HomeMy WebLinkAbout2001.04.10_Worksession Agenda
PUBLIC NOTICE OF THE JOINT MEETING OF THE
OW ASSO CITY COUNCIL/OW ASSO PUBLIC WORKS AUTHORITY
TYPE OF MEETING:
DATE:
TIME:
PLACE:
Special
April 10, 2001
5 :30 p.m.
Owasso Community Center
Recreation Room
Notice and agenda filed in the office of the City Clerk and posted on the City Hall bulletin board
at 2:30 p.m. on Friday, April 6, 2001.
~-eL4.J (;;j~
Marci Boutwell, City Clerk
AGENDA
1. Call to Order
Mayor Williams
Wastewater Treatment Plant
3. Discussion
to
Hall/Police
Owasso City Council/Owasso Public Works Authority
April 10, 2001
Page 2
PUBLIC HEARING
4. Public Hearing to Discuss Proposed Improvements to the Wastewater Treatment Facilities
and Associated Costs, and Potential Environmental Impacts.
Mr UpDike
Mr CmT
5. Discussion Relating to Secmity System for City Hall/Police Station.
Mr McElrath
Discussion
Mr McElrath
to
Hall/Police
7. Review of Altemate Funding
Department.
8. Update Relating to
Mr
Owasso City Council/Owasso Public Works Authority
April 10, 2001
Page 3
9. Discussion Relating to Emih Change Permit
Mr Ewing
Attachment #9
10. Discussion Relating to a YMCA Feasibility Study.
Mr Mitchell
Attachment #10
11. General Discussion and Budget Preparation Update
Mr Mitchell
12. Report from City Manager
Mr Mitchell
13.
MEMORANDUM
TO:
THE HONORABLE MAYOR & CITY COUNCIL
CITY OF OW ASSO
FROM:
MARCIA BOUTWELL
CITY CLERK
SUBJECT:
COUNCIL WORK SESSION SCHEDULE FOR 4/10/01
DATE:
April 6, 2001
Information and discussion relating to the following issues is planned for the City Council work
session on Tuesday, April 10th at 5 :30 p.m. in the Recreation Room at the Owasso Community
Center.
1. Tour of Wastewater Treatment Plant m, A tour of the wastewater treatment plant will be
conducted preliminary to the public hearing on proposed improvements.
2. Discussion Relating to Network qnd Telephone Cabling for the City HalllPolice Station -
Bids for this item will be opened on April 9t\ and Ms Willson will evaluate and discuss
those bids.
3. Public Hearing to Discuss~Proposed Improvements to the Wastewater Treatment Facilities
ftnd Associated Costs, and Potential Environmental Impacts ~ A public hem'ing on this
project is required by the Water Resources Board prior to bidding. Mr Updike and Mr Carr
will conduct the public hearing at 7:00 p.m. as advertised.
DiscufiSion Relating to Securtly System for City Hall/Police Stati.9ll ~
opened on April 10tl" Mr McElrath will bids.
item will
5
on
Allen
findings of a committee established to review funding sources for the Fire Department
7. !lpdate Relating to Preston Lakes Park~ Mr Rooney will discuss the status of Preston Lakes
Park and staff evaluation relating to accepting the park as a city park.
COUNCIL WORK SESSION
APRIL 10, 2001
PAGE 2
8. Discussion Relating to Earth Change Permit - Mr Ewing will discuss a proposed ordinance
that will mandate the issuance of an earth change permit before any excavation can occur
on any property. (see attachment #9)
9. Discussion Relating to a YMCA Feasibility Study - Mr Mitchell will discuss the possibility
of a joint venture with the YMCA to expand and upgrade the Owasso facility.
10. General Discussion and Budget Preparation Update - Mr Mitchell will discuss the status of
the budget preparation process.
T
MEMORANDUM
TO:
Honorable Mayor and City cmmci~
Stan Ewing, Director of
Community & Economic Developme t
FROM:
SUBJECT:
Earth Change Permit Ordinance
DATE:
April 5, 2001
BACKGROUND:
There have been instances where the grading of property has occurred without
approved Site Plans. The result of such action often results in damage to adjacent
properties and modification of drainage pattems. This proposed ordinance pertain to
developing, excavating, grading, re-grading, land filling, retaining, berming or diking of
land in the City of Owasso. The ordinance also defines terms and adopts standards for
earth change and erosion control. This ordinance will open the door for the upcoming
"Design Criteria" which is well along in the development phase.
RECOMMENDATION:
The staff is requesting review and comment on this proposed ordinance. on
Council wishes, the Staff will forward the draft ordinance to the Developers Council on
their next luncheon meeting. This will give the proposed ordinance
hopefully develop suppOli fi'om this group.
ORDINANCE NO.
AN ORDINANCE PERTAINING TO DEVELOPING, REDEVELOPING, EXCAVATING, GRADING,
REGRADING, LANDFILLING, RETAINING, BERMING, OR DIKING OF LAND WITHIN THE
CITY OF OWASSO; DEFINING TERMS PROVIDING FOR THE ADOPTION OF STANDARDS
FOR EARTH CHANGES AND EROSION CONTROL; REQUIRING CONDITIONS FOR
APPROVAL OF SUBDIVISION PLAT AND ISSUANCE OF EARTH CHANGE PERMITS;
PROVIDING FOR EXEMPTIONS FROM THE EARTH CHANGE PERMIT REQUIREMENTS;
PROVIDING ADMINISTRATIVE APPEAL AND VARIANCE PROCEDURES; PROVIDING FOR
ENFORCEMENT AND PENALTIES FOR VIOLATIONS THEREOF; AND DIRECTING
CODIFICATION; AND DECLARING AN EMERGENCY.
NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OW ASSO,
OKLAHOMA:
SECTION 1. DEFINITIONS.
Unless otherwise defined by the terms of this section, the definitions of words used in the Ordinance shall
be interpreted to give them the meaning they have in common usage and to give this article its most
reasonable application.
CITY. The City of Ow as so.
DESIGN CRITERIA. The engineering "Design Criteria," standards and specifications for storm
drainage, streets, earth change and erosion control is to be adopted by the City of Owasso. Until such
time as the Design Criteria is adopted by the City, other standards accepted and approved by the Engineer
shall be followed by every person, firm, corporation, or governmental entity in the construction,
installation, and maintenance of drainage facilities, storm water detention facilities and retaining walls.
The temporary storage and controlled release storm water.
DETENTION
water.
A facility that provides temporary storage and controlled release of storm
DEVELOPMENT. Any man~made change to improved or unimproved real estate, including, but not
limited to, buildings or other structures, mining, dredging, filling, grading, retaining walls, paving,
excavation, or drilling operations.
DRAINAGE FACn,ITIES. necessary to convey storm water initial contact with
earth to its disposition in Said drainage facilities shall both public and
storm sewers conduits), improved channels constructed in with adopted
unimproved drainage ways left their natural condition, areas by
drainageway easements for the purpose providing overland flow and all appmienances to the
foregoing, including inlets, outlets, walls, erosion protection, manholes, junction boxes, headwalls,
dissipators, culverts, etc.
EARTH Excavating, grading, re,"grading, landfilling, retaining, berming, or diking of land
within the City of Owasso.
DRAFT
EARTH CHANGE PERMIT FORM, This permit form shall be designed by the Engineer and in no
way shall this fonn replace or supercede the permit requirements of the City of Owasso' s Code of
Ordinances for a "Flood Zone Permit" as outlined in Part 12, Chapter 4, Flood Damage Prevention.
ENGINEER TIle Director of Public Works or his authorized representative.
FLOOD. A temporary rise in the level of water that results in inundation of areas not ordinarily covered
by water.
FLOODPLAIN AREA. The area subject to flooding as designated on floodplain maps or other areas
suspected of flooding.
GRADING PLAN, A series of drawings, text statements and engmeermg calculations accurately
depicting planned improvements to a particular site.
NATURAL The cover and topography of land before any manmade changes, or in areas where there
have already been manmade modifications, the state of the area and topography of land at the date of the
adoption of this ordinance.
REGULA TORY FLOOD. The flood having a one percent chance of being equaled or exceeded in any
given year based upon the full potential urbanization of the contributing watershed.
RET AINING WALL A structural wall built to hold back a mass of earth, as at the edge of a terrace.
SEDIMENTATION FACILITIES, Debris basins, sedimentation traps, silt fences, berms, interceptor
ditches, land terraces, hay bales or vegetative ground covers.
W ATERCOURSK Any depression serving to give direction to the flow of storm water.
2,
This ordinance is enacted for the purpose of protecting the general health, safety, and welfare of
the residents of the City of Owasso from the hazards and dangers of flooding, inadequate or improper
drainage and structural failure of retaining walls by:
2,1 Securing review and approval of the method for handling and disposing of storm water
runoff in the jurisdictional area of the City of Owasso, and securing review, analysis and approval by the
appropriate authority of the design, construction and maintenance of drainage facilities and retaining
walls.
2,2
landfilling, retaining,
and
land
3,
The provisions of this Ordinance shall apply to and be binding upon every person, finn or
corporation, and every city, county, state, or federal governmental entity, seeking to develop, redevelop,
grade, regrade, excavate, landfill, retain, belli, or dike land within the City of Owasso.
DRAFT
Page 2 of9
04/05/01
SECTION 4. DESIGN CRITERIA.
The City of Owasso Engineer shall prepare Design Criteria, where applicable, for drainage
facilities, storm water detention facilities, retaining walls and erosion and sediment control. Said Design
Criteria or other standards accepted and approved by the Engineer shall be followed by every person,
firm, corporation, or governmental entity in the construction, installation, and maintenance of drainage
facilities, storm water detention facilities, retaining walls and erosion and sediment control.
SECTION 5. PLANS AND PERMITS REQUIRED.
5.1 Grading Plan. A grading plan, as defined and regulated by the provisions of this
ordinance, shall be submitted to and accepted by the Engineer prior to his approval of any plat or replat of
any subdivision ofland. Prior to the Engineer's approval of any lot split or earth change permit, and prior
to the issuance of a building permit when a grading plan has not been previously required under the terms
of this ordinance, the Engineer shall determine whether a grading plan should be required and may
require such plan in such instances where the same is necessary to meet the purposes of this ordinance.
When a grading plan is required prior to issuance of building permit, the structure for which the building
permit has been obtained shall not be used or occupied until the facilities as shown on the approved
grading plan have been completed by the permit applicant and approved by the Engineer.
5.2 Earth Change Permit. Unless specifically exempted, an Earth Change Permit, as
defined and regulated by this ordinance, shall be obtained from the Engineer prior to the commencement
of any excavating, grading, re-grading, landfilling, retaining, berming, or diking of any property within
the City of Owasso; a separate permit shall be required for each site or lot.
SECTION 6. CONDITIONS FOR APPROV AlA OF SUBDIVISION PLAT AND ISSUANCE
EARTH CHANGE PERMIT.
Subdivision Plat. Prior to his approval of any subdivision plat, and subsequent to the
acceptance of a facilities plan for the subdivision, the Engineer may require either:
6.1.1 Actual construction of all required facilities, approval of said facilities by the Engineer
and acceptance thereofby the City Council of the City of Ow as so; or
6.1.2 Sufficient surety bond, cash escrow, or letter of credit approved by the Engineer and City
Attorney guaranteeing the construction of all required facilities in accordance with an approved plan; or
An alternative form of assurance
all required facilities in accordance with an approved
the the
by the to guarantee construction
said alternative form assurance
6.2 Earth Permit, to granting any earth change permit, the Engineer shall
attach such conditions thereto as he may deem reasonable and necessary to prevent hazard to public or
private property resulting from the blockage, obstruction, alteration, or impairment of any storm sewer
drain or surface water course and to prevent the work thereby authorized from being conducted in a
manner hazardous to life or property, or otherwise likely to create a public nuisance. Such conditions
may include but are not limited to: submission of grading plan, specified finished grade land contours,
mandatory installation of retaining walls, drains, detention facilities, or other drainage facilities, specified
erosion control measures, furnishing any necessary public easements, and a specified method for
performing the work thereby authorized.
DRAFT
Page 3 of9
04/05/01
SECTION 7, GRADING PLAN CONTENTS,
7,1 General Requirements. All grading plans shall be formulated and implemented under the
direct supervision of a registered professional engineer licensed by the State of Oklahoma. Plans
submitted for final approval shall bear the signature and seal of the submitting engineer, and the following
statement shall immediately precede the submitting engineer's signature:
"I hereby certify that I am familiar with the adopted ordinances and regulations of the
City of Owasso governing drainage facilities, erosion and sediment control, and retaining
walls, that these plans have been prepared under my direct engineering supervision, that
the above and foregoing grading plans comply with all governing ordinances and the
grading standards of the City of Owasso pertaining to drainage facilities, erosion and
sediment control, and retaining walls to the best of my knowledge, information and
belief. "
Following, and in addition to, the certificate of the submitting engineer, the grading plans shall bear the
signature of the owner, which shall be subscribed below the following statement:
"I hereby certify that the approved grading plans will be implemented under the direct
engineering supervision of a registered professional engineer."
7,2 Plan Elements, A grading plan shall consist of text statements, engineering drawings,
contour maps, and all supporting engineering calculations, as applicable to the land area covered by the
plan which are required to demonstrate full compliance with the requirements of this Ordinance. A
grading plan shall include all pertinent information required by the Engineer and may include, but it is not
limited to, any or all of the following elements:
7,2,1 An engineering report dealing with the applicable provisions of this Chapter and adopted
Design Criteria, clearly setting forth the scope of the engineering problem and the proposed solutions.
7,2,2 An engineering hydrologic analysis of storm water mnoff under existing site conditions
and under proposed site conditions.
7,2.3 A detailed evaluation of the projected effects on property adjoining the site and on
existing drainage facilities and systems both on an off the site.
The location all existing drainage facilities.
7,2,5 O1Hite flood
every the plan shall include a
and the
the area
of any floodplain area. In
to carry the
The method handling allmnoff from the development and a demonstrated
capability to handle the pass-through of upstream drainage under fully urbanized conditions,
Proposed grade changes such as fills, cuts, levees, retaining walls, channel modifications,
and detention facilities.
7,2,8 The location and size of all existing and proposed drainage easements and areas.
DRAFT
Page 4 of9
04/05/01
7.2.9 The location, size and character of all temporary and permanent erosion and
sedimentation control facilities with specifications detailing all on-site erosion control measures which
will be established and maintained until permanent vegetation is established and erosion no longer occurs.
7.2.10 In disturbed areas where new construction slopes would otherwise be steeper than 3
horizontal to 1 vertical, retaining walls may be required. Locations, limits and designs of retaining walls
shall be approved by the Engineer. Any retaining wall higher than four feet (4') shall be designed by a
registered professional engineer, unless otherwise approved by the Engineer.
SECTION 8. APPLICATION FOR EARTH CHANGE PERMIT
8.1 General Requirements. Unless excepted by the provisions of Section 10 of this
Ordinance, any person firm or corporation desiring to effect an earth change shall file a written
application for an Earth Change Permit. Applications shall be in such form and content as the Engineer
shall establish, and shall be accompanied by the payment of a permit fee, the amount of which shall be
established by the City Council. The grading plan approved by the Engineer, and design standards
established or imposed by the Engineer, shall become conditions upon the issuance of the earth change
permit; no changes in an approved plan shall be made without prior written approval of the Engineer.
8.2 Contents of Permit Application, Each earth change permit application shall contain the
following information:
8.2.1 The name and address of the legal owner of the property for which the permit rs
requested.
A vicinity map, boundary line survey and legal description of the property for which a
permit is requested.
8.2.3 Site drawings indicating each area to be excavated, filled, graded, or leveled; the
approximate depth of each land cut or fill; the present and future (as completed) points of surface water
entry onto and discharge from the subject property; and all temporary or permanent structures, including
retaining walls, or other facilities to be constructed or established for the purpose of contmlling and
regulating surface water and erosion on such property.
8.2,4 The applicant's plans for controlling soil erosion and precluding/preventing the deposit of
sediment from the site, lot or tract upon any other public or private property or watercourse during all
phases ofproject duration.
8.2.5 The applicant's plans for
therefi"om during periods construction, and a statement
all
water onto the
the anticipated time
the
that if the is unable to determine fi'om the application that it meets the
requirements, policies and standards goveming the issuance of the required permit, the Engineer shall
request in writing that the applicant fumish such additional information as may essential to such
determination.
8.3 Duplication of Information. The contents of this section goveming the contents of
permit applications shall no require the resubmission of any documents, drawings, or information which
was previously submitted by the applicant in conjunction with the processing of any grading plan or
floodplain development permit previously approved by the Engineer.
DRAFT
Page 5 of9
04/05/01
SECTION 9. EARTH CHANGE POLICIES AND STANDARDS
9.1 Policies Established. The issuance of Earth Change Permits shall be governed by the
following polices of the City of Ow as so.
9.1.1 No earth change shall be permitted which creates a hazard upon any property within the
City of Owasso thought the obstruction, impairment, sedimentation, blockage or alteration of any
drainage facilities or any existing surface watercourse.
9.1.2 No earth change shall be permitted which will channelize, obstruct, or impede any
watercourse in a manner, which is inconsistent with accepted engineering practices and/or the adopted
drainage standards of the City of Owasso.
9,1.3 All earth changes shall be designed, constructed and completed m a manner which
minimizes the exposure of bare earth to precipitation or runoff.
9,1.4 Construction activity shall be conducted only if appropriate sedimentation facilities are
installed and maintained throughout the construction period in accordance with the adopted Design
Criteria.
9,1.5 The redesign or modification of any drainage str"ucture required and presently existing as
an element of a previously approved grading plan shall not be required as an incident or condition for the
subsequent issuance of an Earth Change Permit unless the proposed earth change materially alters the
character of the approved grading plan.
Standards Established, The policies governing earth changes shall be implemented by
the adopted Design Criteria, which shall specifically regulate the following:
9,2.1 The adopted Design Criteria shall regulate the design, installation and utilization of all
detention and drainage facilities and strl1ctures.
9,2,2 The adopted Design Criteria shall regulate the designing, installation, maintenance, and
removal of sedimentation and erosion control measures, facilities and structures and shall establish
acceptable methods and practices for controlling soil sedimentation and erosion, including retaining walk
Ht
10,1
An
shall not
10.1.1 Bona fide agricultural and farming operations which constitute the principal use any lot
or tract of ground in the City of Owasso and which meet the requirements of the Zoning Code of the City
of Owasso, provided that reasonable efforts are made to prevent deposit of sediment on adjacent property.
10.1.2 Customary and incidental routine grounds maintenance, landscaping, and home
gardening which does not require a zoning use exception, a zoning minor variance, or building permit,
and which does not affect storm water drainage entering or leaving any public right-of-way.
DRAFT
Page 60f9
04/05/01
10,1.3 Emergency repairs of a temporary nature made on public or private property which are
necessary for the preservation of life, health or propeliy, and which are made under circumstances
whereby it would be impossible or impracticable to obtain an Earth Change Permit.
10,1,4 Temporary excavation for the purpose of installing, maintaining, or repairing any public
street, public utility facility, or any service lines related thereto.
SECTION 11, GENERAL ADMINISTRATIVE PROCEDURES
ILl Processing by the Engineer, The Engineer shall either approve or disapprove the
submitted grading plan or earth change permit application. Approval of a submitted grading plan shall
only constitute acceptance by the Engineer of the certification of the submitting engineer, and such
acceptance shall not operate to remove any requirement of Owasso's adopted drainage standards which
are not specifically considered in the approved plan. A grading plan which meets the requirements of the
Ordinance and which confOlms to all requirements of the adopted Design Criteria shall be approved and
earth change pelmit application, which is consistent with the policies, and which meets the standards
established by the Ordinance shall be approved. If a submitted grading plan or permit application is
disapproved, the certifying engineer or applicant, as applicable, shall be advised in writing of the
disapproval. If the required findings cannot be based upon the information contained in the submitted
plan or permit application, the general nature of such additional infOlmation, as is required by the
Engineer to make such determination, will be identified. In the event that the information deficiency is of
a technical nature, the Engineer may also request an engineering conference with the submitting engineer.
11,2 Administrative Appeals, All rulings, requirements, decisions, or interpretations of the
Engineer shall be final and binding upon all parties thereto unless appealed to the City Council. Any
person aggrieved thereby shall perfect an appeal by filling a written notice of appeal in the office of the
City Clerk of the City of Owasso within ten (l0) days from the date of the action appealed. The notice of
appeal shall specify the grounds for the appeal and contain a brief summary of all facts which aggrieved
party deems material to his appeal. A hearing on the appeal shall be heard by the City Council not later
than thirty (30) days from the date of filing the required notice of appeal.
11,3 Stay of Proceedings, An appeal to the City Council shall stay the enforcement of any
ruling, decision, or requirement of the Engineer, unless the Engineer certified to the City Council that by
reason of the facts stated in the certificate of the engineer, a stay would in his opinion be cause an
immediate public hazard or impair life of property; in such case, enforcement shall not be stayed other
than by a restraining order issued by a court of competent jurisdiction upon due and sufficient cause
shown.
11,4 Variance Council may grant in a particular instance such a
or modification of the terms of this Ordinance or Criteria pursuant thereto as will not
cause to the public or or to the spirit, purpose and intent
this Ordinance where, by reason of unique and exceptional physical circumstance or condition of a
particular property, the literal enforcement the or the requirements of this Ordinance
will result in an unreasonable hardship.
12, ENFORCEMENT AND PENAL TIES,
12,1 Notification of Noncompliance, If at any time an earth change is perfOlmed which is
not in accordance with this ordinance or an Earth Change Permit, including conditions and approved
modifications thereof, a Wl'itten notice to comply shall be given by the Engineer stating the nature and
location of the alleged noncompliance and specifying what remedial steps are necessary to bringing the
DRAFT
Page 7 of9
04/05/01
project into compliance. The responsible parties shall have such time as may be allowed in writing by the
Engineer to conect all noted deficiencies. The time allowed shall be reasonable and shall be determined
by the nature of the deficiency and whether or not it creates a nuisance or hazard.
12.2 Revocation or Suspension of Earth Change Permit. An Earth Change Permit may be
revoked or suspended upon the occunence of anyone of the following:
a. Violation of any condition of the permit, or
b. Violation of any provision of this Ordinance or any other applicable law,
ordinance, rule or regulation pertaining to the Earth Change Permit.
Upon the revocation of an Earth Change Permit or where an Earth Change Permit is suspended,
the Engineer shall issue a stop work order on all construction activity on the pe1mit holder's property
which may be directly or indirectly related to site drainage and which is being performed pursuant to any
permits, licenses, franchises or contracts issued or approved by the City of Owasso. Such order may
order a work stoppage on all construction activity on buildings or sttuctures and all appurtenances thereto,
including electti.cal, plumbing, mechanical and street work, storm sewers, sanitary sewers, gas lines, and
all utilities including gas, electric, telephone, and cable TV. Notices and orders required by this
subsection shall be served upon the parties concerned, either personally or by certified mail, addressed to
the pelmit holder at the address given on the permit application filed with City.
12.3 Fine Imposed. Any person, firm, corporation, or other legal entity violating the
requirements of this Ordinance or conditions made pursuant thereto, shall be guilty of an offense, and
upon conviction thereof, shall be fined as provided in the Code of Ordinances of the City of Owasso,
Section -~--~-, and each day's violation shall constitute a separate offense.
1204 Fine not Exclusive Penalty. In addition to fine or imprisonment, the City may institute
appropriate actions or proceedings at law or in equity for the enforcement of the provisions of this
Ordinance or adopted Design Criteria or to correct violations thereof, and, if applicable and appropliate,
the City may institute appropriate actions or proceedings at law or in equity against any surety company,
escrow holder, or any third party who has affirmatively acted as surety or guarantor for the faithful
perfonnance of the permit holder's work.
SECTION 13. CODIFICATION.
The substantive provisions of this ordinance shall be codified in the Code of Ordinances of the
City of Ow as so, Oklahoma, at Part 14, Streets and Public Worh, as Chapter 9 thereof
14.
In event any phrase, or
competent jurisdiction, the remaining words,
shall not be affected thereby.
this
shall
articles,
held any
the remaining portions
15.
DECLARED,
An emergency exists for the preservation of the public peace, health and safety, by reason
whereof; this Ordinance shall take effect immediately upon its passage, approval and publication.
DRAFT
Page 80f9
04/05/01
Passed and approved this _day of
Clause voted upon and approved separately.
ATTEST:
Marcia Boutwell, City Clerk
APPROVED:
Ronald D. Cates, City Attorney
DRAFT
THE CITY OF OW ASSO, OKLAHOMA
Mr. H. C. "Will" Williams, Mayor
Page 9 of9
, 2001, with the Emergency
04/05/01
T
1
THE WINFIELD CONSULTING GROUE INee
Market Research & Strategic Planning for Nonprofit Organizations
1280 West Peachtree Street
Suite 210
Atlanta, Georgia 30309
Phone 404/888-0530
Fax 404/881-9860
February 23,2001
Susan Plank
CEO
YMCA of Greater Tulsa
2405 E. Skelly Dr.
Tulsa, OK 74170
Dear Susan:
Based on our conversation, I have developed a proposal for a mm'ket research study assessing
the potential for a new YMCA serving the city of Owasso. This proposal discusses our
experience with similar work and contains information about the scope of the project, our
methodology, and the project schedule and costs. copy of our client list is attached.
Thank you for asking The Winfield Consulting Group to submit this proposaL
Respectfully submitted,
~J\
I
A Proposal for a Market Research Study
Assessing the Potential for a New YMCA
Serving the City of Owasso
February 23, 200 I
By
The Winfield Consulting Group
Experience
The Winfield Consulting Group was founded in 1981. We specialize in market research,
community needs assessment, site selection, and strategic and long-range planning for nonprofit
organizations.
Having conducted more than 400 studies for YMCAs throughout the United States, we have
more experience with YMCAs than any other mm'ket research fIrm in the nation. Our studies
have assessed opportunities for YMCAs in cities throughout the Midwest, including Blue
Springs, Missouri; Houston, Texas; Independence, Missouri; Kansas City, Missouri; Oklahoma
City, Oklahoma; Topeka, K<3l1sas; Tulsa, Oklahoma; and Wichita, Kansas.
bring a special sensitivity to research regm'ding issues related to families and child cm'e
needs. Our interviewers are highly capable professionak With their thorough understmlding of
YMCA programs and terminology, they can lucidly discuss topics ranging from the emerging
role of total health to the intricacies of various pricing strategies offered by YMCAs. Because
telephone resem'ch (rather than telemarketing) is our specialty, our rate of completed interviews
is significantly higher than the national average. We m'e also able to interview in a variety of
languages, including Spanish and Chinese.
is to assess
anew
study will answer
questions in
of the following general areas.
1. How can the YMCA best serve the city of Owasso and the surrounding communities?
The Winfield Consulting Group, fnc.
A Proposalfor the YMCA
of Greater Tulsa
2. What is the level of demand for YMCA programs and services in the targeted survey area?
3. How can the new YMCA complement the existing Green Country YMCA and how will
the new YMCA impact Green Country's cun-ent membership?
location
4. How do prospective members judge the convenience of each of several possible locations?
Programming and Facilities
5. Which configuration of programming options and major facility features within a new
YMCA will attract the highest number of membership units? Will the facilities at the
Green Country YMCA be used by the prospective members of the new Owasso YMCA?
Which configuration of major features needs to be included in Phase I to ensure a
sufficient membership base for further growth? Which features, both indoor and outdoor,
should be included in Phase II? Features could include, but are not limited to, the
following:
Facilities
a) a fIrst~class, comprehensive adult fItness center with a wide variety of cardiovasculm'
and muscle-strengthening equipment that can be segmented according to the specific
needs of members
I
aquatics facilities, such as
I
@ a wm'm-water pool (or pools) for recreation, therapeutic exercise, and instruction
@ a cool-water lap pool for lap swimming and competition
@ an outdoor swimming pool, a water park, patios, and a playground
@ whirlpool, sauna, and steamroom facilities
I
a total health and
center
all
I
I
indoor and outdoor walking and running
I
f) a gymnasium for pick,up games and
leagues
R
and
for Children
g) creatively designed spaces for child care programs from infant care to preschool
I
The Winfield Consulting Croup, inc.
2
A Proposal for the YMCA
of Cremer Tulsa
n
:~
h) facilities for a variety of after-school sports and recreation programs for children,
youth, and teens, from swim lessons to sports leagues to programs in art, dance, and
music
i) facilities for summer day camps, from traditional camp with crafts and swimming to
theme-based camps like sports camp and computer camp
j) creatively used space for activities that promote family recreation
6. What are the individual needs of prospective members with different physical fitness
conditions, from fit to unfit to those with special medical conditions? How can the new
YMCA position itself to cater to these needs?
7. How can the YMCA strive to improve members' total health, possibly in conjunction with
a local hospital? Programs that could be offered include the following:
a) health classes in topics such as
III weight mmlagement and healthy cooking
III diet and nutrition
III women's health issues
III men's health issues
III cancer detection and cholesterol screening
@l stress management and relaxation techniques
b) sports injury and physical rehabilitation programs as
@l cardiac rehabilitation
III orthopedic rehabilitation for injuries
@l osteoporosis prevention
@l new knee and hip rehabilitation
@l a "healthy back" program for strengthening the back
@l arthritis rehabilitation
What specific
at facility or
What other public and private partnerships should
the local public school system and the city of
such as partnerships \vith
The Winfield Consulting Croup, Inc.
3
A Proposal/or the YMCA
o/Cremcr Tulsa
Demographies and Psychographies
10. How will the area surrounding the YMCA change during the next five to ten years? Will
the population change, and if so, how?
11. How can prospective members be segmented? What are the primary and secondary
member groups for the new YMCA?
12. What are the demographics and psychographies of the primary prospective member groups
of the new YMCA?
13. What criteria influence prospective members' decision to participate in and join the
branch? What promotional strategies will work best to encourage prospective members to
visit and join the YMCA?
14. How can the YMCA market to young adults under age 30 with fitness programs like funk
aerobics and body pump and outdoor adventure activities like rock climbing and SCUBA
diving?
Pricing
1 What pricing policy will appeal to the largest number of prospective members and offer the
highest amount of operating revenue? Should the offer scholarship programs and
sliding-scale fees?
1 What role do existing recreation and fitness centers play in the geographic marketplace?
What is the YMCA's distinctive: niche in the m'ea?
With this information, it will be possible to predict the prospective potential membership, the
obtainable membership level during the fll'st 1 8 months after the new facility is built, and
projected armual operating revenues.
preceding questions will be answered by qualitative
interviews with individuals and/or small focus groups to ascertain trends) and quantitative
research (telephone intervie\vs that test the trends identified in the qualitative phase).
methodology will include the following steps.
The Winfield Consulting Group, Inc.
4
A Proposal for the YMCA
of Grealer Tulsa
Qualitative Research
Step I Designate a strategic planning team consisting of three to five members to work with
the Consultant.
Step II Conduct secondary research to conceptualize the needs; propose the targeted survey
boundaries; analyze population demographics; obtain related information via
libraries, online databases, the Internet, and telephone interviews with local planning
officials; and audit providers of similar services.
Step III Conduct separate focus groups with
@ the appropriate representatives of the Board of Directors of the YMCA of Greater
Tulsa and other volunteer leaders interested in a new YMCA in the area
@ selected staff of the YMCA of Greater Tulsa
Step IV
Review the information on existing public and private health and fitness service
providers in the service area based on the Consultant's previous experience in the
regIOn.
Step V
In order to test the transfer rate from the Green Country YMCA to a new Owasso
the Consultant will conduct a quantitative study of 100 current members of
Country YMCA who live in the proposed service area of the new
Develop the survey mstrument based on focus groups, market audits, exploratory
interviews, and national trends identified by The .Winfield Consultmg Group. Field~
test the instrument for the appropriateness of the questions, the chronology, and the
language. Tm"get the service area to be surveyed.
I
I
The survey instrument is an mtellectual property owned by The Wmfield Consulting
Group and therefore shall not be distributed outside the company under any
client has full study findings
can to at its own
I
I
'with 400 randomly households
but live within the targeted geographic area.
~
ata
1i1I>>
p
I
Step VIII Develop software and tabulate all findings.
I
Step IX Deliver the verbal findings and discuss presentation of the fmal report.
The Winfield Consulting Group, fne.
5
A Proposalfor the YMCA
of Greater Tulsa
"~
Step Present the written fmal report, providing analysis and making specific
recommendations. The report will answer all questions proposed in the Scope of the
Project, including
@ maximum new membership units that can be expected in the fITst 15-18 months
after the new facility is built
@ anticipated revenues generated from annual facility memberships
@ estimated impact on other YMCAs in the area
@ specific suggestions for programming and pricing strategies
@ specific suggestions for promotional strategies and tactics
This methodology will provide fmdings with a 95% confidence level and a statistical enor of
plus or minus 4.9%.
Schedule and
The project will take four-five months to complete and can begin in the spring. The total cost
will be $24,000 in professional fees and $6,000 +/- 20% in om-of-pocket expenses. Professional
fees include the cost of conducting all interviews and focus groups, designing and testing the
survey instruments, analyzing the data, and writing and presenting the fmal report. Out-of-
pocket expenses include the cost of secondm'y research, software design, tabulation, long
distance telephone charges, the purchase of random telephone numbers, printing, and travel.
These proposed fees are effective for months.
In with our payment procedure, one~thiTd is due at the
inception of the project, along with a 50% advance on out-of..pocket expenses. One-third the
professional is due at the halfway point (when 50% of the interviews are completed). The
remaining third is due upon delivery of the verbal fmdings. The balance of out-of-pocket
expenses is billed in the fmal invoice.
The Winfield Consulting Grol/p. Inc.
6
A Proposalfor the YMCA
of Gra"er Tit/sa
D E (' I'~ , , I "~ ["
~\ ..-~::iVt:~)
M/\:\ 2; \:~; ::..' , i~;';
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,Al\ffiRICAN CAPITAL GROUP
2715 VILLA PROM
OKLA. CITY, OK 73107
(405) 946-3000
WRITERS DIRECT NUMBER
(405) 946-3000 Ex!. 11
FAX
(405) 946-3680
February 20, 2001
Mayor H .C. "Will"
P.O. Box 18
207 5 Cedar
o so, OK 74055
Re: Bailey Ranch YMCA
r Mr. Mayor:
I want to thank you for YMCA meeting let you know I
am looking rd working with you, La Mitchell a
on and our other Bailey Ranch Projects.
Okla
. I it was
mimic the meeting we
It was a pleasure meeting you and rry and I am looking
relationship with Owasso.
a
M
,
cc:
r
Parks board
likes contract
By KeIflB'l<!l Griffin
Staff Writer
EDMOND - A partnership
between the city of Edmond and
the YMCA of Greater Oklahoma
City is moving forward with the
parks and recreation board's en.
Q.orsement of a contract between
the entities.
The contract must now be ap.
proved by the Edmond City
Council to become binding.
City Manager Leonard Martin
said he is unsure when the
council will consider the con.
tract. He said it likely will be
considered within the month.
City officials planned to build
a multimillion dollar Multi-
Purpose Activity Center in
Mitch Park as part of the Mitch
Park Master Plan.
The plan is a list of
for the 1501 W
fllnded.
sales t.ax
in Dec..em.
ber.
Instead of buildhlg a com.
pletely city.flmded activity cen..
ter, city officials are considering
joining with the -YMCA to build
a similar recreational facility
that would include a new fa.
cility for the Edmond Senior
Center.
n
DA-''-'f Oft LA ~oY'/l A/V
3/<;< /0;
I
e
The partnership contract calls
for the city to provide the land
for the center at Mitch Park,
and the YMCA to build the
building and operate progra.ms
there.
The city's responsibilities, :if
the contract is approved, would
include planning an outdoor
aquatic center at the park in
the future and working with
the YMCA for joint develop-
ment and maintenance of the
parking lot, landscaping, utili.
ties and other site improve-
ments.
The city also would agree to
join with the YMCA for the de.
velopment of the project to en-
sure that it is in compliance
with all applicable codes and
regulations.
The YMCA's portion of the
agreement would require them
to build, maintain and operate
a YMCA in the park.
Facilities at the YMCA could
include gymnasiums, weight
training facilities, indoor track,
cardio-exercise facilities, exer.
cise rooms, indoor aquatic fa.
cilities, sauna, whirlpool,
locker rooms and care,
the contract says.
The contract calls for the two
entities to develop a
F~dmond ~lJ;.
cess to YMCA portion of the
project and allow
tives from the city up to
seats on the Edmond YMCA.
council.
The contract also calls for the
See P ARTNERSIDP, Page 3
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