Chicago City Wire

City of Wheaton City Council Planning Sessions met Jan. 27

Here are the minutes provided by the council:

 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.

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 

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 

https://www.wheaton.il.us/AgendaCenter/ViewFile/Item/12451?fileID=17480