City of Highland Plan and Design Commission met Nov. 3.
Here is the minutes provided by the commission:
I. CALL TO ORDER
At 7:30 PM Chair Reinstein called the meeting to order and asked Director Fontane to call the roll.
II. ROLL CALL
Members Present: Glazer, Hainsfurther, Hecht, Kutscheid, Lidawer, Moore, Reinstein Members Absent: None
Director Fontane took the roll and declared a quorum present.
Staff Present: Fontane, Cross
Student Rep.: None
Corporation Counsel: Monteleone
Council Liaison: None
III. APPROVAL OF MINUTES
October 20, 2020 Regular Meeting
Chair Reinstein entertained a motion to approve the minutes of the October 20, 2020 meeting with corrections. Commissioner Glazer stated on page 4, line 27 it should state “community” instead of “Commission.” Commissioner Lidawer so motioned, seconded by Commissioner Kutscheid.
Director Fontane called the roll:
Ayes: Moore, Lidawer, Kutscheid, Hecht, Glazer, Hainsfurther, Reinstein
Nays: None
Motion passed 7-0.
IV. SCHEDULED BUSINESS
A. Design Review:
1. 585 Elm Place - Shops on Elm Sign Package and Exterior Improvements Chair Reinstein stated the applicant has requested a continuance to December 1, 2020.
Vice Chair Hainsfurther motioned to continue to December 1, 2020, seconded by Commissioner Lidawer.
Director Fontane called the roll:
Ayes: Moore, Lidawer, Hecht, Kutscheid, Glazer, Hainsfurther, Reinstein
Nays: None
Motion passed 7-0.
2. 929 Edgewood Place - Edgewood Middle School Building Improvements
Vice Chair Hainsfurther stated he was on the committee that recommended Dist. 112 hire Wight & Co. as the district architect. At that time there were no specific projects being considered for work by Wight & Co. and they did not discuss any potential projects. He has not been involved with the design and did not feel a recusal was necessary.
Planner Cross made a presentation for the above item including Edgewood Middle School, proposed improvements, zoning compliance, building additions, building footprint, south, north and west building elevations, landscape plan, landscaping variation, review standards and recommendation.
Ms. Leanne Meyer-Smith, Architect, Wight & Co., made a presentation including timeline, proposed improvements, classroom addition, parking, ring road, building height, total square feet, landscape plan, first floor plan, second floor plan, south elevation proposed renovation, west elevation proposed renovation, north elevation proposed renovation, classrooms, storm shelter, HVAC equipment, auditorium and enclosed atrium.
Commissioner Kutscheid stated there are quite a few AC units on the west side and asked if they were going away or will they be hidden.
Ms. Meyer-Smith stated they will be gone and all the units will be taken away. There will be no ground mounted AC units. They will all be on the roof behind screens.
Commissioner Kutscheid mentioned the canopy under the planter and asked if it will be irrigated.
Ms. Meyer-Smith stated they do not have irrigation on site.
Commissioner Kutscheid stated they will have to find something.
Ms. Meyer-Smith stated there is a hole in the roof of the canopy and it can be watered during rain events.
Commissioner Kutscheid mentioned the north side of the gym and if there was an overhang and if so, what would it be.
Ms. Meyer-Smith stated there is no overhang and it is all precast panels. They are slightly depressed so they could inset the fiber cement boards around the windows.
Commissioner Kutscheid asked about the west side and there appears to be an overhang or inset and how far does it go.
Ms. Meyer-Smith stated it is not inset very much and is a precast panel to box out the locker rooms. They have slightly inset it maybe 4”-6” to get the color panels in. It is not inset too far.
Commissioner Kutscheid asked about the block wall with a railing on top on the east side. He asked about the materials. One the grading plans said a block wall with railing.
Ms. Meyer-Smith stated maybe in the back by the exit stair.
Mr. Fontana, Erickson Engineering, stated the railing is for the retaining wall to help transition grades to provide positive drainage. It does not exceed 18” and is there for protection.
Commissioner Kutscheid stated the railing details on top of block walls are difficult and do not work. He wanted to see an example of what it might look like and how it might be attached to the top of the block wall. He wanted to know what the block wall looked like. He asked about an overall materials plan.
Ms. Meyer-Smith stated they discussed this with Planner Cross and were not sure how to handle samples. They are keeping all the face brick and any of the new areas with colored panels is fiber cement board. The windows are insulated, fiber cement boards on metal framing insulated as well. The storm shelter in the back is white precast exposed with reveals.
Commissioner Kutscheid asked about the screens.
Ms. Meyer-Smith stated the screens are a form of fiber cement board and a ribbed product they build the walls out of.
Commissioner Kutscheid mentioned the accessible route from the parking lot to the front door and he wanted to confirm the cross slopes are OK.
Ms. Meyer-Smith stated they have depressed curb cuts and are keeping the existing grades at the parking area. The plaza is a replacement of what is there now and they are meeting up the same floor level. The only change is around the back.
Commissioner Moore stated she was concerned with the white precast concrete and it is very bright and might discolor easily. She asked if they had considered a different color that blended with the building.
Ms. Meyer-Smith stated they did consider a few different choices and the white comes from trying to extend this language on the building now. They were trying to use the language of the post and beam with the block on top and finding a creative way to brighten up the facades. They were trying to blend the old with the new by giving it a facelift. Regarding the white band in the front, it has more face brick that they left. As you go around the north side they increased the white band until the connection point to connect to the gym. The panels are insulated and they set them in place. They are very strong for the storm shelter’s structural need. They are made of concrete which is greyish and they chose to do a grey and white so it comes out mixed. The other way to get color is to paint them and that can be hard to maintain. The solution was to blend the old with the new and it would also be maintenance free.
Commissioner Moore asked about the bright yellow, blue and green. She noticed they were doing something similar at Northwood and asked if the decision was to make the school look similar.
Ms. Meyer-Smith stated they did want both of the middle schools to have parity. They want them to look modern, fresh and clean. Both schools have the white flavor and color. At Edgewood they chose the school colors which are blue and gold and they brought in some greens to bring all the green for the golf course, tree and fields. The white balances it and ties it in as you go around the building. They had meetings in the lunchroom with the students and the brick color is not appealing. They tried to freshen it up while respecting the existing school.
Commissioner Moore asked about the samples.
Ms. Meyer-Smith held up the samples and stated they were a softer hue. She stated they could take them to the office and leave them. The green is more natural and the wood has a texture similar to Ravinia.
Commissioner Moore stated it would be nice to see the materials together.
Ms. Meyer-Smith stated they can provide them at Edgewood or they can bring them to the office. It is good to see them at Edgewood because with the blending of the brick it is hard to recreate that with sample bricks.
Vice Chair Hainsfurther mentioned the cafeteria and outdoor eating area and asked if it was an operable window.
Ms. Meyer-Smith stated it is not.
Vice Chair Hainsfurther asked how the kids get out there.
Ms. Meyer-Smith stated there is an activity entrance and two sets of double doors.
Vice Chair Hainsfurther mentioned the sizeable signs over the entrances and were they a part of what they are approving tonight.
Planner Cross stated they would look at a comprehensive sign plan later.
Vice Chair Hainsfurther stated he did not like them and if you are using signage to tell people where to go it is counter productive. He would like to see it be an architectural element rather than a sign. He was concerned about the colors and was not thrilled with Northwood. He was concerned about the white and if they were trying to mimic the aesthetic of the post and beam look. It is more of a beige color and would be more appropriate.
Ms. Meyer-Smith stated except when you are out there it was hard to judge.
Vice Chair Hainsfurther stated he would like to see the materials. Even though most of this is on the back of the building and not readily visible from the street, he thought there were surrounding residents that might be concerned. The District has had tours and meetings with the neighbors to get their input. He wanted to see the materials and was concerned about the color panels. At Northwood there are different colored window frames and he asked if they are doing this as well.
Ms. Meyer-Smith stated they are keeping the dark bronze anodized.
Vice Chair Hainsfurther stated he understood they were using precast and fiber cement panels and wanted to get the colors right.
Commissioner Glazer asked about the expected completion date.
Ms. Meyer-Smith stated it is Dec. 2022.
Commissioner Glazer stated he like the plans and they showed a lot of thoughtfulness and it was a big contribution to Edgewood. He asked if there were any adjustments or concessions to the possibility that separation may be still be an issue in 2022.
Ms. Meyer-Smith stated they are not designing schools that much differently than they do now because no one knows what would be the recommendation for designing for Covid. Every district is handling it different by alternating days. There is no one solution to change the building. The users are changing their practice in the buildings they have. There are some physical changes being made and mostly it is in the nurse’s area where they can have better separation. There are hand sanitizing stations and different mechanical features. All of these buildings will have double filtration and new HVAC systems. The physical walls have not been modified for school design.
Commissioner Glazer stated maybe it is more of a question for the Superintendent to speak about the plans for the District. He did not expect to have a building that is fully capable of being used 100% in light of the current circumstances. It was hard to imagine a building like this opening unless there is a dramatic change in the next two years.
Supt. Mike Lubelfeld, District 112, stated this was out of the scope of the jurisdiction of the Commission in terms of exterior plan review, and they have a thorough plan that has allowed them to be open in the current schools for 7½ weeks. They are going remote on this building as well as the new Northwood that will open in early 2021. It is better
equipped to handle the risk mitigation and they are retrofitting their older buildings. All of these designs are to maximize education. Exterior design has nothing to do with the virus. The District is proud they had in person learning for 7½ weeks and they have significant investments in the existing buildings for risk mitigation.
Vice Chair Hainsfurther stated it is uncharted territory and he thought the best thing was added emphasis on the HVAC systems.
Commissioner Glazer asked if it was the School Board’s expectation that the primary means to address these concerns was the HVAC systems.
Supt. Lubelfeld stated they have done risk mitigation in terms of HVAC systems, hand washing stations, outdoor tents with PPE and creative educational programming. They are proud of the plans they have executed and look forward to returning the students to school when the community transmission is lower and it is safe.
Director Fontane stated these are important matters, but not within the purview of the design review. They have made a concerted effort and have communicated well through emails, on line and other means. They should stay focused on the design review and exterior features of the building.
Commissioner Lidawer stated she agreed with Commissioner Moore regarding the materials. It would be nice to see them in proximity to the structure. It is a dreary building and she commended Wight on a beautiful facelift. She liked the colors and thought they were beautiful and uplifting. It works in the old brick and pulls the eye to the brighter and lighter colors and was happy they are toned down. She thought the white was excellent. She asked about the plantings and with the parts taken out and additional FAR and will the plantings be replaced and installed elsewhere. She asked if the tree counts will be the same or greater. She mentioned the open lawn and wanted to make sure they are not high plantings. The north area has always been an area where you cannot see and there are not a lot of people back there and it was a little creepy. She wanted to make sure people are visible and there is good security.
Ms. Meyer-Smith stated the visibility and security will be far superior to what they have now. Now a lot of it is solid wall and the corner is hidden. It will be glass and a lot more activity and visibility and you will not have that dark corner. There is a small grade with shade trees. There will be patio furniture to extend the dining. The addition of windows will add more visibility to the back area.
Commissioner Lidawer asked about the number of plantings.
Mr. Steve Gregory, Landscape Architect, stated they have met all the requirements of the ordinance for quantities. The only variation they are asking for is at the foundation area. All quantities will be met and they are slightly above. The west end is being refreshed and there are four exiting trees. They have spoken with the Forester and they are going to replace the honey locusts with new trees.
Planner Cross stated he can work with the District and the design team in creating a materials board and they can arrange to have it on site.
Chair Reinstein stated they are heading in that direction.
Ms. Meyer-Smith stated she could have it on site as early as Thursday. They are anxious to get approval as they are out for bid to get the project started in the spring.
Planner Cross stated they will craft a motion on the disposition of this item.
Ms. Julie Levin, Resident, stated she lives on Thackery north of the school and appreciated the work. The north side is her concern and appreciated they will be hiding the utilities and was concerned about the white fiber cement because it may get dirty and she will have a constant view. This time of year there are infestations of the Asian beetle that attach themselves to white building materials and leave marks. She wished they would reconsider the white and opt for a more natural color. She was concerned about any change to the lighting and they were adding windows to the north and if the school was lit up at night that would be lighting up the north grounds.
Ms. Meyer-Smith stated the rendering zooms in on the white material in the middle and they are trying to enhance and accent the new part of the building. The portion is small and along the back area this is the only white piece you would see in the middle. All of the brown brick does stay. It is a smaller portion of white. They inset the wood material
in the middle. The white is an integral concrete product and it is a bleached white and not like grey concrete. It is pure and natural and stays white. They are not planning new lighting on the north side. The only lighting are small security lights, not large lights. There are no large pole lights. The windows are smaller and rectangular. Schools typically end their events early mid-evening and it is not their intent to leave the lights on. This is a LEED silver building and they are maximizing energy reduction and the lighting and mechanical systems will be controlled.
Commissioner Hecht asked if the ring road will stay the same.
Ms. Meyer-Smith stated the ring road will not change.
Chair Reinstein stated the Commission would like to see the material board and if the precast samples with white are available.
Ms. Meyer-Smith stated she will request these.
Planner Cross stated Commissioner Kutscheid requested details on the fence and there is material discussion. If the Commission wanted to offer a formal approval on the materials and fence design a continuation would be appropriate. The requests are minor in nature and a continuation to November 17th would be two weeks.
Chair Reinstein motioned to continue and there will be arrangements made for the materials to be reviewed before the meeting.
Planner Cross stated he will work with the design team. He wanted to know if the Commission was comfortable going to Edgewood rather than the Planning offices.
Commissioner Glazer asked about doing it on a weekend.
Vice Chair Hainsfurther stated school is not in session.
Commissioner Glazer stated he was referring to the commissioners. Planner Cross asked if they could pull this together by Saturday morning.
Ms. Meyer-Smith stated the only issue would be the white precast and she would see what she can do. They have all the other samples. A weekend or weekday is not issue.
Planner Cross stated they can have a window from 8:00 AM to noon.
Commissioner Lidawer stated District 113 did not use the bright white. It is not the same white.
Vice Chair Hainsfurther stated they did natural concrete at the high school. He would like it to match the concrete that is there on the posts and beams. Otherwise they are going to be painting the posts and beams and that becomes not only a maintenance issue, but maintaining color.
Chair Reinstein mentioned the white boxes that emulate the concrete there and asked about the material.
Ms. Meyer-Smith stated it is fiber cement board.
Chair Reinstein asked if they are manufactured in that color and are they ever repainted on site.
Ms. Meyer-Smith stated you can repaint but they come pre-colored because you want the factory finish.
Chair Reinstein asked if they will be included on the board.
Ms. Meyer-Smith stated yes.
Chair Reinstein stated the Commission should give their opinion on the foundation planting exception. He was OK with it. They are looking at a color board of materials and some of the commissioners do not think it is great.
Planner Cross asked if everyone agreed with going to the school to see the board. Chair Reinstein stated yes.
Chair Reinstein motioned to continue to November 17, 2020. Commissioner Hecht so motioned, seconded by Commissioner Lidawer.
Director Fontane called the roll:
Ayes: Moore, Lidawer, Hecht, Kutscheid, Glazer, Hainsfurther, Reinstein
Nays: None
Motion passed 7-0.
V. Public Hearing #20-03-ZTA-002 and Draft Findings of Fact to Amend the Text of Chapter 150, the Zoning Code, with Changes Relating to Short Term Rentals.
Planner Cross made a presentation for the above item including maximum number of guests, accessory units used as STRs, private restrictions on STRs and neighbor notification.
Commissioner Lidawer mentioned lodging and boarding houses and everything else has 12 individuals as the maximum. The only one that had a maximum of 10 was the STR. She was pleased they have a limit. Do they want to stay with 10 or consider 12 as a maximum for a STR. They had talked about a $5,000 limit for a fine and they talked about up to $5,000 rather than a $5,000 incident. Each incident is defined and it is clear. They only show people how severe this could be in terms of a penalty if you say what the maximum fee could be. By not saying anything people may think it is $100 per extra or $100 for an extra day. If they say up to $5,000 it is clear in letting people know how seriously the Commission takes this if there are any infringements. She wanted clarification about the April 1st registration and it seemed like it was for notification to previous people who had permits. It did not seem clear if you were a new person doing it and you can register throughout the year. It needs to be clarified.
Director Fontane stated fees will be addressed by Council as part of an annual fee and fine resolution amendment. The maximum fine will be stated in whatever fine is decided to be adopted. They do not recommend and have not included fees and fines. Those are handled in a separate resolution and will be addressed by Council. Council will deliberate on what fine would be appropriate. In terms of increasing to 12, this is an accessory use and 12 may be fine in some units, it may not be in others. Each dwelling unit owner will need to understand what the appropriate limits are for their own unit. He did not think there is a magic number and it is up to the Commission on what is reasonable. They want to make sure it is a certain number of people in the dwelling, not about getting into who is staying overnight and that is an enforcement nightmare. This is very clear and if the police are called with 20 people it is not going to work. The Commission should deliberate on whether 10 or 12 is the right number. You can register at any time during the year. You must register before you rent your unit and every year thereafter every April 1st. Upon registration the code says before rental you need to notify the neighbors.
Commissioner Glazer asked what form the notice took. Does it gives the neighbors opportunity to respond or is there an information point that they can reach out to.
Director Fontane stated notice will be to the neighbors and is similar to the construction notice. It alerts people this use will be taking place and there is a key contact. When there are complaints that go beyond that contact the City is there to do enforcement as necessary. The registration process makes sure they have a person accountable and has the authority to do what is necessary to remedy violations.
Commissioner Glazer asked if someone receives notice and they are not happy is there a City contact to call.
Director Fontane stated there are their offices, but this is not a discretionary approval. It is a notice of a use taking place as of right.
Commissioner Glazer stated he agreed with the suggestion of 12 and it sounds reasonable.
Planner Cross stated he received an email with comment that was forwarded to the Commission. The individual is present at the meeting.
Mr. Mike Clinton, stated he uses Air B&B and is an Air B&B host and is looking in Highland Park. He admires Highland Park for not abandoning STRs. He felt as a practice you get the neighbors on your side and make sure they have your contact information. Notifying the neighbors is the polite thing to do. He was concerned about the guest limit and there are properties that can hold far more than 10 or 12. He did not think a limit should be in the ordinance. They might consider requiring a remote noise monitor system and they alert the owner and the guest if they are over the threshold. He stated he cannot invest in Highland Park if the limit is 10 or 12.
Vice Chair Hainsfurther stated in light of Mr. Clinton’s presentation he wanted to go back to discussion.
Chair Reinstein stated he wanted to talk about the three items - the accessory units, the private restrictions on STRs and the neighbor notification. He asked if anyone had any problems with staff suggestions.
Chair Reinstein stated they would take a poll about the limit of persons.
Chair Reinstein agreed with 10.
Commissioner Moore agreed with 12.
Commissioner Kutscheid agreed with 12.
Commissioner Glazer agreed with 12.
Vice Chair Hainsfurther agreed with 10. He stated he would vote no and did not want an absentee owner.
Commissioner Hecht agreed with 12 and thought the ordinance was a solution without a problem.
Commissioner Lidawer agreed with 12.
Chair Reinstein motioned to accept the draft findings of fact with the exception that the maximum number of guests be 12 and that the suggestions on accessory units, private restrictions on short term rentals and neighbor notification be accepted. Commissioner Lidawer so motioned, seconded by Commissioner Glazer.
Ayes: Moore, Lidawer, Kutscheid, Glazer, Reinstein
Nays: Hainsfurther, Hecht
Motion passed 5-2.
Director Fontane stated the item is recommended for approval to Council with the recommendation that the limit be increased from 10 to 12 people.
VI. Public Hearing #20-10-PUD-005 and #20-10-REZ-002 Request for a Major Amendment for Planned Development and Rezoning from R4 to R5.
Chair Reinstein stated they would open the public hearing.
Chair Reinstein motioned to continue this item to December 1, 2020. Commissioner Lidawer so motioned, seconded by Commissioner Kutscheid.
Director Fontane called the roll:
Ayes: Moore, Lidawer, Hecht, Kutscheid, Glazer, Hainsfurther, Reinstein Nays: None
Motion passed 7-0.
VII. OTHER BUSINESS
1. Discussion Items – None
2. Next Regular Meeting – November 17, 2020
Two considerations for the Albion project at Renaissance Place – final PUD and rezoning Pre-app changes on the POSO and land uses in B5 Edgewood Middle School
3. Case Briefing
Director Fontane stated Council voted 4-2 to eliminate the POSO and directed staff take a look at B5 land uses as well as allowing all residential buildings in the B5 within certain select areas.
VIII. BUSINESS FROM THE PUBLIC – None
IX. ADJOURNMENT
Chair Reinstein entertained a motion to adjourn. Commissioner Hecht so motioned, seconded by Commissioner Lidawer.
Director Fontane called the roll:
Ayes: Moore, Lidawer, Kutscheid, Hecht, Glazer, Hainsfurther, Reinstein Nays: None
Motion passed 7-0.
The Plan and Design Commission adjourned at 9:35 PM.
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