City Council Planning Sessions

MEMORANDUM TO: Record FROM: Susan Bishel, Public Relations Coordinator SUBJECT: April 11, 2016 City Council Planning Session Minutes DATE: April 12, 2016 CC: Mayor and City Council, City Manager, City Clerk, Department Heads The Planning Session took place in the Council Chambers, Wheaton City Hall, 303 W. Wesley St., Wheaton, Illinois. Those attending the Planning Session included: Councilwoman Fitch, Councilman Prendiville, Councilman Rutledge, Councilman Saline, Councilman Scalzo and Councilman Suess. Mayor Gresk was absent. Also in attendance were City Manager Rose, Assistant City Manager Dzugan, Director of Human Resources Duguay, Director of Public Works Laoang, Director of Finance Lehnhardt, Director of Engineering Redman, Senior Project Engineer Tebrugge, Management Intern Schubert and Public Relations Coordinator Bishel. The session began at 7:08 p.m. following a public hearing and concluded at 8:34 p.m. The following items were discussed: I. Call to Order The Wheaton City Council Planning Session was called to order at 7:08 p.m. by Mayor Pro Tem Suess. II. Approval Minutes – February 22, 2016 The Council approved the February 22, 2016 Planning Session Minutes. III. Public Comment There were no public comments. IV. Strategic Plan Update Assistant City Manager Dzugan reviewed the City Council and staff’s work to update the City’s strategic plan. The Council developed three strategic goals in its draft plan: 1) financial stability, 2) quality infrastructure, and 3) efficient and effective services. Assistant City Manager Dzugan stated City staff reviewed the draft plan’s desired outcomes, key outcome indicators and targets and made wording changes for the Council’s consideration to provide more clarity. In regard to the target of reducing sanitary sewer infiltration by 25%, Assistant City Manager Dzugan stated staff recommends a revised target of reducing infiltration by 40% for 10-year rain events. Staff also suggests the City Council determine a specific rain event level (such as a 25- year event) once data is obtained from the flood prone and flood plain areas. Assistant City Manager Dzugan reviewed the strategic initiatives City staff created to reach targeted goals of efficient and effective services. The suggestions would entail a significant amount of work analyzing current services and programs to look for ways to be more effective and efficient. In response to a Council question, Assistant City Manager Dzugan stated while the City has already analyzed the reserve levels of different operating funds, staff suggests analyzing each fund from a risk of revenue approach. City Manager Rose stated many municipalities are moving to this new type of analysis to provide a different perspective on fund health. Council members expressed an interest in adding a broader infrastructure category that would address needs besides downtown infrastructure, sanitary sewers and stormwater management. City staff will develop another desired outcome for the Council’s review. In response to Council questions, Senior Project Engineer Tebrugge stated in the strategic initiative regarding stormwater, initiatives were carried over from a previous strategic plan. He stated the City has only investigated a very small percentage of existing basins. It is challenging for staff to find documentation and locate retention/detention basins that are hidden, paved over or have been removed. In response to a Council question, Director of Engineering stated the City controls all basins through easements, whether or not they are on public or private property, but the City can require property owners to bring the basins on private property into compliance. Assistant City Manager Dzugan answered questions about establishing a level of flood protection by stating staff thinks the Council should wait to receive data about properties that experience overland flooding. In response to a Council question about a strategic initiative that would require City departments to reduce or eliminate a service or program, Assistant City Manager Dzugan stated staff reworded this initiative to provide more options. A department could meet this goal by minimizing or reducing a service or program. He stated if there is a department in which nothing can be adjusted, staff would let the Council know why that department did not make any adjustments. Assistant City Manager Dzugan stated staff will prepare a new draft with these changes for the Council’s formal review in the next few weeks. V. Residential Solid Waste Collection Program/RFP Assistant City Manager Dzugan stated he and Management Intern Schubert researched options for Wheaton’s next residential solid waste contract based on input from a resident survey and trends in the solid waste industry. Staff is seeking the Council’s confirmation of three program goals that came out of the survey and research: collection automation, pay-as-you-throw price structure, and food scrap collection. Assistant City Manager Dzugan stated staff recommends the Request for Proposals seeks quotes on two types of programs: one that allows residents to choose from standard cart options or stickers; or new RFID technology allowing the hauler to directly bill for services used. 4/11/16 Planning Session 2 Management Intern Schubert stated the current contract ends Sept. 30. He reviewed the current sticker program, which does not require stickers for recycling. Management Intern Schubert stated because of the costs of recycling, programs based entirely on stickers will likely see a significant increase in sticker prices to cover the cost of recycling. The other trends in this industry include automation to reduce worker injuries and increase efficiency; and food scrap composting. Management Intern Schubert reviewed the results of the resident survey. Residents generally like the current program and pay-as-you-throw for garbage but not necessarily the use of stickers. Survey results showed that many residents think recycling services are free because they don’t need stickers. A minority of residents expressed interest in a monthly fee. While about 25% would like the option of food scrap composting, another 25% stated they don’t know about it. More than 60% of respondents would like to receive a standard garbage cart if given a choice of size. Management Intern Schubert stated the City would likely receive more bids or more competitive bids if garbage pickup was automated using standard garbage carts. The two program types recommended by staff to meet the goals of automation, pay-as-you- throw and food scrap collection are: 1) a pay-as-you-throw program using RFID tags on carts and 2) a sticker-based program that also offers a choice of a monthly fee-based cart. In response to Council questions, Management Intern Schubert stated food scrap collection would be combined with yard waste in the same provided cart. In response to Council questions, Assistant City Manager Dzugan stated physical stickers can’t be used in an automated collection program. However, in an automated system, there would still be a sticker component for the occasions where residents need to put out additional garbage that won’t fit in their cart and for leaves/yard waste. In response to a Council question, Management Intern Schubert stated about 1,000 households have opted for Advanced Disposal’s monthly fee option, and their only choice is a 95-gallon garbage cart. Council members expressed an interest in providing more education about what can/can’t be recycled curbside. In response to a Council question, Management Intern Schubert stated as long as people set food scraps out for collection on a weekly basis and close lids properly, there should not be a problem with animals getting into food scrap containers or odors. In response to a Council question, Management Intern Schubert stated the RFP will ask haulers to provide a cost breakdown listing their true costs for recycling service. 4/11/16 Planning Session 3 City Manager Rose stated the City previously looked at a program that would use vacuuming machines to suck up leaves piled at the curb. Communities with these programs run into mechanical problems removing leaves that become covered with ice or snow, and the timing of leaves falling is impossible to predict from year to year. VI. City Council/Staff Comments There were no City Council/staff comments. VII. Adjournment The meeting was adjourned at 8:34 p.m. 4/11/16 Planning Session 4