Wheeling board approves partial special census; OKs routine contracts and services

The Wheeling Village Board on Jan. 6 approved a memorandum of agreement (MOA) with the U.S. Census Bureau to conduct a partial special census covering about 12% of the village, and passed a consent agenda renewing several contracts and subscriptions, officials said.

The board voted to authorize the special census, which will target newer multifamily developments the village identified — including apartments at Wheeling Town Center, Union Apartments, London Crossing and The Landings — and aims to capture population growth before the 2030 decennial census. "The village staff estimates the village could receive over $1,800,000 from 2026 through 2030 if the special census is successful," Mr. Smith said while explaining the proposal. The village will pay an estimated $540,000 up front; that amount will be adjusted ("trued up") when the Census Bureau finishes the count and issues a final invoice or refund.

The village said the special census is intended to update state per-capita revenue calculations for income tax, motor fuel tax, use tax and cannabis use tax. Staff told trustees that when the 2020 census counted 4,848 residents in the areas proposed for recount, those blocks represented about 12% of Wheeling’s population; village staff estimated an additional 1,663 residents could be counted in the new developments identified. If mailed internet self‑response rates are high, the village’s outreach could lower the Census Bureau’s fieldwork costs, the presentation said.

If approved by the board, the schedule described by staff calls for mailed invitations for internet self response in late June to early July 2025, field operations in August 2025, and completion of the count by December 2025. The village would file the final count with the state and could begin receiving adjusted revenue as early as April or May 2026, staff said. The Census Bureau’s regional director, Marilyn Sanders, is expected to contact the village to outline next steps and staff will form a local team to assist the bureau’s fieldwork.

In other business, the board approved the consent agenda in a single roll-call motion. Items listed on the consent agenda and approved included a service provider contract renewal with Municipal GIS Partners Inc. for $168,335.76 (fiscal 2025); a two-year Internet/data communications contract with Comcast Cable Communications Management, LLC for $59,878.80; a professional services agreement with Engineering Enterprise Inc. for the Dundee Road Water Main Replacement Project (not to exceed $248,956); acceptance of a contract with Olson Roofing Company Inc. for the 2025 roof replacement program (amount as listed in the meeting packet); a professional services agreement with Mac Brady Associates Inc. for the 2025 roof replacement program (not to exceed $97,500); waiver of fidelity bond requirements for a raffle permit for Annette's Philip Carpenter's Post 66 through Dec. 31, 2025; renewal of the village’s annual subscription to the Northwest Central Dispatch System Joint Emergency Management System (GEMS) for $33,861.30 (FY2025); and annual membership in the Northwest Central Dispatch System for $183,604.76 (FY2025).

Earlier in the meeting the board removed the petitioner’s amendment for the originally scheduled agenda item 13a; the petitioner informed the village the morning of the meeting that they no longer sought changes to their allowable business hours, and the board approved removing that item at the petitioner’s request.

The meeting included routine staff reports: Public Works staff reminded residents that Waste Management will pick up real holiday trees at the curb over the next two weeks if trees have no stands, decorations or plastic bags, and reported that a new message board at Village Hall is being installed and should be completed in about 10 days. The chief of police and the village attorney each offered a New Year greeting; the chief warned residents about scam calls impersonating utilities and told residents to call the police if they suspect fraud.

The board recessed into executive session at the end of the public meeting for "pending, probable and/or imminent litigation" and for review/approval of minutes lawfully closed under the Open Meetings Act. Trustees moved to recess and to adjourn the regular meeting following the executive session.

Votes at a glance: The consent agenda and each listed resolution on the packet were approved by roll call with all trustees recorded as voting yes. The special census MOA passed on roll call with all trustees voting yes. The motion to remove the petitioner’s 13a amendment from the agenda passed on roll call. The motion to recess into executive session and adjourn the regular meeting also passed on roll call.