City Commission

Study Session Minutes Ottawa, Kansas Minutes of May 15, 2023 The Governing Body met at 4:00 pm this date at City Hall 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. Public Comments None were given. Interviews—City Boards The Governing Body conducted the following interview for open positions: Library Board Jim Deane Stacey Potter Minutes to Review The Governing Body reviewed minutes from the April 24, 2023 Study Session, May 1, 2023 Study Session, Mental Health Month Proclamation and Kids to Parks Day Proclamation. The Governing Body agreed by consensus to place these items on the next Regular Meeting agenda on May 17, 2023. Commission on Accreditation for Law Enforcement Agencies (CALEA) Site Based Assessment Update The Governing Body heard from Police Chief Adam Weingartner, who stated he would be doing a presentation on the Commission on Accreditation for Law Enforcement Agencies (CALEA) accreditation status and upcoming reaccreditation process at the next Regular Meeting on May 17, 2023. Recognition of Ottawa Police Department Staff for National Police Week Police Chief Adam Weingartner stated that recognition of Ottawa Police Department staff would occur at the next Regular Meeting on May 17, 2023 Review of Bids Received for Lease Purchase of Fire Engine The Governing Body heard from Assistant Finance Director Rebekah McCurdy, who stated the Governing Body had previously approved a 2023 reimbursement resolution to allow for the lease purchase of a 2022 Pierce Enforcer PUC Fire Truck and discussed the following: • A bid request was released on April 20, 2023, and received and publicly opened on Friday, May 5, 2023 • The terms requested financing for $740,116.33, reducing the purchasing price by cash on hand in the amount of $30,000 and also requested interest rates for 10-year financing of the fire truck • The City received two local bids from Bank Midwest and Kansas State Bank • Both bids came in with the same 5% interest rate, but the aggregate interest costs differed • Kansas State Bank’s interest calculation includes two additional days to account for leap years in 2024 and 2028 1 May 15, 2023 City of Ottawa Study Session Minutes May 15, 2023 Page 2 • Kansas State Bank’s bid offers a $25 premium (discount) on interest and a closing date of May 30th due to the Memorial Day Holiday • Bank Midwest’s bid includes $250 closing cost • After calculations of all-in costs, Kansas State Bank has submitted the lowest bid • Staff recommends the Commission consider accepting the bid from KSB at an aggregate interest rate of 5% with a $25 premium discount and authorize the Mayor to execute the lease purchase agreement documents on the closing date of May 30, 2023 The Governing Body agreed by consensus to place this item on the next Regular Meeting agenda on May 17, 2023. Moderate Income Housing (MIH) Applications The Governing Body heard from Finance Director Melanie Landis, who provided an update on the next round of Moderate Income Housing (MIH) applications. The City of Ottawa had to submit a Notice of Application to the Kansas Housing Resource Center (KHRC) by May 12, 2023. The final application deadline to KHRC is June 2, 2023, with anticipated grant awards announced in August 2023. The Governing Body will review the applications and resolutions of support at the next Study Session on May 22, 2023. Review of Draft 2024 - 2028 Capital Improvement Program The Governing Body heard from Finance Director Melanie Landis, who reviewed the Capital Improvement Plan for 2024-2028 and discussed the following: • Capital Improvement Program (CIP) is a tool for communicating the anticipated capital projects of the City for five years • Any one project may be accelerated or delayed based on the need and financial opportunities available • Proposed CIP is a group effort by city management, department heads and staff • Citizen Request forms were made available, seeking input from the public on projects that would benefit the community; two project requests were received and reviewed • Intended to communicate projects that are on the radar but does not dictate how those projects may be funded • Draft document presented is for an initial discussion • Projects by departments were reviewed The Capital Improvement Plan will be sent to the Planning Commission for their review, discussion, public hearing and finding as to whether the program aligns with the Comprehensive Plan. Discussion on Allowance of Chickens within Municipal Corporate Limits The Governing Body agreed to place this item on the next Study Session agenda. City Manager's Comments City Manager Brian Silcott updated the Governing Body on current projects. Commissioner's Comments No comments were given. 2 May 15, 2023 City of Ottawa Study Session Minutes May 15, 2023 Page 3 Mayor's Comments Mayor Crowley had no comment. Recess Mayor Crowley made a motion, seconded by Commissioner Clayton, to recess into executive session at 5:45 pm for a period of 30 minutes for the purpose of attorney/client consultation with the City Manager, Finance Director, Director of Public Works, and Director of Utilities. The justification for the closed session is to engage in confidential and privileged communication with the board’s attorney by K.S.A. 75-4319(b)(12). The open meeting is to resume in this room at 6:15. The Mayor declared the meeting duly recessed. Reconvene Mayor Crowley made a motion, seconded by Commissioner Clayton, 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 6:15 pm. Board Appointments Mayor Crowley opened the discussion on the Library Board applicants. After much discussion, the Governing Body agreed by consensus to appoint Jim Deane to the Library Board. Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 6:25 pm. /s/ Melissa Reed Melissa Reed, City Clerk 3 May 15, 2023