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1987-07-13 - Village Board Special Meeting - Minutes 7165 7/13/87 MINUTES OF A SPECIAL MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS, HELD IN THE COUNCIL CHAMBERS, VILLAGE HALL, JULY 13, 1987. President Clayton called the meeting to order at 7:34 P.M. CALL TO ORDER Those present stood and pledged allegiance to the Flag. • Roll call indicated the following present: President Clayton; ROLL CALL Trustees Glover, Reid, Shields, Kowalski and Shifrin. Trustee Marienthal was absent. Also present were: William Balling, Village Manager; William Raysa, Village Attorney; Lee Szymborski, Assistant Village Manager; Greg Boysen, Director of Public Works; Bob Pfeil, Village Planner; Ken Carmignani, Traffic Consultant; Deputy Police Chief Voigt; Carmen Molinaro, Director of Golf Operations; and Paul Kochendorfer, Village Treasurer. President Clayton asked if there were any questions from the QUESTIONS FROM audience; there were none. THE AUDIENCE Mr. Balling introduced the presentation of the Transportation TRANSPORTATION Plan submitted by James J. Benes and Associates, Inc. PLAN Mr. Ken Carmignani of Benes and Associates then reviewed the report. Mr. Balling stated that this study will be used as a guidebook for the Village Board and the Plan Commission to evaluate alternate land uses. Mr. Carmignani then spent a great deal of time answering questions from the Board. Trustee Glover stated that having the Village hire their own traffic consultant has made him more confortable than relying on the traffic studies of the developers; he believes this report will be a great planning tool for anyone involved in land use planning, and he is impressed with the report. Moved by Glover, seconded by Reid, to accept the Transportation Plan as a component of the Comprehensive Plan. Upon roll call, Trustees voted as follows: AYES: 5 - Glover, Reid, Shields, Kowalski, Shifrin NAYES: 0 - None ABSENT: 1 - Marienthal Motion declared carried. Trustee Shifrin stated that the Appearance Commission did not CHERBOURG approve the aesthetics as yet. UNIT I Mr. Balling commented on the addition of a paragraph at the bottom of Page 9 on the Development Improvement Agreement regarding additional right-of-way. 7166 7/13/87 Mr. Balling also referred to Mr. Kuenkler's memo of July 9, 1987 with regard to recapture. Mr. Balling stated that staff is suggesting what was agreed to back in 1984, which is the amount that the Village paid for the easement for the right-of-way be reimbursed, along with interest, as it is proposed to satisfy the watermain recapture with a payment of $26,682.86. Moved by Reid, seconded by Glover, to approve the Final Plat of Subdivision for Cherbourg - Unit I, contingent upon approval of the Appearance Couuuission, and including the changes as recommended by Mr. Balling. Upon roll call, Trustees voted as follows: AYES: 5 - Glover, Reid, Shields, Kowalski, Shifrin NAYES: 0 - None ABSENT: 1 - Marienthal Motion declared carried. President Clayton declared a recess from 8:50 P.M. until RECESS 8:57 P.M. Mr. Bruce Ream introduced Mr. Jeff Schrader of their office. BUFFALO GROVE Mr. Ream referred to Owner's Budget Items which identifies the CAMPUS financial specifics of this project, and reviewed that document DEVELOPMENT with the Board. Mr. Ream then identified several items which were overlooked in the original budget, also detailed in the packet from O'Donnell, Wicklund, Pigozzi and Peterson. Mr. Ream pointed out the items which they have now deleted in the plan, in order to keep in line with the budget, even after including the overlooked items, i.e. eliminating the curved walls in the Club House; eliminating the roof skylight. President Clayton commented that there is a drastic change in the Club House, and asked how the project got so far out of budget that the plan now is entirely different than was originally shown to the Board; Mr. Ream responded to President Clayton. Mr. Ream stated that there is approximately $200,000 difference between the plan shown tonight and the plan originally presented. Trustee Glover stated that he is especially disappointed to be losing the skylight; Mr. Ream explained the details in the cost of the skylight and the structural requirements with the skylight. Trustee Glover questioned the $10,000 figure for the dumpster enclosure; Mr. Balling responded that this is our standard require- ment for restaurants. Trustee Glover stated that the Code should perhaps be evaluated with regard to dempster enclosures. Trustee Glover asked if there is any way to increase the construction budget; Mr. Balling responded. Mr. Balling stated that he would have a difficult time recommending more than the $635,000 allocated for the golf building, although he believes revenues could safely be raised, but the whole financial plan that involved the Arboretum Golf Course and this Golf Course and the no-tax target hovers around the $600,000 mark, which is where we're at right now. 7167 7/13/87 Mr. Molinaro also commented on this subject. Mr. Balling stated that the lessee is responsible for all of the kitchen equipment, the dining room furnishing, and all of the bar furnishings. Trustee Glover stated that he believes the Village might be being too conservative; he is concerned that the building will be almost obsolete immediately. Mr. Ream stated that they would estimate that it would take approximately $90,000 to put the skylight and the sloped ceiling back in. President Clayton commented on the deletion of the depressed bar. Trustee Reid commented on the cost of going from the circular wall to the segmented wall; Mr. Ream and Mr. Schrader stated that that cost is approximately $12,000. Mr. Schrader stated that cost savings on the elimination of the depressed bar is approximately $4,000; he also noted some other advantages in not having the bar depressed. In answer to a question from Trustee Shifrin with regard to increasing the budget, Mr. Balling stated that greater risk would have to be accepted in two areas: 1) The Village could derive additional revenues from increased greens fees; 2) Is there a comfort level in the event that the greens fees don't produce the level that is required to permit an alternate source of revenue to fund the additional improvements; 3) Supplemental cash flow plan, because the cash flow plan was based on the sources and uses of funds as presented in the July 9, 1987 memo. Mr. Balling stated that the Village is taking on a tremendously ambitious capital project with trying to do both golf courses at the same time; we are stretching our capabilities at this point given the level of risk we are taking; this does not mean that it cannot succeed, but it should be recognized that the outstanding financial performance of the Golf Course could be threatened if this figure is increased by another $150,000. Trustee Shifrin stated that the Village does not undertake projects such as this very often, and he believes that there should be some way to finance this project. Mr. Balling stated that he believes a financial package could be put together, but he does not believe that the same objectives could be met as were presented last year when the program was developed with regard to cash flow, etc. , and although a financial package which is feasbile could be put together, it would be at a much higher risk. In answer to a question from Trustee Shields, Mr. Balling stated that all buildings would be bid as one item, with the exception of the Village Hall. Mr. Ream stated that it is conceivable that bid could come in much lower than anticipated, but they believe that this is their best estimate, and they must inform the Board of the realities. 7168 7/13/87 Trustee Shields stated that he has trouble with raising the bar back up and taking out the skylight, because the Village will have to live with this building for a long time. Trustee Glover asked if there were any items where cost-saving measures could be used now, which could be done at a later date if funding were proven to be available. Mr. Ream stated that he does not think there would be enough items which would make a difference because the building is being done at such a low cost per square foot right now, i.e. approximately $65/square foot. Mr. Schrader stated that one possibility would be to put in spot skylights rather than one continuous skylight. Trustee Glover stated that perhaps a little more risk could be taken with the Golf Course, and our sights could be set a little higher. Mr. Balling stated that maintaining the original design concept would be in the neighborhood of $120-150,000, which is not unattainable. Trustee Kowalski asked why there was so much discrepancy in the estimates; Mr. Ream responded. Trustee Kowalski stated that she agrees with Trustee Glover that there must be some way to find the finances to proceed with the original concept. President Clayton polled the Board: "Yes" indicates trying to gain back some of the aesthetics which have been lost in this cut, and for staff to come back to the Board with some kind of recommendation regarding the financing; "No" indicates opposition: YES - Glover, Reid*, Shields, Kowalski*, Shifrin NO - None ABSENT - Marienthal *Priority being skylights, bar, and the exterior walls. Mr. Balling clarified that Trustees Reid and Kowalski listed the items in order of priority. Mr. Ream then commented on the Police Station, and explained some changes which have been made. In answer to a question from Trustee Glover, Mr. Ream stated that the cost on the Police Station is $92+/square foot. President Clayton polled the Board: "yes" indicates favor of going with the Police Building as proposed; "No" indicates opposition: YES - Glover, Reid, Shields, Kowalski, Shifrin NO - None ABSENT - Marienthal Mr. Ream reviewed the changes made in the Public Service Center. President Clayton polled the Board: "Yes" indicates favor of pro- ceeding on with the Public Service Building as presented this evening, "No" indicates opposition: YES - Glover, Reid, Shields, Kowalski, Shifrin NO - None ABSENT - Marienthal 7169 7/13/87 Mr. Balling stated that staff will have a report back to the Board as quickly as possible on the Golf building, hopefully next Monday. Mr. Tim Beechick, representing Hamilton Partners, made a BUFFALO GROVE presentation to the Board with regard to a proposed building BUSINESS PARK for Federal Express in the Buffalo Grove Business Park. Mr. (Federal Pfiel's memo to Mr. Balling of July 10, 1987 details this Express) proposal. Federal Express is interested in occupying approxi- mately 100,000 square feet of office space within the community. Mr. Beechick originally stated that there would be 350-400 people employed at the proposed building, and, in fact, that number will be approximately 550-600 people, who will be employed in shifts; Federal Express plans to use the entire buildling, which is just east of the 1110 building Lake-Cook Road. The proposed building is 4-story, con- taining approximately 100,000 square feet of space. Mr. Beechick then displayed a rendering of the building, and commented on same. Mr. Beechick stated that, in the desire of Federal Express to create an open atmosphere for their employees, they are requesting 10' ceilings, and with this addition, there is a requirement to add height to the building; the developer is proposing a building height of 65' , which would require a zoning variance. Mr. Beechick then displayed a model of the proposed building, stating that these offices will be all office/administrative; there will not be fleets of trucks parked outside. Mr. Beechick stated that the developer wishes to have a Plan Commission referral this evening. Mr. Beechick stated that there are spaces for up to 538 parking stalls, although it is not anticipated that there will be that many employees working the same shift at this time. Trustee Glover stated that he fails to see the need for the 10' screening on the roof for mechanical equipment; Mr. Beechick responded to Trustee Glover. Trustee Glover stated that he does not see any reason to have the higher building, as he does not believe there is any benefit to the Village. Mr. Beechick stated that he believes the advantages would be the addition of another quality building to the Village, along with a quality tenant. Trustee Shifrin stated that he is very pleased to see that a company with a national reputation has chosen Buffalo Grove for its head- quarters; he likes the architectural treatment, and would be willing to accept the additional height; he would like to see a little more green area incorporated. Trustee Reid asked about the treatment along Lake-Cook Road, to which Mr. Beechick replied that the landscaping will be of the same quality as they have throughout the Business Park now. Trustee Reid expressed a concern with additional traffic on Weidner Road exiting onto Lake-Cook Road; Mr. Beechick responded to Trustee Reid's concern. 7170 7/13/87 Moved by Shifrin, seconded by Glover, to refer the change in plan of development proposal, Buffalo Grove Business Park Expansion (Federal Express building, building height and footprint) , to the Plan Commission, along with the comments made tonight. Mr. Raysa stated that the above item was listed as a re-zoning on the agenda, and he pointed out that it is not a re-zoning. Mr. Beechick then made a presentation to the Board with regard to BUFFALO GROVE furniture a u nature store in the Buffalo Grove Business Park, further BUSINESS PARK details of which are contained in Mr. Pfeil's memo to Mr. (Furniture Balling of July 9, 1987. Store) Mr. Beechick stated that this is a high quality furniture store, and that furniture store owners tend to like freestanding accessible buildings with good exposure, and not be located in a shopping mall. Mr. Beechick then described their proposal for this furniture store; he stated that the important thing is to make sure that this type of use can be blended in architecturally with the balance of the Park, but he believes if it is done effectively, a nice building design can be created which won't detract from the overall appearance of the Business Park; he believes one of the major advantages of having this type of business in the park would be the high level of business; the total parking require- ment for a facility such as this is much less than the typical retail facility because it is not a high traffic type of function. Trustee Reid commented on the additional use of Weidner Road; he also stated that Plan A is far superior to Plan B. In answer to a question from Trustee Glover, Mr. Beechick stated that the existing B-1 restaurant site is under contract, and is currently subject to litigation. Mr. Beechick stated that they will provide for a restaurant operator on that site at some point. Trustee Glover stated that he is concerned about the retail use on this site; although the high-quality furniture store is an acceptable use, he is concerned with less desirable use going into the building at a future date. Mr. Beechick stated that there are a number of factors which would prevent that, one of which would be the large square footage building with few parking spaces, and their design of the building would not make it easily affordable for a discount-type facility. Mr. Balling stated that staff will be discussing with Mr. Beechick a list of restricted and/or permitted uses. Mr. Beechick stated that they are planning to develop a furniture store, and in response to a question from Trustee Glover as to whether or not they could live with that in the PUD Ordinance, he would like to take some time to think about what other type of uses utilize the limited amount of parking, and he does not believe that there is anything else that can comply with the parking needs that is zoned under B-1. Mr. Beechick will be happy to work with the staff to work this out. 7171 7/13/87 Trustee Glover stated that if the furniture store was done extremely well, and some of his fears were satisfied through the Plan Commission, he could support a furniture store, otherwise he would not be able to support this use. Trustee Shifrin stated that the furniture-store business is one of the highest risk businesses existing, and he thinks they need to reconsider the options to make it more flexible; he stated that a code could be put in the lease restricting large window signs, which could allay Trustee Glover's fears; he believes the traffic situation is becoming unreasonable. Mr. Beechick stated that a traffic study shows that the additional traffic from this use will not put an undue burden on the roads; there will be a stop light put in at Weidner at the developer's expense; they are also concerned with traffic, since if the site is inaccessible, their business will not work. Mr. Beechick then cited the credentials of the proposed furniture store owner. Trustee Glover expressed a concern with the furniture store trucks; Mr. Beechick stated that there will be indoor storage of the trucks. Moved by Glover, seconded by Reid, to refer the proposed furniture store use in the Buffalo Grove Business Park to the Plan Commission. Upon roll call, Trustees voted as follows: AYES: 5 - Glover, Reid, Shields, Kowalski, Shifrin NAYES: 0 - None ABSENT: 1 - Marienthal Motion declared carried. Moved by Glover, seconded by Reid, to grant a waiver of fees BUFFALO GROVE for the Buffalo Grove Park District. Upon roll call, Trustees PARK DISTRICT voted as follows: (Waiver of AYES: 5 - Glover, Reid, Shields, Kowalski, Shifrin Fees) NAYES: 0 - None ABSENT: 1 - Marienthal Motion declared carried. Moved by Reid, seconded by Glover, to adjourn the meeting. ADJOURNMENT Upon voice vote, the motion was unanimously declared carried. The meeting was adjourned at 11:03 P.M. ' t ad JanetQW. Sirabian, Village Clerk APPROVED BY ME THIS { Fi DAY ;7/241,./Cd)e , 1987. Village President