Village of Northbrook Board of Trustees met May 26.
Here is the minutes provided by the board:
VIRTUAL PUBLIC MEETING INITIATED FROM THE NORTHBROOK VILLAGE HALL
1. ROLL CALL
| Attendee Name | Title | Status | Arrived |
| Sandra Frum | Village President | Present | |
| Kathryn Ciesla | Trustee | Present | |
| Bob Israel | Trustee | Present | |
| Muriel Collison | Trustee | Present | |
| Heather Ross | Trustee | Present | |
| Johannah Hebl | Trustee | Present | |
| Dan Pepoon | Trustee | Present |
3. PLAN COMMISSION INTERVIEWS
The Board of Trustees interviewed Eric Schwager and Laura Collins for the open position on the Plan Commission.
4. MINUTES APPROVAL
A. Board of Trustees - Regular Meeting - May 12, 2020 7:30 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Dan Pepoon, Trustee
SECONDER: Heather Ross, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
5. PUBLIC COMMENT TIME
President Frum noted the public can make comments by emailing publiccomments@northbrook.il.us and email responses must be under 200 words.
President Frum noted they received two emails. The first email from Catherine Caporusso who requested that the Village post signs near the curbside pickup to notify the public not to idle and turn off their car engine. In addition, she requests the Village add a plastic bag-recycling container behind Village Hall.
President Frum responded Trex will be collecting the plastic bags on June 1, 2020 and they are looking for additional recycling bins to post at various locations. The Board will further discuss posting signs at curbside pickup to remind the public not to idle.
The second email from Sarah Sanford requested the Board consider implementing sustainable measures for the development project on Willow & Pfingsten, such as replacing the trees, Green LEED building, Solar power and environmentally friendly transportation. President Frum responded they have received many emails from the public expressing their concern for the development project.
6. MANAGER'S REPORT
Village Manager Rich Nahrstadt noted the electronic recycling will start again on June 6, 2020 and a second pick up on June 9, 2020. The applications have been sent out for the vehicle stickers (will accept online, mail or drop offs). The deadline to purchase stickers was extended until September 1, 2020. The stickers come in two designs: 100 years of women's rights to vote and Northbrook Strong.
Trustee Ciesla recommended including information on what organization the donations are supporting to get more people interested in the community and suggested the donations go to the Northbrook Relief Effort, during the pandemic. Mr. Nahrstadt responded the donations will be used to help the community recover from the pandemic and will work on drafting a communication to the public regarding the donations.
Director of Public Works Kelly Hamill discussed the flooding in the Village and how the storm sewer system was unable to handle the huge amount of rainfall from the storm, which came in such a short period. In the last 10-days, there have been three rainstorms with seven inches of rain. During the storm, staff barricading the flooded roads and but with the amount of rain there was limited help they could provide. Staff is still returning calls from the public and will evaluating all claims of structural flooding from the storm. Furthermore, they have been working on scheduling a Storm Water Commission meeting to discuss the recent rain events and determine if there is any new or additional stormwater projects. The Commission is reviewing State issued Bulletin 75, which helps with stormwater requirements development standards. The residents are very interested in attending the Storm Water Commission meeting to discuss the flooding issues they are experiencing in their neighborhood and provide feedback to the Commission.
Trustee Hebl asked how the Master Storm Water Plan is working and how they are educating homeowners on flood prevention. Mr. Hamill responded they have informed the residents that are part of the Master Storm Water Plan and flooding information is available on the website for homeowners. Furthermore, the team will work on streamlining flood prevention information to the public.
President Frum would like to use the social media platforms to get information on flood prevention and available programs out to the public.
President Frum requested an update on two water main breaks. Mr. Hamill responded the first water main break was at the intersection of Sanders & Rutgers and they are repairing the damage. The second water main break was located on Dundee Road west of Landwehr and they will be replacing the entire pipe. Both water main breaks are located in the second pressure zone and they do expect water main breaks in that area.
President Frum asked about the recycling schedule for spring pickup. Assistant to the Village Manager Madeline Farrell responded the pickup is on June 13, 2020 from 7 a.m. to 1 p.m. at three locations (Public Works, Grainger and the Advanced Disposal Transfer Station).
7. WARRANT LIST
A. Review and Approval of Payments to be Made
Trustee Ciesla Moved for the approval of class A & B Warrants dated May 1, 2020 - May 15, 2020 in the amount of $4,024,487.70.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. Review of Frontage Deposit List Dated May 14, 2020
Trustee Ciesla Moved for the approval of Frontage Deposit refunds totaling $8,900.00 dated May 14, 2020.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
8. PRESIDENT'S REPORT
A. Commission Reappointments
President Frum discussed the following reappointments: George Metzger to the Board of Fire & Police Commissioners, Pedro Cevallos to the Storm Water Commission and Sally Kroha to the Youth Commission.
President Frum asked for a motion to approve the reappointments. Trustee Israel moved, seconded by Trustee Collison. On voice vote, all were in favor.
Trustee Hebl asked if other Commissions have open positions. President Frum responded the ACC and EQC each have one open position.
RESULT: APPROVED [UNANIMOUS]
MOVER: Bob Israel, Trustee
SECONDER: Muriel Collison, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. A Consideration of the Extension of the Declaration of Disaster Executed by the Village President
President Frum discussed extending the Declaration of Disaster to the end of the next Board of Trustees meeting on June 9, 2020. The order for not congregating at parks will be removed (adjust to groups of ten) and will follow the State’s order.
Village Attorney Steve Elrod discussed extending the Declaration of Disaster executed by the Village President.
Trustee Ciesla asked if the Park District would be opening up parks to the public. She would like to request the Park District post signs about limiting the number of people going to the parks. President Frum responded the playgrounds would remain closed to the public. She agrees with Trustee Ciesla on establishing communication with the School District and Park District regarding the reopening of fields to the public. Mr. Nahrstadt commented they are working with the Park District and Police regarding the new guidelines for the public to follow.
President Frum made a motion to extend the Declaration of Disaster to the end of the next Board of Trustees meeting on June 9, 2020. Trustee Ciesla moved, seconded by Trustee Pepoon. On voice vote, all were in favor.
C. ORDINANCE NO. 2020-19
An Ordinance Authorizing An Auxiliary Outdoor Dining Program An Ordinance Authorizing An Auxiliary Outdoor Dining Program
President Frum noted they received the ordinance today and the ordinance will extend liquor licenses to the outdoor dining area.
Trustee Hebl recommended not allowing biking on sidewalks downtown to make room for pedestrians.
Trustee Ciesla asked how smoking would be accommodated for outdoor seating. She noted the ordinance gives the Village Manager the authority to close streets to help support restaurants. Mr. Nahrstadt responded the ordinance will give him the authority to close streets and they have not received requests from businesses to close streets. Their team is evaluating partial street closures and parking lots.
Trustee Ciesla requested that the information released to the public should include how Northbrook is looking at ways to help support all businesses during the pandemic; because they do not want the public to assume all streets are going to be closed.
Tom Poupard, Director of Development & Planning Services commented that all businesses would be taken into consideration when discussing street closures, because they do not want to impact curbside pickup businesses in the communities.
Trustee Ciesla made a motion to approve the ordinance authorizing an Auxiliary Outdoor Dining Program. Trustee Ciesla moved, seconded by Trustee Collison. On voice vote, all were in favor.
President Frum commented if restaurants have questions regarding outdoor dining please reach out to Tom Poupard, Director of Development & Planning Services (email Tom.Poupard@northbrook.il.us and phone 847-664-4051).
Mr. Nahrstadt noted they are working on the guidelines and the application will be available soon for businesses to apply online.
President Frum congratulated Tom Poupard for his hard work in creating an ordinance to help businesses during the pandemic. The public should continue practicing social distancing and wearing masks when outside. The Contact Tracing Training is available and you can sign up by visiting www.dph.illinois.gov.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Kathryn Ciesla, Trustee
SECONDER: Muriel Collison, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
CONSENT AGENDA
Trustee Israel moved, seconded by Trustee Pepoon, to move Agenda Item 11 (A) to the consent agenda. On voice vote, all were in favor.
RESULT: ADOPTED [6 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Dan Pepoon, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
A. RESOLUTION NO. 2020-59
A Resolution Authorizing an Agreement for Environmental Engineering Services with Huff & Huff Inc. of Oak Brook, Illinois
B. RESOLUTION NO. 2020-60
A Resolution Approving a Contract with Milwaukee Pump & Tank Works Inc. d/b/a Armor Shield of Wisconsin of Slinger, Wisconsin for Underground Fuel Tank Inspections at the Northbrook Public Works Center
C. RESOLUTION NO. 2020-61
A Resolution Approving An Agreement for Pavement Marking Services with Preform Traffic Control Systems, Ltd. of Elk Grove Village, Illinois
D. RESOLUTION NO. 2020-62
A Resolution Approving the Procurement of SCADA Maintenance Services from Technical Support Associates
E. RESOLUTION NO. 2020-63
A Resolution Authorizing the Renewal of Subscription with Lexipol, LLC of Irvine, CA
F. ORDINANCE NO. 2020-20
An Ordinance Voluntarily Annexing Certain Territory Contiguous to the Village of Northbrook and Establishing Zoning Thereof (3942 Maple Ave)
G. ORDINANCE NO. 2020-21
An Ordinance Granting a Level III Design Review Permit for an Exterior Wall Sign at 1346 Shermer Road (How About Learning)
H. RESOLUTION NO. 2020-64
A Resolution Authorizing an Agreement with Meade Inc. of Willowbrook, Illinois for Maintenance of Traffic Signals
COMMITTEE REPORTS
10. FINANCE
A. Initial Review - 6b Tax Incentive - 1825 Shermer Road (Maurice Sporting Goods Bldg.)
Tom Poupard, Director of Development & Planning Services described the request for a Cook County 6b tax incentive at 1825 Shermer Road. The property was previously a warehouse for Maurice Sporting Goods. The property has been listed for sale on the real estate market for several years and Jinny Beauty Supply is interested in acquiring the property. The business will operate as a distribution beauty supplier for retailers. The building has not been vacant for more than two years and the Board should evaluate if the 6b incentive is necessary to encourage industrial use of the property. The property is designate as appropriate for mixed-use in the Comprehensive Plan, so there is also the possibility the property could be rezoned to accommodate a residential development.
Trustee Ciesla is in favor of this request since it has not been functioning as a warehouse for several years and the property meets the 6b tax incentive criteria. The idea of a residential development is not appropriate for this location.
Trustee Israel expressed concern for increased traffic that may be generated by the new user and its impact on services. He noted the most recent tax amount paid was very low. The Board will help reduce the tax burden on the property to increase the property value. Mr. Poupard responded there are two separate tax parcels and the total property tax paid would be a combined amount.
Trustee Israel asked if the project would require the Village to invest in public infrastructure and requested clarification on who is applying for the 6b tax incentive. Mr. Poupard responded Jinny Beauty Supply would be the occupant, but the ownership of the land could be under a different entity that leases to Jinny. We have seen this approach frequently. The intent, however, is for Jinny to be the occupant.
Trustee Israel stated he is in favor of this request and this is great for the community. Trustee Collison stated she is in favor of this request.
Trustee Ross stated she is in favor of this request and agrees with Trustee Ciesla that a residential development is not appropriate for this location.
Trustee Hebl commented the property has not been on the market long enough to be granted a 6b tax incentive, but she will support this request.
Trustee Pepoon agrees with Trustee Ciesla. He expressed concern for increased traffic in the area and does not want this to become an issue. Furthermore, he is in favor of the 6b tax incentive for industrial use only.
President Frum agrees with her fellow Trustees in granting the 6b tax incentive for industrial use only.
Mr. Poupard commented they will work with the applicant on addressing traffic concerns and the questions about marketing the property.
11. PUBLIC WORKS
A. RESOLUTION NO. 2020-65
A Resolution Authorizing an Agreement for Parkway Tree Trimming Services with Advanced Tree Care of Lincolnshire, Illinois
Trustee Hebl noted s is not comfortable approving bids that allow the vendor to go over bid amount. Director. Hamill responded the estimate for tree trimming services is average and they use the vendor for core tree trimming services in the Village. If there is an emergency, the change order authority allows the Village to use the vendor for additional work. The base contract is used for regular tree services and added work needs to be approved with separate purchase orders.
Trustee Israel made a motion to approve the resolution authorizing an agreement for Parkway Tree Trimming Services. On roll call Trustee Israel moved, second by Trustee Hebl. On voice vote, all were in favor.
RESULT: ADOPTED [6 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Johannah Hebl, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
B. RESOLUTION NO. 2020-66
A Resolution Approving an Agreement with Schroeder Asphalt Services Inc. of Huntley, Illinois for the Resurfacing of the East Metra Commuter Parking Lot and the Pavement Patching Improvements at the Police Department and Village Hall Parking Lots
Director Hamill noted they are accelerating the contract and the vendor will be resurfacing the parking lot (patching services, curb replacement, new signage and ADA compliance). The vendor must finish the parking lot by July 3, 2020 to avoid penalties. It was noted that all contracts start at a base quantity of work and any change orders require approval. Furthermore, the Village contracts are always based off the bid amount and the contracts allow flexibility to submit change orders for additional work.
Trustee Hebl commented she wants to insure the Village is very scrutinizing of bids received and change orders.
Mr. Nahrstadt noted the Department first reviews the change orders, then the Department Head can submit a recommendation and the change orders are sent to the Village Manager.
RESULT: ADOPTED [6 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Johannah Hebl, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
C. RESOLUTION NO. 2020-67
A Resolution Authorizing a Contract with Bolder Contractors Inc. of Cary, IL. for the Installation of Water Distribution System Valves
Director Hamill noted the Water Distribution System Valves installations are part of the two-zoned system and the final piece to make it fully operational. The goal of the two-zone system is to have the second zone water pressure to 40 PSI in the northwest area of the Village and this has been accomplished with most properties seeing a 10-15 psi increase. These valves will allow the Village to control the flow of water between two zones. They are installing Smart Valves to allow the flow of water to go back and forth between the zones. The new valves will make the water system more efficient to operate.
RESULT: ADOPTED [6 TO 0]
MOVER: Bob Israel, Trustee
SECONDER: Johannah Hebl, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
12. PLANNING/ZONING
A. RESOLUTION NO. 2020-68
Resolution Approving Northbrook Strong Business Grant Program
Tom Poupard, Director of Development & Planning Services discussed how restaurants and bars would be able to open outdoor dining areas for parties of six or fewer if they meet certain standards when we enter Phase 3. The retail stores are allowed 50% maximum capacity or five customers per 1000 square feet. The State released health & safety guidelines for all the different types of businesses to follow to help reduce the spread of COVID-19. Furthermore, they encourage employers to allow employees to work from home and continue practicing social distancing.
The grant program will focus on reopening expenses. The grant money will be available to smaller non-essential retailers (no more than four stores and not home-based), restaurants (no more than four restaurants owned and operated by the entity), and personal services (no more than four stores and does not include fitness facilities). The business must have been operating since February 1, 2020 and applicants must submit a statement of economic hardship concerning the loss of revenue attributed by the pandemic. The applicants must demonstrate that they have a valid Village business license and no active violations of Village ordinances. The applicants must provide a statement regarding what other types of County or State Federal Aid they have applied for. Furthermore, the applicants will be able to apply online for the grant program ($2,000.00 grants per business) and will be launching this week if approved.
Trustee Collison would like the language in the criteria section for 25 employees changed to 25 full- time employees. She would like to know how they are getting the grant program information out to the public and would like the scoring system to be viewable to the public. Mr. Poupard responded they have partnered with the Chamber and will host a recorded webinar. They will send emails to all the businesses that have licenses with the Village and utilize the social media platforms to get information out the public regarding the Strong Business Grant Program.
Trustee Ciesla stated she does not agree with posting the rubric for the public to see and should only send the rubric if they request it.
Trustee Israel agrees with Trustee Ciesla and is in favor of approving this request to help businesses in the community.
Trustee Ross expressed concern regarding businesses that do not have licenses. Mr. Poupard responded the businesses applying for the grant money, must only show a license if required for their type of business operations.
Trustee Hebl stated she is in favor of this request.
Trustee Pepoon stated he is in favor of this request.
Trustee Collison made a motion to approve the resolution for the Northbrook Strong Business Grant Program with changing the criteria section to 25 full-time employees. On roll call Trustee Collison moved, second by Trustee Ross. On voice vote, all were in favor.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Muriel Collison, Trustee
SECONDER: Heather Ross, Trustee
AYES: Frum, Ciesla, Israel, Collison, Ross, Hebl, Pepoon
B. PRELIMINARY REVIEW - ZONING & DEVELOPMENT APPLICATIONS
1. Preliminary Review of a Request for Corridor Agreement Amendment, Rezoning, Re-subdivision, & Special Permits - Retail Development at the Northwest Corner of Willow and Pfingsten
Michaela Kohlstedt, Deputy Director of Development and Planning Services discussed the retail redevelopment project at Willow and Pfingsten for six parcels. The majority of the property is vacant with two single-family homes. There are three lots zoned for C2 commercial use and three lots zoned for residential use. The property is part of the Willow Road Corridor Agreement, which is an agreement between Glenview and Northbrook. The Village of Northbrook and Glenview have the ability to discuss redevelopment plans. The application will require an amendment to the corridor agreement.
The recently approved Village of Glenview plan does not include automotive repair businesses or accessory drive-through. The proposed development plan will include restaurants, gas station, car wash, auto repair, retail and drive-through services. They will be relocating an existing McDonalds (Glenview shopping center) to this location. The proposed plan meets the setback requirements for the Commercial District and the applicant needs to apply to rezone the remaining residential parcels to C2 commercial use (rezoning R-1 to C-2). Furthermore, the applicant will need to apply for several special permits for the different types of business operations.
President Frum asked how wide the retention is in the back of the property and if landscaping can be put in there. Ms. Kohlstedt responded you cannot have landscaping in the retention area.
Trustee Collison expressed concern with approving this redevelopment plan. This property is a great opportunity to create something awesome for the community. The proposed redevelopment plan has too many drive-throughs and the car wash is unnecessary. Furthermore, she is not comfortable changing the zoning on the Highland lot and the Village is unable to address the traffic impact this will have in the community.
Trustee Ciesla agrees with Trustee Collison. The Board needs to determine if it is appropriate to amend the Comprehensive Plan. This proposed development will impact traffic significantly and the area is very dense. She asked if the landlord plans to sell the parcels. Deputy Director Kohlstedt responded the business owners will have their own lots.
Trustee Ciesla expressed concern with subdividing and selling the parcels. She would prefer a cohesive plan going forward. The redevelopment plan presented does not incorporate enough green space and needs to be reevaluated.
Trustee Israel agrees with his fellow Trustees. He is requesting a cohesive plan that is pedestrian friendly.
Trustee Ross would like the redevelopment plan to incorporate more green space and green initiatives.
Trustee Hebl agrees with her fellow Trustees. The proposed redevelopment plan is not an appropriate long-term use for this property. She is not in favor of putting a gas station on the property and would like the tenants identified.
Trustee Pepoon agrees with his fellow Trustees. He is requesting a cohesive plan and would like the tenants identified.
President Frum agrees with her fellow Trustees. Furthermore, she noted the residential lots are changing to commercial use.
2. Preliminary Review of a Request for a Craft Grower, Infuser, Processor Business by Fello Inc. at 3401-3411 Commercial
Deputy Director Kohlstedt, discussed an application for a Craft Grow Business at 3401-3411 Commercial. The property has been vacant for a long time and is an industrial building. The property is zoned as restricted industrial and is 2.89 acres. The applicant is interested in purchasing the building and will be the only tenant occupying the building. The applicant is proposing a small exterior building addition for garbage. The applicant will be installing security cameras, which is a requirement by the State of Illinois. The applicant will need additional State licenses for expansions of grow rooms and they would be operating seven days a week for 24 hours (staffed Monday to Sunday from 7 a.m. to 8 p.m.). The applicant plans on growing, processing and infusing cannabis on the property.
There will be no retail sales performed on the property. The applicant will be working with the Fire Department and Police Department on developing a safety plan. They will be using a ventilation system to reduce the exterior odors. The applicant must maintain mandatory signage, security, nuisance and odor control measures. The business is located 500 feet from day cares, elementary or secondary school.
Trustee Collison expressed concerns with the business being close to residential neighborhoods. She is requesting the Fire Department and Police Department evaluate the safety use of heat lamps, as they are known for causing fires, generators, exhaust fans and security plan. The plants do require a tremendous amount of water, which causes mold spores in buildings. She would like to know how the applicant plans to address these concerns.
Trustee Ciesla agrees with Trustee Collison. Once the applicant addresses these major concerns, she will be in favor of approving this request.
Trustee Ross stated her biggest concerns are regarding the odor control and security. Once the applicant addresses these major concerns, she will be in favor of approving this request.
Trustee Hebl commented she would like the applicant to address the odor control measures, because she does not want toxic fumes affecting the air quality in the community. She recommends getting feedback from neighboring communities.
Trustee Pepoon expressed concern regarding the odor released into the environment and noise control measures. Once the applicant addresses these issues, he will be in favor of approving this request.
President Frum stated her major concerns are regarding the odor, security, emergency services, noise and if this type of business operation should be located next to a residential neighborhood.
13. COMMUNITY
14. PUBLIC SAFETY
15. LEGISLATION AND COMMUNICATION
A. ORDINANCE NO. 2020-22
Ordinance to Amend the AFO to Increase the Number of Class B-1 Liquor License for BP Gas Station
President Frum noted she met with the applicant and the controls are in place. She is in favor of increasing the number of Class B-1 liquor licenses for BP gas station.
Trustee Pepoon discussed how convenience stores are evolving in the community. He is in favor of approving this location to sell beer and wine to the public.
Trustee Ciesla disagrees with the Village Board approving applicants request to sell beer and wine. A major concern is the location of the gas station in close proximity to a high school.
Trustee Collison stated she is in favor of this request.
Trustee Ross stated she is in favor of this request.
Trustee Hebl stated she is in favor of approving this request if limited to beer and wine only. She anticipates many more convenience stores will be requesting to sell liquor.
RESULT: ADOPTED [6 TO 0]
MOVER: Dan Pepoon, Trustee
SECONDER: Heather Ross, Trustee
AYES: Ciesla, Israel, Collison, Ross, Hebl, Pepoon
ABSTAIN: Frum
16. REMARKS FOR THE GOOD OF THE ORDER
Trustee Hebl discussed concerns with the public complying with the phase three rules and would like more information broadcasted to the public regarding the importance of complying with the phase three rules.
17. CLOSED SESSION
18. ADJOURN
Trustee Pepoon moved, second by Trustee Ross to adjourn the meeting at 9:12 p.m. On voice vote, all were in favor.
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