City Commission

OTTAWA CITY COMMISSION STUDY SESSION AGENDA Monday, October 30, 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 October 30, 2023; all emails must include your name If you need this information in another format or require a and 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. I. ITEMS TO BE PLACED ON THE REGULAR CITY COMMISSION AGENDA (Click on the item to access the attachment) A. Minutes (Pp. 2-5) 1. October 18, 2023 Regular Meeting B. Proclamation Honoring Native American Heritage Month in November (P. 6) II. ITEMS FOR PRESENTATION AND DISCUSSION * A. Consider a request from Ottawa Community Partnership, Inc (OCPI) to participate in the Legacy campaign with purchase of park properties in the amount of $475,526.47 - Finance Director / City Manager (Pp.7-14) B. Safe Haven Baby Box financial contribution request - Finance Director / City Manager (P. 15) C. City Commission Meeting Date Discussion - City Manager (Pp.16-19) D. Comments by City Manager E. Comments by City Commissioners F. Comments by Mayor III. ANNOUNCEMENTS A. November 1, 2023 Chamber Eggs & Issues Breakfast - 8:00 pm, Advent Health B. November 1, 2023 Regular Meeting - 7:00 pm, City Hall IV. ALREADY PLACED A. Minutes from October 16, 2023 Study Session V. ADJOURN 10.30.23 Agenda Pkt Page 1  Back to Agenda 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 10.30.23 Agenda Pkt Page 2  Back to Agenda 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 10.30.23 Agenda Pkt Page 3  Back to Agenda 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 10.30.23 Agenda Pkt Page 4  Back to Agenda 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. Melissa Reed, City Clerk October 18, 2023 Unofficial Until Approved 4 10.30.23 Agenda Pkt Page 5  Back to Agenda WHEREAS, the City of Ottawa, Kansas, is proud to acknowledge and celebrate the rich and diverse cultures, histories, and contributions of Native Americans, both past and present; and WHEREAS, the City of Ottawa recognizes the importance of honoring the indigenous peoples of this land and the enduring impact of their traditions, languages, and customs; and WHEREAS, Native Americans were the first to create cities, domesticate crops, and establish great civilizations in the Americas, and WHEREAS, the state of Kansas is historically home to many Native nations, including the Ottawa, Osage, Kansa (Kaw), Miami, Delaware (Lenape), and Pawnee, and many other Nations utilized the lands currently within and surrounding Franklin County and the City of Ottawa as their hunting grounds, and WHEREAS, Kansas is the current home to four federally recognized Native nations: The Prairie Band Potawatomi, the Kickapoo Tribe of Kansas, the Iowa Tribe of Kansas and Nebraska, and the Sac and Fox Nation of Missouri in Kansas and Nebraska, and WHEREAS, the Ottawa Nation, after whom our city is named, holds a special place in our community's history, and we acknowledge their heritage and presence in our region; and WHEREAS, Native American Heritage Month provides an opportunity for all residents to learn about and appreciate the invaluable contributions of Native American peoples to our nation's social, cultural, and political tapestry; and WHEREAS, we are committed to fostering understanding, respect, and collaboration among all residents and communities within the City of Ottawa; NOW, THEREFORE, the governing body of the City of Ottawa, Kansas, does hereby proclaim November 2023 to be: Native American Heritage Month in Ottawa, Kansas and urge all residents to take part in activities, events and educational opportunities that celebrate Native American heritage and promote cross- cultural awareness. SIGNED this 30th day of October 2023. _________________________________________ Eric Crowley, Mayor 10.30.23 Agenda Pkt Page 6  Back to Agenda Agenda Item: II.A City of Ottawa City Commission Study Session Meeting October 30, 2023 TO: Mayor and City Commission SUBJECT: Consider a request for Legacy Square funding participation from Ottawa Community Partnership, Inc (OCPI) INITIATED BY: City Commission PREPARED BY: Director of Finance AGENDA: New Business Recommendation: Consider a request from Ottawa Community Partnership, Inc. (OCPI) to participate in the Legacy campaign for the completion of Legacy Square in the amount of $475,526.47 resulting in the acquisition of parks and greenspace located at 125 S . Walnut Street and 202 W. 1st Street, in the City of Ottawa, with use of available ARPA funds. Background: Legacy Square (originally referred to as Downtown River Plaza) was constructed in 2019 through a variety of resources, which included city support and in-kind contributions of: • City Commission voted to commit $10,000 toward initial design, charettes and other citizen input costs for the purpose of updating the Comprehensive Plan related to the project. Funds were to be drawn from the General Fund – Community Development budget set aside for updates to the Comprehensive Plan. (November 15, 2017, City Commission Regular Meeting) • City Commission approved a grant application to Kansas Wildlife and Parks for an Attraction Grant (April 18, 2018, City Commission Regular Meeting) • City Commission passed a resolution recognizing Legacy Square as a tobacco-free zone which allowed the Onward Ottawa group to apply for a grant application for approximately $25,000 from a large insurance company (January 9, 2019, City Commission Regular Meeting) • Construction of restrooms with showers at Legacy Square. Original estimated cost of $253,000 with funding from grants of $100,000, City funding of $75,000, and Chamber of Commerce funding of $78,450, plus $45,000 from Franklin County Historical Society for the addition of showers. (March 11, 2019, City Commission Study Session) Total cost of built restrooms plus showers was $291,034.50. • Accessory costs in 2019 of $56,616.75 for bollard covers, traffic signs, trash receptacles, wi-fi hardware, and steel for bridges provided by the City of Ottawa. • Alleyway improvements $20,500 including mill & overlay • Stormwater drainage improvements of $90,000 • Participation of in-kind support for playground installation at Legacy Square The request was introduced to the City Commission through City Manager reports at the October 4, 2023, Regular Meeting. On October 16, 2023, the City Commission received a presentation from the OCPI members David Lee and Ryan Henningsen and again on October 18, 2023, Regular Meeting. The City Commission heard about funding options from city staff and received additional comments from OCPI member David Lee at the October 23, 2023, Study Session. A request was made by the City Commission for continued discussion and/or approval at the October 30, 2023, Study Session. Analysis: Ottawa Community Partnership, Inc (OCPI) has requested the City of Ottawa participate in the project by purchasing the park properties located at 125 S. Walnut and 202 W. 1st Street in the amount of $475,526.47. The properties are valued at more than $1,300,000. Additionally, once complete, the walkway parcel connecting Legacy Square and Main Street will be deeded to the City. Fundraising by OCPI has begun for the connecting link portion of the project and is targeted for completion by October 2024. Contribution estimates include grants of $250,000, raffles and community pledges of $275,000 10.30.23 Agenda Pkt Page 7  Back to Agenda and in-kind materials and labor from local businesses of $147,500. New construction for the project will begin after fundraising is complete and will consist of a property connecting Legacy Square to the Downtown Main Street complete with artwork, walkway, and matching archway structures as well as a sound system for Downtown and Legacy Square. The estimated cost of these new improvements is $669,500. Financial Considerations: City funds available to fulfil this request are recommended from the balance of American Rescue Plan Act (ARPA) grant funds. Total ARPA funding received by the City was $1,870,072.56. Through presentation and discussion with the City Commission in February and March 2022 Study Sessions, the following project priorities were established and funded: Amount Use of Funds Approval by City Commission $74,920 Replace FFCRA costs during Covid to the Transfer from grant fund to general fund made General Fund December 31, 2022 $212,935 Backup power to pump plant (Water Utility) Bids were accepted in October 2022 and the contract was approved December 2022 $28,173 OMA sign (received donations of $27,000) Approval of SHPO Override Application at April 19, 2023 Regular Meeting $76,500 Fire Department Comprehensive Study Bid proposal accepted at February 1, 2023 Regular Meeting $566,080 UV Disinfection System (Wastewater Utility) Bid proposal was accepted at the February 15, 2023 Regular Meeting $4,875 Utility Assistance Agreed by consensus at March 6, 2023 Study Session Additional projects discussed with the Commission and considered for use of remaining ARPA funding include golf course acquisition completion, renovation of the Commission chambers, and various recreational improvements. These grant funds must be committed by December 31, 2024 and spent no later than December 31, 2026. The current cash balance of $1,388,319.50, and an uncommitted fund balance of $906,589.56 is adequate to cover the requested amount of $475,526.47. Fund 407 is a grant fund and non-budgeted, so budget authority is not an issue. Legal Considerations: Approved as to form. Recommendation/Actions: Consider a request from Ottawa Community Partnership, Inc. (OCPI) to participate in the Legacy campaign for the completion of Legacy Square in the amount of $475,526.47 resulting in the acquisition of parks and greenspace located at 125 S. Walnut Street and 202 W. 1st Street, in the City of Ottawa, with use of available ARPA funds. Attachments: II.A.1 Onward Ottawa update and Funding Request II.A.2 Legacy Square funding outline provided by OCPI 10.30.23 Agenda Pkt Page 8  Back to Agenda Onward Ottawa Update October 13, 2023 In 2017, Ottawa Community Partnership, Inc (OCPI) a 501(c)3 and a coalition of the Chamber of Commerce and Franklin County Development Council, began a process which was to be transformative for our local community and its economy. Through a process of strategic planning, community gatherings and input, a plan was developed to build community space and transform a blighted area of our local downtown. Fundraising began in the late fall of 2017 and proceeded through August of 2018. Originally planned as a 3-phase project, we were able to raise $4.2 million through grants, community pledges and fundraising events. A determination was made to, instead of building in 3-phases, to do the complete build in 2019, managed and built with local contractors and Loyd Builders being the general contractor. Since most of the income was in pledges to be paid over the next 6-year period, a loan was necessary to facilitate the completion of the project. Legacy Square was born and became a reality. The ribbon cutting and first community event happened in August of 2019 with a couple other smaller events held in the new space that fall. To complete the build in a single-phase cost $4.9 million, leaving our fundraising short, once you factor in construction, fundraising, loan, and design expenses. With our good fortune in fundraising and community excitement for the newly opened space, we felt certain we could complete raising the necessary funds needed to pay off the note. Winter came…and then 2020. It is still fresh in all our minds how the world shut down by April 2020 and continued in flux well into 2021. Even during the pandemic, the space was used as outdoor space for community movie nights, candidate forums and community markets. With the world returning to a more normal state and the note coming due, OCPI, doing business as Onward Ottawa, is reviving efforts to complete the project with additional enhancements and raise more of the funds necessary towards paying off the bank. Currently we are approximately $475 thousand short of the necessary funds. The OCPI Board members have communicated with donors and evaluated all the remaining pledges. It appears only one of the pledges needs to be written off, still a wildly successful fundraising experience. However, to raise the funds, it is the Board’s sense, in order to reignite community enthusiasm once again for the space and inspire fundraising efforts, it would be prudent to add amenities to the space. Our recommendation is to complete the improvements 10.30.23 Agenda Pkt Page 9  Back to Agenda which were originally included but were dropped from the project because of lack of funds at the time. These include: • A sound system for the space with the potential to tie it to a new sound system for the entire downtown area. • Complete the connection between Legacy Square and downtown by creating a concrete pathway, landscaping, adding a matching canopy, art/murals, and potentially a fountain in the open space at 124 S. Main Street. We have always felt these additions are necessary to connect downtown businesses more completely with the event space and make communication easier and more functional. To assist in raising funds for the additions and to pay the debt, several strategies are recommended. • We already have commitments for the steel and the erection of the pavilion for the entryway on Main Street, along with commitments for the concrete, concrete installation and landscaping materials needed for the connection. • We are looking into grants for the artwork, and other amenities. Specifically, and in partnership with Main Street, City of Ottawa, and possibly others, another Tourism Grant, National Endowment of the Arts Our Town Grant, and Community Facilities Grants through USDA. • We have commitment from our local Victory Dodge dealer as well as several other local businesses for a raffle to raise money for the space. Further, Ottawa Bike and Trail has offered a bicycle for a separate raffle, likely predominantly from folks out of town. The goal for these fundraisers would be $50,000.00. Onward Ottawa is requesting the City of Ottawa come along side our community organization to help complete this project by way of a matching grant. Legacy Square has injected thousands of dollars into the local economy and the Proposed Connecting the Legacy Project will greatly enhance the overall appeal and functionality of the original Legacy Square Project. The Onward Ottawa group is committed to the Connecting the Legacy Project and has already begun the fundraising efforts by securing in-kind commitments for the items listed above. In addition to raising the necessary funds for the project, OCPI will transfer by deed our $510,000.00 of appraised assets at 125 S. Walnut and 202 W. 1st Street to the City of Ottawa. Please refer to the spreadsheet for more detailed information regarding the finances. 109 E. 2nd Street | P.O. Box 580 | Ottawa, Kansas 66067 Phone: 785.242.1000 | www.onwardottawa.com Email: onward@ottawakansas.org 10.30.23 Agenda Pkt Page 10  Back to Agenda 10.30.23 Agenda Pkt Page 11  Back to Agenda 10.30.23 Agenda Pkt Page 12  Back to Agenda 10.30.23 Agenda Pkt Page 13  Back to Agenda Debt & Pledges Principal $904,500.60 Payments on Pricipal $271,510.34 Balance Subtotal $632,990.26 Interest Due 10/4/23 $40,001.48 Total P & I $672,991.74 Pledges Outstanding $124,790.27 Cash Balance^ $72,675.00 Funds to 10/4 Maturity $197,465.27 GAP $475,526.47 ^Interest Reserve 38k excluded Additions to Legacy Speakers (and downtown) $75,000.00 Connection Land Acquisition $25,000.00 Art $50,000.00 New Structure, Pavement, Landscaping $519,500.00 Legacy Restructure $475,526.47 Total Project Cost $1,145,026.47 Matches In‐Kind: Structure $70,000.00 Concrete Material/Sidewalk $19,500.00 Landscaping $8,000.00 Other In‐Kind $50,000.00 City Contribution $475,000.00 Total Matching Contributions $622,500.00 Additional Resources Needed $522,526.47 Resources for Cash Match Raffles/Pledges $272,526.47 Grants $250,000.00 Grand Total Additions $522,526.47 10.30.23 Agenda Pkt Page 14  Back to Agenda Agenda Item: II.B City of Ottawa City Commission Study Session Meeting October 30, 2023 TO: Mayor and City Commission SUBJECT: Receive and file a report from city staff on the newborn infant protection act, HB 2024, and possible funding sources for the Safe Haven Baby Box campaign INITIATED BY: City Commission PREPARED BY: Director of Finance AGENDA: Items for Presentation & Discussion Recommendation: Receive and file a report from city staff on the newborn infant protection act, HB 2024, and possible funding sources for the Safe Haven Baby Box campaign. Background: The request for support of a Safe Haven Baby Box was first introduced to the City Commission through public comment by Angie Malik at the May 8, 2023, Study Session. At the October 23, 2023, Study Session, Angie Malik and Tiffany Wyatt provided an update on their progress with the Safe Haven Baby Box campaign to raise funding for the purchase and construction of the project. While fundraising continues, a request for financial contribution from the City of Ottawa of $5,000 was requested. The City Commission asked for city staff to conduct further research on the legislation passed and possible funding sources. Analysis: City staff has not had the opportunity to thoroughly assess and identify the proper placement and on- going requirements addressed in HB 2024, Section 9. Staff requests additional time to conduct further research to determine funding restrictions, project details such as quoted cost of construction and purchase price of equipment, and additional responsibilities for installation to a city facility. Financial Considerations: The City Commission requested city staff to propose options for funding of the $5,000 contribution request. Until further research is conducted, the most immediately available funding option for consideration is in the Community Service Fund (fund 11). This budgeted fund receives annual transfers from the General, Water, Wastewater, and Electric Funds for use in supporting community funding requests. The fund includes $5,500 reserved in line item 011-5-1100-569.50 for special requests such as this. No expenses have been made from this line item in 2023 and there is adequate cash balance and budget authority in this fund. Legal Considerations: HB 2024, Section 9, passed by legislation in 2022 is related to the request. Section 9 is related to the newborn infant protection act. Further research is needed to adequately provide legal considerations. Recommendation/Actions: Receive and file a report from city staff on the newborn infant protection act, HB 2024, and possible funding sources for the Safe Haven Baby Box campaign. Attachments: n/a 10.30.23 Agenda Pkt Page 15  Back to Agenda Agenda Item: II.C City of Ottawa City Commission Study Session October 30, 2023 TO: The Honorable May & City Commission SUBJECT: Discussion Amending the Meeting Day & Time of Study Sessions INITIATED BY: City Manager AGENDA: Items for Presentation & Discussion Recommendation: It is recommended that the City Commission discuss amending the meeting day and time and directing staff to draft the necessary documents for any desired changes. Background: At the October 16, 2023, Study Session the City Commission during manager comments, the City Commission expressed an interest in a discussing the reduction of meetings from 4 to 5 study sessions and 2 regular meetings each month to 4 meetings per month. The desire of the City Commission is to have an opportunity to review and discuss issues and items to be presented for discussion at least one to two times before formal consideration. The time and date of City Commission meetings are contained in Chapter 2, Article I, Section 2- 107 and 2-108 of the municipal code (II.C.1). Resolution 1820-19, establishes the hour of Regular Meetings to be 7 pm on the first Wednesday of each month and 10:00 am on the third Wednesday of each month. The resolution establishes Study Sessions to be held each Monday at 4 pm as long as there are sufficient agenda items to warrant a meeting. Analysis: Staff previously proposed conducting four Wednesday meetings each month at the following times: • 1st Wednesday Regular Meeting 7 PM • 2nd Wednesday (Regular/Study) Meeting 4 PM • 3rd Wednesday Regular Meeting 4 PM • 4th Wednesday (Regular/Study) Meeting 4 PM Should the City Commission elect to conduct 4 regular meetings each month the Commission can consider the following options for the conduct of business. Old Business / New Business The “Old Business” agenda occurs before New Business, however a vote to suspend the rules can allow for a vote to occur during the New Business portion of the agenda. Old Business: These are ongoing items that the commission has discussed in previous meetings. They may require further discussion, updates, or voting. 10.30.23 Agenda Pkt Page 16  Back to Agenda New Business: New topics or issues that have not been previously addressed are brought up here. This can include proposals, initiatives, or any other items the commission needs to discuss or act upon. Multiple Read A more formal process involves multiple readings for ordinances or certain proposals. This multiple-reading procedure is used to ensure transparency, allow for public input, and provide ample time for City Commissioners to consider proposed items. This process often follows the following format: First Reading: This is the introduction of the ordinance or proposal. It's presented to the city commission or council, often with a brief explanation or presentation by the relevant department or official. In many jurisdictions, there's no vote taken at this stage, but in some, a preliminary vote might occur to determine if the ordinance should proceed to the next stages. Public Notice: After the first reading, and before the second, there's often a period where the proposed ordinance is made available to the public. Public Hearing: Depending on the nature of the ordinance there might be a scheduled public hearing between the first and second readings. This is an opportunity for members of the public to voice their opinions or concerns directly to the city officials. Second Reading: The ordinance is presented again at a subsequent meeting. Further discussions might take place, considering any public feedback or additional research conducted by the members. At the end of this reading, there's often a vote to determine whether the ordinance will be adopted. Staff recommend using the first and more familiar approach of the Old Business/New Business agenda process. Any change to the existing meeting days or times will result in the need to adopt a new ordinance amending Chapter 2, Article I, Section 2-107 of the City of Ottawa, Kansas Municipal Code to reflect the change. Depending on the language of the new ordinance, a subsequent resolution may be required. Financial Considerations: There is a small publication fee associated with the adoption of a new ordinance. Legal Considerations: Approve as to form. Recommendation/Action: Discuss amending the meeting day and time and directing staff to draft the necessary documents for any desired changes. Attachments: II.C.1 Ch. 2, Art.II Sec. 2-107 Municipal Code (1 pg); II.C.2 Res. 1820-19 (1pg). 10.30.23 Agenda Pkt Page 17  Back to Agenda II.C.1 2-107. Regular meetings. Regular meetings of the Board of Commissioners shall be held on the first and third Wednesday of each month, and Regular Work Study Sessions each Monday. The time of the day of such meetings shall be established by resolution. If a meeting should fall upon a holiday recognized by the City, such meeting will be canceled or rescheduled as determined by the Governing Body with proper notification. (Code 1982; K.S.A. 12-1009) 2-108. Call for a special meeting. A. A call for a Special Meeting of the Board of Commissioners shall contain substantially the following: 1. Time and date of the meeting; 2. Place of the meeting; 3. Purpose for which the meeting is called; and B. A place for acknowledgment of receipt of notice and/or an acknowledgment of service of such notice together with time and date of such service. C. A call for a Special Meeting of the Board of Commissioners must be evidenced by the signature of a majority of the Commission on the form provided for that purpose. (Code 1982; K.S.A. 12-1009) 10.30.23 Agenda Pkt Page 18  Back to Agenda II.C.2 RESOLUTION NO. I S;)..D - I Cf A RESOLUTION DEFINING REGULAR MEETING TIMES OF THE GOVERNING BODY OF THE CITY OF OTTAWA, KANSAS. WHEREAS, Chapter 2, Article 1, Section 2-107 in the Municipal Code of the City of Ottawa, Kansas, 2015, provides the hour of weekly regular meetings of the Governing Body of the City of Ottawa, Kansas shall be set by resolution, and BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF OTTAWA, KANSAS: Section 1. The Governing Body has determined the hour of Regular Meetings shall be 7 pm on the first Wednesday of each month and 10:00 am on the third Wednesday of each month. Section 2. The Governing Body has determined that the hour of Regular Work Study Session Meetings shall be held each Monday at 4 pm as long as there are sufficient agenda items to warrant a meeting. Section 3. The Governing Body has determined if a meeting should fall upon a holiday recognized by the City, such meeting may be canceled or rescheduled as determined by the Governing Body with proper notification. Section 4. Resolution No. 1424-07 is hereby repealed. Section 5. This resolution shall take effect upon its approval by the governing body. ADOPTED this /~ day of bece.wt.h-e..r , 2019, by the Governing Body of the city of Ottawa, Kansas. ATTEST: $:iht 10.30.23 Agenda Pkt Page 19