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HomeMy WebLinkAboutMinutes 1987I DW&S RULES COHMMEE Netting of May 6, 1987 Members Present: Aldermen Bleveans, Warshaw, nrusreer, Nelson, and Brady limbers Absent: None Others Present: liaror Barr Alderman Fold=" Alderman Ludy Sheila Richard, Evanston Yews/Voice Staff Present: toethle, tissoerman Presiding Official: Alderman Nelson Summary of Action: The meeting was called to order at 7:35 P.M. xiggtes: The minutes of the April 21, 1987 meeting and April 27, 1987 special meeting were approved as submitted. New Aldermen - Ouestions and Discussion: The Committee welcomed Alderman Feldman to the meeting and offered his as opportunity to raise questions with the Committee concerning City Council procedures, Council Committee procedures, and the role of Aldermen. Alderman Feldman Lad the Committe• than discussed a number of issues, including roll call votes, call of the wards, references to standing committees, committee chairmanship priorities and the consent agenda. Connell Meeting Decorum: The Committee and Alderman Feldman than discussed the decorum of aldermen during City Council meetings, and the importance of maintaining accepted standards of conduct at meetings. The Committee discussed adopting additional rules addressing aldermanic decorum and the existing Council rules for dealing with disorderly conduct during meetings. Alderman Feldman Qspbasfxed the importance of the Council stating and maintaining its values oa City Council decorum. Alderman Brady then moved that the Rules Committee express its support of the Mayor exercising her authority to maintain City Council decorum, as identified in the City Council Rules, and to ask the City Council to ,loin the Mayor in maintaining City Council decorum. The motion was approved by a unanimous vote of the Committee. Mayor Barr than addressed the Committee and explained that her purpose in attending the meeting was to discuss the standing committee chairmanship schedule. The Committee explained to the Mayor its action concerning six= OF THE RULES COMMITTER May 6, 1987........... Page Two Council decorum. and its support of the Mayor in enforeing Council rules. The Mayor thanked the Committee for its action, and stated that she would continue to utilise the Mayor's authority to enforce Council decorum. $tan,�,_4ip_s Committee Chairmanship Schedull: Mayor Barr espcessed her concern that the current twelve week chairmanship resulted in same aldermen receiving two chairmanships, while others received just one during the taro -rear Council term. The Mayor encouraged the Roles Committee to consider the use of either a two month or four month ebairmanship schedule. The Comitt+N discussed the length of standing committee chairmanships and voted to reduce the chairmanship to a two month period so that each alderman can serve two chairmanshipe during a Council term. The two year chairmanship would begin with the current City Council term. The Committee voted to continue the portion of the chairmanship schedule that had previously been adopted at its April 27th meeting, and to couplet* the remainder of the rotation by scheduling chairman in order of an alderman's seniority on the City Council. The Committee also Toted that chairmanship schedules for subsequent Council terms should be based entirely on the City Council seniority list. The Mules Comitteo then recommended the following chairmanship schedule for City Council approval. StandinS C*mittee Chairmanshio Schedule for S/4/87 through S/1989 Inauguration A 4 PW Human Services P & D laden 4/81 Vold S/83 Blsveans 4/81 Rainey 5/83 Nelson 4/77 Summers 4/81 Juliar 9/82 Paden 4/87 Callous 5/83 Davis S/83 Drummer 4/84 Larson 4/85 Feldman 4/87 xorshak 4/79 Morton 4/82 Brady 4/8S Rudy 4/8S Warshaw 4/55 Alderman Rudv's Reference on Public Relations: The Rules Committee turned its attention to Alderman Rudy's reference that the Coma►ittee consider ways in which the City can improve its public rela- tions program. The Committee called on Sally Roethle, Assistant to the City Manager, to review an outline for a thirty minute Cable TV program. Ms. Roethle explained that in response to ideas of the previous Rules Co=ittee, MINUTES OF THE In&S COMMITTEE war 4, 1987........... Page Three staff had prepared an outline for a pro -taped program that would feature Individual aldermen discussing current issues of special importance to the tosssetnity. Ms. toethle esplaiaed that the program could either use a question and answe format utilizing a moderator, or a presentation and discussion format. The Cossaittee then discussed the use of Evanston Cable Television Commission for municipal programming. and the frequency, format, and cost of producing a public information program on, Cable TV. The Committee thanked Mo. Roethle for the program outline, and expressed interest in further considering a cable program to address Alderman Rudy's reference. The Committee requested that Ms. Roethle obtala samples of the public information programs other c�ities present on cable. Alderman Rudy's reference was continued on the Rules Committee's agenda for future meetings. &Wrman Rudy's Reference on Council Protest: The Committee addressed a reference fora lldersan Rudy to consider whether the City Council can develop a process for handling especially controversial leaves. Alderman Rudy was asked to review his proposed process which included the five following procedures: (1) Define problem or situation needing resolution; (2) Identify persons, groups, or constituencies who are likely to be affected by any solution or resolution; (3) invite formal and informal dialogue and input, oval 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; (S) Invite earlier groups to consider options, giving strengths and needs for improvements. The Committee discussed both aldermanic and public input on controversial matters early in the Council's deliberation on an issue. The Committee briefly discussed the opportunities for aldermen to have input into the deliberations of City Council committees of which they are not members. Alderman Rudy emphasized to the Committee that his reference vas aimed at public input in addition to aldermanic input on controversial issues. Chairman Nelson asked that this item be continued on the Committee's agenda and requested that the committee and staff consider whether a Council process for handling controversial issues can be formalized. &2oointment of Sudtet Policy Committee Members: The Rules Committee then considered the appointment of members to the Budget Policy Committee for the now City Council term. RIUUTES OF THE RVLaS COHNITT88 May 6. 1987........... Page Your >lderrn who had expressed their interest in serving on the Budget Policy Cossmittea wore Aldermen Collens, Feldman. [orshak, Larson. Horton, Nelson sad Rainey. Chairman Nelson reminded the Committee that Council rules specified that the Budget Policy Committee consist of three members. one from each standing cossaitte• . The Rules Committee then appointed Aldermen Collens. Morton and Nelson to serve on the Budget Policy Committee. A142 s� Davis' Reference on Cam of the • o : The Cosssittaa chose to place this reference on its agenda for the next rating. and asked•that Alderman Davis be invited to the next meeting of the !ales committee. There being no further business, the crating was adjourned at 10:15 P.R. Staff: Aow�l&���� MINUTES RULES COMMITTEE Meeting of August 26, 1987 Members Present: Aldermen Bleveans, Brady, Drummer, Nelson, and Warshaw Members Absent: None Staff Present: Bruce Zimmerman Presiding Official: Alderman Blevears Summary of Action: The meeting was called to order at 7:30 P.M. Minutes The minutes of the May 6, 1987 meeting were approved as submitted. Reference - Alder^nanic Committee Appointments The Committee considered Alderman Morton's reference requesting that the Rules Committee consider the membership, mode of appointment, and charge and scope of standing committees. The Committee agreed that the City Council standing committees to be considered would include Police Services, Rules, Budget Policy, Planning and Development, Human Services and Administration and Public 'docks. The Committee discussed the need for aldermanic input. It was agreed that a brief questionnaire should be forwarded to Council members requesting their comments on the membership, mode of appointment, and scope and charge of the standing committees. The Committee requested that these questionnaires be returned by September 14, 1987. The Rules Committee scheduled meetings on September 30, 1987 and October 14, 1987 for further consideration of the reference. Reference - Funding Proposals The Committee briefly discussed Alderman Paden's reference that the Rules Committee consider what information should be provided by groups requesting City funds. She Committee discussed whether this reference involved only those outside agencies requesting funding support from the City, or included requests for proposals from consultants and contractors. It was agreed that Alderman Paden should be present to clarify this reference for the Committee. the Rules Committee scheduled thi's reference for consideration following the Committee's evaluation of standing committees. Triennial Reviews The Rules Committee turned its attention to the Triennial Reviews for the Plan Commission, Housing and Community Development Act Committee, and the Advisory Commission on Public Place Names. MINUTES OF THE RULES COMMITTEE August 25, 1987........... Page Two Following a brief discussion, the Committee voted 5-0 to approve these triennial reviews. Other Business Public Announcements at City Council Meetings Alderman Brady suggested that a specified time should be reserved at each City Council meeting for the Mayor and City Manager to make public announcements for the benefit of cable viewers. Alderman Brady suggested meeting schedules, citywide public events, and appointments to boards and commissions should be included in these announcements. Committee members voiced their support for Alderman Brady's suggestion. It was agreed that 9:50 would be a good time to schedule these announcements. The Committee asked that Chairman Bleveans forward the Committee's recommendation to the Mayor that public announcements by the Mayor and City Manager be scheduled at 9:50 P.K. Committee Meeting Attendance Alderman Warshaw expressed the need for all aldermen to notify staff in the event they will be late to or unable to attend a committee meeting. The Committee agreed with Alderman Warshaw and asked Chairman Bleveans to send a memorandum to City Council members reminding them to contact staff in the event they will be late to or absent from a committee meeting. Aldermanic Travel The Committee discussed the City Council's policy for aldermen traveling to the December, 1987 Notional League of Cities Annual Conference in Las Vegas, Nevada. It was noted that the City Clerk had notified Council members that those Wishing to attend the conference should contact her. The Rues Committee requested that staff investigate the procedure for City Council approval of aldermanic travel. Reference -- City Council Consideration. of Controversial Issues The Rules Committee then addressed a prior reference from Alderman Rudy requesting consideration of a City Council process for handling especially controversial matters or issues of great interest to citizens. This reference had previously been discussed during the Rules Committee's meetings on March 10, 1987 and May b, 1987. Following a brief discussion of Aldecnan Rudy's proposed process and a review of the Committee's prior deliberations, the Rules Committee agreed to adopt the first three steps of Mr. Rudy's suggested process, and to combine his fourth and fifth steps into a new fourth step. The following City Council process was adopted by the Rules Committee: 1. Define problem or situation needing resolution; F. Identify persons, groups, constituencies, who are likely to be affected by any solution or resolution; KINUTES OF THE RULES COMMITTEE August 26. 1987........... Page Three 3. Invite formal and informal dialogue and input oral or written from those persons, groups, constituencies. asking for suggestions and information; 4. Consider various options in response to input that is received from citizens and groups. Reference - Call of the Ouestion The Co=ittee also considered a prior reference from Alderman Davis. This reference requested that the Rules Committee consider how to deal with calling the question when there are names of aldermen wishing to speak still on the Mayor's list. Committee members agreed that the "call of the question" has been useful in bringing City Council debate to a close. The Committee also agreed that Council members had generally used the "call of the question" in an appropriate manner. The Rules Committee reviewed Section 19.9 of the City Council Rules. Section 19.9 provides a procedure for "call of the question", and reads as follows: When a motion is made and seconded to "call for the question", a vote shall then be taken without debate unless one of the following notions is interposed - namely, a motion to adjourn, a motion to adjourn at a specified time, a motion to recess, or a motion raising a point of personal privilege. If the motion to call for the question is carried, all further motions and debate shall be excluded and the question before the Council shall then be put. If a roll call vote is requested. a two-thirds (7l3) vote of the Aldermen present is required for passage. It Was the Rules Committee's consensus that if an alderman believes that debate has been cut short, the alderman should call for a roll call vote. The Committee agreed that Section 19.9 of the City Council Rules was adequate to maintain the sense of "call of the question" and still provide sufficient time for debate. Reference - Special Committee Reports to the City Council The Committee addressed a prior reference from Alderman Morton to consider whether special committees appointed by the Mayor should report to the City Council before any action is taken with the community. The Committee discussed whether requests for proposals should be reviewed by the City Council prior to release. Committee members agreed that it was important for the full Council to be informed on such matters. Committee members also stressed that a committee should not take a public position prior to City Council review. MINUTES OF THE RULES COMMITTEE August 26. 1987........... Page Four The Rules Committee then approved two recommendations: 1. City Council Committees should submit all requests for proposals for non -recurring or extraordinary projects to the City Council for approval. 2. Minutes for all City Council committee meetings should be transmitted to the City Council in an expeditious manner in order to keep the City Council informed of the Committee's proceedings. Vote to Extend City Council Meetinxs beyond 11:00 P.K. All Committee members voiced the opinion that it was not necessary for the City Council to vote during City Council meetings to extend the meeting beyond 11:00 P.X. It was the Committee's consensus that the Council should continue to try to complete its business by 11:00, but that a vote to extend the meeting beyond 11:00 should be eliminated. The Rules Committee voted 5-0 to eliminate the 11:00 vote to extend Council meetings. Placement of Ordinance Introductions on Special Consent AKenda Committee members agreed that meetings would be shortened by placing ordinance introductions on a consent agenda. The Committee briefly discussed whether introductions should be placed on a separate consent agenda from agenda items being adopted through the existing consent agenda. Staff was asked to research the inclusion of introductions on the consent agenda. It was therefore unanimously agreed to recommend to the City Council that ordinance introductions be placed on the City Council consent agenda. There being no further business. the Rules Committee adjourned at 9:00 P.M. Next Meeting September 30, 1987 - 7:30 P.M. August 26, 1987 Minutes to be Approved on September 30, 1987 Staff: Minutes of the RILES COMMITTEE Meeting of October la, 1987 Members Present: Aldermen Brady, Warshaw, Nelson, Bleveans, Drummer. Members Absent: None Staff Present: Bruce Zimmerman, Assistant City Manager Presiding Officials: Aldermen Drummer and Bieveans Summary of Action: The meeting was called to order at 7:30 P.M. Minutes: ' The minutes of the August 26, 1987 meeting were approved as submitted. 1988 Meetinq Calendar: The Committee reviewed the proposed 1988 Meeting Calendar as presented in the October 7, 1987 memorandum from the City Clerk. The Committee amended the calendar by moving the first City Council meeting in April to Tuesday, April 12, in order to coincide with the Annual Town Meeting scheduled on Tuesday. The Committee voted unanimously to accept the proposed 1988 Meeting Calendar with this amendment. Reference - To consider the charge and scope, membership, and mode of appointment of the City Council and Standinq Committees. The Committee reviewed the aldermanic surveys regarding this reference. Alderman Nelson suggested that there should be four Standing Committee meetings on City Council meeting nights. He suggested the current Administration and Public Works, Planning and Development, and Human Services Committee should be continued, with a Finance Committee added as a fourth. Alderman Nelson suggested that this Committee should be responsible for the bills list in addition to the present responsibilities of the Budget Policy Committee. The Committee briefly discussed this suggestion and then voted against the addition of a fourth Standing Committee. Alderman Brady raised the question as to why the membership of some Boards and Commissions included Aldermen while others did not. Alderman Brady pointed out that four Aldermen serve on the Housing and Community Development Act, the Mental Health Board includes one Alderman, and the Recreation Board includes no Aldermen. The Committee discussed the inconsistency in Aldermanic representation on Boards and Commissions. Alderman Brady stated that she believed that one or more Alderman should serve on Boards and Commissions which report to Standing Committees. The Committee asked Alderman Brady to further develop her proposal for Committee consideration at a future meeting. Rules Committee Minutes Page 2 Meeting of 10/14/87 Alderman Nelson than moved that the Budget Policy Committee be expanded to five members to be appointed by the Mayor. The Committee discussed whether the members should be appointed by the Mayor or the Rules Committee. The appropriate size of the Budget Policy Committee was also discussed. The Committee agreed that a Committee of five was the appropriate size to provide representation of the entire City Council. The Committee also reached agreement that appointment of the Committee should be placed under the Mayor's authority beginning in April 1989. The Committee decided that the Rules Committee should appoint the two additional Budget Policy members to serve during the current City Council term because the Rules Committee had previously appointed the three members currently serving on the Budget Policy Committee. The Rules Committee unanimously approved the following recommendations to the City Council: 1. The Budget Policy Committee should be expanded to five members in the current year, with the two additional members appointed by the Rules Committee. 2. Beginning in April 1989, the Mayor should appoint five members to the Budget Policy Committee and appoint the Committee's Chairman. The Committee should include representatives of each of the three Standing Committees, and should serve for the two year City Council term. The Rules Committee also voted unanimously to make no changes to the size, charge, and mode of appointment of the Administration and Public Works, Planning and Development, and Human Services Committee. Alderman Warshaw suggested that the Rules Committee should recommend that in the future the Mayor should solicit Aldermen on their interest in serving an the various City Council Committees. Committee agreed to consider this recommendation in the future. The Rules Committee then considered the made of appointment used to appoint the Rules Committee. The Committee discussed whether the Rules Committee should be appointed by the outgoing City Council or the new City Council which takes office after an election. The timing of the appointment of the Rules Committee was also discussed. The Committee agreed that the outgoing Council should appoint the Rules Committee for the next City Council term. The Rules Committee chose to make no changes in the appointment of this Committee. The Rules Committee also discussed the charge and scope of the Police Services Committee. Alderman Bleveans stated that he believes consideration of pay and pension matters by the Police Services Committee would create a conflict of interest for the Committee. He stated that he believes the primary role of the Police Services Committee is to review citizen complaints involving the Police Service. Mr. Bleveans did acknowledge that consideration of the Handgun Ordinance and Dangerous Dog Ordinance did not fall directly under the Committee's charge as stated in the resolution establishing Police Services. Rules Committee Minutes Page 3 Meeting of"10/14/87 Alderman Nelson recommended that the Police Services Committee be expanded to include the Fire Service. He stated that the Committee could then monitor the delivery of Fire Service following Station consolidation as well as consider other issues related to the Fire Service. Alderman Bleveans volunteered to draft some revised language that would expand the function of Police Services to include the consideration of matters such as handgun control and dangerous dogs. Mr. Bleveans stated that he would also consider language expanding the Committee to include responsibilities related to Fire Service. The Rules Committee accepted Alderman Bleveans offer and agreed to place this matter on the Committee's agenda at a future meeting. The Committee requested that staff prepare a resolution amending the size of the Budget Policy Committee for the October 26, 1987 City Council meeting. The next meeting of the Rules Committee was tentatively scheduled for 7:15 P.M. on November 9, 1987. Staff Representative: Bo%"� ' Assistant City Manager SZ:lr cc: Joel M. Asprooth To be approved at next meting. Minutes Special Meeting of the Rules Committee November 9, 1987 Members Present: Aldermen Brady, Drummer, Warshaw and Bleveans Members Absent: Alderman Nelson Staff Present: Bruce Zimmerman, Assistant City Manager Others Present: None Presiding Official: Alderman Brady, Chairman Summary of Action: City Manager's Annual Review The Rules Committee scheduled the City Manager's annual performance review on Saturday, January 9, 1988. Appointment of Budqet Policy Committee Chairman Brady reported to the Committee that Aldermen Juliar, Korshak, Summers, Rainey, Larson, and Feldman had expressed interest in serving -on the Budget Policy Committee. The Committee then agreed to develop a set of criteria for selecting three Aldermen from this group to fill the vacancies on the Budget Policy Committee. Alderman Warshaw stated that one criteria should be that each Standing Committee have two Aldermen an the Budget Policy Committee. Alderman Brady suggested that seniority should be a second criteria, and that a third criteria should be that no two Aldermen from the same Ward should be appointed to the Committee. Alderman Drummer said he could support the first two criteria, but not the third criteria. Following a brief discussion Alderman Bleveans moved for acceptance of these criteria. Alderman Brady seconded the motion The criteria were approved by the Committee with a 3-1 vote. Alderman Brady then entertained a motion for nominations to the Budget Policy Committee based on the criteria. Alderman Bleveans moved that Aldermen Juliar, Korshak and Larson be added to the Budget Policy Committee. Alderman Warshaw seconded the motion. The motion was approved 4-0. The Rules Committee scheduled its next meeting for 7:30 P.M. on Tuesday, December 1, 1987. There being no further business, the meeting was adjourned at 700 P.M. Staff Representative: ju�R�,��� Assistant City Manager BZ:lr cc: Joel M. Asprooth To -be approved at next Meeting.