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HomeMy WebLinkAboutEMAIL FROM JOHNDEERE Monday Meetings Page 1 of 3 NANCY ECKERT From: Schmitt Reginald A [SchmittReginaldA@JohnDeere.com] Sent: Wednesday, April 23, 2008 2:44 PM To: MAYOR HURLEY; LOUIS CUTWRIGHT; NANCY ECKERT; ARIC SCHROEDER; Tom Jennings; NOEL ANDERSON; DOUG CARTER; JIM WALSH Cc: COUNCIL MEMBERS; DONNA CUTLER; Linda Laylin; Mark Milburn Subject: RE: Monday Meetings Mayor- Miz Cole had a good suggestion -- have Council type up or write up their ex parte disclosures; that will help expedite the process -- all we have to say is that it is on file with the City Clerk Reggie Schmitt S.A.P. IM-WM-MM-PM B.P.I. SchmittReginaldA@JohnDeere.com Phone#7339 Cell#319-240-5979 From: MAYOR HURLEY [mailto:TIM.HURLEY@WATERLOO-IA.ORG] Sent: Wednesday, April 23, 2008 2:40 PM To: LOUIS CUTWRIGHT; NANCY ECKERT; ARIC SCHROEDER; Tom Jennings; NOEL ANDERSON; DOUG CARTER; JIM WALSH Cc: COUNCIL MEMBERS; DONNA CUTLER; Linda Laylin; Mark Milburn Subject: Monday Meetings Importance: High Hard copy: Ron Welper All -just getting some thoughts down on how we'll arrange things for the expected crowd Monday night next. We will convene the "normal" council meeting at 4:00 PM. I imagine there will be at least one or two standing committee meetings before that. Only one - Finance. Once the "normal" business is concluded, we'll adjourn until 5:30 PM at which time we'll take up the annexation and rezone hearings. I will clear the chambers after the 4:00 PM meeting is concluded. Only the chamber proper will be available for the 4 PM meeting; Mollenhoff will be closed off. Nancy will have Maria up there in the hallway advising people who wish to go into chambers that they will lose their place in line if they do. When we reconvene, I will speak to the chambers on the order of the business, how we'll be proceding, rules of conduct, etc. 4/23/2008 Monday Meetings Page 2 of 3 Once the motion is made and seconded on both the annexation and rezone, we'll open the hearing. First thing is to disclose ex parte communications. Nancy will exhibit the stacks of pro and oppose written communications and declare that they will be available for anyone interested via the Clerk's Office. I will start the ex parte, then invite council to declare as they deem necessary. With the hearing open I'll hear from the applicant's first. This is probably 10-15 minutes. When the applicants have finished, I will ask council if they have any immediate questions for the applicants. If so, they'll be asked and answered. If not, we move on. We have dozens of folks signed up to speak. They get preference. We'll go 3 at a time. I will invite opposition first, then proponents. After several rounds of that, I'll allow applicants to respond to any questions or points that have come up. This would also be the time for council members to ask any pertinent questions of applicants, presenters, or staff. However, be careful at this so that we don't break down into a full scale debate. This is not a debate; it is a hearing. Then to the next round of 3 x 3. Repeat process. I will declare a recess at appropriate times. They will be no longer than 15 minutes. Other than applicants and press, those that leave the chambers will not be allowed to "save" their seats. I - or someone -will need to work the hallway and downstairs crowds to see if there is anyone who wishes to speak during the next"act". After it is clear everyone who wishes has had their 3 minutes, I will ask council a final time if they have any questions of staff, or applicants. It will then be time to close the hearing. Once the hearing is closed (it may be Tuesday by then!), I will invite council to discuss among themselves. Then we vote. First vote will be on the annexation resolution. If that passes, we move on to the rezone request. We'll have a motion for the first passage. If that passes, it is up to council whether or not to motion for suspension of rules and move toward 2nd and 3rd passage. We put it on the agenda just in case. Lou -chambers and Mollenhoff locked and secured at 10:30 am. Set up time. Open chambers only at 3:30 pm. Lock and secure chambers again as soon as room is cleared after 4:00 PM meetings. TV in FFCR and any extra chairs Doug will allow in there. Lanyards, signage, etc. in 2nd Floor hallway. Direction signs downstairs?Are spaced to be in ADA compliance? Torn - friendly faces in uniform strolling 2nd floor as usual. During braks and when this is finally over, please make sure watch command is alerted to parking lot activity. My Cadillac still bears the scars from last year. Doug/Lou -Administer maximum occupancy in combined chambers. One out, one in. No do-overs. Doug/Lou - can we set up chairs and TV in 1st floor lobby? Is there a fire code problem? Seems like this came up when we did it a year ago - people congrgating and blocking the exits. If we can't, can we put a couple of racks of chairs for anyone needing them? How about a rack of chairs in 2nd floor hallway? Doug/Tom -could your folks be the one's to poll the"outsiders" for anyone wishing to speak? However we find these people, we'll need to accommodate them in the combined chambers. I don't know whether to save a pew for them, or have them come in, do their thing, and leave. I will call on people to give up their seats and leave so that others may participate, but I don't hold out any high hopes. What I really need is a messenger keeping me apprised of how many are out there wishing to speak. Nancy - please see to the TV set up. Microphone for wheelchair-bound presenters. Lou -we need to reserve space for the applicant's party. I checked this morning - sounds like 8 or 9 of them will be present. I'm thinking we need to reserve a pew for our faithful press corps - radio and print. I imagine this will draw TV crews from around the area, so be ready for that, too. I want"friendly" faces over by the podium in that 4/23/2008 Monday Meetings Page 3 of 3 1st pew that is always in the telecast background. All -anything else??? Mayor Subject to the requirements of the Iowa Open Records Act,this message and accompanying documents are covered by the Electronic Communications Privacy Act, 18 U.S.C. Subsection 2510-252, as amended, and contains information intended for the specified individual(s) only. This information is confidential. 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