Village of Vernon Committee of the Whole met November 28.
Here is the minutes provided by the Committee:
President Byrne called the meeting to order at 7:20 p.m.
In Attendance: President Byrne and Trustees Koch, Hebda, Marquardt, Oppenheim, Schultz, and Takaoka. A quorum was established.
Also present were: Village Manager Kalmar, Assistant Village Manager Carey, Building Commissioner Atkinson, Chief Kreis, Public Works Director Brown, Finance Director Larson, Assistant to the Finance Director Bourdeau, Attorney Brankin, and Recording Secretary DeAnda.
1.Approval Of Committee Of The Whole Meeting Minutes Of November 7, 2017
Motion by Trustee Marquardt, second by Trustee Koch, to approve Committee of the Whole Minutes for the November 7, 2017 meeting,
Roll call vote:
Ayes: 6 - Marquardt, Oppenheim, Koch, Hebda, Schultz, Takaoka
Nays: 0 - None
Absent And Not Voting: 0 - None
Motion carried.
2. Bradford Real Estate – Aldi’s - Consideration Of Report And Recommendations From The Planning & Zoning Commission Regarding Various Items Including The Proposed Site & Landscape Plan, Building And Site signage, And Amendment To The Special use For A PUD Known As Shoppes Of Greggs Landing North (AVM Carey)
Assistant Village Manager Carey stated representatives from Bradford Real Estate and Aldi's appeared before the Planning & Zoning Commission on October 4, to request approval to construct a grocery store on Lot 4 of the Shoppes of Gregg's Landing North and requested the following:
1. Approval of a Special Use Permit to amend the Planned Unit Development (PUD) to allow for certain site plan changes along with certain departures for signage; and
2. Preliminary and Final Approval to amend the plat of Subdivision; and
3. Preliminary and final site and landscaping plan approvals; and
4. Preliminary and final approval of the architectural elevations
The Commission voted 6-0 (Mulcrone absent) to approve the Special Use Permit to amend the PUD and Plat of Subdivision. However, on a motion to recommend approval of the site and landscaping plan, the motion failed 3-3 (Hezner, Gorog, Morris). The Commissioners who voted against the motion had concerns involving the internal traffic circulation and the location of the access to the site.
Since the meeting, revised plans have been submitted to address Commission member comments. The following report reflects the revised plans. These updated plans will require the additional purchase of 0.4 acres of land from the Cuneo Trust. The Trust has advised the Village that a tentative deal has been reached on the purchase of this additional land.
Plat of Subdivision: The Gregg's Landing North Commercial Parcel was approved as a 4 lot Planned Unit Development. The 4 lots currently consists of Lot 1 - Menards, Lot 2 - Chase Bank, and 2 remaining outlots adjacent to Gregg's Parkway and Milwaukee Avenue. The approved PUD anticipated future Subdivisions of the remaining vacant lots.
As part of the petition, Bradford is requesting to subdivide Lot 4 (7.76 acres) to create a 2.29 acre parcel to be used by Aldis (designated as Lot 5). The remainder of Lot 4 would be approximately 5.47 acres, 3 acres of which is the existing detention pond. There are currently no known development plans for the remainder of Lot 4. Due to the additional 0.4 acre of land being purchased, a revised Plat of Subdivision will be required to be reviewed and approved at a later date by the Village Board.
Site Plan: The proposed building is located on the southern most end of Lot 5 with access from the entrance magazine (Menards Drive) adjacent to Gregg's Parkway. Due to Commission member comments, the site plan was revised to adjust the access to be perpendicular to Menards Drive. Diagonal parking with one-way drive aisles have been removed to accommodate perpendicular parking and dual access drive aisles. Delivery trucks will maneuver into the loading dock from the parking lot via a designated truck access.
Striping has also been added to Menards Drive to create left-turn lanes into the proposed Lot 5 and Lot 3. Staff believes these modifications to the site plan address the concerns made by the Commission.
Parking: A total of 95 parking spaces are proposed which is above the minimum 77 parking spaces required based on 1 parking space per 250 square feet of space.
Building Signage: The proposed signage consists of the typical Aldi's coloring orange and blue with an “A” above Aldi lettering and is located on all 4 sides of the building. Only signage on the west and south building elevation are permitted.
Departures (Variations): The petitioner requested the following departures:
1.To allow one wall sign on the northern elevation of the building face that has no frontage on a public or private street measuring 120 square feet.
2.To allow one wall sign on the eastern elevation of the building face that has no frontage on a public or private street measuring 120 square feet.
3.To allow logos on the north, east, south, and west elevations greater than 4 square feet.
Architectural Design: The proposed Aldi's has created a unique architecture when compared to their standard buildings. The building materials are made up of brick veneer, wood cedar fiber cement panels, and a metal finish. The cart corrals are attached to the building on the north and east elevations and will be screened by a low height masonry wall with windows extending to the underside of the metal entrance canopy. A condition of approval requires the parapet wall to screen the rooftop units. The plans included in your packet show both options that were presented to the Commission.
General Compliance with the following plans:
•Preliminary and Final Plat of Subdivision prepared by Compass Surveying Ltd with a revision date of 8/23/2017 consisting of 2 pages
•Onsite Civil Engineering Plans prepared by Pinnacle Engineering Group with a revision date of 8/23/2017 and consisting of 8 pages
• Preliminary Landscape and Photometric Plans prepared by InSite Landscape Design with a 1'evision date of 8/21/2017 and consisting of 4 pages
•Architectural Elevation Plans prepared by APD Engineering & Architecture, PLLC with a revision date of 8/28/2017 and consisting of 6 pages
•Amended Site Plan Option 1 - Perpendicular Access prepared by Pinnacle Engineering Group with a revision date of November 6, 2017 and consisting of 1 page.
•Amended Site Plan Option 1 - Perpendicular Access prepared by Pinnacle Engineering Group with a revision date of November 8, 2017 and consisting of 1 page.
Conditions of Approval for the entire Site:
1. Final approval of plans by the Village Engineer and Landscape Architect prior to issuance of a building permit.
2. No outdoor sales are permitted on the site without prior approval by the Village Board of Trustees.
3, For portions of the building not protected by curbs, the petitioner shall erect some type of building protection, i.e., bollards, curbing, etc, to prevent damage to the building,
4. Shared parking between Lot 4 and Lot 5 will be permitted and shall be included in the REA documents or other documents as required.
5. Unless otherwise stated herein, all signage shall comply with the Village's sign ordinance, being Chapter 19 of the Code of Ordinances
6. The lighting standard for all properties within the development shall comply with the Village's standard 25 foot poles, shoe-box style fixtures with 400W bulbs or comparable LED equivalent. The parking lot lighting calculations will be based on a light loss factor of 1.0.
7. Lighting within all signage will be evenly distributed and energy efficient,
8. The landscape plans for Lot 5 require the inclusion of bike racks. The number and locations of these racks will be reviewed and approved by the Village Landscape Architect.
9. No parking spaces on site shall be converted to compact car size spaces so as to increase the total number of parking spaces without review and approval by the Village Board.
10. Compliance with all current technical review comments,
11. Provide screening from all sides for the RTUs and utilize a metal roof mounted system.
12. Any cart return corrals shall be of the same aesthetic design and quality as the adjacent Marianos located at the Shoppes of Gregg's Landing.
13. Parking lot islands, median entrance magazines and adjacent parkways, grass areas of the magazine shall be irrigated.
14. Consideration of more Colorado Spruce on the landscaping plan
15. Compliance with all ordinance and standards of the Village except as otherwise noted.
16. No overnight parking or idling of trucks
17. Delivery trucks are prohibited from using the entrance magazine to back into the property for delivery
18. Compliance with all ordinance and standards of the Village except as otherwise noted.
19. Adjust the right-turn exit to accommodate additional stacking for left-turn movements exiting onto
the entrance magazine from the site.
20. Modify the landscape plan to enhance site-lines for traffic exiting the property.
21. Petitioner shall work with staff on identifying appropriate tree species.
22. Raise the parapet wall to screen rooftop units.
23. An additional sidewalk and appropriate connection to sidewalk shall be added in the 6 foot landscape median to accommodate pedestrian access from the northernmost parking spaces..
Copies of the site, signage, landscaping, and building elevations were attached to the packet.
AVM Carey noted the plat of subdivision will be revised for the additional 0.4 acres that Aldi will need to purchase in order to accommodate the access drive to the site.
Tom Howell, Director of Real Estate, Aldi Foods, presented material samples and renderings which feature a upscale look that is the first store with the new look.
Trustees Koch and Schultz expressed concern about the proximity of four parking spaces at the entrance drive. Aldi will Work with staff regarding options, including eliminating two spaces and relocating a median to provide more room and designating the spaces for employee parking. The Board directed no construction traffic allowed on Gregg’s Parkway from Butterfield and asked that all local deliveries enter ദ്ധന്റെ from Milwaukee Avenue only, (exit
Chet Lis, 515 W. Torrey Pines, Gregg's Landing presented feedback on proposed redesign of ALDI’s store architecture and landscaping:
1. ALDI Sign On Buildings
a. Village ordinance only allows two signs total on building-Do not allow a variance for more signs on the building; only allow two signs.
2. All Signs - Do not allow any sign size variation
3. Construction Traffic
a. Add a village ordinance that forbids construction trucks / traffic on Gregg’s Parkway from Butterfield Road. All construction trucks / traffic on must come from Milwaukee Ave.
4. Delivery Traffic
a. Add a village ordinance that forbids delivery trucks to ALDI on Gregg’s Parkway from Butterfield Road. All delivery trucks to ALDI must come from Milwaukee Ave.
b. Have ALDI write internal procedures that forbids delivery trucks to ALDI on Gregg's Parkway from Butterfield Road. All ALDI delivery trucks must come from Milwaukee Ave.
5. Landscaping
a. Make sure that all islands are a minimum of 6 feet wide to provide for good tree and shrub growth.
b. Landscape Maintenance
a. Have an ordinance that specifies who will maintain all this landscaping and how often the landscaping must be serviced. Is it ALDI'? Or Bradford or Menards?
6. Retaining Wall at east end:
a. Let's do something great to make a real great aesthetic statement. Instead of a plain retaining wall, combine the retaining wall with the pond and make a boulder wall or prairie stone wall with a waterfall. See my pictures of sample waterfalls in Wheeling at Wolf Road and Milwaukee Ave. and in Niles at Milwaukee Ave. and Touhy Ave.
b. If the waterfall is not agreed to, do not make the retaining wall a plain concrete wall. Make it a decorative wall.
c. Shopping Cart Storage - If they are going to be, make same design as Mariano's
Staff and developers will look at options for creating a water feature similar to the Town Center water feature.
Motion by Trustee Schultz, second by Trustee Koch, to direct staff to prepare the necessary ordinance granting approval of the following:
1. Approval of a Special Use Permit to amend the Planned Unit Development (PUD) to allow for certain site plan changes along with the following signage departures:
a. To allow one wall sign on the northern elevation of the building face that has no frontage on a public or private street measuring 120 square feet.
b. To allow one wall sign on the eastern elevation of the building face that has no frontage on a public or private street measuring 120 square feet.
c. To allow logos on the north, east, south, and west elevations greater than 4 square feet.
2. Preliminary Approval to amend the plat of subdivision; and
3. Preliminary and final site and landscaping plan approvals; and
4. Preliminary and final approval of the architectural elevations,
The approvals would be Subject to compliance with the departures and the Conditions of Approvals listed above.
Roll call vote:
Ayes: 6 - Marquardt, Oppenheim, Koch, Hebda, Schultz, Takaoka
Nays: 0 - None
Absent And Not Voting: 0 - None
Motion carried.
3. Hawthorn Elementary School, District 73 And Vernon Hills Park District - 635 Aspen Drive - Concept Presentation Regarding The Proposed Expansion Of The Sullivan Community Center For A Kindergarten Addition (Avm Carey)
Superintendent Nick Brown, District 73, and Executive Director Jeff Fougerousse, Park District, appeared before the COW to propose to construct a 34,950 square foot kindergarten addition to the Sullivan Community Center located at 635 Aspen Drive. This proposed $12 million building addition will be constructed by the Park District and leased to District 73 for a period of 20 years after which time the District may purchase the building for $100.
Kindergarten Center Use Hawthorn School District 73 has experienced an average of 435 kindergartners for the past three years. Currently kindergarten students attend one of four elementary schools (North, South, Townline, and Aspen). To meet the growing demand, District 73 is proposing to construct a 2 story kindergarten building with 18 classrooms, 1 multipurpose room, and 1 administrative suite. The new building will consolidate all kindergarten students who currently attend North, South, Aspen, and Townline Elementary Schools with the exception of 75 students who attend the School for Dual Language at Townline Elementary.
District 73 anticipates each general education classroom to have a maximum of 22 students. Additional special purpose rooms will be utilized based on need. These include small group instruction spaces and a sensory room. The new building will be able to accommodate a student population of up to 500 students. However, District 73 projects a student population between 340-425 for the next 10 years. District 73 also anticipates a total of 70 employees consisting itinerant staff coming and going throughout the day to provide services to students, teacher and administrative staff, support personnel and custodial staff. The Village will be working with the District to understand the scheduling overlap between the itinerant employees to ensure there is no parking deficiency on the property.
Site Plan & Future Development The Kindergarten Center will be constructed on the north side of the Sullivan Center and will not encroach on the Village owned Lot2. A total of 8 buses are expected to service the Kindergarten Center.
District 73, the Park District, Library and the Village met last week and the current solution being to secure an easement to extend Phillip Road/Atrium Drive around the back of the Sullivan/Kindergarten Center for use by buses and for Park District special events, only. (The drive would be gated at all other times.)
There are a total of 306 parking spaces currently located at the Sullivan Center to accommodate the 50,584 square foot community center. This number (which excludes the spaces covered by the skate park) exceeds the 253 spaces required (1 space per 200 square feet). The proposed kindergarten addition requires 70 parking spaces based on 1 parking space per 1,000 square feet and 1 parking space per 2 employees. The Park District has agreed to provide 45 shared parking spaces in addition to the 9 parking spaces proposed within the bus turnaround area. Pursuant to the Zoning Ordinance, a total of 323 parking spaces are required for the existing building and proposed addition. With the existing 306 spaces and the 9 proposed spaces, there will be a combined a total of 315 parking spaces are available. To make up for the deficit of 8 spaces, the District is in discussions with the Library on shared parking spaces in the Library's parking lot located on Lot 2.
All parties involved noted the opportunities and cost savings arising from this unique collaborative effort.
The COW directed the Park District and District 73 to begin the technical review process and appear before the Planning & Zoning Commission in a public hearing for consideration of an amendment to the Special Use Permit.
4. Consideration Of Zoning Text Amendments Establishing Definitions For Long Term Rental And “Short Term Rental And Consideration Of Regulations Establishing Long Term Rentals As A Permitted Use In Residential Districts (BC Atkinson)
Background:
Building Commission Atkinson stated the Village became aware of a residence that was being advertised and used for short term rental. The owners were contacted and advised that Zoning Code regulations do not allow lodging and similar short term rental uses in residential districts. At the owners' request, the Village Board reviewed this topic at its COW meeting on October 3. After review and discussion, the Board determined that short term rentals are not appropriate in residential neighborhoods and should remain prohibited.
Since that time, the Village has received inquires about renting a home on a monthly basis. It was determined that the Zoning Code provides no allowance for home rentals. As such, homes could not be rented on a monthly basis, or for that matter, any period of time,
Although short term rentals are clearly not permitted, the question, and the subsequent review of the Zoning Code, does raise questions as to the appropriateness of long term rentals, Staff is recommending further review and refinement of the Zoning Code to clearly differentiate between short term and long term rentals, and to consider the appropriateness of long term rentals in residential neighborhoods for a period of twelve (12) months or longer,
Draft Amendments:
Summary:
The following text amendment creates a definition for “Short-Term Rental” and, "Long-Term Rental.”
Additionally, the Section of Zoning Code pertaining to home occupations is amended by expressly prohibiting short term rentals; and permitting long term rentals as defined.
Text Amendment:
•Amend Article 3, Section 3.2, “Definitions' by adding a new definition, “Long-Term Rental' to read as follows.
"Long-Term Rental. A residential dwelling located in a residential zoning district being rented or Otherwise let as a Single housekeeping unit to a person(s) other than the Owner of the Subject property for a period or term of not less than twelve Consecutive (I2) months.”
•Amend Article 3, Section 3.2, “Definitions' by adding a new definition, “Short-Term Rental' to read as follows.
"Short-Term Rental. All or part of a residential dwelling unit located in a residential zoning district, being rented Or. Otherwise let to a person(s) other than the Owner of the Subject property for a period or term that is less than twelve (12) months.”
•Amend Article 4, Section 4.7.3, “Home Occupations in Residential Districts' by addition of a new section, 4.7.3.15 to read as follows:
"Long-Term rental of a residential dwelling, as defined herein, that is occupied as a single housekeeping unit to a person(s) other than the Owner of the subject property for a period or term of not less than twelve (12) consecutive months is hereby permitted."
•Amend Article 4, Section 4.7.3, “Home Occupations in Residential Districts' by addition of a new section, 4.7.3, 16 to read as follows:
"Short-Term rental of a residential dwelling, as defined herein, all or part of which being rented or otherwise let to a person(s) Other than the owner of the Subject property for a period or term that is less than twelve (12) months is hereby prohibited.”
Motion by Trustee Koch, second by Trustee Hebda, to refer this matter to the Planning and Zoning Commission for a public hearing. The Commission’s recommendation will then come back to the COW on a future agenda for final consideration. Further, the COW directed staff to draft licensing and inspection language for long term rentals.
Roll call vote:
Ayes: 6 - Koch, Hebda, Marquardt, Oppenheim, Schultz, Takaoka
Nays: 0 - None
Absent And Not Voting: 0 - NOC
Motion carried.
5. FY18-19 Draft Capital Improvement Plan (CIP) (PWD Brown) Public Works Director Brown presented the FY18-19 DRAFT Capital Improvement Program for Village Board consideration. The plan included five (5) years of CIP planning. Ultimately, the CIP will be refined to identify projects for inclusion in the FY 18/19 budget that will be presented to the Village Board for further consideration and approval in March 2018.
6. Midyear Financial, Update (FD Larson)
Finance Director Larson presented the mid-year financial update. In general, revenues are tracking flat to a bit low, which is not unexpected as the Village is only now entering its major sales tax revenue generating Season. Revenue/expense funds related to more seasonal activities such as Summer Celebration, golf course operations, and building permits generally see more activity during the Summer, which causes midterm annualized calculations to appear skewed. The Melody Farm TIF District funds included a one-time payout of $18 million, per the development agreement. The Vernon Hills Police Department budgets have been impacted by Several retirement package payouts as well as required staff overtime to account for vacancies, which the department is working to fill. Of primary concern for the Village are State-level mandates and revenue reductions. While the State has raised taxes, it is expected that those funds will only go toward State-level expenses. Illinois has also lowered levels of payouts from the LGDF (Local Government Distributive Fund), and has begun levying "service fees" for State-run pass-through accounts, which municipalities are generally required to use. (Approximately 76 percent of Vernon Hills' revenues are required to pass through the State before returning to the Village.) In summary, she stated it was anticipated that the effects of the recent changes made by the State and declining trends in revenue could impact the Village's annual revenue negatively by approximately $570,000. She stated staff will monitor going forward, but it is too early to tell the full impact of these changes. In the meantime, she identified Savings in the current year's budget and additional analysis to come before the Board.
7. Adjournment
Motion by Trustee Schultz, second by Trustee Oppenheim, to adjourn the Committee of the Whole. Roll call vote:
Ayes: 6 - Koch, Hebda, Marquardt, Oppenheim, Schultz, Takaoka
Nays: 0 - None
Absent And Not Voting: 0 - None
Motion carried.
Meeting adjourned 9:28 p.m. Approved this 12th day of December 2017
http://www.vernonhills.org/AgendaCenter/ViewFile/Minutes/_11282017-440
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