McHenry Times

City of Harvard Committee of the Whole met Sept. 12

Here are the minutes provided by the committee:

Mayor Kelly called the Special City Council Committee of the Whole Meeting to order at 6:31 pm. Deputy City Clerk Jannette Nunez conducted a roll call to confirm a quorum, with Aldermen Lavallee, Alderman Carncross, Alderwoman Lancaster, Alderman Gorman, and Alderman Perkins present. Alderwoman Haderlein arrived at the meeting at 6:40pm. Alderman Schulz arrived at the meeting at 7:05pm.

Planning and Zoning Commissioners Present: Commissioner Albertson and Commissioner Creviston. Planning and Zoning Commissioners absent: Commissioner Carbonetti, Commissioner Grieshop, Commissioner Hereley, Commissioner McCafferty, and Commissioner Patnaude.

Tree Board Members Shannon Kingzette and Shawn Kingzette were present. Tree Board Members absent: Janet Hugg and Jay Wolf. Joel Kriete arrived at the meeting at 6:33pm.

Park and Recreation Board Member Non-Elected Official Scott Logan was present. Absent Non-Elected Official: Pep Saucedo.

Also in attendance were City Administrator Leone, Finance Director Deb Bejot, Community & Economic Development Director Donovan Day, and Superintendent of Public Works Rob Lamz.

Alderwoman Luna to Attend the Meeting Electronically Pursuant to Section 2.05.H Electronic Attendance at Meeting Rules

Mayor Kelly noted that Alderwoman Luna needed to attend the meeting electronically, in accordance with Section 2.05.H of the electronic attendance rules. The requirements for electronic attendance were satisfied since Alderwoman Luna had informed the City Clerk of her valid reason for absence 48 hours prior. The electronic connection was established, and acknowledgment of her attendance was received.

Commissioner Joel Kriete arrived at the meeting at 6:33pm

Application for IEPA Public Water Supply Loan Assistance

The meeting proceeded to discuss an application for a loan assistance program from the Illinois Environmental Protection Agency (IEPA) concerning the public water supply. Finance Director Bejot introduced the need for approval of a loan application for lead service line replacement and potential water main replacements through a low or no-interest loan, with possible forgiveness. Supt. Lamz presented the topic, detailing that it was related to the lead service line replacement plan and might also cover qualifying water main replacements. Chritopher B. Burke Engineering (CBBEL) has provided the City with various loan options, which could offer low or no interest rates and potential loan forgiveness if certain median income criteria were met. The cost for the Loan application is $23,020. The funds would be used from the Sewer/Water Tap on Fund.

A motion was made by Perkins, seconded by Lancaster to approve the application for IEPA Public Water Supply Loan Assistance with a cost of $23,020. Roll call vote: Lavallee, aye; Carncross, aye; Lancaster, aye; Gorman, aye; Perkins, aye; and Luna, aye. Motion approved six to zero.

Resolution to Accept Planning Technical Assistance Services Delivered by the Chicago Metropolitan Agency for Planning (CMAP)

City Administrator Leone outlined the proposal to utilize Chicago Metropolitan Agency for Planning (CMAP) technical services for developing a master plan for the City's walking and biking path. The City’s financial contribution of $5,000 was highlighted as a one-time fee for this project.

● Alderman Perkins and Alderman Gorman asked about the status of the bike paths under the City’s plans in relation to this new initiative. City Administrator Leone clarified that the new master plan would offer a more comprehensive strategy for the entire city and take into account previous suggestions for improving connectivity. Mayor Kelly noted that the previous plan had not been fully approved by either the City Council or the Park Board. However, he assured that the information from that plan would be considered in the development of the new plan.

A motion was made by Alderman Gorman, seconded by Alderman Carncross to accept the resolution to accept Planning Technical Assistance Services delivered by the Chicago Metropolitan Agency for Planning (CMAP). Roll call vote: Lavallee, aye; Carncross, aye; Lancaster, aye; Gorman, aye; Perkins, aye; and Luna, aye. Motion approved six to zero.

Alderwoman Haderlein arrived at the meeting at 6:40pm

Alderman Schulz arrived at the meeting at 7:05pm.

Conduct Training for Elected and Appointed City Officials

City Attorney Clifton led a training session focused on meeting procedures and roles for elected and appointed officials. Attorney Clifton distributed handbooks for newly elected and long-term officials and noted their reference value. Key topics discussed included:

● The distinction between policymaking, operations, and actual administrative roles was highlighted. City Attorney Clifton urged officials to utilize City Staff professionally, ensuring inquiries are directed through appropriate channels.

● Explanation of the importance of meeting preparation, such as reviewing agenda packets ahead of time and consulting staff with any questions.

● Collaboration with professional staff and the importance of conducting pre-meeting due diligence was emphasized to ensure efficient meetings.

● Encouraged using healthy debate practices and respecting majority votes as city policy post-vote.

● An overview of the procedural use of agendas and consent agendas to manage meeting length and efficiency.

● City Attorney Clifton also covered public input management aligned with the Open Meetings Act and shared tips for ensuring productive hearings and public comments.

● City Attorney Clifton conducted an in-depth seminar on the City’s planning and zoning processes, covering topics such as zoning amendments, procedural guidelines, hearings, and variance considerations. The presentation provided the audience with a clear understanding of established regulations, ensuring legal clarity for community development.

Alderwoman Haderlein shared that, reflecting on her experiences as a resident before joining the Council, she found that meetings that move quickly and efficiently can sometimes be frustrating for community members. They may not have the full background and might have questions, yet only see motions, seconds, and votes. To address this, she tries to ask questions during Council meetings to ensure that important issues are discussed thoroughly. 

City Attorney Clifton agreed, noting that significant or controversial matters, especially those involving large expenses or resident concerns, should not be rushed. While smooth meetings are ideal, they shouldn't be overly brief if the agenda includes critical issues. He emphasized the importance of clarifying and explaining decisions to ensure transparency and understanding.

City Administrator Leone added that it's helpful to ask questions during the council meeting but suggested that consulting with staff beforehand can provide timely responses and ensure that information is accurately conveyed to the public. Addressing questions in advance allows for better preparation and avoids delays until the next meeting.

City Attorney Clifton concluded his presentation and invited questions from the audience. No questions were asked.

New Business

None.

A motion was made by Alderman Perkins, seconded by Alderman Carncross to adjourn the meeting. Aldermen voting aye: Haderlein, Schulz, Lavallee, Lancaster, Perkins, Gorman, Schulz, and Luna. All ayes. Motion carried.

The meeting adjourned at 7:24pm.

https://www.cityofharvard.org/media/23591