City Council Workshops

Saturday, Nov. 18, 2023 I. Call to Order The Wheaton City Council Budget Workshop Session was called to order at 9 a.m. by Mayor Suess. The following were: Physically Present: Mayor Suess Councilman Barbier Councilwoman Bray-Parker Councilman Clousing Councilwoman Robbins Councilman Weller Absent: Councilman Brown City Staff Present: Michael G. Dzugan, City Manager John M. Duguay, Assistant City Manager Dawn Didier, City Attorney Department Heads Jason Ackerlund, Forestry Superintendent Susan Bishel, Public Information Officer Thomas Corrigan, Director of Building & Code Enforcement Pat Keegan, Director of Information Technology Kinga Konkel, Assistant Director of Information Technology Jim Kozik, Director of Planning & Economic Development Vince Laoang, Director of Public Works Robert R. Lehnhardt, Director of Finance Al McMillen, Water Superintendent Nathan Plunkett, Street Superintendent Holly Schulz, Director of Human Resources Joseph Tebrugge, Director of Engineering Sean Walsh, Sewers Superintendent Sam Webb, Fleet Maintenance Superintendent II. Municipal Band Band Commission Chair Dorothy (Dottie) Mackie, 1419 Gamon Road, presented on the band’s 2023 accomplishments, which included livestreaming all concerts, reaching capacity during the patriotic concert at Memorial Park, executing community outreach efforts with students, performing at the Illinois Music Directors Conference, and providing a concert at Edman Chapel. She stated that The Friends of the Wheaton Municipal Band raised funds covering 23% of the band’s expenditures. Wheaton Municipal Band Board President Don Cavalli, 3912 Falcon Drive, Naperville, stated that the band will perform for the third time at the Midwest International Band and Orchestra Convention on  BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 Dec. 20. He stated that the band started using QR codes for programs to promote environmental sustainability. The Wheaton Municipal Band is requesting $122,620 for the 2024 Budget, which represents a $5,300, or 4.6%, increase. The increase is due to contractual labor and inflation. III. Budget Overview Director of Finance Lehnhardt provided an overview with highlights of the 2024 Budget. Expenditures for all funds for the City’s Budget total $128.2 million, which is a 2.9% increase from 2023. Within the budget, General Fund expenditures total $53.9 million, which is a 3.4% decrease. The Property Tax Levy equals $20.6 million, which remains flat. Capital improvements account for $28.8 million of the budget’s expenditures, which is 22% of the overall expenditures in all funds; and there are no new taxes. Total revenues in the 2024 Budget equal $120.3 million, with $33 million from taxes, $26.1 million from intergovernmental sources, and $25.8 million from charges for services. Within total expenditures, personal services account for $30.9 million, capital outlays are $28.8 million, charges for services are $27.8 million, and employee benefits are $5.9 million. Director of Finance Lehnhardt stated that the expenditures for capital improvements include $5.6 million for facility improvements, $5.2 million for road improvements, $4.4 million for storm sewer improvements, $3.4 million for vehicle replacements, $3.1 million for water improvements, and $2.5 million for sidewalk improvements. From 2021-2024, the City will have received $10.7 million in grant funding for capital improvement projects to include $3.6 million for new sidewalks, $3.2 million for street reconstruction, $2.9 million for flood improvement projects, $750,000 for the Library’s plaza renovation, and $500,000 for Roosevelt Road sidewalk improvements. Comparing the General Fund from 2020 to 2022, the average increase in revenues was 4.5%, with a 3.7% increase in expenditures. From 2022 to 2024, the increase in revenue is 4.3% with a 5.4% increase in expenditures. For income tax, sales tax and local sales tax, the City experienced significant increases in 2020 through 2022, but City staff expect these taxes to level off through 2024. Real estate transfer taxes are also expected to level out as the housing market has slowed. Telecommunication taxes have decreased $0.4 million, which is 32.5%, from 2019 to 2022. IV. Review of Calendar Year 2024 Draft Budget A. General Government i. Mayor and City Council Within the Mayor and City Council budget, City Manager Dzugan stated the Wheaton Park District has requested a $10,000 budget increase for the 2024 Independence Day Parade. The Council expressed support for the request. In response to Council questions, Mayor Suess stated that the $15,000 for special events is to be used at the discretion of the Mayor. City Manager Dzugan stated that the City Council going forward will receive email notification of special event funding requests prior to the special event occurring. BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 ii. Boards and Commissions City Manager Dzugan stated that the City’s Boards and Commission will present their annual reports during the Monday, Dec. 11 City Council Planning Session. Director of Finance Lehnhardt stated that there is an overall decrease of approximately $15,000. iii. Senior Citizen Programs Assistant City Manager Duguay stated that the Senior Assistance Program applications have increased from last year. The program is recommending a $20 per month stipend increase up to $250 for homeowners and $230 for renters. The criteria include a minimum age of 65, a minimum of 3 years of residency, and a maximum annual income of $32,050. Through the program’s Meals on Wheels initiative, 320 residents are served once per weekday, and the City has completed 9,000 well-being checks. In response to Council questions, Assistant City Manager Duguay stated that part of the basis for determining the subsidy is the Health and Human Service’s defined poverty rate. He stated that City staff will potentially incorporate the City’s social workers into this program, and that the Commission on Aging is involved with the applicant selection process. He stated that the Ride DuPage Transportation Program serves Wheaton seniors, and staff are looking into other more cost-effective options for running this service. In response to Council questions, Assistant City Manager Duguay stated the Commission on Aging will add an action item to their Annual Report to develop a formula for determining the monthly stipend amount provided to residents participating in the Senior Assistance Program. iv. City Manager’s Office Assistant City Manager Duguay stated that the City Manager’s Office’s 2023 accomplishments included reviewing fees and assessing operational cost recovery for the Parking Fund; supporting the implementation of the Strategic Plan and providing updates to City Council; and continuing “Data for Decisions” projects. He stated that 2024 goals include completing the Downtown Streetscape closeout; continuing “Data for Decisions” projects; aligning weekly and quarterly budget narratives using consistent output and performance measures; and finalizing the East Roosevelt Road Zoning Ordinance amendments. v. Legal Services City Attorney Didier stated that Legal Services’ 2023 accomplishments included reducing outside legal services and fees through prosecuting the Administrative Adjudication hearings and handling litigated cases; finalizing the Procurement Policy; updating various City Code provisions; and finalizing the transfer of parts of the Prairie Path within Wheaton from County ownership to City ownership. She stated that 2024 goals include completing the Streams Lakes Project; reviewing the Risk Management Program; and completing the Roosevelt Road rezoning. In response to a Council question, City Attorney Didier stated that one of the challenges with the Streams Lakes Project is related to the ownership of the various lakes. vi. Finance BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 Director of Finance Lehnhardt stated that the Finance Department’s 2023 accomplishments included conducting a financial analysis of the Parking Fund’s operations and developing a Pension Funding Policy. He stated that 2024 goals include finalizing the Parking Fund analysis and conducting a financial analysis of the Water Fund’s operations. In response to a Council question, Director of Finance Lehnhardt stated that the Finance Department will be analyzing each of the Enterprise Funds. vii. Human Resources Director of Human Resources Schulz stated that the department’s 2023 accomplishments included completing a position analysis for all non-union positions within the City and amending the compensation plan to incorporate results; developing a plan to implement core values and training plans into employee performance reviews; and successfully negotiating successor bargaining agreements with both MAP 699 and MAP 450. She stated that 2024 goals include partnering with the Finance Department to streamline payroll processes and schedules; integrating Local 150 employees into the City’s IPBC Health and Dental Insurance Program on July 1; and implementing a new performance management system. In response to Council questions, Director of Human Resources Schulz stated that the City has one open position. The projected days-to-fill a position is 104 days in 2023 due to several positions that proved challenging in finding eligible candidates. 1. Liability Insurance Fund Director of Finance Lehnhardt stated that for Interfund Transfers Out, there is $1.3 million, which was due to transferring out all the excess reserves in the Liability Insurance Fund. The City received reduced costs in insurance premiums through a new insurance broker. For charges and services, there is a $60,000 reduction in expenditures, which is about 4%. 2. Health Insurance Fund Director of Finance Lehnhardt stated that in terms of revenues, Interfund Transfers In are increasing $150,000, which are transfers from other funds paying into the Health Insurance Fund for insurance costs. In terms of expenditures, charges, and services, these are increasing $273,000. He noted that the Finance Department estimates premiums will increase by 5%. He stated that Interfund Transfers Out is decreasing $852,193. viii. Information Technology Assistant Director of Information Technology Konkel outlined the department’s 2023 accomplishments, which included replacing the server virtualization environment; purchasing 33 desktop computers, 11 workstation computers, and 15 tablets; upgrading the ERP system and cashiering system; and using data analysis to improve services through creating several new dashboards. Director of Information Technology Keegan outlined the department’s 2024 goals, which include creating a program for ongoing technology user training; implementing a new cybersecurity training program; implementing a security patch management toolset; and planning exercises and staff training for Disaster Recovery-as-a-Service (DRaaS). BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 In response to Council questions, Director of Information Technology Keegan stated that the department’s goal is to ensure City staff have up-to-date technology and aim to replace outdated devices in a timely manner. ix. Communications Public Information Officer Bishel outlined the Communications Department's 2023 accomplishments, which included implementing an annual content calendar with departments to ensure regular communication about variety of topics and implementing new ways to engage the community through public safety communications. In 2024, the Communications Department will work with local partners to identify opportunities to promote sustainability in the community. An additional goal includes conducting a citywide resident survey to solicit community feedback on satisfaction with City services and overall perceptions of the City. In response to a Council question, Public Information Officer Bishel stated that the department plans to use ETC Institute to conduct the citywide survey. x. Planning and Economic Development Director of Planning & Economic Development Kozik outlined the Economic Development Department's accomplishments in 2023, which included a focus on reducing commercial vacancies through conducting a downtown broker walk and hosting a booth at the October International Council of Shopping Centers show. The department also focused on identifying redevelopment, rehabilitation, and retention opportunities. In 2024, the Economic Development Department goals involve maintaining zoning ordinances to reflect best practices. This will be accomplished through updating the zoning ordinance to reflect the Roosevelt Road Corridor Plan and updating the sign ordinance and regulations for required parking. An additional goal is to develop a dashboard and process for resident communications on development activities. In response to a Council question, Director of Planning & Economic Development Kozik stated that the department is working with the Communications Department on ensuring that the Economic Development information on the City’s website is updated and easily accessible. 1. TIF #2 Fund Director of Finance Lehnhardt stated that TIF #2 expired on Dec. 31, 2022. The only remaining costs are $263,000 for work related to the Downtown Streetscape. 2. TIF #3 Fund Director of Finance Lehnhardt stated the 2023 projected expenditures for charges and services is $3,018,000. For 2024, there will be $1.6 million in expenditures. He noted that $1.5 million of that amount is for the Water Division’s exterior building renovation. City Manager Dzugan stated that $50,000 is allocated for the Block 320 redevelopment, a parcel located at the southwest corner of Liberty Drive and Washington Street. 3. Special Service Area #8 Fund BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 Director of Finance Lehnhardt stated that for Special Service Area #8, staff recommend an increase of $150,000 in the Property Tax Levy. The tax levy is $275,500 for marketing and education promoting benefits and activities in the area through the Downtown Wheaton Association. This will be discussed at a Truth in Taxation hearing on Nov. 27. xi. Engineering Director of Engineering Tebrugge outlined the Engineering Department's 2023 accomplishments, which included prioritizing road, sidewalk, and other infrastructure projects through overseeing a consultant’s sidewalk plan generation and overseeing the sidewalks’ construction for both spring and fall. Crews added 5.2 miles of new sidewalks in 2023, and 2.3 miles are slated for 2024. The Engineering Department also completed the Dorset Flood Improvement Project. In 2024, the Engineering Department’s goals include completing the maintenance dredging for The Streams Lakes. The Engineering Department will also oversee a consultant’s design of new sidewalks and construct new sidewalks for the 2024 New Sidewalk Program; construct the Gary Avenue Reconstruction Project; and complete collecting traffic data for all arterial and collector street intersections. In response to Council questions, Director of Engineering Tebrugge stated that DuPage County is responsible for maintaining Gary Avenue north of Jewell Road. The Creekside Bridge Replacement Project is nearing completion, and the bridge has a life expectancy of 50 years. xii. Building and Code Enforcement Director of Building & Code Enforcement Corrigan outlined the Building and Code Enforcement Department's 2023 accomplishments, which included identifying possible revenue enhancements, reviewing fees, and assessing operational cost recovery. This was accomplished through completing the review of financial components and adjusting internal procedures to facilitate the collection of fees per ordinance. Additional 2023 accomplishments included reviewing the Demolition Ordinance, conducting a second reading of the proposed changes at the Nov. 20 City Council meeting, and establishing a process for customers to submit and obtain building permits online. The selection process for the software is complete and a contract has been secured. In 2024, the Building and Code Enforcement Department’s goals involve implementing the online permit submittal process, including the ability to collect fees, and updating the currently adopted building codes to the 2024 ICC codes and 2023 National Electrical Code. In response to Council questions, Director of Building & Code Enforcement Corrigan stated that shifting the currently adopted building codes to the 2024 ICC codes and 2023 National Electrical Code has the potential to increase construction costs. In response to a Council question, City Manager Dzugan stated that the average turnaround time for review and permit issuance is in a good range. In response to a Council question, Director of Building & Code Enforcement Corrigan provided an overview of current major projects. He stated that Thornton’s recently resubmitted plans for BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 the former Wheaton Bowl site, the Quattro developments have conducted some demolition work but have not made substantial progress, the approved apartment complex on Liberty Drive has submitted demolition permits, and an interior remodel permit application was submitted for the second floor of the property at the northwest corner of Main Street and Front Street. xiii. Building and Grounds Assistant City Manager Duguay stated that the Building and Grounds Department’s 2023 accomplishments included reducing the City’s carbon footprint through energy efficient choices during City building renovations. Additionally, Building and Grounds focused on improving the planning and maintenance of existing infrastructure through determining employee efficiency needs and work requirements. Building and Grounds further accomplished this goal through coordinating with the general contractor, purchasing, and managing change orders in the Administration and Detective Area projects. In 2024, the Building and Grounds Department’s goals involve conducting a facilities condition assessment and conducting the Water Division’s exterior building renovation. In response to a Council question, Assistant City Manager Duguay stated that staff plan to begin the bidding process for the facilities condition assessment after Jan. 1, 2024. B. Public Works i. General Fund Forestry Superintendent Ackerlund outlined Forestry & Public Grounds’ 2023 accomplishments, which include crews pruning 4,064 parkway trees and removing 435 trees. In response to Council questions, Forestry Superintendent Ackerlund stated approximately 75% of the pruning is performed by City staff and 25% is performed by a contractor. The wood from pruned trees is hauled to the Public Works Storage Yard and made into chippings, which are offered to residents. An additional Forestry & Public Grounds’ 2023 accomplishment was investing in greener technology through purchasing the department’s first battery-operated chainsaw. In response to Council questions, Forestry Superintendent Ackerlund stated that the department plans to purchase electric leaf blowers. Forestry Superintendent Ackerlund stated that The National Arbor Day Foundation named the City of Wheaton a "Tree City USA" for the 37th consecutive year, Adams Park became an accredited arboretum, Forestry & Public Grounds now has 5 certified arborists on staff, and staff managed over 600 storm damage-related calls. In 2024, Forestry & Public Grounds’ goals involve pruning 2,800 parkway trees, removing 250 hazardous parkway trees, and investing in green technology. BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 In response to a Council question, Forestry Superintendent Ackerlund stated that there were 118 trees planted in 2022, 179 trees planted in 2023, and he estimates crews will plant over 200 trees in 2024 through the Shared Cost Parkway Tree Planting Program. Street Superintendent Plunkett outlined the Street Division’s 2023 accomplishments and 2024 goals. He stated that the Street Division paved asphalt on 4 miles of road; replaced over 1,200 sidewalk squares; and trained 3 staff members to obtain Class A Commercial Driver's Licenses. He stated that 2024 goals include paving asphalt on 4 miles of road; replacing 1,000 squares of failed sidewalk; and replacing 70 HPS streetlight fixtures with LED fixtures. In response to a Council question, Street Superintendent Plunkett stated that the sidewalk replacement for this year is north and south of Harrison Avenue and east of Main Street. ii. Water Fund Water Superintendent McMillen outlined the Water Division’s 2023 accomplishments. The Water Division replaced 120 lead services with the kickoff of the Lead Service Line Replacement Program. Replacements were completed with City staff and a contractor. Additional 2023 accomplishments included continuing staff education with 3 employees receiving Class A Commercial Driver’s Licenses, 2 employees receiving their IEPA Class C Public Water Supply Operators Licenses, and 2 employees receiving their OSHA 30 Certifications. Next year’s goals include continuing the Lead Service Line Replacement Program by replacing lead service lines (LSLs): 30 customer-side LSLs, 30 complete LSLs, and 60 City-side LSLs. An additional 2024 goal is to evaluate programs, methods, and technologies to reduce non-revenue water through a leak survey of the water distribution system. In response to Council questions, Water Superintendent McMillen stated it is difficult to determine the largest source for non-revenue water. However, the City of Wheaton’s non- revenue water was 9.7% in 2022, which is below the national average. The leak survey of the water distribution system will allow for City staff to evaluate options to reduce non- revenue water, such as installing a permanent leak detection system. iii. Sanitary Sewer Fund Sewer Superintendent Walsh outlined the Sanitary Sewer Division’s 2023 accomplishments. In 2023, the Shared Cost Private Sanitary Sewer Service Line Repair Program continued with 124 pre-approvals issued and 48 participants paid out. Crews also repaired and replaced sanitary sewer assets found to have significant defects. He stated that 2024 goals include cleaning 25% of the sanitary sewer system; conducting CCTV inspection of 5% of the system; and certifying the entire Sewer Division in OSHA 30 safety training for the field of construction. In response to a Council question, Director of Public Works Laoang stated that the goal is to ensure all Public Works employees are OSHA 10 certified, and supervisors are OSHA 30 certified. BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 iv. Storm Sewer Fund Sewer Superintendent Walsh outlined 2023 accomplishments for storm sewers. In 2023, the Sewer Division replaced over 1,600 feet of storm sewer and replaced 25 structures. Additionally, the Sewer Division responded to over 100 service calls and cleaned over 1,800 catch basins. In 2024, the Sewer Division plans to replace 40 storm sewer structures identified in 2023 with poor ratings, clean 145,000 feet of storm sewer pipes, and hydro vacuum 1,800 catch basins. In response to Council questions, Sewer Superintendent Walsh stated that the cleaning cycle for the storm sewer is 10 years. He stated that roots and other small debris are the main offenders causing issues in the storm sewers. v. Parking Fund Assistant City Manager Duguay outlined the 2023 accomplishments related to parking, including completing a survey about users’ perception of City parking, conducting a financial analysis, identifying breakeven commuter fees, and initiating data collection for on- and off- street parking utilization. In 2024, City staff plan to develop additional employee parking options, develop optimal timed parking regulations, implement fee adjustments for existing paid employee and commuter parking, gather feedback from stakeholders, and share key information and findings with the City Council. In response to a Council question, Assistant City Manager Duguay stated that generally there are no widespread complaints regarding parking outside of the downtown area. Director of Finance Lehnhardt stated that the Special Service Area #8 Levy increase of $150,000 will be initially transferred to the General Fund and then it will be transferred to the Parking Fund. In response to a Council question, Director of Finance Lehnhardt stated staff estimates the Parking Fund will have a deficit in 2024 of $340,000. The City will be $300,000 below the target reserve fund balance. vi. Fleet Services Fund Fleet Maintenance Superintendent Webb outlined Fleet Services’ 2023 accomplishments. In 2023, Fleet Services began replacing Generator 7 and maintained and replaced City vehicles and equipment. In 2024, Fleet Services plans to begin the construction of a new fueling site at Public Works and increase the quantity of hybrid vehicles in the City’s fleet. In response to a Council question, Fleet Maintenance Superintendent Webb stated that the City is still awaiting several vehicles that have already been ordered. He stated that the wait time for larger vehicles has been reduced.  BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 Director of Finance Lehnhardt stated that there is a $3.7 million increase, which is largely due to the ordered vehicles’ delivery delay. C. Capital Improvement Plan Assistant City Manager Duguay reviewed the Capital Improvement Plan with a focus on flood prone area projects. He stated that there are 15 flood prone areas with overland flooding, and the Engineering Department completed the Dorset Flood Improvement Project. The estimated cost for these projects totals $16.7 million from 2024-2029. The selection criteria for flood prone areas includes property in the City’s right-of-way, degree of public cooperation, grant funding, ancillary benefits, and the cost per structure remediated. Escalating costs are proving to be a major challenge for capital projects, such as the flood prone area projects. In 2023, the Wakeman & Cadillac flood prone area engineering was completed with construction planned for 2024. The City received a $500,000 DuPage County grant for this project. Assistant City Manager Duguay stated that the City recently received bids for the Wakeman & Cadillac flood prone area project, and bids came in significantly higher than expected, with the winning bid being $3.8 million, which is valid for 90 days. Due to the rising costs and uncertainty with other projects and funding, staff recommended postponing this project until there is an updated comprehensive review of flood prone areas, and the City determines how these projects will be funded. In response to Council questions, Director of Engineering Tebrugge stated that bids ranged from $3.7 to $5 million for the Wakeman & Cadillac work. He stated that if the City were to pause the project, staff would need to reevaluate the engineering work and reapply for permits through DuPage County. The City has spent $200,000 thus far and the project has an impact on 10 homes. The City Council directed staff to move forward with the Wakeman & Cadillac project in order to be able to use the $500,000 grant available for this project. V. Public Comments There were no public comments. VI. City Council/City Staff Comments Councilman Barbier thanked staff for their time and effort during the City Council Budget Workshop Session. He stated that it is important to continuously evaluate existing regulations, services, and ordinances and continue to find cost-effective ways to deliver effective, efficient services. Councilwoman Robbins and Councilwoman Bray-Parker thanked staff for their time and effort during the City Council Budget Workshop Session. Mayor Suess stated that the staff presentations provide valuable insight and perspective on the operations and goals of each City department. VII. Adjournment The meeting was adjourned at 12:41 p.m. Respectfully submitted, BUDGET WORKSHOP SESSION MINUTES Saturday, November 18, 2023 Halie Cardinal