City Council Planning Sessions

Monday, August 14, 2023 I. Call to Order The Wheaton City Council Planning Session was called to order at 7:00 p.m. by Mayor Suess. The following were: Physically Present: Mayor Suess Councilman Barbier Councilwoman Bray-Parker Councilman Brown Councilman Clousing Councilwoman Robbins Councilman Weller Absent: None City Staff Present: Michael Dzugan, City Manager John Duguay, Assistant City Manager Joseph Tebrugge, Director of Engineering Patrick Keegan, Director of Information Technology Brandon Kowalke, Senior Management Analyst Halie Cardinal, Public Relations Coordinator II. Public Comment There were no public comments. III. Approval of Planning Session Minutes – July 10, 2023 The City Council approved the July 10, 2023 City Council Planning Session Minutes. IV. Overview of New Building Department & Service Request Software Procurement City Manager Dzugan stated the City is exploring purchasing new building department software that improves the City’s ability to efficiently deliver several different services across a variety of departments. Some Council members expressed support for the procurement of new software that will streamline administrative processes for City staff. Senior Management Analyst Kowalke stated that the current system for permitting and code enforcement activities is outdated, and it has not been updated in over a decade. He stated that City staff began the process of researching new software that will fulfill the needs of the City. The goal is for the new software to initially improve permitting and code enforcement activities but then be expanded to other City services and applications. The new software is estimated to be 40-140% more expensive than anticipated for this year and has a 90-100% increase in annual maintenance fees. He stated that the new software will lead to an enhanced customer experience and increase the productivity and efficiency of City staff.  Monday, August 14, 2023 CITY COUNCIL PLANNING SESSION MINUTES In response to a Council question, Senior Management Analyst Kowalke stated City staff established a Request for Information (RFI), which included inquiries about the vendors’ software functionality, performance, and implementation processes. City staff identified core essentials needed by the City, including a responsive online portal, integration with ArcGIS, and flexible tools for use by the IT Department to customize the system for other future uses. City staff then sent a Request for Proposal (RFP) to the eligible vendors. In response to a Council question, Senior Management Analyst Kowalke stated that the selected vendor would oversee the training and implementation process, and the service would include ongoing maintenance and annual licensing fees. In response to a Council question, Senior Management Analyst Kowalke stated that City staff will evaluate the return on investment based on the cost of the new software and staff time. City Manager Dzugan stated that the efficiencies in the new software have both internal and external positive impacts. In response to a Council question, Senior Management Analyst Kowalke stated that City staff have selected a proposed vendor and are negotiating the final terms of an agreement. In response to a Council question, Senior Management Analyst Kowalke stated that the City processes approximately 3,800 permits annually. He stated that the short-term cost is related to the implementation of the software, and the annual subscriptions are approximately $30,000 to $80,000. The current permitting module through Tyler Technologies is approximately $16,000 annually. In response to a Council question, Senior Management Analyst Kowalke stated that the current permitting module is integrated with the City’s ERP system. However, a direct integration of the ERP system and the new software is not needed because only payments will need to be reconciled. V. IGA with DuPage County – Illinois Prairie Path Transfer (IPP IGA) City Manager Dzugan stated the Illinois Prairie Path Transfer Intergovernmental Agreement (IPP IGA) represents years of work between DuPage County and City of Wheaton staff. The City Council would formally consider this agreement at their August 21, 2023 meeting. Director of Engineering Tebrugge stated that the parcels involved in the IPP IGA are the Carlton Avenue right of way (from Roosevelt Road to Liberty), and parcels owned by DuPage County along Liberty Drive from Carlton Avenue to Cross Street. Specifically, this includes Lot 3 by the pavilion, Lot 4 by the gathering space, Lot 5 by the on-street parking, Founder’s Park, Parcel C by Liberty Square, and Parcel D adjacent to Wheaton Center. Director of Engineering Tebrugge provided an overview of the ownership history, dating back to the CA&E railroad’s existence in the 1950s. When the railroad went bankrupt in the early 1960s, a legal settlement established an agreement through which DuPage County and the City constructed Carlton Avenue, with DuPage County owning the land and the City being responsible for maintaining the roadway. Director of Engineering Tebrugge outlined the Illinois Prairie Path connection along Carlton was created by 1998. Resident complaints in 2021 regarding maintenance of the Prairie Path prompted the County and City to create this proposed agreement, in which the City would own the Carlton Avenue right of way and take over maintenance, and DuPage County would turn over parcels along Liberty Avenue to the City and install a concrete multi-use path on the Carlton Avenue right of way.  Monday, August 14, 2023 CITY COUNCIL PLANNING SESSION MINUTES In response to a Council question, Director of Engineering Tebrugge stated that the road has always been on the County’s property and the City was responsible for maintenance. Upon conclusion of the process, the County will have no claim to any property in downtown Wheaton. In terms of maintenance, the City already maintains property north of Liberty Street and all street improvements on the Carlton right of way. Parcel D is currently maintained by Wheaton Center. The only increase in maintenance would be maintaining the new multiuse path. In response to a Council question, Director of Engineering Tebrugge stated that the County supports this agreement. Council members expressed appreciation for the work of City staff and the cooperation of County staff. In response to a Council question, Director of Engineering Tebrugge stated that the County started surveying a few weeks ago to generate the plans for the concrete surface. He estimates the work to start next year during construction season. VI. City Council/Staff Comments Councilwoman Bray-Parker wished educators and students good luck for the 2023-2024 school year. VII. Adjournment The meeting was adjourned at 7:28 p.m. Respectfully submitted, Halie Cardinal