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HomeMy WebLinkAboutPLAN COMMISSION - 06/26/2017 - CCSD59 Admin. Building, 1001 Leicester Elk Grove Village Plan Commission Minutes June 26,2017 Present: J.Glass S. Carlson F. Geinosky P. Rettberg G.Schumm J. Morrill P.Ayers K.Weiner Absent: T.Thompson Staff: M.Jablonski,Assistant Village Manager J. Polony, Deputy Director of Community Development R. Raphael, Engineering Supervisor E.Scheid,Administrative Intern Petitioner: R.Cozzi,Arcon Associates E.Swanson,CCSD59 Director of Maintenance Operations T. Rossi, CCSD59 Executive Director of Facility and Operations T. Luedloff, CCSD59 Associate Superintendent V.Trinh,Arcon Associates S. DiGilio, RTM Associates Chairman Glass called the meeting to order at 7:04 pm. Item 1: June 19,2017 Meeting Minutes Chairman Glass stated that the approval of the meeting minutes of June 19,2017 will be deferred until the next Plan Commission meeting. Item 2: PC Docket#17-3 Petition Special Use Petition for Construction of an Administration Building at 1001 Leicester—CCSD59 Chairman Glass read the legal notice into the record and asked the Petitioner to explain his purpose before the Plan Commission. R. Cozzi stated that District 59 wishes to obtain a Special Use Permit to construct an administration building at 1001 Leicester.The 8-acre site is adjacent to the Park District Administrative facility and includes some existing parking that is used by Pirate's Cove. R. Cozzi stated that this will be a 40,000 square foot building that will be a district administration building.There will be a maintenance yard and masonry wall to the north of the building.To the south, there will be parking and further south there will be a landscaped berm to shield properties from headlights.Two soccer fields will remain to the east. 1 R.Cozzi stated that this property also includes in a portion of an existing`building on the northeast edge, and that this will be used as a commissary,to prepare meals and send out to the schools throughout the District. R. Cozzi stated that trucks will be used to pick up the food. R. Cozzi stated that there would be heavy landscaping on the south and west sides of the property. There will be signage on the building, but no entryway sign along the road. The mechanical equipment planned for the building's roof will be screened on the western edge so that it will not be visible from Leicester. R. Cozzi stated that all water run-off will be collected in an underground detention system. Commissioner Morrill asked about the water retention and whether the site can handle 100-year storms,since these have become more frequent.S. Digilio stated that the detention will be able to handle the excess of the 100 year storm based on the new MWRD criteria,which takes into account larger rainfall data available to date.S. Digilio stated that it can handle up an event with up to 10 inches of water per hour. Commissioner Morrill asked how long the parking lot lighting will stay on at night.T. Rossi stated that the lights will be a set up with diming controls and motion sensors,which could dim lights if not in use. T. Rossi noted that for the purposes of crime prevention, some light is necessary. Commissioner Morrill asked how this building's foot print and height will compare to the one-story school that was previously on the property.S. Digilio stated that the proposed facility will be a similar lot coverage to the old school. He stated that the building will be two stories in some areas,with a maximum height of 30 feet,which is well within the Village's height requirements. Commissioner Schumm asked if the petitioner addressed the concern from the Department of Community Development with the screening wall around the maintenance yard.S. Digilio stated that they will build an 8 foot wall and that a variance has been requested as part of the Special Use process. Commissioner Schumm asked about whether there was outdoor storage on the property. R. Cozzi stated that the district is requesting outdoor storage for storage bins in the maintenance yard. Commissioner Schumm asked if the ornamental fence will be black. R. Cozzi stated that the ornamental fence will be black, if that is what the Village requests, it is not a problem. Commissioner Schumm asked about the time frame of when construction will begin and when the construction will be completed. R.Cozzi stated that the construction will begin as soon as possible and be completed by 2018. Commissioner Schumm asked if District 59 will own the property. R. Cozzi stated that District 59 currently owns and will continue to own the property. Commissioner Ayers noted there were staff comments regarding trucks entering the site and asked what the biggest truck would be to use the site. E.Swanson stated that pulling into the rear yard would be a standard semi for once or twice monthly deliveries to the commissary. Larger vehicles would be going into the maintenance yard and exiting to Biesterfield. Commissioner Ayers asked if trucks plan to back into the facility. R. Cozzi stated that large deliveries would head south on Leicester and back into the site for delivery then exit north onto Biesterfield. 2 Commissioner Ayers asked why trucks can't make the turn within their parking lot as Village fire trucks can make that turn. Commissioner Ayers noted that if this wasn't possible,the District could request deliveries to be made in a box truck instead of a larger semi. E.Swanson stated that if planned ahead of time,trucks in the maintenance yard could be moved so a semi-truck could make a maneuver within the yard. R. Cozzi stated that the request was easy enough. If the District can coordinate the removal of vehicles on the north end of the yard,then they should be able to accommodate that requirement. Commissioner Ayers asked if the gate to the maintenance yard has privacy slats. R. Cozzi stated that the ornamental fence slides across north and south and it will enclose 3 sides with masonry walls.The district was not planning on installing privacy slats. Commissioner Ayers stated that it may make sense to provide a privacy fence. R.Cozzi stated that the school district should not be held to a higher standard than the property to the north that has a simple chain link fence. Commissioner Ayers asked about the hours of evening meetings and what crowds would be expected.T. Luedloff stated that the district will host two board meetings a month.Attendance will depend on the topics being covered.There will be about 40 to 50 people a meeting. It is rare to see a meeting that goes over 100 people. T. Luedloff stated that parking is to accommodate staff training on site rather than evening meetings. Meetings at the latest go to 10 pm or 11pm, but at that hour it is typically just staff left at the session. Commissioner Ayers stated that he liked the site plan, it looks to have been designed with minimal impact to residents. Commissioner Rettberg expressed concern about additional traffic on Leicester and Bristol and asked what the current traffic is on these streets on an average day. R.Cozzi stated he wasn't certain about current traffic, but that the building is designed for 70 on-site employees, mostly coming from Biesterfield to the north, depending on where they live. Commissioner Rettberg asked how many people are being transferred from the old building to the new building and how parking compared to the parking available at the current facility. R. Cozzi stated that if the entire staff will be moving. He also stated that the current site has an abundance of parking because they also own the property to the north, but that the parking lot on the proposed site has 150 spaces in order to accommodate staff on-site, as well as visitors for professional development. Commissioner Rettberg asked about district meetings during the evening hours and if staff members would be there at the same time.T. Luedloff stated that training will be held during the day and go no later than 4:30pm. R.Cozzi stated that staff would not be present for training while a board meeting was being conducted as training will not be conducted in the evening. Commissioner Rettberg asked if the staff will stay within the lot when parking. R. Cozzi stated the staff should stay within the ample parking provided in the lot,which is most convenient for them, and should have no reason to park on the streets.Overflow parking would be a rare occurrence. 3 Commissioner Rettberg asked if the soccer fields will be kept next to the administrative building.T.Rossi stated that the School District still has an Intergovernmental agreement with the Park District and has worked to ensure there will be no program impacts. District 59 will own the land, but it will allow the Park District to continue using the soccer fields. Commissioner Rettberg asked where the soccer crowds will park. R.Cozzi stated they currently park to the east in the Park District lot to the east, but on evenings and weekends there will now be additional parking available to the to the west on this site. Commissioner Rettberg asked about external storage bins and where will they be placed. R.Cozzi stated that there will be material storage adjacent to the building on the north in the maintenance yard.Walls will be constructed to create a bin, and there will also be a roof over the bin,just no overhead doors. This is where materials such as road salt will be stored. E.Swanson added that the storage bins may occasionally have mulch or gravel. Commissioner Carlson expressed concerns about on-street truck movements, noting that when trucks do these kind of maneuvers is in the industrial park they sometimes end up driving over the parkway on the other side of the street. R. Cozzi stated that Leicester is wide enough and trucks should have no trouble maneuvering within this space.Commissioner Carlson noted that this issue occurs even on Tonne Road,which is also wide, and that truck movements within the maintenance yard would be best. Commissioner Weiner agreed that with a 51 foot truck there is a high probability that it would clip the curb or parkway. Commissioner Weiner asked what the delivery times would be for the semi-trucks.T. Luedloff stated that these trucks will be delivering twice a month from the hours of 5:30 a.m.to 8 a.m. Commissioner Weiner asked about the height of the exterior storage bins. R.Cozzi stated that the roof bins will be 12 feet high. Commissioner Geinosky asked how many staff will be at the building and the hours of operation. R. Cozzi stated that they are expecting 70 staff members and the hours of operation will be 8 am to 4:30 pm.The commissary component may be staffed a little earlier, but they would leave earlier as well. Commissioner Geinosky asked if the commissary hours are estimated to be 5 am to 5 pm. R. Cozzi stated that was correct. Commissioner Geinosky asked about the number of deliveries by trucks.The memo stated that trucks will be entering twice a week opposed to twice a month. R. Cozzi apologized for the confusion and said they were confirming the number of trucks to clarify. Commissioner Geinosky asked if the School District is in contact with the Park District in regards to losing parking for Pirates Cove. R.Cozzi stated that they have been in contact with the Park District and they have an intergovernmental agreement.T. Rossi stated that Pirates Cove will not be impacted. He notd that the parking spaces to the south will need to house workers for commissary,which is during the school year.Once school is out, parking will be open for Pirates Cove. Commissioner Geinosky asked if the location of the commissary is a storage facility for the Park District. R.Cozzi stated that it is storage facility for District 59.When District 59 sold the building to the Park 4 District, District 59 maintained a storage piece.The School District is converting this space into a commissary. Commissioner Geinosky asked if there will only be one entrance into the site itself. R.Cozzi stated that there will be one entrance into the maintenance yard and one entrance to the parking area. Chairman Glass called for a short break while the school board conferred over the number of deliveries and how to accommodate trucks in and out of the lot.Chairman Glass stated that after the break District 59 would clarify this and then the Commission would take public comment. The meeting recessed at 7:50 p.m. The meeting reconvened at 8:02 pm. R. Cozzi apologized for the accidental misinformation and noted that the school district doesn't currently use a food service provider. Information is gathered from neighboring school districts who do use those services as well as their food service consultant. R. Cozzi stated that the school district will have no problems making sure truck movements occur in the yard.The district will expect large bulk deliveries by semi-trailers twice a month. Other deliveries will also be made in smaller box trucks 2 to 3 times per week. Chairman Glass asked staff members for any additional comments. M.Jablonski noted that staff requested a few conditions for approval of the Special Use Petition, including a wall height of 8 feet around the maintenance yard,that all truck movements be conducted in the lot, and that the parking lot lighting meet Village requirements. Chairman Glass opened the floor to public questions. J.V. Dyke stated that his property borders the Pavilion Property to the southwest. He stated a concern regarding permitting commercial food operations at the building. He noted that traffic would be an issue from 5 am to 5 pm from Biesterfield to Leicester as the District tries to feed all the schools.This will become unsafe for children at Pirates Cove,and will cause Pirate's Cove to lose parking.The resident stated that there is no consideration for the soccer fields being reduced from 4 to 2 fields.The noise generated by additional activity on the remaining two soccer fields will bother residents on Yarmouth.J. Dyke stated that the Pavilion did an excellent job handling these issues when the fields first started being used, and now they are being brought up all over again.The resident stated that there are 15 schools handled by district 59.Supplying breakfast and lunch for all of these students will be difficult. Also, the resident stated there would be no way for truck traffic to maneuver in the intersection of Biesterfield and Leicester. A. Spech stated a concern of the traffic on Leicester,where cars currently line up at 5pm and asked what can be done to keep traffic to a minimum. W. Christian stated concerns over visitors parking on Bristol to attend Pirates Cove due to reduced parking. He stated concern for the safety of children, because it is safer to park in a lot than to have kids dodging out from between cars. He stated concern over the flood control and whether it would be sufficient, and he expressed concerns about having truck traffic on his street and the noise that it can make.The resident stated that it was a quiet place when he moved here now trucks will be beeping when they back up at 5 am. 5 R. Bookier encouraged the Board to vote no on the administration building torttre reasons previousiy stated by the other speakers. He expressed concern over the use of the districts land. He questioned if teachers can use existing space in the community. He stated that this is a want and not a need for the School District.The resident stated concern over the amount of food prepared daily.Trucks delivering twice a month means that food would not be the freshest. R. Bookler stated concern over the delivery trucks.The resident stated that a property in the industrial park would be more suitable for food preparation. He stated that test scores should be focused on more and this is an unnecessary way for the School District to spend money. He stated that this will bring down property values. He also stated that it is hard to turn onto Biesterfield from Leicester. C.Cholery stated concerns about the location of the facility and noted that the facility could be located in the industrial park or Northwest Point. She stated that putting the administration building on Leicester will detract from her property value.C.Cholery stated that monitoring and enforcing truck traffic is not easy to do once the facility is built.The resident also asked whether the 70 employees included the commissary and maintenance operations. L. Cox stated concerns over the amount of money spent on this project.The resident stated that the administrative building belongs on a busy street like Arlington Heights Road. M. Kaveney stated that he spent most of the weekend canvassing the neighborhood and stated concern that most people did not know about this project until recently. He stated that he has a petition not to build on that land.The resident stated that he believed the rebuilding of Leicester, rather than just resurfacing it,was planned by the Village to support this project, and he was concerned that this was done before the use had been approved and that it was a done deal. M. Kaveney stated that this administrative building does not belong in a residential and recreational area. J. Kitten stated concern over the trucks and asked if engineers have looked at the intersection of Biesterfield and Leicester to see what changes need to be made to accommodate truck turning.J. Kitten asked how many acres the School District bought up from Wellington and how many acres exist right next door.The resident also stated concern if trucks can make the move to go in and out of the parking lot. He stated that the building should be built on Arlington Heights Rd. K. Kentella stated that the School District is saying they will have 150 parking spaces, however, it looks like 90 in the rendering. He stated that it is highly optimistic to think a truck will turn around within the parking lot even if it is required. He stated that Bristol is already too busy when traffic backs up in the morning and evening.The resident also expressed concern over the value of his property dropping. M. Evans stated that he lives on Leicester and has concerns about light entering his living room with no screening along Leicester. He stated a concern over the possibility of kids being in danger from the excess traffic going in and out of the facility. He mentioned a situation in the past where two kids were hit by a car in front of his house as they were crossing from in between parked cars. He stated concern that the berm is not six feet tall and it is not heavily wooded. He stated the trucks will be an issue trying to get in and out of the facility as the lot will not be big enough.Additionally, he stated that refuse trucks will be an issue as Pirates Cove is right next door and kids will have to see it and potentially smell the odor from the trucks. He also asked where the trash is going to go. 6 B. Major stated concerns over drainage,she said that right now the rain flows right into her yard and flood the back area. She is concerned that the drainage they're proposing won't hold enough rainwater. She also asked if school buses will be coming to this location as she often saw 25 buses gathered at the facility at Arlington Heights Rd.Also,the resident stated concern that garbage trucks are heard at 5:00 in the morning at the Pavilion and now they will be heard at the administration building. M. Kaveney came to the podium again and asked if this decision will be made right now as 2 weeks is not enough notice and asked if an extension can be granted. Chairman Glass stated that the Plan Commission will only be making a recommendation to the Village Board,who will make the final decision. After hearing concerns from the public,Chairman Glass addressed some of the common concerns that were brought up. Chairman Glass stated that Pirates Cove will not lose parking—the School District owns two rows of parking and Pirate's Cove will still be able to use these when school is not in session. Additionally,the Park District has an overflow parking arrangement with St.Julian's. Regarding flooding, Chairman Glass stated that rules are that water cannot leave a site faster when it is developed than it would leave a site when it is undeveloped,which is part of the engineering standards that must be followed.The School District will store water on site. Chairman Glass stated that as for the best location of this facility,the Plan Commission does not have the authority to decide that. Chairman Glass stated that is the decision of the School Board, and that is whom residents should speak with to address that concern.As far as the site itself, it fits into the governmental campus that already exists. He stated that this development also helps clear up a little bit of mess that exists with the Park District's maintenance yard. Chairman Glass addressed concerns about Leicester Road handling trucks by noting that Village roads are built to handle trucks. The fact that Leicester is being rebuilt has nothing to do with this development.Additionally,Chairman Glass stated that the semi-trucks will be contained to the parking lot. Chairman Glass stated that he understood the other objections, but that this hearing is about the facts. The commissary is required to have odors contained to the facility.Chairman Glass added that while there will be trucks working at 5 am,the maintenance yard is located as far away as can be from the residents and shielded on all sides. Commissioner Ayers noted that there were a lot of questions about the commissary and asked for more details on the trucks that go into each school and if hot meals will be made.T. Luedloff stated that the school district already feeds their children,they just do not currently cook in house. Breakfast will be a cold breakfast and is stored at the building level.There are currently two panel trucks that deliver to all schools. Cooking will be done on site. Lunch will be warmed and sent out on warming trays. He stated that there will be no big meals.T. Luedloff stated that this is an opportunity to have better and healthier food because it is in house. He noted that not all kids eat their breakfast and lunch. Commissioner Ayers asked for clarification on how many kids do not participate in breakfast and lunch. T Luedloff stated that he did not have the participation on hand. Commissioner Carlson asked about the size of the commissary. R. Cozzi stated that the commissary will be 4,500 square feet. 7 Commissioner Rettberg asked if the administration building can exist without the commissary and why the commissary is needed right there.T. Luedloff stated that the District can serve better food and be more efficient if the commissary and administration building are together. Over 50%of kids qualify for free and reduced lunch.There is an estimated 3,000 kids and this would be a better opportunity to feed their students. Commissioner Schumn asked about the meeting of bus drivers at the current location.T. Luedloff stated that bus drivers do currently have meetings at the existing facility, because they happen to have the space for it with the parking lot next door. The new facility will not allow for these types of meetings on- site. The District is changing bus companies, but the on-site meetings for bus drivers is not an option with this site design. Chairman Glass stated a concern that was noted in two letters from residents, Don and Susan Baker, opposing the special use petition on grounds of property values.Chairman Glass addressed that he has been on the Plan Commission Board for a long time and there is no empirical evidence to support the claim that anything being done in this Village has had any effect on property values. RECOMMENDATION Commissioner Ayers moved to recommend approval of the Special Use to Petition for Construction of an Administration Building at 1001 Leicester,a variation in height to allow an 8-foot high masonry wall around the maintenance yard,and a variation to allow exterior storage of bulk materials in the R-3 zoning district,subject to the following conditions: 1. An 8-foot high masonry wall shall enclose the maintenance yard. 2. The decorative entrance gate to the maintenance yard shall incorporate some sort of privacy screening 3. The radii of the north apron shall match, and be sufficient to eliminate the need for any on- street truck maneuvering. 4. All truck maneuvering and deliveries shall take place inside the maintenance yard. 5. Petitioner will work with Village Staff to meet Village site photometric requirements Commissioner Geinosky seconded the motion. Upon voting(Glass, Carlson,Geinosky, Rettberg,Schumn, Morril,Ayers,Weiner,AYES)the motion carried unanimously. Item#3: Adjournment Commissioner Ayers motioned to adjourn the meeting and Commissioner Weiner seconded the motion. Upon voting(Glass,Carlson, Geinosky, Rettberg,Schumn, Morril,Ayers,Weiner,AYES)the motion carried unanimously. The meeting was adjourned at 9:06 p.m. 8 Respectfully submitted, NV� Maggie Jablonski Assistant Village Manager C: Chairman and Members of the Plan Commission, Mayor and Board of Trustees,Village Clerk 9