01-22-13 Council Rules - Laserfiche WebLink

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Council Rules Committee January 22,2013 Page 2 Council Member Tim Scott suggested looking into setting up an electronic calendar. He noted that under the topic "ordinances under consideration" on the City website, that there is nothing there, and suggested that this be looked into; and that he plans to work with the City Clerk's Office. Council Member White highlighted one of the recommended Action Steps summarized on the Agenda where the Council Officers have suggested that they have the meeting to meet with the Mayor on the Wednesday prior to the Monday Council Meeting. She stressed that all Council Members have the opportunity to contact the Mayor, and that the proposed officers meeting with the Mayor, would be in addition to individual contacts. Dr. Varner suggested that perhaps Matt Skira could be the contact person for contacting the Mayor by the individual Council Members. The Council Attorney added that she has met with the Interim City Attorney prior to Council Meetings to discuss any areas of concern. She plans to continue that practice since it has proven to be beneficial. Council Member White continued discussion of the recommended Action Steps focusing on the suggestion that all Chairpersons of Standing Committees hold their organizational committee meetings no later than Friday, February 15, 2013, so that each committee establishes goals and objectives for this year, and then share those with the entire Council. After discussion, it was suggested that when a Committee Chair has determined to call a meeting of his/her Committee that contacts should be made to City Clerk John Voorde, Chief Deputy City Clerk Mary Beth Wisniewski, Deputy City Clerk Janice Talboom, and Council Attorney Kathleen Cekanski- Farrand; and that if the Committee is to meet on an off-Monday Council date, that the "Standing Committee Request Protocol Form" must be completed. In light of the Open Door Law, the use of the form would be beneficial. Information and Technology Committee Chairperson Tim Scott stated that he would work to have that form available on line, so that it could be completed on line by each Committee Chair, and then sent to the Clerk's Office and Council Attorney. Council Vice-President Oliver Davis voiced concern about what appears to be a "gag order" from the Administration with regard to whether department heads and other Administrators are allowed to talk with Council Members. He cited examples which occurred during last year's budget discussions, where individuals were allegedly reprimanded for answering Council questions which may have resulted in additional dollar requests from the Council for specific projects and/or positions. Other examples given were during the Walmart gun issue arose where the Legal Department called the Building Commissioner advising him not to talk to him. Attorneys in Legal were also advised not to talk to him. He stated that he is concerned about what appears to be a pattern. More recently, he requested assistance from Legal on a public works matter, and again he received no assistance. Council Member Davis stated that the Council has oversight responsibilities and that such actions/inactions by the Administration have not been helpful. City Controller Mark Neal noted that the overall goal is to have good communication. With regard to budget issues,he feels strongly that there should be dialogue,however if the Administration has