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Minutes - 06/15/2008 - Commercial Revitalization Task ForceMINUTES OF THE MAY 155 2008 COMMERCIAL REVITALIZATION TASK FORCE OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON OCTOBER 9, 2008 1. CALL TO ORDER The meeting of the Commercial Revitalization Task Force was called to order by Chairman Kennedy in the West Wing Conference Room of the Butler Government Center at 2:03 p.m. 2. ROLL CALL PRESENT: Chairman Jeffrey J. Kennedy, Trustee Robert Sanford, Greater Oak Brook Area Chamber of Commerce Director Tracey MulQueen, Oakbrook Shopping Center General Manager Chuck Fleming, Dennis Hiffman of NAI Hiffman, Homeowner Association Representatives Harry Peters and Community Development Director Robert Kallien. ABSENT: Village President John Craig, Zoning Board of Appeals Chairman Champ Davis and Plan Commission Chairman Lexi Payovich. IN ATTENDANCE: David Niemeyer, Village Manager. 3. APPROVAL OF MINUTES a. Approval of the Meeting Minutes of November 1, 2007 Motion by Member Peters, seconded by Member Hiffman, to approve the Meeting Minutes of November 1, 2007 as presented. VOICE VOTE: Motion carried. 4. UNFINISHED BUSINESS — None presented. 5. NEW BUSINESS a. Consultant Presentations — PUD and Signage Proposal Director Kallien explained that at the direction of the Village Board, staff assembled a (RFQ) request for qualifications and received seven responses from consultant firms. He prepared a detailed matrix comparing the seven against all of the aspects of the RFQ; a sub - committee was formed consisting of Village Manager Niemeyer, Director Kallien, Trustees Sanford and Wolin to evaluate the proposals and ultimately recommended two firms for further consideration. The Task Force then asked questions of each firm's representatives regarding the zoning ordinance amendments, signage and PUD's and what would be their implementation process. 5. a. Commercial Revitalization Task Force Page 1 of 3 May 15, 2008 Minutes 1. Duncan Associates Kirk Bishop, Duncan Associates and John LaMotte, The Lakota Group, gave a brief explanation of their firms and coordination of their efforts between the two firms. Mr. LaMotte indicated that the Village wants an updated Signage Ordinance and they would be able to do this process and implement its regulations. He indicated that working with the stakeholders is a challenge when implementing a new signage ordinance. Mr. Bishop explained that it would involve more than 120 days to complete the proposed project. He noted that three or four staff members would be involved with each principal of the two firms in coordinating their efforts. The principals would give presentations or workshops to the public, ZBA and PC for hearings on the subject and public awareness. They would also establish a project website for the public. Duncan Associates has an in -house attorney, planner and land use expert to help them implement ordinances and they have not been challenged on their implementation to date. Mr. LaMotte suggested that one area of eliminating costs would be if the Village had inventory of existing signage, it would save costs rather than their staff taking the photographs. They indicated the approximate cost of their proposal would be $75,000 but that there could be items eliminated to save costs to the Village. 2. Houseal Lavigne John Houseal gave a brief presentation of his firm's process for zoning ordinance amendments for signage and PUD's. They would assess the Village's text amendment ordinance and existing sign characteristics in the Village. They would identify specific areas in Oak Brook where signage is not working and meet with staff to identify where these weaknesses occur. They would research PUD ordinances and sign ordinances within the region and country to assess what works and what would be most applicable to Oak Brook. They would then assess design parameters in the corridor district for what PUD standards should be for actual development in the corridor and then draft from this research and analysis, a PUD and signage ordinance to meet with staff for their consideration. Then they would meet with the commercial community to discuss the PUD and sign ordinance to ensure that they would be accepting of their proposal. He indicated that his firm would work with the Village's attorney to ensure that their proposed PUD and signage ordinance would be coordinated with the Village's Code. He suggested that a draft of the ordinances could be given within a 90 to 120 day Commercial Revitalization Task Force Page 2 of 3 May 15, 2008 Minutes 5. a. 2. Houseal Lavigne period with an anticipated completion of the process of a six month time frame. Mr. Houseal explained they do not have an in -house attorney as they develop their ordinances first and then work with the community's attorney or an attorney from a mayor law firm for finalization. He indicated that their firm has not had any of their projects legally challenged. Once a PUD ordinance is drafted, he suggested that Director Kallien could meet with staff and hold the public hearing processes so that it would be less costly. He recommended meeting with Director Kallien to determine where components could be implemented by him for cost savings. He indicated that they have a law firm they could work with on this project and submit a cost estimate. They estimated approximately 370 hours for the project at a cost of $35,000 - $45,000. b. Discussion The Task Force discussed the two proposals and came to a consensus to recommend the consulting firm of Houseal, Lavigne subject to their selection of qualified legal counsel and a satisfactory estimate of legal fees. c. Recommendation Motion by General Manager Fleming, seconded by Trustee Sanford, to recommend to the Village Board of Trustees the consulting firm of Houseal, Lavigne. Village Manager Niemeyer discussed that the cost of legal fees should be included. Motion by General Manager Fleming, seconded by Trustee Sanford, to amend the original motion to read: recommend to the Village Board of Trustees the consulting firm of Housel, Lavigne subject to their selection of qualified legal counsel and a satisfactory estimate of legal fees. VOICE VOTE: All ayes. Nays: none. Motion carried. C: L I fell tO -1► 1 uel l Motion by Trustee Sanford, seconded by Member Peters, to adjourn the Commercial Revitalization Task Force at 4:30 p.m. VOICE VOTE: Motion carried. ATTEST: s /Linda K. Gonnella Linda K. Gonnella Secretary Commercial Revitalization Task Force Page 3 of 3 May 15, 2008 Minutes