City Commission

OTTAWA CITY COMMISSION STUDY SESSION AGENDA Monday, June 5, 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 June 5, 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 (Click on the item to access the attachment) 1. Minutes (Pp. 2 - 20) A. May 3, 2023 Regular Meeting B. May 8, 2023 Study Session C. May 15, 2023 Study Session D. May 17, 2023 Regular Meeting E. May 17, 2023 Special Call Meeting F. May 22, 2023 Study Session G. May 24, 2023 Special Call Meeting ITEMS FOR PRESENTATION AND DISCUSSION * 1. City Commission Rules of Procedure - Brian Silcott (Pp. 21 - 22) 2. Comments by City Manager 3. Comments by City Commissioners 4. Comments by Mayor ANNOUNCEMENTS 1. June 7, 2023 Regular Meeting - 7:00 pm, City Hall 2. June 12, 2023 Study Session - 4:00 pm, City Hall EXECUTIVE SESSION 1. Motion: I move that the Commission recess into executive session at for a period of ____ minutes for the purpose attorney/client consultation. 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 _______. 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. 6.5.23 Agenda Pkt Page #1  Back to Agenda Regular Meeting Minutes City Hall 101 S Hickory, Ottawa, Kansas Minutes of May 3, 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. Richard Jackson from Westminister Presbyterian Church gave the invocation. Consent Agenda Commissioner Caylor made a motion, seconded by Commissioner Clayton, to approve this consent agenda to include amended minutes from the April 10, 2023 Study Session; the following reappointments to City Boards and Commissions: Accessibility Advisory Board: Patrick Gardner, Marsha Hermreck (2023-2026), Airport Advisory Board: Luke Douglas, Jack Miller (2023-2026), Construction Board of Appeals: John Marconette, Dennis Nowatzke, Brian North, Joseph Thomas (2023-2027), Library Board: Sara Stauffer, Jody Lancaster (2023-2027), Ottawa Memorial Auditorium Advisory Board: Matt Parenti (2023-2026), Planning Commission: Bill Crowley, Cal Landis (2023-2026); 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. Proclamation—Community Action Month Mayor Pro Tem Skidmore read a proclamation recognizing May 2023 as Community Action Month. This proclamation recognizes the 50-plus year history of promoting self- sufficiency for those with limited income. Teresia Templeton, ECKAN, accepted the proclamation and thanked the Governing Body for the recognition. Proclamation—Police Week Commissioner Clayton read a proclamation recognizing May 11-17, 2023 as Police Week. Established in 1962 by President John F. Kennedy and a joint resolution of Congress, National Police Week pays special tribute to those law enforcement officers who have lost their lives in the line of duty for the safety and protection of others. Police Sergeant Brian Luft thanked the Commission and staff for the recognition and thanked the community for their support. 6.5.23 Agenda Pkt Page #2 Request for Approval of Ordinance Rezoning 901 S. Cherry The Governing Body heard from Interim Planner Jenna Hillyer, who reviewed an ordinance for a rezoning request at 901 S. Cherry from R-1, HO-O Low Density Residential, Housing Opportunity Overlay District to R-3, High Density Residential District, reviewed the following items and answered questions: • The site is a 5.7-acre tract on the east side of S. Cherry Street and is currently undeveloped land • The applicant intends to construct an apartment complex in conjunction with Ottawa University to alleviate some of the shortage of student housing and to provide the community with additional housing • At April 12th Planning Commission meeting, nine public comments were heard • No direct opposition to the rezoning, but there were comments in opposition to allowing a student housing development in the neighborhood • Rezone in this area is inconsistent with the current zoning, and the step from low density to high density residential is excessive and creates a “spot zoning” • Rezone to R-2 would allow the applicant to proceed with plans to construct student housing units with a Conditional Use Permit, and the project would only go forward if the development were reviewed and approved by Planning and City Commission with special consideration for the neighborhood • Staff and Planning Commission recommends that 901 S. Cherry Street not be approved to rezone as R-3, High Density Residential • Staff and Planning Commission recommends consideration of approval of the rezone to R-2, Medium Density Residential for 901 S. Cherry and retain the Housing Opportunity Overlay for future development if the project as envisioned does not proceed • Public Comment was received by Diedre Altic, 716 E. 10th Street and Nikki Bove, 804 E. 10th Street, who opposed dorm housing in this neighborhood • Sidewalks will need to be discussed to help with the safety of pedestrians 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. 4114-23. Request for Approval of Resolution Accepting the Dedication of All Easements and Rights of Way Within Northeast Industrial Park 4th Addition The Governing Body heard from Interim Planner Jenna Hillyer, who reviewed a resolution to replat NE Industrial Park 4th addition and provided the following information: • Applicants own lot ten and purchased lot three and wish to combine the lots • Lot 10, located at 1015 E. Enterprise Street, is approximately 3.8 acres and adjoining to the north, lot 3 is 3.7 acres; the replat and combination of these lots will result in approximately 7.6 acres • Replat is not associated with any new public improvements 6.5.23 Agenda Pkt Page #3  • Planning Commission reviewed this submission at the Regular meeting on April 12th, with no public comments received • Planning Commission voted 6-0 in favor Commissioner Caylor made a motion, seconded by Commissioner Clayton, to adopt this resolution. The motion was considered, and upon being put, all present voted aye. The Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1938-23. Request for Approval of 2023 Street Rehabilitation Program The Governing Body heard from Public Works Director Michael Haeffele, who stated we received one bid from Precision Construction & Contracting, LLC, in the amount of $148,450 for concrete street repair on S. Princeton Street. The budget for street rehabilitation projects for 2023 is $250,000. This amount is shared between contract work and work we can perform in-house. City Staff recommend approving the bid and answered questions from the Governing Body. Commissioner Graves made a motion, seconded by Mayor Pro Tem Skidmore, to approve the recommended bid. The motion was considered and upon being put, all present voted aye. The Mayor declared this request duly approved. City Manager’s Comments Finance Director Melanie Landis reminded the Governing Body of the Executive Session immediately following the May 8, 2023 Study Session. Commissioner’s Comments Commissioner Caylor thanked former Mayor Richard Jackson for his continued work in the community and reminded the community that there are several open positions on various city boards. Mayor Pro Tem Skidmore thanked developers in the community for their investment in projects in the city. Mayor’s Comments Mayor Crowley had no comments. Announcements Mayor Crowley made the following announcements: May 8, 2023 Study Session – 4:00 pm, City Hall May 15, 2023 Study Session – 4:00 pm, City Hall May 17, 2023 Regular Meeting – 10:00 am, City Hall Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 7:42 pm. 6.5.23 Agenda Pkt Page #4 Melissa Reed, City Clerk 6.5.23 Agenda Pkt Page #5  Back to Agenda Study Session Minutes Ottawa, Kansas Minutes of May 8, 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 The Governing Body heard from Angie Malik, 1878 Jackson Road, who provided an update on the Safe Haven Baby Box. Kansas legislators passed new legislation allowing this project to be installed. Fire Chief Tim Matthias stated he supported this project. Interviews—City Boards The Governing Body conducted the following interview for two open positions: Ottawa Memorial Auditorium Advisory Board Isaac Gwinn Library Board Susah Hughes Minutes to Review The Governing Body reviewed minutes from the April 17, 2023 Study Session and April 19, 2023 Regular Meeting. The Governing Body agreed by consensus to place these items on the next Regular Meeting agenda on May 17, 2023. City Manager's Comments City Manager Brian Silcott reviewed the agenda items for the upcoming meetings and gave an update on current activities. Commissioner's Comments Mayor Pro Tem inquired regarding seasonal employment. Public Works Director Michael Haeffele stated that all positions have been filled. Mayor's Comments Mayor Crowley had no comment. Recess Mayor Crowley made a motion, seconded by Commissioner Graves, to recess into executive session for the purpose of discussing a matter involving security measures a 4:35 pm for a period of 20 minutes to reconvene at 4:55 pm with the board attorney, police chief, IT director and city manager present. The justification for the closed session is to avoid aggravating the security issue and is provided by K.S.A. 75-4319(b)(12). The motion was considered, and upon being put, all present voted aye. The Mayor declared the meeting duly recessed. Reconvene 6.5.23 Agenda Pkt Page #6 Commissioner Skidmore 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 4:55 pm. Board Interviews The Governing Body discussed the Ottawa Memorial Advisory Board applicant. After discussion, the Governing Body agreed by consensus to place the following appointment on the next Regular Meeting agenda: Isaac Gwinn to the Ottawa Memorial Auditorium Advisory Board. Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 5:00 pm. Melissa Reed, City Clerk 6.5.23 Agenda Pkt Page #7  Back to Agenda 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 6.5.23 Agenda Pkt Page #8  • Kansas State Bank’s interest calculation includes two additional days to account for leap years in 2024 and 2028 • 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. 6.5.23 Agenda Pkt Page #9 Commissioner's Comments No comments were given. 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. Melissa Reed, City Clerk 6.5.23 Agenda Pkt Page #10  Back to Agenda Regular Meeting Minutes City Hall 101 S Hickory, Ottawa, Kansas Minutes of May 17, 2023 The Governing Body met at 10:00 am this date for the Regular City Commission Meeting with the following members present and participating to wit: Mayor Crowley, Mayor Pro Tem Skidmore, Commissioner Caylor, Commissioner Clayton, and Commissioner Graves. Mayor Crowley called the meeting to order. The Mayor welcomed the audience and led the Pledge of Allegiance to the American flag. Pastor Tiger Pennington from First Baptist Church gave the invocation. Consent Agenda Commissioner Clayton made a motion, seconded by Commissioner Graves, to approve this consent agenda to include minutes from the April 17, 2023 Study Session, April 19, 2023 Regular meeting, April 24, 2023 Study Session, May 1, 2023 Study Session; appointments of Isaac Gwinn to the Ottawa Memorial Auditorium Advisory Board and Jim Deane to the Ottawa Library Board; 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 given. Declaration None given. Proclamation—Mental Health Month Commissioner Caylor read a proclamation recognizing May 2023 as Mental Health Month. This proclamation increases awareness and understanding of mental health and the need for accessible services for all with mental health conditions. Leslie Bjork of Elizabeth Layton Center accepted the proclamation and thanked the Governing Body for the recognition. Kansas Municipal Utilities Exemplary Leadership Award Mayor Crowley congratulated Utilities Director Dennis Tharp for receiving the Exemplary Leadership Award from Kansas Municipal Utilities. City utility staff joined in congratulating Mr. Tharp. Mr. Tharp thanked the Governing Body and City staff for their support. Commission on Accreditation for Law Enforcement Agencies (CALEA) Site Based Assessment Update The Governing Body heard from Police Chief Adam Weingartner, who presented on the Commission on Accreditation for Law Enforcement Agencies (CALEA) accreditation 6.5.23 Agenda Pkt Page #11 status and upcoming reaccreditation process and answered questions from the Governing Body. Chief Weingartner stated that the site-based assessment schedule for reaccreditation will be the week of June 5, 2023. Recognition of Ottawa Police Department Staff for National Police Week Police Chief Adam Weingartner thanked the City Commission, staff, and citizens for the recognition and provided statistics on fallen officers. Proclamation—National Kids to Park Day Commissioner Graves read a proclamation recognizing May 20, 2023 as Kids to Parks Day. This proclamation recognizes the thirteenth annual National Kids to Parks Day, organized by the National Park Trust to introduce a new generation to our Nation’s parks. Parks and Cemeteries Superintendent DJ Welsh accepted the proclamation and thanked the Governing Body for the recognition. Approval of Bid and Authorization for Execution of Lease Purchase of Fire Engine The Governing Body heard from Finance Director Melanie Landis, 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 • 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 Mayor Pro Tem Skidmore made a motion, seconded by Commissioner Caylor, to approve the bid and authorization for the execution of the lease purchase of the Fire Engine. The motion was considered, and upon being put, all present voted aye. The Mayor declared this item duly approved. 6.5.23 Agenda Pkt Page #12 City Manager’s Comments City Manager Brian Silcott had no comment. Commissioner’s Comments No comments were given. Mayor’s Comments Mayor Crowley had no comment. Announcements Mayor Crowley made the following announcements: • May 17, 2023 – Commission Retreat with John Divine, The Leadership Firm – 1:30 pm, City Hall • May 22, 2023 – Study Session, 4:00 pm, City Hall • May 29, 2023 – Memorial Day Holiday – Study Session, CANCELED, City Hall CLOSED Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 10:37 am. Melissa Reed, City Clerk 6.5.23 Agenda Pkt Page #13  Back to Agenda Special Call Commission Meeting City Commission Retreat Wednesday, May 17, 2023 The Governing Body met in Special Session Wednesday, May 17, 2023 at 1:30 pm with the following members present and participating to wit: Mayor Crowley, Mayor Pro tTem Skidmore, Commissioner Caylor, Commissioner Clayton, and Commissioner Graves. A quorum was present. The Governing Body met in Special Session to participate in the City Commission Retreat with Leadership Consultant John Divine and City Manager Brian Silcott. The meeting was adjourned at 4:55 pm. _________________________ Melissa Reed, City Clerk 6.5.23 Agenda Pkt Page #14  Back to Agenda Study Session Minutes Ottawa, Kansas Minutes of May 22, 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. Request for Approval of Kansas Independent College Finance Authority Revenue Anticipation Notes The Governing Body heard from City Manager Brian Silcott, who requested that the highest elected official sign the Kansas Independent College Finance Authority Revenue Anticipation Notes certificate. Mr. Silcott stated that the notes are an obligation of Ottawa University, which has participated for several years, the City is not responsible for the notes and answered questions from the Governing Body. After discussion, the Governing Body agreed by consensus to approve this item. Request for Approval of Resolution for Moderate Income Housing (MIH) Projects The Governing Body heard from Interim Community Development Director Melanie Landis, who reviewed a resolution supporting the development of certain housing within the City of Ottawa and applying to the Kansas Housing Resource Corporation for Moderate Income Housing grant funds. This funding would be used to support the development of eleven residential apartment units in a mixed-use building with three commercial units in the downtown area by Platinum Properties LLC and discussed the following: • Unit would be located on Walnut Street between First and Second Streets • $2.2M project is proposed with financial support by owner equity, permanent financing and MIH grant award • Grant application process requires a resolution adopted by the Governing Body in support of the application • Deadline for submission of an MIH grant application is June 2, 2023 • Staff recommends adoption of the resolution After discussion, the Governing Body agreed to schedule a Special Call meeting for Wednesday, May 24, 2023 at 10:00 am in the Commission Chambers to review this project and consider approval of the resolution. Continued Discussion on Allowance of Chickens Within Municipal Corporate Limits The Governing Body heard from City Manager Brian Silcott and City Planner Jenna Hillyer, who stated the Governing Body had previously received a public comment requesting the consideration of allowing chickens within the city limits and discussed the following: • January 23, 2023 received a public comment requesting a review of the current municipal code restricting chickens within city limits 6.5.23 Agenda Pkt Page #15  • Governing Body discussed at February 6, 2023 meeting and directed staff to present a draft ordinance with permitting regulations for review at a future study session • 33 petitions or emails were received expressing support for allowing chickens in city limits • Several cities around the Kansas City metro region allow for the raising and care of domestic chickens • Staff has identified several commonalities in the structure of the ordinances and programs of neighboring communities • Staff recommendations include: A. Lot Size (Lot Size (50x150 foot/7,500 sq. ft./0.17 acres lots) B. Setback from Lot Line (10’) C. Setback from Occupied Structure (100’) D. Maximum Number of Hens (4) E. Roosters Allowed (No ) F. Fenced Coop (Yes) G. Fenced Yard (Yes) H. Permitting Process (Yes) o Permit process would be reflected in the municipal code, including penalty provision. o Include Provision in Exotic Animals portion of the code as well. I. Allowed in Rental Properties (With Landowner Approval) J. Permit & Fine Classification o (Class C for 1st offense & Class B for 2nd & Subsequent Offenses) K. Proactive Inspection (Not only upon complaint) • Small publication fee with the adoption of any ordinance and potentially a small permit fee to offset some or all of the cost associated with the administration of the program • Staff will research questions from the Governing Body and present them at a future study session 2024 Budget Overview – Community Partners The Governing Body heard from Finance Director Melanie Landis, who stated that today's budgets impact community services and include requests from community partners. The Community Services Fund financially supports community service/programming requests made annually by our Community Partners. It is funded by transfers from the water, electric, wastewater, and general funds. The Governing Body asked questions of the Community Partners. 2024 Budget Overview – Special Revenue Funds The Governing Body heard from Finance Director Melanie Landis, who stated that today's budgets are special revenue funds different from the other budgets. Special revenue funds have specific revenues and specific use for those funds allowed by the State statute. Special Streets The Governing Body heard from Finance Director Melanie Landis regarding the 2024 proposed Special Streets budget. The major source of revenue is from the Federal Funds Exchange Program (FFE), a federal reimbursement program administered by the State of Kansas whereby certain street expenditures can be reimbursed to the City at 90% of the cost. Ms. Landis reviewed the following items: 6.5.23 Agenda Pkt Page #16  • Expenditures are focused mainly on street and alley repair/rehabilitation and sidewalk maintenance • The goal of the fund is to continue the street rehabilitation program • Sidewalk improvement assistance program is the ability for residential and regular maintenance of city sidewalks are also funded • $250,000 budgeted to fund the annual street maintenance program but the street maintenance plan may vary in cost from year to year Special Parks The Governing Body heard from Finance Director Melanie Landis regarding the 2024 proposed Special Parks budget. This budget receives 1/3 of the Liquor Drink Tax that the State of Kansas collects. In addition, donations, grant revenue, and water/sewer warranty service line revenues are included in this fund. Ms. Landis reviewed the following items: • Funds are used primarily to develop city parks, maintain them and support the Play Task Force projects • $175,000 budgeted to allow for 2024 parks projects Airport The Governing Body heard from Finance Director Melanie Landis regarding the 2024 proposed Airport budget. The airport is owned by the City of Ottawa and operated by a contracted Fixed Base Operator (FBO), which began in 2021. Ms. Landis reviewed the following items: • Major revenue sources include rental income and a general fund transfer • Under FBO, the City collects less revenue from hangar rents and fuel sales but retains 100% of the revenue from leased farm ground Capital projects planned with use of FAA and Transportation grants will require increased transfers from the General Fund to cover the 10% grant match. Special Sales Tax – Proximity Park The Governing Body heard from Finance Director Melanie Landis regarding the 2024 proposed Special Sales Tax for the Proximity Park budget. This fund tracks the sales tax revenue to help pay the GO Bond debt related to establishing Proximity Park. Ms. Landis reviewed the following items: • Special Sales tax sunsets in 2026 • Transfer is made to cover GO Bond debt Special Revenue Funds The Governing Body heard from Finance Director Melanie Landis regarding the 2024 proposed Special Revenue Funds. Ms. Landis reviewed the following items: • Reviewed budget projections for the special revenue funds which include: - Community Services - Economic Development - Capital Improvement - Sidewalk Improvement - Risk Management - Land Bank - Wastewater Sales Tax - Special Drug & Alcohol 6.5.23 Agenda Pkt Page #17  - Golf Course - Opioid Settlement City Manager's Comments City Manager Brian Silcott updated the Governing Body on current projects. Commissioner's Comments Commissioner Caylor thanked staff for their hard work on the 2024 budget. Commissioner Clayton congratulated the Ottawa University Women’s Flag Football team for their third championship. Mayor's Comments Mayor Crowley had no comment. Announcements Mayor Crowley made the following announcements: • May 29, 2023 Memorial Day Holiday – Study Session Canceled, City Offices Closed • June 5, 2023 Study Session, 4:00 pm, City Hall • June 7, 2023 Regular Meeting, 7:00 pm, City Hall Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 5:50 pm. Melissa Reed, City Clerk 6.5.23 Agenda Pkt Page #18  Back to Agenda Special Call Meeting Minutes City Hall 101 S Hickory, Ottawa, Kansas Minutes of May 24, 2023 The Governing Body met at 10:00 am this date for a Special Call City Commission Meeting with the following members present and participating to wit: Mayor Crowley, Mayor Pro Tem Skidmore, Commissioner Caylor, Commissioner Clayton, and Commissioner Graves. Mayor Crowley called the meeting to order. The Mayor welcomed the audience. Consent Agenda Commissioner Caylor made a motion, seconded by Commissioner Graves, to approve this consent agenda to include this Special Call 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 given. Declaration Mayor Crowley stated that due to his relationship with the applicant, he would abstain from voting on the Moderate Income Housing application. Request for Approval of Resolution Supporting Moderate Incoming Housing (MIH) Application by Platinum Properties LLC The Governing Body heard from Interim Community Development Director Melanie Landis, who reviewed a resolution supporting the development of certain housing within the City of Ottawa and applying to the Kansas Housing Resource Corporation for Moderate Income Housing grant funds. This funding would be used to support the development of eleven residential apartment units in a mixed-use building with three commercial units in the downtown area by Platinum Properties LLC and discussed the following: • Unit would be located on Walnut Street between First and Second Streets • $2.2M project is proposed with financial support by owner equity, permanent financing and MIH grant award • Grant application process requires a resolution adopted by the Governing Body in support of the application • Deadline for submission of an MIH grant application is June 2, 2023 • Staff recommends adoption of the resolution Commissioner Caylor made a motion, seconded by Commissioner Graves, to adopt this resolution supporting the moderate incoming housing application by Platinum Properties LLC including up to the same contributions as a reduction in permit fees, a 6.5.23 Agenda Pkt Page #19 reduction in connection fees and a NRP application that were offered to the last grant applicant. The motion was considered and upon being put, passed by the following vote: Commissioner Clayton aye, Commissioner Graves aye, Mayor Pro Tem Skidmore aye, Commissioner Caylor aye, Commissioner Crowley abstained. The Mayor declared this resolution duly approved and this resolution was duly numbered Resolution No. 1939-23. Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 10:13 am. Melissa Reed, City Clerk 6.5.23 Agenda Pkt Page #20  Agenda Item: New Business #1 City of Ottawa Back to Agenda City Commission Meeting June 5, 2023 TO: Mayor and City Commission SUBJECT: City Commission Meeting Rules of Procedure INITIATED BY: City Manager AGENDA: New Business Recommendations: It is recommended the City Commission consider adopting a formal set of citizen comment rules for City Commission meetings. Background: Many cities adopt criteria for citizens addressing the governing body during both citizen commentary periods and on specific agenda items and public hearings. The purpose of citizen comment procedures is to ensure that all parties present are given equal opportunity to speak and be heard by the elected officials of their communities. Having adopted procedures also assists the presiding officer in maintaining order during the discussion of controversial issues. Analysis: The purposed protocols before you are based upon the Code of Meeting Procedures for Kansas Cities. Please review the attached draft copy of the rules of meeting procedure. The specific procedures contained in the draft proposal are outlined below: 1. An individual shall not address the City Commission without first having been recognized by the Presiding Officer. 2. Upon being recognized, the individual should proceed to the front of the room to use the podium and state his or her full name, residential address, and the topic to be discussed. 3. Speakers shall be limited to a presentation of three minutes unless such period of time is extended by a vote or consensus of the City Commission. 4. An individual will not be given an opportunity to speak a second time on the same issue until all others wishing to make a presentation on the subject have had an opportunity to do so. 5. When a person(s) becomes unruly, the Presiding Officer may declare said person(s) in the audience to be out of order and if necessary may rule that the individual(s) has forfeited the opportunity to speak further. A person(s) may be excluded from the meeting for breach of the Peace committed at the meeting. Clapping and cheering are inappropriate and shall be considered out of order. 6. These rules of procedure are intended to augment the Code of Meeting Procedures for Kansas Cities which has been adopted by the City Commission. Where inconsistencies or conflict may exist between these rules and the Code of Meeting Procedures for Kansas Cities, these rules shall prevail. Financial Considerations: There is no financial impact from the consideration of this procedure. Legal Considerations: Formal establishment of meeting procedures and protocol, while not required, promotes order and civility in the conduct of governing body meetings. The governing body may updates the procedures as desired and to further ensure efficiently conducted meetings. If adopted the procedure would take effect the following meeting. Recommendations/Actions: It is recommended the City Commission consider adopting a set of meeting procedures. Attachments: Ottawa City Commission Meeting Rules of Procedure (1-page) 6.5.23 Agenda Pkt Page #21  Back to Agenda OTTAWA CITY COMMISSION MEETING RULES OF PROCEDURE Officially adopted by the Ottawa City Commission on ____________ INTRODUCTION It is the purpose of these procedures to encourage public participation in an orderly manner, which gives everyone a reasonable opportunity to present his or her point of view for consideration of the City Commission. The public is invited to speak on issues before the City Commission during public hearings and during citizen comments. Items on the agenda or other topics can be discussed during general audience participation. Individuals may request that an item be placed on the City Commission agenda by submitting a request in writing to the City Clerk or City Manager who will forward the request to the Mayor and City Commission for consideration. Individuals may also request that an item be placed on the agenda by contacting a member of the City Commission or by speaking to the item during citizen comment at a regular City Commission meeting. If your presentation concerns a specific complaint or suggestion, you may find it more convenient and may receive faster service if you call the appropriate City department head during regular business hours. If you have contacted the department and for some reason the results were not satisfactory, please contact the City Manager’s office. A time limit is established to be sure everyone has an opportunity to speak and that presentations do not become repetitious. While the City Commission wishes to give everyone an opportunity to express his or her point of view, it is neither necessary, nor advisable for every member of a group to address the City Commission. In those cases where a group is in attendance, it is suggested that one or two spokespersons be selected. The City Commission attempts to make informed decisions based on all the information available rather than simply on the number of people who offer the same information or arguments. RULES OF PROCEDURE 1. An individual shall not address the City Commission without first having been recognized by the Presiding Officer. 2. Upon being recognized, the individual should proceed to the front of the room to use the podium and state his or her full name, residential address, and the topic to be discussed. 3. Speakers shall be limited to a presentation of three minutes unless such period of time is extended by a vote or consensus of the City Commission. 4. An individual will not be given an opportunity to speak a second time on the same issue until all others wishing to make a presentation on the subject have had an opportunity to do so. 5. When a person(s) becomes unruly, the Presiding Officer may declare said person(s) in the audience to be out of order and if necessary may rule that the individual(s) has forfeited the opportunity to speak further. A person(s) may be excluded from the meeting for breach of the Peace committed at the meeting. Clapping and cheering are inappropriate and shall be considered out of order. 6. These rules of procedure are intended to augment the Code of Meeting Procedures for Kansas Cities which has been adopted by the City Commission. Where inconsistencies or conflict may exist between these rules and the Code of Meeting Procedures for Kansas Cities, these rules shall prevail. 6.5.23 Agenda Pkt Page #22