Conceptual Plan Review Committee Purpose

The purpose of the Conceptual Plan Review Committee is to provide conceptual and preliminary feedback on a development concept prior to the submission of a complete Plan Commission application and the development of detailed plans. The meeting provides potential petitioners with an opportunity to receive initial feedback from four out of the nine Plan Commission members with regards to a development concept. No approvals are granted during Conceptual Plan Review Committee review; the intent of the meeting is to provide initial impressions on a conceptual development proposal. Subsequent steps in the process would include submittal of a formal Plan Commission application, a public hearing held by the Plan Commission, and a review by the Village Board at a regular Board meeting at which time the Board would make the determination to approve or deny a project. In addition, prior to a formal application being submitted, staff recommends an Early Review by the Village Board to provide feedback to the petitioner.

Requested Action

1. Amendment to Special Use Permit Ordinances 95-087, 00-011, 03-042, 11-058, and 14-016 to allow a building addition and new athletic fields and grandstands on the subject property.

2. Planned Unit Development to allow multiple buildings on one lot.

Variations Required

The Staff Development Committee (SDC) reviewed the preliminary concept plans for the proposed Special Use Permit amendment to allow a building addition to the high school building and new athletic fields and grandstands on the subject property, a PUD to allow multiple buildings on one lot, and the following variations from Chapter 28 of the Municipal Code:

• Section 10.2-12.3e, to allow 80’ tall light poles where maximum height is restricted to 40’.

• Section 6.13-3b and 6.13-3c, to allow 25’ tall safety netting where code restricts the maximum height of fences in an exterior side yard and rear yard to 6’ in height.

• Section 10.4-4, to allow 442 parking spaces where 960 parking spaces are required.

The Staff Development Committee has significant concerns with the extent of the additional athletic fields, stands, and structures, and their impact on the neighborhood. Prior to making a recommendation, staff requests that the petitioner address the following items as part of the formal Plan Commission review process: 

1. An Early Review with the Village Board shall occur prior to submission of a Plan Commission application for this project.

2. For the requested Special Use Permit amendment, the petitioner shall provide a written response to each of the three criteria necessary for special use approval, which have been included below:

• That said special use is deemed necessary for the public convenience at this location. 

• That such case will not, under the circumstances of the particular case, be detrimental to the health, safety, morals or general welfare of persons residing or working in the vicinity. 

• That the proposed use will comply with the regulations and conditions specified in this ordinance for such use, and with the stipulations and conditions made a part of the authorization granted by the Village Board of Trustees. 

3. The petitioner shall provide written justification in support of each requested Variation, which justification addresses each of the hardship criteria necessary for Variation approval as outlined in the Zoning Ordinance:

• The proposed use will not alter the essential character of the locality and will be compatible with existing uses and zoning of nearby property.

• The plight of the owner is due to unique circumstances, which may include the length of time the subject property has been vacant as zoned.

• The proposed variation is in harmony with the spirit and intent of this Chapter.

• The variance requested is the minimum variance necessary to allow reasonable use of the property.

4. The petitioner shall provide a traffic and parking study by a certified traffic engineer that assesses access (location, design, and Level of Service), on-site circulation, trip generation and distribution, drop-off and pick-up operations, parking (both onsite, on-street, offsite, and bus parking), and impacts to public streets. The traffic and parking study shall analyze both the standard school-day traffic impacts and parking needs, as well as the athletic field traffic impacts and parking needs.

5. Lighting impacts on the surrounding neighborhood is of concern and shall be evaluated. Stadium light systems and usage times shall be reviewed for impacts to the surrounding neighborhood. A photometric plan and details on all lighting systems shall be required.

6. Noise impacts on the surrounding neighborhood is of concerns and shall be evaluated. The petitioner shall provide detailed information on all speakers proposed as part of this project, including data on maximum volume levels, as well as any outdoor band/dance practice times and band/dance performances that may occur during sporting events.

7. Detailed information shall be provided on the size, use, height, and appearance of all structures constructed as part of the athletic field improvements, including the grandstand and press box, concession stand, bleachers, fencing and athletic field walls, scoreboards, and the athletic building.

8. Details on the proposed safety netting shall be provided, including product specifications, pictures of the proposed netting installed at other locations, and whether the netting would be removed during off-season times.

9. The petitioner shall provide detailed information on the project phasing and timeline, proposed school improvements (floor plans, elevations, and details on new mechanical units), projected increase in faculty and student enrollment, and usage of each athletic field and the athletic building. In this regard, the petitioner must clearly outline when each athletic field will be used for both games and practices, including the days, times, usage of lighting and speakers, and expected attendance at each event. Additionally, details must be provided on any overlapping/concurrent events that may occur within the school building.

10. The petitioner shall provide details on the October 26th neighborhood meeting, including information on which properties were mailed invitations, an outline of the discussion and what concerns were raised, and approximately how many people attending the meeting.

11. Upon submission of detailed plans, a Design Commission application and review may be required, which should occur prior to any Plan Commission appearance. 

12. Landscape and Tree Preservation plans shall be required.

13. Preliminary engineering plans are required and onsite stormwater detention shall be designed to conform to MWRD and Village requirements.

14. The school building and athletic field improvements must conform to all applicable Building and Life-Safety regulations, including maximum occupancy limitations, emergency egress exiting requirements, and fire lane requirements (as applicable).

15. The petitioner shall comply with all Federal, State, and Village Codes, Regulations, and Policies.

16. These are preliminary comments only and should not be relied upon as identification of the only major issues.  The Staff Development Committee reserves the right to change its position on issues upon submittal of a formal application and detailed review.