City Council

MINUTES CITY OF DEKALB COMMITTEE OF THE WHOLE MARCH 13, 2017 The City Council of DeKalb, Illinois held a Committee of the Whole meeting on March 13, 2017 in the City Council Chambers of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 5:01 p.m. A. ROLL CALL Deputy City Clerk Ruth Scott called the roll, and the following members of City Council were present: Alderman Bill Finucane, Alderman Mike Marquardt, Alderman Bob Snow, Alderman Kate Noreiko, Alderman Tony Faivre, and Mayor John Rey. Alderman Dave Baker arrived at 5:08 p.m. Alderman David Jacobson arrived at 5:48 p.m. (during the Executive Session portion of the meeting). Also present were: City Manager Anne Marie Gaura, Assistant City Manager Patty Hoppenstedt, City Attorney Dean Frieders, Finance Director Cathy Haley, Police Chief Gene Lowery, Fire Chief Eric Hicks, Community Development Director Jo Ellen Charlton, Public Works Director Tim Holdeman, Information Technology Director Marc Thorson, Human Resources Director Cris Randall, Management Analyst Aaron Stevens, and Deputy City Clerk Ruth Scott. B. ITEMS ALSO ON THE REGULAR AGENDA There were none. C. CONSIDERATIONS 1. 2016 Annual Freedom of Information Act Report. Management Analyst Stevens presented Council with an overview of the 2016 Annual Freedom of Information Act (FOIA) report. He explained the three types of FOIA requests – Police, commercial, and non-commercial. In 2016, the City processed 776 Police FOIA requests, 184 commercial FOIA requests, and 234 non-commercial FOIA requests. Of the 234 non-commercial requests, 120 were requested by five individuals. Management Analyst Stevens provided a three-year comparison from 2014 to 2016 for all three categories. He stated there has been a steady upward trend of non-commercial requests from year to year. The Police Department has seen a decrease in requests since they started using the AVRS system, as well as advising attorneys to use the subpoena and discovery process for solicitation of records. Committee of the Whole Meeting Minutes March 13, 2017 Page 2 of 3 Management Analyst Stevens provided information regarding the FOIA request response process, explaining that when a request is received, it is routed to all departments/divisions that may house responsive documents. Any department/division with responsive documents forwards the documents to the FOIA Officer. The FOIA Officer then responds to the requester. Management Analyst Stevens stated that additional information related to FOIA is located on the City’s website and includes: a link to the Illinois General Assembly - State FOIA Law page, an index of 2015 and 2016 FOIA requests, a link to the FOIA request form, a printable FOIA request form, and a FOIA packet as required by the Illinois FOIA Act. Alderman Noreiko asked Management Analyst Stevens how much staff time is spent responding to FOIA requests. He responded that he is working on a detail of time spent to present to Council in the future. Mayor Rey added that time spent depends on the complexity of the request, with Management Analyst Stevens concurring. Alderman Noreiko asked Management Analyst Stevens how much of his time is spent responding to FOIA requests. He answered approximately 50 percent. D. PUBLIC PARTICIPATION There was none. E. RECESS FOR EXECUTIVE SESSION OF THE CITY COUNCIL 1. Approval to Hold an Executive Session to Discuss the Purchase or Lease of Real Property as Provided for in 5 ILCS 120/2(c)(5). 2. Approval to Hold an Executive Session to Discuss Pending or Imminent Litigation as Provided for in 5 ILCS 120/2(c)(11). 3. Approval to Hold an Executive Session to Discuss Personnel as Provided for in 5 ILCS 120/2(c)(1). MOTION Alderman Noreiko moved to hold an Executive Session; seconded by Alderman Faivre. VOTE Motion carried on a 7-0-1 roll call vote. Aye: Finucane, Marquardt, Snow, Noreiko, Baker, Faivre, Rey. Nay: None. Absent: Jacobson. Mayor Rey declared the motion passed. Mayor Rey closed the meeting to the public at 5:15 p.m.  Committee of the Whole Meeting Minutes March 13, 2017 Page 3 of 3 Alderman Jacobson arrived at 5:48 p.m. Mayor Rey opened the meeting to the public at 6:00 p.m. F. ADJOURNMENT MOTION Alderman Snow moved to adjourn; seconded by Alderman Jacobson. VOTE Motion carried on an 8-0 voice vote. Aye: Jacobson, Finucane, Marquardt, Snow, Noreiko, Baker, Faivre, Rey. Mayor Rey declared the motion passed and concluded the meeting at 6:00 p.m. _____________________________________ RUTH A. SCOTT, Deputy City Clerk Approved by City Council: April 11, 2017.