Committee of the Whole

Village of Brookfield Agenda Committee of the Whole Meeting Monday, December 11, 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 Case 23-12 Request for a Text Amendment to §62-225 Control of Off Street Parking Facilities Text Amendment Off-Street Parking 2. Discussion of Current Downtown Parking Regulations and Proposed Regulatory and Signage Changes in 2024 Downtown Parking Regulations 3. Approval of A Resolution for Hancock Engineering to Submit Five Applications to the Central Council of Mayors (CCM) for the Surface Transportaion Program - Local Fund (STP-L) for a Total of $7,000.00. Applications for Surface Transportation Program III. PUBLIC COMMENT IV. EXECUTIVE SESSION 1. Pursuant to Section 2(c)(5) of the Open Meetings Act to discuss purchase or lease of real property for the village’s use, 2. Pursuant to Section 2(c)(6) of the Open Meetings Act to discuss the setting of a price for sale or lease of village property 3. Pursuant to Section 2(c)(1) of the Open Meetings Act to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific village employees V. ADJOURNMENT Page 1 of 14  Committee Item Memo Meeting Date: December 11, 2023 Staff Contact: Kate Portillo, Village Planner Department: Community Development Subject: Discussion of Case 23-12 Request for a Text Amendment to §62-225 Control of Off Street Parking Facilities Background Information: From time to time, staff proactively reviews the Zoning Code for opportunities to better support Comprehensive Plan goals. At the August 28, 2023, Committee of the Whole meeting, staff brought forward §62-225 Control of Off-Street Parking Facilities and identified unnecessary challenges this section may pose as written, specifically the zoning districts where off-site accessory parking is allowed and where a public street is located between the primary use and the proposed location for accessory off-street parking. The Committee of the Whole directed staff to bring the matter forward to the Planning and Zoning Commission. On September 21, 2023, the Village made an application for the following requested text amendments: 1. The inclusion of C-4 and I-1 to the districts listed in §62-225 where off-site/remote parking facilities are allowed. 2. Allowing off-site/remote parking to be located across public streets. The Planning and Zoning Commission held a public hearing on November 16, 2023, to consider the application for Text Amendments to §62-225 Control of Off-Street Facilities (Case 23-12). During the public hearing, the Village Planner gave the staff report and read one public comment into the record. Commissioners raised questions regarding any history surrounding omitting specific districts, about existing off-site parking examples, the application of the current ordinance versus the proposed text changes, about off-street parking that is provided beyond what is required, and whether public parking lots could be utilized to meet off-street parking requirements. Findings of Fact The Commission deliberated the standards for review. Commissioners supported the proposed text amendments as promoting and protecting the public health, safety, morals, comfort, convenience and general welfare of the people. By a vote of 7 ayes, 0 nays and 0 abstaining, the Planning and Zoning Commission moved to recommend approval of the following text amendments: Page 2 of 14  Sec. 62-225. - Control of off-street facilities. When required accessory off-street parking facilities are provided elsewhere than on the lot other than on which the principal building, structure or use is located, those parking facilities shall be in the same possession, either by deed or long-term lease, as the property occupied by such principal building, structure, or use. Any such off-site/remote parking facilities must be located within 1,000 feet of the main entrance of the principal building, structure or use being served, and, except forin the C-1, C-2, C-3,C-4, I-1, and SA districts must be in the same block as that no public street lies between the off-street parking spaces and the principal building, structure or use being served. The owner shall be bound by covenants filed of recorded in the office of the county recorder of deeds Cook County Clerk’s Office, requiring the owner and his heirs and assigns to maintain the required number of parking spaces during the existence of the use of the principal building or structure. Recommendation(s): Village staff recommends the Committee of the Whole discuss the petition request and attached 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. Attachments: Draft PZC Minutes 11_16_2023 Page 3 of 14  8820 Brookfield Avenue • Brookfield, Illinois 60513-1688 (708) 485-7344 • FAX (708) 485-4971 www.brookfieldil.gov Planning and Zoning Commission · Record of Minutes November 16, 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 7:00 PM. II. Roll Call Present: Chairperson Grund and Commissioners Evans, Miller*, Sabourin, Straka, Weber. *Commissioner Miller arrived at 7:03 P.M. Absent: Commissioner Svoboda. Others Present: Trustee Liaison Hendricks, Village Planner Por�llo. Chairperson Grund welcomed Commissioner Sabourin and gave the floor to the Village Planner for a brief introduc�on of Commissioner Sabourin. Commissioner Sabourin expressed his apprecia�on for the appointment. III. Approval of Minutes Chairperson Grund entertained a mo�on to approve the mee�ng minutes dated October 26, 2023, as updated with correc�ons. Commissioner Evans so moved. The mo�on was seconded by Commissioner Straka. AYES: Evans, Grund, Straka, Weber. NAYS: None. ABSTAIN: Sabourin. Mo�on Passed 4-0. IV. Public Comment No public comment. V. New Business Case No. 23-12 Public Hearing to Consider Text Amendments to Chapter 62-Zoning, Ar�cle III-Off Street Parking and Loading, Sec�on 225 Control of Off-Street Parking Facili�es. Village Planner Kate Por�llo presented the staff report. Chairperson Grund noted his oversight in opening the public hearing and entertained a mo�on to open the public hearing. Commissioner Straka so moved. The mo�on was seconded by Commissioner Evans. AYES: Evans, Grund, Miller, Sabourin, Straka, Weber. NAYS: None. ABSTAIN: None. 1 Planning and Zoning Commission Record of Minutes – Meeting Date: November 16, 2023 Page 4 of 14  Mo�on Passed 6-0. Chairperson Grund opened the floor for Public Comment and the Village Planner read a writen comment from resident Todd Svoboda into the record. Chairperson Grund entertained a mo�on to close the public hearing for Case 23-12. Commissioner Miller so moved. The mo�on was seconded by Commissioner Straka. AYES: Evans, Grund, Miller, Sabourin, Straka, Weber. NAYS: None. ABSTAIN: None Mo�on Passed 6-0. Commissioners asked ques�ons about any known history surrounding omi�ng specific districts, about exis�ng off-site parking examples, the current ordinance versus the proposed text changes, about off-street parking that is provided beyond what is required, and whether public parking lots could be u�lized to meet off-street parking requirements. Commissioners deliberated the proposed text amendments and stated that the standard of promoting and protecting the public health, safety, comfort, convenience and the general welfare of the population had been met. Commissioner Evans entertained a mo�on to approve the request for Text Amendments. Chairperson Grund seconded the mo�on. AYES: Evans, Grund, Miller, Sabourin, Straka, Weber. NAYS: None ABSTAIN: None Mo�on Passed 6-0. VI. Other Business Village Planner Kate Por�llo wished the Commission an enjoyable Thanksgiving and men�oned the next mee�ng on December 28, 2023. VII. Adjournment Chairperson Grund entertained a mo�on to adjourn the mee�ng. Commissioner Sabourin so moved. Commissioner Miller seconded the mo�on. AYES: Evans, Grund, Miller, Sabourin, Straka, Weber. NAYS: None ABSTAIN: None Mo�on Passed 6-0. The mee�ng adjourned at 7:32 P.M. 2 Planning and Zoning Commission Record of Minutes – Meeting Date: November 16, 2023 Page 5 of 14  Committee Item Memo Meeting Date: December 11, 2023 Staff Contact: Kate Portillo, Village Planner Department: Community Development Subject: Discussion of Current Downtown Parking Regulations and Proposed Regulatory and Signage Changes in 2024 Background Information: In association with the 2018 Comprehensive Plan, the Village received a parking assessment of Eight Corners and Downtown Brookfield from Kimley-Horn, one of the project's subconsultants. Village staff have utilized the March 2018 Assessment in advising policy related to the Comprehensive Plan goal of supporting and encouraging economic vitality. One example is Ordinance 2022-22, codified in §62-290, which eliminated off-street parking requirements for commercial uses in the SA-1 and SA-4a (Downtown) districts. Another recommendation of the Assessment is the efficient use of the existing parking supply and managing parking space turnover through communication and enforcement opportunities. As Downtown storefront occupancy has increased, the importance of continuing the analysis started by Community Development in November 2021 became clear. During 2023, a Downtown parking sign type inventory was conducted, thirteen (13) downtown business stakeholders were interviewed regarding current parking utilization by clients and employees and regarding the current regulations in general, and Downtown Parking findings were reviewed with the Brookfield Police Department. Staff also reviewed Chapter 54-Traffic and Motor Vehicles Article IX, Division 12. Employee Parking Permits to understand the policy on record for employee parking. For the purpose of parking evaluation, "Downtown" is defined generally as sections of Grand Boulevard, Prairie Avenue, Brookfield Avenue, and Burlington Avenue around the Brookfield Metra stop, with consideration given to the boundary streets of Grant Avenue, Forest Avenue, Southview Avenue, and Sunnyside Avenue. The inventory of existing sign types, the map of parking sign type locations, and the Executive Summary of stakeholder interviews are attached. Findings: Different business uses have different parking duration needs for their customers/clients. Many employees of downtown businesses park in limited duration spaces for their full shift due to convenience and relaxed enforcement in recent years. Stakeholders are open to policy and Page 6 of 14 enforcement changes if they occur through good communication and provide parking options that support their business needs. The Brookfield Police Department is aligned with future enforcement. Proposed Changes:  Employee parking by permit on portions of the south side of Brookfield Avenue and the north side of Burlington Avenue west of Prairie Avenue.  Amendment of Chapter 54-Article IX-Division 12 Employee Parking Permits.  Renewed communication around the overnight parking "amnesty" option for intoxicated business patrons. Next Steps: At the direction of the Board of Trustees, Community Development staff would work with the Police Department, Public Works, the Finance Department and the Village Attorney to bring forward a final recommendation regarding employee parking in the Downtown business district. Financial Impact: Changes to Downtown parking policy would result in the expense of replacing signage and creating employee parking permits and possibly short-term parking permits. Updating the Downtown parking policy for employees would support the success of local businesses. Enforcement of future parking regulations could result in a revenue opportunity for the Village. Recommendation(s): Village staff recommend the Committee of the Whole review the request and direct staff to initiate the process of Code amendment, the publicity campaign, and the installation of new parking signage related to employee parking. Attachments: Brookfield Downtown Parking Sign Type Inventory_2023 Brookfield Downtown Parking Sign Type Exhibit_2023 Executive Summary_ Brookfield Downtown Parking Stakeholder Interviews_2023 Chapter 54 Article IX Division 12 Employee Parking Permits Page 7 of 14  Planning Memo Date: December 4, 2023 Staff Contact: Kate Portillo, AICP, Village Planner Department: Community Development Subject: Downtown Brookfield Parking Sign Type Inventory Background Information: An inventory was conducted between January and March 2023. Parking Signage: The following parking sign verbiage was identified, and each sign grouping type was assigned a letter character in order to label the related map exhibit: A 2 hour 8 a.m. – 6 p.m. except Saturdays, Sundays, Holidays No parking 2 a.m.- 6 a.m. B Residential “B” 7 a.m. – 9 a.m. Monday- Friday C 1 hour 8 a.m.- 6 p.m. except Sundays, Holidays D 1 hour 8 a.m.- 6 p.m. except Sundays, Holidays No Parking Monday-Friday 2:30-6 a.m. and Saturday, Sunday, Holidays 3 a.m.-7 a.m. E 2 hour 8 a.m.- 6 p.m. except Sundays, Holidays No Parking Monday-Friday 2:30 a.m.-6 a.m. and Saturday, Sunday, Holidays 3 a.m.-7 a.m. F 4 hour 8 a.m.- 6 p.m. except Sundays, Holidays No Parking 2 a.m.-6 a.m. G 2 hour 8 a.m.- 6 p.m. except Sundays, Holidays H 2 hour 8 a.m.- 6 p.m. except Sundays, Holidays No Parking 2 a.m.-5 a.m. I 4 hour 8 a.m.-6 p.m. except Sundays, Holidays No Parking Monday-Friday 2:30 a.m.-6 a.m. and Saturday, Sunday, Holidays 3 a.m.-7 a.m. J 4 hour 8 a.m.-6 p.m. except Sundays, Holidays K Commuter Parking with Permit 5:30 a.m.- 2 p.m. No Parking 2 a.m. -5 a.m. Page 8 of 14  Brookfield Downtown Parking Sign Type Exhibit J/B J/B J J/B I B I B E E D G B E C A A K A H J J G E H Lorem ipsum Sign Type Key See Downtown Parking Sign Types list for more info E H A K A B J H A G C H D K E F F G J H Page 9 of 14 0 300 600 I ft J Disclaimer: The GIS Consortium and MGP Inc. are not liable for any use, misuse, modification or disclosure of any map provided under applicable law. This map is for general information purposes only. Although the information is believed to be generally accurate, errors may exist and the user should independently confirm for accuracy. The map does not constitute a regulatory determination and is not a base for engineering design. A Registered Land Surveyor should be consulted to determine precise location boundaries on the ground. K  Planning Memo Date: December 6, 2023 Staff Contact: Kate Portillo, AICP, Village Planner Department: Community Development Subject: Stakeholder Interviews Summary Regarding Downtown Parking Background Information: The Kimley Horn Parking Assessment for 8 Corners and Downtown Brookfield dated March 2, 2018, recommended that parking management strategies should focus on improving the efficiency and effectiveness of the existing parking supply and should be utilized to address short- and long- term parking needs in the downtown commercial area. To understand the parking needs of the downtown business community, staff interviewed the following businesses between March and September 2023: Irish Times, Fill My Jar, Sebastian’s, Daisy’s Treats, Paisans, CCS, Vines and Vinyl, Onelan Salon, The Shop, Brookfield Breakfast, Burger Antics, and Pub 78. Efforts made to speak with Warm Wick and Little Owl were unsuccessful. Stakeholder Questions: Business representatives were asked the following four questions: 1. What do you hear from your customers related to parking? 2. Where do your employees usually park? 3. What changes do you want to see in parking the parking regulations downtown? 4. What are your thoughts on the possibility of changing locations that are currently 2 hour parking to 3 hour parking? At times, dialog between the Village Planner and Business Owner went beyond the scope of the specific questions, and candid feedback provided insight into the pitfalls of and future opportunities for Downtown on-street parking regulation. Executive Summary of Comments Received • Customers commonly express that there is not enough parking. • Employees are parking all day in close proximity to businesses where they are employed. • Commuter parking occurs primarily on the south side of Brookfield Avenue between the bridge and Prairie Avenue. • Employees who work late nights/early mornings should have safe parking options. • An overnight parking option for intoxicated patrons should be available. • Strive for a Pro-Business and Pro-Village reputation: avoid having the Village come to be known as too strong on enforcement, as these are topics business owners discuss. • The majority of businesses are in support of enforcement as long as changes are communicated well. Page 10 of 14  - CODE OF ORDINANCES Chapter 54 - TRAFFIC AND MOTOR VEHICLES ARTICLE IX. - STOPPING, STANDING AND PARKING DIVISION 12. EMPLOYEE PARKING PERMITS DIVISION 12. EMPLOYEE PARKING PERMITS Sec. 54-1016. Issuance. Upon the completion of an appropriate form, certifying of the fact of employment of the applicant with an authorized business or industry having facilities located within the village and upon the payment of appropriate fees to the village as may be hereafter required and established by the village board, the village manager shall issue, or cause to be issued, a permit applied for under this division authorizing the parking of such motor vehicle displaying said permit within those areas designated for business employee parking. (Code 1964, § 18-209(a); Ord. No. 1990-4, 1-22-1990) Sec. 54-1017. Term. Such permit shall be valid only for the term of employment or association of the individual with the authorized business or industry, or for such other period of duration as may be hereafter established by the village board. (Code 1964, § 18-209(b); Ord. No. 1990-4, 1-22-1990) Sec. 54-1018. Transfer prohibited. In no case shall a permit be transferred to another vehicle or person without the expressed written consent of the village. If such unauthorized transfer occurs, said permit is immediately null and void and all benefits, rights and privileges associated therewith are immediately revoked. (Code 1964, § 18-209(c); Ord. No. 1990-4, 1-22-1990) Sec. 54-1019. Form and contents. Upon the issuance of a business parking permit under the terms of this division for a motor vehicle, the village manager shall deliver to the applicant a permit emblem which shall bear the words "Business Parking Permit," a unique identifying number, and, as may be applicable, the expiration date through which the permit remains valid, unless otherwise rendered void. (Code 1964, § 18-210; Ord. No. 90-4, 1-22-1990) Sec. 54-1020. Placement of permit emblem. When such emblem is delivered to the applicant, it shall be his duty to affix the same, in the lower left-hand corner of his rear windshield, behind the driver, approximately one-half inch from the lower section of the window frame. It shall also be the responsibility of the applicant to remove such emblem upon the sale or disposal of the vehicle. (Code 1964, § 18-210; Ord. No. 90-4, 1-22-1990) Brookfield, Illinois, Code of Ordinances Created: 2023-08-22 13:36:45 [EST] (Supp. No. 29) Page 1 of 2 Page 11 of 14 Sec. 54-1021. Tampering with permit emblem prohibited. Further, any person who shall otherwise take, destroy, obliterate or remove any permit emblem, without the consent of the owner of the vehicle or of the village, shall be guilty of a misdemeanor, and every such wrongful destruction, obligation or removal of such permit emblem from any vehicle shall be considered a separate offense. (Code 1964, § 18-210; Ord. No. 90-4, 1-22-1990) Sec. 54-1022. Unlawful parking prohibited. It shall be unlawful for any person to park any vehicle upon any street, parking lot, or other area under the jurisdiction of the village where such areas are marked for business employee parking purposes and where such person does not properly display a valid permit emblem during those time periods so requiring display. Said parking emblem does not relieve any responsibility for the conformance with all other parking restrictions and regulations established by this Code or state law. (Code 1964, § 18-211; Ord. No. 90-4, 1-22-1990) Sec. 54-1023. Time and location of permissible parking. Locations of automobile business parking areas requiring the display of an employee permit emblem shall be as follows: (1) Between 7:00 a.m. and 9:00 a.m., Sunday through Saturday: a. On the north side of Brookfield Avenue, beginning at its intersection with Sunnyside Avenue and continuing west to its intersection with Park Avenue. b. On the north side of Brookfield Avenue, beginning at a point 50 feet east of its intersection with Sunnyside Avenue and continuing to a point 125 feet from the place of beginning. (2) Between 7:00 a.m. and 6:00 p.m., Sunday through Saturday: a. Along the southerly lot line of Lot 14 in Block 30 of the original subdivision of Grossdale Avenue, commencing at the west point of said lot line and extending easterly for a distance of 125 feet. (3) Between 7:00 a.m. and 12:00 noon, Sunday through Saturday: a. Along the west side of Grand Boulevard, beginning at its intersection with Grant Avenue and extending southerly for a distance of 200 feet. b. Along the southerly side of the median parking area located within Broadway Avenue, beginning at its intersection with Park Avenue and extending in a southwesterly direction for a distance of 250 feet. (4) Between 7:00 a.m. and 4:00 p.m., Monday through Friday when school is in session: a. Along the east side of Hollywood Avenue between 340 feet north of Washington Avenue and 120 feet south of Rockefeller Avenue. (Code 1964, § 18-211; Ord. No. 90-4, 1-22-1990; Ord. No. 2021-21 , § 4, 1-25-2021) Secs. 54-1024—54-1044. Reserved. Created: 2023-08-22 13:36:44 [EST] (Supp. No. 29) Page 2 of 2 Page 12 of 14  Committee Item Memo Meeting Date: December 11, 2023 Staff Contact: Vincent Smith, Public Works Director Department: Public Works Subject: Approval of A Resolution for Hancock Engineering to Submit Five Applications to the Central Council of Mayors (CCM) for the Surface Transportaion Program - Local Fund (STP-L) for a Total of $7,000.00. Background Information: The CCM administers federal funds distributed by the Surface Transportation Program (STP). The STP provides funding for improvements to collector routes, with Design Engineering and Construction and Construction Engineering eligible for 70% federal funding (30% local share). The CCM has a call for collector route improvement projects with applications due in January 2024. Their intent with this call for projects is to develop a 2-year program for projects (2028 – 2029). Villages would submit applications for any new projects and any projects submitted previously but not included in the CCM’s current program. The Village Engineer and the Public Works Director have evaluated the condition of each collector route and recommend that applications be submitted for improvements to the following collector routes: Maple Avenue (Resubmit Application) Last Improved in 2005 (BNSF RR to 31st Street) Prairie Avenue (Resubmit Application) Last Improved in 2006 (BNSF RR to 31st Street) Washington Avenue (Resubmit Application) Last Improved in 2008 (Prairie to Golf) Intersection of 31st Street (Resubmit Application) N/A and Maple Brookfield Avenue (New Application) Last Improved in 2000 (Maple to Prairie) Financial Impact: The Financial obligation to the Village for Hancock Engineering to prepare and submit five STP applications is a total of $7,000.00. Page 13 of 14 Recommendation(s): Staff recommends the authorization for Hancock Engineering to prepare and submit STP applications to the CCM for the five STP projects identified above. Page 14 of 14