City Council Planning Sessions

Monday, April 22, 2024 I. Call to Order The Wheaton City Council Planning Session was called to order at 7:03 p.m. by Mayor Suess following the conclusion of a public hearing. The following were: Physically Present: Mayor Suess Councilman Barbier Councilwoman Bray-Parker Councilman Brown Councilwoman Robbins Councilman Weller Absent: Councilman Clousing City Staff Present: Michael G. Dzugan, City Manager John M. Duguay, Assistant City Manager Robert Lehnhardt, Director of Finance Betsy Adamowski, Library Director Halie Cardinal, Public Relations Coordinator II. Approval of Planning Session Minutes – April 8, 2024 The City Council approved the April 8, 2024 City Council Planning Session Minutes. III. Library – Building Utilization, Capital Projects, and Funding City Manager Dzugan stated that during the Planning Session held on October 9, 2023, as part of the Council's review of property tax levies, the Council requested a future presentation regarding the library's building visitor data, detailed insights into future vision projects, and an overview of the library's financial data. Library Deputy Director Dawn Kovacs reviewed library utilization based on data collected in January 2024. She stated that the total number of library visitors was 30,404, the library averaged 1,000 visitors per day, and there were 9,152 borrowers of materials. The top destinations visitors frequented included the lower- level play area, second floor seating area, first floor circulation desk patron assistance area, first floor circulation desk holds area, Book Nook, Arts & Culture Center, lower-level program attendees' area, first floor new books area, first floor tables and chairs, and the Tech Center. In a 2022 survey conducted by library staff, the results found that the top reasons for patrons' visits were to borrow materials, take children to visit, attend programs, and study/work in a quiet environment. Deputy Director Kovacs further reviewed the uses of different areas within the library in the data collection period. The first floor had the greatest number of visitors, with the circulation area accounting for 10,423 patrons, the Book Nook having 3,005 patrons, the seating areas having 2,381 patrons, and the Arts & Culture Center having 2,245 patrons. Monday, April 22, 2024, CITY COUNCIL PLANNING SESSION MINUTES In terms of in-person program attendance, there were a total of 2,705 people with 1,994 related to Youth Services and 553 related to Community Engagement. She noted that attendance in January had more virtual attendees, and that adult attendance is highest in spring and fall, while youth attendance is highest in the summer. In response to a Council question, Deputy Director Kovacs stated that the library's total circulation in January 2024 was 97,854 items, which was comprised of 76% physical material checkouts and 24% electronic checkouts. Rick McCarthy, StudioGC architect, presented the library’s vision projects to accommodate the evolving needs of the community. He stated that his organization conducts peer group research for its library clients to help inform its architectural planning. StudioGC found that the library ranked above average in the following areas: annual visits per capita, young adult circulation per capita, and children's circulation per capita. He noted that the library is below average for children's program attendance, which can be attributed to a lack of appropriate space for children's programming. He noted that library staff have been working to reduce the library's print materials collection to create space for the proposed vison projects. Mr. McCarthy stated that StudioGC has proposed several projects across the library to meet the needs of the public. For the north half of the first floor the proposed projects include creating a dedicated teen space and technology area. For the south half of the first floor, the proposed projects include creating an area for displays, special collections, and seasonal activities; a senior services space; additional group meeting rooms; and a space for Downtown Wheaton Association information. For the north half of the lower level, the proposed projects include an expanded children's activity room, quiet rooms, and a dedicated snacking area. For the south half of the lower level, the proposed projects include installing a glass wall to better highlight the meeting room, and a crafts and design space. The total projected cost for the proposed projects would be $1,776,363. In response to Council questions, Mr. McCarthy stated that the peer group for the data analysis is comprised of libraries comparable to the Wheaton Public Library from the Illinois State Library's data. He stated that the library is slightly above average in terms of square footage per capita. In response to a Council question, Mr. McCarthy stated that StudioGC can provide the Council with the cost per square foot for each project. In response to a Council question, Mr. McCarthy stated that the projects' visions were generated from staff recommendations, user feedback, and the expert opinions of StudioGC staff. Library Director Adamowski stated that in terms of user feedback, the library has experienced an increase in usage from teens, however, each library's needs are different based on their individual communities. In response to Council questions, Library Director Adamowski stated that for the Adult Services-related project, they plan on creating an open space featuring lower shelving and additional lighting. The goal is to start this project beginning in the summer of this year. Mr. McCarthy stated that teens are seeking social opportunities at the library, such as group homework sessions and gaming. StudioGC is proposing to place the new dedicated teen space next to the technology area since teens have an interest in that subject. In response to Council questions, Library Director Adamowski stated that the library has conducted a roofing study and mechanical study and has an upcoming facility study to fully assess the building. Director of Finance Lehnhardt stated that the library is waiting for DuPage County to complete an environmental Monday, April 22, 2024, CITY COUNCIL PLANNING SESSION MINUTES review in order to move forward with the West Plaza Renovation, which is being funded by a $750,000 federal grant. In response to Council questions, Library Director Adamowski stated that the library plans to continue offering the café. She stated that the demand amongst library users for print materials will still exist in the foreseeable future. Director of Finance Lehnhardt reviewed the library’s financial outlook. He stated that the library's funding approach consists of an Operating Fund, which supports building renewal projects and equipment replacement, and a Capital Projects Fund, which supports vision projects. Director of Finance Lehnhardt reviewed the results of a 2023 benchmark study of comparable communities, which showed the Wheaton Public Library ranked lower than average amongst peer libraries in the areas of property tax rate, property tax levy amount, library revenues per capita, and library expenditures per capita. Council members discussed revisiting data related to full-time equivalent (FTE) employees per square foot and FTE employees per visitor. Council members also discussed the overall goals of the library in relation to the budget and revenue and if there are things the library should be doing but is unable to do based on current revenue. Director of Finance Lehnhardt reviewed the library’s current finances and presented projections for the operating fund for 2025-2029 based on different revenue scenarios, assuming a 3% increase in expenditures per year and a fund balance policy target of 41.7% of operating expenditures. In Projection #1, with no increase of the property tax levy, the fund balance over time would result in a negative fund balance of $939,060 by 2029. This would be more than $3.3 million below the fund balance policy target of 41.7% of operating expenditures. In Projection #2, with a 2% increase of the property tax levy, there would be structural fund deficits throughout this timeframe, resulting in a fund balance of $481,212 by 2029, which would be approximately $1.95 million below the policy target. In Projection #3, with a 4.5% increase of the property tax levy; there would be structural fund deficits through 2026 and the fund balance will be approximately $67,000 below policy target by 2029. In response to a Council question, Director of Finance Lehnhardt confirmed that for the past several years, the City has been increasing the property tax levy by approximately $200,000 annually. Director of Finance Lehnhardt reviewed major projects supported by the Library’s building renewal fund through 2029, which include the West Plaza Replacement, West Plaza Shade Replacement, Chiller Area Roof Replacement, Door Lock Replacement, Chiller Replacement, and Roof Replacement, totaling $2,743,153. He noted that there is $0.1 million in budgeted expenses for a transfer to the library's Capital Project Fund to begin four outlined vision projects presented by StudioGC. He stated that a facilities assessment will also be completed this year, and that the library's roof replacement is slated for 2029. In response to Council questions, Director of Finance Lehnhardt stated that there is $200,000 transferred to the Library’s Building Renewal Fund annually. City Manager Dzugan stated that the basis for the $200,000 amount is the 50-year useful life formula. In response to a Council question, Director of Finance Lehnhardt stated that the additional $400,000 in revenue within the 2024 budget was from library fees, a state grant, and donations.  Monday, April 22, 2024, CITY COUNCIL PLANNING SESSION MINUTES For the 2025-2029 Capital Projects Fund forecast, Director of Finance Lehnhardt stated that staff incorporated the initial four vision projects in the projections to total $792,889 in expenses. City staff recommend that these projects be funded by transfers from the Endowment Funds, Capital Equipment Replacement Fund, and the Library’s Building Renewal Fund. Director of Finance Lehnhardt stated that in terms of future planning, it is important to consider the following challenges: operating deficit spending, revenue, and the potential elimination of the grocery tax proposed by the state effective July 1, 2024, which would cause a loss of $1.5 million in revenue annually. A Council member noted that the grocery tax is the largest source of sales tax in the City of Wheaton. Council members discussed the library's overarching mission and ability to evolve with modern community needs. IV. Public Comment Erica Nelson, 1734 Kay Road, and Chair of the Community Relations Commission, expressed support for the Wheaton Public Library. She stated that the Community Relations Commission invites local nonprofit organizations to present at their meetings, and they recently hosted representatives from the Stars Disability Advocacy Group and Mary Lubko Center. She stated that the Community Relations Commission plans to collaborate with the People's Resource Center in the near future. She thanked the Communications Department and local businesses for supporting the Commission's Women of Wheaton Art Exhibit in March. On May 20, the Commission will host its 2024 Good Citizens Awards at Wheaton City Hall. V. City Council/Staff Comments Councilman Barbier wished everyone a Happy Earth Day. Mayor Suess stated that on April 25 the City of Wheaton will be the featured municipality on WGN Radio's "Your Hometown Tour" program. He thanked WGN Radio and the Downtown Wheaton Association for their collaboration on this news feature. VI. Adjournment The meeting was adjourned at 8:31 p.m. Respectfully submitted, Halie Cardinal