Rules and Organization of the City Council

Rules and Organization
of the
City Council
of the
City of Evanston
December 12, 2022

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GLOSSARY
“Acting Mayor” is a member of the City Council elected by the Council to fill a
vacancy in the office of the Mayor until filled by a regular or special election.
The Acting Mayor shall possess all the rights and powers of the Mayor.
“City Council” and “Corporate Authorities” shall mean the nine
Councilmembers and the Mayor and may be used interchangeably.
“Journal” is the official record of the City Council, wherein are recorded the yeas
and nays taken on the passage of designated ordinances, resolutions, motions,
and other actions of the Council.
“Mayor pro tem” is a member of the City Council, who is elected by the Council
to perform the duties and possesses all the rights and powers of the Mayor if a
temporary absence or disability of the Mayor prevents the performance of
Mayoral duties, but does not create a vacancy in the office. (Exception: See Rule
14.4)
“Quorum” is six members of the Corporate Authorities for a City Council
meeting and the majority of the members appointed to any City Council
Standing Committee.
“Temporary Chair” is a member of the Council, who in the absence of the
Mayor, acting Mayor, or Mayor pro tem for a portion of a meeting, is elected by
the Council to act as a temporary chair. The temporary chair shall have only the
powers of a presiding officer and has a right to vote as Councilmember.
(Exception: See Rule 14.4)

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TABLE OF CONTENTS
Table of Contents
1. ADJOURNMENT 4
3. AMENDMENT, REPEAL, OR SUSPENSION OF RULES 5
4. APPEALS 5
5. APPOINTMENTS – EXCEPT AS DESIGNATED BELOW 5
6. RESIDENT PARTICIPATION 7
7. CITY MANAGER 9
8. CLOSED SESSIONS 10
9. COMMITTEES 10
9.10 Standing Committees’ Priorities and Procedures 13
10. CONDUCT OF MEMBERS 15
11. CONFLICT OF INTEREST AND ABSTENTIONS 15
12. DEBATE 16
13. GENERAL PROVISIONS 16
14. MAYOR 17
14.7 MAYOR PRO TEM 18
14.8 ACTING MAYOR 18
15. MEDIA 19
16. MEETINGS OF THE COUNCIL 19
17. MINUTES 20
18. MOTIONS 21
19. OMNIBUS AGENDA (CONSENT AGENDA) 23
20. ORDINANCES 23
21. QUORUM 23
22. RECONSIDERATION 24
23. ROBERT’S RULES 25
24. VOTES 25
25. EXTRAORDINARY VOTES 26

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26. COMPENSATION COMMITTEE 27
27. WARD COMMUNICATION POLICY 27
28. TECHNOLOGY ALLOWANCE 28

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1. ADJOURNMENT
1.1 A motion to adjourn the Council shall always be in order except while a
vote is being taken.
1.2 A motion to adjourn cannot be amended or debated, but a motion to
adjourn to a specific date or time may be amended and debated.
2. AGENDA: ORDER AT COUNCIL MEETINGS
2.1 The first order of business at each meeting of the City Council shall be the
calling of the roll of Councilmembers by the City Clerk, who shall mark the
absentees and announce whether a quorum is present; the Council shall then be
called to order by the Mayor. Thereupon, the Council shall proceed to the
business before it, which shall normally be conducted in the following order.
The Mayor or the Council may vary the order of business:
A. Mayor Public Announcements and Report of the City Manager.
B. Communications of the City Clerk.
C. Resident Comment.
D. Special Order of Business.
E. Consent Agenda and approval of the minutes of the preceding meeting.
F. Report of Standing and Special Committees.
G. Call of the Wards, at which time each Councilmember shall be called upon
by the Mayor to announce or provide information about any Ward or City
matter.
H. Executive Session.
2.2 All matters relating to priority of business shall be decided by the Mayor
without debate.

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2.3 The Mayor shall preserve order and decorum and shall decide all
questions of order.
2.4 During the meetings of the City Council only city officers and staff, former
Councilmembers, former Mayors and persons connected with the accredited
media shall be admitted to the Council floor except upon invitation of the Mayor.
2.5 In the case of disturbance or disorderly conduct the Mayor shall have the
power: (1) to remove the offenders; (2) to clear the Council Chamber of all
spectators; or (3) to suspend or adjourn the meeting.
2.6 Committees or individual Councilmembers who intend to ask for official
Council action shall ask the City Manager to put such matters on the printed
agenda prior to the Council meeting.
2.7 The Mayor must approve the agenda before it is published.
3. AMENDMENT, REPEAL, OR SUSPENSION OF RULES
Any rule may be temporarily suspended for the matter under consideration at
any time by a two-thirds vote of the Councilmembers present, except as
provided in Rule 20.1.
4. APPEALS
The rulings of the Mayor may be appealed to the City Council and shall be
decided by a majority vote without debate.
5. APPOINTMENTS – EXCEPT AS DESIGNATED BELOW
5.1 The Mayor shall have the sole right and power, with the advice and
consent of the City Council, to make all appointments to the commissions,
boards, and advisory bodies of the Council unless otherwise provided by
ordinance or resolution. All appointments shall be introduced at least two weeks
in advance of their consideration by the City Council. The Mayor shall precede
introduction by transmitting to each Councilmember in confidence a written

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biography of the prospective appointee no later than the Friday prior
to introduction.
5.2 A board or commission appointee may be reappointed only once. When a
vacancy is created by the resignation of the member prior to expiration of that
member’s term, the member appointed to fill this vacancy shall be appointed to a
full term, unless otherwise provided by the City Code or State law. All vacancies
shall be listed on the City’s website, published in any City newsletter, and
included in Ward Communications of Councilmembers.
5.3 The term for board or commission membership shall be three years,
except where otherwise provided by statute or ordinance.
5.4 No board or commission member shall be appointed to serve on more
than one board or commission concurrently, except where required by official
position.
5.5 The City Council shall be given notice of the reappointment of any board
or commission appointee in the same manner as established for original
appointments.
5.6 Committee Chairs
5.6.1 Committees consisting of all Councilmembers, except the Referrals
Committee, shall have their initial chair appointed by the Rules Committee.
5.6.2 Committees consisting of Councilmembers and residents, which report
directly to the Council, shall have a Chair appointed by the Rules Committee
from among the committee’s members for a term determined by the Rules
Committee.
5.6.3 Committees consisting of Councilmembers and residents that report to
Standing Committees, shall have a Chair elected by the members of
the committee from among the committee’s members for an indefinite term.
5.6.4 Boards, Committees and Commissions composed entirely of residents
shall elect their chairs, except the Zoning Board of Appeals, which is required by
the City Code to have a chair appointed by the Mayor with the advice and
consent of the City Council.

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5.6.5 Special Committees (Ad Hoc) shall have a chair appointed by the Mayor
with the advice and consent of the City Council.
5.7 The Mayor can replace a member of a standing committee for a single
meeting with another Councilmember. This can be done by written
communication and only without the objection of either Councilmember.
6. RESIDENT PARTICIPATION
6.1 Any resident may address a committee at the invitation of the chair of the
committee. Official Public Hearings for residents shall allow for comments by the
City Council and residents.
6.2 The Council shall provide a period for Public Comment. Interested
persons shall sign their name, address and the agenda item or other topic to be
addressed on a designated resident participation sheet or online form.
Individuals may participate by electronic means as designated by the Council ,
including the person may submit written public comment in advance of the
meeting and it will be read during Public Comment within the time parameters
set forth herein. In the event there is not adequate time to read the entire
statement, the balance of the statement will be included in the record. A speaker
may address the Council for no more than three minutes, and only once per
Council meeting. The maximum time limit for each speaker is a single three
minute time limit applied to any and all topics the speaker addresses. The
maximum time period for resident participation is forty-five minutes. If there
are more than 15 speakers, the Mayor will allocate time among the speakers to
ensure that resident comment does not exceed forty-five (45) minutes. Speakers
will not be permitted to cede time to another speaker. The business of the City
Council shall commence no later than forty-five (45) minutes after the beginning
of Public Comment.
City Council standing committees shall provide opportunities for resident
comment at the beginning of each meeting. For all of the standing committees of
the City Council, except Planning and Development, a period of twenty minutes
shall be provided for all public comment, and no individual may speak longer
than two (2) minutes and cannot cede time to another speaker. For Planning and
Development Committee, a period of forty-five minutes (45) shall be provided
for all public comment and no individual may speaker longer than two (2)

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minutes and cannot cede time to another speaker. The committee chair of the
standing committees will allocate time among the speakers to ensure that Public
Comment does not exceed the allotted time provided above. The business of the
committee shall commence after the specified time above expires.
6.3 Persons who sign up to speak on an agenda item marked for decision at
this meeting may be given priority and should indicate an agenda item or subject
to be addressed.
6.4 A person invited to address the Council as specified herein, when
accorded the floor, shall limit comments to include items within the jurisdiction
of the Evanston City Council as determined by the Mayor and be governed by
these rules to the extent applicable. Any person who requests to use
audio/visual equipment during their comments at City Council committee
meetings shall first receive permission from the Committee Chair prior to such
use. For matters before the Planning & Development Committee, the petitioner
may provide a brief presentation, no more than 10 minutes, to the Committee of
its project and application, with advance notice to the City Manager’s Officer by
12:00 p.m. the day of the meeting. If there are objectors to the application, they
may collectively address the Committee with a 10 minute presentation, also with
advance notice to the City Manager’s Officer by 12:00 p.m. the day of the
meeting. Any presentation cannot constitute a hearing or an opportunity for
testimony or cross examination of witnesses and other evidence.
6.5 During periods of resident participation, comments from Councilmembers
shall be limited to requests for information, referrals to the appropriate
committee, or referrals to the City Manager for response.
6.6 These guidelines are in accordance with 5 ILCS 120/2.06(g). All resident
comment at all meetings will be guided by these guidelines. There is a
significant governmental interest in conducting orderly, efficient meetings of the
Council. Resident comment time limits are a reasonable time, place and manner
restriction narrowly tailored to serve a significant interest. Any speaker who
exceeds 3 minutes may be ruled out of order. I.A. Rana Enterprises Inc. v. City of
Aurora, 630 F.Supp.2d 912 (N.D.Ill. 2009).
6.7 Persons may submit written comments to the City Council through the
City Clerk at any time. Copies of written comments will be distributed to the
Mayor and Members of the City Council by the City Clerk. If a person wishes
their written comments to be included in the record of testimony on an agenda

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item or during Resident Comment, these comments must be submitted to the
City Clerk prior to the City Council meeting. The City Clerk will acknowledge
receipt of the written comments during the meeting and briefly state the subject
of the communication. The full text of the written comments will not be read,
but will be included in its entirety in the record of the meeting.
6.8 Any person who makes such remarks, or who utters loud, threatening,
personal or abusive language, or engages in any other disorderly conduct which
disrupts, disturbs or otherwise impedes the orderly conduct of a meeting shall, at
the discretion of the mayor or presiding officer, be barred from further
participation during that meeting.
The mayor or presiding officer may interrupt any speaker who is violating these
rules or disrupting a meeting.
The mayor or presiding officer shall attempt to provide a verbal warning to any
attendee or particular speaker that may be violating these rules, but such verbal
warning shall not be required as a condition for speaker to have podium
microphone turned off or speaker removed from meeting.
6.9 Procedures for conduct under Section 6.8 shall apply to meetings held by
the City Council, including standing committees, ward meetings and virtual
platform meetings. The Chair of the virtual meeting may direct the virtual
administrator to mute or eject any person found to be out of order by the Chair.
6.10 Persons attending the meeting may hold a sign that is no greater than 8½
X 11’’ in size. Signs that are larger than the stated size will not be permitted. The
sign may not block the view of other members of the public and cannot be
affixed to anything within the Council Chambers, including but not limited to
the walls, windows, podium, or other glass.
7. CITY MANAGER
7.1 The City Manager shall be appointed by a two-thirds vote of the Council
(seven (7) votes).
7.2 The Manager may at any time be removed from office by a two-thirds
vote of the Council (seven (7) votes).

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7.3. The Manager shall attend all meetings of the City Council with the right to
take part in discussion but with no right to vote.
7.4. No committee or its individual members shall in any way assume or
attempt to assume any executive or administrative function delegated to the City
Manager or appointees thereof.
7.5. In the case of absence or disability of the Manager for a period exceeding
thirty (30) days, the Council may designate a qualified administrative officer of
the City to perform the duties of the Manager during such absence or disability.
8. CLOSED SESSIONS
8.1 At any Council meeting for which proper notice under the Open Meetings
Act, 5 ILCS 120 et. seq. has been given, the Council may decide to hold a closed
session for any purpose authorized by Section 120/2 of the Act. Such closed
session must be approved in open meeting by a majority vote of a quorum
present, and each vote and the purpose of the closed session shall be recorded in
the minutes of the open meeting.
8.2 Only topics specified in the vote to close may be considered during the
closed session. No final action shall be taken in closed session. Minutes of the
same quality and detail as regular meetings shall be kept of all closed sessions
and shall remain confidential unless the Council determines otherwise. The
Rules Committee shall be responsible for compliance with the Open Meetings
Act.
8.3 All proceedings of a closed session shall be kept in strict confidence by all
those in attendance.
8.4 Consideration of confidential information shall be consistent with the
Open Meetings Act. A Councilmember who has a question about the
confidentiality of an item should exercise a good faith effort in contacting the
Law Department first to discuss the confidentiality of the item before requesting
that the City Council consider its confidentiality.
9. COMMITTEES

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9.1 Open Meetings. All regular and special meetings of committees, boards
and commissions shall be open to the public and to the press, except closed
sessions as authorized by the statutes of the State of Illinois.
9.2 Standing Committees. There shall be five standing committees of the City
Council: (1) Rules Committee; (2) Administration and Public Works; (3) Human
Services; (4) Planning and Development; and (5) Referrals. The Planning and
Development Committee and Administration and Public Works Committee shall
meet before the regular Council meetings. The Rules Committee shall meet and
convene as needed, concurrent with regularly scheduled City Council meetings.
The Human Services Committee shall meet in accordance with a published
schedule, but in no event less than once per month, contingent upon enough
matters being scheduled on the agenda. The Referrals Committee shall establish
a regular bimonthly meeting schedule and may meet and convene additionally
as needed. Standing Committees may establish subcommittees as needed to
assist them in more efficiently conducting their business.
9.3 Rules Committee (nine (9) Councilmembers and the Mayor). The
jurisdiction of this committee shall be as follows:
A. Assignment of Councilmembers to standing committees, Economic
Development Committee, and the Housing and Community
Development Act Committee, which recommends to the Council
expenditure of Federal funds.
B. Determination of jurisdictional disputes between committees;
C. Revision of Council Rules;
D. Preparation and maintenance of the list of mayor pro tem;
E. Ensure compliance with the Illinois Open Meetings Act;
F. Appointment of chairs to standing committees other than the
Referrals Committee;
G. Coordination of the City Manager evaluation; and
H. Such other matters as are referred to it by the References
Committee.

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9.4 Administration and Public Works Committee (five (5) Councilmembers).
The duties of this committee shall include matters relating to bills and purchases;
fire; legal; licensing; personnel; and public works (including streets and alleys,
lighting, refuse disposal, water and sewers, traffic control, and parking); public
buildings; public transportation; public utilities; safety (including civil defense);
and capital improvements. This committee shall convene at 6:00 p.m. on the 2nd
and 4th Mondays of the month on the night of scheduled City Council meetings.
9.5 Human Services Committee (five (5) Councilmembers). The duties of this
committee shall include matters relating to the Department of Health and
Human Services (including public health, mental health, youth, aging,
emergency assistance and community purchased human services); liaison with
human service-related boards and commissions, private and public
organizations funding or providing human services within the City, and matters
relating to the arts, recreation, library, environment, unemployment, unified
budgeting, the Farmers’ Market, and Police services; and Americans with
Disabilities Act (“ADA”) Grievance Appeals relating to Title II of the ADA
(Accessibility). The Human Services Committee may convene at 6:00 p.m. on the
first Monday of each month upon the call of the Chair.
9.6 Planning and Development Committee (seven (7) Councilmembers). The
duties of this committee will include matters relating to planning; physical
development, zoning, building conservation, preservation, housing, and
relocation. The Committee shall review and advise the City Council on the use
and planning of all City park land. This Committee shall convene at 6:45 p.m. on
the 2nd and 4th Mondays of the month on the night of scheduled City
Council meetings.
9.7 Referrals Committee (Mayor, who serves as chair, and two (2)
Councilmembers). The sole duty of this committee shall be to consider Referrals
made by the Mayor, a Councilmember, or the City Manager and co-referred by at
least two additional Councilmembers; it shall, based on a transparent and
established set of criteria, refer them to a board, committee, commission, or the
City Council, with guidance regarding priority and instructions as to whether
they shall appear on the relevant agenda for discussion, introduction, action, or
with a request by a particular Councilmember for introduction and action
pursuant to Rule 20.1. The committee shall so refer any item that has at least two
co-referrers. No proposed public policy change shall appear on another standing
committee's agenda unless and until it has been approved for consideration via a

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roll call vote by the Referrals Committee. When the Referrals Committee
approves an item for consideration, that approval shall be transmitted in writing
to the chair of the relevant committee and committee staff within 24 hours. The
committee chair shall then, within one week, inform the Referrals Committee in
writing of a date by which the approved item will appear on a committee
agenda. The first Councilmembers to serve on the Referrals Committee shall
serve for two years. The Rules Committee shall appoint councilmembers
thereafter on an annual basis pursuant to Rule 9.3(A).
9.8 Committee Chair. The Rules Committee will establish a schedule for the
Standing Committee Chairs, with no Councilmember Chairing two Standing
Committees at the same time.
9.9 Committee of the Whole. By majority vote, the Council may resolve itself
into a Committee of the Whole for the purpose of informally discussing any
matter. The presiding official shall be the Mayor or the appropriate Committee
Chair.
9.10 Standing Committees’ Priorities and Procedures
9.10.1 The chair shall confer on a regular basis with staff to review the
committee agenda.
9.10.2 Each committee shall adopt guidelines for the conduct of its meeting and
for public participation. The chair shall report committee deliberations and
actions to the Council and may appoint, as necessary, a speaker to present
majority or minority committee reports to the Council. A committee may
transmit any matter to the Council with a neutral recommendation.
9.10.3 Referrals – Committees, Boards, and Commissions composed entirely of
Councilmembers shall consider matters referred to them by the Referrals
Committee. Referrals by Councilmembers, the Mayor, or the City Manager must
be made in writing and transmitted to the Clerk who shall maintain a list of
Referrals which must be made public as quickly as practicable. Staff Referrals
shall be forwarded to the City Manager who may transmit them to the Clerk for
publication and consideration by the Referrals Committee. Once a referral has
been made public, Councilmembers other than the referrer may elect in writing
to become co-referrers; the names of co-referrers will be made public. Only time-
sensitive or emergency items may be placed directly on an agenda by the City

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Manager. Items that have been referred to a standing committee shall only
appear on a City Council agenda after passage by that standing committee or
reassignment by the Referrals Committee.
9.10.4 The Chair of the Standing Committees may appoint subcommittees with
the approval of the committee for better operational efficiency and/or greater
community involvement to consider particular issues or problems. The sub-
committee shall report to the Standing Committee which created it.
9.11 Special Committees (Ad Hoc)
9.11.1 Special committees may be appointed to consider particular problems. At
the time of creating of any special committees, the appointing body shall also
designate to whom the special committee will report and the time frame within
which its work should be completed. There shall be three types of
special committees.
9.11.2 Special Committees of the Councilmembers shall be composed of
Councilmembers appointed by the Council, or the Rules Committee, or by the
Mayor.
9.11.3 Special Committees of Councilmembers and residents of the City shall be
appointed by Councilmembers, by the Council, the Rules Committee, or by
the Mayor.
9.11.4 Special Committees appointed by the Mayor, with the advice and consent
of the City Council, which may be composed entirely of residents.
9.11.5 Except as provided in Rule 5.6, the chairs of these special committees
shall be appointed by the Mayor with the advice and consent of the City Council.
9.11.6 All appointments of the above committees shall be with the advice and
consent of the Council.
9.12 Special Meetings. Three or more members of a Committee, Board
or Commission may call a meeting of that body when the Chair has cancelled the
meeting. Such call for a meeting shall be in writing, duly signed by the callers
and shall be presented to the Chair.

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10. CONDUCT OF MEMBERS
10.1 During Council meetings, no member of the Council shall speak until
recognized by the Mayor.
10.2 A Councilmember called to order by the Mayor shall immediately cease
speaking.
10.3 Any Councilmember who acts in a disorderly manner at a Council or
standing committee meeting or who does not obey the order of the Mayor or the
Committee Chair, may be censured by a majority vote of the members present or
expelled for the remainder of the meeting by a two-thirds vote of the
Councilmember present.
10.4 Any Councilmember who does not comply with the Evanston City Code
of Ethics may be censured by majority vote of members present at a Council
meeting.
10.5 A Councilmember may stand when speaking.
10.6 The right of a Council member to address the Council on a question of
personal privilege shall be limited to cases in which the members’ integrity,
character or motives are assailed, questioned or impugned.
11. CONFLICT OF INTEREST AND ABSTENTIONS
11.1 A Councilmember is expected to vote yea or nay on all matters when
present except on any matter which involves a direct personal pecuniary interest
or conflict of interest.
11.2 A Councilmember serving on the Board of Directors of an Evanston not-
for-profit agency shall disclose their membership and refrain from participating
in Council discussion or voting on matters pertaining to the not-for-profit
agency.

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11.3 A Councilmember may give testimony before the Zoning Board of
Appeals or the Plan Commission in the following circumstances a) when
presenting the official recommendations of a Council committee or
subcommittee on a matter within its jurisdiction and upon which a formal vote
by that committee or subcommittee has been taken; b) may testify before the Plan
Commission when the Plan Commission is considering amendments to the
zoning ordinance which are not site-specific; c) may testify when the
Councilmember is the petitioner; d) may give such testimony only when the
Councilmember is the appellant before the Zoning Board of Appeals or Plan
Commission.
11.4 Nothing herein shall be construed to prohibit a Councilmember from
attending Zoning Board of Appeals or Plan Commission meetings or from giving
testimony on those items for which the Zoning Board of Appeals is the final
authority.
12. DEBATE
12.1 No Councilmember shall speak for longer than five (5) minutes on the
same subject except by consent of a majority of the Council. Council consent
shall be assumed in the absence of objections by any Councilmember or the
Mayor.
12.2 No Councilmember shall speak twice on the same subject until all
Councilmember who wish to speak have had an opportunity to be heard at least
once.
13. GENERAL PROVISIONS
13.1 The powers of the City Council shall be purely legislative.
13.2 The City Council shall approve for payment all expenses and liabilities of
the municipality.
13.3 A Councilmember, at all times, may examine and inspect the books,
records and papers of any agent, employee or officer of the city when such
examination and inspection is reasonably necessary for the exercise of the

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Councilmember’s legislative function, and such books, records and papers are
kept in the ordinary course of the duties of the agent, employee or officer.
14. MAYOR
14.1 The Mayor is the presiding officer at all meetings of the City Council and
is an ex officio member of all City Council committees and can attend any
meeting.
14.2 The Mayor shall be an ex officio member of all committees, boards
and commissions.
14.3 All ordinances and resolutions passed by the Council shall be deposited
with the City Clerk. The Mayor shall indicate approval of these by signing them.
Those disapproved shall be returned to the Council accompanied by written
objections at the next regular meeting occurring not less than seven (7) days after
passage. The Mayor may disapprove of any one or more sums appropriated in
any ordinance or resolution making an appropriation, and, if so, the remainder
shall be considered approved. However, the Mayor may disapprove entirely of
an ordinance or resolution making an appropriation. If the Mayor fails to return
any ordinance or resolution with written objections within the designated time, it
shall be considered approved even though it lacks the Mayor’s signature.
14.4 When the Mayor votes:
14.4.1 The Mayor shall vote on Ordinances, Resolutions and motions in the
following instances:
A. When the vote of the Councilmembers has resulted in a tie.
B. When a vote greater than a majority of the Corporate Authorities
(Councilmember and Mayor) is required by statute to adopt an ordinance,
resolution or motion.
C. On the appointment of a City Manager.
14.4.2 The Mayor shall not vote in the following instances:

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A. To break a tie vote on an incidental motion. (Incidental motions consider
procedural issues and are used to enforce correct rules of procedure.) A tie vote
on an incidental motion sustains the decision of the Mayor.
B. On any ordinance, resolution or motion when there is no tie.
14.4.3 An Acting Mayor or Mayor pro tem shall not be accorded the voting
privilege of Mayor; however nothing in this section may deprive an Acting
Mayor or Mayor pro tem of the voting privilege of Councilmember.
14.5 The Mayor shall have authority to refer any matter to the agenda of any
committee of the City Council, or to any committee, board, commission, or
advisory body of the City Council.
14.6 The Mayor shall at all times have access to any and all records,
documents, and information relative to any and all functions of the City
government as allowed by law.
14.7 MAYOR PRO TEM
14.7.1 If a temporary absence or temporary disability of the Mayor prevents the
performance of Mayoral duties, but does not create a vacancy in the office, the
City Council shall elect one of its members to act as Mayor pro tem. The Mayor
pro tem during such absence or disability shall perform the duties and shall
possess all the rights and powers of the Mayor.
14.7.2 The City Clerk shall maintain at all times the list of Councilmembers by
seniority to serve as either Mayor pro tem or Temporary Chair (as defined in
glossary) as prepared by the Rules Committee. The chair of the Rules Committee
shall nominate as Mayor pro tem in the order of succession from said list.
14.8 ACTING MAYOR
14.8.1 A vacancy occurs in the office of Mayor by reason of resignation, failure to
elect or qualify death, permanent physical or mental disability, conviction of a
disqualifying crime, abandonment of office, removal from office, or by removal
of residence from the City.

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14.8.2 In accordance with the State Election Code, if a vacancy occurs in the
office of the Mayor and there remains an unexpired portion of the term, the office
shall be filled for the unexpired portion of the term by special election at the non-
mayoral consolidated election provided that the vacancy occurs more than one
hundred thirty (130) days before that election. If the vacancy occurs less than
one hundred thirty (130) days before the non-mayoral consolidated election, the
vacancy shall be filled at the next consolidated election when the office of Mayor
is normally on the ballot. The City Council shall elect one of its members Acting
Mayor who shall perform the duties and possess all the rights and powers of the
Mayor until a successor to fill the vacancy has been elected and has qualified.
(Exception: See Rule 14.4)
15. MEDIA
All official meetings of the City Council and its committees shall be open to the
media, and recorded by any available technology at any time, provided that such
arrangements do not interfere with the orderly conduct of the meeting.
16. MEETINGS OF THE COUNCIL
16.1 All meetings of the City Council shall be open to the public and the press,
with the exception of closed sessions as specified in the Open Meetings Act,
5 ILCS 120/2.
16.2 A quorum of the City Council shall be six (6) members of the City Council
(Corporate Authorities) including the Mayor, acting Mayor or Mayor pro tem,
currently holding office. Except as required by State law, the City Code, or these
rules, action may be taken by a majority vote of a quorum.
16.3 Special meetings may be held at any time upon proper public notice as
specified in the Open Meetings Act1 on call of the Mayor, or by the call of three
(3) or more Councilmembers. Such call for special meetings shall be in writing,
duly signed by the callers, and shall be presented to the City Clerk, who shall
1 Public notice under the Open Meetings Act requires that the notice of a special, rescheduled
regular or a reconvened meeting must be given at least forty-eight (48) hours beforehand, and
must also include the agenda for the meeting. The notice must be posted in the Civic Center or at
the building in which the meeting is to be held. Copies of the notice must be supplied to all
media who have filed an annual request for such service.

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prepare and issue notices of the same to the Mayor and all members of the
Council at least forty-eight (48) hours before the meeting. Such notices shall
describe in brief the nature or object of the special meeting. At every special
meeting the call for said meeting shall be read and afterwards filed by the Clerk
and no business other than that proposed by the call shall be in order at such
meeting.
16.4 Emergency meetings. Notice of an emergency meeting shall be given as
soon as possible, but in any event, prior to the holding of such meeting, to any
news medium which has filed an annual request for notice.
16.5 The City Council shall convene three times monthly, except for the
months of August and December when the Council shall convene but once. The
Council shall convene on the 2nd and 4th Monday of the month. The Council
shall meet immediately following the adjournment of the Planning and
Development Committee meeting, such Committee meeting which shall precede
the regular scheduled Council meeting. The Council shall convene on the 3rd
Monday of the month to present awards, receive presentations and consider
items of citywide concern.
17. MINUTES
17.1 A journal of the minutes of the City Council, standing committees and
boards and commissions shall be kept by the City Clerk, and a copy of the
minutes of the immediately preceding meeting shall be delivered to each
Councilmember prior to the convening of the next regular meeting.
17.2 In all cases where a motion is entered in the minutes of the Council, the
name of the Councilmember moving the same and the name of the seconding
Councilmember shall be recorded, except for a motion to adjourn.
17.3 Approved City Council and its Standing Committees’ minutes shall be
posted in a timely manner to the City of Evanston website:
www.cityofevanston.org.
17.4 Meetings of the City Council and the Standing Committees
(Administration & Public Works Committee, Human Services, Rules, Referrals
Committee and the Planning & Development Committee) will be broadcast live.
In addition, Plan Commission, Zoning Board of Appeals, Economic

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Development Committee and select funding meetings of the Housing and
Community Development Act Committee will be broadcast live.
17.5 All meetings broadcast live pursuant to Rule 17.4 will be recorded and
posted on the City’s website under the related Committee’s “Agenda and
Minutes” page.
17.6 The Housing & Community Development Act Committee meetings will
be audio recorded. Audio recordings will be retained by the Secretary of the
Committee.
18. MOTIONS
18.1 A motion is not before the Council until it has been seconded. A motion
shall be reduced to writing if requested by a Councilmember, the Clerk, or the
Mayor.
18.2 A motion may be withdrawn by the proposer at any time before a
vote is called.
18.3 All ordinances and authorizations to expend or disburse monies shall be
passed only by a roll call vote, duly recorded (five (5) votes).
18.4 Upon motion of any Councilmember, the vote shall be by roll call, and
shall be recorded.
18.5 The Mayor shall announce the result of the Council’s vote on every roll
call. Prior to such announcement, Councilmember may change their vote.
18.6 A motion to table any matter is not debatable. If adopted by majority vote
of the Councilmember present, all further debate on the subject shall end. The
matter must be tabled to a future date certain.
18.7 An amendment to modify an original motion shall be in order at any time,
but no amendment to a motion shall be made which changes the intent of an
original motion, or relates to a different subject.

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18.8 A substitute of any original motion or proposition may be considered. If
adopted by the Council, it shall entirely supersede the original motion
or proposition.
18.9 When a motion is made and seconded to “call the question”, a vote shall
then be taken without debate unless one of the following motions is interposed:
● a motion to adjourn;
● a motion to adjourn to a specified time;
● a motion to recess; or
● a motion raising a point of personal privilege.
If the motion to call 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 on a motion to call for the question, a two-thirds (2/3’s) vote of
the Councilmember present is required for passage.
18.10 A duly seconded motion to limit further debate to a specified period of
time shall carry if it is approved by a majority of the Councilmember present.
This motion is not debatable.
18.11 A special order of business refers to a docket item which will be
considered by Council at a specified date that did not originate from any Council
Committee or Subcommittee. It may be placed on the agenda of a Council
Meeting with five (5) days prior notice sent to the City Council via electronic
mail. A special order of business can be placed on the agenda at the request of
the Mayor or a majority of the City Council in open session of the City Council.
18.12 At the request of two Councilmembers, any matter except a special order
of business may be held over for consideration until the next regular meeting of
the Council. Any matter so held over may not be held over a second consecutive
time by this procedure. A Councilmember may ask either the City Manager or
the Councilmember requesting the holdover to explain the impact of the
holdover at the time the holdover is requested. If a request to hold the matter
over is contested by a motion to overrule the request, duly made and seconded,
the motion to overrule will be sustained if at least two-thirds (2/3's) of the
Councilmembers present vote in favor of the motion. A motion to overrule is
debatable. Any resident may inspect the matter under such deferred
deliberation at the office of the City Clerk.

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19. OMNIBUS AGENDA (CONSENT AGENDA)
19.1 Consent agenda items are marked by an asterisk (*) on the regular
Council agenda. Items so marked on the consent agenda shall be presented to
the City Council by a reading of the title of the action, 65 ILCS 5/3.1-40-40.
19.2 All items on the consent agenda are decided by one roll call vote without
discussion or debate.
19.3 An item may be removed from the consent agenda by the request of either
the Mayor or a Councilmember. Such a request does not require a second
or a vote.
19.4 An item removed from the consent agenda will be considered separately
as called by the appropriate committee.
19.5 An Ordinance to be introduced may remain on the Consent Agenda, if it
was approved by the Committee.
20. ORDINANCES
20.1 No ordinance may be adopted by the Council at the same meeting at
which it is introduced. During the period between introduction and
consideration, any resident may inspect any such proposed ordinance at the
office of the City Clerk. However, an ordinance may be adopted by the Council
at the same meeting at which it is introduced after the rules are suspended by a
unanimous vote of the Councilmember.
20.2 An ordinance, to pass, requires a majority vote (five (5)) of the nine (9)
Councilmember, unless otherwise specified, i.e., unless an extraordinary vote is
required. (See Council Rule 25.) If the Mayor’s vote to break a tie constitutes the
fifth vote, the item passes.
21. QUORUM
21.1 A quorum of the City Council shall be six (6) members of the City Council
(Corporate Authorities) including the Mayor, acting Mayor or Mayor pro tem,

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currently holding office. Except as required by State law, the City Code, or these
rules, action may be taken by a majority vote of a quorum.
21.2 A member may attend any meeting of the City Council by electronic
means provided the following conditions are satisfied:
A. A quorum of the members of the City Council is physically present at the
place designated in the notice of the meeting;
B. The member is prevented from attending because of:
1. Personal illness or disability; or
2. Absence from the jurisdiction for employment or for the business of
the public body; or
3. Family or other emergency.
C. Communications made by the member attending electronically are made
concurrently available to the public.
21.3 A quorum for City Council Standing Committees shall be the majority of
the members appointed to any City Council Standing Committee.
22. RECONSIDERATION
22.1 Any vote may be reconsidered, but only at the same meeting at which said
vote was taken. An affirmative vote of two-thirds (2/3’s) of the Councilmembers
present is required in order to pass a motion to reconsider a vote to approve a
purchase, contract, bond sale, zoning variation or special use, or to confirm an
appointment by the Mayor to a commission, board or advisory body, or to
convene into a closed session. An affirmative vote of a majority of
Councilmembers present is required in order to pass a motion to reconsider any
other vote. A motion to reconsider may be made as set forth herein only once. A
motion to reconsider must be made by a Councilmember who voted on the
prevailing side; however, when a motion, resolution, or ordinance fails to pass
by reason of not having received a required extraordinary vote, a motion to
reconsider, properly made, may be seconded by any other Councilmember.
22.2 Every resolution, motion, and every ordinance that is returned to the City
Council by the Mayor shall be reconsidered by the City Council at the next

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regular meeting following the regular meeting at which the City Council receives
the Mayor’s written objection. If two-thirds (2/3's) of all the Councilmembers
then holding office on the City Council agree at that regular meeting to pass an
ordinance, resolution or motion, notwithstanding the Mayor’s refusal to approve
it, then it shall be effective. The vote on the question of passage over the Mayor’s
veto shall be by yeas and nays, and shall be recorded in the journal.
23. ROBERT’S RULES
The rules of parliamentary practice comprised in the latest edition of Robert’s
Rules of Order shall govern the Council in all cases to which they are applicable
and in which they are not in conflict with these Rules of the Council.
24. VOTES
24.1 Votes may be taken on motions, resolutions, and appointments, except
where a roll call vote is specifically called for by statute, rule of the Council, or by
a request of any Councilmember.
24.2 Roll call votes are required on all ordinances, expenditures, calling a
closed meeting, items requiring an extraordinary majority, or when requested by
a Councilmember.
24.3 The order in which Alderperson shall be called for roll call votes shall be
alternated. The order of voting for the year shall be published by the City Clerk
at the beginning of the year.
24.4 A Mayoral vote is required in the instances specified in Council Rule 14.4.
24.5 A Councilmember may abstain from voting in the instances as set forth in
Council Rule 11.1.
24.6 Except as provided for in City Council Rule 25, all matters that obtain a
majority vote from all present voting City Council Committee members shall
move forward to the City Council with a positive recommendation. When a
matter obtains a tie vote from all present voting City Council Committee
members, said matter shall move forward to the City Council with a neutral
recommendation.

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25. EXTRAORDINARY VOTES
25.1 Three-quarters (3/4) of (elected) Councilmembers then holding office
(seven (7) votes).
A. Vacation of streets and alleys. 65 ILCS 5/11-91-1.
B. Passage of Map amendment when thirty percent (30%) of property
owners within five hundred feet (500’) of the boundary of an area to be
amended file written protest with the City Clerk. (City Code: 6-3-4-7).
C. Passage of a unique use when thirty percent (30%) of property owners
within a thousand-foot (1,000’) radius of the area boundary file with
the City Clerk a written protest. (City Code: 6-3-7-6).
25.2. Three-quarters (3/4) of Councilmembers Present.
25.3. Two-thirds (2/3) of (elected) Councilmembers then holding office (six
(6) votes).
A. Sale or lease of real property. (City Code 1-17-4-1; 1-17-4-2; and 1-17-
5).
B. Purchase of goods and services over $20,000 (twenty thousand dollars)
without public bids, except for federally funded programs, which may
have requirements that supersede the City’s. (City Code 1-17-1).
C. Passage of an ordinance over veto of the Mayor. (City Code 1-6-4 (B)).
D. Overrule Liquor Commissioner in rejection of application. (City Code
3-4-2(C)5).
E. Passage of modification of a site development allowance in excess of
that established in zoning district, upon Plan Commission
recommendation and City Council written finding. (City Code 6-3-6-
6).
25.4 Two-thirds (2/3) of Councilmembers present (number will vary).
A. Temporary suspension of any rule (except Rule 20.1). (Council Rule
3.2).
B. A roll call vote on a motion to call the question. (Council Rule 18.9).
C. A motion to overrule the request of two Councilmembers to hold a
matter over until the next regular meeting. (Council Rule 18.12).
D. A motion to reconsider made at the same meeting at which original
vote was taken. (Council Rule 22.1).
E. Expulsion of a Councilmember for the remainder of a Council meeting.
(Council Rule 10.3).

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25.5. Two-thirds (2/3) of Corporate Authorities. (seven (7) votes)
A. To appoint a City Manager. (Council Rule 7.1).
B. To remove a City Manager. (Council Rule 7.2).
C. To amend the budget. (City Code 1-11-5(F)).
The Mayor cannot vote on extraordinary votes except to break a tie and to
appoint a City Manager. (See Council Rule 14.4. Note: Although the Mayor’s
vote is required to break a tie vote, the item will fail unless the extraordinary vote
numbers are met.)
25.6. Unanimous Vote. To suspend the rules for the purpose of adopting an
ordinance at the same meeting at which it is introduced. (Council Rule 20.1).
26. COMPENSATION COMMITTEE
The Mayor shall appoint a compensation committee comprised of
Councilmembers no later than January 1 of the year prior to a municipal election
to ensure that the process for recommending and setting the compensation for
elected City officials complies with Title 1, Chapter 5 of the City Code, and the
Illinois Municipal Code, 65 ILCS 5/3.1-50-10.
Pursuant to Title 1 of the City Code, the compensation committee must convene
and submit a report and recommendation to the Council no later than 240 days
prior to the next regularly scheduled municipal election. The Council then
approves and sets all compensation via ordinance following submission of the
compensation committee’s report. Any member of the Council may attend and
provide information to the committee during the committee’s meetings to assist
the committee in its work. The committee shall recognize and allow any Council
member to speak and submit information to the committee.
27. WARD COMMUNICATION POLICY
27.1 Electronic Communications. Upon request, City staff will support a Ward
E-Newsletter. Ward E-Newsletters are limited to six (6) per year. City staff will
coordinate use of an on-line service for the preparation and issuance of the Ward
E-Newsletter. Councilmembers must provide all written content, hyperlinks,
and graphics in a Word document so that City staff can format into the

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newsletter template. All content should be submitted to City staff at least one (1)
week prior to the intended issuance date.
27.2 Electronic Announcements. Upon request, City staff will send Ward
Announcements on behalf of a Councilmember. Ward Announcements are: (1)
ward meeting agenda notifications; (2) meeting notification reminders; (3) PDF
document attachments; and (4) single topic ward-specific notifications. Ward
Announcements are limited to two (2) per month. City staff will coordinate use
of an on-line service in preparation and issuance of announcements.
Councilmember must provide all written content and/or PDF documents for
attachment.
27.3 Postcard Announcements. Staff will develop and mail two (2) postcards
per year per Councilmember for Ward and/or community meetings. All content
must be submitted to City staff four (4) weeks prior to the meeting date.
27.4 Ward Meetings. City staff can assist Councilmembers in preparation for
Ward meetings upon request. Requests for assistance should be made twenty-
one (21) days in advance to ensure staff availability and presence. City staff will
add ward meetings to the City calendar as soon as dates are determined. City
staff can assist in securing space for ward meetings.
28. TECHNOLOGY ALLOWANCE
28.1 The Mayor and each Councilmember will receive a monthly technology
allowance in the amount of seventy-five dollars ($75.00) per month to assist with
technological amenities associated with conducting City business, including, but
not limited to: high-speed internet service, a mobile phone device/service or
other communication needs.
28.2 Any additional costs over and above the Technology Allowance will be
the responsibility of the individual Councilmember or Mayor.

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