Village of Frankfort Committee of the Whole met July 12.
Here are the minutes provided by the committee:
CALL TO ORDER
Mayor Keith Ogle called the Committee of the Whole meeting to order at 5:32 P.M. on Wednesday, July 12, 2023, at the Village Administration Building, 432 W. Nebraska Street, Frankfort, Illinois.
ROLL CALL
Deputy Clerk Theresa Cork called the roll. In attendance were Mayor Keith Ogle, Trustees Michael Leddin, Jessica Petrow, Maura Rigoni, and Gene Savaria. Staff in attendance included Village Administrator Rob Pi sci a, Asst. Administrator John Buri ca, Police Chief Leanne Chelepis, Deputy Chief William Dowding, Deputy Clerk Theresa Cork, Utilities Director Zach Brown, Director of Community and Economic Development Michael Schwarz, Senior Planner Chris Gruba, and Planner Amanda Martinez. Trustee Dan Rossi and Clerk Katie Schubert were absent.
Trustee Adam Borrelli arrived at 5:37 P.M., following the approval of the minutes.
APPROVAL OF MINUTES (JUNE 14, 2023)
Trustee Rigoni made a motion, seconded by Trustee Petrow, to approve the minutes of the Committee of the Whole meeting of June 14, 2023. A voice vote was taken. All were in favor. The motion carried.
STATE SENATOR MICHAEL HASTINGS -GRANT ANNOUNCEMENTS
Mayor Ogle introduced Senator Michael Hastings who spoke before the Village Board. He announced that the Village of Frankfort will receive state funding in the amount of $500,000 for parking in the Historic District and $600,000 for streetscaping and Prairie Park improvements. These funds will be administered through the Illinois Department of Commerce & Economic Opportunity.
The Village Board expressed their gratitude to Senator Hastings for his continued investment to improve the Village's infrastructure needs and provide residents with beautiful, updated park amenities.
OLDE FRANKFORT MALL PROPOSED BUILDING ADDITION: 15 ASH STREET - PUD REVIEW
Senior Planner Gruba provided a brief update regarding the Olde Frankfort Mall proposed three story mixed-use development. He reported the applicant proposes to construct a three-story building addition. The building addition would be added to the north and east facades of the building, leaving the rest of the existing building intact, except for removing the exterior staircase on the north fa9ade that serves the bowling alley.
Planner Gruba noted that the project was initially reviewed as a traditional development during the workshop meetings but has since been changed to be reviewed as a new PUD. As part of the PUD, the applicant is requesting "exceptions" from the Zoning Ordinance. He reported the ground floor would be reconfigured for commercial tenants and the second and third floorplans illustrate residential dwelling units on each floor, for a total of nine residential units in the building.
Planner Gruba reported the applicant has not provided revised CC&Rs to-date. He further reported that although the Village has not typically enforced conditions, covenants and restrictions, specific elements, or regulations of the CC&Rs, it could be added as a condition of approval of the Special Use Permit for the PUD which would allow enforcement by the Village.
Mayor Ogle opened the floor for discussion and questions.
Several concerns were raised by the Village Board. A major issue expressed by board members was dedicated parking for the residential units. They wanted to ensure that sufficient parking spaces would be available to accommodate the residents of the building. Another point of contention was whether the second and third floor residentials unit would be condominiums or rentals. Board members sought clarification on this matter, as it can have implications for property ownership and management. Members voiced their preference for condominiums ( owner occupied). Additionally, members voiced concerns regarding the size of the proposed studio unit (380 square feet) and rules governing the usage of the balconies. Members emphasized the importance of establishing regulations to ensure proper utilization of the balconies and wanted to avoid balconies being used for storage space. They also sought clarity on whether the bowling alley would remain a part of the redevelopment or if it would be removed.
The Village Board commended the applicant on the proposed building addition. They found the building aesthetically beautiful and believed that the development aligned with the goals and objectives outline in the Village's Your Future Your Frankfort 2040 Comprehensive Plan.
Applicant and property owner, Michael Shideler, and Chris Tokarz, Project Architect, approached the podium and addressed the concerns raised by the Village Board. They provided additional information and answered questions regarding various aspects of the proposed project.
In terms of parking, Mr. Shideler explained that they had been in discussions with other property owners to secure parking leases on nearby properties for resident parking. They recognized the value of providing dedicated parking for the residential units and noted no lease has been secured to date.
Mr. Shideler stated the exact nature of the residential units, whether they would be rented or owned, was still undecided. He reported the existing building and proposed addition would contain multiple uses, including restaurant(s), retail, and residential uses. He further reported that not all uses within the building have been finalized and as a result many of the tenants are still undefined. Their goal was to make the existing building compliant with the building code and transform it into a mixed-use building. Mr. Shideler noted the commercial tenant spaces would be leased.
Mr. Shideler and Mr. Tokarz stated the bowling alley use is included on the plans at this time although if a new owner cannot be obtained, a new use will be considered. They then addressed comments regarding noise given the proximity of the residential units to the bowling alley and commercial uses. Mr. Tokarz explained soundproofing measures being taken to help dissipate the noise from the bowling alley.
The Village Board further inquired about the ownership of the residential units, whether they would be owned or rented.
Mr. Shideler stated they were leaning towards having the units as condominiums but renter occupied, however the final decision had not been made yet. There was discussion about the separate covenants, conditions, and restrictions (CC&Rs) for the commercial condominium and residential condominium units.
Mr. Tokarz addressed the proposed square footage of the residential units. He noted their firm was beginning to see smaller units being built in urban settings, and they wanted to meet that perceived demand with this multi-use development.
Board members asked the applicant about financing of the project and commented on the importance of ensuring timely and appropriate completion. They discussed options such as a surety or retention bond to offer protection should problems arise during construction. Mr. Shideler stated the project will be fully funded and they intend to submit a Targeted Incentive Program (TIP) application to the Village for the proposed project.
Mayor Ogle asked if there was anyone in the audience wishing to speak.
Resident Mike Cartolano approached the podium and shared similar concerns regarding financing and dedicated parking for the project.
Resident Charlie Kaminsky approached the podium and echoed the importance of obtaining answers to the concerns raised by the board members prior to approval.
Resident Bert Behnke approached the podium and stated that he felt it would be in the best interest of the applicant to secure dedicated parking spaces for the residential units.
Board members felt too many details still needed clarification before Village Board consideration to approve the development. It was suggested for the applicant to address performance measures to ensure the project meets a reasonable timeline and completion, establish maximum number of residential units and minimum square footage of the residential units, secure an agreement for dedicated residential parking, and finalize the CC&Rs.
The applicant and project architect thanked the Village Board for their feedback and stated that they will work with staff to provide the requested information. The Committee of the Whole will review the project following receipt of the outstanding items, including the TIP grant application.
SHOOTING RANGE PAVING PROJECT-BID CONSIDERATIONS
Deputy Chief Dowding reported seven contractors provided bids for the shooting range paving services project. The project involves paving services for the Police Training Facility located behind the Public Works/Utilities garage at 524 Center Road. The shooting range facility is maintained by the Frankfort Police Department and is used for mandatory shooting qualifications and trainings.
D.C. Dowding stated the 9,000 square foot open area is currently a limestone lot. He reported the proposed asphalt pad will offer several advantages, including better ability to collect spent brass cartridges, reduced weed growth, improved drainage capabilities, and enhanced support for training with vehicles. He noted the paving of this lot is included in the Village's FY 2023/2024 budget.
Following presentation, Trustee Savaria made a motion, seconded by Trustee Petrow, to forward a recommendation to the Village Board to accept the low bid and award the contract to Oak Lawn Blacktop Paving Co., Inc., in the amount of $30,800.00, for paving services at the Police Training Facility. A voice vote was taken. All were in favor. The motion carried.
BEAST PROPERTY MANAGEMENT SYSTEM - PROPOSAL CONSIDERATION
Police Chief Chelepis presented a request to purchase the Crime Fighter BEAST (Barcoded Evidence Analysis Statistics and Tracking) Evidence Management System. The BEAST system integrates with the Forensic Laboratory Information Management System (LIMS) at the state police crime lab and functions as an Evidence Management System (EMS) for police agencies. She reported the Police Department currently relies on PremierOne (P 1) as the report management system to handle evidence management however have encountered several challenges that hinder operational efficiency and cause delays in accessing vital evidence information. To address these issues and enhance evidence management capabilities, the Police Department seeks to upgrade to the BEAST system. Chief Chelepis noted there is an annual software support fee for the new system.
Following presentation and brief discussion, Trustee Borrelli made a motion, seconded by Trustee Rigoni, to forward a recommendation to the Village Board to authorize the purchase of the Crime Fighter BEAST Evidence Management System, at a cost-not-to-exceed of $11,587.45. A voice vote was taken. All were in favor. The motion carried.
WATER DISTRIBUTION SYSTEM LEAK SURVEY - BID PROPOSAL
Utilities Director Brown presented a proposal from M.E. Simpson, Co. to conduct an acoustic leak detection survey of the Village's entire water distribution system (±200 miles of watermain). Director Brown reported the reason for conducting this survey is to address the issue of non revenue water, which is the difference between the amount of water pumped by the Utilities Department and the amount of water actually billed. The non-revenue water includes various sources such as unbilled authorized consumption (e.g., water used by Village facilities), hydrant flushing, fire suppression, apparent losses (water theft and metering inaccuracies), and real losses (leaks in transmission mains, storage facilities, distribution mains or service connections).
Director Brown reported the Village performed its first leak survey in 2021 and discovered a total of 32 previously undetected leaks which combined for a total of ±284,000 gallons of water loss per day. Understanding and eliminating water loss is important as there are both monetary costs to produce, treat, and distribute water and environmental costs of depleting the groundwater aquifer. He noted leak detection services is recognized as a best management practice and is designed to maximize peak performance in the Village's water distribution system.
Following presentation and brief discussion, Trustee Petrow made a motion, seconded by Trustee Rigoni, to forward a recommendation to the Village Board to enter into an agreement with M.E. Simpson Co. for a water distribution system leak survey in the amount of $50,400.00. A voice vote was taken. All were in favor. The motion carried.
2023 JACKSON CREEK SANITARY MANHOLE REHABILITATION PROJECT
Director Brown presented a proposal from Robinson Engineering, Ltd. for professional engineering services for the 2023 Jackson Creek Sanitary Manhole Rehabilitation Project. He reported the Village conducts an annual sewer system evaluation survey to identify defects that have the potential to allow infiltration and inflow into the system during wet weather events. As part of this year's survey, 249 manholes were inspected in the Jackson Creek study area, Basins 1 & 4. A total of 159 manholes require repair.
The proposal from Robinson Engineering includes engmeenng design/plan preparation, preparation of bidding documents, bidding assistance, construction administration, and field observation, in the amount of $52,400.00. Director Brown reported the total cost of the project including engineering is estimated to be $528,155.00.
Following presentation and brief discussion, Trustee Petrow made a motion, seconded by Trustee Borrelli, to forward a recommendation to the Village Board to enter into a professional engineering services agreement with Robinson Engineering for the 2023 Jackson Creek Sanitary Manhole Rehabilitation Project, in the amount of $52,400.00. A voice vote was taken. All were in favor. Trustee Rigoni abstained. The motion carried.
OTHER BUSINESS
o Letter of Support for Cemetery Text Amendment
Mayor Ogle asked the Trustees if they were amendable to him providing a letter supporting an amendment to the "Use Table" of the Will County Zoning Ordinance regarding cemeteries. He reported cemeteries are currently a permitted use in several zoning districts in Will County, including residential. The proposed amendment would change cemeteries from a permitted use to a special use. Members voiced their support of the proposed amendment. Members also felt it would be appropriate for staff to review the Village's Zoning Ordinance related to cemeteries, particularly in the agricultural zoning district where cemeteries are considered a permitted use.
o Reduction of Class B-1 Liquor Licenses
Mayor Ogle advised members that he intends to bring an amendment to the Liquor Ordinance to the next Village Board meeting to reduce the number of Class B-1 liquor licenses to reflect the recent closing of Frankfort Bowl, at 15 Ash Street.
o Consideration to Amend Zoning Ordinance Relating to Pergolas
There was general discussion regarding the Village's current zoning regulations for pergolas and pool cabanas which allows accessory structures, including arbors, trellises, pergolas, gazebos, and pool cabanas, up to 250 square feet in size. Members felt a sliding scale based on lot size or a ratio determined by the area of a lot may be more appropriate. Staff was asked to review regulations of accessory structures further and present at a future Committee of the Whole meeting.
o Plan Commission Training
Trustee Borrelli inquired about upcoming Plan Commission trammg opportumt1es and the possibility of scheduling a joint Plan Commission/Village Board meeting. Staff reported there is online training opportunities, and the Illinois Chapter of the American Planning Association will hold its 2023 State Conference at North Central College in Naperville in September. Members expressed the importance of ongoing training and felt a joint meeting to convey the Village Board's expectations and vision would also be very beneficial.
o Motorized Bicycles
Trustee Borrelli asked about current laws regulating motorized bicycles. Staff reported Village ordinance prohibits the use of motorized play vehicles on any public road, sidewalk, bike path, or other public property.
o National Childhood Cancer Awareness Month
Trustee Petrow reported September is National Cancer Awareness Month and asked if the Village could spread awareness with a proclamation.
PUBLIC COMMENTS
Deborah Hardwick commented on residential rentals and parking in the downtown area. She supported timed-parking but felt the 30-minute parking signs on Ash Street were unwelcoming and should be taken down.
ADJOURNMENT
Hearing no further business, Trustee Savaria made a motion, seconded by Trustee Borrelli, to adjourn the Committee of the Whole meeting of Wednesday, July 12, 2023. A voice vote was taken. All were in favor. The motion carried. The meeting adjourned at 7:55 P.M.
https://www.frankfortil.org/government/agendas___minutes/committee_of_the_whole.php
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