McHenry Times

City of Harvard Committee of the Whole met July 9

Here are the minutes provided by the committee:

Mayor Kelly called the Special City Council Committee of the Whole Meeting to order and led the pledge to the flag at 6:31 pm. City Clerk Logan called roll to establish a quorum. Aldermen present: Haderlein, PlattMiller, Hoeflich, and Kriete. Aldermen Lavallee, Lancaster, Luna, and Perkins were absent. A quorum was not present; therefore, Alderwoman Luna was not able to be admitted into the meeting electronically. Mayor Kelly stated that they could continue to hold the meeting but could not take any actions or make motions unless another member joined later to create a quorum.

Also present:

Interim City Administrator Bejot, Deputy City Clerk Nunez, Chief Bauman, Deputy Chief Sacco, Public Works Director Lamz, Public Code Enforcement Officer Nutley, Parks & Recreation Director Atkinson, and members of the audience.

Authorization For City Council Member To Attend Meeting Electronically Pursuant to Section 2.05.H – Electronic Attendance At Meetings Rule

Mayor Kelly stated they could not authorize Alderwoman Luna to join electronically since they did not have a quorum present.

Public Comment

Jay Schulz of 1503 Pheasant Run, Harvard, Illinois addressed the City Council. He commended the previous night's meeting, particularly City Engineer Rozwadowski’s well-thought-out plan, acknowledging the difficult decisions the City Council is facing. He encouraged continued communication with the public about the City's limitations.

Mr. Schulz then brought up two issues:

• Tennis courts at Shadow Creek: He reminded the City Council that over 2 years ago, both the Park Board and City Council had voted to have these removed. The former City Administrator had delayed this for a potential project that never materialized. Mr. Schulz requested a timeline and update on when the removal would be completed.

• Lots in the retention pond in Shadow Creek: The Park Board and City Council had approved selling these lots, but Mr. Schulz believed they had not been put up for sale yet. He requested a timeline and update on the status of this matter.

Mr. Schulz thanked the council for their time and service, acknowledging his past experience of 8 years on the City Council.

Mayor Kelly called for a recess at 6:36 pm.

At 6:45 pm the meeting resumed.

At 6:46 pm, Alderwoman Lancaster joined the meeting and therefore a quorum was established.

At 6:46 pm, Alderwoman Luna was admitted into the meeting electronically Pursuant to Section 2.05.H – Electronic Attendance At Meetings Rule

Strategic Vision Plan Review

Mayor Kelly provided an overview of the strategic vision plan, explaining it was created in 2017 with input from City staff, community members, business owners, and other stakeholders. The plan was updated two years ago. Mayor Kelly emphasized that the vision helps create priorities for each department and guides long-term and short-term projects. It also aids in budgeting by aligning with the identified priorities and projects.

At 6:48 pm Alderman Lavallee joined the meeting.

Introduction

Interim City Administrator Bejot explained that she had condensed excerpts from the full strategic vision plan, which can be found on the City website's homepage. She outlined the presentation's structure: a brief introduction, strategy and progress update, 2025-2026 plans, and next steps. Each section would have two pages - one for strategy and one for progress milestones.

Interim City Administrator Bejot emphasized that the vision aims for how Harvard wants to look by 2040.

She broke down the vision, mission, and inclusive community statement into bullet points for easier comprehension.

Strong and Reliable Infrastructure

Interim City Administrator Bejot presented the progress made in this area:

• Citywide infrastructure study: In progress, including plans for streets, sidewalks, water and sanitary sewer systems, and trees.

• Communication plan for street improvements: Completed, with effective communication through public works, websites, and videos.

• GIS upgrades: In progress, to be posted on the website for public access.

• New funding sources: Significant progress made, including federal and state grant funding for major projects.

• Street improvements with new funding: The City is using the non-home rule 1% sales tax passed by referendum last year.

• Engagement with Metro RTA and PACE: In progress, including sidewalk connectivity projects.

• Downtown wireless access: In progress, with Surf Internet expected to complete City-wide fiber by late summer.

Safe Community

The highlighted progress in this area included:

• Staff emergency management certifications: Completed and updated annually.

• Building a diverse police force: In progress, with current department size at 18, including 2 female officers and 3 Hispanic officers.

• Partnerships with fire district and schools: Ongoing.

• Emergency scenario response training: Held regularly, at least twice a year.

• Improvements to emergency alert system: Code Red system in continuous progress.

A discussion ensued about the tornado siren system. Mayor Kelly explained that the old system was antiquated and had been replaced by the Code Red alert system. Mayor Kelly detailed the reasons for this change, including consolidation of dispatch centers and the potential for false alarms with the old system.

He emphasized that Code Red provides more detailed information and can be used for various emergencies beyond tornadoes.

Efficient Effective Government

The highlighted progress in this area included:

• Increased information available in Spanish: Completed, with all agendas and minutes translated. 

• Investment in technology and website improvements: In progress, including GIS services upgrades and planned website upgrades.

• Staffing matrix review: Completed last year, needs updating.

• Engagement with McHenry County Council of Government: Ongoing.

Some areas still need further exploration, including resident satisfaction surveys.

Vibrant Downtown

The highlighted progress in this area included:

• Downtown master plan: In progress, with an RFP drafted for attracting companies to bid on the project.

• Incentives for downtown building improvements: In progress, including revolving loan program, downtown TIF, and enterprise zone options.

• Wi-Fi access: In progress, with Surf Internet working on implementation.

Mayor Kelly mentioned ongoing discussions about a potential grant program for downtown development.

Thriving Economy

Interim City Administrator Bejot noted that an economic development plan is in progress, though it needs further work. Targeted business developments, including aviation and industrial park projects, are in progress. County and regional partnerships are active and ongoing.

Housing and Neighborhoods

Interim City Administrator Bejot reported that some areas need more work, including policies to encourage development of existing subdivisions for workforce housing and incentives for improvements to historical homes. Code enforcement for addressing properties in poor condition is ongoing and successful. A housing stock and residential land inventory is in progress.

A discussion ensued about the definition and need for workforce housing. Mayor Kelly explained the difference between affordable housing, workforce housing (also known as "missing middle" housing), and luxury housing. Council members expressed interest in exploring more diverse housing options and potentially revisiting some zoning regulations to allow for more flexibility in housing types.

Arts and Culture

Interim City Administrator Bejot acknowledged that not much progress had been made in this area, as it requires significant participation from outside the City Council and staff. However, some events like Dia de los Muertos and a Farmers’ Market have been initiated to attract people to the downtown district.

Parks and Recreation

Interim City Administrator Bejot reported good progress in this area:

• Existing park improvements: Ongoing with redirected funding from tax referendum.

• Parks master plan review: In progress, as clarified by Mayor Kelly.

• Programming and communication: In progress, with the implementation of RecDesk software for easier registration and tracking.

• Partnerships with library, schools, and other program providers: Ongoing.

• Indoor space for recreational activities: Being explored, with potential plans to be presented to the council in the future. 

2025-2026 Plans

Interim City Administrator Bejot summarized the plans for the current fiscal year across all areas of the strategic vision, including infrastructure projects, safety initiatives, government efficiency improvements, economic development plans, housing and neighborhood initiatives, cultural events, and parks and recreation enhancements.

Next Steps

Mayor Kelly suggested that each committee should discuss their priorities for moving beyond the current fiscal year in their next couple of meetings. This would help in planning for the 2026-2027 budget, which will start being developed in November and December.

Committee Meeting Structure Review

Mayor Kelly introduced a discussion about potentially restructuring Committee meetings due to issues with achieving quorums and the high number of meetings creating stress on staff and council members' time.

Mayor Kelly presented several options:

• Eliminate individual committees and have a monthly Committee of the Whole meeting to discuss all issues, in addition to the regular City Council meeting.

• Keep the Committee structure but meet every other month, with two committees meeting in alternating months.

Mayor Kelly expressed a personal preference for the second option, citing the need to reduce the number of meetings while still maintaining focused oversight on different areas.

City Council members discussed the pros and cons of the options, considering factors such as scheduling conflicts, the ability of citizen members to participate in Parks and Tree Board meetings, and the potential impact on efficiency and decision-making speed.

Interim City Administrator Bejot noted that reducing the number of meetings would also reduce the time spent on translating minutes and agendas, which currently takes about 11-12 hours per month.

After discussion, there was general agreement to try the every-other-month committee meeting structure.

Mayor Kelly stated that this would be put on the agenda for the next City Council meeting for a formal vote.

A motion was made by Alderwoman Platt-Miller, seconded by Alderwoman Lancaster to adjourn the meeting. Aldermen voting aye: Haderlein, Platt-Miller, Lavallee, Hoeflich, Lancaster, Kriete, and Luna All ayes. Motion carried.

The meeting adjourned at 8:05 pm.

https://www.cityofharvard.org/media/26316