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Home My WebLink About2015.01.13_Worksession AgendaPUBLIC NOTICE OF THE JOINT MEETING OF THE OWASSO CITY COUNCIL, OPWA & OPGA Council Chambers, Old Central Building 109 N Birch, Owasso, OK 74055 Regular Meeting Tuesday, January 13, 2015 - 6:00 pm 1. Call to Order Mayor Jeri Moberly 2. Presentation and discussion of the FY 2014 Audit Linda Jones 3. Discussion relating to City Manager evaluation process overview Michele Dempster 4. Discussion relating to Community Development items Bronce Stephenson A. Rezoning (OZ- 14 -08) - 9917 E 106th St N B. Planned Unit Development, OPUD -14 -03 (Tyann Storage) 5. Discussion relating to a Complete Streets Policy Bronce Stephenson /Dwayne Henderson RECEIVED JAN 0J1015/ � City Clerk's Office 6. Discussion relating to Public Works item - E 116th St N and N 140th E Ave Intersection Signalization Project ODOT Funding and Maintenance Agreement Roger Stevens 7. Discussion relating to City Manager items Warren Lehr • Monthly Sales Tax Report • City Manager Report 8. City Council /Trustee comments and Inquiries 9. Adjournment Notice of Public Meeting filed in the office of the City Clerk and Agenda posted at City Hall bulletin board at 6:00 pm on Friday, January 9, 2015. Sherry Bishol , City Clerk nTity wit -u Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Linda Jones Finance Director SUBJECT: Annual Audit DATE: January 9, 2015 At the end of each fiscal year (June 30), the Owasso City Charter and State Statutes require the city to have an annual audit performed by a certified public accountant. The city's Finance Department is responsible for the coordination and preparation of the annual audit. The annual audit is the basis for communicating the financial condition of the city and its affiliated entities. In August 2006, City Council took the progressive action of establishing an Audit Committee by Ordinance. The Audit Committee has been a vital component in achieving transparency for the citizens of Owasso and the governing body. Each year, the Audit Committee makes a recommendation to the City Council to approve a contract with an independent accounting firm to perform the city's financial audit. Each year after completion of the audit, the Audit Committee meets with the auditor to review and discuss the financial statements and to consider any findings or recommendations of the auditors. Ron Conner, C.P.A. and Julie Jungman, C.P.A. of Cole and Reed will meet with the Audit Committee on January 13, 2015, and present the FYI audited financial statements. Ron Conner, C.P.A. of Cole and Reed and John Manning, Chair of the Audit Committee, will present the audit to the City Council at the January 13, 2015 work session. Mr. Manning will make recommendations, if any, to the City Council regarding the annual audited financial statements and the management letter submitted by the independent auditor. To facilitate the review process, Councilors will be provided with copies of the audit in advance of the work session and both Ron Conner and John Manning will be present to answer questions regarding the audit and financial statements. The audit report is filed with the State by the auditor and does not require authorization or approval by the City Council. Receipt of the audit will be listed under the Consent Agenda of the Council meeting in order to create a record in the minutes that the audit report has been received. The Audit Committee is comprised of five voting members and two ex- officio non - voting members. Current members include John Manning, non - practicing C.P.A.; Kevin Cavanah, CFO of Matrix Services; Guion Nightingale, businessperson with WPS Energy; Dennis Phillips, Senior Vice President and Chief Commercial Lending Officer for First Bank of Owasso; and Councilor Doug Bonebroke. The committee is required to include one banker, one business person and one non - practicing certified public accountant. Non - voting members of the committee include the City Manager and Finance Director. 0Th-0C-,4YW-1,t ouf limits. TO: Honorable Mayor and City Council FROM: Michele Dempster Human Resources Director SUBJECT: City Manager Evaluation DATE: January 9, 2015 BACKGROUND: In 2003, the City initiated a contract with Greenwood Performance Systems to facilitate the City Manager's annual evaluation process. Since that time, Greenwood Performance Systems has continued to facilitate the evaluation process on an annual basis. The City Manager evaluation includes an anonymous online evaluation completed by directors, and one -on -one interviews with directors and city councilors meeting with Jim and Jeanine Rhea of Greenwood Performance. In addition, the City Manager completes an online self - evaluation. Information from the online evaluations and interviews is compiled and presented to the directors, the City Manager, and the City Council. While no action is required for this item, the purpose is to provide an explanation of the process that has been used in the past and give Council the opportunity to provide feedback and input. TIMELINE: The City Manager's current contract runs from February 4, 2014 through June 30, 2015. Staff recommends initiating the evaluation process in April and scheduling an executive session for presentation of the evaluation to the City Council during the May 12 work session for discussion. This timeline would provide the City Council with three additional opportunities to place a discussion item on an agenda before consideration of the City Manager's contract renewal on or before the June 16 Council meeting. PROPOSAL: Due to the trust that has been established between directors and Greenwood Performance, staff recommends continuing the contract with Greenwood Performance for the City Manager's 2014 -15 evaluation. The cost of the annual evaluation is approximately $3,000 and includes the online evaluation, the interviews, and the presentations /discussions. T ut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Bronce L. Stephenson Director of Community Development SUBJECT: Rezoning (OZ- 14 -08) - 9917 E 1061h St N DATE: January 9, 2015 BACKGROUND: The Community Development Department received a request for rezoning for property located at 9917 E 106th St N, approximately 'A mile east of Mingo Road on the north side of E 106th St N. The property is approximately 17.49 acres in size. Direction Zoning Use Land Use Plan 'Jurisdiction North AO Sports Park Park City of Within PUD? ` (Agriculture) Within Overlay District? N/A Owasso of Owasso PUD 06 -04 -City Storm siren fee of $35 /acre; Meadowcrest Sewer Relief Area of 867 /acre Streets (public or private) -- '; N/A South Amdended Undeveloped Transitional City of RM, CS Owasso East (RS -3) Undeveloped Transitional & City of & Sports Park Park Owasso West Agriculture (AG) Railroad N/A Tulsa County SUBJECT PROPERTY /PROJECT DATA: Pro2erty Size 17.49 acres Current Zoning RM Owasso Pro osed Use Residential Single Family Lots/Blocks N/A Number of Reserve Areas N/A Within PUD? ` N/A Within Overlay District? N/A Water Provider of Owasso Applicable Paybacks -City Storm siren fee of $35 /acre; Meadowcrest Sewer Relief Area of 867 /acre Streets (public or private) -- '; N/A REZONING REQUEST: The applicant is requesting RS -3 (Residential Single Family) zoning be applied to the property which can be done if the proposed zoning conforms to the land use master plan. In this case, the Land Use Master Plan calls for transitional uses in this location so applying RS -3 zoning to the property is appropriate, as this is a lesser use than it would be allowed by the Land Use Master Plan. This property is proposed to be developed with the property to the south that was recently annexed and rezoned to RS -3. These tracts will be developed as a single - family neighborhood. PLANNING COMMISSION: The Owasso Planning Commission will review this item at their regular meeting on January 12, 2015 ATTACHMENTS: Area Map Aerial Map Zoning Map Land Use Master Plan #OZ 14 -08 �!€��1��I�t ■_ ■ ■■■�� "��_ 1 fur: _ ■� n -�__ ��i: - iin- �� ilNaarl nn •• :� C arm �__� ��iiruur =�� :_ ■ C� rSrrr; i�■� C 111 .111.111. + w 1111 � 1�i�0i�i ;! 111 r� • i�N� ,,,, 1-Nlilltlt Illiial .: � " I ■" � _ � Ih .. C7 r. � � 1 . 11 OR Inum �w� • 1/1 /1 m i ,please contact Owasso staff for the most up-t"ate informallon. #OZ 14 -08 1" = 1,505 ft Rezoning 12/11/2014 1 This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy, please contact Owasso staff for the most up- to-date information. OZ -14 -08 a legend ,t Zonino Single Family ■ Multi Family -- _ ■ Office Residential Estates I � / ;' ■Commercial 3 Iq i • Industrial -1 ? ■ Park g ri icu ltur I ■Agriculture Re' e s rciemn'a i sr -state °$$l R M • ar A is ture •�, �I Residential Duplex Agriculture Agricultur t s Office Me ium ® 400.m INNER � I Q.arreulture M 2 Commerei g Center I t000fe Y; � 1" = 752 ft 01/08/2015 This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy. please contact Owasso staff for the most up -to -date information. OZ -14 -08 14 a ,� 1" = 752 ft 01/08/2015 �_ ' 11 S This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy, Lease contact Owasso staff for the most up -to -date information. The City wii oul Limifs. TO: The Honorable Mayor and City Council FROM: Bronce Stephenson Director of Community Development SUBJECT: Planned Unit Development, OPUD -14 -03 DATE: January 9, 2015 BACKGROUND: The City of Owasso received a Planned Unit Development (PUD) application for review and approval of a development called Tyann Storage, Planned Unit Development OPUD- 14 -03. The subject property is located just behind the Southern Agriculture Building on the east US -169 service road and is identified as Lot 1, Block 1, Tyann Plaza X. The subject property is zoned Commercial General (CG) according to the Tulsa County Assessors records and Ordinance #498. The PUD would act as an overlay to the underlying zoning on the property and the proposed development would be required to adhere to the conditions outlined in the PUD. The applicant proposes to develop the property with a mini - storage facility. SURROUNDING ZONING: -. Direction Zonin Use Land Use Plan Jurisdiction Mini-Storage Lots /Blocks 1 lot on 1 block Number of Reserve Areas N/A North CG Fitness Gym Commercial City of Owasso South OM Hotel and Detention Pond Commercial City of Owasso East RS -3 School Residential City of Owasso West CG Retail Store Commercial Tulsa Count SUBJECT PROPERTY /PROJECT DATA: Property Size 1.5 acres Current Zoning CG - Commercial General Proposed Use Mini-Storage Lots /Blocks 1 lot on 1 block Number of Reserve Areas N/A Within Overlay District? US -169 Water Provider Cit of Owasso Applicable Pa backs Storm siren fee of 35 /acre Streets (public or private) Private CONCEPT AND USE OF A PUD: The concept of a Planned Unit Development is to provide a creative alternative to conventional development where a particular tract is under common ownership or control and where a detailed development plan, outlining the development of the tract as a unit, is proposed and submitted for public review. The use of a PUD technique is a way to amend the zoning designation in accordance with a complete and coordinated plan of development for a larger parcel, rather than piecemeal individual changes using the variance process. A PUD, which is essentially negotiated zoning, may be submitted for any parcel of land located within any general zoning district or combination of general zoning districts within the Owasso City Limits. In all cases, the PUD will be reviewed as to the proposed location and character of the uses and the unified treatment of the development of the tract. The regulations of the general zoning district or districts remain applicable except as specifically modified pursuant to the provisions of this chapter. ANALYSIS: The applicant has submitted a PUD application for a commercial mini - storage project. Although the property is zoned as CG, which allows mini - storage facilities with a special exception, the US- 169 Overlay prohibits mini - storage uses. The subject property is located behind several existing commercial businesses and is somewhat hidden from view. This characteristic makes commercial uses less viable for this property, as commercial uses typically require higher visibility than this site provides. Considering this, the proposed use seems appropriate and the applicant has submitted a PUD for the project. There is a private road that bisects the property. On the east side of the road will be a building containing unconditioned storage units and on the west side of the road will be a building containing the conditioned units, which includes a small office space. The PUD indicates that the maximum height for all structures shall not exceed 30 feet and all proposed setbacks meet or exceed CG standards. The PUD proposes enhanced landscaping and attractive masonry architecture for the front facades of the buildings along the private road. A perimeter opaque wood fence will be constructed along the north, east, and south boundaries of the area containing the unconditioned storage units (eastern project area). This will serve as an additional buffer and screening from the properties to the east and south. The applicant has provided exhibits of the proposed architecture and landscaping. Staff has reviewed these exhibits in concert with the text in the PUD and believes they meet the intent of the US -169 Overlay. If the PUD is approved, the applicant will provide final development plans for administrative review and approval by City staff and proceed with the platting process. PUD applications presented to the Planning Commission and City Council are for approval of the zoning, the uses, the overall plan as it relates to the immediate area, and the concept for the development. Future planning issues must still be considered if the PUD is approved. If approved, the applicant will be required to adhere to all City of Owasso subdivision regulations and engineering requirements. City staff published legal notice of the PUD request in the Owasso Reporter and mailed notices to property owners within a 300' radius of the subject property. COMPREHENSIVE PLAN CONSISTENCY: The Owasso 2030 Land Use Master Plan identifies the subject property and its surroundings as having a future land use of commercial, so this proposal conforms to the 2030 Land Use Master Plan. HARMONY WITH THE EXISTING AND EXPECTED DEVELOPMENT: This proposal appears to be consistent with the current and expected development of the area. The US -169 Overlay district was created to promote higher quality architecture, enhanced landscaping, and to discourage uses that may detract from the positive image that the corridor is intended to promote. Given this, mini - storage and similar facilities were prohibited in the overlay district. However, in this case, given the location of this property and the fact it is not highly visible, staff can support the proposal with additional protections offered in the PUD. In actuality, the use will serve as an effective transition from higher intensity commercial uses to the school and residential areas farther to the east. A detention facility is also located to the southeast of the property, which adds additional buffer area. Since this is a commercial PUD, there are no amenity requirements. PUBLIC HEARING: In accordance with the Owasso Zoning Code, the Planning Commission and City Council shall hold a public hearing on any PUD application and make the following determinations: 1. Whether the PUD is consistent with the Comprehensive Plan. 2. Whether the PUD is in harmony with the existing and expected development of surrounding areas. 3. Whether the PUD is a unified treatment of the development possibilities of the project site. 4. Whether the PUD is consistent with the stated purpose and standards of the PUD ordinance. a. To permit innovative land development while maintaining appropriate limitation on the character and intensity of use assuring compatibility with adjoining and proximate properties; b. To permit flexibility within the development to best utilize the unique physical features of the particular site; c. To provide and preserve meaningful open space; and d. To achieve a continuity of function and design within the development. Overall, this project has been adequately designed to meet the challenges associated with the property. During the early stages, staff provided the applicant with feedback as to what would make this project viable and how to minimize the impacts of developing this particular piece of property. The applicants have responded with a quality plan that responds to what staff had requested. PLANNING COMMISSION: The Owasso Planning Commission reviewed this item at their regular meeting on December 8, 2014 and voted unanimously to recommend approval. ATTACHMENTS: Area Map Aerial Map Land Use Plan Map Outlined Development Plan Tyann Plaza X 111111 u X11111 ,�I��i • • _ `' , _, �� 11�� • /•"�� 1 �. ,; - ♦ a� M . \ s ♦� M;:� �P� r/ _ i1111►�I *� �•,� I � ■ '� 11� 11I11„� 111//1111 111111111 ,. 111111111 �� - �' M • ••' 1 3 11107/20 This map represents a visual display of related geographIc information. Data provided hereon is not a guarantee of actual field conditions. To be sure ofcomplete accuracy, please contact Owasso staff for the most up-to-date Information- Tyann Plaza X 1" = 752 ft #OPUD 14 -03 11/07/2014 This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy, please contact Owasso staff for the most up-to -date Information. �i d OPUD 14 -03 ' . s♦ n 2030 Land Use Plan ' ♦♦ -- December 8. 2014 �;' ♦• _ o ;a - - ♦ ♦ �� cap a ♦ ♦ 110 ao a � ♦ p � �p u ♦ U O tl _... ♦ i / ,+[ 4 o u au ♦ /i 1° tl� apd 9 ° O u Subject Property • �wNONE .ME�� +�, a a a a • a a a a tl a tiv� \o• � aea g a p p fD/ a tl� y d a p V Oa F. I 1. Tyann Storage Planned Unit Development #1403 Tyann Development Co., Inc. P.O. Box 397 Owasso, Ok 74055 General Description Plan Unit Development -1403 is an existing lot 1.5 Ac. in size and platted as a part of the Tyann Plaza South development. It is identified as Lot 1, Block 1, Tyann Plaza X. It is located in Section 20, Township 21 North, Range 14 East and is within the City of Owasso. It is proposed to be developed as a landscaped and screened mini - storage facility. The cover picture shows the location of the subject lot and its relationship with the newer Overlay District. The subject lot is abutted on the West side by the Smith Elementary School and on the South side by the grassed detention facility used for storm water management of the Tyann Plaza South development area. On the Southwest it is abutted by two vacant commercial lots zoned CG, on the Northwest by the back sides of the exiting Southern Agriculture and Aldi stores, and on the North by the 10Gym parking lot and building. Because the lot Is at the bottom of the drainage water shed and Tyann Plaza continues to grow this lot will be completed screened by commercial or the abutting school. The closest residential properties are located on the other side of the detention facility 315 feet South of the subject lot. 7 Exhibit -A� / /, \\\ �fi# / / / /( ANN PLAT TYANN PLAZA Ix off• \ Aid! ` / � BLOCK . LOT 2 Southern \ , / / / 1.66 AC�, \ Agriculture �\ � \ \mass emewr, u.a \�,�y�' /oil' �� +�►4 / /,�e�`j / �� we / \ l& 10Gyi \ \ \ 3 C SU b ect Lot \ 1.61 Ac. \ �! J oeeuorxr++r w., I 4 ' X \ Vacant Lot 1,50 AC 61.585 C.f. \\ \ / 65,174 S.F. \'a 0 '\ \ T(ANN pMLOPx _i M IN / \ nuw oeva)�aaary5r��ewyr M. ixa \ \ y +Pp / / l+ b �a im x +�� a1/SM aWR3V // aca nt Lot \�a \ 5 Smith School V \� suns' o\ / + Aq . 2 oh/ / / '�;o"i / 1.83 AC. > / / / 79,689 S.F. � / / / nnxx oevaarxsur ca, ixa / Detention Facility, ' p51N' Zoning Description Exhibit -A shows a portion of the approved Final Plat for Tyann Plaza X. It is identified on the plat that the subject lot is zoned a combination of Commercial General (CG) and Commercial Shopping (CS). The Mini- Storage use was allowed by exception on a tract zoned CS and by right on a tract zoned CG. However, more recently an Overlay District was placed on all of Tyann Plaza including the subject lot. The addition of this Overlay District prohibits the development of a Mini - Storage facility on the subject lot. This is the primary reason for the filing of this PUD zoning request. If approved it would allow the mini - storage use to once again be allowed as originally zoned and plated. Exhibit -B shows the proposed Tyann Shopping Center and how the subject lot fits into the overall development plan. It also shows how the mini - storage will be screened from view by both the future buildings and the topography of the surrounding area. Exhibit- B LAZA TYANN ;G r'3 ✓` N SECTION 20, TOWNSHIP 21 NORT. RANGE 14 EAST , ii / OTS AN ADDITION To THE CITY Of OWASSO. TULSA COUNTY, ORLAHOSIA - =a Tit ' ;' ,' AnuEDfsor SITE MAP N.Ts. + , HO a n 4p •c'AA' $� � "'A OWNER DEVELOPER: �A TYANN DEVELOPMENT CO., INC AR :, as IY.VMI"VI11A �� H .d•. � 4°i' _ . PO BOX 397 �• 1 OWASSO, OK 74055 ✓ - - (918) 274 -0517 Environmental Analysis The topography of the Subject Lot is that it slopes gently from front to back. There in a small swell running across the back portion of the lot which carries storm water from the 10Gym parking lot North of the subject lot and Smith School East of the lot to the detention facility on the South side of the lot. Because it is located at one of the lowest parts of Tyann Plaza its visibility from the Hwy 169 East Service Road will be significantly restricted. In addition, as the physical environment surrounding the subject lot develops, these new buildings will restrict the visibility even more (See Exhibits A and B). It is anticipated that this project will not be seen from the service road or the highway. All utilities including storm water management were put in place at the time that Tyann Plaza X was plated. As required the plat is filed at the Tulsa County Clerk's Office and the Community Development Department has a copy of the filed plat and the "as built" drawings showing the location of all utilities. The soils that cover this lot are similar to the soils within all of Tyann Plaza. 97% of the lot is covered by Dennis Radley Complex while the northwest corner 2% is covered by Dennis Silt Loam. Development Statement This PUD is being proposed as a small mini - storage project to provide additional storage for the tenants that currently are located in the Tyann Plaza Shopping Center and the community at large. The landscaping and building design improvements will be concentrated in the "Visibility Corridor" as shown on Exhibit -C below. The lot is 1.5 acres in size and located behind the Southern Agriculture business. It will be developed by Tyann Development Co., Inc. who has developed several projects in the Owasso area. This project complies with the PUD ordinance because it encourages development that otherwise could not occur on the site and it promotes compatibility with the surrounding lots and uses. The project will be developed by Tyann Development Co., Inc. The civil engineer for this project will be Kellogg Engineering, Inc. from Talala, OK and the general contractor will be Ira Green Constructing from Claremore, OK. The buildings well be engineered and built by Frank Reeder Company LLC from Catoosa, OK. These firms have been a part several projects in the Owasso area. O :C a �N i Exhibit - C Development Plan ACI r— —1 I -. - - --.- � 141 I 1 n I ITYANN PLAZA VIII 1 al 1ILC�_ I I_ BLOCK 1 _ I la LOT 1 11 1 201 A C. I1;0 nN" K W _ i BLOCK Som• '4W'M k U/7 _ — — — — _ _ — —IV w/! 4 uR _ — — — — _ -iS t i u/[ 1.50 AC. _ I I 13 gceu /[I 1 )tl r- I us yr o i e u/[ 1 TYANN PpAZAIX I LOTl2 I I_ a I 1.931 AC. I (� 1 TYANN PLAZA IX kl I BLOCK 1 al I LOT 2 1.66 AC. I I I I °I . ' I I RESERVE AREA r ` Is9.3a 1.93 AC. _ a Development Standards This lot will be development in accordance with the City of Owasso Zoning Ordinance, except as described herein and shown on the previous page as Exhibit —C. Gross Land Area: Permitted Use: Number of Lots: Maximum Building Height: Minimum Off - Street Parking Spaces: Minimum Lot Frontage on Private Drive: Minimum Building Setback: 65,174 SF / 1.5 AC Commercial Mini- Storage One Story Not to Exceed 30 FT 13 200 FT Front Yard 25 FT Back Yard 15 FT From Smith School Boundary 15 FT From 10Gym Boundary 15 FT From Aldi's Boundary 20 FT From Southern Agriculture Boundaryll FT From Southerly Boundary 25 FT From Detention Facility 11 FT Between Buildings 24 FT Signs: One Pole Sign 30 FT Wall Sign 6 FT Development Concept It is proposed that the subject lot be designed and developed with the up most caution and care. There would be metal buildings covered with decorative EFTS similar to the existing Southern Agriculture, ALDI, and 10Gym buildings The northwestern portion of the lot behind Aldi's and Southern Agriculture would contain one metal building 25' by 90'. The front and South side will have decorative EFTS covering the metal skin of the building. The North side is hidden by Aldi's and the West side is hidden by Southern Agriculture. This building will contain an office 20' by 25' in size and 40 climate controlled 5' by 10' storage units. Ail outside HVAC units will be screen from view. There will also be provided a small parking lot that contains 13 parking spaces. The green space around the parking lot and building will.be landscaped to meet all City regulation. There will be two meta) storage building and paved access on the easterly portion of the lot. The first building, which also fronts the private drive, will have a decorative EFIS surface. The entire" Visibility Corridor" will be landscaped meeting the requirements of the adopted landscape standards. The remaining boundaries of the back portion of the lot will have a six feet high wood screening fence erected. The face of this fence shall be directed outwardly to properly buffer surrounding properties. 0 15' 30' SCALE IN FEET 1" = 30' is Exhibit —D above and Exhibit —E on the next page provide a conceptual view of the proposed Site Plan, Landscaping, and the possible Building Frontages within the "Visibility Corridor". These sketches are somewhat simplicity in nature but provide an adequate conceptual view of the proposed development. A decorative wooden fence will be used to screen 10GYM's trash dumpster and parking lot and the area in the back of the project that is under the electric lines. A wooden screening will also be used between the subject lot and the area wide detention Working Sketches r . r. • Fa • �ry �'L r V'si Cy s f,? .Y - 6' Wood Screening Fence The overall landscape concept is to beautify both sides of the private drive that splits the lot and at the same time to enhance the fronts of the two buildings that face that same driveway. The first part of the concept would be to use a 6' stained wood screening with metal support poles to fences around the back sides of the lot thereby screening and softening the views of the new project buildings from the abutting uses. As previously noted the fronts of both buildings shall be covered with a decorative EFTS depicting a design of rock, brick, stucco, graphic or a combination of these styles. The back side of the project abutting Smith School is a very small and restricted area. It is under several power lines that reduces the height of plants and the storm water swell limits most plant locations. It is proposed that the 6' wood screening fence along 10GYM property line be extended. The landscaping would consist of a series of serpentine Boxwood hedges located on both sides of the main driveway. This creates a series of planting pockets. It also provides locations for seven Scarlet Maple trees to be placed along both sides of the driveway for future shade and screening. Each planting pocket will contain an arrangement of flowering shrubs and perennials. A row of "Hetzii" Junipers, and the decorative EFIS on the building will serve as a unique backdrop for each the planting pockets. On the northwestern side of the driveway there will be a climate control storage and office space building which will have a decorative EFTS front fagade similar to the design of the first building. Also located on the westerly portion of the site is a.small 13 car parking lot. The use of the landscape theme of serpentine Japanese Barberry hedges will be continued. These hedges will be accented by planting of flowering shrubs, perennials and annuals. Finally, there will be a five feet high identification sign located on the face of the easterly building and a 30' high business sign will be erected at the southwestern of the lot corner. Plant List Common Name Scarlet Maple Eastern Redbud Hetzi Juniper Boxwood Winged Burning Bush A. W. Spirea Crape Myrtle Roses Perennials Annuals Scientific Name Units Acer rubrum 7 Cercis Canadensis 1 Juniperus chinensis "Hetzii" 25 Buxus sempervirens 150 Eonymus alatus 9 Spirea bumalda "Anthony Waters" 6 Lagerstoemia (i. x fauriei) 13 Various types and colors 9 Various types and colors 105 Various types and colors NA Complete Streets Policy WHEREAS, The City of Owasso embraces the transportation needs for all citizens and understands the need for equity among modes of transportation. Complete Streets are designed and operated to enable safe access for all modes of transportation including pedestrians, bicyclists, motorized vehicles and transit- riders. Complete streets are designed to safely accommodate users of all ages and abilities WHEREAS, Complete Streets are defined as those that provide safe, accessible and convenient transportation facilities for multiple modes of travel and accommodate all users including pedestrians, bicyclists, public transit riders, freight providers, emergency responders and motorists that are safe and accessible for users of all mobility levels; and WHEREAS, Complete Streets may enhance economic vitality by providing convenient pedestrian, bicycle, and public transit facilities that help create a sense of place in and around retail districts and provide safer connections between places of residence to centers of recreation, retail, education, and places of work; and WHEREAS, Complete Streets objectives may be achieved through single construction projects or incrementally through a series of planned improvements; and WHEREAS, the purpose of this policy is to set forth guiding principles to be considered in all transportation projects, where practicable, economically feasible and in accordance with applicable laws and ordinances in order to provide accommodation for walking, bicycling, other non - motorized forms of transportation, and motorized transportation including personal, freight and public transit vehicles; and WHEREAS, a transportation system conducive to walking, bicycling and public transit, for all ages and abilities, reduces traffic congestion, improves public health, decreases air pollution enhances economic vitality, provides a more livable community and improves the overall quality of life for Owasso residents; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL THAT: Street projects should be planned, designed and operated when physically and economically feasible in accordance with our Community Plans and Policies or any plan adopted in the future, giving consideration to the accepted standards for Complete Streets, as outlined by the National Complete Streets Coalition to provide for a balanced responsible and equitable way to accommodate and ensure travel for pedestrians, bicyclists, and public transit riders of all ages and abilities amongst vehicular traffic. The City Wo'.ut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: H. Dwayne Henderson. P.E. City Engineer SUBJECT: E 1 16'h St N and N 14011' E Ave Intersection Signalization Improvements ODOT Funding and Maintenance Agreement - Resolution DATE: January 9, 2014 BACKGROUND: In 2013, the City of Owasso contacted the local Oklahoma Department of Transportation Office with conceptual exhibits showing a need for signals and intersection improvements at E 116th St N and N 14011, E Ave and E l 161h St N and N 1451h E Ave for safety improvements. The two projects are being partially funded with surplus federal funds from a larger project that funded the widening of SH 20 from US 169 to N 209 E Ave. Currently, ODOT has approximately $1.8 million in the fund balance and are willing to utilize these funds for these particular projects. The intersection at N 140th E Ave is needed due to the additional traffic being caused by the QuickTrip at the southwest corner of the intersection, the Eggbert's restaurant at the southeast corner of the intersection and the opening of the Tulsa Technology Center located '/2 mile south of the intersection on N 140th E Ave. This project was considered much needed by ODOT after a traffic study by Traffic Engineering Consultants yielded that the intersection met three (3) warrants for signals at the intersection. The project at SH 20 (E 11611, St N) and N 145th E Ave has been scheduled for a later funding year. The rapid growth in the area and potential commercial development has indicated congestion problems at this intersection in the near future. The current project was designed by ODOT staff. In order for the signals at E I I 61 St N and US Hwy 169 to operate correctly, additional work is needed on the existing signalization at these facilities to link them together. The design is now complete and ODOT anticipates that bid letting should occur in February 2015, but no later than March 2015. FINAL ESTIMATED COSTS: In December 2014, ODOT sent an agreement to the City of Owasso with a funding breakdown for the roadway construction portion of the project. The breakdown is based on the engineer's construction estimate provided by ODOT. The estimate of $435,795.16 is based on an 80% federal to 20% local match. E 1161h St N and N 1401h E Ave Intersection Signalization Improvements Page 2 of 2 ODOT funding for this project will be through the Surface Transportation Program, which will fund 80% of eligible project costs, while the local government funds 20 %. Based upon this information, the following table is based on a recent cost estimate of the cost distribution: Project Segment Estimate ODOT Portion City of Owasso Portion (80 %) (20 %) Traffic Light Construction and ...Striping $435,795.16 $348,636.13 $87,159.03 PROPOSED RESOLUTION: The proposed Resolution declares the City's intent to request federal funding assistance through the Surface Transportation Program Urbanized Area for the construction of the signalization improvements to E 116th St N and N 1401h E Ave intersection. The 20% local match is estimated to cost $87,159.03. The agreement provided by ODOT states that the funds need to be transferred to ODOT before the bid letting of the project. With the attached resolution, the City of Owasso accepts the agreement and the responsibility as project sponsor to fund the local match and maintain the signalization equipment once completed. FUNDING: Funding is available in the Capital Improvements Fund. PROPOSED ACTION: Staff intends to recommend approval of the Resolution authorizing the Mayor to execute the funding and maintenance agreement between City of Owasso and ODOT for the E 116th St N and N 140th E Ave Intersection Signalization Improvements. Staff further intends to recommend authorization for payment of matching funds to ODOT. ATTACHMENTS: Resolution Draft ODOT -City of Owasso Agreement ODOT Invoice Site Map CITY OF OWASSO, OKLAHOMA RESOLUTION NO. DRAFT A RESOLUTION APPROVING PARTICIPATION WITH THE STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION IN A TRAFFIC SIGNAL PROJECT. WHEREAS, the Oklahoma Department of Transportation has completed a traffic study at the intersections on East 116 +h Street North at US -169 Southbound, US -169 Northbound, and North 1401h East Avenue in the City of Owasso, Oklahoma, and said study indicates that traffic signals are warranted at North 140th East Avenue and that traffic signal upgrades are desirable at the remaining intersections; and, WHEREAS, the City of Owasso agrees to provide any additional right -of -way necessary for construction, to move or have moved any utilities that are necessary for the completion of the project and, WHEREAS, the Department of Transportation agrees that Federal -aid program project funds shall be used to provide up to 80 %, not to exceed $1,816,722, of the total estimated cost. The City of Owasso agrees that local funds shall be used to provide their obligation of at least 20% and any total estimated cost over $1,816,722. WHEREAS, the City agrees to provide any additional matching funds required to satisfy their agreed participation share of the final project costs after auditing, as outlined in the maintenance agreement between the City and the Department and, WHEREAS, the City further agrees to deposit with the Oklahoma Department of Transportation the matching funds required prior to the advertisement for bids and, WHEREAS, the City of Owasso agrees to execute a maintenance agreement to maintain the traffic signal device to a level of service acceptable to the Oklahoma Department of Transportation and pay all utility expenses associated with the operation of the traffic signal device. NOW, THEREFORE, BE IT RESOLVED that the Oklahoma Department of Transportation is hereby requested to concur in the selection of this project for construction, and to submit same to the Federal Highway Administration for their approval. PASSED AND APPROVED at a regular meeting of the City Council of the City of Owasso and duly signed by the Mayor this day of THE CITY OF OWASSO, OKLAHOMA Jeri Moberly, Mayor ATTEST: Sherry Bishop, City Clerk PROJECT MAINTENANCE AGREEMENT FOR FEDERAL -AID PROGRAM PROJECT PROJECT NUMBER STPY- 272C(105) JOB PIECE NO. 30372(04) FOR THE INSTALLATION OF TRAFFIC SIGNALS AT THE INTERSECTION OF STATE HIGHWAY 20 AND NORTH 140TI EAST AVENUE IN THE CITY OF OWASSO TULSA COUNTY BY AND BETWEEN THE CITY OF OWASSO AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION AGREEMENT This AGREEMENT, made the day and year last written below, by and between the City of OWASSO, herein after referred to as the CITY, and the Department of Transportation of the State of Oklahoma, herein after referred to as the DEPARTMENT, for the following intents and purposes and subject to the following terms and conditions, to wit: WITNESSETH: THAT the DEPARTMENT proposes to make certain traffic improvements as directed by the Oklahoma Transportation Commission at their meeting of August 5, 2013, authorizing State apportioned Federal -aid Project funds for participation in the project for highway lighting in the City of OWASSO designated as Federal -aid Project STPY- 272C(105), JP# 30372(04) consisting of the actual traffic improvements as follows: I. Installation of traffic signals at the intersection of STATE HIGHWAY 20 AND NORTH 140Th EAST AVENUE in the City of OWASSO. All construction is to be in accordance with the plans and by reference made a part of this AGREEMENT. Such plans are to be in accordance with the Oklahoma Standard Specifications for Highway Construction, Edition of 2009 and current updates. It is the policy of the Oklahoma Department of Transportation to assure compliance with Title VI of the Civil Rights Act of 1964, and the CITY hereby agrees that as a condition to receiving any Federal financial assistance, it will comply with Title VI of the Civil Rights Act of 1964 which requires that no person in the United States shall, on the grounds of race, color, religion, sex, handicap, or national origin, be excluded from the participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which Federal Financial Assistance is received. NOW, THEREFORE, the parties hereto mutually agree as follows: 1. The DEPARTMENT agrees to provide the plans, specifications, and construction cost estimates for this project. 2. The DEPARTMENT and the CITY agree to become jointly responsible with the contractor as co- applicants for meeting all Environmental Protection Agency (EPA) requirements for storm water runoff on this project. It is agreed that the project plans and specifications, required schedules for accomplishing the temporary and permanent erosion control work, the storm water pollution prevention plan sheet and appropriate USGS topographic map contained in the plans constitute the storm water management plan for the project described previously in this document. Further, if required, the DEPARTMENT and the CITY agree to file jointly with the contractor the Notice of Intent (NOI) for Storm Water Discharges Associated with CONSTRUCTION ACTIVITY under the OPDES General Permit with the Oklahoma Department of Environmental Quality which authorizes the storm water discharges associated with industrial activity from the construction site identified in this document. I The DEPARTMENT shall appoint competent supervision of the construction work to the end of obtaining work strictly in accordance with the approved plans and specifications. 4. The CITY shall, by resolution, duly authorize the execution of this AGREEMENT by proper officials, and attach copies of such resolution to this AGREEMENT. 5. It is understood and agreed that the roadway improvements and all devices specified herein shall not be altered, removed, or cease to be operative without mutual written consent of the DEPARTMENT and the CITY. 6. The CITY agrees that upon completion of construction of said project, final inspection, and acceptance of the project by the DEPARTMENT, the CITY will be responsible for the maintenance and cost of operation of all highway lighting and traffic signal equipment erected and installed pursuant to this agreement. 7. The CITY hereby agrees to periodically review the adequacy of the aforesaid project to insure the safety of the gaveling public and should the CITY determine that further modification or improvement be required, the CITY shall take such actions as are necessary to make such modification or improvement. When maintenance and /or operational modifications are required which, in the opinion of the DEPARTMENT, exceed the capabilities of the CITY's staff, the CITY agrees to retain, at the sole expense of the CITY, competent personnel for the propose of bringing the improvement up to the proper standard of operation. i] 8. In the event that any hardware installed hereunder is no longer needed for the purposes designated herein, then the hardware installed hereunder shall not be removed by the CITY to any point other than that which is approved by the DEPARTMENT prior to such removal. 9. In the event there is no mutually agreed location for reinstallation, the CITY will assume complete ownership of the equipment following removal if the installation is ten (10) years old or older. If the installation is less than ten (10) years old, and: (a) In the event that the CITY desires total ownership of the equipment, the CITY shall reimburse the DEPARTMENT for 80% of the original equipment costs only, amortized for a ten (10) year service life, interest ignored, and assuming straight line depreciation. (b) In the event the CITY does not desire total ownership of the equipment, the CITY shall sell the equipment at public auction to the highest bidder. The CITY shall reimburse the DEPARTMENT 80% of the proceeds of such sale. 10. Upon completion of the aforesaid project, the CITY hereby specifically agrees that the CITY assumes any and all financial obligation for the operation of the aforesaid project. 11. If the CITY should fail to fulfill its responsibilities under this AGREEMENT, such a failure will disqualify the CITY from future Federal -aid participation on any Federal -aid project. Federal funds are to be withheld until such time as a traffic engineering staff, satisfactory to the DEPARTMENT, has been properly established and functioning, deficiencies in regulations have been corrected, or the traffic operations improvements to be installed under this Agreement are brought to a satisfactory condition of maintenance. IN WITNESS WHEREOF, the Chief Engineer of the Department of Transportation, pursuant to the authority vested in him by the Transportation Commission, has hereunto subscribed his name as Chief Engineer of the Department of Transportation, and the CITY has executed same pursuant to authority prescribed by law. The CITY on the day day of 2015. 3 2015, and the DEPARTMENT on the ATTEST: Title CITY OF OWASSO, OKLAHOMA BY: MAYOR APPROVED AS TO FORM AND LEGALITY BY: CITY Attorney STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION By: Chief Engineer APPROVED AS TO FORM AND LEGALITY BY: General Counsel BY: Division Engineer OKLAHOMA DEPARTMENT OF TRANSPORTATION INVOICE Make check PAYABLE, and MAIL TO: Oklahoma Department of Transportation Comptroller Division 200 NE 21s` Street Oklahoma City, Oklahoma 73105 -3204 To: Jeri Moberly Mayor of Owasso 111 N. Main Owasso, OK 74055 Division Invoice No.: J/P # 30372(04) Division Name: Traffic Engineering Date: December 30, 2014 Description - Explanation of Charge Quantity Price Each Total Due Date: January 31. 2015 Retain with Division Goldenrod: To Comptroller Participating STPY- 272C(105), J/P # 30372(04) Total County: Tulsa Description: Traffic Signal at E. 116 °i St. N. & N. 140" E Ave.; Traffic Signal Upgrades on E. 116t' St. at US -169 Estimated $ 435,795.16 Southbound and US -169 Northbound City of Owasso Traffic Signal cost (20 %) Estimated $ g7,159.03 (Before Bid Letting) Accounting Use Only Invoice Total $ 87,159.03 unginai: rmunaser Yellow: Remit with Payment Pink: Retain with Division Goldenrod: To Comptroller CMPT -IV 6349 11/94 a, 1 r � I - i Lu P. LLI ,r �... 116TH ST N CL uj >� s E 116th ST N & N 140th E AVE INTERSECTION LOCATION MAP CITY OF OWASSO 111 N. Main Street s P.O. Box 180 Owasso, OK 74055 1021/14 North y RtEPRESEPNTSAN AccURSRTE � ITICUS SC . USE of �s MAP IS�Ew�iT1�lE 0= 918.376.1500 a WARRANTY OR REPRESENTATION EY CITY OF OWASSO OF ITS ACCURACY. City of Owasso FY 2014 -2015 Monthly Sales Tax Comparisons $2,500,000 $2,000,000 - --'-"� ,.m $1,500,000 $7,000,000 $500,000 $0 $10,000,000 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Year -to -Date Sales Tax Totals $25,000,000 ,.m $20,000,000 $15,000,000 $10,000,000 $5,000,000 $- Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun + -- Budget Last Year —m--Actual City of Owasso Sales Tax Report Budget to Actual Comparison December 8, 2014 2014 -2015 2014 -2015 Actual Collections Budget Projections Over (Under) Projection Amount Percent Amount Percent Amount Percent Jul $ 1,865,193.66 8.4% $ 1,870,945.01 8.4% $ (5,751.35) -0.3% Aug 1,820,787.95 8.2% 1,817,102.12 8.2% 3,685.83 0.2% Sep 1,832,861.33 8.3% 1,787,552.87 8.1% 45,308.46 2.5% Oct 1,896,450.88 8.5% 1,833,447.25 8.3% 63,003.63 3.4% Nov 1,808,170.81 8.1% 1,743,972.52 7.9% 64,19829 3.7% Dec 1,862,935.76 8.4% 1,835,035.33 8.3% 27,900.43 1.5% Jan 2,125,525.34 9.6% 2,031,503.38 9.2% 94,021.96 4.6% Feb Mar Apr May Jun Totals $ 13,211,92533 59.5% $ 12,919,558.48 58.2% $ 292,367.25 2.3% City of Owasso Sales Tax Report Two Year Comparison December 8, 2014 Note: Fiscal Year 2015 Sales Tax Budget is $22.2 million; FY'14 actual was $21 million. Fiscal 2014 -2015 Fiscal 2013 -2014 Increase or (Decrease) Percent Percent Amount of Budget Amount of Actual Amount Percent Jul $ 1,865,193.66 8.4% $ 1,704,984.63 8.1% $ 160,209.03 9.4% Aug 1,820,787.95 8.2% 1,678,483.46 8.0% 142,304.49 8.5% Sep 1,832,861.33 8.3% 1,617,952.06 7.7% 214,909.27 13.3% Oct 1,896,450.88 8.5% 1,677,144.73 8.0% 219,306.15 13.1% Nov 1,808,170.81 8.1% 1,612,339.06 7.7% 195,831.75 12.1% Dec 1,862,935.76 8.4% 1,748,989.23 8.3% 113,946.53 6.5% Jan 2,125,525.34 9.6% 2,073,564.27 9.9% 51,961.07 2.5% Feb Mar Apr May Jun Totals $13,211,925.73 59.5% $12,113,457.44 57.6% $ 1,098,468.29 9.1% Note: Fiscal Year 2015 Sales Tax Budget is $22.2 million; FY'14 actual was $21 million. City of Owasso Monthly Sales Tax Revenues Last Five Fiscal Years 2014 -2015 2013 -2014 2012 -2013 2011 -2012 2010 -2011 2009 -2010 Jul $ 1,865,193.66 $ 1,704,984.63 $ 1,630,956.50 $ 1,521,672.39 $ 1,485,552.57 $ 1,523,296.22 Aug 1,820,787.95 1,678,483.46 1,521,846.41 1,485,585.66 1,409,806.38 1,457,190.41 Sep 1,832,861.33 1,617,952.06 1,518,488.35 1,485,891.81 1,433,235.57 1,384,785.99 Oct 1,896,450.88 1,677,144.73 1,560,824.24 1,517,700.88 1,467,321.34 1,386,073.05 Nov 1,808,170.81 1,612,339.06 1,447,595.59 1,420,986.61 1,362,551.29 1,222,181.35 Dec 1,862,935.76 1,748,989.23 1,605,740.09 1,488,693.19 1,423,010.85 1,481,442.33 Jan 2,125,525.34 2,073,564.27 1,792,033.55 1,655,568.87 1,640,741.37 1,558,964.00 Feb 1,990,103.51 1,817, 864.08 1,748,279.70 1,675,132.30 1,660,458.42 Mar 1,544,058.21 1,500,013.52 1,405, 820.76 1, 327, 302,74 1,283,250.04 Apr 1,696, 815.27 1,499,708.03 1,454,786.62 1,310, 850.43 1,288, 894.21 May 1,813,882.69 1,629,482.38 1,610,102.97 1,506,255.74 1,506, 435.50 Jun 1,864, 532.80 1,643, 877.95 1,547, 918.80 1,487,182.33 1,513,720.24 $13,211,925.73 $ 21,022,849.92 $ 19,168,430.69 $ 18,343,008.26 $ 17,528,942.91 $ 17,266,691.76 City of Owasso Monthly Use Tax Revenues Last Five Fiscal Years 2014 -2015 2013 -2014 2012 -2013 2011 -2012 2010 -2011 2009 -2010 Jul $ 50,297.74 $ 78,704.81 $ 33,564.91 $ 41,490.75 $ 42,547.09 $ 77,124.54 Aug 56,645.90 105,902.83 33,982.54 52,649.70 34,592.96 58,626.76 Sep 61,203.63 69,078.85 47,608.82 53,050.58 42,904.66 53,157.06 Oct 86,146.09 103,682.82 59,327.05 48,434.75 48,534.10 32,510.05 Nov 89,434.02 64,434.39 50,722.23 43,503.50 42,275.99 37,032.82 Dec 89,481.75 86,423.76 48,320.10 52,051.50 40,466.31 35,727.86 Jan 65,206.37 57,183.06 60,594.21 47,738.06 52,885.66 47,548.94 Feb 75,453.77 78,302.28 55,670.54 54,867.98 45,714.97 Mar 50,120.99 57,199.16 44,139.56 39,200.77 30,888.31 Apr 55,506.56 30,576.98 29,496.59 45,286.77 50,504.67 May 63,673.80 51,093.50 55,835.13 44,615.83 53,407.77 Jun 42,884.09 75,138.73 41,989.03 33,512.24 57,883.91 $498,415.50 $ 853,049.73 $626,430.51 $ 566,049.69 $ 521,690.36 $ 580,127.66