City Commission

OTTAWA CITY COMMISSION STUDY SESSION AGENDA Monday, March 13, 2023 - 4:00 pm Ottawa City Hall - 101 S. Hickory In accordance with Kansas Open Meetings Act (KOMA), the Citizens may attend in person, VIA ZOOM or submit comments meeting can be viewed live on Channel 23 and via Facebook Live (300 words or less) for the City Commission. To submit your public or listened to by dialing: 1-312-626-6799 and entering meeting comment or to request the meeting Zoom link to give a public ID 919 2144 9005#. To view on YouTube: https:// comment, email publiccomments@ottawaks.gov no later than www.youtube.com/@ottawaksgov 2:00 pm on March 13, 2023; all emails must include your name and If you need this information in another format or require a address. reasonable accommodation to attend this meeting, contact the Participants who generate unwanted or distracting noises may be City’s ADA Coordinator at 785-229-3621. Please provide advance muted by the meeting host. If this happens, unmute yourself when notice of at least two (2) working days. TTY users please call 711. you wish to speak. PUBLIC COMMENTS Subject to the above restrictions, persons who wish to address the City Commission regarding items on the agenda may do so as that agenda item is called. Persons who wish to address the City Commission regarding items not on the agenda and that are under the jurisdiction of the City Commission, may do so at this time when called upon by the Mayor. Comments on personnel matters and matters pending in court or with other outside tribunals are not permitted. Speakers are limited to three minutes. Any presentation is for informational purposes only. The Governing Body will take comments under advisement. ITEMS TO BE PLACED ON THE REGULAR CITY COMMISSION AGENDA 1. Minutes (Pp. 2 - 4) A. March 1, 2023 Regular Meeting B. March 1, 2023 Special Call Meeting ITEMS FOR PRESENTATION AND DISCUSSION * 1. Ordinance Establishing Golf Course Advisory Board - Richard U. Nienstedt (Pp. 5 - 6) 2. 2024 Budget Retreat - Melanie Landis 3. Comments by City Manager 4. Comments by City Commissioners 5. Comments by Mayor ANNOUNCEMENTS 1. March 15, 2023 Regular Meeting - 10:00 am, City Hall 2. March 16, 2023 Retirement Reception for City Manager Richard U. Nienstedt - 2:00-4:00 pm, Commission Chambers at City Hall 3. March 20, 2023 Study Session - 4:00 pm, City Hall ITEMS ALREADY PLACED ADJOURN *All presentation materials to be reviewed at study session (including PowerPoint) must be emailed to presentations@ottawaks.gov and gmathews@ottawaks.gov by 10:00 am the Thursday prior to the meeting. 3.13.23 Agenda Pkt Page #1  Regular Meeting Minutes City Hall 101 S Hickory, Ottawa, Kansas Minutes of March 1, 2023 The Governing Body met at 7:00 pm this date for the Regular City Commission Meeting with the following members present and participating to wit: Mayor Crowley, Mayor Pro Tem Skidmore, Commissioner Graves, Commissioner Caylor and Commissioner Clayton. Mayor Crowley called the meeting to order. The Mayor welcomed the audience and led the Pledge of Allegiance to the American flag. Mayor Pro Tem Skidmore gave the invocation. Consent Agenda Commissioner Clayton made a motion, seconded by Commissioner Graves, to approve this consent agenda to include minutes from the February 13, 2023 Study Session, February 15, 2023 Regular Meeting; the following Board and Commission appointment: Kansas Municipal Energy Agency – Commissioner Caylor; and this Regular Meeting agenda. The motion was considered, and upon being put, all present voted aye. The Mayor declared the consent agenda duly approved. Public Comments None offered at this time. Declaration None given. Request for Approval of Ordinance Granting a Conditional Use Permit at 916 South Walnut The Governing Body heard from City Planner Jenna Hillyer, who reviewed an ordinance granting a conditional use permit for 916 South Walnut St. The conditional use permit would allow the construction of a duplex in an R-1 Low-Density Residential District. The Planning Commission reviewed the request and held a public hearing. The Planning Commission and staff recommend approval of the conditional use permit. Commissioner Caylor made a motion, seconded by Commissioner Clayton, to approve this ordinance. The motion was considered and upon being put, all present voted aye. The Mayor declared this ordinance duly approved, and the ordinance was duly numbered Ordinance No. 4110-23. Request for Approval of Ordinance Rezoning at 634 North King The Governing Body heard from City Planner Jenna Hillyer, who reviewed an ordinance rezoning 634 North King from I-2 Heavy Industrial Use to Mixed Use/Residential Commerical. Mayor Pro Tem Skidmore made a motion, seconded by Commissioner Caylor, to approve this ordinance. The motion was considered and upon being put, all present voted aye. The Mayor declared this ordinance duly approved, and the ordinance was duly numbered Ordinance No. 4111-23. 3.13.23 Agenda Pkt Page #2 Request for Approval to Donate Historic Land Survey Equipment to the Franklin County Historical Society The Governing Body heard from Richard U. Nienstedt, City Manager, who reviewed a request to donate historic land survey equipment to the Franklin County Historical Society. Commissioner Caylor made a motion, seconded by Commissioner Graves, to approve this item. The motion was considered and upon being put, all present voted aye. The Mayor declared this item duly approved. City Manager’s Comments City Manager Richard U. Nienstedt had no comments. Commissioner’s Comments Commissioner Caylor thanked City Manager Richard U. Nienstedt for his service to the community and shared her appreciation for his hard work. Commissioner Clayton commented on the positivity of the additional housing intiatives in the community. Commissioner Skidmore stated that planets Venus and Jupiter are in the west sky and visible. Mayor’s Comments Mayor Crowley had no comments. Announcements Mayor Crowley made the following announcements: March 2, 2023 Chamber of Commerce Annual Awards Banquet – 5:15 pm, Ottawa University Schendel Conference Center March 6, 2023 Study Session – 4:00 pm, City Hall March 13, 2023 Study Session – 4:00 pm, City Hall March 16, 2023 Retirement Reception for City Manager Richard U. Nienstedt – 2:00 pm – 4:00 pm, City Hall Commission Chambers Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 7:12 pm. Melissa Reed, City Clerk 3.13.23 Agenda Pkt Page #3  Special Call Commission Meeting Executive Session Ottawa, Kansas Minutes of March 1, 2023 The City Governing Body met in Special Session at 8:30 am this date with the following members present and participating to wit: Mayor Crowley, Mayor Pro Tem Skidmore, Commissioner Caylor, Commissioner Graves, and Commissioner Clayton. A quorum was present. Mayor Crowley called the meeting to order. Executive Session Recess Commissioner Clayton made a motion at 9:00 am, seconded by Mayor Pro Tem Skidmore, to recess into executive session to discuss non-elected personnel, specifically to conduct interviews for the position of City Manager and to preserve the privacy of the applicants to reconvene at 2:45 pm. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly recessed. Reconvene Commissioner Caylor made a motion, seconded by Commissioner Graves, to reconvene into open session. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly reconvened at 2:45 pm. Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 2:45 pm. Melissa Reed, City Clerk 3.13.23 Agenda Pkt Page #4  Ordinance No. ________ AN ORDINANCE establishing a Golf Course Advisory Board for the City of Ottawa, Kansas providing for the appointment and terms of the members thereof, and defining their duties, amending and repealing any other ordinance relating to a Golf Course Advisory Board previously established. BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF OTTAWA, KANSAS: SECTION 1. There is hereby established in the City of Ottawa, Kansas, a Golf Course Advisory Board to advise the City Manager and Governing Body on the efficient operation and maintenance of any golf courses owned, operated, and/or managed by the City of Ottawa. In order to effectuate those purposes, the Golf Advisory Board shall have the following duties: A. Review the operation of the golf course, the status of maintenance of buildings and improvements at the course, the possible constructing, maintaining, and/or operating of any other golf courses within the territorial limits of the City of Ottawa. B. Make recommendations for the continued and future development of the golf course and any other course(s) which may be constructed, maintained, owned, or operated by the City of Ottawa or contractual management agreements. C. A continuing review of the financial aspects of the operation of the golf course and any other course(s) which may be constructed, maintained, owned, or operated by the City of Ottawa. D. Review the services provided to the public and patrons by existing personnel and make recommendations on areas of improvement or enhancement. E. Review plans for new services or expansion of existing services and recommendations thereon. F. Advise the City Manager and Governing Body on any items affecting the operation and maintenance of the golf course. G. Recommend to the City Manager and Governing body measures that the Golf Advisory Board feels necessary to carry out its objectives. H. The Board shall meet with City staff and collaboratively create such rules and regulations for the operation of the golf course as deemed necessary and prudent. I. The City Manager and/or his/her designated agent will serve in an advisory capacity to the Golf Advisory Board and will be present at all meetings of the Board. SECTION 2: In carrying out the foregoing objectives, the Board shall observe the following methods and procedures: A. Submit any reports and recommendations in writing to the City Manager and Governing Body of the City of Ottawa; B. Understand and advocate the policy direction established for the golf course by the Governing Body; 3.13.23 Agenda Pkt Page #5  C. When specifically directed by the Governing Body, make recommendations regarding changes in rates or fees set by the City for the basic services provided by contracting agents or the City at the golf course facilities; D. Function as a clearinghouse or source of referral to hearing complaints and suggestions for improvements by providing an open and friendly venue for public comment; F. Consult with and obtain cooperation and coordinated effort on the part of all agencies, public and private, which function as a golf course in the City. SECTION 3. Said Board shall consist of seven (7) members who are representatives of the Golf Course and other knowledgeable citizens. The membership of the Board shall have an active interest in the Golf Course. The Mayor of the City of Ottawa or Mayor appointee shall be an ex-officio member of the Board, and shall not be subject to term limitations in this section. The Governing Body shall appoint all other members of the Board, and their term shall be for two (2) years, with no person to serve more than two (2) consecutive terms. During the initial creation of the Board, the Governing Body may appoint members for a staggered term so that after creation, the Board will have only a minority of the Board subject to reappointment each year. Board members shall serve without pay. SECTION 4. Within thirty (30) days after passage hereof and on an annual basis, the Board shall meet and organize its membership, electing one of its members as Chairperson and one of its members as Secretary. Thereafter said Board shall meet at least once each quarter as well as at the request of the Governing Body or City Manager, or at the request of the majority of the members of said Board, with the Board establishing its own operating procedures. SECTION 5. The Golf Advisory Board shall recommend and make suggestions to the City Manager and Governing Body regarding the continued growth of and public improvements to the golf course, including the acquisition of additional property, construction, reconstruction, and maintenance of golf course facilities, and institution of programs and procedures which will increase usage of said facilities. In addition, the Board shall make recommendations and reports to the Governing Body on all matters within a reasonable time after the Governing Body makes such request. SECTION 6. The control and management of the golf course shall be under the jurisdiction of the City Manager. All employees and officers deemed necessary to operate the Golf Couse shall be appointed, employed, disciplined, supervised, and terminated in the same manner as other employees and officers of the City of Ottawa. PASSED AND APPROVED THIS ______ DAY OF _________, 20_____. ________________________________ Mayor ATTEST: ______________________________ City Clerk 3.13.23 Agenda Pkt Page #6