City Council Planning Sessions

Monday, Oct. 28, 2019 1. 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 Councilwoman Bray-Parker Councilwoman Fitch Councilman Rutledge Councilman Zaruba Absent: Councilman Barbier Councilwoman Robbins City Staff Present: Michael Dzugan, City Manager John Duguay, Assistant City Manager Joseph Kreidl, Director of Building & Code Enforcement Paul Redman, Director of Engineering Arin Thrower, Public Information Officer Susan Bishel, Public Relations Coordinator 2. Public Comment There were no public comments. 3. Approval of October 14, 2019 Planning Session Minutes The Council approved the October 14, 2019 Planning Session Minutes. 4. Strategic Plan RFP City Manager Dzugan reviewed the three responses to the City’s Request for Proposals for a consultant to assist the Council in developing a new strategic plan. The Center for Governmental Studies provided a proposal that matched the RFP’s scope of services for a cost of $13,000 to $14,500. Management Partners’ proposal also included community outreach through an online survey and facilitating community meetings at a total cost of $38,500. Tanner’s proposal included community outreach through an advisory committee and an online survey for a total cost of $41,500. City Manager Dzugan reviewed the last community-wide survey done in 2014, which was administered using a statistically significant random sampling of the community. He stated the surveys proposed by two of the consultants would not use the same methodology as the community survey, but it could provide some valuable input from the community. Staff sought feedback on how the Council would like to proceed. The Council discussed the previous community survey, which City Manager Dzugan stated cost $19,000 to administer. Some Council members expressed the desire to administer the same type of survey so the City could measure changes compared to the benchmarks set in the original survey. The Council spoke in favor of revisiting the community survey as a separate issue and proceeding with City staff’s recommendation to 10/28/19 CITY COUNCIL PLANNING SESSION MINUTES interview Management Partners in response to their RFP. 5. Planning Session Spaces Public Information Officer Thrower reviewed the previous and current setups and locations the City has used to conduct City Council Planning Sessions, which are recorded for public viewing. She stated as digital presentations become an increasingly important part of these meetings, City staff wanted to identify the best options for facilitating discussion, allowing for video recording, and providing space for people to attend meetings. To meet these goals, Public Information Officer Thrower presented four options for the Council’s consideration. Option 1 would move Planning Sessions to the Gamon Room, adding all new equipment, including cameras, a sound system, laptop, a large screen and engineering costs to tie into the existing video system. This option is estimated to cost $80,000. Option 2 would be in an unused space at the back of the Council Chambers; adding large television monitors, a laptop, two new cameras, and a table and chairs for the Council; but reusing existing audience chairs, the current audio system, and some of the existing cameras, with less engineering needed to tie into the video system. Option 2 would cost approximately $20,000-$25,000. Option 3 would involve adding a new table and chairs at the front of the Council Chambers and purchasing new microphones, for an estimated cost of $5,000. Option 4 would be for the Council to make no change and continue to conduct Planning Sessions from the dais. City staff sought direction on whether the Council would like to continue recording Planning Sessions and which option they would prefer. In response to Council questions, Public Information Officer Thrower stated staff is recommending Option 2, as this setup would also provide another meeting space that can be used at other times for City staff and boards & commissions, while reusing much of the current system. She answered a Council question about other updates for the Council Chambers by stating that new carpeting, window coverings, a custom presentation podium and new cameras are already proposed for replacement in the City’s budget. To answer a Council question, City Manager Dzugan stated when community groups request a meeting space, the City currently advises them to contact the library, as they have more available public meeting spaces. The Council recommended Option 2, as it could also be used for purposes other than Planning Sessions. 6. 2018 ICC Building Code Adoption Assistant City Manager Duguay stated international building codes are updated every three years, and as a Home Rule community, the City can choose when to adopt codes and local amendments. The City seeks to adopt the 2018 ICC Building Code in February 2020 to be consistent with nearby communities, allow for high ISO ratings for insurance purposes, and ensure grants are not rejected due to codes not being up-to- date. The City is looking to determine which local amendments are appropriate for Wheaton and provided staff’s recommended amendments for the Council’s and the public’s review. Director of Building & Code Enforcement Kreidl reviewed several of the amendments that City staff recommends, including an amendment that would not require residential fire sprinklers for new single- family and two-family dwellings. To answer Council questions, Director of Building & Code Enforcement Kreidl stated staff recommended taking out this requirement because it incurs significant construction costs. Builders and homeowners can still choose to install fire sprinklers, but it would be optional. 10/28/19 CITY COUNCIL PLANNING SESSION MINUTES In terms of the costs associated with adopting the new code, Director of Building & Code Enforcement Kreidl cited a study showing a cost increase over a 6-year period of approximately 8% for residential projects, 8.22% for retail projects, and 10.86% for office projects. He stated approximately 67% of the changes in the code would have no impact on projects. Assistant City Manager Duguay stated the City will post these proposed amendments and the new code by Nov. 1 and will reach out to local architects and contractors for input. In response to Council questions, Assistant City Manager Duguay stated the City is required by state law to enforce the Energy Conservation Code, so the City must follow many of the changes. In response to Council’s question about staff’s recommendation to eliminate contractor registration except for work in the right-of-way, City Manager Dzugan stated the City has found that this step often slows the process of issuing permits. Director of Building & Code Enforcement Kreidl stated there have only been three instances in the past 25 years in which an issue required the City to deal with the bond requirement for the contractor. 7. Sanitary Sewer Capacity Assurance Plan Update Director of Engineering Redman reviewed the City’s Strategic Plan goal of eliminating sanitary sewer overflows in 10-year rain events in Basins 3 & 4. He reviewed how the City’s sanitary and storm sewer systems operate and how clear water entering the sanitary sewer system can cause backups into buildings and overflows. He also reviewed work completed so far as part of the Wet Weather Facility Plan in 2006 between the Wheaton Sanitary District and the City of Wheaton. This included the Wheaton Sanitary District replacing infrastructure through the southside interceptor project, and the City hiring RJN Group to develop a sewer capacity assurance plan, leading to a significant amount of work by the City. Director of Engineering Redman reviewed two pilot projects to line service laterals in Basin 4, which the City found to be the source of the most infiltration. Pilot 1 and Pilot 2 differed in the amount of service lateral that was rehabilitated, and the City found that Pilot 2 could reduce flow by the goal of 40% more cost effectively. While the City works to reduce flow, the plan also calls for capacity improvements. A study of the new southside interceptor found that while this new pipe system can convey a greater capacity, the Wheaton Sanitary District treatment plant can’t accept any more capacity. The City reviewed options for creating a new storage facility but found this to be cost-prohibitive. As a result, the City has updated the Sanitary Sewer Capacity Assurance Plan to reduce backups using other alternatives. Director of Engineering Redman stated City staff is recommending increasing reimbursements for backflow prevention devices through the overhead sewer grant program. This would protect homes from backups if owners choose to participate, and staff recommends the City reimburse 75% of the property owner’s cost up to a maximum of $4,000, instead of 50% reimbursement up to $3,000. In response to Council questions, Director of Engineering Redman confirmed that new construction and remodeling involving expanding a basement requires overhead plumbing to be installed. City staff also recommends short-term improvements to reduce overflows using service lateral chemical grouting, improving flow to the southside interceptor by installing a device that restricts flow, and reducing inflow and infiltration in Basins 5 & 6. The other short-term project would be replacing the HDPE liner for 8,000 feet of sewer. 10/28/19 CITY COUNCIL PLANNING SESSION MINUTES In terms of longer-term projects, City staff is recommending installing new pipes in some areas and decommissioning three lift stations in favor of a gravity system. Staff also is recommending increasing the amount of reimbursement for the Sanitary Service Lateral Reimbursement Program from $2,000 to $5,000 to encourage participation and get property owners to replace the entire service lateral. Director of Engineering Redman answered a Council question about this program by stating residents often find out about this from local plumbers or when they apply for a permit. The City’s Capital Improvement Plan currently allots $2 million over 5 years, and this project is estimated to cost an additional $6.7 million for the short-term work. In response to Council questions, Director of Engineering Redman stated the figures used for the reimbursement programs are likely higher than the participation rates the City will see. He answered a Council question about the areas of the City that feed to the DuPage County treatment plant by stating these are newer subdivisions, so the City has not had the same problems with inflow and infiltration as the areas that are served by the Wheaton Sanitary District. City Manager Dzugan stated he would like for staff to create target goals and key performance indicators and then bring this back before the Council. Director of Engineering Redman stated they are able to measure flow, so the City can get accurate performance metrics. 8. City Council/City Staff Comments The Council discussed the scheduling of the Budget Workshop Sessions and set the meetings for Monday, November 11 at 7 p.m. and Saturday, November 16 at 8 a.m. Councilwoman Bray-Parker stated the Downtown Wheaton Association’s Boo-Palooza was a great event and wished everyone a safe Halloween. Councilwoman Fitch stated many community events are happening in Wheaton this weekend, including the Chili Cook-off and Day of the Dead parade on November 2. 9. Adjournment The meeting was adjourned at 8:48 p.m. Respectfully submitted, Susan Bishel