September 9, 2025 City Council Meeting

Announcements

• Envision Stillwater 2045 Comprehensive Plan Update: The final internal review is underway, with the latest draft to be shared with the advisory committee this week. Stakeholder feedback will be gathered in the coming weeks, followed by a public meeting in late November. The plan is expected to be presented to the Planning Commission and City Council for review and adoption in November. More information at stillwater.gov/envision.
• Block 34 Events: Block 34 is hosting various community events, including concerts, yoga in the park, and Market 34 on Saturdays (local vendors, handmade goods, food trucks, live music). Follow Block 34 on Facebook or visit block34.org for details.
• Utility Box Art Contest: The deadline for the "Stillwater Strong" utility box art contest has been extended to 📅 October 1. Entries can be submitted online at Stillwater.org or dropped off at the Stillwater Community Center.
• Sidewalk Connect Program: The city's Sidewalk Connect program addresses sidewalk concerns, repairs, and new connections. Residents can report issues or request new sidewalks at stillwater.gov/sidewalkconnect. The city has dedicated $1 million in this year's pavement management plan for sidewalk improvements.
• Cowboy Football Park and Ride Shuttle: For OSU Cowboy football game days, a free park-and-ride shuttle service is available. Shuttles run every 30 minutes, starting 3 hours before kickoff, from 7th Avenue and Lewis Street. Free parking is available downtown. A full game day guide is at visitstillwater.org.

Key Decisions & Votes

Rezoning and Specific Use Permit for 320 South Walnut

The Council addressed a request to rezone property at 320 South Walnut Street from small lot single-family residential (RSS) to two-family residential (RT), followed by a request for a Specific Use Permit (SUP) to allow townhomes.

• Map Amendment (Rezoning):
  • Discussion: Staff presented the request, noting the property's location near multi-family zoning and the Westwood overlay. The proposed RT zoning (max 11 units/acre) is supported by the comprehensive plan's low-density designation (max 20 units/acre).
  • Public Comment:
    • The applicant's representative noted the shift from an initial RMI proposal to RT due to proximity to the Westwood overlay and RMI restrictions, stating RT is a better transition. They also mentioned working with the city on a revised site plan for parking.
    • A neighboring resident (William Stockle, 321 South Orchard) expressed concerns that RT zoning and townhomes are "out of place" for the area, which is primarily RSS. He highlighted that the lot size (13,000 sq ft) doesn't meet minimums for RMI or RTM (15,000-20,000 sq ft) where townhomes are typically allowed without an SUP. He requested moving the parking lot from his backyard to the front and, if approved, an 8-foot opaque fence and directional lighting to mitigate impacts.
    • The project developer (James Murray) emphasized working with city staff for two years, stating the three townhomes (four bedrooms each) are a better use than a 12-bedroom duplex (which wouldn't require an SUP). He sympathized with backyard concerns and committed to preserving privacy.
    • Other neighbors (Stephanie Koka, 222 South King Street; Mariel Zakordia, 420 South Walnut) raised concerns about increased traffic, setting a precedent for more multi-family development in single-family areas, and the negative impact of existing townhomes on their properties (trash, noise, lack of privacy).
  • Council Discussion: Council acknowledged the difficulty of balancing the need for more housing in a growing college town with preserving existing neighborhoods. They noted the importance of zoning transitions and that RT zoning could act as a buffer between higher density areas and the protected Westwood overlay.
  • Outcome: The Planning Commission's recommendation to approve the map amendment was ✅ Approved (4-0 vote).
• Specific Use Permit (SUP) for Townhomes:
  • Discussion: Staff clarified that an SUP is needed for townhomes in an RT district, while duplexes are allowed by right. The proposed plan includes three four-bedroom units, requiring 12 parking spaces. Nine spaces are on the western side, and six public spaces on Walnut Street (half of which count towards requirements) meet the parking needs. The building height is within the 35-foot maximum.
  • Public Comment: The applicant's representative stated they don't foresee an issue with swapping the building and parking lot locations if desired, maintaining the 20-foot rear setback. The neighboring resident reiterated concerns about the parking lot's proximity, lighting, and the overall fit of townhomes on the smaller lot. The developer expressed concern about moving the building closer to the back fence due to overlooking windows, preferring a better fence.
  • Council Discussion: Council discussed the nature of opaque screening and the potential for requiring a solid fence.
  • Outcome: The Planning Commission's recommendation to approve the SUP was ✅ Approved (4-0 vote), with two additional conditions:
    • An 8-foot solid fence must be installed on the western boundary.
    • Every effort must be made to ensure lighting from the parking lot does not shine into the neighbor's backyard on the west side.

Stillwater Citywide Branding and Wayfinding Project

• Discussion: The city seeks to establish a cohesive brand to strengthen recognition, unify messaging, and better represent Stillwater. Current branding is inconsistent across the community. By expanding the scope of the existing wayfinding project (led by Visit Stillwater) to include branding with the same firm, Merge, the city aims for a cohesive and efficient approach. The project will take approximately one year, with community input opportunities.
• Council Discussion: Council expressed concern about past branding efforts that were not fully implemented due to cost. They emphasized the need for a solid implementation plan with identified funding to ensure the new brand is consistently applied across all city assets (e.g., water towers, trash carts, park signage).
• Outcome: A contract with Found Design LLC (doing business as Merge) for 💰 $31,285 for professional design and planning for branding was ✅ Approved (4-0 vote).

2025 City of Stillwater Hazard Mitigation Plan

• Discussion: State and federal law require the city to update its hazard mitigation plan every five years. The plan identifies natural hazards, actions to reduce losses, and a coordinated implementation process. City staff, consultants, and community partners reviewed the plan, with public comment opportunities.
• Council Discussion: The Emergency Management Director, Rob Hill, explained that while the plan itself doesn't change much, the action items implemented do. He highlighted the importance of the plan for securing federal grant funding. He addressed concerns about dam failures (45-minute notification window for major lakes) and identified the biggest challenge as the high cost of mitigation projects, making it difficult to meet grant match requirements. He also touched on lessons learned from recent wildfires, emphasizing the need for property owners to participate in creating fire breaks.
• Outcome: Resolution CC-2025-23, adopting the 2025 City of Stillwater Hazard Mitigation Plan, was ✅ Adopted (4-0 vote).

Revised Rate Schedule for Solid Waste Collection Services

• Discussion: New Gen Strategies and Solutions conducted an operational assessment and cost-of-service study for solid waste. The study found efficient current operations but recommended new services (like frontload commercial collection) and rate adjustments due to equipment supply chain issues, staffing competition, and inflation (4.2-5.7% annual CPI/PPI increase). Equipment purchases see significant annual increases (e.g., residential loaders 16%, rolloff 11%). The proposed rate adjustments include percentage increases and a change to commercial and rolloff rate mechanisms to include a disposal fee, which was previously absorbed into other fees.
• Council Discussion: Council inquired about the new downtown dumpster fee (some businesses may see a decrease, others an increase, but with enhanced service) and the last residential rate increase (2021, due to recycling).
• Outcome: Resolution CC-2025-24, adopting a revised rate schedule for solid waste collection services with subsequent annual rate increases until 2030, was ✅ Adopted (4-0 vote).

Outage Management System (OMS) Upgrade Project (Stillwater Utilities Authority)

• Discussion: The electric utility's 2012 OMS needs an upgrade for more efficient outage management, better integration with new technologies, and improved customer support. The current system is antiquated and relies on multiple unreliable vendors. The new system will provide an in-house solution for both electric and water utilities, offering interactive voice recording, two-way texting, integration with AMI/SCADA, self-dispatching for crews, and web-based outage maps. Datavoice International, Inc. was selected after an RFP process.
• Council Discussion: Council expressed delight at the joint electric and water utility project, noting the significant deficiency on the water side. They praised the proactive approach to improving customer communication during outages via text, email, and IVR. The implementation timeline is 3-4 months. The system is used by other reputable utilities (e.g., Edmond) and includes 24-hour customer support and ongoing modernization.
• Outcome: Approval of the OMS upgrade project, authorizing a contract with Datavoice International, Inc. for 💰 $45,315.50 (initial cost) and expenditures from the Electric Rate Stabilization Fund (up to 💰 $228,004) and Capital Water Fund (up to 💰 $217,844) (including contingency), was ✅ Approved (4-0 vote).

GRDA Stillwater 69 Substation to Jardo Transmission Replacement Project (Stillwater Utilities Authority)

• Discussion: The Stillwater Electric Utility operates a 69,000-volt transmission loop. A section supplying energy from the GRDA Stillwater 69 substation to the Ferguson substation has been identified as needing replacement due to aging infrastructure (poles installed 60 years ago) and distress. This will be a two-phase project with an estimated total cost of 💰 $6.75 million. AF Associates LLC was chosen for engineering services.
• Council Discussion: Council inquired about the process for identifying lines needing replacement (pole testing program, drone flyovers) and noted the clear need for replacement based on provided images of deteriorated poles. They commended the proactive approach to hardening the system and maintaining reliability.
• Outcome: Approval of the transmission replacement project, authorizing a contract with AF Associates LLC for 💰 $74,442.34 (engineering services) and expenditures from the Electric Rate Stabilization Fund (up to 💰 $810,190) (including contingency), was ✅ Approved (4-0 vote).

Resolution Consenting to Sale of 229 South Knoblock Street (Stillwater Economic Development Authority)

• Discussion: CEDA had a redevelopment agreement with the redeveloper of 229 South Knoblock Street, involving TIF assistance and a covenant agreement for repayment. The redeveloper now wishes to sell the property to Bank of Oklahoma for a bank branch, which is inconsistent with the prior retail operation contemplated. CEDA's consent is required for the sale.
• Outcome: Resolution CEDA-2025-4, consenting to the sale of 229 South Knoblock Street to Bank of Oklahoma, conditioned upon full repayment of outstanding balances (estimated 💰 $125,000) to CEDA prior to closing, and authorizing the release of the covenant agreement, was ✅ Adopted (4-0 vote). This means CEDA will receive its money back faster.

Agenda Summary Table