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HomeMy WebLinkAbout2022.03.08_Worksession AgendaThis meeting is a work session for Council/Trustee discussion only. There is no opportunity for public comments at work session. PUBLIC NOTICE OF THE JOINT MEETING OF THE OWASSO CITY COUNCIL OWASSO PUBLIC WORKS AUTHORITY (OPWA) OWASSO PUBLIC GOLF AUTHORITY (OPGA) Council Chambers Old Central Building 109 North Birch, Owasso, OK Tuesday, March 8, 2022 - 6:00 PM KLUEIVED 1. Call to Order AGENDA MAR 04 2022 Mayor /Chair Bill Bush City Clerk's Office 2. Discussion relating to the 2022 Mayor and Vice Mayor/ Chair and Vice Chair election process Mayor /Chair Bill Bush 3. Discussion relating to Community Development items Alexa Beemer /Karl Fritschen A. Request for a Specific Use Permit - approximately 2.09 acres located at 9600 North Garnett Road (QuikTrip) for a carwash addition, as referenced in SUP 22 -01 B. Application for the 2022 Community Development Block Grant (CDBG) Program funding and project selection 4. Discussion relating to the purchase of computer aided dispatch (CAD) software David Hurst 5. Discussion relating to the evaluation process and employment contracts for the City Manager and the City Attorney Michele Dempster 6. Discussion relating to City /Authority Manager items Warren Lehr A. Monthly sales fax report B. City Manager report 7. City Councilor /Trustee comments and inquiries 8. Adjournment Notice of Public Meeting filed in the office of the City Clerk on Friday, December 10, 2021, and the Agenda posted at City Hall, 200 South Main Street, at 4:00 pm on Friday, March 4, 2022. nn M. Stevens. ,City Clerk The City of Owasso encourages citizen participation. To requOf an accommodation due to a disability, contact the City Clerk of least 48 hours prior to the scheduled meeting by phone 918- 376 -1502 or by email to istevens @cifvofowasso.com TO: The Honorable Mayor and City Council FROM: Alexa Beemer Proposed Use City Planner SUBJECT: Specific Use Permit (SUP 22 -01) — QuikTrip Carwash Addition DATE: March 4, 2022 BACKGROUND: The Community Development. Department received an application for review and approval of a Specific Use Permit for a carwash addition to the existing QuikTrip location at 9600 North Garnett Road. The property is approximately 2.09 acres in size and zoned Commercial Shopping (CS). The property is platted as Lot 2, Block 5, El Rio Vista Amended. SUBJECT PROPERTY /PROJECT DATA: Property Size 2.09 acres +/- Current Zoning Commercial Shopping CS Proposed Use Carwash addition to existing as station /convenience store Land Use Master Plan Commercial Within PUD? No Within Overlay District? No Water Provider City of Owasso Sanitary Sewer Provider City of Owasso Applicable Paybacks assessed at Platting) n/a ANALYSIS: • An SUP is required in certain zoning districts for uses or structures that may be considered more intense than what is allowed by right, through the City of Owasso's Zoning Code. • A carwash facility falls under the "automotive repair and maintenance" use outlined in Table 6.1 of the Owasso Zoning Code. In the CS zoning district, any "automotive repair and maintenance" facility is allowed with an SUP. o Thus, an SUP is needed for a carwash on this property, as it is zoned CS. • The subject property is identified for future commercial land uses on the GrOwasso 2030 Land Use Master Plan. o The subject property is bordered by an existing single - family residential neighborhood to the west, and commercially- developed property to the north, south, and east. • The applicant has worked with staff to design the site and new structure in an appropriate manner that conforms to the design requirements of the Zoning Code and minimizes the impacts to the neighborhood to the west. Page 2 SUP 22 -01 o The proposed car wash will be a 2 -bay, 870 square foot structure composed of brick veneer and glass. Its operational hours will be limited to between 7:00 am and 9:00 pm, in order to prevent acoustic impacts to the neighborhood to the west. o According to the conceptual site plan, there is an eight- foot -tall wooden privacy fence along the subject property's western property line. This will help buffer the proposed carwash from the existing homes to the west. o The proposed structure is proposed to be set back over thirty -six feet (36') from the western property line. This separation offers a generous boundary between the proposed carwash and existing homes. As such, the single - family homes are further buffered from the more - intense use. o The applicant proposes a dense landscape edge, which includes many evergreen shrubs, along the driveway leading to the proposed structure. This landscaping will further buffer the residential neighborhood to the west. o The entry driveway off of East 96th Street North will be moved west by approximately seventy -seven feet (77'). This proposed point of access still falls within the Limits of Access depicted on the recorded property plat. By moving the access point further west from the intersection of East 96th Street North and Garnett Road, fewer traffic conflicts should occur from vehicles entering or exiting the site. o The applicant has indicated that the noise levels put out by the carwash will not exceed 80 decibels. Further, the applicant has indicated that the doors of the carwash will remain closed from 9:OOpm to 7:00 am, to further dampen any noise from the blowers. As such, the proposed carwash will meet the regulations outlined in the Owasso Noise Ordinance. The main purpose of the SUP requirement is to ensure the development does not impose any negative direct impacts to adjoining residential areas and work in harmony within the context of the area. Considering this, the applicant has indicated via their conceptual site plan that they intend to install adequate buffering between their site and the neighboring single - family homes. The design of the site and proposed structure will serve to reduce and minimize any negative impacts on the single - family neighborhood to the west. Any future development that occurs on the subject property must adhere to all Owasso subdivision, zoning, and engineering requirements. SURROUNDING ZONING AND LAND USE: Direction Zoning Use Land Use Master Plan Jurisdiction North Commercial Shopping Commercial Commercial City of Owasso South Commercial Shopping Commercial Commercial City of Owasso East Commercial General Vacant Commercial City of Owasso Page 3 SUP 22 -01 IResidential West Single - Family Residential Residential City of Owasso High Density (RS -3) PLANNING COMMISSION: The Owasso Planning Commission will consider this item at their regular meeting on March 8, 2022. ATTACHMENTS: Aerial Map Zoning Map Land Use Master Plan Map SUP Site Plan Package Note: Graphic overlays may not precisely align ground. Subject SUP 22-01 features on the ground. Tract Aerial Photo Date: 202012021 Feet TO: The Honorable Mayor and City Council FROM: Karl Fritschen, MRCP, AICP, RLA Planning Manager SUBJECT: Project Application Community Development Block Grant (CDBG FY 2022) DATE: March 4, 2022 BACKGROUND: The primary objective of the national Community Development Block Grant (CDBG) Program is the "development of viable urban communities by providing decent housing and a suitable living environment, particularly for persons of low and moderate incomes." All project proposals submitted for funding through the CDBG Program must document the achievement of at least one (1) of the following national objectives: Provide benefit to low and moderate income persons; Aid in the prevention or elimination of slums or blight; and D Meet other community development needs having particular urgency or posing a serious or immediate threat to the health or welfare of a community. ANTICIPATED FUNDING: One February 8, 2022, the Indian Nation Council of Governments (INCOG), provided information regarding the FY 2022 CDBG application. The completed application is due no later than April 8, 2022. Owasso is now part of an Urban County and as such does not compete for the funding through the State Department of Commerce. According to INCOG, Owasso will receive an estimated allocation of $148,601.11 for the FY 2022 CDBG funding cycle. The grant does not require a local match. HISTORY: In the past, Owasso has utilized CDBG monies for sidewalk, sanitary sewer, street, and park improvements. In 2014, Housing of Urban Development (HUD) changed the income limits that determined if individuals and families qualified as a low to moderate income household. HUD's formula used Census Tracts as the geography to determine if an area qualifies or does not. As a result, Owasso lost most of its qualifying census tracts, with the exception of the Baptist Village area. Due to the income limit change, communities were left to conduct door to door surveys to qualify smaller geographic areas within the larger census tracts. In 2016, staff conducted a door to door survey in the Hale Acres neighborhood near North Garnett Road and East 1 161h Street North. The data collected from this survey met the income requirement thresholds and allowed the neighborhood to qualify for CDBG funds. The surveys are only good for 5 -year periods, therefore in the late winter of 2021, staff performed a second door to door survey in the Hale Acres neighborhood. The survey results again met the income limit thresholds allowing the area to be re- qualified for another 5 -year period. CDBG Page 2 PUBLIC HEARING: Staff consulted with INCOG regarding the requirement of holding a separate Public Hearing. INCOG staff advised that "since the project is a continuation of the same activity that the City has been doing for several years in the same location, then no separate Public Hearing is required ". PROPOSED FY2022 PROJECT: Since 2017, the City has used its CDBG allocation to replace most of the sanitary sewer lines in this neighborhood. With this allocation of funds, Staff proposes to install a new 6" PVC water line along East 112th Street North. The project begins at the western boundary of the subdivision and ends at Garnett Road to the east and will improve water pressure and fire flow in this area. Staff plans to bring forth a resolution at the March 15, 2022 meeting affirming the project and entering into a cooperation agreement With Tulsa County. ATTACHMENT: Map - Owasso CDBG Water Line Replacement Location 2022-2023 CDBG Water Line Replacement TO: The Honorable Mayor and City Council FROM: Michele Dempster Human Resources Director SUBJECT: City Manager Contract and Evaluation Process City Attorney Contract and Evaluation Process DATE: March 4, 2022 CITY MANAGER CONTRACT AND EVALUATION PROCESS: In June 2021, the City Council and the City Manager entered into a two -year contract, continuing Mr. Lehr's position as City Manager, a position he has held since 2014. The second year of Mr. Lehr's two -year contract requires ratification by the City Council. Based on the previously established evaluation process the City Manager evaluation will include the following: • An anonymous online evaluation completed by the Directors, with a corresponding self - evaluation completed by the City Manager. • An online evaluation completed by the City Council, with a corresponding self - evaluation completed by the City Manager. • And a City Manager self - evaluation addressing current goals, future goals, obstacles, and achievements. TIMELINE: Staff will initiate the online evaluations at the end of March and schedule an Executive Session to discuss the evaluation and contract ratification with the City Manager during the May 101h Work Session. Prior to the May 10th Executive Session, the City Council will receive the following: • Results from the Directors online evaluation along with the comparison of differences between the Director's average assessment and the City Manager's Self- Assessment. Results from the City Councils online evaluation along with the comparison of differences between the City Council's average assessment and the City Manager's Self- Assessment. • City Manager's self - evaluation addressing goals and accomplishments for the evaluation period. This timing will allow City Council the opportunity to discuss ratification of the second year of the City Manger's contract prior to June 30th. While no action is required for this item, the purpose is to provide an overview of the process and give the City Council the opportunity to provide feedback and input. CITY ATTORNEY CONTRACT AND EVALUATION PROCESS: The contract between the City and the City Attorney expires June 30, 2022. An Executive Session will be placed on the May 10th City Council agenda to review and discuss the City Attorney's evaluation and contract renewal. Prior to May 10th, the City Council will be provided questions to guide performance evaluation discussions between the City Council and the City Attorney. This timing will allow the City Council the opportunity to discuss renewal of the City Attorney's contract prior to June 30th.