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ZONING BOARD OF APPEALS 2017/10/23 MinutesThe City of Lake Forest Zoning Board of Appeals Proceedings of the October 23, 2017 Meeting A regular meeting of the Lake Forest Zoning Board of Appeals was held on Monday, October 23, 2017 at 6:30 p.m., in the Council Chambers at City Hall, 220 E. Deerpath, Lake Forest, Illinois. Zoning Board of Appeals members present: Chairman Louis Pickus and Board members Michael Sieman, Mark Pasquesi, Nancy Novit, Richard Plonsker, Kevin Lewis and Lisa Nehring Zoning Board of Appeals members absent: None. Staff present: Michelle Friedrich, Planning Technician and Catherine Czerniak, Director of Community Development 1. Introduction of Board members and staff, overview of meeting procedures. Chairman Pickus reviewed the role of the Zoning Board of Appeals and asked members of the Board and staff to introduce themselves. 2. Consideration of the minutes from the September 25, 2017 meeting. The minutes of the September 25, 2017 meeting were approved as submitted. 3. Continued consideration of a request for approval of modifications to the overall site plan for The Knollwood Club, 1890 Knollwood Road. The Club proposes to relocate the paddle courts, construct a new paddle hut and related amenities, modify the existing tennis courts and expand the staff parking lot. No new uses are proposed. Owner: The Knollwood Club Representative: Randy Harper, General Manager, Knollwood Club Peter Witmer, Witmer Associates Chairman Pickus introduced the agenda item and asked the Board for any Ex Parte contacts or conflicts of interest. Hearing none, he invited a presentation from the petitioner and swore in all those intending to speak. Randy Harper, discussed the work that has taken place as a follow up to the questions raised at the June 2017 meeting. He noted a growing interest in paddle tennis and he confirmed that moving the paddle courts to a location near the tennis courts is the best, long term solution for the Club. He stated that this centralized location will allow facilities to be shared by both paddle and regular tennis players. He noted that Zoning Board of Appeals – Minutes of the October 23, 2017 Meeting Page 2 of 8 discussions about landscaping, lighting and drainage have occurred with neighboring residents since the June meeting. He noted that Bleck Engineering was engaged to develop a plan for drainage improvements. Peter Witmer described the existing layout of the Club and the proposed changes explaining that the four paddle courts will be relocated near the existing tennis courts which will be reconfigured slightly. He noted that a new building is proposed between the paddle and tennis courts to serve as an amenity to both. He identified the location of the existing parking lot and proposed sidewalk which will connect the parking lot to the court area to improve safety for the members. He noted the proposed driveway drop off near the new building and confirmed that there is sufficient space for two cars to use the area, side by side, to allow for traffic flow around vehicles stopped to drop off or pick up passengers. He reviewed the lighting proposed for the paddle courts, flat fixtures with LED lamps, to limit glare and direct light straight down on the court. He noted that traditional Lake Forest light poles and fixtures are proposed along the driveway and in parking areas for safety. He described the parking lot expansion proposed in place of the existing paddle courts. He noted that the parking area will be used by employees and described the two light fixtures, on 12 foot poles, planned for the area. Joy Corona, Bleck Engineering, reviewed the drainage plan and described the various drainage basins for the overall Knollwood Club and Knollwood Subdivision. She noted that the northern and southern portions of the neighborhood drain along separate paths, to the east. She noted that the area on which the new paddle courts are proposed, drains to the east, directly to the existing pond. She noted that the existing pond receives overland flow from the north as well, when a depression area is overtopped. Mike Bleck, Bleck Engineering, described the improvements that the Club is proposing in conjunction with the current project. He noted that a storm sewer is proposed to direct water overland, to the pond, across the golf course. Mr. Harper concluded the presentation stating the Club’s intent to continue drainage discussions with the neighbors in an effort to address some long standing issues. Ms. Czerniak noted that the Knollwood Club is located in a residential zoning district and like other private clubs, is permitted through a Special Use Permit. She explained that although the Club was established before the Code requirement for a Special Use Permit, a Special Use Permit was later issued to recognize the Club as an existing special use. She noted that the current petition does not propose any new uses or an increase in the intensity of use at the Club, but instead, upgrades to existing facilities. She reviewed that the Club proposes to relocate the paddle courts to the area adjacent to the existing tennis courts, construct a new building between the courts, and expand the parking lot into the area in which the paddle courts are currently located. She noted that the plan for the expanded parking lot was modified since the Zoning Board of Appeals – Minutes of the October 23, 2017 Meeting Page 3 of 8 June 2017 meeting to preserve significant trees. She explained that the expanded parking lot will be located in the footprint of the existing paddle courts. She noted that the new building will be screened by the tennis and paddle courts and will have limited, if any, visibility from off site. She noted that findings in support of the petition are included in the staff report and reviewed the recommended conditions of approval. In response to questions from Board member Nehring, Mr. Witmer confirmed that there is existing lighting in the parking lot near the tennis and paddle courts. In response to questions from Board member Nehring, Mr. Bleck explained that the drainage infrastructure is from the 1920’s, when the subdivision was built. He noted the locations of the existing storm sewers that take water out to Waukegan Road. He noted that some of the pipes have collapsed over time. He stated that drainage from the area in which the paddle courts will be located will continue to follow the natural overland drainage patterns to the pond to the east and will not impact any nearby homes. In response to a question from Chairman Pickus, Mr. Bleck noted that the expanded parking lot will be tied into an existing storm sewer at Knollwood Lane. He confirmed that the parking lot will pitch in that direction. He noted that the storm sewer in that area functions properly. He added that the Club is talking with residents of the Knollwood Subdivision about longer term improvements to the aging storm drainage system and some opportunities for re-grading some areas. In response to questions from Board member Plonsker, Mr. Harper confirmed the intent to continue conversations about drainage with the neighbors and stated the Club’s commitment to collaborate with the neighbors to work through the larger drainage issues. He added that the Club is committed to assuring that the paddle court project does not negatively impact any residences. He stated that this past summer, a collapsed drain tile was found in the middle of Knollwood Circle and the Club addressed the problem and after the next rain, the system worked well. He reiterated the Club’s commitment to continuing to work with the neighbors. In response to questions from the Board, Mr. Bleck noted that the complaints from the neighbors range from ponding issues in yards to water in basements. In response to questions from Board member Lewis, Ms. Czerniak noted that the City is willing to facilitate discussions about drainage but noted that in this situation, drainage improvements will need to be addressed by the property owners since there are not public storm sewers in the Knollwood Subdivision. She stated that the Club and neighbors will need to continue to work together. She stated that staff understands that communication about drainage is ongoing as noted by Mr. Harper and Mr. Bleck. She stated that drainage plans pertaining to the current project will be subject to review and approval by the City Engineer. Zoning Board of Appeals – Minutes of the October 23, 2017 Meeting Page 4 of 8 In response to questions from Chairman Pickus, Mr. Witmer confirmed that no lights are proposed on the tennis courts. He confirmed that the proposed paddle courts will have lights as previously described. He confirmed that the proposed lights will have less off site impacts than the lights on the existing paddle courts. He noted areas where landscape screening will be added. In response to questions from Board member Plonsker, Mr. Bleck stated that some residents have taken measures to improve drainage on their properties. He explained that the storm in July, 2017 was an usually heavy event adding that drainage improvements are not likely to fully alleviate all impacts from that type of event. In response to questions from Board member Lewis, Mr. Bleck noted that more studies will need to be done to determine whether lowering the existing depressional area near the residences located to the northeast of the proposed paddle courts would resolve the current drainage issues. He noted that the issue has existed for many years. Mr. Harper noted that the concept of lowering the depressional area would need to be investigated to understand potential impacts on the golf course, other residences and on heritage trees. He noted it is an option that the Club and neighbors will continue to discuss. In response to questions from Board member Nehring, Ms. Czerniak noted that if specific drainage improvements are needed due to the relocation of the paddle courts, construction of the building or expansion of the parking lot, they will be required as part of this project. She stated however that many of the concerns are related to long term drainage issues and are not related to the proposed project. In response to questions from Board member Sieman, Mr. Witmer noted that a full kitchen is not proposed in the building that will be constructed near the courts. He explained that there is a main kitchen in the Clubhouse where food is prepared and delivered to the various Club buildings. He noted the location of the service door for the new building which will accommodate food deliveries and removal of trash. In response to a question from Board member Nehring, Mr. Harper described the lighting on the circular drive noting that one fixture will be added to the area. Hearing no further questions from the Board, Chairman Pickus asked for public testimony. Hearing none, he returned the discussion to the Board for final comment and action. Board member Pasquesi stated that his only concern after the June meeting was to assure that the proposed project would not cause any additional drainage impacts to neighboring properties. He commended the Club for working with the neighbors to Zoning Board of Appeals – Minutes of the October 23, 2017 Meeting Page 5 of 8 address the drainage concerns. He stated that he is comfortable that appropriate measures are being taken to avoid drainage impacts on neighboring properties. Board member Sieman agreed with Board member Pasquesi’s comments and added that a landscape plan is important as noted in the conditions recommended in the staff report. Board member Nehring stated her support for the petition. She also commended the Club’s commitment to working with the neighbors to resolve the overall drainage issues and to mitigate any impacts from the proposed project. Board member Novit stated her support for the petition and thanked the Club for responding to the Board’s concerns expressed at the earlier meeting. Chairman Pickus agreed with the Board members’ comments and adding that the stormsewer line which the expanded parking lot will tie into should be evaluated prior to connection to assure that it is capable of handling additional flow. Board member Lewis stated agreement with Chairman Pickus and suggested that evaluation of the line be included in the conditions of approval . Hearing no further comments, Chairman Pickus invited a motion from the Board. Board member Sieman made a motion to recommend approval of an amendment to the existing Special Use Permit for the Knollwood Club based on the findings detailed in the staff report. He added that the motion includes the following conditions of approval. 1. Drainage. Prior to the issuance of permits for expansion of the parking lot, construction of the courts’ building or construction of the relocated paddle courts, engineering plans shall be submitted and will be subject to review and approval by the City Engineer. Any and all improvements determined to be necessary by the City Engineer to avoid negatively impacting downstream properties shall be reflected on the engineering plans and required as part of this project. The existing storm sewer pipe near the expanded parking lot should be televised and evaluated to verify that it is capable of handling drainage from the parking lot without negatively impacting other properties before connection to the pipe is permitted. Zoning Board of Appeals – Minutes of the October 23, 2017 Meeting Page 6 of 8 2. Lighting. The conditions related to lighting in the current Special Use Permit, Section E (1 – 4), (listed below) shall fully apply to the projects now proposed. 1. A detailed lighting intensity plan must be included in the building permit application and must demonstrate that there are no spillover lighting impacts at the property lines. The plan is subject to review and approval by the Director of Community Development prior to the issuance of building permits for the new court. 2. Light fixtures must conceal views of the source of the light from off of the property and louvers shall be affixed on the sides of the lights nearest the perimeter of the Property and in other locations as determined by the Director of Community Development to be necessary to achieve the required concealment of the light source. 3. All lights on the paddle tennis courts must be on an automatic timer set to turn off lights no later than 11:00 p.m. 4. When any court is not in use, lights on that court must be turned off. (This does not apply to periods between ongoing matches, but does apply after play on an individual court is completed for the night.) 3. Parking. The conditions relating to parking in the current Special Use Permit, Section F(1)(a – d and f) (listed below), shall fully apply to the expanded parking lot now proposed. (Section F(1)(e) is no longer applicable). Two additional conditions as detailed below shall be added to Section F. 1. A final plan for the reconfigured parking lot must be included in the building permit application and is subject to review and approval by the Director of Community Development prior to the issuance of building permits for the new court. The parking lot plan must: a. provide a striping plan for the lot; b. provide for adequate ingress and egress for delivery vehicles, garbage trucks and provide for emergency vehicle access to the service area of the clubhouse at all times; c. avoid impacts on the significant remaining trees near the paddle courts; d. note the total numbers of cars that will be permitted to park in the lot at any one time; Zoning Board of Appeals – Minutes of the October 23, 2017 Meeting Page 7 of 8 e. identify the remote parking areas designed for paddle players; and e. otherwise comply with the City Code. f. A landscape plan for the parking lot shall be submitted and will be subject to review and approval by the City’s Certified Arborist reflecting the existing trees, any trees or vegetation proposed for removal, and perimeter landscaping (existing and proposed) to screen views of vehicles and headlights from surrounding residential properties. g. The density of plantings along the perimeter of the parking lot must be maintained on an ongoing basis to serve as a buffer for the neighboring homes. 4. Operations. Condition F(2) in the current Special Use Permit shall be replaced with the following condition. The Owner must establish and routinely enforce the following polices: a. The expanded parking lot located in the footprint of the paddle courts that will be relocated shall be used for employee parking, deliveries and trash pick-up only. b. Parking shall only occur in designated, striped parking spaces. c. No parking is permitted on or along Knollwood Lane. If necessary, a split rail fence or boulders set back from the paved surface may be required by the Director of Community Development to prevent parking along the road. d. Loitering or after hours activities in the parking lot should be prohibited by Club policies. Ms. Czerniak noted that it can be a recommendation from the Zoning Board to direct the City Engineer to make sure the drainage improvements are viable and that the storm line proposed for the tie in by the Club is sufficient. The motion was seconded by Board member Pasquesi and was approved by a vote of 7 to 0. 5. Public testimony on non-agenda items. No public testimony was presented to the Board on non-agenda items. 6. Additional information from staff. There was no additional information presented by staff. Zoning Board of Appeals – Minutes of the October 23, 2017 Meeting Page 8 of 8 The meeting was adjourned at 7:18 p.m. Respectfully submitted, Michelle E. Friedrich Planning Technician