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2016.10.11_Worksession Agenda
This meeting is a work session for Council /Trustee discussion only. There is no opportunity for public comments at work session. RECEIVED PUBLIC NOTICE OF THE MEETING OF THE OCT 0 1 2016 OWASSO CITY COUNCIL, OPWA & OPGA City Qjed �#(ice Council Chambers, Old Central Building 109 N Birch, Owasso, OK 74055 Regular Meeting Tuesday, October 11, 2016 - 6:00 pm 1. Call to Order Mayor /Chair Lyndell Dunn 2. Discussion relating to the issuance of the OPWA Sales Tax Revenue Note, Series 2016 to finance capital improvements projects Sherry Bishop 3. Presentation and discussion relating to the Wastewater Master Plan Dwayne Henderson /Greeley and Hansen 4. Presentation and discussion relating to Community Center user fees Larry Langford 5. Discussion relating to Community Development items Bronce Stephenson A. Final Plat — Carrington Pointe II (south of Carrington Pointe 1) B. Final Plat — Oklahoma Central Credit Union (northeast corner of the intersection of N 129 E Ave and E 116 St N) C. Tax Increment Financing (TIF) District in Owasso's Redbud District 6. Discussion relating to the supplemental appropriation carryover budgets Linda Jones 7. Discussion relating to the renewal of property insurance Sherry Bishop 8. Discussion relating to a proposed amendment to the Owasso Code of Ordinances, Part 10, Chapter 8, Alarms Scott Chambless 9. Consideration and appropriate action relating to a request for an executive session for the purpose of discussing confidential communications between the City Council and the City Attorney concerning the potential acquisition of real property located at 10010 N Garnett Rd, as provided for in Title 25, O.S. Section § 307(B)(3) Julie Lombardi /Dwayne Henderson 10. Discussion relating to City Manager items Warren Lehr • Monthly sales tax report • City Manager report Owasso City Council, OPWA & OPGA October 11, 2016 Page 2 11. City Council /Trustee comments and inquiries 12. Adjournment Notice of Public Meeting filed in the office of the City Clerk and the Agenda posted at City Hall, 200 S Main (west side), at 6:00 pm on Friday, October 7, 2016. lawal Sherry Bish City Clerk n—Tity Wit out Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Sherry Bishop Assistant City Manager SUBJECT: Proposed Sales Tax Revenue Note, Series 2016 DATE: October 7, 2016 BACKGROUND: On Tuesday, October 4, the OPWA Trustees approved Resolution 2016 -03 approving professional services agreements and providing preliminary approval to seek bids for financing capital improvement projects. Staff has been working with financial advisors to develop a possible financing plan. Objectives with this financing would be to take advantage of the current low interest rates; to provide funding for projects to be constructed within about three years; and also to leave sufficient cash flow in the capital improvements fund that other planned projects would not be delayed. SALES TAX REVENUE NOTE, SERIES 2016: The proposed Sales Tax Revenue Note would project and $3.5 million for stormwater projects. sales tax in ten to twelve years. include $17.4 million for the fire /public safety The Note would be repaid from the third -penny Allan Brooks, Bond Counsel, and Ben Oglesby, Financial Advisor, will attend the October 11 work session meeting. Details of the proposed Sales Tax Revenue Note will be provided at that time. PROPOSED ACTION: Final action on the proposed loan is anticipated on the November 1 agenda and would require approval by both the City Council and the OPWA Trustees. OPWA debt requires approval by a 3/4 vote of the Trustees and the Council. nT t ou t Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Larry Langford Recreation and Culture Director SUBJECT: Recommendation for Community Center Rental Fee Increase DATE: October 7, 2016 BACKGROUND: Over the last year, staff has engaged in a full assessment of the Community Center policies and procedures which included usage, rentals and security. Upon review of the year -long evaluation, staff found various opportunities to improve operations and further develop the quality of the Center. The Owasso Community Center was established in 1977 with a rental fee of $12.50 /hr for the Ram's Room only. No other room rentals were established. An increase adopting our current rental rate was instituted in 2007. Demand for rental space has steadily increased over the years. In Fiscal Year 2006, the Community Center rental revenue was $2,235 in comparison to FY 2016 rental revenue of $22,340 (approximately 745 rental hours). Currently the Community Center hosts a variety of renters: two different weekly church groups, monthly organizations and support groups and one -time individual parties and reunions. Current rental practice includes issuing a key to the facility for those renting outside established operating hours (Monday- Friday (8 AM - 5 PM). The renter is responsible for opening and closing the facility as well as set up and cleaning. After the event, renters are asked to return the key and staff inspects the facility for damage or uncleanliness before returning the deposit. Staff believes control and security of the building can and should be improved. An automated entry system should be installed and a staff member should be present anytime the building is occupied. The staff member would assist in set up and cleaning and would establish a more secure environment as well as protecting city assets. Staff is recommending an adjustment to rentals fees to reflect the rising cost relating to room rentals (utilities, maintenance, supplies and capital replacement) and to improve security by providing a facility monitor. Size of rented space as well as frequency of rental and other equipment usage (tables, chairs, A /V, kitchen, etc.) were considered in the recommendation. All deposits are automatically refunded after non - usage. Room descriptions and amenities are as follows: Ram's Room • 51'x45' • Capacity - 120 people set up in a dining format with tables and chairs • Capacity - 225 people set up in a meeting -style format with chairs only • Large screen television and DVD player • Recessed electrically controlled projection screen for presentations • Eight -foot tables and dining /folding chairs available • Upright piano • Carpeted floor Ram's Room Kitchen • Two serving windows • Ice machine, freezer, refrigerator, food warmer, stove and microwave available • Garbage disposal • Ceramic tiled floor Timmy & Cindy Room • 25' x 35' • Room capacity 40 -50 • Counter space at both ends of the room Two Sinks • Ceramic tiled floor Eagles Room • 16' x 25' • Room Capacity 20 -30 • Counter space • Two Sinks • Tiled floor Eagles Room Timmy and Cindy Room Ram's Room Ram's Room w/ Kitchen PROPOSED ACTION: Community Center Proposed Fee Structure EXISTING RATE $ 15 /hr $ 15 /hr $ 30 /hr $ 60 /hr RATE INCREASE TO $ 20 /hr $ 25 /hr $ 45 /hr $ 90 /hr EXISTING DEPOSIT 1 $ 50 /hr $ 50 /hr $ 50 /hr $ 100 /hr DEPOSIT s INCREASE TO $ 50 /hr $ 50 /hr $ 100 /hr $ 200 /hr Staff will recommend approval of rate increase to Owasso Community Center room rental fees with new rates going into effect November 1, 2016. On-.0caywa,ut Limits. TO: Honorable Mayor and Owasso City Council City of Owasso FROM: Bronce L. Stephenson, MPA Director of Community Development SUBJECT: Final Plat - Carrington Pointe II DATE: October 7, 2016 BACKGROUND: The City of Owasso received an application for review and approval of a Final Plat for Carrington Pointe il. The property is located south of the existing Carrington Pointe development approximately Yz mile east of E 86th St N and N Sheridan Rd on the south side of the street. This phase of will be the final phase of the Carrington Pointe development. SURROUNDING ZONING: Direction Zoning Use Land Use Plan Jurisdiction' Single-family residential RS -3 (Small lot 93 lots in 8 blocks Number of Reserve Areas N/A North single - family Residential Residential City of Washington County Rural Water District #3 residential -Storm siren fee of $35 /acre - Barnes Elementary Pa back Area of $80 /acre Owasso South (Agriculture) Undeveloped Residential Tulsa County East (Agriculture) Undeveloped Residential Tulsa County West (Agriculture) Undeveloped Residential Tulsa County SUBJECT PROPERTY /PROJECT DATA: -Property Size - 23.53 acres Current Zoning" RS -3 Proposed Use Single-family residential Lots /Blocks 93 lots in 8 blocks Number of Reserve Areas N/A Within PUD? None Within Overlay' District? - None Water Provider Washington County Rural Water District #3 Applicable Paybacks /Fees ! -Storm siren fee of $35 /acre - Barnes Elementary Pa back Area of $80 /acre ANALYSIS: The Final Plat for Carrington Pointe II will add 93 lots to the existing Carrington Pointe development and bring the neighborhood total lot count to 279. New public streets and infrastructure will be built with this phase of the development. Stormwater will be handled by a detention area that was platted with Carrington Pointe I. Perimeter and interior utility easements will provide utility companies adequate access to provide service and maintain service to the lots within the proposed development. Any development that occurs on the subject property must adhere to all subdivision, zoning, and engineering requirements including but not limited to paved streets, landscaping, and sidewalks. The City of Owasso will provide Police, Fire, EMS and sanitary sewer service, with water provided by Washington County Rural Water District #3. PLANNING COMMISSION The Planning Commission will review the final plat for Carrington Pointe II at their regularly scheduled meeting on October 10, 2016. ATTACHMENTS: Area Map Aerial Map Final Plat for Carrington Pointe II -Ranch Creek Sewer Service Assessment Area of 610.33 /acre Streets (public or private) Public Streets ANALYSIS: The Final Plat for Carrington Pointe II will add 93 lots to the existing Carrington Pointe development and bring the neighborhood total lot count to 279. New public streets and infrastructure will be built with this phase of the development. Stormwater will be handled by a detention area that was platted with Carrington Pointe I. Perimeter and interior utility easements will provide utility companies adequate access to provide service and maintain service to the lots within the proposed development. Any development that occurs on the subject property must adhere to all subdivision, zoning, and engineering requirements including but not limited to paved streets, landscaping, and sidewalks. The City of Owasso will provide Police, Fire, EMS and sanitary sewer service, with water provided by Washington County Rural Water District #3. PLANNING COMMISSION The Planning Commission will review the final plat for Carrington Pointe II at their regularly scheduled meeting on October 10, 2016. ATTACHMENTS: Area Map Aerial Map Final Plat for Carrington Pointe II Carrington Point II �� �X S = ply Carrington Point Phase I I Carrington Point Phase II v o EBOfn ti� N _ ui o` m E III � i I i I lei -.- ientary School - FOirnes E St. N. • `-N .,. �•v4o; '76th >o oiF Mapd a®2016GOa91e 1" = 752 ft Final Plat 08/29/2016 7 r 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. please contact Owasso Public staff for the most up-to -date information. Final Plat Carrignton Pt. 1" = 752 ft 08/29/2016 Phase II r_ %L ,,_.. s his 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, I please contact Owasso Public staff for the most up -to -date information. 3i h. 5 ____ — ._T— _ . I p® Y I 3 ENGINEER/ SURVEYOR Carrington Pointe II DEVELOPER TWSa Enpineatlng SPlann�Ine ASSOdates, aw. i I 2 P Caninglon PoInl�0ov1�lopmml, L.L.C. NE0 E,IriXSVrXawT.aorrlvE NNgYtJrta )E H6 NMA Aeub lnihe City o o,hehlg ahe(IOian SWl4 of �i�•w"'" L✓ .gP,�ama E„u ase,rm a Tulm County, of ahoma the S &4 of Section 26, T-21-N, R•13•E, of the Indian MOddidn, Tulen County, Stele of Oklahoma EMofn -21-N, .Y I 1 1 I I I I 1 i 1 I I i M U ,..� ,,,. -,.. 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TO: Honorable Mayor and Owasso City Council City of Owasso FROM: Bronce L. Stephenson, MPA Director of Community Development SUBJECT: Final Plat - Oklahoma Central Credit Union DATE: October 7. 2016 BACKGROUND: The City of Owasso received an application for review and approval of a one lot, one block, Final Plat for Oklahoma Central Credit Union (OCCU). The subject property is located on the northeast corner of the intersection of N 129th E Ave and E 1 16th St N. The subject property is 2.37 acres in size. SURROUNDING ZONING AND LAND USE: Direction Zoning Use Land Use Plan` Jurisdiction Commercial CS Commercial Lots /Blocks: City of North (Commercial Undeveloped Commercial Owasso US -169 Shopping) Washington Count Rural #3 Applicable' Paybacks f -Storm siren fee of $35 /acre -Ranch Creek Sanitary Sewer Payback at 610.33 /Acre CS City of South (Commercial Commercial Commercial Owasso Shopping) CS City of East (Commercial Undeveloped Commercial Owasso Shopping) City of West AG Senior Housing Transitional Owasso SUBJECT PROPERTY /PROJECT DATA: Pro e fly Size 2.37 acres Current Zoning CS - Commercial Shoppinq Proposed Use Commercial Land Use Plan Commercial Lots /Blocks: 1 Lot, 1 block Number of Reserve Areas N/A Within PUD? PUD 05 -02A Within bverlay. District? US -169 Water Provider Washington Count Rural #3 Applicable' Paybacks f -Storm siren fee of $35 /acre -Ranch Creek Sanitary Sewer Payback at 610.33 /Acre ANALYSIS: The Final Plat for Oklahoma Central Credit Union proposes one (1) lot in one (1) block. The property is situated at the northeast corner of E l l 6th St N and N 129 +h E Ave and is approximately 2.37 acres in size. The property was annexed in November 2005, under Ordinance 832 and PUD 05 -02A was approved in August 2015. The property is part of the Morrow Place PUD 05 -02A with underlying zoning of CS. This location was called out as development area "D" in the PUD document and allows commercial and multifamily uses, so the proposed development would be in compliance with the PUD. The final plat proposes three (3) Mutual Access Easements (MAE); two (2) along the eastern boundary and one (1) along the north boundary. These MAE's will ensure cross access with future developments to the north and east. Additionally, the driveway to E 1 16th St N will be a right -in and right -out only, as left turns will not be permitted because E 1 16th St N will eventually be widened as a boulevard with center medians. Preliminary plans for the proposed road improvements to E 1 16th St N and N 1291h E Ave were supplied to the applicant, and the plat accounts for future road improvements. This Final Plat also dedicates the necessary right -of -way for the expansion of the N 129th E Ave & E 116th St N intersection. Perimeter utility easements have been provided that will allow utility companies adequate access to provide service and maintain service to the proposed development. The City of Owasso will provide Police, Fire, EMS and sanitary sewer service, with water service provided by Washington County Rural #3. Any development that occurs on the subject property must adhere to all subdivision, zoning, and engineering requirements including but not limited to paved streets, landscaping, and sidewalks. The property lies within the US -169 Overlay district and any site plan submitted on the subject parcel shall adhere to the requirements of this overlay district as well as those outlined in PUD 05 -02A, if applicable. PLANNING COMMISSION The Planning Commission will review the final plat for Oklahoma Central Credit Union at their regularly scheduled meeting on October 10, 2016. ATTACHMENTS: Area Map Aerial Map Final Plat for OCCU - Morrow Place Sanitary Sewer Payback Streets (public or rivate N/A ANALYSIS: The Final Plat for Oklahoma Central Credit Union proposes one (1) lot in one (1) block. The property is situated at the northeast corner of E l l 6th St N and N 129 +h E Ave and is approximately 2.37 acres in size. The property was annexed in November 2005, under Ordinance 832 and PUD 05 -02A was approved in August 2015. The property is part of the Morrow Place PUD 05 -02A with underlying zoning of CS. This location was called out as development area "D" in the PUD document and allows commercial and multifamily uses, so the proposed development would be in compliance with the PUD. The final plat proposes three (3) Mutual Access Easements (MAE); two (2) along the eastern boundary and one (1) along the north boundary. These MAE's will ensure cross access with future developments to the north and east. Additionally, the driveway to E 1 16th St N will be a right -in and right -out only, as left turns will not be permitted because E 1 16th St N will eventually be widened as a boulevard with center medians. Preliminary plans for the proposed road improvements to E 1 16th St N and N 1291h E Ave were supplied to the applicant, and the plat accounts for future road improvements. This Final Plat also dedicates the necessary right -of -way for the expansion of the N 129th E Ave & E 116th St N intersection. Perimeter utility easements have been provided that will allow utility companies adequate access to provide service and maintain service to the proposed development. The City of Owasso will provide Police, Fire, EMS and sanitary sewer service, with water service provided by Washington County Rural #3. Any development that occurs on the subject property must adhere to all subdivision, zoning, and engineering requirements including but not limited to paved streets, landscaping, and sidewalks. The property lies within the US -169 Overlay district and any site plan submitted on the subject parcel shall adhere to the requirements of this overlay district as well as those outlined in PUD 05 -02A, if applicable. PLANNING COMMISSION The Planning Commission will review the final plat for Oklahoma Central Credit Union at their regularly scheduled meeting on October 10, 2016. ATTACHMENTS: Area Map Aerial Map Final Plat for OCCU OCCU of Owasso - II i r � ,_ If ; — 6B H4/ 1" = 752 ft Final Plat 09/21/2016 N 5 , <- 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. OCCU of Owasso R )a E F.YSL I38M SINEEi NWM � L n v N usr new sMEii xoRm lacclion MOg_ NoovnNriw.rr.r... r.rmr.urwmarunnue errs. xn occu o) owoiwo Final Plat PUD- 05- 02A/ZONE CS /� f OCCU of Owasso NORiN M1e110F rHE 50V11M1Vfn CVARIER Of"6 30NrmF51.....xISw /r 5w(e)Uf SfClrOx r4uR UI, rwfN:xgwu2lry xURI M.RnNGF WVRIEEN IIq FA510fINE WONNnrFRDIAx ����i ASV3CM1I21]NNRnIi i ECRV OFU1VP550.IVU4<OVMY.SI.YIEOi ORLAHOMF ianneeGmuO.nr OWNER: SURVEYOR /ENGINEER: Oflahoma Cenfmi Cwtlif Unlon Tanner ConsolHng, L.L.C. a" PO. Ben 9]III]NiMm r53}3 "Souk OYlaFOrn6]919] Eawli Prenue euka, Mn9. I9}BI666IXV ila04akoma]91p5v 'a VM1 ne. )9181 ]9Y99}9 � UpnF tl ; I v.oruunn+ ui r "CW N _ a363.00��, r. ••.r rrr µwnx nra"e i r ^ I I 1 I I I I I I x j s I I f I I I F -ti---- _r - - occu o) owoiwo DEED O( DmVATIM C RRF,M[in[[DVFXIMfs III, .,AN. A'.., PEREAR, I.. AN UPOTANDA .. "'I FUND BEAT rvinw to ux[(Imwl III, -A', MI�IIX.tRtv+MR D 'FAIIIIIIIII ME I ,A IN" w/+1 M f S ENTS IWa I +1. 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ATIONATE III S([TONIL [N[OPF[MFX(,DNMTOX , iMENOMFNI>ND SEVIMMTtt UIN BEAUMONT HERNIN NET '.IT -1 IMATUATER TO I'D REP. 'A' AND A. .1 MINAMENT. THATENUAL BEEF M Y tt I . P EED ar ANNE CUT ITIONATHE AT A. 'IN' US I TABAM. MUSENTAWN SANTO AND TESE IS Off SUN ITENTIANDER Al. III MY .1 -BASIN ORTAINSPEA. '.I SET INDENT UNIT 11 AIDS. IFERIANTUAtIlS III It 11 A '-III' ANATIA.- 4EMANDA [M, MANAO -,, EADS � NNOnlliN�iU.", uUP-�Oi BAR SinifarDmxow Ww IX lis S6�wSOMII� ,ZmTWi4 ,ASSN NITtx1.1 ANN '.INDIIAA"ACT AND DtID All'A'Nm ND FOUNDERED, AND PEATTED III ITANTS .1 Pill PIETISM AMI ..I '.I 'FEE OF -1 UNDA.M., -,But IFIRETIANTANTERIA, .1 -1. 111 -.1- SUPROUNI IIINSEENT, ITIONSUAR. FDA III PEREANNI UP .ED INEIVENUESS, Al-BI IMPONAL SIMI OF ..ED- I Iss .1 DI 1. 1 NET EuL IN( UND(NONil, A xDDSr IDNINC IN AND FOR SAID U1D An1F, PAT DAVOF xT SANDxNFUEWTUI (IEmwlBE- o`U TV- AZ0xET.T ns ICIMIO 111. IONNATES' 1. 111 NOUNINSEEST 11 FIRE -1 AS III I All .. ASSURNERAS UPS A. .I. OFFIEFFERNIATED.AlS.TNIFENIFTURRIK CIRMICTIFEWFUNFIRIAl AS ED PUT M UP +IlEncvuNwr, OUR sNnA OCCN of Owulio O, oIA City Wit out limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Bronce L. Stephenson, MPA Director of Community Development SUBJECT: Discussion of Tax Increment Financing (TIF) District in Owasso's Redbud District DATE: October 7. 2016 BACKGROUND: The City of Owasso has looked into the development of a Tax Increment Financing (TIF) District covering the downtown Redbud District area. The Council approved an engagement letter with the Center for Economic Development Law (CEDL) to allow staff to work with the firm in exploring the viability of a TIF in the Redbud District area. This topic of a TIF was discussed by the City Council at the August and September work sessions. A TIF District was also discussed by the Owasso Economic Development Authority during their August meeting and by the Planning Commission at their September meeting. On September 20, Council approved Resolution 2016 -15 creating the TIF Review Committee. Now, staff is working with CEDL on the analysis and creation of the project plan and the TIF District governing documents to present to Council and the Review Committee for consideration. The TIF area map has also been updated recently to include additional industrial areas to the south and west of the original area and an additional block to the north on the west side of Main Street. TIMELINE: Oklahoma State Statutes outline a specific process for the creation of a TIF District. The following outlines the process and target date for the creation of the TIF: Steps for Considering and Creating a TIF District: 1. Governing Body Initiation of Process. a. Governing body resolution establishes the review committee and appoints its representative. b. The Review Committee consists of: 1. A representative of the governing body, to serve as chairperson; 2. A representative of the planning commission, if applicable; 3. A representative designated by each taxing jurisdiction within the proposed TIF district whose ad valorem taxes might be impacted by the project; and 4. Three members (at least one of which represents the business community) representing the public at -large and selected by the other Review Committee members from a list of seven names submitted by the chairperson of the committee. 2. Review Committee Consideration. a. Committee elects at -large members. b. Committee studies proposed project and makes findings on eligibility of proposed project area and TIF district. c. Committee makes findings on financial impacts of proposed project upon affected taxing jurisdictions and business activities in the proposed TIF district. d. Committee makes a recommendation regarding approval of proposed project and creation of TIF district. 3. Planning Commission Review. a. Planning commission determines whether proposed project plan conforms with comprehensive (master) plan, if applicable. b. Planning commission makes a recommendation regarding approval of proposed project plan. 4. Governing Body Consideration and Approval. a. Governing body must hold two public hearings before adoption of a project plan - one to provide information, including an analysis of potential impacts, and to answer questions, and a second to give interested persons the opportunity to express their views on the proposed project plan. b. Governing body considers the findings and recommendation of the review committee and the resolution and recommendation of the planning commission, if applicable. c. Governing body makes final determination that the proposed TIF district meets the eligibility criteria of the statute, including that the project area is an enterprise area, a historic preservation area, or a reinvestment area. d. Governing body makes finding that the improvement of the area is likely to enhance the value of other real property in the area and to promote the general public interest. e. Governing body adopts ordinance (or resolution) approving the project and establishing the TIF district. TIF Review Committee will be asked to provide a recommendation to the City Council by December 12, 2016. That would allow the Council to hold work session discussion each month prior to a vote on the creation of a TIF at the December 20, 2016, regular meeting. A revised schedule is attached to this memo. ATTACHMENTS: Revised TIF Schedule Updated TIF Map 117:1" N September 20, 2016 September 29, 2016 October 13, 2016 October 25, 2016 October 27. 2016 November 1, 2016 November 3, 2016 November 8, 2016 November 10, 2016 November 14, 2016 OWASSO REDBUD DISTRICT PROJECT Proposed Adoption Schedule Sun Mon The Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 29 Sun Mon Too Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 15 20 21 22 23 24 25 26 27 28 29 30 EVENT Sun Mon The Wed Thu Fr1 Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 Sun Mon Tuo Wad Thu Fri Sat 1 2 3 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 City Council resolution declaring intent to consider Project Plan and appointing Review Committee Letters to affected taxing jurisdictions requesting Review Committee member selections Economic Development Authority — presentation of tax increment financing Post Agenda of Review Committee first meeting Review Committee first meeting Post Agenda of Review Committee second meeting Review Committee second meeting Post Agenda of Review Committee third meeting Review Committee third meeting Planning Commission meeting — resolution re: conformance with Comprehensive Plan DRAFT 9 -29 -16 Subject to review and update November 21, 2016 Newspaper publication and website posting of notice of public hearings; Project Plan and Economic Impacts Report on City Website and at City Clerk's office November 21, 2016 Notice of Hearings Mailed /Emailed to Registrants December 6, 2016 City Council First Public Hearing of Ordinance Establishing TIF December 20, 2016 City Council Second Public Hearing of Ordinance Establishing TIF December 22, 2016 Request for determination of Base Assessed Value by County Assessor; request for determination of sales tax base December 22, 2016 Notice to Oklahoma Tax Commission and Oklahoma Department of Commerce Spring, 2017 Notice to School District of opportunity to protest Base Assessed Value (send immediately after County Assessor certifies Base Assessed Value) DRAFT 9 -29 -16 Subject to review and update T1F Parcel 9.30.2016 z 1" = 752 ft 09/30/2016 '-"-- z Ols 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 OMSS0 Staff for the most ap•lo.date Information. nTity Wit,out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Linda Jones, Finance Director SUBJECT: Supplemental Appropriation Carryover Budgets DATE: October 7, 2016 BACKGROUND: Every year at the June 30 fiscal year end, there are unspent budgets. While the appropriation of these items was included in the FY 2016 budget, the actual expenditure for all or part of these open items will occur during FY 2017. One example is the upgrade of the financial system software. It was approved by Council for expenditure from the FY 2016 budget. However, the completion of the upgrade will occur in FY2017. Because the services were appropriated and encumbered in FY 2016, they were not included in the FY 2017 Budget. Because the FY 2017 budget was prepared prior to year -end, before it was known whether funds would be expended or not, fund balances used to develop the budget were projected as though all non -salary budgets would be expended by year -end. Therefore, approval of carryover budgets does not reduce estimated June 30, 2017, fund balances. In order to keep from having purchase orders open for multiple years, past practice of Council is to close prior year purchase orders at the end of September and re- appropriate the funds in the subsequent year along with authorizing the City to re -issue the purchase orders in the new year. Furthermore, since Generally Accepted Accounting Principles (GAAP) do not recognize encumbrances, closing out old encumbrances where goods and services have not been received, will enable the City's budgetary financial statements to more closely align with audited GAAP statements. Staff intends to recommend budget carryover amendments to both the City Council and the OPWA Trustees at the September 18, 2016 meeting. n—Th,ity Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Jeff Atchison Human Resources Risk Management SUBJECT: Property - Casualty Insurance Renewal DATE: October 7, 2016 1:1_Nl:(HCiiDIhI�71 Each year the City's property - casualty insurance coverage renews on November 1. Similar to homeowners insurance, the City's property - casualty insurance provides coverage for City property, including non - building items, such as water towers, lift stations, traffic lights, and parks. Property - casualty insurance is funded through the General Liability- Property Self- Insurance Fund. ISSUES: This year notification was received at the beginning of the renewal process that the City's current carrier would be providing a quote to cover buildings and contents only and would not continue covering the non - building items. The City's agent of record, Moe Hogan with Rich & Cartmill, began working on soliciting additional quotes. Of the carriers Moe Hogan contacted, several either did not respond or declined to provide a quote, or were only interested in providing partial coverage. Only one carrier provided a quote to cover the entire property schedule and the premium quoted was $157,650. This reflects an increase in the rate of coverage from twelve cents per $100 dollars of coverage to twenty cents per $100 of coverage. Current cost of property - causality coverage is $75,708. Staff has been notified that another quote is in the works and is expected to be more competitive. In addition, staff has contacted the Oklahoma Municipal Assurance Group (OMAG) and OMAG's initial response appears that it will be more competitive and is under review. PROPOSED ACTION Staff will continue reviewing property - casualty insurance proposals. Authorization for the City Manager to execute a contract and authorization for payment for property - casualty coverage will be requested at the October 18 City Council meeting. The City Wif lout Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Scott Chambless Chief of Police SUBJECT: Amending the Owasso Code of Ordinances Part 10, Chapter 8, Alarms DATE: October 7. 2016 BACKGROUND: In 2007, the Owasso City Council approved Part 10, Chapter 8 of the Owasso Code of Ordinances that regulated residential and business alarms. The goal of the ordinance was to reduce the number of false alarms to which the police department responded. The current ordinance mandates that alarm providers register their business with the police department. There is no registration fee imposed under this ordinance but failure to register a business that provides alarm services could result in a fine for that business. In the event the business does not register, the ordinance states that police alarm response will not be provided to companies or individuals utilizing that business, absent sorne defined exceptions. The idea behind the current ordinance was that customers utilizing alarm services would hold their alarm providers accountable if the alarm provider failed to register an alarm since failure to register meant that police response may not be provided. Another provision found in the current alarm ordinance is the imposition of fines and suspension of alarm response when a business or residence has more than three false alarms within a calendar year. This provision was intended to hold the business or homeowner accountable for poorly maintained alarms or failure to properly train employees or family members on the use of alarms. ANALYSIS: For the past year, police staff has been carefully reviewing the effectiveness and practicalities of the current alarm ordinance. This review validated staff concerns. Research has shown that the false alarm problem is increasing. The rate of false alarms is outpacing the population growth of Owasso. The 2007 alarm ordinance was intended to reduce false alarms and the data shows that this goal is not being achieved. Response to false alarms is causing significant budgetary concerns. Over the past five years, false alarms are estimated to have cost the City of Owasso nearly $200,000. In 2015, the police department responded to 1,917 alarm calls; 99% were for false alarms. The calls equated to about 914 employee work hours at an estimated cost of $43,000. False alarms have a significant impact on the ability to serve customers for all other types of police calls. Alarm calls receive a priority status. Therefore, an officer helping a citizen on a "non - emergency" call must leave that citizen to respond to an alarm. This results in unsolved problems, sub - standard investigations, and citizen frustration for lack of attention to their concerns. Customer service is a core value of the police department and is critical to maintaining citizen support. Compromising the quality of work performed on calls for service also impacts problem solving which may eventually lead to more crime. Analysis of the current alarm ordinance included researching how other municipalities manage false alarms. Staff determined that Owasso is not following best practices related to false alarm reduction. The overwhelming number of cities researched require citizens and businesses to register their alarms with the local police department. Some cities charge fees for this registration and some do not. As noted, Owasso requires the alarm company/vendor register, not the citizen. Most other communities charge a fee for excessive alarms whereas Owasso issues citations that are processed through municipal court. In other communities if an alarm owner does not a pay a "fee," it is sent for civil collections. In Owasso, if a person does not pay their citation there is the possibility that a warrant could be issued and the person is then arrested. Research indicates that false alarms have been reduced substantially in communities where alarm registration by the alarm owner is required followed by a fee for excessive false alarms. In some cases, the reductions have been as high as sixty percent. Staff has developed a proposed alarm ordinance for City Council consideration that would require registration of alarms by property owners, charge fees for alarm registration, charge fees for excessive alarms, and replace municipal court citations with a collections process. Monthly 3% Sales Tax Comparisons $2,500,000 $2.000,000 $1,500,000 $1,000,000 $500,000 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun --E-- Actual 3% Budget Last Year Year -to -Date 3% Sales Tax Totals $30,000,000 $25,000,000 — $20,000,000 $15,000,000 $10,000,000 $5,000,000 g Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun t Actual Budget —t- Last Year City of Owasso Monthly 3% Sales Tax Revenues Last Five Fiscal Years 2016 -2017 2015 -2016 2014 -2015 2013 -2014 2012 -2013 Jul $ 2,108,777 $ 2,073,553 $ 1,865,194 $ 1,704,985 $ 1,630,957 Aug $ 2,014,531 $ 1,973,796 $ 1,820,788 $ 1,678,483 $ 1,521,846 Sep $ 1,963,590 $ 1,978,203 $ 1,832,861 $ 1,617,952 $ 1,518,488 Oct $ 1,965,041 $ 2,011,595 $ 1,896,451 $ 1,677,145 $ 1,560,824 Nov $ 1,851,194 $ 1,808,171 $ 1,612,339 $ 1,447,596 Dec $ 2,166,025 $ 1,862,936 $ 1,748,989 $ 1,605,740 Jan $ 2,228,743 $ 2,125,525 .$ 2,073,564 $ 1,792,034 Feb $ 2,246,904 $ 2,004,466 $ 1,990,104 $ 1,817,864 Mar $ 1,762,488 $ 1,780,454 $ 1,544,058 $ 1,500,014 Apr $ 2,044,284 $ 1,781,713 $ 1,696,815 $ 1,499,708 May $ 2,041,458 $ 1,950,586 $ 1,813,883 $ 1,629,482 Jun $ 1,936,362 $ 1,998,314 $ 1,864,533 $ 1,643,878 $ 8,051,939 $ 24,314,606 $ 22,727,460 $ 21,022,850 $ 19,168,431 Estimated collection on 3% sales tax. Actual breakdown for half -penny collections for current month not yet available. City of Owasso 3% Sales Tax Report Budget to Actual Comparison October 7. 2016 Estimated collection on 3% sales tax. Actual breakdown for half -penny collections for current month not yet available 2016 -17 2016 -17 Actual Collections Budget Projections Over (Under) Projection Amount Percent Amount Percent Amount Percent Jul $ 2,108,777 8.4% $ 2,093,447 8.4% $ 15,330 0.7% Aug 2,014,531 8.0% 2,016,825 8.1% (2,294) -0.1% Sep 1,963,590 7.8% 2,025,584 8.1% (61,994) -3.1% Oct 1,965,041 7.8% 2,077,130 8.3% (112,089) -5.4% Nov Dec Jan Feb Mar Apr May Jun Totals $ 8,051,939 322% 32.8% -2.0% $ (161,047) $ 8,212,986 Estimated collection on 3% sales tax. Actual breakdown for half -penny collections for current month not yet available City of Owasso 3% Sales Tax Report Two Year Comparison October 7, 2016 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Totals 2016 -17 2015 -16 Percent Amount of Budget Percent $ 2,108,777 8.4% 2,014,531 8.0% 1,963,590 7.8% 1,965,041 7.8% 2015 -16 Increase or (Decrease) Percent Amount of Actual Amount Percent $ 2,073,553 8.5% $ 35,224 17% 1,973,796 8.1% 40,735 2.1% 1,978,203 8.1% (14,613) -0.7% 2,011,595 8.3% (46,554) -2.3% $ 8,051,939 32.2% $ 8,037,147 33.1% $ 14,792 02% Note: Fiscal Year 2017 Sales Tax Budget is $25.35 million; FY'16 actual was $24.375 million. 0 City of Owasso Half -Penny Sales Tax Report Budget to Actual Comparison October 7. 2016 Estimated collection on Half -Penny sales tax. Actual breakdown for half -penny collections for current month not yet available. 2016 -17 2016 -17 Actual Collections Budget Projections Over (Under) Projection Amount Percent Amount Percent Amount Percent Jul $ 349,234 8.9% $ 348,908 8.9% $ 326 0.1% Aug 336,391 8.6% 336,138 8.6% 254 0.1% Sep 327,065 8.4% 337,597 8.6% (10,532) -3.1% Oct 327,507 8.4% 346,188 8.8% (18,681) -5.4% Nov Dec Jan Feb Mar Apr May Jun Totals $ 1,340,198 34.2% $ 1,368,831 34.9% -2.1% $ (28,633) Estimated collection on Half -Penny sales tax. Actual breakdown for half -penny collections for current month not yet available. City of Owasso Monthly Use Tax Revenues Last Five Fiscal Years Actual 2016 -2017 2015 -2016 2014 -2015 2013 -2014 2012 -2013 2011 -2012 Jul $ 82,565 $ 72,360 $ 50,298 $ 78,705 $ 33,565 $ 41,491 Aug 86,552 96,428 56,646 105,903 33,983 52,650 Sep 87,371 122,962 61,204 69,079 47,609 53,051 Oct 86,713 106,846 86,146 103,683 59,327 48,435 Nov 91,876 89,434 64,434 50,722 43,504 Dec 113,941 89,482 86,424 48,320 52,052 Jan 86,358 65,206 57,183 60,594 47,738 Feb 102,681 110,645 75,454 78,302 55,671 Mar ** 61,748 87,044 50,121 57,199 44,140 Apr 78,834 56,776 55,507 30,577 29,497 May 92,867 75,895 63,674 51,094 55,835 Jun* 96,434 98,093 42,884 75,139 41,989 $ 343,201 $ 1,123,335 $ 926,869 $ 853,050 $ 626,431 $ 566,050 * *Increase in sales tax rate from 3.5% to 4.05% March 2017 *Increase in sales tax rate from 3% to 3.5% June 2015