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Minutes - 01/13/2016 - Plan Commission2. 5 VILIAGE'F ®AK ' CALL TO ORDER: MINUTES OF THE JANUARY 18, 2016 REGULAR MEETING OF THE PLAN COMMISSION OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON MAY 19, 2016 The Regular Meeting of the Plan Commission was called to order by Chairwoman Tropinski in the Samuel E. Dean Board Room of the Butler Government Center at 7:02 p.m. ROLL CALL: Gail Polanek called the roll with the following persons PRESENT: Chairwoman Marcia Tropinski, Members Thomas Doyle, Raju Iyer, Naveen Jain, Raj Lal, Simon Sheers and Kenneth Wilczak IN ATTENDANCE: Trustee Edward Tiesenga, Director of Community Development Robert Kallien Jr. and Planning Technician Gail Polanek APPROVAL OF MINUTES: There were no minutes to be approved. UNFINISHED BUSINESS There was no unfinished business to discuss. NEW BUSINESS CALL TO ORDER ROLL CALL MINUTES UNFINISHED BUSINESS NEW BUSINESS A. MADISON OAKS SUBDIVISION — HANNA — 3601 MADISON STREET — MADISON 1oNOAKS TWO -LOT SUBDIVISION — FINAL PLAT 3601 MADISON - FINAL PLAT Chairwoman Tropinski reviewed the request. Director of Community Development Kallien provided a brief overview of the request for a two -lot subdivision. Mike Filipski, Professional land surveyor with Compass Surveying, Aurora, Illinois reviewed the background of the property located at 3601 Madison owned by Wafilc and Joan Hanna. The property is comprised of two parcels. In 1895, the property was originally subdivided along with the surrounding properties known as the River Bluff Addition. The plat of survey shows all of the existing structures and the parcel VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 1 of 12 January 18, 2016 to the rear is completely separated from Madison Street. The proposed subdivision provides two lots, one with 1.34 acres and the other would have 1.39 acres, which conforms to the existing R -2 zoning requirement for Oak Brook. Member Lal asked if someone was living in the existing building. Joan Hanna responded that the building would be vacated in March. Mr. Filipski noted that the existing building currently straddles the proposed lot line, Member Wilczak questioned if there was the Village water and sewer. It was confirmed there was Village water and the sewer is serviced through the Flagg Creek Water Reclamation District. Member Jain questioned whether there had been any feedback from the surrounding property owners. Gail Polanek, Planning Technician responded that several phone calls were received. A call was received from the neighbor to the north and another asking if there was enough property to subdivide. Kathy Oldenkamp the neighbor at 3809 Madison said that she was okay with the subdivision as proposed without a flag lot. A neighbor to the north, whose rear of the property abuts the rear of the proposed subdivision came to the Village to see the layout of the proposed lots and said that he was okay with it, and might attend the meeting. When it was noted that the neighbor was in the audience he was invited to make a comment; he responded no, but that indicated that he was okay with the subdivision. Member Doyle motioned, seconded by Member Lal to recommend approval of the two -lot subdivision as proposed subject to final engineering approval. ROLL CALL VOTE Ayes: 7 — Members Doyle, Iyer, Jain, Lal, Sheers, Wilczak and Chairwoman Tropinski Nays: 0 - Motion Carried. 5. B. CHRIST CHURCH OF OAK BROOK — 501 OAK BROOK ROAD, 3212 501 O K BROOK - 501 OAK BROOK 3222 AND 3306 YORK ROAD — FINAL PLAT OF CONSOLIDATION RD, 3212, 3222 and 3306 YORK RD — F1NAL PLAT C. CHRIST CHURCH OF OAK BROOK — 501 OAK BROOK ROAD, MASTER 501 OAKHBR OK PLAN PHASE ONE — AMEND SPECIAL USE RD - MASTER PLAN, PHASE ONE — SPECIAL USE Walter Morrissey, Lillig & Thorsness, Attorney for Christ Church of Oak Brook noted that they are celebrating its 50"' anniversary and are an essential and contributing member of the Village. As part of its 50t1i anniversary, activities have developed a long term Master Plan for the utilization of its property and facilities. VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 2 of 12 January 18, 2016 He clarified that the Master Plan is a vision statement of concept of how the next 20 years would be if fully utilize of the facilities, as a faith based community and advancing its mission to serve others. The applications before the village are limited to Phase One of the project, which are the Plat of Consolidation and the Plan to amend the special use. The Master Plan was provided in support of the applications for the Plat of Consolidation and amendment to the Special Use as a good faith disclosure of information in terms of what the long -term 20 -year plan would look like if the property were fully utilized. They also wanted to dispel any notions that there was any hidden agenda or unknown secret future plans. The process resulted in the Church filing an application for the plat of consolidation. It seeks to consolidate the three lots to the south commonly known as 3212, 3222 and 3306 York Road. They would like to combine the properties into one lot. The advantages of the unified administration of the subdivision, enhance pedestrian vehicle flows; improve access for seniors and individuals with disabilities, approved plans for landscaping, better storm water management and implementation of the latest green strategy for low intensity lighting. The second application is for Phase One of the multi - phased Master Plan is to amend the current special use. There are several things the application to amend the special use provides for. 1. The addition of a contemporary worship center. 2. The addition of 258 additional parking spaces on the south side along York Road. 3. Modify the access drives on Oak Brook Road, only. The purpose there would be to convert the right in/right out driveway at Lincoln into a full access driveway and install a right in/right out on Oak Brook Road. There are no changes to the driveways on York Road in Phase One, so no relief is being requested on York Road 4. They are proposing to construct a berm along the south boundary, which is the 3306 York Road lot for shielding the property. 5. They would like to adopt the latest green technology of low intensity for lighting in the center and south parking areas. 6. A master landscaping plan is planned throughout the property. 7. They would like to replace the monument sign at Oak Brook Road and York Road. The benefits from the improvements are many -fold including an enhanced safety measures such as access points for seniors and individuals with disabilities. The installation of a new elevator. The main entranceway for the new contemporary worship center would face inward, which would take the foot traffic away from the main intersection at Oak Brook Road and York Road. There would be better vehicle traffic control, updated water detention and storm water management. They think the master landscaping plan for the entire parcel would be a benefit not only to the VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 3 of 12 January 18, 2016 church but also to the community and neighbors. They asked that the Plan Commission take action on the Phase One applications at this meeting, namely the Plat of Consolidation for the three lots to be merged into one lot for a good unified consolidation of the property. He noted that the Phase One applications do not change the existing access points on York Road, they remain as is and there is no change to the south lot at 3306 York Road, except for the proposal to install a berm on the southern edge of the property. The berm would extend from the property line from the east to west and stops where there are existing trees. They did not want to remove trees to install a berm. They respectfully asked for approval of the plat of subdivision and approval to amend the special use to allow Christ Church to proceed with its vital mission with these improvements to its campus. David Melvin, Executive Director and Chief Administrative Officer at Christ Church, thanked the Commission for considering the request to consolidate their properties. He noted this was not the first time that they have done this. When they were planning their last development 10 years ago, it was suggested that the next time they came before the Village they should also apply for this. He said that the scope of the plans is defined in what they call Phase One and it should have been called the next generation because Phase One sounds like there are multiple phases. The plan for Phase One provides relief of pinch points they are encountering on a weekly basis. Throughout its 50 -year history, they have had Master Plans that have been shepherded by their various facilities team shared, including notable Oak Brook residents such as Ray Scott, George Howell who has served as President of Oak Brook and Gabor Bushy, whose wife Karen Bushy also served as President of Oak Brook. Those Master Plans were not presented formally to the Village before this, but they have shared them at times with their neighbors. During their last project, they invited neighbors to their Christmas concert and during the reception; they showed them their Master Plan, which is not too different from the current Master Plan, which shows more expansion to the south. However, that is not included in this request it may be in the future and they will deal with it at that time and with their neighbors. The reason the Master Plan was presented to the Village at this time was to show they could use their full property for more than just permeable to impermeable ratios. When the church started, Paul Butler deeded land to the congregation eventually they acquired an additional parcel and consolidated those lots. They acquired three additional lots (to the south) over the years and are asking to have them all consolidated into one lot. Christ Church was started by five Oak Brook families and 82 families came together to build the 1100 hundred seat sanctuary within the first few years. During this 50th year anniversary, they have planned the improvements found in Phase One, subject to Village approval and then consideration with funding by the congregation will determine how far they can go with this building project and will depend upon how much they want to fund. They have had a long history of harmonious and beneficial VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 4 of 12 January 18, 2016 openhanded relationships with neighbors and the community, offering a wide range of social programs and community outreach activities. They thanked the Plan Commission for its consideration. Doug Pasma, Pasma Group Architects, located in Evanston, Illinois has design expertise in worship facilities and how they expand. They were brought on by Christ Church as part of the facility expansion. They met with every area of ministry within the church structure to get to know the existing ministry, worship events on the weekend, administrative functions, along with how the church operates in order to begin to craft a long -term strategy and from that to try to solve the Phase One problem. He reviewed the existing site and the services on Sunday at 9:00 and 10:45 and there are two simultaneous services going on at the same time. There is also a student's ministry located under the fellowship hall. There is an atrium area with a garden chapel and there are two main entrances from the south. Their initial site thoughts on how to handle the issues was how to make the parking area more efficient, was to take the existing marshland and relocate it into a storm water detention facility. He discussed all the issues with grading and accommodating those with disabilities. He reviewed the proposal for the construction of a contemporary worship center as well as the children's center and new lobby area. He described all the other internal changes and impacts on the existing building including additional bathrooms. The new footprint would show a lobby area that would be about 6 feet below the existing building. There would be a tall almost 18 -foot tall glass wall. There will be a little cafe, sitting area, and a new entrance vestibule adjacent to the lobby area. There would be approximately 1200 spaces. There would be ample backspace area with meeting rooms. There will be an overhead door to allow equipment to be brought in. Views were shown of the proposed exterior of the building. They proposed that the lobby area would have a glass link-. The new worship space is about 32 -feet tall. The roster of comfortable and finished materials including wood and stone were proposed. They are proposing some exterior stained glass and additional landscape. Andrew Uttan, V3 Companies, located in Woodridge, Illinois reviewed the Traffic Impact Study contained in the case file. He reviewed the site plan, and explained how the storm water moves from the corner of York and 31St through the site. He noted that they are moving the site to meet full ADA compliance and it will help the churchgoers. They are taking the north pond and shifting it to accommodate the new worship center. He noted that the stormwater would meet the DuPage County Stormwater and Village Code requirements. Runoff will be treated before it leaves the site and goes into Salt Creek. They are matching all existing drainage patterns and are actually slowing down the water more than when it leaves the site now. The project will be a zero net impervious area. According to the DuPage County ordinance and Village Code, brick pavers can be used in the parking lot and in the calculations would count as grass. All drive aisles will have two -way traffic with the intent of having a major thoroughfare /ring road that will filter all the traffic away from the main entrance and pedestrians that are walking to /from the church. No VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 5 of 12 January 18, 2016 changes are planned to the York Road entrances. The Oak Brook Road entrance will have full access at the Lincoln Road entrance. They are adding a left turn lane to come into the site shifting the full access from Coolidge about 290 feet south and turning it into a restrictive right in right out. They met with and presented the plans to the DuPage County Department of Transportation, they seem to be in conformance initially, and no objections were received. They will make a formal submittal to the County. The parking lots are laid out so that there will not be any headlights shown or facing York Road when they park. Each of the parking lots are several feet lower that York Road and will block any headlight view from going across the road. The bike path will not be touched. The current plan is to start the project in the spring of 2017. Emily O'Brien, Lighting Applications Manager reviewed the photometric lighting calculations and the LED fixtures for the Phase One parking lot. They are saving roughly 22,000 watts. The optical control of the lighting fixtures helps to contain the light within the parameters of the parking lot and eliminate the bright orb of conventional light sources. There will be more uniform light levels in the new parking lots. There is reduced glare from the face of the fixture. A 3/4" shield helps to mitigate the glare from the fixture. John Ryan, Landscape Architect, said that they are proposing to add to the site over 200 new trees, over 300 new shrubs of both deciduous and evergreen types. There will be thousands of supplemental plantings including ornamental grasses and perennial ground covers. The style they are proposing is a contemporary garden design not unlike what is used for residential developments, but on a much grander scale. The focus of the landscape plan was to enhance the new architecture; to soften the new and existing parking lots and to break them up scale -wise; and to screen the new parking lots along York Road from outside views. Forty -one new trees will be added to the existing parking lots as well as some additional new landscaping to the Oak Brook Road entrance that is being modified. They have added quite a bit of green space to the parking lot, including deciduous and evergreen trees, shrubs and ornamental grasses and breaks up the large parking lot into smaller sections. There are generous new islands at the Contemporary Worship Center, which breaks up the drop off area from the new area of handicap parking. Along York Road, an approximate four -foot berm is added between the parking lot and bike path, which will help to screen the cars. The berm will be heavily landscaped with predominately- evergreen material with a double row of shrubs in order to fill in the gaps between the rows. It will take a few years to fill in, but will provide a substantial screen when it is planted. There are areas of evergreen trees, deciduous trees and ornamental grasses. The deciduous items selected will hold their leaves during the winter. The berm on the south property line will be predominately- evergreen trees where they have the room to do it. Plantings will be a double row with ornamental grasses they stay up all winter and will help to fill in gaps in the early years. A substantial VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 6 of 12 January 18, 2016 screen will be created when planted. Parking is not planned for this lot. All the other existing trees will remain which will add to the screen as well. Mr. Morrissey thanked the Commission. He noted that the General Contractor for the job will be Pepper Construction. He noted that as part of the special use they are requesting to add an accessory storage facility in the northwestern corner of the property, which will replace the garage on the southern end of the property. Member Lal noted that the church membership has grown to approximately 5,068 and questioned how many of those members were Oak Brook residents. David Melvin responded that about 360 confessing members. Membership is difficult to pin down and years ago when you went to church, you were a member. He noted that he wondered how many people servicing the Oakbrook Center are actually Oak Brook residents. So many people come in from the outside. The church was meant to be a regional church like the Sports Core and Oakbrook Center were meant to be. Although raised in Oak Brook he does not live there anymore, but spends most of his day in town. Director of Community Development Kallien questioned why the berm at the south end of the property was not completed to the end of the lot in order to completely shield the lights. Mr. Ryan responded that is because there is an existing woodland area on the site. Director of Community Development Kallien noted that it appeared there were some gaps in the area. Mr. Ryan said that in his recollection, it was a pretty dense woodland and the intent was to go as far as they could go until they hit dense woodland. The reality is that there is not much evergreen that could be planted in a forest with low light levels that would do very well. A few things could possibly be scattered in there. Chairwoman Tropinski asked in regards to the wetlands whether a review would be required by the Army Corps of Engineers to do what is proposed. Mr. Uttan responded that there are two affected wetlands on the site. The existing center facility is considered a wetland, but the Army Corps has not taken jurisdiction over that because it was manmade by the church a very long time ago and the review would be from the Village of Oak Brook. The wetland along Salt Creels is not impacted at all. Chairwoman Tropinski said that if a portion of the parking lot is being taken out she questioned how the water run off would be handled because it would run to Salt VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 7 of 12 January 18, 2016 Creels. Mr. Uttan responded that it currently flows toward Salt Creek and it will be redirected to a detention facility and treated with the brick pavers, which will filter it and slow it down. Member Doyle noted that he lives in the Robin Hood Ranch Subdivision and has a special interest in the area. He asked how high the current light poles are and how high the new poles would be. Mr. Melvin said that the current ones are 28 feet high and those in the center and along York Road would also be 28 feet. The current lights have a big orb around them, but the new lights will not. They are efficient but you will not see an orb. Member Doyle noted that the current lights could be seen into the Robin Hood Ranch Subdivision. Mr. Melvin responded that a lot less will be seen, as they will be changing out the lights in the center. They will add whatever baffles are necessary and do not want to be obtrusive to the neighborhood, they want to enhance it and will do whatever they can to make it reasonable. Member Doyle said that York Road has become a parking lot and he is not something with that. He asked if there were any discussion in changing the direction of the lights 90 degrees to keep it from coming toward the Robin Hood Ranch Subdivision Mr. Melvin said that is why they abandoned all discussion regarding any new drives along York Road. He said that he would be concerned with the neighbors along York Road. He is willing to work with the neighbors and will discuss it further. Any cars leaving the property affect the properties across York. Member Doyle said that he has driven the area over several nights and noted that at 9 pm, there were no cars in the parking lot, yet the lots were all lit. Mr. Melvin noted that there are timers set until 10 pm. They can change that. The newer lights will be different. The two new proposed lots are needed around 10 nights per year and they can covenant with the neighbors to have them off, unless they are notified in writing ahead of time and know for sure of 6 nights per year. Member Doyle suggested shorter light poles may help. In regards to landscaping along Oak Brook Road, it should have better screening. He did not see any paths through the parking lot to the church. Mr. Uttan noted that there are crosswalks through the islands and paths. The existing lot will be striped making paths to the front. He noted that the trees and light VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 8 of 12 January 18, 2016 poles are spread apart by 20 -30 feet. Member Doyle asked about the permeable brick being used and the concern is in a flood situation and will not retain water. Mr. Uttan said that they are proposing a storm system with an underdrain that will collect underground, filters to the main ponds and then to Salt Creek. The backup is that, if the brick pavers are overwhelmed, it stills is conveyed towards the pond. If the storm system fails, there is an overflow route where it will not flood more than a foot before it spills over to the pond itself. With the grade across the site, it drops 15 feet they are fairly confident that it will always get to the pond before going anywhere else except for the pond or Salt Creels. Member Doyle said that the concern is integrating R -2 lots all the way to Robin Hood Ranch and if in the future, the church needed parking and has a precedent to integrate them along York Road, unless there is a covenant that would restrict that. There is a concern that it will take away value from the homes in the subdivision, at least those adjacent to it. Most residential borders are separated from commercial uses by large fences. People do not like to look at parking lots. His other concern was security. A car can be parked on church property under darkness and gain access to Robin Hood Ranch, and he suggested screening with thorns. Chairwoman Tropinski noted that she liked the idea of LED lights and motion detectors and questioned whether they would look at all the lighting on the site. Mr. Melvin said that they would like to although in this project it is not included. Member Wilczak questioned how long would the Master Plan be completed. Mr. Melvin responded that if they are able to build all of this out, they would probably see dollar fatigue and they do not foresee the rest any time soon. This is similar to what the neighbors were shown in 2006, so to answer that he really does not know. Member Wilczak questioned if it was better to put all the entrances in and not tear down what is being built, unless it would be 20 years from now. Mr. Melvin responded that the reason they are showing the 3 lots is to show what is appropriate. When they get through the funding, they may find that they can only build one or two of the lots. They may not be back for quite a while. Member Wilczak questioned whether there was sufficient water retention on the site or would it create a bigger burden onto Salt Creels. Mr. Uttan responded that they do not drain into the north pond just south of Oak Brook Road; it is there to slow down the water from the Oak Brook Golf Club. It is VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 9 of 12 January 18, 2016 then filtered to the south so all of the runoff is going to that south pond. The footprint looks small, but there are 12 -foot retaining walls to hold the water in. Their water is not going to it; they are matching what is going to it right now due to what is coming to them from the golf club. They are doing brick pavers to accommodate that. Adam McFarland, 2 Robin Hood Ranch said that Mr. Doyle addressed many of his concerns. The expansion of the parking will result in a lot of light and although the LED may reduce some of the orbs, there will still be overall light generated, which will transfer toward his home. Although Phase One does not expand the last lot, it is still pretty close to his back yard, which he has a great concern with the lights and his property value. No one wants to look at a parking lot especially from your backyard. He did not see the berm helping that, especially from a two -story home. He noted that pavers are not grass. He is concerned that the parking lot would create more water. He is concerned with the future expansion so that it does not go further to his property line and would be a big impact. He noted concerns with the homes to the east, but now they will be shining toward his house. With a two story home you will see the lights all of the time. Fred Cappetta said that he filed a letter of representation for four or five homeowners who are along York Road and one in Robin Hood Ranch. The presentation was good and they felt that Christ Church has been a great neighbor and good resident to the community. Things were raised that are a concern, but he has a great deal of confidence that they are doing a good job in trying to get things. He noted that the case file is quite extensive and that Walter Morrissey delivered to his office copies of all the plans as quickly as he could and they received them several days ago. He has contacted several experts and his clients are concerned with some of the things raised in regards to the intensity of the lighting, elevation, water, the permeability of a paver, and it will take his experts a little while to review. In order to give them an opportunity to review the large volume of the documents. Mr. Morrissey indicated to him that they are willing to sit down with the residents and he believes they have demonstrated that this evening. He requested a continuance to April. It is a very extensive project and special uses will impact the property and will live forever on this property. Mr. Morrissey said that it is a significant development and over the last 50 years the Church has exhibited that it gets along with its neighbors and reasonable compromise on the other hand all of their professionals are present and time is money and the longer it is delayed the more it costs. He respects Mr. Cappetta and understands the request for a continuance; he would ask that the meeting be continued to March with the consent of the Plan Commission because of the extent of the professional services required. Mr. Cappetta said that they would do the best they can and hopefully come to something that is helpful to each other and the Plan Commission. VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 10 of 12 January 18, 2016 Director of Community Development Kallien said that he would like to be informed as the meetings progress and asked that they advise the Village of the status. There was a discussion regarding moving forward on the review and recommendation of the final plat. It was agreed to keep them on the same course. Member Iyer asked that the applicant and the residents represented by Mr. Cappetta work together to a resolution prior to coming back to the Plan Commission. Ehab Elqaq, 424 Canterberry Lane, whose property is located at the corner of Canterberry Lane and York Road said that while they were working on their new house he heard about the plans for the church and was shocked and concerned that their new house would just be looking at a parking lot and would be devastating to them with a two story home. Now they will be looking at lights from 28 -foot poles, glare from the lights, and they will just be shining right at their property. He said that he is an engineer and the statistics presented that the existing levels is 1.67 and the average is 2.3, which is an increase of lighting. He noted that the York Road side will be 40 percent brighter than what is on Oak Brook Road. The ratios are critical and statistically are not good. There will be dark and light spots. When the headlights are going even with a berm as the car is moving the lights will shoot directly at their house, regardless of the berm due to the angle. The poles will have the light coming into their living room. Richard Allison, 31 Robin Hood Ranch and has resided in the area for 40 years. He was president of the Fullersburg Woods Association. He said that he did not think Mr. Butler could have anticipated 40 years ago that the church would encompasses such a large area. He was not sure that the consolidation of the properties would be in everyone's best interest and encouraged the Commission to get all of the facts. Mr. Morrissey said that they did not need to submit a Master Plan and could have come in with just the Phase One. They tried to show what 20 years might look like if the church ever raised the funds to do it all. They came forward in good faith and made a full disclosure of the plan. There is not a plan for plan 2, or B or C in the future as stated. They agreed to the continuance. The Commission agreed to continue the meeting. Motion by Member Iyer, seconded by Member Doyle to continue the review of the application to the regular Plan Commission meeting on March 21, 2016. ROLL CALL VOTE Ayes: 6 — Members Doyle, Iyer, Lal, Sheers, Wilczak and Chairwoman Tropinski Absent: 1 — Member Jain Nays: 0 — Motion Carried. VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 11 of 12 January 18, 2016 6. OTHER BUSINESS OTHER BUSINESS Director of Community Development Kallien reviewed possible upcoming cases. There was a brief discussion on Zoning Ordinance update. There was no other business to discuss. 7. ADJOURNMENT: ADJOURNMENT Motion by Member Wilczak, seconded by Member Doyle to adjourn the meeting at 9:04 p.m. VOICE VOTE: Motion carried. ATTEST: /s/ Robert L. Kallien Jr. Robert Kallien, Director of Community Development Secretary VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 12 of 12 January 18, 2016