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2018-11-07 - Planning and Zoning Commission - Minutes11/7/2018 MINUTES OF THE REGULAR MEETING OF THE PLANNING AND ZONING COMMISSION OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON WEDNESDAY, NOVEMBER 7, 2018 Call to Order The meeting was called to order at 7:30 PM by Chairman Frank Cesario Public Hearings/Items For Consideration Regular Meeting Other Matters for Discussion 1. Workshop- Proposed Amendment to the Spoerlein Commons Planned Development (Trustee Stein) (Staff Contact: Chris Stilling) Daniel Kovacevic, Whitestone Reit, 20789 N. Pima Road, Scottsdale, AZ 85255; Rick Burton, Whitestone Reit, 20789 N. Pima Road, Scottsdale, AZ 85255; Rory Fancler, Kimley Horn, 1001 Warrenville Road, Lisle, IL 60532; and Paul Leder, RWG Engineering, 975 E. 22nd Street, Wheaton, IL 60189, were present and sworn in. Mr. Stilling provided a brief overview of the site history and request. The existing development consists of approximately 41,000 square feet of commercial and office space in multiple buildings. The original development was approved with a second phase allowing for an additional 2,000 square feet of retail space. The second phase was never constructed and the current owner is seeking an amendment to the original Ordinance to allow for the construction of a 2,800 square foot outbuilding with drive-thru (Dunkin Donuts). This item was reviewed by the Village Board on October 15, 2018 and was referred to the Planning & Zoning Commission (PZC) for review and public hearing. As a result of the amendment and prior to the required public hearing, the owner is seeking comments from the PZC. Mr. Kovacevic reviewed the concept plan. The existing Spoerlein Commons development was approved by the Village via Ordinance 83-8. The approved development included a total of 51,050 square feet of office and retail space. The original development plan was not completed as approved and as a result, 41,180 square feet of retail and office space was constructed. The development was approved for two additional outbuildings (2,000 square feet), which were never constructed. The Petitioner is seeking an amendment to the development to allow for the construction of a new 2,800 square foot Dunkin Donuts outbuilding with drive- through. Dunkin Donuts is currently located in the corner unit of the existing retail building and is looking to expand their services by including a drive-thru. To accommodate the new building, parking would be relocated to the open area originally identified for the 2 outbuildings. The existing access points at Route 83 and access to Courtyard Drive to the west would remain unchanged. As part of the Village Board referral, the Trustees commented on the potential of relocating 11/7/2018 the access drive along Route 83 further to the west to align with the relocated drive aisle. The existing condition was cited as a concern since it is a difficult turn as you come into the center. The Petitioner would be making improvements to the existing detention pond to accommodate the proposed development. The proposed project would most likely require variations for parking lot setbacks. What is being proposed is consistent with existing conditions. The Petitioner has also provided a concept plan showing the elevations of the proposed new building. The existing development currently has 161 parking spaces for the 41,180 square foot development, which meets the approved parking but does not meet current code requirements. While the final site plan is subject to refinement as part of the public hearing process, with the new outbuilding, the site would still maintain 161 parking spaces. It should be noted that the 161 parking spaces were intended to serve both the existing 41,180 square feet but also the additional 2,000 square feet, which was not built. As a result of the change, a total net increase in square footage would be approximately 800 square feet. The owner has provided a parking analysis by their traffic consultant who has reviewed both the existing and proposed conditions and found that sufficient parking is provided. Staff also had the Village traffic consultant, Gewalt Hamilton & Associates (GHA) to review the report and proposed plans. GHA found that the proposed development would still provide sufficient parking. The proposed 2,800 square foot building would include a drive-thru for Dunkin Donuts. Pursuant to Village Code, a drive-thru shall have a minimum stacking of ten (10) vehicles. The Village’s consultant (GHA) has reviewed the drive-thru operations. As part of their analysis, GHA also provided data regarding their research on multiple Dunkin Donut facilities and found that in most instances, the maximum stacking for a Dunkin Donuts drive-thru is approximately 7 vehicles. GHA finds that sufficient stacking can be provid ed. Com. Goldspiel advised that he attended the Village Board meeting on October 15, 2018. At that meeting, this proposed project was reviewed by the Board. The Board had several items that they wished to be addressed by the PZC. The proposed use would be a Baskin Robbins, in addition to a Dunkin Donuts. The Board also had questions regarding the parking variance, detention, traffic safety and drive-thru stacking. He asked what the proposed seating capacity would be for the new building. Mr. Kovacevic responded that he is not sure since he was not given that information. Com. Goldspiel advised that he needs that information to know what the parking requirements will be. He asked if the original plan included the parking for the two outlots. Mr. Kovacevic responded yes. Com. Goldspiel asked about the proposed detention improvements. Mr. Leder responded that there will not be any decreased storage area with the proposed building and that the current conditions provide for the additional building. Com. Goldspiel asked about the concern with the driveway configuration. Ms. Fancler advised that the concern was with traffic entering the center and making the left turn in the parking lot. Her recommendation is to not relocate the existing driveway entrance. The current entrance on McHenry Road aligns with the driveway entrance across the street. This center is also close to a signalized 11/7/2018 intersection. Relocation would create issues. They will work with staff to address those concerns. Com. Goldspiel advised that when entering the center, you will have to make a left turn, then a right turn. He asked how that will be addressed. Mr. Leder responded that the driveway entrance will not be widened but that the turning radius within the parking lot will be increased. There is a steep slope on the driveway entrance. They will improve the grade at the entrance. There is an existing power pole that would need to be relocated if the entrance is moved. Com. Goldspiel asked about the traffic study and the finding that there is more north/westbound traffic on McHenry Road in the morning. Ms. Fancler advised that information was provided by GHA and that she could not comment the traffic flow of McHenry Road. Kimley Horn only conducted a study of the traffic flow and parking within the center. Com. Goldspiel stated that he wants to make sure that south/eastbound traffic trying to access the center would not create a traffic hazard. Ms. Fancler does not expect a negative impact but she can take a look at the traffic flow. Com. Goldspiel asked how customers would be directed to the drive-thru lane. Ms. Fancler explained that there would be wayfinding signs within the center to direct customers. The proposed design is not a-typical. The wayfinding signage will help. Mr. Stilling advised that included in the packet is a second drive-thru stacking scenario. He also advised that Dunkin Donuts usually does not have a stacking issue since they typically provide quicker service. Com. Goldspiel asked if there are dedicated parking spaces for waitin g drive-thru customers. Ms. Fancler responded that Dunkin Donuts is unique since their typical drive-thru time is one and a half (1-1/2) to two (2) minutes and they do not offer specialty orders. Com. Goldspiel stated that Dunkin Donuts has a new menu that could affect the drive-thru timing. Mr. Stilling stated that he would recommend that the Dunkin Donuts operator attend the public hearing to answer these questions. Com. Goldspiel asked if the location of the accessible parking spaces on the proposed plan would be the location of the entrance. Mr. Burton stated that they do not yet have the interior detail of the building. Ch. Cesario advised that there is a Dunkin Donuts located across the street from Buffalo Grove High School on Dundee Road that could be used for comparison. Com. Moodhe asked Mr. Stilling about the stacking at the Dunkin Donuts by the Community Arts Center. Mr. Stilling does not have the details for that location but would rather see more parking than stacking. Com. Moodhe stated that there has been some stacking outside the drive-thru lane but that is rare. He does not recall being in the drive-thru line for more than a minute. He asked if there are any changes planned to the center entrance off of Courtland Drive. Mr. Burton responded there are no plans to change that entrance. Com. Moodhe asked about a proposed sign package. Mr. Stilling advised that the proposed sign package should be included for the public hearing. Mr. Burton added that they have not yet looked at the proposed signs. Com. Moodhe asked about traffic counts. Ms. Fancler advised that they have only conducted the parking counts. Com. Moodhe asked if there would be any outdoor seating provided. Mr. Kovacevic believes that there will be one (1) or two (2) tables provided but not a patio. Com. Moodhe suggested adding some additional outdoor seating. Com. Khan advised that he has questions regarding the GHA report. He knows this center and would generally avoid it. He will not enter the center from McHenry Road. Most of the traffic is north/westbound in the morning and south/eastbound in the evening. This is an IDOT road and traffic data should be available. There is a raised median along McHenry Road. He suggested contacting IDOT and advising them there is a usage change in the center. IDOT 11/7/2018 may have a future road plan. He also confirmed the steep slope at the driveway entrance. He also referred to the Dunkin Donuts on Dundee Road, across from the high school. That location has a right-in, right-out entrance. He believes the proposed project is similar to that location. GHA believes that peak times are when other businesses are closed or just opening. However, a combined Dunkin Donuts and Baskin Robbins generate more traffic. Com. Au agrees with Com. Khan that the combined Dunkin Donuts and Baskin Robbins are busier, especially during the summer months. She would like to see the traffic flow counts. She is concerned that customers may pull into the neighboring gas station by mistake thinking they can access the site. Mr. Kovacevic advised that he will take a look at that. Com. Lesser asked why it is so important to have the driveway entrance aligned with the driveway entrance across McHenry Road. Ms. Fancler advised that with the raised median having the driveways aligned allows vehicles to make opposite turns at the same time. To not have the driveways aligned would confuse drivers. Com. Lesser stated that moving the driveway entrance to the west would not impede turning traffic. To not move the driveway entrance makes the driver involved in a lot of turns to get to the drive-thru. Traffic movement within the center now is not that great. Moving the driveway entrance to the west would solve a lot of problems. Mr. Stilling advised that IDOT would need to approve any relocation of the entrance. He will have staff ask IDOT about long term plans for improvements at that intersection. Com. Weinstein does not see any concerns with traffic flow. He agrees the center is a little confusing. He compared it to the Portillo’s location on Du ndee Road. He does have a small concern with the proposed stacking. He asked about the height of the proposed building, the distance to the nearby residential housing and the location of the speaker box for the drive-thru. Mr. Kovacevic advised that they are not looking for any height variances. He also advised that the proposed building will be located a bit of a distance from the residential housing. He also advised that the speaker would be located near the front of the building. Mr. Stilling stated that the speaker would be required to be located on the gas station side of the building. Ch. Cesario believes that the proposed configuration makes sense. He noted on Page 13 of the packet it is referenced that currently during peak occupancy only fifty percent (50%) of the parking spaces are used. In addition, future parking conditions with full occupancy, including the proposed project, anticipates ninety three (93%) of the total spaces to be used. He has no concerns with the total number of parking spaces. He also believes that the drive-thru configuration makes sense. Com. Moodhe asked if there is a tenant to replace Dunkin Donuts in its current space. Mr. Kovacevic advised that they anticipate a sandwich shop to occupy that space in the future. Mr. Stilling added that the Village may pursue a future use condition depending on the future use of the existing Dunkin Donuts tenant space. Com. Moodhe suggested removing the end parking space and island median just to the south of the drive-thru exit to eliminate the tight turn radius. 11/7/2018 Ch. Cesario advised that he does have some concerns with the traffic flow. He is not concerned with the drive-thru stacking. He asked for the traffic data to be provided. There were no more questions from the Commissioners at this time. Mr. Burton asked if the PZC would prefer another workshop or if the concerns noted should be addressed and they proceed to public hearing. Mr. Stilling indicated that staff would like to have the Village’s consultant, GHA, appear at the public hearing to answer any questions. Com. Moodhe asked if there will be a report from Engineering provided. Mr. Stilling responded that the Engineering report will be provided for the public hearing. Com. Moodhe noted that there are no major issues with the proposed development and asked for the requested traffic flow and other data, including proposed signage, be provided for the public hearing. There were no additional questions or comments from the Commissioners. Approval of Minutes 1. Planning and Zoning Commission - Regular Meeting - Oct 3, 2018 7:30 PM Moved by Com. Khan, seconded by Com. Weinstein, to approve the October 3, 2018 regular meeting minutes as submitted. RESULT: ACCEPTED [5 TO 0] MOVER: Zill Khan, Commissioner SECONDER: Mitchell Weinstein, Comm issioner AYES: Cesario, Goldspiel, Khan, Weinstein, Au ABSTAIN: Adam Moodhe, Matthew Cohn, Scott Lesser 2. Planning and Zoning Commission - Special Meeting - Oct 30, 2018 7:30 PM Moved by Com. Moodhe, seconded by Com. Lesser, to approve the October 30, 2018 regular meeting minutes as submitted. RESULT: ACCEPTED [UNANIMOUS] MOVER: Adam Moodhe, Commissioner SECONDER: Scott Lesser, Commissioner AYES: Moodhe, Cesario, Cohn, Goldspiel, Khan, Lesser, Weinstein, Au Chairman's Report None. Committee and Liaison Reports Com. Goldspiel advised that Sky Fitness was approved by the Village Board on October 15, 2018. Com. Moodhe advised there were no PZC items on the November 5, 2018 Village Board agenda. 11/7/2018 Staff Report/Future Agenda Schedule Mr. Stilling advised that the November 21, 2018 PZC regular meeting will be canceled. A Special Meeting may be scheduled for November 28, 2018 for an RV variation. Mr. Stilling advised that staff is starting to get to the enforcement phase of the new RV regulations and that the PZC may see future requests that are not as clear concerning meeting the standards. He asked the PZC to provide guidance concerning RV's that never met the Ordinance in relation to screening, size and location. He also asked for guidance concerning Petitioner 's that are not cooperating. Ms. Woods asked the PZC to provide feedback on the recent training. Public Comments and Questions None. Adjournment The meeting was adjourned at 8:54 PM Chris Stilling APPROVED BY ME THIS 7th DAY OF November , 2018