HomeMy WebLinkAbout02-25-08 Council Rules Committee•
Council Rules Committee
2008 South Bend Common Council
The February 25, 2008 meeting of the Council Rules Committee was called to order by its
Chairperson, Council President Timothy A. Rouse, at 3:16 p.m. in the Council Informal Meeting
Room.
Persons in attendance included Council Members Oliver Davis, Rouse, Varner, Henry Davis,
Puzzello, LaFoutain and Kirsits; City Clerk John Voorde, Mrs. Andres, Rita Kopola, Martha
Lewis, unidentified members of the public, Jamie Loo of the South Bend Tribune and Kathleen
Cekanski-Farrand, Council Attorney.
Council President Rouse noted that the members of the Committee include Council Members
Varner, Dieter, Puzzello, Oliver Davis and himself. A quorum was present.
Council President Rouse then asked the Vice-President of the Committee, Dr. Varner to chair the
meeting so that he could make the formal presentation on the Bill referred to the Committee.
Bill No. 11-08: Amending Chapter 2, Artilce 1, & 2-10(i) of the South Bend Municipal Code:
Dr. Varner called for a formal presentation on Bill No. 11-08 which proposes to amend Chapter
2, Article 1, § 2-10(i) of the South Bend Municipal Code to require the Office of the City Clerk
to assist Standing Committee Chairpersons in the taking of meeting minutes and to place
approved minutes on the Common Council's website.
Council President Rouse made the formal presentation. He referred to the proposed ordinance
and its cover letter of February 6, 2008 (copies attached). He stated that:
• The proposed bill would bring conformance to the law set forth at IC 36-4-6-9
• The procedures would be comparable to those in place in Fort Wayne and Evansville
• The procedures would utilize the expert clerical services of the Office of the City Clerk
• The procedures would free up the Staff Attorney of the Council for other legal duties
• The Chairpersons of each Standing Committee would work closely with the Office of the
City Clerk in making sure that all minutes are accurate and placed on the Common
Council website after their approval
Council President Rouse added that this ordinance would compliment Council Member Dieter's
ongoing efforts to make upgrades in other areas with Dr. Varner's Information and Technology
Committee.
City Clerk John Voorde stated that he is "totally supportive" of the proposed ordinance.
Council Rules Committee
February 25, 2008
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Rita Kopola of Lakeville, Indiana inquired about whether all comments would be placed on a
computer.
Dr. Varner noted that his committee with Council Member Dieter and the Office of the City
Clerk's Office is looking into the potential of streamlining recordings on the Council's website.
Council President Rouse stated that the Chairperson of each Standing Committee would have to
"sign off' on the final version of each set of meeting minutes. He noted that the Waste
Management board minutes are a good example of some of the meetings which Mrs. Kopola has
attended.
City Clerk John Voorde stated that it was his understanding that the meeting minutes would not
be verbatim, but he and his staff would work closely with the Committee Chairpersons.
Council President Rouse stated that it would be up to each Committee Chairperson whether the
minutes would be verbatim, and this would also be contingent upon having proper technology in
place to assist the Clerk's Office and the Council.
City Clerk John Voorde stated that since his office is responsible for initially taking the minutes,
they would present drafts to the Committee Chairpersons for any changes which they may have.
The Council Attorney noted that Indiana state law does not require verbatim minutes to be
retained under the Open Door Law.
In response to a question from Council Member Puzzello, City Clerk John Voorde stated that he
or someone from his staff would be present to take committee minutes. Once technology is in
place there would also be back-up recordings.
Council Member Puzzello then made a motion, seconded by Council Member Oliver Davis that
Bill No. 11-08 be recommended favorably to Council. The motion passed.
There being no further business to come before the Committee, Dr. Varner adjourned the
Committee meting at 3:20 p.m.
Respectfully su mitt~ed,
Council Pres'd t Timothy A. Rouse, Chairperson
Council Rules Committee
~~~
i em`ber Davi Varner, ice- son
Council Rules Committee
Attachments