A. Application: Application for site plan approval may be made separate from or in conjunction with an application for land subdivision. The village board may approve a site plan prior to the platting, division, or consolidation of land conditioned upon such platting, division or consolidation. Site plans for which the proposed use requires a zoning map amendment shall only be acted upon by the village after a map amendment has been approved according to the procedures set forth in the zoning ordinance.
B. Preapplication Conference: Prior to submitting a site plan application, the applicants or agent must schedule a preapplication conference with the village staff. The purpose of this meeting is to familiarize the applicant with the review procedures and submission requirements and to familiarize the village staff with the nature of the project. No decisions relative to the acceptability of the plan may be made at this meeting. At this time the determination will be made, based on the presented information, as to whether the project shall be considered a minor or major site plan. The applicant should bring to this meeting any working drawings, plans, sketches, surveys, reports or other such information that will aid the village staff in assessing the project.
C. Site Plan Review Committee (SPRC): In conjunction with the formal application process in subsection E of this section, the applicant must attend a meeting of the site plan review committee (SPRC). This committee will consist of a licensed architect, the village planner, a village board member, and a village planning and zoning commission member. The SPRC meets on an "as needed" basis.
1. The applicant will contact the village planner, to schedule a meeting with the SPRC two (2) weeks prior to the requested meeting date. The applicant shall also provide to the village four (4) copies of a three-dimensional color rendering of the proposed building or structure two (2) weeks prior to the initial SPRC meeting. This drawing shall depict all four (4) sides of the proposed building or structure, including proposed screening of mechanical equipment and dumpsters. Samples of building materials are strongly encouraged to be submitted at this time as well.
2. The applicant and applicant's architect will then present the building elevations of the proposed project to the SPRC for review and comment. The SPRC may advise the applicant of any suggested changes or additions to the proposed elevations at this time.
3. The applicant shall reappear before the SPRC with any suggested changes in response to the initial meeting. At this time, the SPRC may submit a recommendation to the village board and planning and zoning commission on the proposed elevations. If the SPRC submits a negative recommendation, the project must receive a two-thirds (2/3) majority vote from the village board for approval. The applicant may request to appear before the SPRC as many times as needed to receive a favorable recommendation. Village staff will submit copies of the proposed layout and elevations to the village board and planning and zoning commission simultaneously once the SPRC has made a recommendation.
D. Planning And Zoning Commission And Village Board Workshop Session: After receiving a recommendation from the SPRC, the village will schedule a workshop session with the planning and zoning commission and the village board (in no particular order) for review of the proposed building elevations and conceptual site layout. Fifteen (15) copies of the conceptual site layout and color rendering of the building shall be provided to village staff one week prior to each scheduled meeting.
E. Application Procedure:
1. Minor Site Plan: The applicant shall submit a formal application for review and approval of a site plan to the village. The application shall consist of the following:
The applicant shall submit all information requested by the village staff that is deemed necessary to review the minor site plan:
a. A fully executed and signed copy of the application for site plan review and application fee;
b. A fully executed professional fee agreement and deposit;
c. All information requested by the village staff that is deemed necessary to review the minor site plan including drawings, sketches, and calculations.
2. Major Site Plan: In conjunction with appearing before the site plan review committee, the applicant shall submit a formal application for review and approval of a site plan to the village. The application shall consist of the following:
a. A fully executed and signed copy of the application for site plan review and application fee.
b. Five (5) copies of the site plan and supporting documents as described in subsection F2 of this section.
c. A fully executed professional fee agreement and deposit.
d. Upon receipt of the application the village planner shall review the completeness of the application and upon determination that the application is complete, forward a copy of the application to the village administrator, village engineer, public works department, and any other department or agency deemed necessary. If the application is incomplete, the village planner shall notify the applicant in writing of this determination and specify what materials or information are required to complete the application. No action will be taken on the application until the application has been determined to be complete.
F. Submission Requirements: The site plan application shall include at a minimum the following:
1. Minor Site Plan: As determined and requested by village staff.
2. Major Site Plan: A drawing or drawings prepared at a scale of not less than one inch to one hundred feet (1" = 100') which shall include:
a. General Information:
(1) Name, address and phone number of the developer.
(2) Name, address and phone number of the record owner if different from developer.
(3) Name, address and phone number of the architect, engineer, landscape architect, land planner, surveyor or consulting firm responsible for preparing the plan(s).
(4) Seal and registration of any architect, engineer, landscape architect or similar professional involved in the preparation of the plan(s).
(5) Date of plan preparation/revision.
(6) North arrow and scale.
(7) Legal description of the property.
(8) If applicable, a site data table indicating the gross acreage, net acreage, site coverage percentage, building area(s), floor to area ratio.
b. Existing Conditions:
(1) Zoning and use of the property.
(2) Zoning and use of all adjacent properties.
(3) The bearings and distance of all property lines and the source of this information.
(4) Existing topography of the site shown at two foot (2') intervals and extending a minimum of twenty five feet (25') beyond the property lines of the site.
(5) Building setback lines.
(6) Location and extent of any water bodies, wetlands, streams and floodplains on or adjacent to the site.
(7) Location and size of existing trees.
(8) Location of other notable natural features.
(9) Location and dimension of any existing easements.
(10) Copies of any applicable covenants or deed restrictions.
(11) Location, size, and ground floor elevation of all existing buildings on the site.
(12) The location and dimension of any other structures or improvements on the site.
(13) Location, names, and widths of existing streets and rights of way within or adjacent to the site.
(14) Location and size of any existing storm sewer, water main, sanitary sewer, culverts, drains, field tiles, on site disposal systems, wells, power or telephone poles, electrical lines, telephone lines, and gas lines on the subject site or of any such entities off site that will serve the subject site.
(15) The location, front view and dimension of existing signs.
c. Proposed Development:
(1) Proposed use and zoning.
(2) A grading plan showing the proposed changes in the topography of the site at two foot (2') intervals with spot grades provided at significant points.
(3) The location and dimensions of all provisions for water supply and sanitary sewer.
(4) A storm water detention/retention plan including storm water runoff and detention calculation. The methods for computing such requirements shall be those specified in the village's subdivision ordinance.
(5) The location, elevation, and size of all catch basins, ditches, swales, retention basins and storm sewers.
(6) An erosion control plan, the requirements for which shall be consistent with the village's subdivision ordinance.
(7) The location, dimensions, and foundation/floor elevations of all proposed buildings or expansions on the site.
(8) The location and dimensions of proposed driveways, parking areas, loading areas, and sidewalks.
(9) The location, dimensions, front view and materials of proposed signs.
(10) The location and type of exterior lighting, including a point by point photometric plan if required by the village.
(11) The location and nature of electrical, telephone, gas, cable or other utility services to be installed at the site.
(12) Building plans showing at a minimum the floor plans and elevations of all proposed principal and accessory buildings and a schedule of the type and color of exterior surface materials. A three-dimensional color rendering of the proposed building or structure must be provided.
(13) Landscape plans including a schedule of all plantings by type and size as well as any berming, fencing, screening, or other hardscape features proposed.
d. Other: Supporting reports, documents, exhibits, etc.
G. Review Procedures:
1. Minor Site Plan:
a. The village staff shall review the information requested and either approve the minor site plan or prepare a report to the applicant indicating any deficiencies in the site plan in meeting all applicable requirements of this code. The applicant shall modify the site plan to correct any deficiencies or apply for formal relief or variance for the deficiency if such application is available.
b. Upon completion of revisions to the minor site plan that correct the deficiencies identified by the village staff, the minor site plan shall be placed on the next available board of trustees agenda for consideration. The village board will approve or deny the site plan application based on the approval criteria and standards. The village board may impose conditions upon the site plan provided they relate to the approval criteria and standards and are necessary to meet the intent of this chapter. If any formal relief or variance is sought by the applicant it shall follow the adopted procedures for such relief or variance.
2. Major Site Plan:
a. Written Review: Within twenty (20) days of the application being determined to be complete, the village planner, village engineer, code enforcement officer, public works department, and any other notified department shall provide the village administrator or zoning officer a written review of the application. These reviews shall evaluate the application's conformance with the approval criteria and standards of this chapter and identify any areas in which there are deficiencies in meeting the criteria and standards.
b. Staff Report: The village planner shall prepare a report to the applicant indicating or enclosing the review comments and the applicant's conformance with the review criteria. This report shall be provided to the applicant within thirty five (35) days of the application being determined to be complete. If the staff report does not identify any issues or deficiencies with the plans, an agenda date will be assigned for the application to be reviewed by the village plan commission. If, however, the staff report identifies concerns or deficiencies, a staff workshop shall be scheduled prior to scheduling a plan commission agenda date.
c. Staff Workshop: If the staff report identifies any concerns, issues, or deficiencies with the site plan or any areas in which the staff does not believe that the approval criteria are met, the village planner shall schedule a staff workshop with the applicant. This workshop is intended to provide the applicant with guidance on how the application could be modified to comply with the review criteria and standards or address concerns raised in the review process. The staff shall work with the applicant to resolve all issues.
d. Pending Application Intentions: Within ten (10) days of the staff workshop, the applicant shall advise the village planner of his/her intention with regard to the pending application. If the applicant desires to proceed without revisions to the application, the village planner shall schedule a plan commission agenda date for the application. If after the staff workshop the applicant chooses to revise the site plan and/or submit additional materials, fifteen (15) copies of these materials shall be submitted.
e. Review Of Revised Plan: Within five (5) days of receiving the revised plans/materials, the village planner shall distribute copies to the village departments for review. Each department shall provide a revised written review to the village planner within ten (10) days of receiving the revised plans/materials. Within ten (10) days of receipt of the revised reports, the village planner shall provide the applicant with a revised staff report indicating that all issues or deficiencies previously identified have been addressed or indicating any remaining concerns or deficiencies in the plans.
f. Notice Of Intention: Within ten (10) days of receiving the revised staff report the applicant shall notify the village planner in writing of his/her intention with regard to the pending application. The applicant may elect to: 1) proceed to have the application set for a plan commission agenda, 2) request another staff workshop or 3) provide revised plans or materials to address the remaining concerns/deficiencies. If the applicant chooses to conduct another staff workshop or submit additional revisions/information, the procedures shall be the same as before.
g. Consideration By The Plan Commission: The application shall be placed on the agenda of the village plan commission for its review and recommendation. The plan commission shall be provided a copy of the staff reports regarding the application. After review of the application, the plan commission shall, within sixty (60) days, by majority vote of the members present, make a recommendation to the village board regarding action on the application based on its conformance with the approval criteria and standards. Such recommendation shall be provided to the village board in writing within thirty (30) days of the plan commission's decision.
h. Consideration By The Village Board Of Trustees:
(1) Following receipt of the recommendation of the plan commission, the village board shall consider the application and its conformance with the approval criteria and standards and take action on the application within sixty (60) days of the plan commission's review.
(2) If the applicant submits a revised application or supplemental submissions while the application is under consideration by the plan commission or village board, the planning commission or village board shall table the application to allow for review of the new information. The application may be tabled by the plan commission or village board for a period of time not exceeding the maximum original review periods established in this chapter.
i. Conditions Of Approval: The village board may impose conditions on the site plan. Any condition imposed must relate directly to the approval criteria and standards and be necessary to meet the intent of this chapter. (Ord. 918, 9-5-2006)