City Council Planning Sessions

Monday, Jan. 27, 2025 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 Councilwoman Bray-Parker Councilman Brown Councilwoman Robbins Councilman Weller Absent: Councilman Barbier Councilman Clousing City Staff Present: Michael G. Dzugan, City Manager Bill Murphy, Special Projects Consultant Halie Cardinal, Public Relations Coordinator Holly Schulz, Director of Human Resources II. Approval of Planning Session Minutes – January 13, 2025 The City Council approved the Jan. 13, 2025 Planning Session Minutes. III. Facilities Condition Assessment The City hired Terracon to conduct a Facilities Condition Assessment (FCA), and Special Projects Consultant Murphy presented an overview of the report along with staff recommendations for the next steps. The assessment pertained to 13 City-owned facilities, which have an average building age of 38 years. Special Projects Consultant Murphy reviewed how the City’s facility-related operational expenses (contractual services, repairs, supplies and materials) have significantly increased from 2019 to 2023. Special Projects Consultant Murphy reviewed the primary source of funding for facility systems and components, the Building Renewal Fund. The City uses the Sherman-Dergis funding formula based on a 75- year useful life cycle for facilities to determine the level of funding needed. The City estimates that 2025 Building Renewal Fund expenditures are expected to exceed revenues by nearly $600,000. To ensure the City addresses the needs of its facilities in an efficient way, the City Council engaged Terracon to conduct a Facilities Condition Assessment using visual inspection techniques, interviews with those knowledgeable about the construction/maintenance of facilities, and reviewing building data and history. Terracon’s assessment issued a Facility Condition Index (FCI) score – the ratio of deferred maintenance and capital renewal costs to the facility’s replacement value – of 92 out of 100. This indicates that most facilities and sites are in good condition. However, one facility and three sites were identified as being in critical condition due to a backlog of maintenance issues. Additionally, assessors identified 171 current outstanding maintenance issues, of which 26 were identified as critical.  Monday, Jan. 27 2025, CITY COUNCIL PLANNING SESSION MINUTES Special Projects Consultant Murphy stated that Terracon identified 1,782 facility components that will require repair or replacement during the life of a facility. Terracon then created a 10-Year Maintenance, Repair and Replacement Forecast and determined that 738 facility components/subcomponents will require repair or replacement over the next decade, costing approximately $22 million. Terracon recommended which components should be replaced and the associated timing and illustrated how these expenditures would begin to exceed the Building Renewal Fund’s balance starting in 2026. In terms of the next steps, staff plan to address the 145 current outstanding maintenance issues using Terracon’s facility planning and tracking software. Staff recommended continuing architectural analysis of critical facility issues; assessing whether Fire Station 39 fulfills the community’s needs before proceeding with non-critical maintenance; and developing comprehensive mitigation plans. City Manager Dzugan stated that the Building Renewal Fund was established approximately 12 years ago using the 75-year useful life cycle for facilities, and the City has worked to try and address maintenance using this schedule. He stated that large-scale facility concerns involve: the Police Station exterior issues, Fire Station 39, and Public Works Garage floor. In response to a Council question, City Manager Dzugan stated that the City could consider assigning either a 50-year or 75-year useful life cycle to a facility based on its usage. In response to a Council question, Special Projects Consultant Murphy stated that as the policing industry has evolved, so has the personnel’s use of the Police Station. He noted that select areas of the station have been updated to accommodate changing needs. City Manager Dzugan added that renovations to the Investigations Unit significantly enhanced staff efficiency and operations. He stated the overall amount of space remains adequate for the current staff. The Council expressed support for proceeding with City staff’s recommendations. City Manager Dzugan stated staff would follow up in a couple of months as the continued investigation provides information on the scope of work that will be required for some of the larger projects. IV. Public Comment There were no public comments. V. City Council/Staff Comments There were no Council comments. VI. Closed Session – Personnel Matters – 5 ILCS 120/2(c)(1) Councilwoman Robbins moved and Councilman Weller seconded a motion to adjourn to Closed Session at 7:37 p.m. Roll Call Vote: Ayes: Councilwoman Robbins Councilman Weller Councilwoman Bray-Parker Councilman Brown Mayor Suess Nays: None  Monday, Jan. 27 2025, CITY COUNCIL PLANNING SESSION MINUTES Absent: Councilman Barbier Councilman Clousing Motion Carried Unanimously VII. Adjournment The Council returned from Closed Session at 8:07 p.m. The meeting was adjourned at 8:07 p.m. Respectfully submitted, Halie Cardinal