City Council Workshops

Monday, Nov. 11, 2024 I. Call to Order The Wheaton City Council Budget Workshop Session was called to order at 6 p.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 Department Heads Jason Ackerlund, Forestry Superintendent Betsy Adamowski, Library Executive Director Susan Bishel, Public Information Officer Robert Brill, Fire Chief Thomas Corrigan, Director of Building & Code Enforcement Dawn Didier, City Attorney Pat Keegan, Director of Information Technology James 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, Assistant Director of Public Works Sam Webb, Fleet Superintendent Princeton J. Youker, Chief of Police II. 2025 Draft Budget Overview – Presentation City Manager Dzugan thanked City staff, especially the Finance Department, for their efforts in creating the 2025 Draft Budget. Director of Finance Lehnhardt stated that the City’s Strategic Priorities serve as the foundation for the Draft Budget. Each department aligned their budget proposals with these priorities through specific goals and action items. Director of Finance Lehnhardt noted that budget development is a year-long effort, incorporating extensive planning and review. He outlined key milestones over the  BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 past year contributing to the budget development process, including the 5-Year Financial Forecast, Water Rate Study, 2025 Budget Framework, 2025-2029 Capital Improvement Plan, and Property Tax Levy estimates. The next steps for the Draft Budget include a Public Hearing on Dec. 9, followed by the adoption of the budget and tax levies on Dec. 16. In reviewing the Draft Budget, Director of Finance Lehnhardt stated that the Property Tax Levy will remain unchanged, while water rates and ambulance fees are increased. Anticipated cost increases include personnel and pension expenses, water purchases, debt service, and vehicle replacements, while health and liability insurance transfer costs are expected to decrease. The City currently has 273 full-time positions, with planned changes including adding a police officer, converting a part-time social worker to full-time, and eliminating the senior management analyst position. Director of Finance Lehnhardt stated that between 2021-2025 the City secured $10.8 million in grant funding for infrastructure, including $1.2 million for 2025. Director of Finance Lehnhardt reported that total expenditures across all funds are projected to be $132.5 million, with $55.6 million for the General Fund and $31 million for capital improvements. Personal services, totaling $32 million, represent the largest expenditure category. In terms of capital improvements, the City’s proposed budget would invest $31 in capital improvements for 2025. Total revenues across all funds are projected to be $128.5 million, with taxes at $33.2 million as the largest revenue source. The General Fund is the largest operating fund of the City with revenues projected to be $55.6 million. Taxes are the largest revenue source for this fund and are projected to total $24.2 million. Income tax is projected to increase $300,000 over 2024 to $9.5 million. Director of Finance Lehnhardt reviewed changes to sales tax legislation and how while revenue from sales and local sales taxes is expected to increase by approximately $600,000, use tax revenue is projected to decrease by approximately $700,000 in 2025. These changes are related to the Leveling the Playing Field Act. Director of Finance Lehnhardt stated that initiatives with potential future budget implications include the Facilities Assessment Study; analysis of the Sanitary and Storm Sewer Funds; Pavement Management Analysis; Water Infrastructure Risked-Based Analysis; TIF #3 Courthouse Funding Request; Special Service Area #8 Expiration; Community Survey Review; Strategic Plan Update; and the 1% Locally Imposed Grocery Sales Tax Ordinance. In response to a Council question, City Manager Dzugan explained that the Facilities Assessment Study findings, which will impact the Building Renewal Fund, may prompt the replacement of Fire Station #39 as well as upgrades to the police station and Public Works facilities. III. Library - 2025 Draft Budget Presentation Christine Fenne, Treasurer of the Wheaton Public Library (WPL) Board, reviewed the library’s requested budget for 2025, which includes expenditures of $5,257,058 and revenues of $5,081,525, creating a deficit of $175,533. She stated that the library’s General Fund can help cover the deficit. Treasurer Fenne reported that attendance and usage at the WPL increased from January through September 2023 compared to the same period in 2024.  BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 For 2025 goals, the WPL plans to create a Teen and Tech Center on the main floor and define spaces in the adult fiction area. In response to a Council question, Treasurer Fenne stated that the WPL’s new coffee shop is doing well and has frequent visitors. IV. Review of 2025 Draft Budget A. Budgets Reviewed i. General Government For the Mayor and City Council, City Manager Dzugan stated that the 2025 goals include maintaining the City’s long-term financial plan through providing adequate capital investments and maintaining core services; improving planning and maintenance of existing infrastructure through addressing facilities that have deferred maintenance needs; and analyzing essential services through review of the City’s upcoming Community Survey. In response to a Council question, Public Information Officer Bishel stated that the survey is being conducted through ETC Institute, a leader in local government surveys. Director of Finance Lehnhardt stated that the Mayor and City Council’s budget is projected to increase $3,836, which is 2.1%. For Boards & Commissions, City Manager Dzugan stated that at the Oct. 28 City Council Planning Session the City Council reviewed the purpose statements and actions items of all groups. He stated that the expenditures in 2025 are projected to be $123,965. Proposed projects not included in this projection are a new Bike Plan, Senior Gap Analysis, and a digital mapping projection system at the site of the new mural. Director of Finance Lehnhardt stated that the Boards & Commissions’ budget is projected to decrease $8,400, which is 6.4%. In response to a Council question, City Manager Dzugan stated that City staff will work with commissioners on the Bike Plan, Senior Gap Analysis, and digital mapping projection system. City Attorney Didier stated that there is a potential grant opportunity for the digital mapping projection system. For Senior Citizens Programs, City Manager Dzugan stated that these programs are primarily managed through the Commission on Aging. 2025 goals include communicating resources to seniors; serving home-delivered meals to seniors; and sponsoring the Ride DuPage and Ride DuPage to Work Programs, which are operated by PACE. He noted that for the Senior Assistance Program, staff are recommending an increase in the monthly stipend for eligible seniors. The recommendation is for the stipend to increase from $250 to $300 for homeowners and from $230 to $280 for renters. Director of Finance Lehnhardt stated that the Senior Citizens Programs’ budget is projected to be $295,000, which is an increase of $54,000. For the City Manager’s Office, City Manager Dzugan stated that the 2025 goals include maintaining a long-term financial plan through completing the Downtown Streetscape; analyzing essential services through developing the Strategic Plan update; and ensuring City services match community needs through finalizing the Roosevelt Road zoning amendments. BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 In response to a Council question, Director of Human Resources Schulz stated that the City currently has three full-time and one part-time open positions, in addition to the city manager and assistant city manager roles. There are also four firefighter positions available, though candidates have been selected and will begin soon. Additionally, a new administrative assistant is set to start next week. For the Legal Department, City Attorney Didier stated that 2025 goals include improving planning and maintenance of existing infrastructure through completing the Streams Lakes project and ensuring City services match community needs through overseeing discussions and legal requirements for necessary meetings and documentation. Additional action items include drafting a nuisance ordinance; revising sign and parking ordinances; revising the City’s Sidewalk Policy; and reviewing regulations for electric bikes and scooters. Director of Finance Lehnhardt stated that the Legal Department’s budget is projected to increase $53,000. In response to Council questions, City Attorney Didier stated that litigation is down and that the City currently has no liability for litigated cases. Attorney Didier stated that she prosecutes the tickets at the Administrative Adjudication Hearings. For the Finance Department, Director of Finance Lehnhardt stated that the 2025 goal is to maintain a long-term financial plan through conducting an analysis of the Storm Sewer and Sanitary Sewer Funds, and developing a prioritized plan for facility improvements based on the findings from the Facilities Assessment Study. Director of Finance Lehnhardt stated that the Finance Department’s 2025 budget is projected to increase $154,000, which is 7.7%. For the Human Resources Department, Director of Human Resources Schulz stated that 2025 goals include promoting programmatic performance measures through implementing a new performance management system. The department also plans to improve service delivery through adopting a new timekeeping system and integrating a self-service option for all benefit enrollments and changes. Director of Finance Lehnhardt stated that the Human Resources Department’s 2025 budget is projected to decrease $24,000. For the Information Technology Department, Director of Information Technology Keegan stated that the primary 2025 goal is to improve service delivery through deploying Windows 11 across all City devices, improving security through incident response tabletop exercises, implementing the use of secure AI tools, and implementing an AI Use Policy. In response to a Council question, Director of Information Technology Keegan stated that there is no cost to upgrade to Windows 11 because the City has a licensing agreement with Microsoft. In response to a Council question, Director of Finance Lehnhardt stated that Finance staff are trained to ensure that payments are made securely and to the correct recipients through strong internal control policies. The Finance Department is considering shifting to primarily Automated Clearing House (ACH) payments next year. Director of Finance Lehnhardt stated that the Information Technology Department’s 2025 budget is projected to increase $39,000, which is 2.4%. BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 For the Communications Department, Public Information Officer Bishel stated that the 2025 goals include communicating about services, programs and initiatives through enhancing the City’s social media footprint and promoting Wheaton as a safe city through coordinating with the Fire Department to host an open house/other public education event. Additionally, the Communication Department will aim to educate residents about sustainability opportunities through publicizing information on effective at-home composting. In response to Council questions, Public Information Officer Bishel stated that the Communications Department gauges the success of the City’s online platforms by tracking and analyzing both follower growth and engagement rates. She noted that Communications staff assess engagement to identify topics of greatest interest to the City’s target audience. Additionally, the upcoming Community Survey includes questions specific to residents’ preferred content and communication methods. Director of Finance Lehnhardt stated that the Communication Department’s 2025 budget is projected to increase $51,900 due to the addition of a service plan for Council Chambers technology that will no longer be under warranty and social media archiving services. For the Planning & Economic Development Department, Director of Planning & Economic Development Kozik stated that the primary 2025 goal is to ensure City services match community needs through coordinating the creation of a new SSA; updating sign and parking ordinances; and performing annual PUD and sidewalk café compliance inspections. In response to a Council question, Director of Planning & Economic Development Kozik stated that efforts related to City-wide economic development included executing broker events and staff participation with the International Council of Shopping Centers. Director of Finance Lehnhardt stated that the Planning & Economic Development Department’s 2025 budget is projected to decrease $32,000. For the Engineering Department, Director of Engineering Tebrugge stated that the 2025 goals include addressing flooding issues through completing the Glendale Avenue Flood Prone Area Capital Improvement Project; prioritizing road, sidewalk and other infrastructure projects through the 2025 New Sidewalk Program; and promoting Wheaton as a safe city through preparing a School Traffic Analysis Report for four elementary schools. In response to Council questions, Director of Engineering Tebrugge stated that the major engineering projects for next year include construction on Gary Avenue, Basins 3 & 4 discharge improvements, Glendale Avenue Flood Prone Area Capital Improvement Project, 2025 New Sidewalk Program, and several other projects. The New Sidewalk Program is slated for completion in 2027. Director of Finance Lehnhardt stated that the Engineering Department’s 2025 budget is projected to increase $53,000, which is 4.7%. For the Building & Code Enforcement Department, Director of Building & Code Enforcement Corrigan stated that 2025 goals include identifying revenue enhancements through adjusting the fee schedule and requiring applicable ordinances to have a plan submittal fee for specific BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 permits. Additional goals include promoting Wheaton as a safe city through adopting the 2024 ICC International Building Codes and improving service delivery through implementing a new online permit submittal platform. In response to Council questions, Director of Building & Code Enforcement Corrigan stated that the 2024 ICC International Building Codes include new technology requirements related to solar energy and energy storage systems. Many other comparable municipalities are adopting this code. He stated that staff have been meeting guidelines related to the permit review process. In response to a Council question, Director of Finance Lehnhardt stated that the Finance Department will also use the Building & Code Enforcement Department’s new online platform for certain services such as the Real Estate Transfer Tax. Director of Finance Lehnhardt stated that the Building & Code Enforcement Department’s 2025 budget is projected to increase $66,000. ii. Police Department Police Chief Youker stated that 2025 goals include ensuring that City services match community needs through conducting a town hall, analyzing essential services, and conducting an organizational analysis. The Police Department also aims to promote Wheaton as a safe city through fully implementing the Peer Jury Program. In response to Council questions, Police Chief Youker stated that the Police Department has four teams. Each team has one supervisor and there are two 12-hour shifts. Overall, personnel are satisfied with the 12-hour shift option due to work-life balance. City Manager Dzugan stated that the Police Department has increased its focus on community engagement, and staff plan to analyze the number of hours dedicated to community engagement and other policing activities. In response to Council questions, Police Chief Youker stated that success is measured by the proper, effective execution of processes and procedures as opposed to outcomes. He also stated that the City’s 64 Automated License Plate Readers (ALPRs) have been effective in helping solve crimes effectively and efficiently. In response to Council questions, Police Chief Youker stated that the Police Department currently has 69 sworn officers with one incoming. The goal is to ensure that there are as few vacancies as possible through active recruiting efforts. Director of Finance Lehnhardt stated that the Police Department’s 2025 budget is projected to increase $1.5 million. iii. Fire Department Fire Chief Brill stated that 2025 goals include identifying expenditure reduction opportunities through analyzing the current EMS delivery model, analyzing essential services by conducting location, drive-time, and space needs studies of Fire Station #39, and promoting Wheaton as a safe city by updating the City’s Continuity of Operations (COOP) and Continuity of Government (COG) Plans. BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 In response to Council questions, Fire Chief Brill stated that Fire Station #39 has one less bay and significantly less living space than the station on Main Street. Additionally, he stated that service calls are farther southwest of Fire Station #39. He stated that ambulances were ordered in 2023 with an anticipated delivery date of May 2026. The extended lead-time is due to manufacturer delays and a labor shortage. Additionally, there is a fire engine due for replacement in 2025 and a ladder truck due for replacement in 2028. Chief Brill stated that four new firefighters will start by the end of this month, which will lead to the Fire Department being fully staffed. Director of Finance Lehnhardt stated that the Fire Department’s 2025 budget is projected to increase $452,000, which is 3.4%. iv. Public Works - General Fund For the Street Division, Street Superintendent Plunkett stated that 2025 goals include prioritizing road and sidewalk projects through paving asphalt and replacing sidewalk squares; reducing the City’s carbon footprint through replacing HPS streetlight fixtures with LED ones; and improving the planning and maintenance of existing infrastructure through the Sign Replacement Rotation Program. In response to Council questions, Street Superintendent Plunkett stated that the City has approximately 10,000 signs. He stated that staff continuously evaluate the placement and condition of signs across Wheaton and remove signage when necessary. In 2025, the Street Division will focus on replacing sidewalk squares east of Main Street and north of Harrison Avenue to Wakeman Avenue. For the Foresty Division, Forestry Superintendent Ackerlund stated that 2025 goals include promoting Wheaton as a safe city through the Parkway Tree Pruning Programs and reducing the City’s carbon footprint through investing in greener tools and technologies. In response to Council questions, Forestry Superintendent Ackerlund stated that staff will increase promotion of the Shared Cost Parkway Tree Planting Program to increase the amount of trees in the City. In 2025, Forestry plans to plant 225 trees. He stated that there are six staff in Foresty, and each member is a certified arborist. Director of Finance Lehnhardt stated that the Public Works General Fund’s 2025 budget is projected to decrease $160,000. v. Tax Increment Financing (TIF) Funds Director of Finance Lehnhardt stated that TIF District #2 expired in 2022 but has remained open for the Downtown Streetscape. The budget is projected to be $146,000. Director of Finance Lehnhardt stated that TIF District #3 expires in 2028, and the projected budget is $2.4 million in revenues and $2.2 million in expenditures. vi. Capital Projects Fund Director of Finance Lehnhardt stated that the projected budget for the Capital Projects Fund is $2.3 million in revenues and $7.9 million in expenditures. vii. Public Works - Water Fund BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 For the Water Division, Water Superintendent McMillen stated that 2025 goals include removing lead public and private water services; improving the planning and maintenance of existing infrastructure through replacing water mains; and promoting Wheaton as a safe city through complying with the Lead and Copper Rule revisions. In response to Council questions, Water Superintendent McMillen stated that due to the Lead and Copper Rule revisions, staff are required to collect a substantially larger amount of water samples to test for the presence of lead and copper. He stated that the City had a total of 1,200 lead services prior to the start of the Lead Service Line Replacement Program. In 2025, the City will have 700 public lead service lines remaining. Staff will complete the final 60 private lead service lines in 2025. The City will be working to replace all lead service lines through 2031. In response to Council questions, Water Superintendent McMillen stated that crews replaced 3,250 feet of water main in 2024. City Manager Dzugan stated that staff will conduct a Water Infrastructure Risk-Based Analysis of the City’s above- and below-ground water infrastructure to determine prioritization of improvements. Director of Finance Lehnhardt stated that the Water Division’s 2025 expenditures are projected to increase $2 million. viii. Public Works - Sanitary Sewer Fund For the Sewer Division, Assistant Director of Public Works Walsh stated that 2025 goals include continuing rapid response to sanitary sewer emergencies, repairing or replacing any issues discovered through inspections, and using innovative methods to address flooding issues. In response to Council questions, Assistant Director of Public Works Walsh stated that home basement back-ups are the primary sanitary sewer emergencies. These emergencies are primarily caused by root intrusions. He stated that the Sewer Division has several Sewer Reimbursement Programs which help residents with these common sewer-related issues. Director of Finance Lehnhardt stated that the Sanitary Sewer Fund’s projected revenues in 2025 are $2.5 million with expenses at $7.3 million. There are no budgeted increases in sanitary sewer rates. ix. Public Works - Storm Sewer Fund Director of Finance Lehnhardt stated that the Storm Sewer Fund’s projected revenues in 2025 are $1.8 million with expenses at $3.1 million. x. Parking Fund Director of Finance Lehnhardt stated that the primary goal for the Parking Fund in 2025 is to identify revenue enhancements by analyzing the fund’s performance and assessing the impact of the rate and fee adjustments implemented in 2024. He stated that projected 2025 revenues are $1.2 million, and expenses are $1 million. xi. Public Works - Fleet Services Fund For the Fleet Services Division, Fleet Superintendent Webb stated that the 2025 goals include improving the planning and maintenance of existing infrastructure through construction of a new fueling facility at Public Works and replacement of Generator 2 at the Police Department.  BUDGET WORKSHOP SESSION MINUTES Monday, November 11, 2024 Additionally, Fleet Services plans to improve service delivery through continuing to maintain all City vehicles through industry best practices. In response to Council questions, Fleet Superintendent Webb stated that staff are currently working on the engineering of the new fueling station. Upon project approval, the fueling station is slated to be complete in 2025 before winter. For the Generator 2 at the Police Department, staff are working to begin engineering on this project. Executing the replacement will prove challenging since Generator 2 is inside of the building. In response to a Council question, Fleet Maintenance Superintendent Webb stated that 53 vehicles are in the 2024 budget, with 35 purchased and received. Eight vehicles have purchase orders, and staff are currently reviewing information for 10 vehicles. Director of Finance Lehnhardt stated that the Fleet Services Fund’s projected revenues in 2025 are $5 million with expenses at $6.6 million. V. Public Comments There were no public comments. VI. City Council/City Staff Comments Councilwoman Robbins thanked City staff for their contributions to the 2025 Draft Budget. Mayor Suess thanked City staff for their hard work and thanked American Legion Post 76 for executing their annual Veterans Day Ceremony at Memorial Park on Monday, Nov. 11. VII. Adjournment The meeting was adjourned at 8:50 p.m. Respectfully submitted, Halie Cardinal