City Council Planning Sessions

Monday, May 9, 2022 1. Call to Order The Wheaton City Council Planning Session was called to order at 6:58 p.m. by Mayor Suess. The following were: Physically Present: Mayor Suess Councilman Barbier Councilwoman Bray-Parker Councilwoman Fitch Councilwoman Robbins Councilman Weller Absent: Councilman Brown City Staff Present: John Duguay, Assistant City Manager Vincent Laoang, Director of Public Works Joseph Tebrugge, Director of Engineering Russell Peacock, Development Engineer Susan Bishel, Public Information Officer Allison Kaleta, Public Relations Coordinator 2. Public Comment A Wheaton resident spoke to a flooding issue that is happening in his back yard. Mayor Suess and Assistant City Manager Duguay responded stating they would be in contact with the resident to investigate the issue. 3. Approval of Planning Session Minutes – April 25, 2022 The Council approved the April 25, 2022 City Council Planning Session minutes. 4. City-Wide Marketing and Events Management Proposal Assistant City Manager Duguay reviewed the proposal from Ellevate Consulting, a company that submitted a contract to the City to help facilitate and market events and assist city-wide with available properties for greater economic development. Assistant City Manager Duguay proposed different inquiries regarding the proposal and whether the Council was interested in contracting out for city-wide marketing and special events management services. The consensus of the Council was to support city-wide marketing and special events management services of a possible contract with a city-wide marketing and events company, but some councilmembers requested more information regarding the services being offered and greater detail. Comments regarding the duplication of what the Downtown Wheaton Association (DWA) is currently doing were also mentioned. In general, there was Council support for greater marketing and events management at locations other than the downtown, such as Danada and Town Square, North Main Street and College Avenue. MAY 9, 2022 CITY COUNCIL PLANNING SESSION MINUTES Some Councilmembers expressed support for the economic development portion of the contract, believing that the City would benefit from this service in attracting new businesses to the available commercial properties throughout the City. It was also discussed that within the DWA’s agreement with the City, they are to promote the available spaces within the Central Business District and continue to improve the downtown area. Goals and benchmarks within the contract were also reviewed by the Council. A request for additional information regarding the involvement of the Council with the proposed events and marketing tools was made by Councilmembers. The Council gave authorization for City staff to negotiate a contract with Ellevate Consulting for the Council’s formal consideration at the June 6, 2022 City Council Meeting with focus on city wide event planning, marketing and economic development. 5. Strategic Priority 2 – Enhanced Infrastructure: Reimbursement Programs Assistant City Manager Duguay stated Staff would be looking for Council feedback and direction following Development Engineer Peacock’s presentation on Enhanced Infrastructure: Reimbursement Programs. Development Engineer Peacock stated following the January 10, 2022 Planning Session, Staff revised the reimbursement programs based on Council feedback. He stated the requested revisions and additional programs would directly support Strategic Plan Priority 2, Goal C: Improve Programs and Reduce Sanitary Sewer Back-ups and Overflows. Three reimbursement programs were recommended. One program falls under Initiative 2: Residential Sewer Backup Prevention Program and two programs are under Initiative 3: Sanitary Sewer Service Line Reimbursement Program and Foundation Footing Tile Disconnection Reimbursement Program. Currently, the Residential Sewer Backup Prevention Program (Overhead Sewer) reimburses residents 50%, up to $3,000, for the cost of the installation of an overhead sewer. This program eliminates backups. City staff proposed to increase the reimbursement amount up to 75%, with a cap of $8,000, in hopes of attracting more residents to participate in the program. Council reviewed the average number of residents participating in this program at the current 50% reimbursement rate, which averages 4 residents per year over a five-year period. Council requested that communication be sent out promoting the programs to all residents. Staff stated that success, for all three programs, is defined as increased participation. The City incentives offered and the amounts that residents will typically be required to pay are designed to entice participation. For two years, Staff will be tracking participation and update the Council, as appropriate. The Service Line Reimbursement Program was proposed to help target residents who are conducting point repairs on their sewer lines. Currently, an average of 80 permits are submitted for point repairs each year. This program will target those specific projects and instead of conducting a point repair, will encourage residents to upgrade the entire line at a similar cost of a point repair. Staff proposed a 65% reimbursement, up to $11,500, which includes $5,000 for “in-kind” road restoration work, as an incentive towards a typical service line replacement. It was discussed that Staff reviewed different costs and reached out to multiple plumbers to find a comfortable average for a service line replacement and calculated the reimbursement cost from that average with the budget of the project as a factor. MAY 9, 2022 CITY COUNCIL PLANNING SESSION MINUTES In response to a Council question, the different cost amounts were reviewed. Development Engineer Peacock stated the different factors that can increase the price for the line repair include length of the pipe and depth of the sewer main. If a front yard is longer than average, significant landscaping needs to be removed or if the line is under a driveway, the cost could be significantly different. In response to a Council question, Staff stated if the annual budget is exhausted, Staff will bring this information to the Council for additional resource consideration. Development Engineer Peacock stated this occurrence would mean a very successful roll out of the program. In response to a Council question, Staff will discuss this program with any residents who pulls a permit for point repairs if it is feasible for their project. Communication and advertisements regarding this program will also be sent out to residents. Council gave authorization to reimburse residents who participate in the Service Line Reimbursement program 65% with a cap of $13,000. The Foundation Footing Tile Disconnection Reimbursement Program was reviewed. The average cost of this work is $3,750 to reroute directly connected footing tile systems to a sump pump that pumps water out of a home. City staff proposed reimbursing the cost up to $5,000 because there is little to no benefit to the resident, but the City does benefit from this work by lessening in-flow. The Council expressed support for this program and reimbursement amount. The Council directed staff to prepare a formal draft for their consideration at the May 16, 2022 City Council Meeting. 6. City Council/City Staff Comments Councilman Barbier commented that he attended a wedding and a softball game recently. He expressed great joy in being able to come back together as a community for celebrations and competitions. Mayor Suess reminded residents that the Hale Street Tents are now up and residents can participate in outdoor dining just in time for the warm weather that has arrived. 7. Adjournment The meeting was adjourned at 8:06 p.m. Respectfully submitted, Allison Kaleta