicated that on some occasions advance materials for an Executive Session could be placed in the packets, especially when all of the details are known prior to noon on Thursday preceding the Monday of a Council meeting. Sometimes last minute details are worked out in relationship to litigation and land acquisition, and it may not be possible to include advance material in the packet. fir. Asprooth will explain his thinking to the Aldermen at the forthcoming Executive Session on Monday evening, February 9, 1987. Committee on Committees Minutes Meeting of February 3, 1987 Page 2 It was pointed out that it is the Alderman's job to protect the confidentiality of government operations for the City of Evanston, recognizing full well that there are various degrees of sensitivity in each respective topic and the integrity of each Alderman must be maintained. Citizen Awareness Concepts: The Chair reflected the concerns of the Committee members that would provide greater utilization of Cable TV to bring about public awareness of the needs of the City of Evanston as well as the problems that are being encountered. MS. Roethle indicated that we have equipment on hand that could be utilized but there was a scarcity of staff time available. An intern will shortly be joining the staff which will permit additional programming to be developed. It was her thought that 10 to 15 minute pre -taped programs could be developed around issues that are timely and appropriate. These could be shown prior to the start of City Council meetings, at recesses and,'or upon the conclusion of the Council meetings. To date there are 7,033 subscribers to Cable TV with 20,000 households, and it was further stated that a high percentage of the viewers do tune in to City Council meetings. Another concept would be for a moderator to be selected plus panel members to discuss various issues that the Council is currently discussing. Other suggestions included a descriptive expose of the work that Boards and Commissions do for the City. Certainly community volunteer agencies could also be exposed through the use of the Cable TV. other suggestions included the Sign Ordinance slide show; Preservation Award Ceremony; and other work of Boards and Commissions. If a series of topics were pre -taped these could be shown at regular intervals plus the utilization of tapes in reference to current issues. Councilmen would rotate each meeting, taking their turn to moderate the panel and,'or to present topics. These could be taped prior to the Council meeting but another suggestion would be a program that could be shown prior to the Council meeting whereby someone would brief the topics on the agenda. This might be done by the Mayor. City Clerk, and'or an Aldermen. Ms. Roethle is to return at the March 3rd meeting of the committee with a report and a suggestion as to prioritization of efforts. National teaque of Cities: - Alderman Davis submitted a communication to the Committee on Committees making them aware of her work as Vice -Chair of the Iluman Development Committee of the National League of Cities. The Committee has had previor- communications with Alderman Davis about her work with the National League c, -ities organization, and on a previous occasion the Committee on Committees recommended to the City Council the granting of reimbursement for expenses that Alderman Davis would incur while in the service of the National League of Cities. Alderman Davis indicated that there would be four meetings during the year of 1987, and asked that the Committee consider making a recommendation that these expenses be reimburseable. Committee On Committees Minutes Page 3 Meeting of February 3, 1987 In a motion by Alderman Collens, seconded by Alderman .luliar, the motion to reimburse Alderman Davis for her expenses while in the service of the National League of Cities was approved. Consent Aqenda: Provisions of Resolution 5-R-87 proposing the institution of the agenda consent for a period of six months was reviewed and recommended for introduction and passage at the February 9, 1987 meeting of the City Council. References - Alderman Rudy: Staff was directed to send a memorandum to Alderman Rudy concerning his interests in having the Committee on Committees further pursue his references. If Alderman Rudy prefers to drop the references, they will be removed from further consideration on the Committee's agenda. Appreciation of Services: Alderman Morton made a motion that in behalf of the Committee on Committees appreciation was offered to fir. Carlson for his number of years of service as a staff member to the Committee on Committees, his diligence and conscientious service was appreciated by all of the members of the City Council throughout the years who had the privilege of serving with him. Alderman .luliar seconded the motion and it was unanimously approved. Next f4eetinq Date: The next meeting of the Committee on Committees will be March 3, 1987, 7:30 P.H., Aldermanic Library, Civic Center. Adjournment: Having no further business the meeting was adjourned at 8:45 P.M. Respectfully Submitted- puty City Manager TRC:lr cc: Joel M. Asprooth Minutes COMMITTEE ON COMMITTEES Meeting of March 10, 1987 Members Present: Alderman Ann Rainey, Chair Members Absent: Aldermen Collens, Julier, Morton, Wold Others Present: Alderman John T. Rudy Staff Present: Joel M. Asprooth, City Manager A quorum was not present. Alderman Rainey asked Alderman Rudy if he wished to discuss his references, which were items for discussion on the Agenda that evening. Alderman Rudy presented an outline of the basic components of an open process, which might be used by the City Council in addressing items in which there was likely to be a considerable amount of public interest. These components were as follows: 1. Define problem or situation needing resolution; 2. Identify persons. groups, constituencies, who are likely to be affected by any solution or resolution; 3. Invite formal and informal dialogue and input, oral or written, from those persons, groups, constituencies, asking for suggestions and information; 4. Consider data presented and propose at least two options or one plan of which at least one or two parts are options; 5. Invite earlier groups to consider options, giving strengths and needs for improvement. Alderman Rudy stated he felt that it was important that the City Council go on record and attempt to identify an appropriate process by which the Council could consider and debate issues of concern to the community in an open and straightforward manner. Alderman Rainey asked whether Alderman Rudy felt that the procedural outline which he had identified should be adopted formally by the City Council, and whether it should be applied to every issue. Alderman Rainey and Alderman Rudy agreed that the process, as identified, was not appropriate and necessary for every issue which might come before the Council and that, if it was to be put to use, it should be applied only to those situations in which it could be anticipated that there would be a s lnificant amount of public controversy or public input required. It was suggested that the procedures outlined by Alderman Rudy might be communicated directly to members of the Council and the Council Committees with the suggestion that the Committees make an effort to evaluate issues in advance to determine whether this process should be used by the Committees in addressing issues and developing recommendations for the City Council. Committee on Committees Meeting of 3/10/87 -2- After some discussion of this Matter, Alderman Rainey and Alderman Rudy agreed that this was a matter which should rightfully be considered by the new Committee on Committees, which would be seated prior to the next meeting. There was also some discussion, in connection with Alderman Rudy's second reference, of the Committee on Committees previous discussion of citizen awareness concepts. Staff provided an outline of a possible bi-weekly cable television program, at which individual Aldermen would be given the opportunity to explain a critical issue to be considered by the Council that evening, and to discuss other issues during a half hour period prior to each City Council meeting. The intention would be to find someone to moderate this program, to tape it in advance of the Council meeting, and to allow each Alderman to appear on a rotating basis. This concept would not only enhance citizen awareness of the issues to be considered by the City Council each time the Council meets, but would also give each Alderman an opportunity to explain an issue to the television audience. Because there was not a quorum present at the meeting, no further action could be taken on this subject. It was suggested that this might be an appropriate topic for discussion with various other Aldermen. Staff razed that, if the Council agreed to move forward with this additional programming, it was likely that broadcast of such a program could begin in May 1987. Once again, this matter was left for further consideration by the new Committee on Committees. There being no other urgent issues, and there being no quorum present at the meeting, the meeting was adjourned at 9:50 P.M. Respectfully submitted, .) 45 ZNA--e� achy Manager JMA:ct MINUTES Committee on Committees Meeting of April 21, 1967 Members Present: Aldermen Nelson, Bleveans, Brady, Drummer, Warshaw Members Absent: None Staff Present: Joel M. Asprooth, City Manager Summary of Action: A quorum being present, the meeting of the Committee on Committees was called to order at 7:30 P.M. by Alderman Bleveans, Acting Chairman, in the Aldermanic Library of the Civic Center. Election of Chair and Establishment of Rotation Schedule for Committee Chair - Alderman Bleveans nominated Alderman Nelson to serve aF Committee Chair; seconded b% Alderman Brady. Upon call for a voice vote - all ayes. Alderman Bleveans moved that the Chair of the Committee on Committees rotate among the membership every eight weeks on the basis of seniority; seconded bN Alderman Brad. Upon call for a voice vote: ail ayes. Minutes of March 10. 1987 - Aldermar. Drummer moved approval of the minutes of the meeting of March 10. 19E7: seconded b% Alderman warshay.. Alderman warshar4 noted that she had been in attendance at that meeting briefly, but that her attenoance was not noted in the minutes. Upon call for a voice vote on the motion tc aporove the minutes - all ayes. Comr,-ittee on Committees Meetino Scheoule - The Committee, after discussion, actoa[ed the previousiv approved Committee o- Zommittees Fleeting Schedule for 1987, establishing the first Tuesday of each montn as the reoular meeting- date. The meeting for the month of Ma} was moves Lc weanesda.. Na. 6. after discussion by the Committee. Standinc Committee Assionmen;.s - Aloermar Eradv moved that the Committee make the following Standinc Committee assionments `or the -2-year period ending r:_t" the Inauouration of the new Cit% Council it 19E9: Administration & Public Works Human Services Plannino h Deveiooment Ala. Nelson - Ward 6 Ald. Davis - Ward 3 A1d. Korshak - Ward 4 Ald. Raden - Ward 4 Ald. Wold - Ward 6 Ald. Bleveans - Ward 7 Ald. Summers - Ward 5 Ald. Coliens - Ward 7 Aid. Morton - Ward 5 Aid. Juliar - Ward 1 Ald. Drummer - Ward 2 Ald. Brad) - Ward 3 Aid. Rainey - Ward 8 Ald. Larson - Ward 8 Alc. Rud. - Ward l Aid. Paaen - Ward 2 Ald. Feldman - Ward 9 Aid. warsha" - Ward 9 Seconded by Alderman Blevvens. Upon call for a voice vote: all ayes. Committee on Committees -2- Meeting of 4/21/87 Seniority List - Mayor pro tem - Alderman Brady moved approval of the City Council Seniority List, as submitted; seconded by Alderman Drummer. Upon call for a voice vote: all ayes. The Chairman asked that this material be sent to the City Council along with the Notation List for Standing Committee Chairmanships. In response to a question from the Committee, staff reported that Standing Committee Chairmanship flotations were traditionally established on the basis of seniority on the Committee, then seniority on the City Council. Orientation Session for New Aldermen - The Committee reviewed past practices with respect to orientation of newly elected Aldermen. After some discussion, it was agreed that the City Manager would arrange for the new Aldermen to be taken on a tour of the Civic Center and would meet with each of them to explain Citv Council and staff procedures. It was further agreed that each new Alderman would be invited to meet with the Chair of his/her Standing Committee, and the Standing Committee staff to discuss the work of the Committee and the outstanding references. finally, the Committee agreed to invite the new Aldermen to the flay 6, 1967 meeting of the Committee on Committees to answer any questions they might have about the City Council or their Aldermanic service. Staff was directed to prepare a memorandum to be sent to the new Aldermen explaining this arrangement. Review of Inauoural Plans - Staff reviewed for the Committee the plans for the reception following Inauguration of the newly -elected and re-elected Aldermen, and also reviewed the schedule for the upcoming meetings of the outgoing and incoming Cite Council. Budget Polk% Committee Membershiv - Chairman Nelson reviewed the histor\ of Budget Polio Committee membership. noting, that membership had been expanded from three to four members during the previous City Council tern in order to compl\ w,2th the requirements of the Budoet Polic\ Resolution (whicr, states that the Committee shall have one member from each Standing Committee, and also in order to avoid disrupting the Committee's work by droopingra longstanding Committee member. After some discussion. the Committee acreed that it was appropriate tc reduce the Budget Policy Committee membership to three members for the nev. City, Council term. The Chairman suggested, and the Committee agreed. that a memorandum be sent tc all Aldermen. asking each to indicate his1her interest it servinc or the Budget Colic% Committee for the next two years. The Com-i._ee acreed that _ r-dtter Wouic be considered agair at the May meeting. Reeler. of Outstandinq Committee References - The Committee reiewec the minutes of the meeting of March 10, 1987 at wnicn A aerman Rudy and 410erman Raine% discussed Alderman Rudy's outline of the basic components of an open process, which might be used by the City Council in addressing items on which there was likely to be a considerable amount of public interest. Chairman nelson noted that this process, or one very similar, had been used in the past by the City Council and by Committees of the City Council in addressing important issues. Alderman Warshaw suggested that this process would be appropriate under some circumstances. but that it should be used by a Committee at the discretion of the Committee Chair when an item appeared to be controversial. Committee on Committees -3- Meeting of 4/21/87 After some discussion, the Committee on Committees agreed to send a memorandum to each Alderman outlining the process suggested by Alderman Rudy, and asking each Alderman to provide comments on that suggestion to the Committee an Committees before any further action is taken in the matter. This matter is to be considered again at the May meeting, along with any comments received from Aldermen. The Committee then discussed Alderman Rudy's reference concerning improvement to City procedures to assure citizen awareness. Staff informed the Committee that the previous Committee on Committees had discussed methods by which the City's cable television channel might be used more effectively to communicate with citizens, including the establishment of a regular program prior to the Council meeting, during which matters to be discussed at the City Council would be reviewed. Staff informed the Committee that an outline of such a program and the process for developing such a program had been submitted to the Committee and would be recirculated to the new Committee on Committees. There was some discussion of the wa} City Council meetings appear to the cable viewer and the need for Aldermen to become aware of how their actions and statements at City Council appear on cable television. It was suggested that a tape of City Council meetings be provided to Aldermen so that they might tiiew it at home and gain a better understanding of how they appear on cable television. It was also suggested that there might be an article published in the City newsletter explaining hour the Council process works and encouraging peca'_e to watch the Council or cable television. This matter hill be included in a future edition of HICHLICHTS. The Committee agreed that this matter would be maintained on the Committee agenda for further discussion. Finally. the Committee discussed the reference of Alderman Qakis to consider hour tc deal with calling the question when there are names of Aldermen wishing to sneak still on the Mayor's list. It was suggested that one method of addressing tr,is issue Would be tc reouire a two-thirds majorit% vote to call the question, rather than the simple malorit%, now required. Alderman Nelson suagested that this extraordinary vote be required for a 2-month test perioc. and then the Committee would evaluate the matter again. after some discussion,. the Committee members agreed to hold this matter for further discussion anc to incite Aldermar Qatis to comment on her reference prior to tn�- neat meeting. Other Flatters - Alderman warshat reminded the Comrr.ittee that �loerm.ar Rained made a reference to the Committee tc consider changing the name of the Cor,=ittee to "The Rules Committee." Alderman Warshaw moved that the Committee on Committees bring a Resolution to the City Council to change the name of the Committee to "The Rules Committee." Alderman Nelson seconded the motion. Upon call for a voice vote: 4 ayes - 1 nay (Alderman Bleveans voting nay). There being no further business, the Committee adjourned at 8:30 P.M. J{-1a.: c t ►layor Barr Y1derren Re t ully submitted, Joe Asprooth Cite Manager MINUTES COMMITTEE ON COMMITTEES Meeting of April 27, 1987 !Members Present: Aldermen Warshaw, Nelson, Brady, Bleveans and Drummr Members Absent: Others Present: Staff Present: Presiding Official: Summary of Action: !lone Alderman Rainey, Bob Brettschneider, Evanston Review Sheila Richard, Evanston News Voice Bruce Zimmerman Alderman Nelson The Heating was called to order at 6:4S P.R. Chairman Nelson explained that he had called this special meeting of the Comittee on Committees because several aldermen bad expressed concern over the Comittee's proposed standing committee chairmanship schedule to begin May 4, 1987. The proposed chairmanship schedule included in the Comittee's April 22, 1987 correspondence to the City Council was based on three eviterta: (1) Comsaittee seniority; (2) Council seniority, and (3) Alphabetical order. Alderman Warshaw stated that rather than beginning a new chairmanship schedule based on seniority, she believed that the present chairmanship schedule should be completed for those aldermen continuing to serve on the saw standing committee. Alderman Rainey also expressed her desire to see the present schedule completed. Both Aldermen Bleveans and Brady stated their belief that the chairmanship schedule could be revised from the one based on seniority. Alderman Brady proposed that the following criteria be used for the chairmanship schedule: (1) Finish the current chairmanship schedule for holdover aldermen. (2) Reelected aldermen who change committees should be scheduled on the basis of seniority first and then the alphabet. (3) Newly elected aldermen should be placed on the schedule according to the alphabet. (4) Should two aldermen on a standing committee change places in the chairmanship schedule, this change would be in effect for only one rotation. MINUTES OF THE COMMITTEE ON COMMITTEES April 27, 1987........... Pat* Two Alderman Nelson moved that the Committee on Committees recommend to the Council that the existing schedule be completed for aldermen who are holdovers on the standing committees, and that the Committee consider the full chairmanship schedule at its May b, 1987 meeting. Alderman Warshaw expressed her support for this motion. The Committee determined that completion of the currant schedule would result in the following chairmanships. i PW P 4 a Ruman Servicel,� 5/4/87 - 7/26/87 laden eleveans Vold 7/27/87 - 10/18/87 Rainey The Committee on Committees voted unanimously to approve Alderman Nelson's notion and recommend the above schedule to the Council at the April 27. 1987 City Council meeting. The meeting adjourned at 7:00 P.N. The next meeting is scheduled for 7:30 P.M. on Wednesday. Nay b, 1987. Staff . ouuo,