City Commission

Regular Meeting Minutes City Hall Minutes of October 18, 2023 The Governing Body met at 10:00 a.m. 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. Reverend Jay Pi from First United Methodist Church gave the invocation. Consent Agenda Commissioner Graves made a motion, seconded by Commissioner Clayton, to approve this consent agenda to include minutes from the October 2, 2023 Study Session, October 4, 2023 Regular Meeting; appointment of Electrical Superintendent David Hunsaker to Kansas Municipal Energy Agency Board Director #2 position and the Regular Meeting agenda with the review of 3rd quarter reports moved to the October 23, 2023 Study Session. The motion was considered, and upon being put, all present voted aye. The Mayor declared the consent agenda duly approved. Public Comments None were offered. Declaration Commissioner Caylor and Mayor Pro Tem Skidmore affirmed their longstanding involvement with the Legacy Square project from its inception. They emphasized that their prior engagement would not compromise their capacity to remain impartial. Resolution Authorizing the Preparation and Submission of Application to Kansas Housing Resources Corporation for Kansas Housing Investor Tax Credit Program The City Manager presented a resolution of support for the Fairway Vista Patio Homes development application to the Kansas Housing Investor Tax Credit Program. This resolution is in response to a request from Roc Em, LLC. The development is planned for the 1000 to 1200 blocks of Diamond Head Road and encompasses the construction of seven duplex units spanning from 1022 E Diamond Head Road to 1204 E Diamond Head Road. It is essential to note that the resolution of support does not equate to endorsement for additional incentives, nor does it indicate support or approval of the final plan or design. Mayor Pro Tem Skidmore made a motion, seconded by Commissioner Caylor, to adopt this resolution, and upon being put, all present voted aye. The Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1948- 23. 1 October 18, 2023 City of Ottawa Regular Meeting Minutes October 18, 2023 Page 2 Legacy Square Proposal Presentation by Ottawa Community Partnership Inc. The Governing Body heard from Ottawa Community Partnership Co-Chair David Lee and Board Member Ryan Henningsen, who discussed Legacy Square and the following: • In 2017, the Ottawa Community Partnership, Inc. (OCPI) initiated a fundraising campaign in late fall to create a community space and revitalize a previously blighted area in our downtown. • The project initially consisted of a three-phase plan, and OCPI successfully raised $4.2 million through grants, community pledges, and fundraising events. • In 2019, it was decided to complete the entire project instead of phasing it due to available funds. • Extended annual pledges necessitated a loan to ensure the project's completion. • The fundraising process was affected by the pandemic, resulting in a slowdown. • Currently, an approximate shortfall of $475,526.47 is needed to meet the project's financial requirements. • The recommendation is to carry out the planned initial improvements deferred due to funding limitations, which include installing a sound system for downtown and connecting Legacy Square with the downtown area. • Commitments have been secured for providing steel and constructing a pavilion for the Main Street entryway and for concrete work. • The project is actively exploring grants for artwork and other amenities. • Local businesses, including a car dealership and others, have expressed their commitment to organizing raffle events to raise $50,000 for the space. • OCPI intends to transfer the assets at 125 S. Walnut and 202 W. 1st Street to the City of Ottawa by deed. • The Governing Body was requested to consider a matching grant of $475,526.47. After discussion, the Governing Body reached a consensus to include this matter on the agenda for the study session scheduled for October 23, 2023. Review of Third Quarter Reports This item was tabled to the October 23, 2023 Study Session. Resolution Approving Final Plat & Accepting the Dedication of all Easements and Right-of-Ways within the Victory Plaza Development City Manager Brian Silcott presented a resolution for the final plat approval and shared the following pertinent details: • The Premier Plaza project comprises a two-lot plat designed to facilitate the phased construction of the relocated Victory Ottawa dealership. • The city engineer has thoroughly assessed the plat drawings and found that any concerns have been satisfactorily addressed. October 18, 2023 Unofficial Until Approved 2 City of Ottawa Regular Meeting Minutes October 18, 2023 Page 3 • The development encompasses the installation of a public sanitary sewer main extension, a public water main, and the addition of a right turn lane, along with curb, gutter, and sidewalk enhancements at 23rd Street. • It is important to note that the infrastructure work is of substantial scope and is not anticipated to conclude in the near future. • While final building permits are currently under request, the final plat approval is being sought before the completion of the public infrastructure. • A Development Agreement will ensure that the necessary public improvements are carried out after the final plat is approved. Commissioner Clayton made a motion, seconded by Commissioner Caylor, to adopt this resolution, and upon being put, all present voted aye. The Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1949- 23. Authorize City Park Playground Equipment Purchase The Governing Body received a presentation from Public Works Director Michael Haefelle regarding the procurement of playground equipment in 2023. The discussion encompassed the following key points: • A recommendation was made for the City Commission to consider the purchase of playground equipment earmarked for City Park in the 2024 budget year. • It was emphasized that the majority of the existing playground equipment within City Park no longer aligns with current playground safety standards and is slated for replacement in the 2024 Adopted Budget. • The Special Parks Fund's 2023 Revised Budget includes an allocation of $130,000 specifically designated for the purchase of playground equipment. • Furthermore, the 2024 Adopted Budget for the Special Park Fund designates $175,000 for the procurement of playground equipment. • A manufacturer match opportunity is available for total purchases exceeding $75,000. • To optimize the utilization of available public tax dollars, staff proposes dividing the budgeted playground equipment purchase for City Park into two phases, spanning the 2023 and 2024 fiscal years. • To leverage the manufacturer's generous $1-for-$1 funding match offered by Gametime, the staff has requested a budget year authorization of $100,000 for the 2023 fiscal year to facilitate the purchase of playground equipment. • The comprehensive project comprises acquiring playground equipment, a shade structure, and installing a pour-in-place surface. • An application for the KDHE Waste Tire Grant Program will be submitted to secure funding for the pour-in-place component. • To execute this initiative efficiently, it is recommended that the City Commission authorize the allocation of $100,000 to line item 016-5-1600-754.00 within the Special Parks Fund, designated for Park Improvements, for the purchase of City Park playground equipment as outlined in the 2024 Adopted Budget within the 2023 Revised Budget. October 18, 2023 Unofficial Until Approved 3 City of Ottawa Regular Meeting Minutes October 18, 2023 Page 4 Mayor Pro Tem Skidmore made a motion, seconded by Commissioner Caylor, to authorize $100,000 allocated to line item 016-5-1600-754.00 Special Parks Fund, Park Improvements, for the purchase of City Park playground equipment contained in the 2024 Adopted Budget within the 2023 Revised Budget. The motion was considered and upon being put, all present voted aye. The Mayor declared this agreement duly approved. City Manager’s Comments City Manager Brian Silcott updated the Governing Body on items for the October 23, 2023 study session. Commissioner’s Comments Commissioner Caylor informed the attendees that a group of individuals from our community will be participating in the upcoming KMEA conference. Commissioner Clayton expressed his optimism and aspirations for the future, emphasizing his hope that the new playground equipment installed in City Park will bring joy and benefit to future generations. Mayor Pro Tem Skidmore extended appreciation to Roc Em for their valuable investment in our community, recognizing their positive impact and contribution to our local area. Mayor’s Comments Mayor Crowley had no comment. Announcements Mayor Crowley made the following announcements: A. September 25, 2023 Study Session - 4:00 p.m., City Hall B. October 2, 2023 Study Session - 4:00 p.m., City Hall C. October 4, 2023 Regular Meeting - 7:00 p.m., City Hall D. October 7-9, 2023 League of Kansas Municipalities Annual Conference - Wichita, Kansas Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 10:46 a.m. /s/ Melissa Reed Melissa Reed, City Clerk October 18, 2023 Unofficial Until Approved 4