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Minutes - 04/19/2010 - Plan CommissionMINUTES OF THE APRIL 19, 2010 REGULAR MEETING OF THE PLAN COMMISSION OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON OCTOBER 18, 2010 1. CALL TO ORDER: CAUL To ORDER 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 7:31 p.m. 2. ROLL CALL: ROLL CALL Gail Polanek called the roll with the following persons PRESENT: Chairwoman, Marcia Tropinski, Members Thomas Doyle, Raymond Dunn, Raju Iyer, Gopal Lalmalani and Robert Lindgren ABSENT: Member Mintu Sharma IN ATTENDANCE: Robert Kallien Jr., Director of Community Development and Mike Hullihan, Village Engineer / Director of Public Works 3. APPROVAL OF MINUTES: MINUTES REGULAR MEETING OF THE PLAN COMMISSION OF MARCH 15.2010 Motion by Member Iyer, seconded by Member Doyle to approve the minutes of the March 15, 2010 Regular Plan Commission meeting as written. VOICE VOTE: Motion Carried. Chairwoman Tropinski announced by agreement of the Commissioners, the agenda items would be taken out of order and new business would be heard first. Chairwoman Tropinski announced that the meeting agenda items would be taken out of order so that the New Business would be heard first. S. NEW BUSINESS NEW BUSINESS A. YORK ROAD DEVELOPMENT PARTNERS SUBDIVISION — 1800, 1802 YORK RD DEv PARTNERS SUB - AND 1806 YORK ROAD — FINAL PLAT OF CONSOLIDATION 1800 -1806 YORK ROAD - FP Director of Community Development Kallien provided an overview of the request stating that this was the last step in the process to construct a medical office building on the site. This request is to consolidate the three parcels into one. Rob Oldenburg, representative for the applicant, York Road Development Partners, LLC, said that they had sought and were granted approval of a map amendment, text VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 1 of 9 April 19, 2010 amendment, special use and several variances for the subject property in order to construct a 74,000 square foot medical office building. They closed on the properties in January and are now the legal owners of all three properties. In order to construct the medical office building they are required to consolidate the parcels into a single lot, which is what they are seeking in this request. Sandra Cubas, 3 Woodridge Drive located in the Woodside Estates Subdivision said that she also represented her parents who reside at 606 Lakewood Court in the Forest Glen Subdivision. Her purpose at this meeting was to find out the status of the trees. She lives fairly close to York Road and wanted to find out the status of adding trees in order to have a solid visual barrier from their subdivision to York Road. The trees would fill in the gaps where there are existing pine trees and would cut down on the noise pollution. The traffic is going to increase on York Road, which would result in more noise in their backyards. Village Engineer Hullihan said that there have been landscape plans for the west side of York Road that have been submitted and they do include a berm and some trees. He added that there have not been any applications for permits to put any additional trees in the public right of way. Chairwoman Tropinski asked who owned York Road at that point. Village Engineer Hullihan said that the village owns it and does not normally allow planting of coniferous trees, arborvitaes or spruces in the public right of way. Deciduous trees can be planted and the village would entertain planting more trees in the right of way if it was appropriate. Member Lindgren asked if the concerns of the residents in the Woodside Estates had been addressed during the previous process, such as lighting. Director of Community Development Kallien responded that the lighting would meet the village standards and would be included as part of the actual building permit. Everything else has been approved and the only remaining issue is approval of the subdivision. Ms. Cubas said that they realize the development will bring in more traffic and noise and they are only asking for a few more large trees to fill in the gaps on the east side of the street. The neighbors are willing to sign any type of petition, if necessary in order to get additional trees. Village Engineer Hullihan responded that there had been only one request to plant coniferous trees on the east side of York Road located in a portion that is technically in the right of way, but is offset approximately 30 feet from the road, to replace existing honeysuckle and scrub brushes. The request was approved and the trees have been planted there. This was the only .request for additional trees that had been VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 2 of 9 April 19, 2010 NA received. He said that trees are relatively inexpensive to plant, but they are not a panacea There are offsetting goals of screening and providing trees while maintaining sight lines and visibility along traveled ways. An expectation that there would be a solid wall of green on the east side of York Road is probably unrealistic. Member Dunn asked if there were an option to construct some type of wall similar, but not as high, to what they installed next to the tollway or would it be cost prohibitive. Village Engineer Hullihan responded that it may be prohibitive in cost, but then you also have to look at what you are creating and whether it would be a bigger eyesore to the resident, than the structure located 300 feet away. Member Dunn asked if the subdivision could contribute to the village costs. Village Engineer Hullihan responded that the residents could always propose it to the village, but to date, there has only been one request, which had been approved. There have not been any other questions asked or requests made. Ms. Cubas said that she could put something together to present to the village. Director of Community Development Kallien said, for the benefit of the newer members, that during the hearing process for the medical office building, the homeowners and associations were involved. The developer had meetings with Forest Glen as well as Woodside Estates and they did work out issues and concerns at that time. This project did not reach this point without public input. Member Lalmalani recalled that the president of the homeowners association had spoken at the Plan Commission meeting stating that they were satisfied with the arrangements that had been made with the developer. Ms. Cubas noted that the president of the Forest Glen subdivision had appeared, not the president of the Woodside Estates. She added that at the time the developer met with the homeowner associations it was a two story building, not three. Director of Community Development Kallien suggested that the residents formulate what they wanted in writing and submit it to him. It would then be submitted to the Village Board and suggested that the residents attend the Village Board meeting (on May 11, 2010) at the time the matter is brought up. He noted that the final plat review was the last stage for this project. Ms. Cubas responded that they would put something together in writing and submit it to the village. VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 3 of 9 April 19, 2010 4. Director of Community Development Kallien added that Village Engineer Hullihan has the design plan. Chairwoman Tropinski asked whether the Village Engineer had any issues with the plat as presented. Village Engineer Hullihan responded that he did not. Chairwoman Tropinski said that the proposed plat then meets the requirements of the Subdivision Regulations to recommend approval. Motion by Member Lindgren, seconded by Member Lalmalani to recommend approval of the final plat as submitted. ROLL CALL VOTE: Ayes: 6 — Members Doyle, Dunn, Iyer, Lalmalani, Lindgren, and Chairwoman Tropinski Absent: 1 — Member Sharma Nays: 0 — Motion Carried. UNFINISHED BUSINESS UNFINISHED BUSINESS A. VILLAGE OF OAK BROOK TEXT AMENDMENT — SIGN �s r VIKGB REGULATIONS — VILLAGE OWNED WAY FINDING SIGNAGE AND OWNED WAY BANNERS DISCUSSION (LIMITED TO VILLAGE OF OAK BROOK FANm �G SANNNERs PUBLIC RIGHT OF WAYS) O PUBLI CNRIGHT OF WAYS) Chairwoman Tropinski thanked staff for the all the comprehensive material and research that had been provided in the case file. Director of Community Development Kallien said that he has yet to find a set of regulations for what we were trying to achieve. Most banner programs advertise public events, places, museums, etc. Naperville has some banners that say "Shop Downtown" and advertise an area. Some language could be crafted utilizing some of what other communities are using for public signs, apply that'to this and provide that for the next meeting. The only places that banners would have applicability in Oak Brook, would be public places that have municipal street lights. On page 8 (lighting on 22nd Street from Spring to Route 83, 16d' Street and Spring Road to 22nd Street) and 9 (lighting along Jorie Blvd) of the case file are maps from the village's GIS system that indicate the locations of village owned street lights. These are the primary areas that could accommodate some type of banner program. Village Engineer/Director of Public Works Michael Hullihan said that banners look inconsequential, but in order to maintain them due to their exposure to all the weather elements (wind, rain, snow, sun) they require some management and maintenance. As public workers they look at the equipment required to install them, VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 4 of 9 April 19, 2010 which would include a boom truck and a follow up truck with safety bumpers. There was an unfortunate accident in a neighboring community where a public works employee lost his leg because of an accident when someone ran into a truck and he was caught between two vehicles. The appropriate type of equipment was not being used, and the village does not have that equipment at this time. The work could be contracted out to a firm that has the appropriate equipment and insurance. The light standards that are well spaced out along McDonald's Drive and Salt Creek on page 8, do have the mounting hardware for vertical banners, however none of the other light standards have it. Other communities that have successful banner programs have a design theme used with the banners, such as with LaGrange. It does take some expense to create a design, and the production is also not an inconsequential expense. The program would involve the installation of the banners and when they are to be retired at the appropriate interval, which includes tracking the design and installation dates, the physical installation, maintenance, retirement of banners. Member Dunn questioned how long the banners typically last. Village Engineer/Director of Public Works Hullihan responded that they typically last 1 to 2 years, but are normally seasonal and are rotated. Banners exposed to the elements typically last about 18 months. Village Engineer/Director of Public Works Hullihan responded that it is a very common practice in other communities. He passes through Countryside, there are banners there that say, "Welcome to Countryside, Shop, Stay, Play Here," and across the bottom it says, "Brought to you by Vulcan Materials" because their quarry is located on the other side of the street, which is pretty common. It should be done in the same color scheme and be consistent Member Dunn questioned whether this type of program would be a benefit or hindrance to the Village. Director of Community Development Kallien responded that this type of program has been directed by two of the Village Trustees. A local business owner contacted them and when the way finding application was being referred by the Village Board, the banner issued was included by the Board. The review is based on fact finding, and to report the findings back to the Board including any issues that may need to be investigated, and to include all negative and positive aspects of such a program. Member Lindgren noted that in reviewing the extensive amount of material, some of it enforced some of the impression that he had, which is that the way finding program tend to be focused on public facilities and less on businesses. Banner programs seem to be focused on particular events. He raised a concern that whatever the Plan Commission does should be balanced in terms of a public service aspect or informational flavor versus the more commercial oriented. There may be a VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 5 of 9 April 19, 2010 VU- revenue enhancement by charging fees for banners or placement on way finding signage, but was concerned about a program that would be belo)y Oak Brook standards by being overtly commercial. Director of Community Development Kallien said that a program would need to be well thought out and comprehensive. We also need to determine the level of interest in such a program. If very few are interested, then the Board would be advised of that. Sometimes there is a perception that if it is desired by one, then there are many others interested as well. As far as way finding signage, he found that Burr Ridge uses an orange directional sign within the development and the files contains pictures which shows the names of businesses with an arrow. The lettering is simple, but very effective. Outside the development there were two additional signs that actually listed some of the businesses inside. When he questioned the Community Development Director of Burr Ridge, he said that they were allowed by right as a village -owned sign within the right of way and were designed to break away should they be hit by a vehicle. With a stone monument sign, the car always loses. Most of the interest has come more from office type buildings for way finding signage in the Village. The signage in Burr Ridge is more of a commercial district. The more design oriented the sign is, the more expensive it becomes. When the Village Manager brought up this concept, it was his perception that the program would pay for itself, by entities that would want their name depicted on the signs which would cover the cost. During the Commercial Revitalization Plan process the consultant did identify locations for way finding signs that appeared to make sense as shown on the plan on page 4 of the case file. There is some merit to this, but some of the locations have some challenges in terms of how a sign is placed so that people see it and it becomes useful for what it was intended. Village Engineer/Director of Public Works Hullihan said that there are certain destinations that people are looking for because they are lost, such as the Park District. Additional signs have been added Member Dunn said that he can understand how people feel when they come to Village and it is difficult for them to find some various events and locations. We don't want to discourage people, by not helping them but need to provide help to get them there. Village Engineer/Director of Public Works Hullihan noted that Oak Brook was a restaurant destination and it worked LaGrange, Oak Park and Forest Park, but they are cyclical businesses that turn over. By. saying something is located in the Oakbrook Center is not that informative. There is also the Promenade, which has another restaurant cluster. Getting people off of 22 d Street, 31st Street, Jorie and Butterfield Road to the clusters of highly visited places; and restaurants are a big VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 6 oo�f`9 April 19, 2010 one. We would be doing the Village a great service in getting people where they want to go more efficiently. Compile a list of destinations that people want to get to and then find the logical place to get to cluster 3 -4 on one sign so that it would not be obstructive to traffic. Member Doyle said that it was the responsibility of the owners' to make that happen. Way finding signs are typically not commercial they are more of corporate /semi- public locations that are not easily known where they are. . Member Dunn said that something is needed to get people to where they want to go. It is not the Villages responsibility to let people know what is inside the various shopping centers. Member Doyle said that there are two areas of light poles that can be used around the Oakbrook shopping center and Jorie Blvd. If the shopping center is interested, the Village should try to put something together that they would like. Jorie Blvd has a lot of office buildings, which would need a program that has, consistency with the banners. Director of Community Development Kallien said that Jorie Blvd is very different than the area around the shopping center. There are more public type businesses down Jorie, including such as the Park District, the golf course, etc, Village Engineer/Director of Public Works Hullihan commented that it would need to be decided if there should be a banner on every one of the 450 light standards owned by the Village. If not, is there a minimum number to be used, such as 50, 30, 20 or 10 in a stretch in order to make it unified, which will help when they are asked how much it would cost for the program. Chairwoman Tropinski said that the most logical place for the banners would be where the heavy traffic is along M "a Street, which is a short stretch of road. The roads are designed so that vehicles go back fast. What would the purpose be, with such a short stretch, when one side has a shopping center and the other side is office buildings? The business district would really not benefit. Banners should advertise some kind of event for it to be appropriate and seems there is more of a need for the way finding signage. It could be a nice source of revenue to have the way finding signs with the village information on it and then have business rent the means of direction. Member Iyer said that west of Route 83 there are a lot of businesses, but there are not any available light poles to place them there. There is Costco, the Promenade, etc., that may also like to have the same opportunity. Village Engineer/Director of Public Works Hullihan said that from Route 83 to Midwest Road the entire right of way is owned by Oakbrook Terrace, so the right of VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page e77 of 9 April 19, 2010 I / `- way goes right up to the Costco property line. There is only transition lighting located west of Route 83. West of Midwest Road, it is the Village of Oak Brook right of way, but it zigzags. Director of Community Development Kallien noted that the street light in the right of way by the Promenade is in Lombard. He noted that the boundaries adjusted as properties were annexed into towns, those that annexed properties first had the boundary go to the far side of the road. Some communities over time balanced their boundaries out. Member Iyer said that the banners would only be from 22n0 and Route 83 to York Road and along Spring Road. Director of Community Development Kallien said that letters will be sent to local businesses in those areas to determine what kind of interest is there. Member Lindgren said that a banner program limited to a specific area is very limited. Village Engineer/Director of Public Works Hullihan said that banners and way finding signage are elements of a streetscape, along with varying types of pavement and road width. As roads narrows traffic tends to slow down, when a street gets too wide, people are focused on the bumper of the car in front of them, so there are limitations to any of the signage efforts. Chairwoman Tropinski said that way finding signage could also be a welcoming tool for visitors coming into the Village, combining traffic safety plus a commerce issue. William Lindeman, resident said that he did not think that banners were desirable. There is freedom of speech issues, prioritizing who can post a banner; they are unsightly, unless they are given considerable maintenance. This issue was brought up by one trustee at a village board meeting, when he made reference to the banners on 315 Street by Mayslake. Banners area detriment to the aesthetics of the Village. He is aware of streetlights having vertical banners, which he connects with special community events. Banners are the lowest form of communication. If there is reluctance to providing advertising on the water towers, with which he agrees. Oak Brook is a classy town and shouldn't require revenue from a Starbucks logo on a water tower. The Village would never consider billboards and he could not imagine the revenue needed would be that banners would be allowed. Way finding would be useful within limits. McDonald's and the Hyatt have problems because the development was approved on the condition that the hotel and restaurant facilities were not open to the public, somewhere along the line that was changed. He was concerned as to how it would be determined what tenant names would be added to way finding signs. Some tenants do not deal with the public. Burr Ridge has elegant VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 8 of 9 April 19, 2010 signage. Tuscany is a victim of landscape, there are two ground signs on 22nd Street, but they are set back with large trees in front. To allow them to have a banner to attract customers would be a mistake. Banners are subject to free speech, just like a mural. Director of Community Development Kallien said that in the future, as part of the approval process with the Planned Development Regulations, the Village Board will be asked to approve, exactly what the signs would look like. Surveys will be sent to commercial owners and tenants located in areas that have been identified as having a need for way finding signage. He suggested that Commissioners call if they have any ideas or questions. Motion by Member Lalmalani, seconded by Member Dunn to continue the discussion of this matter to the next regular Plan Commission meeting., VOICE VOTE: Motion Carried. 6. OTHER BUSINESS There was no other business to discuss. ADJOURNMENT: OTHER BUSINESS ADJOURNMENT Motion by Member Iyer, seconded by Member Dunn to adjourn the meeting at 8:59 p.m. VOICE VOTE: Motion carried. ATTEST: Robert Kallien, Director Co nunity Development Secretary VILLAGE OF OAK BROOK Regular Plan Commission Minutes Page 9 of 9 April 19, 2010 M