City Council Planning Sessions

Monday, April 8, 2024 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 Brown Councilwoman Bray-Parker Councilman Clousing Councilwoman Robbins Councilman Weller Absent: Councilman Barbier City Staff Present: Michael G. Dzugan, City Manager John M. Duguay, Assistant City Manager Andrea Rosedale, City Clerk Halie Cardinal, Public Relations Coordinator II. Approval of Planning Session Minutes – February 26, 2024 The City Council approved the February 26, 2024, City Council Planning Session Minutes. III. Water Division Exterior Renovation Update Assistant City Manager Duguay stated that in 2023 the City engaged StudioGC to review possible alternatives to update the exterior of the Water Division building. City staff recommended Option 2, which would cost approximately $1.5 million. The Water Division building falls within the boundaries of TIF District #3 and is eligible for reimbursement via that TIF District. Scott Delano, StudioGC Design Principal, stated that the two primary challenges with this project include areas of the building’s exterior needing replacement and ensuring that the exterior’s aesthetic coordinates with the surrounding historical buildings. StudioGC conducted a study that analyzed the materials, proportions, and character of the buildings in the surrounding area. Mr. Delano stated that Option 1 would utilize a red brick color that mirrors the aesthetic of the Courthouse building adjacent to the Water Division building. Option 2 would utilize a lighter tan color, which coordinates with buildings in the area made of limestone. In response to a Council question, Mr. Delano stated that traffic would inevitably cause dirt accumulation on the exterior. This type of dirt would be more apparent on the lighter tan color of Option 2 as opposed to the red brick color of Option 1.  Monday, April 8, 2024, CITY COUNCIL PLANNING SESSION MINUTES In response to a Council question, StudioGC Senior Design Principal Rick Petricek stated that there is a possibility that areas of the building will have structural issues. He stated that they would like to conduct destructive demo in certain areas to further investigate any potential structural issues. In response to a Council question, Assistant City Manager Duguay stated that there would be no disruptions in City services due to this project. In response to a Council question, Mr. Petricek stated that the project is expected to last approximately 6-8 months. Some Council members expressed a preference for Option 1, citing that the red brick color coordinates well with the surrounding buildings and would better conceal potential dirt from traffic, while other Council members preferred Option 2 due to its overall aesthetic. The Council directed staff to move forward with Option 1. IV. Downtown Streetscape Cost and Change Order Summary Assistant City Manager Duguay stated that the original Downtown Streetscape Project boundaries were Karlskoga Avenue to the north, Reber Street (extending to Naperville Road) to the east, Main Street (extending to Roosevelt Road) to the south, and West Street to the west. Additionally, the original scope also included a park in Lot #4, a larger pavilion in Lot #3, festival-focused streets, an arched entry on Main Street, and other additions. The plan included three categories of finishes: good, better, and best for various aspects of the project including, but not limited to, road surfaces, parking areas, and intersections. In 2016, the cost management services firm, CCS International, Inc. (CCS), provided an estimate for above/below ground construction of the Downtown Streetscape Project ranging from $71 million to $116 million. Based on these projections, in 2017, the Council directed staff to create a smaller scope for the Downtown Streetscape Project, which led to the final estimate of $34.7 million. The revised boundaries were Liberty Drive (West Street to Cross Street), Front Street (West Street to Cross Street), Wesley Street (Wheaton Avenue to Cross Street), Wheaton Avenue (Liberty Drive to Wesley Street), Hale Street (Liberty Drive to Karlsksoga Avenue), Main Street (Willow Avenue to Wesley Street), and Cross Street (Liberty Drive to Wesley Street). He stated that with the revised boundaries, approximately 70% of the expenses were eligible for reimbursement through TIF. Regarding change orders, Assistant City Manager Duguay stated the industry typically considers changes equaling 10% or less of the total project cost as acceptable. Staff categorized the change orders into two areas: scope (a feature is added, expanded, or reduced) and errors, omissions, and unforeseen conditions. Phases 1, 2, and 4 change orders were well below the acceptable percentage, ranging from 4.52%-6.15% of the total cost. However, Phase 3 included numerous scope changes, which led to over $2.6 million in unanticipated additional costs. Phase 1 had change orders totaling 6.15% due to moving Martin Plaza to the north side of Front Street, removing more contaminated soil than anticipated, and replacing more underground utilities than anticipated. Phase 2 had change orders totaling 4.52% due to removing unsightly electric poles and burying wires with ComEd, adding a concrete raised crosswalk on Hale Street, and widening Hale Street from Seminary Avenue to Union Avenue. Phase 3 had change orders totaling 28.23% of the project cost due to the reconstruction of three alleys, removing unsightly ComEd poles and burying wires along Main Street, adding a block to the project (Main Street north of Wesley Street to Seminary Avenue), adding Karlskoga Avenue as a transition street, and installing a new traffic light at the intersection of Liberty Drive and Main  Monday, April 8, 2024, CITY COUNCIL PLANNING SESSION MINUTES Street. Phase 4 had change orders totaling 5.44% due to two transition streets: Wesley Street and Willow Avenue; removing more contaminated soil than anticipated, especially in Lot #3; adding a concrete pad underneath the new pavilion; and doubling the size of the bike amenities in the downtown along the Prairie Path. In summary, including the additional $2.6 million added to the project, the projected final cost is $35.9 million, which is $1.2 million above the 2017 estimate provided by CCS. In response to Council questions, Assistant City Manager Duguay stated that the solar panels on the pavilion provide power for approximately one block. The power from the solar panels is sold back to ComEd who gives the City credit towards its energy bills. Assistant City Manager Duguay stated he would provide the amount of credit provided back to the City by ComEd. In response to a Council question, Assistant City Manager Duguay stated there is approximately $500,000 in remaining expenses to complete the Downtown Streetscape Project. V. Strategic Plan Update City Manager Dzugan stated that the 2021-2025 Wheaton Strategic Plan has five priorities, which include financial stability, enhanced infrastructure, responsive and efficient services, community safety, and environmental sustainability. He stated that staff have made progress in promoting the City’s organizational values (accountability, serving the community with pride, fairness, fiscal responsibility, honesty, innovation, respect, and transparency) amongst all employees. These values are included in the employee newsletter and incorporated in employee performance evaluations. The plan is structured with each strategic priority having a subset of goals, and those goals have a subset of initiatives. Following the plan's adoption, the staff transformed its initiatives into actionable steps. This involved creating detailed milestones for each initiative, some requiring multiple milestones for successful completion. To track progress and ensure accountability, a comprehensive internal management document was developed. Additionally, a public-facing visualization tool on the City's website keeps residents informed about progress towards achieving these goals. City Manager Dzugan stated that in his observations, the staff’s implementation process of the strategic plan has been successful thus far, and that the comprehensive internal management document supports their efforts. He noted that complexity matters, meaning that each milestone is unique in its complexity and required effort. He noted that key performance indicators are incorporated in each of the strategic priorities. Overall, City Manager Dzugan stated staff has made commendable progress in achieving goals and staying focused. He stated that staff recommends not restructuring the 2021-2025 Wheaton Strategic Plan with additional/new initiatives or milestones given the plan’s lifecycle. Should the Council desire to continue to align the plan’s lifecycle with the Mayoral term, extending the 2021-2025 Strategic Plan until 2027 is recommended. Staff would prepare for discussions on this extension in late 2024 or early 2025. Following this proposed extension, the development of a new 2028-2032 Strategic Plan could commence in the latter part of 2027. The City Council directed staff to extend the 2021-2025 Strategic Plan until 2027 as proposed. VI. Public Comment There were no public comments.  Monday, April 8, 2024, CITY COUNCIL PLANNING SESSION MINUTES VII. City Council/Staff Comments Councilman Brown encouraged the community to attend the French Market opening on April 13. Councilwoman Bray-Parker encouraged the community to attend the Recycling Extravaganza on April 13 at the DuPage Fairgrounds. Mayor Suess also encouraged the community to attend the French Market on April 13 and the Recycling Extravaganza on April 13. He stated that he attended the groundbreaking ceremony for the DuPage Crisis Recovery Center (CRC), and that the City of Wheaton looks forward to the completion of this center and its future contributions to the community. VIII. Adjournment The meeting was adjourned at 7:50 p.m. Respectfully submitted, Halie Cardinal