McHenry Times

City of Harvard Administration Committee met June 8.

Here are the minutes provided by the committee:

The Finance Committee meeting was called to order 6:32 pm. Committee members present: Chairwoman Lisa Haderlein, Aldermen Dan Carncross and Alderman Gorman Gorman. Alderman Matt Perkins was absent. Also present were Mayor Michael Kelly, Finance Director Deb Bejot, and City Administrator Dave Nelson.

Public Comment

None

Communications, Public Relations and Rules Review

Alderman Gorman provided an update to his previous presentation on the need to communicate more effectively with the public, mainly focusing at this time on improving our Website capabilities, to full potential utilization.

1. Researched MuniCode (website administrator) and found that they have merged with Civic Plus, but it is in the very early stages.

2. Was given internal access to our website from City Administrator Nelson, and did a search of our current information and capabilities. Reported our current capabilities, as well as noting the limitations to those capabilities. Also reported services to consider, highlighting those that are more geared toward communication with our citizens. Priority to provide agenda and meeting management software that manages audio and video functions was specifically noted and discussed in detail.

3. Searched other municipality sites to do a comparison with ours as to information available for public access

4. Reached out to MuniCode/Civic Plus and made contact on 6/8. After speaking with the rep and presenting his questions, it was determined that a help ticket should be opened so answers can be provided. Alderman Gorman has taken this step.

5. Moving forward, Alderman Gorman will continue to access information from MuniCode to determine access upgrades and pricing and possibly obtain a demo on their media module. He also suggested involving the new receptionist down the road in upgrading the system.

No specific action was taken regarding this matter at this time.

At 7:18 pm, City Administrator Nelson requested and was granted permission to leave the meeting.

Codify City Administrator Position

Action was taken to Codify the City Administrator Position, adding job duties and responsibilities to Section 3.01(c) as follows:

Job Duties and Responsibilities

City Administrator

(Reports to Mayor and City Council)

1. Attend City Council and Council Committee meetings. (Leave as is)

2. Develop policy and procedures necessary for the operation of the city. Provide City Council with adequate information to make sound decisions and to establish policies. (Leave as is)

3. Review all city services, assess the city’s needs and report at least on a monthly basis organizational objective, the financial status of the city, and all other issues of concern to the Mayor and City Council.

4. The Administrator shall be responsible for the supervision and coordination of all work of all departments. except for City Clerk, Treasurer, Attorney and Engineer. The Administrator shall work closely with the City Clerk, Treasurer, Attorney and Engineer to coordinate efforts of the administration with their activities.

5. The Administrator shall be responsible for hiring of all personnel necessary to fill positions created by the City Council, unless mandated by State Statute, local ordinance or policy. The Administrator shall also be responsible for the discipline and discharge of all personnel unless mandated by State Statute or local ordinance. (Leave as is)

6. The Administrator shall serve as the City Finance Director. The Administrator shall exercise general direction and oversight of all activities of the finances.

7. The Administrator shall participate with the City Council in the development and establishment of short and long range goals and objectives. (Leave as is)

8. Report on a regular basis to the City Council about organization objectives, financial status of the city, and other issues of concern.

(Remove #8 – captured in #3)

8. The Administrator shall be notified and receive and have investigated investigate all complaints to matters concerning the administration of the operations of the city government, take appropriate action related to the outcome of the investigation, and report the matter, if required, to the Mayor and City Council.

9. The Administrator shall perform all other duties and assignments as directed by the Mayor and City Council

Alderwoman Haderlein made a motion, seconded by Alderman Gorman to present revised job duties and responsibilities for addition to 3.01(c) to the City Council for approval. All ayes. Motion carried.

New Business

The Committee discussed next steps to the hiring process for the new City Administrator, being the determination of the recruitment strategy, administrator profile and salary range. The Mayor presented ideas regarding departmental changes and the importance of the participation and experience of the new CA in developing a more robust city staffing structure. Economic development experience was also discussed. The Mayor reported it is his intention to address the Administrator profile and job prospectus at the July Meeting of the Whole City Council, as well as discuss a timeline and recruitment process. No further action was taken.

Alderwoman Haderlein reported that she was contacted by the Environmental Defenders of McHenry County proposing the installation of an EV charging station in Harvard. After brief discussion, it was decided this matter should be referred to the Transportation Committee. No further action was taken.

A motion was made by Alderman Gorman, seconded by Alderman Carncross to adjourn the meeting. All ayes. Motion carried.

Meeting adjourned at 8:47 pm.

https://www.cityofharvard.org/sites/default/files/fileattachments/administration_committee/meeting/14606/minutesadministration2022-06-08.pdf