2009-03-04 - Plan Commission - Minutes Board or Commission: ❑ Plan commission
Document Type: ❑A e
g nda 0 Minutes
Meeting ate: 03/04/2009
Type of Meeting:
PUBLIC HEARING
BUFFALO GROVE PLAN COMMISSION
March 4, 2009
Buffalo Grove Public Works Service Center
Fleet Division building addition,
51 Raupp Boulevard
Vice Chairman Smith called the hearing to order at 7:30 p.m. in the Village Council Chambers,
Buffalo Grove Municipal Building, 50 Raupp Boulevard, Buffalo Grove, Illinois. Vice
Chairman Smith read the Notice of Public Hearing as published in the Buffalo Grove Daily
Herald, explained the procedure to be followed for the public hearing and swore in all persons
who wished to give testimony.
Commissioners present: Vice Chairman Smith
Ms. Bocek
Mr. Khan
Mr. Teplinsky
Mr. Stark
Mr. Cohn
Ms. Myer
Mr. Weinstein
Commissioners absent: Mr. Ottenheimer
Also present: Ms. Jamie Sweders, SRBL Architects
Mr. William Brimm, Village Manager
Ms. Ghida Neukirch, Deputy Village Manager
Mr. Greg Boysen, Director of Public Works
Mr. Rick Kuhl, Deputy Director of Public Works
Mr. William Raysa, Village Attorney
Mr. Steve Trilling, Village Trustee
Mr. Mike Skibbe, Civil Engineer for Village of Buffalo Grove
Mr. Richard Kuenkler, Village Engineer
Mr. Robert Pfeil, Village Planner
The following exhibits were presented by the petitioner at the public hearing:
Exhibit 1: Design Development Book, dated February 13, 2009
Exhibit 2: Public Service Center Expansion Project, dated March 4, 2009
Exhibit 3: Brick sample
Exhibit 4: Glass sample
Exhibit 5: Powerpoint exhibit by petitioner
Ms. Ghida Neukirch stated the proposed expansion to the Public Works Service Center was
presented to the Plan Commission on December 3, 2008 and again on February 4, 2009. The
public services facility is the largest operating department of the Village operating from a 49,000
square foot building. The street division provides for the maintenance and repair as well as snow
control of more than 115 miles of street pavement. The forestry and grounds section maintains
over 20,000 parkway trees and more than 150 acres of landscaped open space. The utilities
division delivers safe drinking water to every Village household as well as every business and
they provide for the operation of the sanitary and storm sewer system. The engineering division
oversees all engineering matters for all capital projects throughout the Village including streets
and sidewalks. They review all preliminary development plans, final construction plans,
subdivision plats and more. The street services division is responsible for ensuring the safe
operation of every Village vehicle.
Ms. Neukirch stated there are about 95 vehicles which are stored on site at the facility and this
division provides overall provides the preventative maintenance and operation of more than 250
pieces of motorized pieces of equipment that serve the Village. The department consists of 65
full and part time employees.
Ms. Neukirch reviewed the highlights of the proposed project. They are proposing an
approximate 13, 880 foot expansion to the north side of the public services facility. The project
includes 6 bay areas for the fleet maintenance division. It also involves much needed floor
repair in the garage area, CO detection and exhaust system, additional storage area,
modifications to office and equipment rooms and the fire alarm system composed of a sprinkler
system as well as connecting the fire alarm system to Northwest Central dispatch for emergency
response purposes.
Ms. Neukirch stated the reason this project is important and important right now because:
1. Critical space constraints
2. Safety concerns and time elements
3. Efficiency challenges
Ms. Neukirch stated that back in 1988 a study was performed for space utilization analysis. As
part of that study it was identified that the existing public services facility was 49,300 square feet
and determined that based on the operation an appropriate building would require about 66,000
square feet in which to operate. The existing building was constructed in 1976 and there have
been two additions since that time. In 2008 with Village Board approval they looked at options
of not only expanding the facility on site but offsite as well. They felt in taking operational
considerations as well as financial considerations in place, the best option was to construct an
addition on site. In June 2008 they received approval from the Village Board to enter into a
contract with SRBL Architects. Right now they are in Phase II of a five phase process as part of
this contract. They are seeking the Plan Commission's consideration for plan approval and
special use.
Ms. Neukirch stated a large majority of the traffic coming into the area is going to public works,
the golf course, police department, restaurant or cutting through to avoid Lake Cook Road. She
noted they would like to create a new entranceway area on Church Road to the Village Campus.
This would help to serve as a traffic calming area to reduce vehicle speed. The traffic calming
area would be east of the driveway into the Public Works yard. The curb would be re—aligned to
narrow the pavement used by vehicular traffic. As drivers approach this area, they will be forced
to slow down. Because the sidewalk on the south side of the street would be eliminated by the
driveways serving the proposed building addition, pedestrians would be directed across the street
to the sidewalk along the north side adjacent to the Police Station. The pavement area in the
traffic calming section would be a different color to alert drivers to reduce speed.
Ms. Neukirch stated they have communicated with the Police Chief and Sgt. Christianson to talk
about the impact of this proposed addition on the Police Department. The Police Department has
a training room in the basement of their building. We obtain a great deal of cost savings by
hosting training for other police agencies. The training is typically held for a one week period
every month for spring and fall and a limited basis during the summer months. Those vehicles
typically park on the north side of Church Road. With this proposed addition it would impact
about eight cars in front of the Police Department which would park on that side. In front of the
police lot up to the Village Grill lot about 16 cars would be impacted. They have discussed this
with the architects and we feel those cars could park in the golf course lot in the fall and spring
and encouraging them to also park in the Village Hall lot or the public works lot.
Ms. Neukirch noted some comments made at the last meeting about keeping the building
addition compatible with the existing building. They also received feedback that the existing
building is not exactly aesthetically pleasing. They are trying to balance all those
recommendations and they do believe they have now captured the best of both. There are now a
lot of architectural elements such as the clerestory windows and the unique design on the brick
work which provide the addition to be compatible but also has those unique elements. Also, they
are trying to incorporate green initiatives into all existing buildings and certainly any new
construction. As part of this design element they are looking at natural lighting, high
performance lighting, low flow fixtures, low VOC elements and high performance and energy
efficient equipment.
Ms. Jamie Sweders reviewed the goals for the addition:
Sustainability and green initiatives
Addressing Church Road which has been accomplished with the necking solution
Safer and more efficient space for staff
Upgrade the necessary equipment in the existing building. The generator will be replaced
and will function as a backup generator for the entire building.
Create a building that aesthetically ties with the campus and the existing building
Ms. Sweders reviewed two site plans of the existing building as it is and the building with the
addition. They did run into several issues on the site. Right now on Church Road the now is
such that they had to make the addition 2 '/2 feet lower than the existing building. This was
addressed with the new plan.
Ms. Sweders stated the floor plan addresses the 2 '/2 foot difference by using a ramp and some
stairs. They maintain the existing wall with the addition. Four bays were added on the north
side and two bays on the northwest side. The larger bays will be for the apparatus fire trucks and
the additional bays will be for whatever vehicles require it. Ms. Sweders noted the portion of the
concrete that needs to be replaced. Not all of it needs to be replaced.
Ms. Sweders pointed out the elevation facing Lake Cook Road noting they have tried to
highlight a few elements that are not only sustainable but also are a nice feature for the design.
The clerestory window would add a nice design feature to the building. The brick pilasters have
a nice limestone cap and there is some brick banding that separates the building.
Ms. Sweders reviewed the elevation facing Church Road and the west side elevation as well.
The elevation facing Raupp was reviewed. She displayed the brick samples which match the
existing building. The positive about using brick that actually matches is they do not have to
stain it. With stain over time it fades and it is a maintenance issue. She further noted they have
not selected the exact tint for the windows but they will continue to use the same tint that was
used on the existing building.
Ms. Sweders noted they can obviously use the previously developed site because this is an
existing building which is a positive. It is not a green site which is considered an open space.
She noted they can use native landscaping and also night sky protection which is really about
light pollution. For water efficiency they will use low flow fixtures, lavatory sensors and the
possibility of not using potable water for landscaping. With energy and atmosphere Ms.
Sweders stated she included an image of some efficient lighting. She stated they want to use
high performance lighting, high performance HVAC and a high performance building envelope
so that it has a higher R value than what it has right now.
Ms. Sweders stated they are using the existing building and are maintaining the north wall so
they have the ability for building reuse. For construction linked management on the site they
want to recycle and whatever else they can instead of sending it to a landfill. Also the materials
to be used in the building, possibly carpeting, would have recycled content and they want locally
manufactured components.
Ms. Sweders stated that for indoor quality they will use the clerestory windows to be used in the
vehicle maintenance space. There are also many daylighting elements. They have light walls in
the vehicle storage space.
Commissioner Khan noted he had taken a tour of the public service facility and was surprised
that they don't have accidents because of the tightness of space. He further noted it takes about
30 to 45 minutes in the morning and evening to get the equipment in and out. In his calculation
it seems the loss of efficiency and productivity costs approximately $150,000 each year.
Therefore he really feels that this is a must do project. He noted the public works employees
deserve a safe environment to work in.
Commissioner Weinstein asked why we are not going for LEED certification.
Ms. Sweders stated we are in a very tight budge right now. She noted they are going for the
funding that the governor is offering now. There is about a 6 percent increase on average going
for LEEDS certification and they have already eliminated a few items that are wants and almost
needs. The decision was to work within a very tight budget. Unless they get funding it is not a
possibility.
Commissioner Stark asked about the choke point and noted it had been stated there might be
different pavement and wonders whether it would be like a speed bump. He further noted it
seems like only one car can get through at one point.
Ms. Neukirch stated there will be no speed bump. Further she noted the road will accommodate
two travel lanes for standard—size vehicles. The color separation just provides a visual element to
caution people and alert drivers to reduce speed.
Mr. Kuenkler stated Church Road today is basically a two lane road. If you narrow it much at all
you will probably have to set up a situation where it is one car at a time.
Commissioner Cohn asked if the police department has been asked about this traffic pattern.
Ms. Neukirch said she has talked to Sgt. Christianson and Chief Balinski and they do not have
any concerns in terms of safety elements. She noted they will be looking at some kind of sign
further east identifying drivers that a traffic calming area is ahead.
Commissioner Cohn stated he is concerned for bicyclists, particularly children, who may try to
cross the street without realizing the potential conflict with vehicles. Perhaps there should be
signage alerting vehicle drivers to make sure there are no pedestrians or bicyclists in the crossing
area.
Mr. Kuenkler stated that if the crossing area ends up being one car at a time, it would probably
be best to place it under stop sign control.
Commissioner Cohn noted the Village goals contrast with what is being done here especially in
destroying a sidewalk. One Village goal calls for providing recreational enhancement to the
community. By destroying a sidewalk, the proposed site plan is not complying with this goal. t.
Therefore, if we are doing things that conflict with our Village planning goals, we need to show
there is an overwhelming necessity that prevails in the particular situation, and that we have
accommodated the planning goals to the greatest extent possible. He stated he would like to be
comfortable and know that from the police perspective the children and bicyclists who use this
route will be as safe or safer than they were before the project was proposed.
There being no further comments or questions from anyone else present, Vice Chairman Smith
closed the public hearing at 8:15 p.m.
Respectfully submitted,
Fay Rubin, Recording Secretary
APPROVED BY:
ERIC SMITH, Vice—Chair
Board or Commission: ❑ Plan commission
Document Type: ❑A e
g nda 0 Minutes
Meeting ate: 03/04/2009
Type of Meeting:
PUBLIC HEARING
BUFFALO GROVE PLAN COMMISSION
March 4, 2009
Village Zoning Ordinance and Development Ordinance—
Amendments concerning driveway and apron widths in
Residential districts
Vice Chairman Smith called the hearing to order at 8:30 p.m. in the Village Council Chambers,
Buffalo Grove Municipal Building, 50 Raupp Boulevard, Buffalo Grove, Illinois. Vice
Chairman Smith read the Notice of Public Hearing as published in the Buffalo Grove Daily
Herald, explained the procedure to be followed for the public hearing, and swore in all persons
who wished to give testimony.
Commissioners present: Vice Chairman Smith
Ms. Bocek
Mr. Khan
Mr. Teplinsky
Mr. Stark
Mr. Cohn
Ms. Myer
Mr. Weinstein
Commissioners absent: Mr. Ottenheimer
Also present: Mr. William Brimm, Village Manager
Mr. Steve Trilling, Village Trustee
Ms. Ghida Neukirch, Deputy Village Manager
Mr. Willliam Raysa, Village Attorney
Mr. Richard Kuenkler, Village Engineer
The following exhibits were presented by the petitioner at the public hearing:
Exhibit 1: Power point presentation
Exhibit 2: Consideration to Modify the Village's Driveway Regulations, dated March 4,
2009
Ms. Neukirch reviewed the current review and permitting process to replace, reconstruct or
extend a residential driveway. She said any variations to the driveway regulations are typically
heard by the Zoning Board of Appeals. She noted that the proposed changes to the driveway and
apron standards have been presented to Zoning Board of Appeals as well as the Plan
Commission. At tonight's staff is requesting consideration of amendments to the Zoning
Ordinance and Development Ordinance and a recommendation from the Plan Commission.
Ms. Neukirch commented that as part of the current application process property owners and
contractors work with the Building & Zoning Department, which coordinates a review by the
Village Engineering Division. Staff reviews the plans to ensure that the proposed modifications
meet the standards of Village's Zoning Ordinance and Development Ordinance. An inspection
by the Village is required prior to pouring concrete. The Building & Zoning and Engineering
staffs coordinate concerning the pre-pour inspection, and then the contractor can proceed with
the work. After the work is completed, the Building & Zoning Department staff does a final
inspection. If any changes were done during construction that are not consistent with the
approved permit, the contractor has to correct the work to be in compliance with the permit and
the applicable ordinance standards.
Ms. Neukirch stated for residential driveways and aprons for one— and two—car garages, the
standards allow a maximum width of 18 feet at the sidewalk in or adjacent to the public way and
three feet greater at the curb. For a three—car garage the maximum allowable widths are 27 feet
at the sidewalk and three feet greater at the curb. She said that the Village does not permit
alterations within easement areas or within 5 feet of the property line if stormwater drainage
would be affected. She noted that the regulations require a taper of 1:1 where the driveway has
been widened and then needs to be brought down to the maximum allowed width at the
sidewalk. The regulations allow a maximum of 40 percent of the required front yard to be used
for impervious surfaces including walkways and driveways.
Ms. Neukirch reviewed some examples where properties were in compliance initially but then
additional pavement was installed that exceeds the allowable width or yard coverage. She noted
that this situation typically happens when a homeowner adds pavement or blocks to make their
driveway larger.
Ms. Neukirch noted that in response to the Plan Commission's suggestion at the previous
workshop, staff conducted a survey of other communities concerning driveway standards and the
permitting and inspection process. The survey results indicate that a number of communities do
not initiate enforcement action if a driveway has been widened after the initial construction and
approval. The survey also showed that several communities allow wider driveways and larger
areas of pavement than Buffalo Grove.
Ms. Neukirch noted the Village's current population is approximately 45,000 which compares to
a population of about 42,900 in 2000 conducted by the U.S. Census. The average household size
is 2.72 people. The majority of households have 1 to 3 persons, and more than 80 percent of the
households have 4 or fewer residents. It appears that it is not common for households in the
Village to have more than four residents using separate vehicles.
Ms. Neukirch stated that the proposed ordinance modifications would increase the allowed
driveway width at the property line from 18 feet to 24 feet for properties with 1 and 2—car
garages. The current width of 27 feet for properties with 3—car garages would not change. She
noted the proposed regulations would also include provisions that driveways shall be set back
from trees, fire hydrants, streetlights and any other structure within the parkway. The regulations
would also address additional review by the Engineering Division if proposed improvements are
were within 5 feet of the property line or any easement.
Ms. Neukirch commented that staff will also improve the administrative process and record
keeping concerning approved driveway permits. Staff is proposing that a digital photo of each
driveway be taken at the time of final inspection. This information will be part of the permit file,
and would be checked if subsequent modifications are made to an approved driveway. The
Village also has access to aerial photography taken in 2008 that can be used to document
conditions at that point in time.
Ms. Neukirch commented that the pavement coverage limitation for required front yards was
reviewed. Staff recommends that the current maximum amount of 40 percent of the required
front yard area be retained as the standard.
Ms. Neukirch stated they also looked at the regulations concerning overnight parking on
residential streets. Currently residents can call 911 and request to permission from the Police
Department if they need to park on the street overnight. However, for reasons relating to safety
and crime prevention, the Police Department strongly encourages maintaining the current
regulations to not allow overnight parking except for situations where specific permission is
warranted.
Ms. Neukirch pointed out that a public education program would be used to inform everyone in
the community concerning the new driveway regulations. Specific elements of the programs
would include the Village newsletter that is sent to every residential and business address in the
Village, and direct communication with all contractors that have been issued permits or are
known to have worked in the Village.
Commissioner Stark asked if there are approved contractors that the Village recommends.
Ms. Neukirch replied that the Village has a data base of contractors who have worked in the
Village, but the Village would not make recommendations concerning any individual contractor.
Village staff is recommending that the Village Board consider a registration program for
contractors working in the Village, but this would be a larger initiative than just pavement
contractors.
Commissioner Myer asked for more specifics about encroachments to the property line and the
additional review that would take place.
Ms. Neukirch said this would involve a site visit by the Village Engineer to determine if
proposed modifications to a driveway or other paved area would affect drainage on adjacent
properties or streets and parkways.
Mr. Kuenkler commented said the site inspection would focus on making sure that grading and
related improvements don't affect stormwater drainage for properties adjacent to the proposed
improvements.
Commissioner Myer asked if there is some maximum as to the number of cars that are allowed to
be parked in a driveway.
Ms. Neukirch said that as long as the cars are parked on a paved surface, there are no
restrictions.
Commissioner Teplinsky asked what the perceived need is to amend the Zoning Ordinance other
than the fact that there are lots of people violating the current regulations.
Ms. Neukirch replied that when a permit application is denied because it does not meet code, the
homeowner invariably comes back with a list of properties in their neighborhood with driveways
that are not in compliance. If there is an active permit, the building department will go out and
enforce accordingly. In cases where the improvement has been in place for a period of time, it is
difficult to verify when the work was done. The proposed changes will bring some properties
into compliance. Other properties that are not in compliance would not be allowed to make
further changes, and with better documentation the Village will be able to track changes made
after a final inspection.
Commissioner Bocek asked if this amendment would address only about 25 percent of the
current non—compliant driveways.
Ms. Neukirch noted that there isn't a complete inventory of all residential driveways that aren't
in compliance, so the level of compliance that would be achieved with the new regulations is
based on a smaller field survey. Of this sample group, about one—third would be brought into
compliance. But with more detailed documentation of approved driveways and follow up
inspection procedures, the compliance rate would improve from this point forward. Another
aspect of the new procedures would be that the Building & Zoning Department will conduct
inspections at the end of the construction season to review all the permits that were issued to
verify that no modifications were done to driveways after the final inspection.
Commissioner Bocek asked what would be the procedure if violations are found.
Ms. Neukirch said violations would have to be corrected to bring the property into compliance
with the regulations.
There being no further comments or questions from anyone else present, Vice Chairman Smith
closed the public hearing at 8:40 p.m.
Respectfully submitted,
Fay Rubin, Recording Secretary
APPROVED BY:
ERIC SMITH, Vice—Chair
Board or Commission: ❑ Plan commission
Document Type: 0 A e
g nda 0 Minutes
Meeting ate: 03/04/2009
Type of Meeting: ❑ Regular Meeting
REGULAR MEETING
BUFFALO GROVE PLAN COMMISSION
March 4, 2009
Village Public Works Service Center, 51 Raupp Boulevard—Amendment of
Special Use in the R-8 District concerning building addition for Fleet Division
Village Zoning Ordinance and Development Ordinance—
Amendments concerning driveway and apron widths in residential districts
Vice Chairman Smith called the meeting to order at 8:16 p.m. in the Village Council Chambers,
Buffalo Grove Municipal Building, 50 Raupp Boulevard, Buffalo Grove, Illinois.
Commissioners present: Vice Chairman Smith
Ms. Bocek
Mr. Khan
Mr. Teplinsky
Mr. Stark
Mr. Cohn
Ms. Myer
Mr. Weinstein
Commissioners absent: Chairman Ottenheimer
Also present: Mr. William Brimm, Village Manager
Mr. Steve Trilling, Village Trustee
Ms. Ghida Neukirch, Deputy Village Manager
Mr. William Raysa, Village Attorney
Mr. Richard Kuenkler, Village Engineer
APPROVAL OF MINUTES
Moved by Commissioner Teplinsky, seconded by Commissioner Khan to approve the public
hearing minutes of February 18, 2009. All Commissioners were in favor of the motion and the
motion passed with Commissioners Smith, Bocek and Weinstein abstaining.
Moved by Commissioner Teplinsky, seconded by Commissioner Bocek to approve the regular
meeting minutes of February 18, 2009. All Commissioners were in favor of the motion and the
motion passed with Commissioners Smith, Bocek and Weinstein abstaining.
Moved by Commissioner Teplinsky, seconded by Commissioner Bocek to approve the regular
meeting minutes of February 4, 2009. All Commissioners were in favor of the motion and the
motion passed.
COMMITTEE AND LIAISON REPORTS
Commissioner Khan attended the Village Board meeting on February 23, 2009 and stated there
was nothing on the agenda for the Plan Commission.
VILLAGE PUBLIC WORKS SERVICE CENTER, AMENDMENT OF A SPECIAL USE AND
PRELIMINARY PLAN IN THE R-8 DISTRICT, CONCERNING BUILDING ADDITION
FOR FLEET SERVICE DIVISION, 51 RAUPP BLVD
Moved by Commissioner Teplinsky, seconded by Commissioner Weinstein to recommend
approval for the Village of Buffalo Grove's petition for amendment of a Special Use and
Preliminary Plan in the R-8 District whereby the Village proposed to construct a building
addition on the north side of the Public Works building to provide space for the Village's Fleet
Division.
Commissioner Cohn stated he would urge that when the Village Board hears this matter they
make sure the overwhelming need prevails over the loss of recreational resources and all safety
conditions are brought into play.
Vice Chairman Smith called for a vote on the motion and the vote was as follows:
AYES: Smith, Bocek, Khan, Teplinsky, Stark, Cohn, Myer, Weinstein
NAYS:None
ABSENT: Ottenheimer
ABSTAIN: None
The motion passed 8 to 0.
VILLAGE ZONING ORDINANCE AND DEVELOPMENT ORDINANCE—AMENDMENTS
CONCERNING DRIVEWAY AND APRON WIDTHS IN RESIDENTIAL DISTRICTS
Moved by Commissioner Teplinsky, seconded by Commissioner Khan to recommend approval
to the Village Board of the proposed amendments to Chapter 17.36 of the Zoning Ordinance
(Title 17 of the Buffalo Grove Municipal Code) and Section 16.50.080.A.2 of the Development
Ordinance (Title 16 of the Buffalo Grove Municipal Code) concerning driveway and apron
widths in residential districts pursuant to the presentation and public hearing testimony by
Village staff.
Vice Chairman Smith called for a vote on the motion and the vote was as follows:
AYES: Smith, Bocek, Khan, Teplinsky, Stark, Cohn, Myer, Weinstein
NAYS:None
ABSENT: Ottenheimer
ABSTAIN: None
The motion passed 8 to 0.
CHAIRMAN'S REPORT —None
FUTURE AGENDA SCHEDULE
Mr. Pfeil said that the next meeting is on March 18; the public hearing concerning the parking lot
expansion at Twin Creek Parks is scheduled for this agenda.
PUBLIC COMMENTS AND QUESTIONS—None
STAFF REPORT—NONE
NEW BUSINESS—NONE
ADJOURNMENT
Moved by Commissioner Teplinsky, seconded by Commissioner Stark and carried unanimously
to adjourn. Vice—Chair Smith adjourned the meeting at 8:45 p.m.
Respectfully submitted,
Fay Rubin, Recording Secretary
APPROVED BY:
ERIC SMITH, Vice—chair