Village of Lincolnshire Committee of the Whole met November 13.
Here is the minutes provided by the Committee:
Present:
Mayor Brandt
Trustee Grujanac Trustee Hancock
Trustee McDonough Trustee Servi
Trustee Leider
Village Attorney Simon Village Manager Burke
Public Works Director Woodbury
Chief of Police Leonas
Economic Development Coordinator
Zozulya
Roll Call:
Mayor Brandt called the meeting to order at 7:09 p.m. and Deputy Village Clerk/Village Manager Burke called the Roll.
2.0 Approval Of Minutes
2.1 Acceptance of the October 23, 2017 Committee of the Whole Meeting Minutes
The minutes of the October 23, 2017 Committee of the Whole Meeting were approved as submitted.
2.2 Acceptances of the October 26, 2017 Special Committee of the Whole Meeting Minutes
The minutes of the October 26, 2017 Special Committee of the Whole Meeting were approved as submitted.
2.3 Acceptance of the November 2, 2017 Special Committee of the Whole Meeting Minutes
The minutes of the November 2, 2017 Special Committee of the Whole Meeting were approved as submitted.
3.0 Items Of General Business
3.1 Planning, Zoning and Land Use
3.11 Preliminary Evaluation of a Petition for a Rezoning from O/Ia to O/Ic Office-Industrial and a Text Amendment to Permit Parking in Required Side and Rear Yard Setbacks in Non-Residential Zones (Heathrow Scientific and Daigger Scientific - 325 Marriott Drive)
Economic Development Coordinator Zozulya provided history of the site and a summary of the preliminary evaluation of a petition for a rezoning from O/Ia to O/Ic Office-Industrial and a Text Amendment to permit parking in required side and rear yard setbacks in non-residential zones for Heathrow Scientific and Daigger Scientific. Economic Development Coordinator Zozulya noted the petitioner is willing to install a bike path along Marriott Drive to connect other bike paths that may be installed. Economic Development Coordinator Zozulya noted if this requests is received favorably by the Board then the internal development review team would review the plans prior to the petitioner presenting their request to the Zoning Board for a Public Hearing on the rezoning and text amendment; then the Architectural Review Board (ARB) would review the proposal for the site layout, building, lighting, and all applicable design reviews. Lastly, the project would come back to the Village Board for final review and possible approval.
Economic Development Coordinator Zozulya introduced the petitioner and representatives as follows: Mr. Jim Woldenberg, Principal for Daigger Scientific/Heathrow Scientific; Mr. Brett Kroner with Cushman & Wakefield, representing the purchaser; and Mr. Dave LeCavalier with Forefront Properties, representing the seller.
Mr. Kroner provided background regarding the property for the proposed development. Mr. Kroner noted some of the properties in the Village of Lincolnshire he has been involved with in the past.
Mr. Woldenberg provided a presentation regarding the proposed businesses for the site. Mr. Woldenberg noted his company has outgrown their facilities in Vernon Hills and Bollingbrook and would like a facility they can operate out of for long-term. They desire to return their business to Lincolnshire.
Mayor Brandt noted the catalog states sales tax is charged if you are a resident of Illinois or Wisconsin and asked if Lincolnshire would be the point of sale. Mr. Woldenberg stated Lincolnshire would be point-of- sales. Mayor Brandt asked what sales for the companies have been. Mr. Woldenberg stated sales for both companies have been approximately $30,000,000 annually, but the sales in Illinois and Wisconsin are a small fraction of this total.
Trustee Hancock asked why just these two states are charged sales tax. Mr. Woldenberg noted according to their accountants, they can only charge sales tax were the business is located and were employees of the company live. Mr. Woldenberg noted they have an employee who lives in Maryland so they do also collect sales taxes from Maryland.
Mr. Kroner provided a presentation regarding the proposed building and parking.
Trustee McDonough asked if the existing row of parking noted in Mr.
Kroner’s presentation as part of the acquisition by Daigger Scientific/Heathrow Scientific was something the current owner of the adjacent parcel had installed which encroached on subject property. Mr. Dave LeCavalier stated when Caremark occupied the existing building adjacent to the proposed site, they ran out of parking and there was ownership overlap between the building and vacant land so they built the row of parking. The current tenant on Barclay was asked if they wanted to keep the row of parking and they stated they would like to give it up. Trustee McDonough asked if staff has looked to see if the parking for the existing building would be adequate once they lose this row of parking. Economic Development Coordinator Zozulya noted staff has not researched parking and will include this review if the project moves forward.
Mr. Kroner continued his presentation with the history of the property.
Trustee McDonough asked about the proposed parking to the north of the property. Mr. Kroner noted the parking noted on the plan to the north of the proposed building will not be built immediately but remain open green space until such time as it may be needed. Mr. Kroner indicated on the proposed plan where the fire access road would be located and entrance to the property.
Trustee McDonough asked if the phases are not built on in the next 24 months would building plans have to come back before the Board for approval. Economic Development Coordinator Zozulya noted the current approval would be to rezone the property and parking code change. The use itself does not require special use permits; however, if and when they are ready to build phase 2, they would have to come back to the Village Board and proceed through ARB review. Mr. Woldenberg asked if this was the process in any expansion of a building. Economic Development Coordinator Zozulya noted this is the process for any commercial expansion. Mr. Woldenberg noted he does not have specific plans for the phase 2 portion of the development and expressed his desire to proceed through that review when his company expands in the future.
A conversation regarding phasing and processes followed. Mr. Woldenberg and Mr. Kroner noted a desire to be under roof before the end of next year.
Trustee McDonough asked what the building would look like from Route 22 and asked if they would be able to present something to the Board. Economic Development Coordinator Zozulya noted they will need to present drawings to the ARB which will include renderings of what the site will look like form Route 22.
Trustee Grujanac recommended some type of screening for trucks parked overnight at the facility. Economic Development Coordinator Zozulya noted the code requires truck docks be screened year round.
Trustee Hancock requested an estimate be provided of what the sales tax revenue would be to the Village of Lincolnshire based on the current volume.
Trustee Hancock asked about the future development on Milwaukee Avenue. What are the options for this site? Mr. LeCavalier noted the proposal considered tonight would serve as a catalyst for the remainder of the vacant property since anything that has come up to date for consideration did not need the full 18 acres.
Village Attorney Simon asked if signage was determined for the property. Mr. Woldenberg noted signage has not been determined. Economic Development Coordinator Zozulya stated signage would be reviewed at the ARB.
Village Attorney Simon asked how tall the building would be. Economic Development Coordinator Zozulya stated the proposed building height is 42’. Village Attorney Simon recommended consideration of a monument sign based on code requirements.
There was a consensus of the Board to refer this to the Zoning Board.
3.12 Consideration and Discussion of Proposed Sign Code (Title 12) Amendments Regarding Permanent Sign Illumination and Temporary Banner Signs (Village of Lincolnshire)
Economic Development Coordinator Zozulya provided background and summary related to the proposed sign code amendments that were proposed at the September 11, 2017 Committee of the Whole meeting stating since the meeting, staff received an inquiry from a Village Green South condominium resident regarding signs remaining lit at night in the Oak Tree Corners Shopping Center. In addition, staff received a request from Baceline Investments, the owner of the Village Green Center, to obtain the Village Board for direction on whether the Board would be open to revising the Sign Code to allow temporary free-standing banner signs for special events.
Economic Development Coordinator Zozulya provided information obtained by surrounding communities related to overnight illumination of permanent signs and posed questions to the Board for staff to move the proposed sign code amendments forward to the Architectural Review Board (ARB).
Economic Development Coordinator Zozulya provided additional information as it relates to the request from Baceline Investments and posed questions to the Board for staff to move the proposed forward to the ARB for the proposed sign code amendments as it relates to temporary banner signs.
Trustee Leider noted his opinion as it relates to sign illumination is the rule should be in place but maybe a function of being within so many feet of a residential area to enforce this. Trustee Hancock noted his agreement with Trustee Leider and suggested limiting the start time of illumination to 6:00 a.m.
Trustee McDonough asked if staff spoke with the businesses in violation of the code as a result of the resident complaint. Economic Development Coordinator Zozulya noted staff reviewed signage throughout the Village and the business at Oak Tree Corners is not the only business violating the rule. Staff did not feel it appropriate to single out Oak Tree Corners and instead decided to check with the Board for direction to move forward. Trustee McDonough suggested addressing complaints as they are received and if a member of the business community wants the code changed, they should come in and request a code change.
Trustee Leider suggested staff send out reminders to businesses in violation of the code and see what type of feedback comes back as a result. Trustee Grujanac was in agreement with Trustee Leider and asked what the repercussions were if the businesses continued to violate the code. Economic Development Coordinator Zozulya stated staff would work with the businesses, and if they still do not follow the code it would become a Code Enforcement matter.
A conversation regarding adjacent residential properties relative to sign illumination, possible exceptions, signs facing the tollway, and illumination time followed.
A discussion regarding the illuminated CDW sign that faces the tollway followed. Economic Development Coordinator Zozulya stated this sign would be in violation of the Code since Sutton Place is adjacent to CDW. It was the desire of the Board to allow CDW and possibly other sites unlimited time frames for illumination if the sign is not directly facing a residential property. Village Attorney Simon stated staff can clarify the rule so that signs facing the tollway are allowed and complaints pursued as they arise. Village Attorney Simon noted most communities enforce some of these rules based on complaint and are not proactive about it since it is not a life safety issue.
Village Manager Burke asked the board for direction on early morning start time of sign illumination since staff would like to include this in the current sign code changes. There was a consensus of the Board to leave the start time as is.
The Board asked what the difference was between a temporary sign and banner signs. Economic Development Coordinator Zozulya noted temporary signs are made of rigid material or have rigid backings and banner signs do not. Village Manager Burke noted banner signs are prohibited currently within the sign code. A conversation regarding banner signs followed.
Trustee Hancock suggested more flexibility when it comes to banner signs due to promoting retail. Trustee McDonough agreed with Trustee Hancock and suggested changing the temporary sign code to allow them. Trustee Servi suggested allowing banner signs as temporary signs. Trustee Leider agreed with allowing temporary signs for a limited time. Village Attorney Simon suggested determining the length of time for banner signs be based on how the sign is constructed. A discussion regarding time frames for banner signs followed.
Economic Development Coordinator Zozulya asked if the Board would allow signs on buildings. There was a consensus of the Board to leave the signs free standing.
There was a consensus of the Board to have staff work with the ARB to revise the proposed code to incorporate recommendations as it relates to permanent sign illumination and temporary banner signs and bring the revised code back to the Board for review and discussion.
3.2 Finance and Administration
3.21 Public Comment Regarding the Proposed Fiscal Year 2018 Budget (Village of Lincolnshire)
Village Manager Burke noted the budget schedule included November 13th as the date for public comment regarding the proposed fiscal year 2018 budget. Staff has not received any emails or inquiry as it relates to the fiscal year 2018 budget. Staff is assembling the final budget document pursuant to the discussion of the two budget workshop meetings and some of the action items related to the proposed budget are included on this agenda. A list of major changes to the draft budget are being assembled and brought forward at the November 27th meeting for Village Board review prior to adoption of the 2018 Budget.
Trustee Leider asked if the Senior Citizen Tax Rebate would be brought back for discussion. Village Manager Burke stated staff will need time to research this to see how other municipalities are handling various senior services; staff is recommending leaving the amount in the budget and bringing a report back at a later date.
3.22 Consideration of the 2018 Village Calendar and Meeting Schedule (Village of Lincolnshire)
Village Manager Burke noted a proposed 2018 calendar has been provided for all Board and Commissions along with the Village Board meetings. Village Manager Burke noted some meetings are adjusted in the fall due to holidays.
There was a consensus of the Board to place this item on the Consent
Agenda for approval at the next Regular Village Board Meeting.
3.23 Consideration of Supplemental Appropriation Ordinance of the Village of Lincolnshire, Illinois for the Fiscal Year Beginning January 1, 2017 and Ending December 31, 2017 (Village of Lincolnshire)
Village Manager Burke provided a summary of Supplemental Appropriation Ordinance for fiscal year beginning January 1, 2017 and ending December 31, 2017 noting this should be an Amendment to the original appropriation as the action proposed is not increasing spending but reallocating the source of revenue (tax levy) to fund various functions. The Appropriation Ordinance gives staff the spending authority to execute on the approved budget. Staff is not recommending any spending changes with this appropriation amendment but amending the use of sources of revenue. The tax levy is currently reflected in the appropriation for general corporate purposes for public safety, and this amendment would reflect using tax funds for pensions as well which is in response to discussions that happened downstate regarding a potential property tax freeze.
3.24 Consideration of an Ordinance Levying Taxes for Corporate Purposes of the Village of Lincolnshire, Lake County, Illinois for Fiscal Year Beginning the First Day of January, 2017 and ending December 31, 2017 (Village of Lincolnshire)
Mayor Brandt opened up item 3.24 to include in discussions with 3.23.
Village Manager Burke noted the Tax Levy Ordinance presented tonight is different than what was presented at the October 23, 2017 meeting. The previous ordinance reflected levying a property tax for general government – public safety services. With this updated ordinance staff is recommending adding back in a line item to the Village levy that would be reflective of collecting funds for pension purposes and not just the general corporate services purpose for Public Safety. The current Ordinance is in response to what is going on down state related to freezing the property tax levy with the exclusion of not freezing it for pension purposes. Staff feels the property tax levy freeze will come up again with the state legislature and wanted to provide the Village with flexibility in the future to include both line items; one for pension and one for general corporate services would provide the flexibility. The total amount of the levy has not changed.
Mayor Brandt asked how this would look on the property tax bill. Village Manager Burke noted it would be reflected as two line items but the rate would not change. Mayor Brandt suggested educating residents regarding the additional line item on the bill if this is what is approved.
Mayor Brandt asked when would this need to be implemented in order to get flexibility. Village Manager Burke stated the Tax Levy Ordinance needs to be filed with Lake County by the third Tuesday in December so this would need to be on the November 27, 2017 Consent Agenda.
Mayor Brandt asked if the Village could insert something in the County tax bill to educate resident. Village Attorney Simon stated this cannot be done since the County sends out tax bills for the entire County at once. Village Manager Burke suggested putting a sample into the monthly water bills to educate residents.
There was a consensus of the Board to place items 3.23 and 3.24 on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.25 Consideration of an Ordinance Abating and Reducing Certain Taxes Heretofore Levied to Pay Debt Service on Special Service Area (SSA) Bonds of the Village of Lincolnshire, Lake County, Illinois (Sedgebrook Special Service Area Number 1 Special Tax Bonds)
Village Manager Burke provided a summary of the annual Ordinance abating and reducing certain taxes heretofore levied to pay debt service on Sedgebrook Special Service Area (SSA) Bonds.
There was a consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.26 Consideration of an Ordinance Amending Chapter 15 of Title 1- Comprehensive Fee Schedule of the Lincolnshire Village Code Related to the Establishment of Fees and Charges for Service (Water and Sewer Connection Charges and Rate) (Village of Lincolnshire)
Village Manager Burke provided a summary of an Ordinance amending Chapter 15 of Title 1- Comprehensive Fee Schedule of the Lincolnshire Village Code related to the establishment of fees and charges for water and sewer connection charges and rates. Village Manager Burke noted a 5% increase in water rates only is due to the Village purchase rate from Highland Park being increased effective January 1, 2018.
Mayor Brandt recommended staff educate residents that the increase in water rate is due to Highland Park increasing the rate by this amount.
There was a consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.27 Consideration of Professional Service Agreements for Fiscal Year 2018 (Village of Lincolnshire)
Village Manager Burke provided a brief summary of the annual consideration of Professional Service Agreements for fiscal year 2018 which will be included as part of the final budget. Village Manager noted the GIS agreement that was discussed at the October 23, 2017 Committee of the Whole meeting has been included in the Professional Service Agreements for fiscal year 2018 and the costs are reflected in the budget.
There was a consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.3 Public Works
3.31 Consideration of Approval of a Joint Purchase Agreement with Morton Salt Inc. in the Amount of $18,645.00, and Cargill Incorporated in the Amount of $10,110.00 for Purchase of Rock Salt for the 2017-2018 Winter Season (Village of Lincolnshire)
Public Works Director Woodbury provided a summary of a joint Purchase Agreement with Morton Salt Inc. in the amount of $18,645.00, and Cargill Incorporated in the Amount of $10,110.00 for purchase of rock salt for the 2017-2018 winter season.
There was a consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
3.4 Public Safety
3.5 Parks and Recreation
3.6 Judiciary and Personnel
4.0 Unfinished Business
4.1 Leaf Collection Extended
Mayor Brandt noted leaf collection has been extended until December 3rd. Public Works created a video regarding the leaf program and asked the Board to share this information.
Public Works Director Woodbury noted Public Works has one leaf machine they will be using in order to extend leaf collection. Village Manager Burke noted Waste Management will be out the week of Thanksgiving. Mayor Brandt asked if Waste Management or staff could inform residents that Waste Management will be out the Friday and Saturday after Thanksgiving. Public Works Director Woodbury noted he would follow up with notifications to the residents.
5.0 New Business
5.1 Construction on Riverwoods Road
Trustee Leider asked staff to communicate with the residents regarding construction and truck traffic on Riverwoods Road due to Arthur J. Greene startup and continued construction of the Greek Church.
6.0 Executive Session
7.0 Adjournment
Trustee McDonough moved and Trustee Grujanac seconded the motion to adjourn. Upon a voice vote, the motion was approved unanimously and Mayor Brandt declared the meeting adjourned at 8:48 p.m.
https://www.village.lincolnshire.il.us/government/about/agendas-minutes-packets-video?format=raw&task=download&fid=1779
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