Building & Zoning Committee

“Where People Count” Community Development 1000 Civic Center Drive, Niles, Illinois 60714 Mayor Telephone (847) 588-8040 ● Fax (847) 588-8050 ● TDD (847) 588-8059 Robert M. Callero Trustees May 5, 2010 Chris Hanusiak James T. Hynes Joe LoVerde Building and Zoning Committee Meeting 8:30 a.m. Louella B. Preston Andrew Przybylo In Attendance: Alan Weel Rich Wlodarski – Community Development Assistant Director Village Manager Chuck Ostman – Community Development Director George R. Van Geem Joe Annunzio – Village Attorney George Van Geem – Village Manager Village Clerk Andrew Przybylo – Village Trustee Marlene J. Victorine Chris Hanusiak – Village Trustee ______________ Tom Kanelos – Planning & Zoning Committee Community Bonnie Jacobson – Planning Coordinator Development Mary Ann Starzynski – recording Director Jim Houseal – Houseal Lavigne (For his presentation portion of the meeting) Charles Ostman Absent: Robert M. Callero – Mayor Steve Vinezeano – Assistant Village Manager Meeting called to order at 8:30 a.m. by Andrew Przybylo. Approval of Minutes: George Van Geem made a motion, seconded by Chris Hanusiak to approve the minutes of the April 8, 2010 Building & Zoning Committee meeting as submitted. All approved no opposed. Minutes of April 8, 2010 passed. Andrew Przybylo started the meeting with discussion of the contract for the Comprehensive Plan with Houseal Lavigne Associates. Bonnie Jacobson had previously sent a memorandum with information on the conversation with John Houseal & answers to questions from previous meeting. Primarily it was about the cultural aspect and sustainability. Andrew stated that sustainability was another word for green operation. John Houseal stated that it is something that more and more communities are beginning to commission studies just for sustainability. Communities have been wanting as far as a master plan, comprehensive planning process is establishing a framework for sustainability in terms of economic, environmental and cultural. If you are going to move forward what are the basic foundations of developing sustainable policies for these communities. Communities are insisting that these components are chapters of the comprehensive plan. In the past it never used to be. Andrew said lets discuss cultural then sustainability. www.vniles.com John Houseal said that the cultural component as part of the comprehensive plan doesn’t only look at the physical aspect but a make up of the heritage. Certain items are embedded within. John indicated that the firm is now working on two, one for Benton Harbor, MI and another for Mundelein, IL. Both are investigating the cultural opportunities that exist, and will identify the voids rather than addressing any physical space needs for some type of cultural arts facility. He explained that space/facilities needs would be addressed in other sections of the plan with regard to community facilities, recreation and park space. They have a section in the Land Use Plan called Community Facilities that will look at Police, Fire, School, Parks and Recreation, Public Works, Churches. The cultural plan talks about arts, theatre, dance, performing arts, history, and the aspects that make up the heritage of the community. What programs are available and how to you engage the community. Not so much the physical but the heritage and culture of the community and incorporating it into the design of the plan. Andrew Przybylo asked how you define Culture. What is it to Niles? John Houseal stated that a lot of it is defined in the outreach that they do. The residents, the business owners, interviews, workshops, help define what is most important to the residents of the community. Andrew then said so the people are going to come to an open house knowing that one of the questions on the table is how to positively impact the cultural aspect of Niles. They are supposed to come to these meetings with specific communication prior to the meetings so people are aware. John stated yes, that is accomplished in how you announce these meetings and get the word out as to what you are covering. Andrew then asked how many of these meetings are there. John Houseal stated that there are number of them throughout the process. Andrew said where citizens are able to have input. John Houseal said 5 – 6 throughout the process but they are not categorized. Want people to come and talk about what is important to them. Don’t want to limit them. Andrew said okay not limit but don’t you want them to come with some thoughts in mind. John Houseal stated not necessarily only one aspect to be discussed because the comprehensive plan is far more broad reaching and if there was a meeting to only talk about one Arts/Culture then you would need another meeting to discuss another topic and it would be a difficult process to go down. They have found that what works best is where there are meetings where nothing is off the table – to hear about all things. Then as ideas are developed on input and research and assessment go back again and present what has been said/heard. At beginning want to hear everything. So Andrew said then the first or second meeting is going to be an open shoot from the hip sort of thing. John Houseal said correct that is exactly what they are. Andrew responded but after that you will get specific and say this meeting is specific to a certain topic. John Houseal said exactly right. He said the first couple meetings they don’t present and get a response, want people to tell them what they should be doing, what they should be examining, what is or isn’t working in the Village in their perspective. Then after this Houseal comes back and says we heard what you said, here is what we researched, here is what we think about XYZ what do you think. After the first round of meetings Houseal will be presenting and getting reaction back to that which will generate a focused discussion because specific components of the plan. First part of the process when they engage people is to simply find what is important what are the biggest issues and concerns, what should they be looking at as they start this process. After that they present and get reactions and discussions. Andrew stated that scenarios for the first two meetings presupposes Niles residents know what a comprehensive plan is, understand what a comprehensive plan entails or what it means to them. Asked why John Houseal felt they would come with anything meaningful as what is meaningful to somebody might not have anything to do with comprehensive planning. John stated that it might not and sometimes they get information not helpful. Part of the letting people know is contacting the newspaper, using flyers, perhaps the newsletter, some sort of notice must go out prior with an announcement of the comprehensive plan. It should include an upcoming event and here is what the comprehensive plan is, 2 we would like you to come and participate. It is very common to hear feedback from people that has nothing to do with comprehensive plan because they are finally given a forum to discuss what is important to them in their community. Establish through announcement to let the people know what a comprehensive plan is, what the purpose of the first couples meetings is, what the process is that will be entailed over the next 12 – 14 months. Andrew stated that he wanted to be really clear that he felt it was extremely important that from day one when this is out that information is specific about a comprehensive plan. Doesn’t want to listen to other issues that are not relevant to comprehensive plan. John Houseal said usually you will get some irrelevant information there is no way around that, people have a forum to speak and probably 10% will be irrelevant. That is okay it has never derailed anything in the past. Chris Hanusiak asked have you ever worked with - our village is very diverse and we have so many different ethnicities here and to get everybody involved. Not sure what the ratio is for English as the first language. Want to hear from everyone, not the same people that always show up. Want everybody. So have you ever had to work where there is Asian, European style of community? John Houseal responded that the best example was in Carpentersville’s growing Hispanic population. They held English and Spanish workshops, surveys etc. Reached out to the Hispanic community to include their voice in the process. Andrew Przybylo stated need to recognize broad mix. Need to figure out how to reach out to diverse population. Chris Hanusiak stated that the website does translation – it is set up for it. Andrew Przybylo asked if lawn signs could be in multiple languages as used during the Census. John Houseal said great idea, banner ads on websites through perhaps chamber, business, park district, school websites and everybody can see upcoming events. The Village is responsible itself to do the advertising to decide on the type and location. Andrew Przybylo asked to be clear one of the workshops will be specifically devoted to culture? John Houseal responded not specifically. Meetings are as follows: 3 4 After presenting the meeting layout George Van Geem asked how do Village elected officials specifically get involved? Andrew Przybylo stated the Plan Advisory Committee should be 10-12 members and would be 2 trustees, 2-3 plan commission members, 2-3 business owners, 2-3 Residents 5 at-large and 2 Ex-officio staff members and asked that on this sounding board you don’t see educators, church leaders, etc, special interest? John Houseal responded that it depends on the community and said that perhaps instead of being on the committee perhaps part of a FOCUS group meeting. Bonnie responded too many special interests “override” all opinions and more diversification needed not specific. John Houseal stated that you need to step back and look at the community as a whole. George Van Geem asked staff ex officio – what does that mean? John Houseal responded they don’t vote in “most” communities. George Van Geem stated that he is an advocate for staff members to have full equal rights to everyone on the committee and feels they should have a right to vote. John Houseal responded by stating that if this is all done right at the end of the process to recommend the comprehensive plan to the board the staff members are not actually voting but it should be a 95% unanimous vote if done right. John Houseal then explained the Community Outreach process. He stated that community outreach and public participation is a cornerstone of the proposed planning process. The Niles Comprehensive Plan provides a great opportunity for residents to communicate their vision for their community, identify what they believe to be the strengths and weaknesses of the community and prioritize what issues are most important for the Village to address. Houseal will promote community involvement and encourage citizen participation. To ensure strong participation Houseal will deploy a number of tools and techniques including traditional meetings and workshops and an interactive project website. An interactive website will provide a place where residents and businesses can go for information regarding the Niles Comprehensive Plan. The site can be used to post project schedules and meeting dates, display plans, graphics, maps and draft documents; address frequently asked questions, host community surveys; host RSS and Twitter feeds; host an interactive community mapping tool; and provide a variety of other features. The site will include content that can ONLY be viewed by Village staff, Village Board or other specific groups thereby allowing a secure, fast and easy way to distribute and discuss draft documents. Feels the Village should not have a “publicist”, marketing person to get things done as it often runs in conflict with the process itself due to time frame conflicts, etc. John Houseal stated that doing these for municipalities is what they do and the outreach and level of participation is fantastic. Chris Hanusiak asked how long the meetings are. John Houseal responded they try to keep the public engaged and utilize 1 – 1 ½ hours, no longer, or people become disengaged. Bonnie asked how much it would cost for translation capability on surveys. Chris Hanusiak responded that translation is already available on our website on every page. John Houseal stated that he would contact the Village IT web person to link the two so translation is available. Andrew Przybylo stated so you will be in control of the project website. John Houseal responded yes, monitor site, updates, feedback, maintaining website. Andrew Przybylo then asked if we were going to get the raw data back or if Houseal was going to sanitize it. John Houseal responded that survey and map info are raw which is put into a report format. Andrew Przybylo then stated do you see a slogan or logo for the project? John Houseal responded a real distinct and creative banner for Downers Grove website was created that became the tag for everything and now it is the image being used on their comprehensive plan. If the Village wants branding they have excellent staff that can handle, doesn’t have to be termed “Comprehensive Plan”. Chris Hanusiak stated that it should be kept simple especially due to translation. Andrew Przybylo stated that in these economic times people blow things off this is not an opportune time. Would need a hook – has to be good! John Houseal agreed, have to get community interest. Feels participation has actually picked up in communities. Said people view things as why is this happening, what can be done differently, how 6 we can make community better. Actually finding that participation is pretty good surprisingly, they want a voice. John Houseal then discussed existing conditions analysis. A big part of the plan includes three things that have to be done assess existing conditions to know what your starting point is. Looking at all past plans and studies and reports that the Village has that are provided to Houseal. This will identify community assets, opportunities and threats and establish the planning framework to serve as a foundation for goals and objectives and planning recommendations. This step will include a demographic and market overview of the community and its market area. Key sites and potential uses will be identified and characteristics of the local and competitive market will be identified. The community outreach activities and results of various background studies will be brought together into a Synthesis Report highlighting the needs, issues, opportunities, existing conditions, and trends which should be addressed in the new Comprehensive Plan. The report will be a stand alone document and will serve as a foundation for the next steps in the planning process, preparing the preliminary goals and objectives. A detailed assessment of any existing planning documents will also be undertaken. A facilities survey questionnaire will be sent to all service and facility providers within the community. The results of the survey together with the fieldwork and other research will be used to prepare a report detailing and mapping existing community facilities. An inventory and overall assessment of the community character, community identity and urban design features will be undertaken. Key corridors, neighborhoods, business areas, public spaces, and gateways will be assessed as a foundation for future urban design and community character enhancements and improvements. Catalyst Opportunity sites that exist throughout the Village and its planning area have the potential to transform areas of the Village in terms of character and economic development, and have the ability to serve as catalysts for transformation. The result of the community outreach activities and the results of the various background studies will be brought together into a Synthesis Report that will answer the questions “Where are we” and “Where are we headed?” Andrew Przybylo stated that he is concerned about unincorporated areas, Maine Township, Niles Township, feels it is important to remember the unincorporated areas and to some extent figure out where the county is going and where the township is going and how that impacts Niles. John Houseal responded yes always do extra territorial areas, unincorporated as well as municipal and always do state to include infrastructure improvements as that is long term planning the Village needs to know about. The state recognizes 1 ½ mile beyond boundaries to municipalities with unincorporated areas to include in planning process. Counties are very good to deferring to municipalities. John Houseal stated that the corridor sub-area plans include Milwaukee, Touhy, Golf and Dempster. These corridors are important to the Village and each has distinct issues and concerns. The Corridor plan will include land use and development/redevelopment, improvement, circulation and access, mobility, parking and urban design recommendations. Then the preparation of future plans for land use(Residential, Commercial, Industrial), transportation and mobility(Coordination and optimization of all modes of travel within the Village including vehicular, bicycle, walking and transit), open space and environmental features(Linkages, open space and parkland, unique and sensitive natural resources), community facilities, urban design and community character(Appearance, character, and overall attractiveness of the Village through parkway, landscaping, pedestrian amenities, entry features/gateways, development design criteria, signage improvements and more), and community sustainability(Emphasize three core components ecological, economic and cultural) will form the “core” of the Comprehensive Plan and will reflect community input and the Village’s Goals and Objectives. This will provide the detail necessary to allow the Village to track the progress and effectiveness of the 7 Plan and maximize its usefulness as a tool to achieve community goals and objectives. Timing prioritization, responsibilities and potential funding opportunities will be identified. John Houseal said that ALL past and relevant Village studies and reports MUST be given to Houseal whether finalized or in progress. IMPORTANT FIRST STEP. They do not want to undo or overlook areas. Andrew Przybylo stated that this is ongoing right. John Houseal stated yes. Andrew Przybylo said he feels that “flooding” will be an issue of residents as once you flood you have a passion. John Houseal said they will make sure to include all of that to the extent that they possibly can. George Van Geem asked in order to implement these things it will require some capital improvement or investment - can we get some sort of cost data out of this. Do you have figures? John Houseal stated they can give a ballpark figure as they gather information. Some will be simple or no cost and some require time and $$$. Chris Hanusiak stated sustainability is needed for Federal funding. John Houseal responded that if there is a sustainability framework that is separate there is better grant federal funding. Andrew Przybylo asked how good Houseal is at finding grant money from the state and/or federal. John Houseal responded they are excellent, predominantly state and can identify and obtain grants. Houseal has a very positive experience with obtaining grants and identifying funding options. The Village can decide whether to pursue or not. John Houseal stated that this is a 12 – 14 month process. The Village of Niles has 18 months allowed. He stated that momentum must be maintained. He stated that a Comprehensive Plan works and is effective and it is a thorough process. He stated that Open House works best during the week in the evening 4 p.m. to 7/8 p.m., NOT ON SUNDAY, and if Saturday early in the day am. to 12 noon. Andrew Przybylo stated that perhaps Houseal or Bonnie could help in describing why this is necessary, why there is a benefit and the benefit has to be economic to present to the citizens. John Houseal said he could write that up no problem. Chris Hanusiak asked John what is the percentage of time that he spends on the Village Comprehensive Plan personally. John Houseal responded he will run meetings, engage public, has good support staff and will have day to day contact with Bonnie – John will be the project manager. Bonnie asked if John Houseal could lay out time each person would be spending on the project. John Houseal responded they don’t do individual person, do hours with an average billable hours of ALL involved. All community outreach is handled by John Houseal himself. The Village of Niles will get the best Houseal has to offer. George Van Geem stated I have a few questions that we talked about the entire meeting but didn’t really get into. I think one of the big threats to the Niles economy is that we are so reliant on Chicago water. They can charge us whatever they want; we have a huge water consumer in town, Coca Cola, one of our biggest employers. For the economic development landscape over the next 20 years we really have to consider going to another source. This is critical and needs to be in the comprehensive plan because without a reasonable supply of water tough to make a go of it. The other item is the unincorporated area here is an untapped resource, it is almost embarrassing that in this day and age like 2 miles away there is this group of people that is still underserved related to government services, state, public safety, sewer and water – it is pathetic. Would like to see somewhere in the plans an analysis of whether it would make any sense to either clear up our borders or expand our borders so that we can actually develop that undeveloped resource. I think it could be revenue positive and investment. John Houseal asked if they have generally wanted to or not wanted to be incorporated or annexed. Andrew responded with the policy of Cook County is to press for annexation. Joe Annunzio stated that Park Ridge wants no part of this ever and stated that Niles will do it but fearful of the infrastructure problems. George Van Geem stated that we have to redevelop this in a way that will pay for itself that there is a lot of potential. John 8 Houseal responded that they will look at unincorporated area to plan strategy. Is it cost prohibitive? Annexation strategy and approach will be done as a part of the Comprehensive Plan. Have to look at the areas that you are legally obligated to or can plan for. Bonnie asked if this was part of the current Comprehensive Plan layout fees or would have to be added. John Houseal responded it is included, they will examine these areas for the potential, downfalls, pros and cons, establishing a policy going forward. Andrew Przybylo stated that there are some pockets where serious consideration of suburban renewal is needed, such as Section 8, potentially gang activity, what part of this plan is going to address suburban renewal. John Houseal responded every part. Andrew Przybylo stated so we are talking about developed property that is going to be addressed for redevelopment. John Houseal stated what we essentially have is already built out so they could not do a Comprehensive Plan that drafts the areas that are built out that need to be something else. That is a big part of the plan. George Van Geem stated huge manufacturing section and not sure where manufacturing is going in the next 20 years. Is there a process to look at “out there” concepts as to whether they can or can not do? John Houseal responded yes. A detailed market analysis is done in the beginning to make sure things are viable. Don’t just play it safe. Some things have to happen/change to make things happen/progress. Bonnie stated lot’s has to be done to piece together for example, zoning, TIF district, new ordinances, not just one thing can achieve - a whole series of things are needed to accomplish. John Houseal stated a Comprehensive Plan can not be all things must be flexible – “visionary” can’t anticipate have to plan have to perhaps make changes along the way. This will establish a foundation for decision making and policy making over time. A round table vote was taken whether to include the optional tasks outlined in the cost estimate table. It was agreed to include all options, cultural, sustainability, open house workshop. Bonnie then asked if it was going to be extra to do some sort of branding. Andrew Przybylo stated branding needed for mailers, banners, etc. Bonnie also asked if Houseal will work with our department for translation and if that would be an extra cost. John Houseal stated that before they contract they can meet with our IT and discuss if our IT can do the translation. Andrew Przybylo stated that logos are not that expensive. John Houseal stated that if they can come up with something that would help brand the project that would not be something they would charge extra for. Andrew Przybylo stated that we should have a slogan, like A New Niles for Our Generation – something simple but catchy. John Houseal agreed that it helps not to just have a sterile comprehensive plan. George Van Geem asked how the comprehensive plan advisory committee is actually informed. Who says you’re it, oh you’re on but you can’t vote. John Houseal responded typically the Village Mayor appoints an ad hoc committee with the responsibility of working with staff using this process and come up with a recommended comprehensive plan to refer back to the Village Board who will then refer to the Plan Commission for public hearing. It is typically a committee that is appointed in the ad hoc fashion. Chuck Ostman stated so exactly the same way we appointed the Storm Water Committee. Want outside people who are interested in the “entire” community, someone who is really going to look at the whole entire village and not have their own agenda. John Houseal stated that is the key. You want people who have unique perspective or insight but have to be open minded enough to step back and see the community as a community. Important. George Van Geem feels that every member should have voting rights but feels that staff should not be on this committee if they don’t have an equal vote simply make them a resource. John Houseal agrees that is okay they can be regular attendees. George Van Geem stated that he is very very not okay with having two classes of committee members, either on the committee with all the rights of a committee member or there is no staff on the committee - staff is all resources. 9 John Houseal said he will work with Bonnie to make revisions. Bonnie stated that she would like a timeline included. George Van Geem stated that if the Village Board meeting is 5/25/2010 we would need this by the beginning of next week. John Houseal stated that yes a final revised version will be ready beginning of next week. Andrew Przybylo also asked that John will be at the meeting on 5/25/2010 with a cost analysis. Would also like a calendar/timeline of events. John Houseal responded okay. Bonnie stated that she has a little power point presentation on who, what, where, when, why for the Comprehensive Plan. It is very basic 5-6 slides. Bonnie will forward to everyone for review. This portion of the meeting ended and John Houseal left. Andrew Przybylo then stated next on agenda is signs/landscape code update. Bonnie said that on 5/17 there is a staff meeting with Al Maiden scheduled on recommendations for sign ordinance. Chuck Ostman said that the meeting is only for staff so they can go through the recommendations. Bonnie stated that with the landscape ordinance it is difficult when dealing with an experienced person and putting terms into easy to understand terms so she is reorganizing it into a more basic English layout not so technical. Chuck Ostman stated that Bonnie is going to simply the information. Andrew Przybylo asked does the landscape plan have to do with public. Chuck Ostman responded “No”, private property, any redevelopment on private property not public property. Andrew Przybylo stated so beautification is part of it. Chuck responded absolutely, so when you see a new development that may occur this year still you will see the result in their landscaping. We really want to improve the landscaping requirements for a new development. Will have to follow the ordinance. Andrew Przybylo stated so through the ordinance we can stipulate that they have to have certain “green” on the property. Chuck Ostman responded yes it cannot be all concrete, some permeable. Not going into detail about what a homeowner needs to put on their property, but business has to give detail. Andrew Przybylo said he doesn’t see the difference. If a neighborhood is going to be made inviting and beautiful and have some trees that canopy over the street and make the whole thing look good he doesn’t see why we don’t do that. Not asking us to choose the bush, to be big brother, but to have some control. Chuck Ostman responded so like a certain percentage of the cost is devoted to landscaping. When the final draft is done that can all be discussed? Bonnie said there is one more piece of correspondence a letter from a Plan Commissioner who does not like LED signs. Feels it is electronic message boards the letter is referring to. Chuck Ostman stated this is brought up in the draft of the sign code. Andrew Przybylo asked if we need another meeting and when? Bonnie responded yes for the logo/slogan. Andrew Przybylo stated but we don’t know if this is going to go on the May Board Meeting or if Flooding is going on the May meeting. Never the less if we do something tentative, 5/25 is 10 days. George Van Geem asked why we need another meeting. Bonnie stated regular meeting in June on the assumption that this contract will be on the Village Board Meeting 5/25 which means we have a contract now we have to get started so we need to start thinking about moving it forward. Andrew Przybylo said need a big splash! Bonnie said to meet early in June don’t need splash to approve contract. Andrew Przybylo stated no you don’t but once you spend that money once that hits the newspapers you want to start building. You want to get the ball rolling. An article will hit the newspapers at the end of the meeting. Chris Hanusiak stated right, absolutely there should be something ready right away, a positive spin that we are spending this money and here is where it is going. Andrew Przybylo stated that if he had his choice it would be to do the Comprehensive Plan in June and do the Storm Water in May. George Van Geem said that is fine that makes sense. The Storm Water has momentum so do the Storm Water in May and then that will give us a little extra time to build some sort 10 of promotional thing for the Comprehensive Plan. That is only another month. Bonnie stated all this has to be “blessed” by Mayor Callero. Andrew Przybylo stated yes he sets the agenda. Andrew asked when next meeting should be scheduled. Response was Wednesday, June 2nd at 8:30 a.m. Chris Hanusiak made a motion to close the meeting. All agreed. Meeting ended. 11