North Cook News

Village of Northbrook Committee of the Whole met Sept. 24

Here are the minutes provided by the committee:

1. ROLL CALL

Attendee Name Title Status

Kathryn Ciesla Village President Present

Robert Israel Trustee Present

Heather Ross Trustee Present

Daniel Pepoon Trustee Present

Johannah Hebl Trustee Present

Joy Ebhomielen Trustee Present

Michelle Kohler Trustee Present

Also Present: Village Manager, Cara Pavlicek

Assistant to the Village Manager, Sam Reiss

Communications Manager, Nicholas Glenn

Chief Financial Officer, Steve Drazner

Director of Public Works, Kelly Hamill

Chief Information Officer, Lori Baker

Fire Chief, David Schweihs

Deputy CFO, Anita Bozic

Village Attorney, Steve Elrod

Fleet Manager, Jason Metler

Leopardo Senior VP, Leigh McMillen

Principal in Charge for FGM Architects (FGMA), Raymond Lee

2. MINUTES APPROVAL

A. September 10, 2024 Committee of the Whole Minutes for Approval

RESULT: APPROVED [5 – 0]

MOVER: Johannah Hebl, Trustee

SECONDER: Joy Ebhomielen, Trustee

AYES: Israel, Ross, Pepoon, Hebl, Ebhomielen, Kohler

NAYES: None

ABSTAIN: Kathryn Ciesla, President, Daniel Pepoon, Trustee

ABSENT: None 

3. DISCUSSION TOPICS

A. A Discussion and Update on Facilities Planning Activities for Fire Station 11 and Fire Administration and Fleet Maintenance Garage

Director Hamill began the meeting with a short review of the goals for Fire Station 11, Fire Administration, and Fleet Maintenance Garage that have taken place over the past 2.5 – 3 years for operation and staff.

The proposed site located at 820 Dundee Road is for Fire Station 11 only, with the headquarters (also known as administration) being evaluation for another site with Station 10 an option. On September 11, 2024, a Purchase Sale Agreement Ordinance was approved. The Ordinance approved the Purchase Sale Agreement for 2.0 acres of land.

FGMA and Leopardo looked at all the questions involved. They prepared a fit test by using the existing station and placing it on the existing property.

The dysfunction of the existing station was discussed. The new fire station will host apparatus bays and apparatus support areas adjacent to the apparatus bays. Living quarters with enough space are desired. The new living areas will be placed in the back of the building away from apparatus bays to support a clean zone.

Trustee Hebl asked if there is flexibility on the setback of 20 feet with the adjacent property owners.

The answer is “yes, there is some consideration”. This item will be looked at in the next phase of the schematic design.

Trustee Israel asked if there was any advantage of putting the living quarters on a second floor and putting in a drive-through. Fire Chief Schweihs wants everything on one level. The team looked at how to get enough turn radius in the back of the building.

Trustee Ross asked about sustainability features. Sustainability features will be addressed in the next phase.

Trustee Israel asked if there is grant money available. Director Hamill will look at green initiative offerings because it is a new building. This is a priority item for the next phase. Grants available are operational and cost driven.

Trustee Kohler asked that before the Village moves forward with the project; if it has been determined that the Village can manage all of the considerations. The answer is “yes”.

Trustee Kohler asked what is the longevity of the new proposed fire station and what is the expected lifespan. Mr. Lee answered that it is dependent on technology. Apparatus is now bigger, taller, and wider. The lifespan of new Fire Station 11 should be about 50 years.

Manager Pavlicek stated that the consultants did a good job putting into the design the features that the staff had picked out. With fit testing, FGMA and Leopardo tried to separate the two projects and the ability to place Fire Administration at Station 10. The program is the same as what was originally started but it is just not a combined facility.

Director Hamill stated that Fire Station 10 needs more work. $17 million is needed to build Fire Station 11. $9.2 million is the proposed cost to build Fire Administration Station 10. A total of $26 million is the combined cost for Fire Station 11 and Administration. There may be modifications and changes down the line. There is an escalation cost built into the estimate knowing that the shovels are not yet in the ground.

The agenda item with the Board at their regular meeting to close is set for October 15, 2024. The next step for the project is the design work to continue Fire Administration at Station 10.

Attorney Elrod shared that due diligence ends on September 25, 2024. Mr. Elrod will advise the seller that the Village will proceed with the closing.

The Fleet Maintenance Garage is the oldest building within the Village with a space of 12,000 sq. ft. and .6 acre. The property located at 3504 Commercial Avenue was approved on September 13, 2024, by ordinance. 3504 Commercial has 30,000 sq. ft. of space. The warehouse portion is 20,000 sq. ft. and the office portion is 9,000 sq. ft.

A due diligence investigation was used to figure out space needs. It determined that 25,000 sq. ft. was needed in garage space and 5,200 sq. feet was needed for office space. Contractors were brought in to consider structural, mechanical, electrical, plumbing, and environmental needs for the site. There is a plan that addresses site circulation. A plan was created to separate office space to the upper level from garage support areas, and wider stairs to the lower level were added for parts storage. Director Hamill is comfortable with the new design space which also includes an elevator in the building.

The proposed Fleet Maintenance Garage is an adaptive reuse of space to meet current needs. It is almost a rebuild; the cost difference is the land and structure. Director Hamill presented a running list of concept clarifications.

The new building will have a lot of different components. The cost estimate without the land is $18 million. The infrastructure in place for sustainability will be addressed as the project gets into more depth. 3504 Commercial will meet the Village's long-term needs for 30-40 years. The circulation on the property with the larger size lot is helpful.

There is a leaseback period on the purchase sale agreement with the current owner on the sale.

The Village will move forward with the closing. The lease will be finalized. The closing will take place no later than October 15, 2024.

Trustee Israel inquired about grants. Director Hamill and Manager Pavlicek will work with Leopardo on the grants. Multiple parties will be involved. They will watch the timing of the grants.

President Ciesla stated that she will ask the Village Manager to work with the Sustainability  Committee of the Village Board to review sustainability initiatives for both facilities and make recommendations to the full Board.

Mr. Drazner provided a brief overview of the financial steps. The Village has approximately $11 million in the Facility Fund with additional funds to be added when surplus dollars are available pursuant to the annual audit. The balance with be with a general obligation bond issue. Staff will bring forward a reimbursement ordinance for the land purchase. This is standard practice.

Manager Pavlicek thanked everyone involved in the project.

Mr. Lee closed the meeting by stating the sooner the Board commits, the cheaper the build will be. 

4. REMARKS FOR THE GOOD OF THE ORDER - None

5. CLOSED SESSION

A motion by Trustee Pepoon and seconded by Trustee Ross to go into closed session to discuss minutes pursuant to 5 ILCS 120/(c) (21) and personnel pursuant to 5 ILCS 120/(c) (1).

RESULT: CONVENE INTO CLOSED SESSION AT 6:47 P.M. [6 – 0]

MOVER: Daniel Pepoon, Trustee

SECONDER: Heather Ross, Trustee

AYES: Israel, Ross, Pepoon, Hebl, Ebhomielen, Kohler

NAYES: None

ABSTAIN: Kathryn Ciesla, President

ABSENT: None

RESULT: RECONVENE INTO OPEN SESSION AT 7:34 P.M. [6 – 0]

MOVER: Johannah Hebl, Trustee

SECONDER: Heather Ross, Trustee

AYES: Israel, Ross, Pepoon, Hebl, Ebhomielen, Kohler

NAYES: None

ABSTAIN: Kathryn Ciesla, President

ABSENT: None

6. ADJOURN

RESULT: ADJOURN AT 7:35 P.M. [6 – 0]

MOVER: Michelle Kohler, Trustee

SECONDER: Daniel Pepoon, Trustee

AYES: Israel, Ross, Pepoon, Hebl, Ebhomielen, Kohler

NAYES: None

ABSTAIN: Kathryn Ciesla, President

ABSENT: None

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