Committee of the Whole

Village of Brookfield Agenda Committee of the Whole Meeting Monday, May 8, 2023 @ 7:00 PM or Immediately Following Village Board Meeting Edward Barcal Hall 8820 Brookfield Avenue Brookfield, IL 60513 I. ROLL CALL II. REGULAR BUSINESS 1. Discussion of Request for a Special Use Permit for a Cannabis Dispensary use at 8863 W Ogden Avenue. Committee Item Memo-Special Use Permit 2. Elmhurst University Presentation of Community Survey Findings Committee Item Memo- Elmhurst Presentation 3. Discussion of Request for a Special Use Permit for the Low-Impact Manufacturing of Ice Cream at 4620 Forest Avenue. Committee Item Memo- Special Use Permit 4. Discussion of Case No. 23-07 Request for a Special Use Permit for a Transportation Terminal Use for Moving Services at 9118 W 47th Street. Committee Item Memo-Special Use Permit III. PUBLIC COMMENT IV. EXECUTIVE SESSION Pursuant to Section 2(c)(6) of the Open Meetings Act, the setting of a price for sale or lease of property owned by the public body V. ADJOURNMENT Page 1 of 58  Committee Item Memo Meeting Date: May 08, 2023 Staff Contact: Kate Portillo, Village Planner Department: Community Development Subject: Discussion of Request for a Special Use Permit for a Cannabis Dispensary use at 8863 W Ogden Avenue. Background Information: The 1937 Group, Ltd. has applied to operate an adult-use cannabis dispensary at 8863 W Ogden Avenue. The property is located on the southeast corner of the Ogden Avenue and Prairie Avenue intersection. The existing site includes a one-story brick commercial structure, a one-story brick residential structure and a parking area. As a cannabis dispensary is a category of retail sales which requires a Special Use Permit in the C-1 district per §62-30 of the Code,The 1937 Group, Ltd. submitted an application for a Special Use Permit on March 30, 2023. Subject Site: The Planning and Zoning Commission (PZC) held a public hearing on April 27, 2023, to consider the application (PZC Case 23-08). During the public hearing, the Village Planner presented the staff report and responded to Commissioner questions related to the effect this use may have on contemplated future uses, proposed site access and traffic flow, and current Village regulations related to public art murals. The applicant team presented on their company and current operations in Illinois along with their interest in Brookfield. The 1937 Group, Ltd. also provided the proposed safety and security measures and the proposed site Page 2 of 58 plan and façade improvements. Four individuals came forward for public comment. Commissioners raised questions related to the proposed use and site. Findings of Fact: The Commission deliberations contemplated the following standards for review: Special Use Standards • The proposed adult-use cannabis dispensary is compatible with the intent and purpose of the zoning district and surrounding area. • The proposed adult-use cannabis dispensary is compatible with the existing uses on the site and in the vicinity in that it will be a less intense use then some past uses and will remove non-conformances thereby improving the site. • The proposed use does not cause or intensify any unique, special or unusual impacts or uses upon the property itself, upon public facilities or upon neighboring properties particularly with the discussed conditions the Commission deems necessary. By a unanimous vote of 6 ayes, 0 nays and 0 abstaining, the Planning and Zoning Commission moved to recommend approval of the Special Use Permit with the following conditions: 1. Installation of a staff approved fence on the south side of the property; 2. Repair and/or replacement of the fence on the east side of the property with staff approval; 3. With the understanding that the Ogden Avenue entrance will ultimately be closed with IDOT approval, and if the approval does not coincide with the opening of the facility, the applicant will temporarily close off that entrance. Subsequent to the PZC public hearing staff has met with the applicant about the conditions proposed by the Commission. The applicant is agreeable to the following staff recommended conditions: 1. Installation of a six foot high opaque wooden fence along the entire southern property line; 2. Work with the property owner to the east to repair the fence and make it opaque or replace the eastern property line fence to match the southern property line fence; 3. Eliminate the Ogden Avenue curb cut with a permit from IDOT prior to an occupancy permit. Recommendation(s): Village staff recommend the Committee of the Whole discuss the petition and recommendation from the Planning and Zoning Commission and determine if it is appropriate to direct the Village Attorney to prepare an Ordinance for vote at the next Village Board meeting. Attachment Description: Draft PZC Minutes 04.27.2023 Attachments: Draft PZC Minutes 04_27_2023 Page 3 of 58  8820 Brookfield Avenue • Brookfield, Illinois 60513-1688 (708) 485-7344 • FAX (708) 485-4971 www.brookfieldil.gov Planning and Zoning Commission · Record of Minutes April 27, 2023 @ 7:00 PM Edward Barcal Hall Boardroom 8820 Brookfield Avenue · Brookfield, IL 60513 I. Call to Order Chairperson Grund called the regular mee�ng of the Planning and Zoning Commission to order at 7:02 PM. II. Roll Call Present: Chairperson Grund and Commissioners Benjamin, Evans, Svoboda, Straka, Weber. Absent: Commissioner Miller. Others Present: Trustee Hendricks, Village Planner Por�llo, Director Egan, Village Atorney Durkin. III. Approval of Minutes Chairperson Grund entertained a mo�on to approve the mee�ng minutes dated March 23, 2023. Commissioner Straka so moved. The mo�on was seconded by Commissioner Svoboda. AYES: Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: Benjamin, Evans. Mo�on Passed 4-0. IV. Public Comment None. V. Case No. 23-06 Public Hearing to hear a request for a Special Use Permit to Conduct Low- Impact Manufacturing of Ice Cream associated with a Warehouse and Distribu�on use at 4620 Forest Avenue. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Straka so moved. The mo�on was seconded by Commissioner Benjamin. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo presents the case and the staff report. One ques�on from Commissioners was raised regarding Health Department inspec�ons. Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. 1 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 4 of 58  Property and Business Owner Khalid Habbab provided history on the Melt N Dip business and the plan to relocate the manufacturing and distribu�on for the company from a rented Bridgeview warehouse to the purchased Brookfield loca�on, no�ng the access to the region the Brookfield site provides. Commissioners asked ques�ons related to the proposed ice cream manufacturing, the cooling systems associated with the machinery, related company vehicles, and the interior layout including a commercial kitchen, warehouse space and a small office. The pe��oner also provided informa�on on the commercial freezer being added to the south side of the building and the off-street parking provided. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-06. Commissioner Svoboda moved to close the public hearing. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the request, and in their findings determined that the use is compa�ble with the intent and purpose of the zoning district and surrounding area, is less intensive than the previous use and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es. Chairperson Grund entertained a mo�on to recommend approval of Case No. 23-06 Request for a Special Use Permit to Conduct Low-Impact Manufacturing of Ice Cream associated with a Warehouse and Distribu�on use at 4620 Forest Avenue. Commissioner Benjamin so moved and the mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. Case No. 23-07 Public Hearing to hear a request for a Special Use Permit for a Transporta�on Terminal use for Moving Services at 9118 W 47th Street. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Straka so moved. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo presents the case and the staff report. Commissioners asked for clarifica�on on the site loca�on within the context of a larger industrial area. 2 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 5 of 58  Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. Business Owner Michael Fries explained his pe��on request and provided background on the family business opera�ng since the 1960s and the interest in reloca�ng from Berwyn. The intended use is for the parking of trucks and a small office; no storage is provided. Commissioners asked ques�ons related to the proposed use and site. Mr. Fries confirmed the vehicles are diesel, no truck repair occurs on site and no flammables are stored on site. The applicant spoke to the fleet and staff size remaining the same as opera�ons out of the Berwyn loca�on. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-07. Commissioner Benjamin moved to close the public hearing. The mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the request, and in their findings determined that the use is compa�ble with the intent and purpose of the zoning district and surrounding area and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es par�cularly with no warehousing as part of the use. Chairperson Grund entertained a mo�on to recommend approval of Case 23-07 Request for a Special Use Permit for a Transporta�on Terminal use for Moving Services at 9118 W 47th Street. Commissioner Svoboda so moved and the mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. Case No. 23-08 Request for a Special Use Permit for a Cannabis Dispensary at 8863 W Ogden Avenue. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Benjamin so moved. The mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo provided historical context of state and local regula�on related to adult-use cannabis and related businesses. Ms. Por�llo presented the staff report and Commissioners asked follow-up ques�ons related to other uses, proposed site access and traffic flow, and current Village regula�ons related to the proposed mural. Village Atorney Durkin 3 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 6 of 58  explained that if the cannabis dispensary were to be exis�ng, it would not preclude a new school or daycare from opening within 100 square feet of the cannabis dispensary business. Community Development Director Emily Egan provided further informa�on related to requiring a traffic study, and that a professional service review from Hancock Engineering was performed and determined that the expected traffic would be similar to that of other corner proper�es along Ogden Avenue. Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. The 1937 Group Ltd, represented by Ambrose Jackson, Sonia Antolec, Jim Reilly and Ronald Elkins, provided background informa�on about themselves and the company, their current opera�ons in Illinois, the interest in opera�ng in Brookfield, safety and security measures for the proposed adult-use cannabis dispensary, and the proposed dispensary design, façade, and site plan. Commissioners asked ques�ons related to the proposed use and site. Chairperson Grund called a 2-minute recess at 8:18 p.m. Theresa Schrefelbei, Ann Janacek, Oralia Keller, and Emmanuel Carathanassis all came forward with public comments. The pe��oner responded to many of the public comments. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-08. Commissioner Straka moved to close the public hearing. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the pe��on requests, reques�ng addi�onal informa�on, clarifica�on on the process of termina�ng the Ogden Avenue curb cut, and asking follow-up ques�ons of the pe��oner and staff. Commissioner findings determined that the proposed use is compa�ble with the intent and purpose of the zoning district and surrounding area, with a less intense use then past uses and improvement to what is currently there, and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es, par�cularly with the proposed condi�ons to be put forth by the Commission. Chairperson Grund entertained a mo�on to recommend approval of Case 23-08 Request for a Special Use Permit for a Cannabis Dispensary use at 8863 W Ogden Avenue with following condi�ons: 1. Installa�on of a fence that meets Code on the south end of the property. 2. Repair and/or replacement of the fence on the east side of the property that meets Code. 3. With the understanding that the Ogden Avenue entrance will ultimately be closed with IDOT approval, and if the approval does not coincide with the opening of the facility, the applicant will somehow temporarily close off that entrance. 4 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 7 of 58  Commissioner Straka so moved and the mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. VI. Other Business Village Planner Kate Por�llo provided staff updates including the Community Development Department 2022 Annual Report and the list of Building Codes going into effect on June 1st, 2023. VII. Adjournment Chairperson Grund asked if there was a mo�on to adjourn the mee�ng. Commissioner Svoboda so moved. Commissioner Evans seconded the mo�on. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None ABSTAIN: None Mo�on Passed 6-0. The mee�ng adjourned at 8:56 PM. 5 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 8 of 58  Committee Item Memo Meeting Date: May 08, 2023 Staff Contact: Stevie Ferrari, Assistant Village Manager Department: Village Manager's Office Subject: Elmhurst University Presentation of Community Survey Findings Background Information: At the August 22nd, 2022 Committee of the Whole Meeting staff presented a memo to the Board recommending a partnership with Elmhurst University students for the implementation of a community survey. This idea was derived from a staff leadership group that has been focused on evaluating Village services with a focus on Diversity, Equity and Inclusion. Following a group training and work on establishing an action plan to tackle specific areas that the Village could make immediate improvements, it was established that a community survey, generally, would be a helpful tool in beginning to discuss these complex issues. The Board supported a partnership through Elmhurst University's Industrial & Organizational Psychology Program. Staff engaged, Carrie Hewitt, a professor and head of this program at Elmhurst University to begin the process. Professors and Students from Elmhurst University’s Industrial/Organizational (IO) Psychology Master’s level Program have had several opportunities with working with other local municipalities and organizations in creating satisfaction surveys in the past. This provides an opportunity for the Elmhurst students to get real-world experience in concepts important within IO Psychology but also allows the municipalities the ability to have a flexible, low-cost opportunity to collect informational data and receive potential recommendations. A team of four students was selected to serve as the primary consultants to the Village. Phase one of the project included introductory meetings to outline the best course of action to design a survey that addresses resident satisfaction, resident engagement, and considered questions around diversity, equity, inclusion. In order to understand how to collect data that would be useful for the broadest set of Village stakeholders, focus groups and interviews were conducted as a follow-up to a 10–15-minute survey. The objectives of this survey were to continue to understand the types of information that were valuable to the Village. In the design model, phase two included the design and finalization of the resident survey, with review by Village employees, faculty advisors, and presentation to Board members. The Page 9 of 58 primary objective for phase two is the completion of a survey prepared for wide distribution for individuals who live, work, and recreate in the Village. The survey methodology is designed to capture mostly quantitative responses from residents as it relates to the services provided by the Village, while also gathering additional feedback on a variety of subjects including awareness of services, communication preferences, and diversity in the community. We had 453 respondents with only 435 of those respondents living in Brookfield. Phases three and four consist of survey distribution, data analysis, and the creation of a final report with recommendations of potential courses of action for the review of the Village. The Elmhurst team utilized Qualtrics, an online survey software platform, for the distribution of the survey while also having survey options for those who do not have home internet access. We distributed surveys through the Brookfield library and Village Hall. Additionally, the survey was translated into Spanish and Elmhurst students monitored the need for any other accommodations. This partnership team is present for the May 8th Committee of the Whole meeting to review findings related to the above goals and objectives for this process. Village staff is in the process of review to determine course of action plans respective to departments and Village services as a whole. Attached is the analysis of findings. While staff is pleased with the 453 respondent number, these respondents sought out and elected to take the survey and were not a random sample size of the community therefore results are not considered to be statistically valid. Attachments: Village_Brookfield_Report_FINAL Page 10 of 58 Prepared for the Village of Brookfield, Illinois Last revised: May 1st, 2023 Prepared by: Elmhurst Consulting Solutions 1 Page 11 of 58 Table of Contents Executive Summary.............................................................................................. 4 Demographics ................................................................................................... 5 Village-Level Analysis........................................................................................... 7 Themes & Highlights ......................................................................................... 7 Survey Results .................................................................................................. 8 Suggested Action Items .................................................................................... 9 Department-Level Analysis ................................................................................. 10 Community Development ................................................................................ 11 Themes & Highlights ................................................................................... 11 Survey Results ............................................................................................ 12 Suggested Action Items............................................................................... 13 Finance ........................................................................................................... 14 Themes & Highlights ................................................................................... 14 Suggested Action Items............................................................................... 16 Fire & Emergency Medical Services................................................................ 17 Themes & Highlights ................................................................................... 17 Survey Results ............................................................................................ 17 Suggested Action Items............................................................................... 18 Police .............................................................................................................. 20 Themes & Highlights ................................................................................... 20 Survey Results ............................................................................................ 20 2 Page 12 of 58  Suggested Action Items............................................................................... 22 Parks & Recreation ......................................................................................... 23 Themes & Highlights ................................................................................... 23 Survey Results ............................................................................................ 24 Suggested Action Items............................................................................... 26 Public Works ................................................................................................... 27 Themes & Highlights ................................................................................... 27 Survey Results ............................................................................................ 28 Suggested Action Items............................................................................... 29 Diversity, Equity, & Inclusion .............................................................................. 30 Themes & Highlights ................................................................................... 30 Survey Results ............................................................................................ 31 Suggested Action Items............................................................................... 32 3 Page 13 of 58  Executive Summary The Village of Brookfield partnered with Elmhurst Consulting Solutions (ECS) at Elmhurst University to create a Community Survey for residents and provide an educational opportunity to graduate students earning their master's degree in Industrial- Organizational Psychology. A team of four students were selected to serve as the primary consultants for the Village of Brookfield in early 2022. Phase one of the project included introductory meetings with the office of the Village Manager to outline the best course of action to design a survey that addresses resident satisfaction, resident engagement, and questions regarding diversity, equity, inclusion. In order to understand how to collect data that would be useful for the broadest set of Village stakeholders, focus groups and interviews were conducted as a follow-up to a 10–15-minute survey. The objectives of this survey were to continue to understand the types of information that were valuable to the Village. Following the completion of phase one, the team met with the Assistant Village Manager to review findings and continue the resident survey design. In the design model, phase two included the design and finalization of the resident survey, with review by Village of Brookfield employees, faculty advisors, and presentation to Village of Brookfield board members. The primary objective for phase two was the completion of a statistically valid survey ready for wide distribution for individuals who live, work, and recreate in the Village. The team designed a survey methodology to capture mostly quantitative responses from residents as it relates to the services provided by the Village, while also gathering additional feedback on a variety of subjects including awareness of services, communication preferences, and diversity in 4 Page 14 of 58 the community. Phases three and four consisted of survey distribution, data analysis, and the creation of this final report for the review of the Village of Brookfield. Elmhurst University Faculty closely supports the project and students. This includes full-time faculty, the program director, and an adjunct faculty member who is active in the field of survey design and analysis and teaches the program’s Measurement and Design course. The overall survey was open to residents of Brookfield from October to December of 2022, with the analysis of survey data conducted from January to March of 2023. Demographics There was a total of 453 survey respondents. Of the 453 respondents, there were 435 people who shared that they currently reside in Brookfield, two people currently own a business in Brookfield, and seven are both Brookfield residents and business owners. The largest portion of the respondents (~40%) have lived in Brookfield 20+ years. New residents who have resided in Brookfield for less than two years only made up 7.5% of the respondents. There was variation in respondents age with people between 18-29 years old and 80+ years old being the least percentage of respondents. Approximately two-thirds of respondents were female. Over two-thirds of respondents also identified as Heterosexual/Straight. Close to 90% of respondents were White or Caucasian, and approximately 95% of respondents identified English as their primary language. Based on limited variation in demographic data, it was difficult to collect meaningful diversity metrics outside of the two diversity-related questions (Q18 5 Page 15 of 58 and Q19). Lastly, there was a variation in household income with the largest percentage of respondents (~23%) selecting a household income of $100,000 - $150,000. 6 Page 16 of 58  Village-Level Analysis Themes & Highlights The overall theme of the village level data was reports of residents' concerns of the overall maintenance of village streets. Approximately 47.8% of residents are satisfied or very satisfied, 19.3% of residents have neutral satisfaction and 32.9% of residents surveyed are very dissatisfied or dissatisfied with the street conditions. Additionally, respondents were asked about their three primary sources of Village- related information and their three preferred sources to get this information. The current top three methods residents get information are: Village Newsletter Word of Mouth (E.g. Friends, Neighbors) Unofficial Village Social Media Accounts Whereas the top three preferred methods of communication for residents are: Village Newsletter Village Website Official Village Social Media Accounts 7 Page 17 of 58 Survey Results The survey results were reported as the following: 41% of respondents are satisfied or very satisfied with the overall enforcement of village codes and ordinances. On the contrary, 27.6% of surveyed residents indicate that they are either very dissatisfied or dissatisfied with overall enforcement of village codes and ordinances. Regarding the overall management of village finances, 36.3% of residents are satisfied or very satisfied, 33.9% have neutral satisfaction, and 29.8% of respondents are very dissatisfied with overall management. The overall efforts of the village for emergency preparedness were accounted as the following, 61.8% of respondents are either satisfied or very satisfied, 29.3% have neutral satisfaction, and 9% of surveyed respondents are either very dissatisfied or dissatisfied. Approximately 48.3% of residents are satisfied or very satisfied with the overall flow of traffic and traffic management in the village. 29% of residents are very dissatisfied or dissatisfied with the overall flow of traffic and traffic management in the village. The overall quality of customer service you receive from village employees was assessed as follows: 47.7% of residents are satisfied or very satisfied, 24.7% of residents have neutral satisfaction, and 27.5% of residents are very dissatisfied or dissatisfied with the overall quality of customer service they receive from village employees. Approximately 53.3% are satisfied or very satisfied with overall maintenance of village buildings and facilities, 31% of residents have neutral satisfaction, and 15.5% of residents are very dissatisfied or dissatisfied. Regarding the overall effectiveness of village communications with the public, 51.1% of residents are satisfied or very satisfied, 22.7% have neutral satisfaction, and 26.1% of residents are very dissatisfied or dissatisfied. Lastly, 8 Page 18 of 58 regarding the accessibility of affordable housing for you and your family, 53.9% of residents are satisfied or very satisfied, 33.5% have neutral satisfaction, and 12.6% of residents are very dissatisfied. Suggested Action Items There was a total of 453 residents who took the survey, which is a small sample of the approximately 20,000 residents that live in the Village of Brookfield. Among the residents surveyed, the top three village services were selected to receive the most emphasis over the next two years. They were ranked as the following: 47% of residents chose Village Parks, Recreation programs, and Facilities as the top choice, 46% of residents chose village provided utilities (e.g., water, sewer, garbage) as the second most chosen service, and 32% of residents chose condition of village streets as the third most important service. Overall, given the insight from the residents surveyed, it would be vital to consider the top three services that should receive most emphasis over the next two years. Those top three services are depicted below as Village Parks, Recreation programs, and facilities, Village provided utilities, and condition of village streets. Top Three Village Services Receiving Most Emphasis Over the Next Two Years Village parks, recreation program, and facilities Village provided utilities Condition of Village Streets 9 Page 19 of 58  Department-Level Analysis This next stage of the report will be reviewing the data collected for each of the Village of Brookfield's Departments: Community Development, Finance, Fire and Emergency Medical Services (EMS), Police, Parks & Recreation, and Public Works. The questions that were used in the survey were curated to match each department. Each department section will go over themes and highlights found within the survey data, the overall survey results, and finally suggested future-focused action items. 10 Page 20 of 58 Community Development Themes & Highlights Within the Community Development department, 70.6%, (n=281) of respondents said that they had not used them within the past 12 months, so the information on this department came from 29.4%, (n=120) of respondents who did. In the table below, is a summary of responses from those 120 respondents. Figure One - Community Development The following highlights have been created from the data outlined above but also the open-ended feedback that respondents left as well. 11 Page 21 of 58   Overall, there have been positive customer services experiences for the department from residents and business owners.  Most respondents (n=56) were neutral or above on the process for getting permits and licenses.  Residents are passionate about the community and are invested in the potential growth that the community has. Additionally, a lot of residents are engaged enough to produce ideas for future community development initiatives. Survey Results Overall, out of the 29.4% of respondents (n=120) that indicated that they have used this department within the past 12 months, 88.64% (n=76) of the respondents indicated that they were either very satisfied, satisfied, or neutral when it came to the Villages efforts to be environmentally friendly. 77.89% (n=74) indicated that they were either very satisfied, satisfied, or neutral when it came to the customer service that they received within the community development department. 68.62% (n=64) indicated that they were either very satisfied, satisfied, or neutral when it came to the Promotion of Community Development services and programs. 57.69% (n=60) indicated that they were either very satisfied, satisfied, or neutral regarding the process for getting permits and licenses. 58.18% (n=59), indicated that they were either very satisfied, satisfied, or neutral on the quality of code enforcement process. 53.69% (n=51) indicated that they were either very satisfied, satisfied, or neutral on the quality of property maintenance violation process. 50.56% (n=45) indicated that they were either very satisfied, satisfied, or neutral regarding the Community Development’s economic development and business retention efforts. 12 Page 22 of 58 Suggested Action Items While many respondents’ satisfaction levels were neutral or above, the process for getting permits and licenses, the quality of code enforcement process, the quality of property maintenance violation process, and the Community Development’s economic development and business retention efforts received satisfaction levels under 60%. A suggested action item is for the Village to internally review these programs and determine what areas within these programs can be improved using the survey data we received as well as conducting resident focus groups to collect more data on how these programs could improve. 13 Page 23 of 58 Finance Themes & Highlights In analyzing the responses (n=163, yes to using services; n=219, no to using services) related to the Village of Brookfield Finance Department the following highlights were evident:  Online billing is preferable to survey respondents (n=137, 83%) but there is still room for improvement in terms of developing other online functionalities  Increasing awareness in the additional services that the Finance Department is responsible for beyond processing payments may provide value to staff and residents. The majority of respondents reported (n=219, 57%) not using Finance services in the past 12 months.  Customer service characteristics (responsiveness, professionalism, and respectfulness) were very closely mapped with the respondents most likely responding neutral or satisfied, see table 14 Page 24 of 58 Survey Results Figure Two - Finance Figure Three - Finance 15 Page 25 of 58 Suggested Action Items Based on a review of survey responses and open comments the following action items could be considered by the Village of Brookfield:  Continue to integrate resident feedback into future offerings and changes to payment processing systems. Responsiveness and turnaround time were highlighted as strengths. To maintain that level of service it would be beneficial to explore options that work best for residents, such as using technology to simplify payment options, consolidate billing methods or billing periods, and/or host focus groups to look at innovative ways to improve services.  Communities neighboring Brookfield have taken the step of publishing a department mission statement for the finance department and/or creating more resident facing updates. Brookfield’s Finance Department could consider updating their webpage to provide more information on the resources available to residents while also examining what other information is already available but not easily accessible to the community. 16 Page 26 of 58 Fire & Emergency Medical Services Themes & Highlights Among the residents and business owners surveyed, there is a 97.8% satisfaction rate with the overall professionalism of the Fire Department/EMS. The second highest category is overall quality of EMS and Fire Department with 97.7% of residents reporting satisfaction. The third highest category is respectfulness with 95.4% of residents reporting satisfaction. A key category to assess is satisfaction with education and fire prevention programs. Approximately 41.2% of residents reported neutral satisfaction in this category. Survey Results The results for this department were positive. Throughout all questions of EMS/Fire Department the residents had high satisfaction rates. When assessing overall responsiveness, 100% of residents indicated either satisfied or very satisfied. Also, looking at levels of satisfaction regarding respectfulness, indicated that 95.4% of residents were satisfied or very satisfied. Due to the emergency purposes of this department, 87.7% of residents surveyed have not used any of the services offered by 17 Page 27 of 58 Fire Department/ EMS, in the past 12 months. However, 12.3% of respondents have used their services. Figure Four - Fire & Emergency Medical Services Suggested Action Items The Fire/EMS Department received astounding results regarding their overall quality of EMS and Fire protection services. Approximately 78.2% of residents are very satisfied, 17.02% are satisfied, and 4.26% have neutral responses. Areas of improvement for Fire Department/EMS services are increased education and fire prevention programs. Approximately 41.2% of surveyed residents reported neutral feelings regarding the access of education and fire prevention programs. However, 53% of surveyed residents reported feeling satisfied or very satisfied with EMS/Fire Department education and prevention programs. Furthermore, 33.3% of surveyed 18 Page 28 of 58 residents provided feedback. A few comments stated to raise minimum staffing raised to two firefighter paramedics on fire suppression and two firefighter paramedics on the ambulance at each station. 19 Page 29 of 58 Police Themes & Highlights A large majority of residents and business owners are satisfied with the police department’s professionalism, responsiveness, and respectfulness. Police visibility in both residential and commercial areas could be improved based on survey questions and open-ended comments. Other areas of improvement based on the open-ended comments are traffic enforcement and community presence. Nearly 70% of respondents indicated that the police help them feel safe in the Brookfield community. Survey Results Most respondents (~56%) have not engaged with the Police Department in the last year. A majority of respondents who have engaged with the Police Department in the last year (~88%) are either Satisfied or Very Satisfied with the department’s overall professionalism. The department also received high satisfaction rates with their overall responsiveness, with approximately 87% being Satisfied or Very Satisfied. Overall 20 Page 30 of 58 respectfulness received the highest satisfaction rates (~89 %) selected Satisfied or Very Satisfied. Figure Five – Police Department Residential and commercial visibility still received high satisfaction rates (~66% and 50% respectively); however, these satisfaction rates are lower than professionalism, responsiveness, and respectfulness. When asked if the Police Department helps residents feel safe in their community, many respondents (~70%) selected Agree or Strongly Agree. 21 Page 31 of 58  Figure Six - Police Department Suggested Action Items Based on the survey results, one suggested action item for Brookfield’s Police Department is to prioritize police visibility throughout the village. Consider specific areas in Brookfield that could benefit from increased police visibility. Another suggested action item is to identify ways to increase or improve traffic enforcement since a considerate number of respondents highlighted traffic enforcement in the open-ended comments. Although nearly 70% of respondents indicated that the police help them feel safe in the Brookfield community, there is still 30% of respondents that indicated differently. Therefore, the third suggested action item is to determine how the police department can increase residents’ perception of safety in Brookfield. 22 Page 32 of 58 Parks & Recreation Themes & Highlights Satisfaction skewed positive, with 76% of respondents responding satisfied or very satisfied (n=80, satisfied; n=64, very satisfied), for the Parks & Recreation department. A visual representation is provided in the following summary table (table, PRD.1). Figure 1 - Parks & Recreation This was also an area to highlight with 54% of respondents (n=213) indicating that they had used Parks & Recreations services in the past 12 months. There are a variety of factors to consider, some addressed in the open feedback section, that could influence 23 Page 33 of 58 usage, including: age range of program offerings, competing facilities, quality of facilities, registration availability of program offerings, and additional demographic considerations. Facility quality and availability of program information were also included in the questions asked of respondents, and there is variation between the survey responses (more positive) and the open-end commentary (more negative). Survey Results Residents were satisfied with the professionalism and respectfulness of staff, with an overall customer service response with 67% of respondents (n=120) satisfied and very satisfied and only 9% dissatisfied or very dissatisfied (n=15). Figure 2 - Parks & Recreation 24 Page 34 of 58 It was also interesting to see a high-level of satisfaction with the availability of information regarding activities and classes (e.g., programs), table 3, and a similar set of responses for the overall quality of facilities, table 4. Open-ended feedback did highlight a desire for new facilities, especially playgrounds, sites for camps, and a recreation center. Figure Nine - Parks & Recreation 25 Page 35 of 58  Figure 3 - Parks & Recreation Suggested Action Items The Parks & Recreation Department is ahead of the curve and has already begun the process of understanding how best to invest in new facilities. This matches the desire of residents to have access to better facilities that may be comparable to those offered in neighboring communities. There is also a sense of satisfaction with the way the department currently utilizes the resources that are available to them. In terms of customer service factors, the data recommends focusing on responsiveness and professionalism as two areas that could benefit from prioritization by employees and supervisors. 26 Page 36 of 58 Public Works Themes & Highlights Within the Public Works department, 53.27% (n=212) indicated that they have used this department within the last 12 months. In the graph below, outlines those 212 respondents’ satisfaction levels regarding the public works department. Figure 4 - Public Works From the results above and the open-ended feedback provided from respondents about the Public Works Department, we created the following highlights:  Public Works received some of the highest satisfaction ratings. 27 Page 37 of 58   ‘SeeClickFix’ was an improvement when residents needed to submit a service request. There were many positive comments regarding how it has helped residents since going live.  Respondents have positively reported their level of satisfaction with garbage collection, landscaping maintenance, traffic maintenance, park and playground maintenance, and finally street maintenance. Survey Results Out of those 53.27% (n=212) that indicated that they have used this department within the past 12 months, Garbage collection received the highest satisfaction rating within the public works department with 80.10% (n=161) of respondents rated either very satisfied or satisfied. 68.45% (n=128) indicated that they were either very satisfied or satisfied, regarding the overall professionalism of the public works department. Overall responsiveness received 61.17% (n=115) very satisfied or satisfied rates and 70.23% (n=125) of respondents indicated that they were either satisfied or very satisfied regarding the department’s overall respectfulness. 69.62% (n=126) indicated that they were either satisfied or very satisfied with the park and playground maintenance. 52.71% (n=107) indicated that they were either satisfied or very satisfied regarding the street maintenance (e.g., snow removal, street cleaning, removing potholes, etc.). 61.58% (n=109) indicated that they were either satisfied or very satisfied regarding the traffic maintenance (e.g., fixing traffic lights). 62.37% (n=121) indicated that they were either very satisfied or satisfied with the Village’s Landscaping maintenance. 58.13% (n=118) indicated that they were either very satisfied or satisfied with the street cleaning program. Lastly, while there were many positive comments about ‘SeeClickFix’ from the 28 Page 38 of 58 20.45% (n=73) respondents that have submitted a request before, however 47.34% (n=169) that are unaware of this service and 32.31% (n=115) have not needed to submit a request as shown below. Figure 5 - Public Works Suggested Action Items The data collected from residents from the public works department was positive. A suggested action item is for the Village to continue marketing ‘SeeClickFix’ to all residents and business owners as a good number of residents had either not heard of or hosting informational sessions to residents on how to use ‘SeeClickFix.’ If hosting informational sessions is not possible, then providing or creating informational documents that could be sent to residents and business owners on the benefits of ‘SeeClickFix’ and how to use it. 29 Page 39 of 58  Diversity, Equity, & Inclusion Themes & Highlights Responses from the Diversity, Equity, and Inclusion (DEI) questions indicated that more than half of respondents find Brookfield responsible for fostering a diverse community that ensures equality and equity for residents from all backgrounds. A high percentage of respondents feel welcome and accepted in the Brookfield community on a personal level. It is also important to highlight that at least 10% less of respondents indicated that all residents and non-residents/visitors are treated with respect. In other words, respondents perceive a greater amount of respect and acceptance at a person- level compared to the community-level, specifically for individuals from diverse backgrounds. Figure 6 – Diversity, Equity, & Inclusion 30 Page 40 of 58 Survey Results Over 70% of respondents indicated that (1) it is the responsibility of the Village to ensure equality and equity in the community, (2) it is important that Village leadership invests time in understanding that diversity is critical to their future success, and (3) it is important that the Village invests services and resources to ensure accessibility to people with disabilities. Over half the respondents (65.8%) also indicated the Village should invest time and resources to building a diverse community. Although more than half of the respondents Agreed or Strongly Agreed that residents and non-residents are treated with respect, it was not high agreement rate compared to the other diversity metrics. Figure 7 - Diversity, Equity, & Inclusion 31 Page 41 of 58  A similar percentage of respondents Agreed of Strongly Agreed that the Brookfield community is welcoming to people from diverse backgrounds (58.2%) and respects and values individuals from diverse backgrounds (57.3%). Approximately 70% of respondents Agreed or Strongly Agreed that they feel they fit in and are a valued member of the community. Additionally, nearly 80% of respondents indicated that they feel the Brookfield community is accepting of people like them. Figure 8 - Diversity, Equity, & Inclusion Suggested Action Items As it pertains to the Village’s DEI efforts, one recommendation is to consider how the Village services can increase residents’ sense of respect and acceptance for people from diverse backgrounds. Specifically, it is recommended that each Village department identifies how it can enhance or improve its services to ensure equality and equity for all 32 Page 42 of 58 the residents it serves. It could be helpful to conduct a department-level DEI survey to better understand how each department can improve its DEI efforts through the services it provides. 33 Page 43 of 58  34 Page 44 of 58  Committee Item Memo Meeting Date: May 08, 2023 Staff Contact: Kate Portillo, Village Planner Department: Community Development Subject: Discussion of Request for a Special Use Permit for the Low-Impact Manufacturing of Ice Cream at 4620 Forest Avenue. Background Information: 4650 Forest Avenue, a property located just north of 47th Street in the I-1 zoning district, was previously home to Tenco Hydro, Inc. dating back to the 1970s. Khalid Habbab with Melt N Dip Franchising, LLC recently purchased the subject site and has applied for permits to update the property and utilize the building for warehousing and distribution of inventory to supply regional franchise operations. Warehousing and distribution are permitted or “by-right” uses in the I-1 zoning district. The applicant also wishes to manufacture ice cream for distribution to the Melt N Dip franchises at this facility. As low impact manufacturing is a Special Use in the I-1 district, Mr. Habbab submitted an application for a Special Use Permit on March 3, 2023. Subject Site: The Planning and Zoning Commission held a public hearing on April 27, 2023, to consider the application (PZC Case 23-06). During the public hearing, the Village Planner provided information on the site's zoning context, the proposed manufacturing of ice cream and gelato and expected on-site machinery, the location of manufacturing within the building, anticipated number of employees, hours of operation, anticipated on-site vehicles and available off-street parking. Commissioners raised questions regarding health department inspections, about the operating machinery, company vehicles, site layout including proposed addition of a walk-in freezer, and available off-street parking. Page 45 of 58 Findings of Fact: The Commission deliberations contemplated the following standards for review: Special Use Standards • A Special Use for the low-impact manufacturing of ice cream is compatible with the intent and purpose of the property's zoning district. • The low-impact manufacturing of ices cream is compatible with the existing uses on the site and in the vicinity as it is a less intense use than the previous use. • The proposed use does not cause or intensify any unique, special or unusual impacts or uses upon the property itself, upon public facilities or upon neighboring properties as it is less impactful than the previous use and the site will be improved. By a unanimous vote of 6 ayes, 0 nays and 0 abstaining, the Planning and Zoning Commission moved to recommend approval of the Special Use Permit without conditions. Recommendation(s): Village staff recommend the Committee of the Whole discuss the petition request and recommendation from the Planning and Zoning Commission and determine if it is appropriate to direct the Village Attorney to prepare an Ordinance for vote at the next Village Board meeting. Attachment Description: Draft PZC Minutes 04.27.2023 Attachments: Draft PZC Minutes 04_27_2023 Page 46 of 58  8820 Brookfield Avenue • Brookfield, Illinois 60513-1688 (708) 485-7344 • FAX (708) 485-4971 www.brookfieldil.gov Planning and Zoning Commission · Record of Minutes April 27, 2023 @ 7:00 PM Edward Barcal Hall Boardroom 8820 Brookfield Avenue · Brookfield, IL 60513 I. Call to Order Chairperson Grund called the regular mee�ng of the Planning and Zoning Commission to order at 7:02 PM. II. Roll Call Present: Chairperson Grund and Commissioners Benjamin, Evans, Svoboda, Straka, Weber. Absent: Commissioner Miller. Others Present: Trustee Hendricks, Village Planner Por�llo, Director Egan, Village Atorney Durkin. III. Approval of Minutes Chairperson Grund entertained a mo�on to approve the mee�ng minutes dated March 23, 2023. Commissioner Straka so moved. The mo�on was seconded by Commissioner Svoboda. AYES: Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: Benjamin, Evans. Mo�on Passed 4-0. IV. Public Comment None. V. Case No. 23-06 Public Hearing to hear a request for a Special Use Permit to Conduct Low- Impact Manufacturing of Ice Cream associated with a Warehouse and Distribu�on use at 4620 Forest Avenue. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Straka so moved. The mo�on was seconded by Commissioner Benjamin. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo presents the case and the staff report. One ques�on from Commissioners was raised regarding Health Department inspec�ons. Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. 1 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 47 of 58  Property and Business Owner Khalid Habbab provided history on the Melt N Dip business and the plan to relocate the manufacturing and distribu�on for the company from a rented Bridgeview warehouse to the purchased Brookfield loca�on, no�ng the access to the region the Brookfield site provides. Commissioners asked ques�ons related to the proposed ice cream manufacturing, the cooling systems associated with the machinery, related company vehicles, and the interior layout including a commercial kitchen, warehouse space and a small office. The pe��oner also provided informa�on on the commercial freezer being added to the south side of the building and the off-street parking provided. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-06. Commissioner Svoboda moved to close the public hearing. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the request, and in their findings determined that the use is compa�ble with the intent and purpose of the zoning district and surrounding area, is less intensive than the previous use and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es. Chairperson Grund entertained a mo�on to recommend approval of Case No. 23-06 Request for a Special Use Permit to Conduct Low-Impact Manufacturing of Ice Cream associated with a Warehouse and Distribu�on use at 4620 Forest Avenue. Commissioner Benjamin so moved and the mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. Case No. 23-07 Public Hearing to hear a request for a Special Use Permit for a Transporta�on Terminal use for Moving Services at 9118 W 47th Street. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Straka so moved. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo presents the case and the staff report. Commissioners asked for clarifica�on on the site loca�on within the context of a larger industrial area. 2 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 48 of 58  Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. Business Owner Michael Fries explained his pe��on request and provided background on the family business opera�ng since the 1960s and the interest in reloca�ng from Berwyn. The intended use is for the parking of trucks and a small office; no storage is provided. Commissioners asked ques�ons related to the proposed use and site. Mr. Fries confirmed the vehicles are diesel, no truck repair occurs on site and no flammables are stored on site. The applicant spoke to the fleet and staff size remaining the same as opera�ons out of the Berwyn loca�on. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-07. Commissioner Benjamin moved to close the public hearing. The mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the request, and in their findings determined that the use is compa�ble with the intent and purpose of the zoning district and surrounding area and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es par�cularly with no warehousing as part of the use. Chairperson Grund entertained a mo�on to recommend approval of Case 23-07 Request for a Special Use Permit for a Transporta�on Terminal use for Moving Services at 9118 W 47th Street. Commissioner Svoboda so moved and the mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. Case No. 23-08 Request for a Special Use Permit for a Cannabis Dispensary at 8863 W Ogden Avenue. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Benjamin so moved. The mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo provided historical context of state and local regula�on related to adult-use cannabis and related businesses. Ms. Por�llo presented the staff report and Commissioners asked follow-up ques�ons related to other uses, proposed site access and traffic flow, and current Village regula�ons related to the proposed mural. Village Atorney Durkin 3 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 49 of 58  explained that if the cannabis dispensary were to be exis�ng, it would not preclude a new school or daycare from opening within 100 square feet of the cannabis dispensary business. Community Development Director Emily Egan provided further informa�on related to requiring a traffic study, and that a professional service review from Hancock Engineering was performed and determined that the expected traffic would be similar to that of other corner proper�es along Ogden Avenue. Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. The 1937 Group Ltd, represented by Ambrose Jackson, Sonia Antolec, Jim Reilly and Ronald Elkins, provided background informa�on about themselves and the company, their current opera�ons in Illinois, the interest in opera�ng in Brookfield, safety and security measures for the proposed adult-use cannabis dispensary, and the proposed dispensary design, façade, and site plan. Commissioners asked ques�ons related to the proposed use and site. Chairperson Grund called a 2-minute recess at 8:18 p.m. Theresa Schrefelbei, Ann Janacek, Oralia Keller, and Emmanuel Carathanassis all came forward with public comments. The pe��oner responded to many of the public comments. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-08. Commissioner Straka moved to close the public hearing. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the pe��on requests, reques�ng addi�onal informa�on, clarifica�on on the process of termina�ng the Ogden Avenue curb cut, and asking follow-up ques�ons of the pe��oner and staff. Commissioner findings determined that the proposed use is compa�ble with the intent and purpose of the zoning district and surrounding area, with a less intense use then past uses and improvement to what is currently there, and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es, par�cularly with the proposed condi�ons to be put forth by the Commission. Chairperson Grund entertained a mo�on to recommend approval of Case 23-08 Request for a Special Use Permit for a Cannabis Dispensary use at 8863 W Ogden Avenue with following condi�ons: 1. Installa�on of a fence that meets Code on the south end of the property. 2. Repair and/or replacement of the fence on the east side of the property that meets Code. 3. With the understanding that the Ogden Avenue entrance will ultimately be closed with IDOT approval, and if the approval does not coincide with the opening of the facility, the applicant will somehow temporarily close off that entrance. 4 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 50 of 58  Commissioner Straka so moved and the mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. VI. Other Business Village Planner Kate Por�llo provided staff updates including the Community Development Department 2022 Annual Report and the list of Building Codes going into effect on June 1st, 2023. VII. Adjournment Chairperson Grund asked if there was a mo�on to adjourn the mee�ng. Commissioner Svoboda so moved. Commissioner Evans seconded the mo�on. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None ABSTAIN: None Mo�on Passed 6-0. The mee�ng adjourned at 8:56 PM. 5 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 51 of 58  Committee Item Memo Meeting Date: May 08, 2023 Staff Contact: Kate Portillo, Village Planner Department: Community Development Subject: Discussion of Case No. 23-07 Request for a Special Use Permit for a Transportation Terminal Use for Moving Services at 9118 W 47th Street. Background Information: Michael Fries of A Affordable Moving Company Inc.is proposing to operate a moving company at 9118 W 47th Street within a larger industrial area. The subject site is located just north of West 47th Street and includes commercial space within a two-story brick building and a parking area with site access from Maple Avenue. As a moving company use falls under the category “Trucking and transportation terminals” and is a Special Use in the I-1 zoning district, Mr. Fries submitted an application for a Special Use Permit on March 9, 2023. Subject Site: Page 52 of 58 The Planning and Zoning Commission held a public hearing on April 27, 2023, to consider the application (PZC Case 23-07). During the public hearing, the Village Planner provided information on the site's zoning context and the proposed moving company use. Commissioners raised questions regarding the fleet vehicles and number of employees, and confirmed that vehicle repairs occur off-site, flammable items will not be kept at this location, and that no storage will occur at the subject site. Findings of Fact: The Commission deliberations contemplated the following standards for review: Special Use Standards • A transportation terminal use for moving services is compatible with the intent and purpose of the property's zoning district. • A transportation terminal use for moving services is compatible with the existing uses on the site and in the vicinity. • The proposed use does not cause or intensify any unique, special or unusual impacts or uses upon the property itself, upon public facilities or upon neighboring properties particularly with no warehousing as part of the use. By a unanimous vote of 6 ayes, 0 nays and 0 abstaining, the Planning and Zoning Commission moved to recommend approval of the Special Use Permit without conditions. Recommendation(s): Village staff recommend the Committee of the Whole discuss the petition and recommendation from the Planning and Zoning Commission and determine if it is appropriate to direct the Village Attorney to prepare an Ordinance for vote at the next Village Board meeting. Attachment Description: Draft PZC Minutes 04.27.2023 Attachments: Draft PZC Minutes 04_27_2023 Page 53 of 58  8820 Brookfield Avenue • Brookfield, Illinois 60513-1688 (708) 485-7344 • FAX (708) 485-4971 www.brookfieldil.gov Planning and Zoning Commission · Record of Minutes April 27, 2023 @ 7:00 PM Edward Barcal Hall Boardroom 8820 Brookfield Avenue · Brookfield, IL 60513 I. Call to Order Chairperson Grund called the regular mee�ng of the Planning and Zoning Commission to order at 7:02 PM. II. Roll Call Present: Chairperson Grund and Commissioners Benjamin, Evans, Svoboda, Straka, Weber. Absent: Commissioner Miller. Others Present: Trustee Hendricks, Village Planner Por�llo, Director Egan, Village Atorney Durkin. III. Approval of Minutes Chairperson Grund entertained a mo�on to approve the mee�ng minutes dated March 23, 2023. Commissioner Straka so moved. The mo�on was seconded by Commissioner Svoboda. AYES: Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: Benjamin, Evans. Mo�on Passed 4-0. IV. Public Comment None. V. Case No. 23-06 Public Hearing to hear a request for a Special Use Permit to Conduct Low- Impact Manufacturing of Ice Cream associated with a Warehouse and Distribu�on use at 4620 Forest Avenue. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Straka so moved. The mo�on was seconded by Commissioner Benjamin. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo presents the case and the staff report. One ques�on from Commissioners was raised regarding Health Department inspec�ons. Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. 1 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 54 of 58  Property and Business Owner Khalid Habbab provided history on the Melt N Dip business and the plan to relocate the manufacturing and distribu�on for the company from a rented Bridgeview warehouse to the purchased Brookfield loca�on, no�ng the access to the region the Brookfield site provides. Commissioners asked ques�ons related to the proposed ice cream manufacturing, the cooling systems associated with the machinery, related company vehicles, and the interior layout including a commercial kitchen, warehouse space and a small office. The pe��oner also provided informa�on on the commercial freezer being added to the south side of the building and the off-street parking provided. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-06. Commissioner Svoboda moved to close the public hearing. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the request, and in their findings determined that the use is compa�ble with the intent and purpose of the zoning district and surrounding area, is less intensive than the previous use and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es. Chairperson Grund entertained a mo�on to recommend approval of Case No. 23-06 Request for a Special Use Permit to Conduct Low-Impact Manufacturing of Ice Cream associated with a Warehouse and Distribu�on use at 4620 Forest Avenue. Commissioner Benjamin so moved and the mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. Case No. 23-07 Public Hearing to hear a request for a Special Use Permit for a Transporta�on Terminal use for Moving Services at 9118 W 47th Street. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Straka so moved. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo presents the case and the staff report. Commissioners asked for clarifica�on on the site loca�on within the context of a larger industrial area. 2 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 55 of 58  Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. Business Owner Michael Fries explained his pe��on request and provided background on the family business opera�ng since the 1960s and the interest in reloca�ng from Berwyn. The intended use is for the parking of trucks and a small office; no storage is provided. Commissioners asked ques�ons related to the proposed use and site. Mr. Fries confirmed the vehicles are diesel, no truck repair occurs on site and no flammables are stored on site. The applicant spoke to the fleet and staff size remaining the same as opera�ons out of the Berwyn loca�on. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-07. Commissioner Benjamin moved to close the public hearing. The mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the request, and in their findings determined that the use is compa�ble with the intent and purpose of the zoning district and surrounding area and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es par�cularly with no warehousing as part of the use. Chairperson Grund entertained a mo�on to recommend approval of Case 23-07 Request for a Special Use Permit for a Transporta�on Terminal use for Moving Services at 9118 W 47th Street. Commissioner Svoboda so moved and the mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. Case No. 23-08 Request for a Special Use Permit for a Cannabis Dispensary at 8863 W Ogden Avenue. Chairperson Grund entertained a mo�on to open the public hearing. Commissioner Benjamin so moved. The mo�on was seconded by Commissioner Straka. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Chairperson Grund requested the staff report. Village Planner Kate Por�llo provided historical context of state and local regula�on related to adult-use cannabis and related businesses. Ms. Por�llo presented the staff report and Commissioners asked follow-up ques�ons related to other uses, proposed site access and traffic flow, and current Village regula�ons related to the proposed mural. Village Atorney Durkin 3 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 56 of 58  explained that if the cannabis dispensary were to be exis�ng, it would not preclude a new school or daycare from opening within 100 square feet of the cannabis dispensary business. Community Development Director Emily Egan provided further informa�on related to requiring a traffic study, and that a professional service review from Hancock Engineering was performed and determined that the expected traffic would be similar to that of other corner proper�es along Ogden Avenue. Chairperson Grund opened the floor for Public Comment and swore in those who intend to give tes�mony. The 1937 Group Ltd, represented by Ambrose Jackson, Sonia Antolec, Jim Reilly and Ronald Elkins, provided background informa�on about themselves and the company, their current opera�ons in Illinois, the interest in opera�ng in Brookfield, safety and security measures for the proposed adult-use cannabis dispensary, and the proposed dispensary design, façade, and site plan. Commissioners asked ques�ons related to the proposed use and site. Chairperson Grund called a 2-minute recess at 8:18 p.m. Theresa Schrefelbei, Ann Janacek, Oralia Keller, and Emmanuel Carathanassis all came forward with public comments. The pe��oner responded to many of the public comments. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-08. Commissioner Straka moved to close the public hearing. The mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None. Mo�on Passed 6-0. Commissioners deliberated the pe��on requests, reques�ng addi�onal informa�on, clarifica�on on the process of termina�ng the Ogden Avenue curb cut, and asking follow-up ques�ons of the pe��oner and staff. Commissioner findings determined that the proposed use is compa�ble with the intent and purpose of the zoning district and surrounding area, with a less intense use then past uses and improvement to what is currently there, and therefore does not cause or intensify any impacts on the property, public facili�es or upon neighboring proper�es, par�cularly with the proposed condi�ons to be put forth by the Commission. Chairperson Grund entertained a mo�on to recommend approval of Case 23-08 Request for a Special Use Permit for a Cannabis Dispensary use at 8863 W Ogden Avenue with following condi�ons: 1. Installa�on of a fence that meets Code on the south end of the property. 2. Repair and/or replacement of the fence on the east side of the property that meets Code. 3. With the understanding that the Ogden Avenue entrance will ultimately be closed with IDOT approval, and if the approval does not coincide with the opening of the facility, the applicant will somehow temporarily close off that entrance. 4 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 57 of 58  Commissioner Straka so moved and the mo�on was seconded by Commissioner Evans. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. VI. Other Business Village Planner Kate Por�llo provided staff updates including the Community Development Department 2022 Annual Report and the list of Building Codes going into effect on June 1st, 2023. VII. Adjournment Chairperson Grund asked if there was a mo�on to adjourn the mee�ng. Commissioner Svoboda so moved. Commissioner Evans seconded the mo�on. AYES: Benjamin, Evans, Grund, Straka, Svoboda, Weber. NAYS: None ABSTAIN: None Mo�on Passed 6-0. The mee�ng adjourned at 8:56 PM. 5 Planning and Zoning Commission Record of Minutes – Meeting Date: April 27, 2023 Page 58 of 58