City Commission

Study Session Minutes Ottawa, Kansas Minutes of November 13, 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. Mayor Crowley called the meeting to order. Public Comments No public comments were received. Minutes to Review The Governing Body reviewed minutes from the November 1, 2023 Regular Meeting and the November 6, 2023 Study Session. The Governing Body agreed by consensus to place these items on the next Regular Meeting agenda on November 15, 2023. Ordinance Rezoning Property at 1426 E. Wilson from C-2 to R-2 The Governing Body heard from Neighborhood and Community Services Director Lucas Neece and City Planner Zach Martin, who reviewed an ordinance for a rezoning request at 1426 E. Wilson from C-2, Restricted Commercial District to R-2, Medium Density Residential District. Mr. Martin reviewed the following items and answered questions: • The parcel at 1426 E. Wilson has remained undeveloped since its platting. • The recent acquisition prompted the applicant to craft a comprehensive development proposal featuring forty townhome units. • The consensus among the staff is that the current C-2 zoning renders the parcel unlikely to be developed. • During the Planning Commission meeting, a public hearing convened on September 28, 2023, yielded no public comments. • The Planning Commission unanimously approved the motion, embracing the staff findings and endorsing the rezone with a favorable vote of 5-0. The Governing Body agreed by consensus to place this item on the next Regular Meeting agenda on November 15, 2023. Ordinance Creating a Conditional Use Permit for Property at 1426 E. Wilson to Allow Density of Proposed Use The Governing Body heard from Neighborhood and Community Services Director Lucas Neece and Planner Zack Martin, who reviewed an ordinance for creating a conditional use permit at 1426 E. Wilson to allow the development of forty single-family dwelling townhomes. Mr. Martin reviewed the following items and answered questions: • The parcel at 1426 E. Wilson has remained undeveloped since its initial plating. • The recent acquisition spurred the applicant to devise a comprehensive development proposal for forty townhome units. • Staff recommended approval with specified conditions, including: • Resolution of any structure built over the southern property line before the issuance of building permits • Landscaping compliance with Article 20, as depicted on the site plan, is subject to review before building permit issuance • Construction of sidewalks along Davis, Wilson, and Crosswinds Drive to adhere to the City of Ottawa design standards to be executed by the developer November 13, 2023 City of Ottawa Study Session Minutes November 13, 2023 Page 2 • A fully executed development agreement between the developer and the City of Ottawa, with building and driveway permits obtained before initiating construction • A public hearing was conducted on November 8, 2023, during the Planning Commission meeting • The Planning Commission unanimously approved the motion, endorsing the staff findings and recommending approval of the rezoning to the City Commission with a favorable vote of 5-0 Following discussion, the Governing Body reached a consensus to include this item on the agenda for the upcoming Regular Meeting on November 15, 2023. Request for Direction to Publish Public Hearing Notice to Amend the 2023 Operating Budget The Governing Body received a comprehensive overview from Finance Director Melanie Landis regarding the request for direction to publish a public hearing notice to amend the 2023 Operating Budget. Ms. Landis provided detailed information and addressed inquiries: • A budget amendment becomes necessary when the anticipated expenditures for any one budgeted fund may exceed the originally adopted budgeted expenditure. • The proposed budget hearing is scheduled for December 6, 2023, at 7:00 pm. • Regarding the Library Fund: • Estimates include budgeting for motor vehicles and delinquent taxes. • The fund has successfully collected and distributed 99% of the ad valorem budgeted and 84% of the budgeted motor vehicle and delinquent taxes. • The December distribution from the County is expected to include unbudgeted receipts for motor vehicle taxes and potential ad valorem amounts held due to appeals under review. • The recommended budget amendment aims to increase expenditure authority, facilitating the distribution of these receipts to the Library if received. This amendment does not impact the approved mill rate for 2023. • Regarding Proximity Park (Special Sales Tax Fund): • This special revenue fund, collecting the one-half cent special sales tax for Proximity Park, has budgeted expenditures limited to scheduled debt payments for 2023. • The City was granted a Building a Stronger Economy (BASE) grant in 2022, but the approved projects and associated expenses surpass the available grant funding. • Three of these projects pertain to Proximity Park, and a fund transfer will offset costs not covered by the grant. • Regarding the Golf Course Fund: • Established in 2022 after an opportunity arose to acquire the golf course, this fund incurred 2023 insurance and tax payment expenses. • Lacking an ongoing revenue stream, expenses will be offset by a transfer from the general fund, as indicated in the 2023 budget. Upon publication of the Notice of Public Hearing, citizens interested in reviewing the detailed document will find it available at City Hall and on the City's website. The Governing Body agreed by consensus to approve the publication for the 2023 Budget Amendment Hearing. 2 November 13, 2023 City of Ottawa Study Session Minutes November 13, 2023 Page 3 Ordinance Amending Section 2-107, Regular Meetings, of the Municipal Code The Governing Body heard from City Attorney Blaine Finch, who reviewed an ordinance regarding changing the Governing Body meeting dates and discussed the following: • It is recommended that the City Commission consider the proposed ordinance, amending Chapter 2, Article II, Section 2-107. This reflects the Governing Body's aspiration to modify meeting dates and times, aiming to conduct the City's business more efficiently while ensuring accessibility to citizens. • During the October 16, 2023 Study Session, the City Commission expressed an interest in exploring the reduction of meetings from four to five study sessions and two regular meetings per month to a more streamlined schedule of four meetings monthly. • Business presentation will follow an Old Business/New Business format, enhancing organizational clarity. • Proposed Meeting Schedule: o First Wednesday of each month: 7:00 pm o Second Wednesday of each month: 4:00 pm o Third Wednesday of each month: 10:00 am o Fourth Wednesday of each month: 4:00 pm o Fifth Wednesday of the month (when occurring): 4:00 pm • The Governing Body may cancel or reschedule any meeting in its sole discretion and upon proper notification The Governing Body agreed by consensus to place this ordinance on the November 15, 2023 Regular Meeting. Memorandum of Understanding (MOU) for Purchase of Property at Legacy Square The Governing Body heard from City Manager Brian Silcott and City Attorney Blaine Finch, who reviewed a memorandum of understanding for the purchase of property at Legacy Square and discussed the following: • It is recommended that the City Commission include the proposed Memorandum of Understanding on the agenda for the November 15, 2023 Regular Meeting. • The Legacy Square project has been discussed at several previous Governing Body meetings on October 2, October 16, October 18, October 23, 2023 and October 30, 2023. • Legacy Square's initial construction took place in 2019 and involved diverse resources, including city support and in-kind contributions. • The MOU establishes a comprehensive understanding that, in exchange for $475,000, the City will acquire two parcels of real estate located at 125 S Walnut Street and 202 W 1st Street. These parcels contain improvements designed to benefit the public, promote tourism, and enhance Ottawa's overall quality of life. OCPI commits to transferring ownership to the City by December 31, 2023. • City and OCPI agree that the City’s use of funds to purchase the property is a challenge to neighbors and community members to contribute to the project to add a gateway from the current facility to Main Street as well as a sound system • The current cash balance available within the ARPA fund is $1,388,319.50, with an unencumbered amount of $906,589.56 3 November 13, 2023 City of Ottawa Study Session Minutes November 13, 2023 Page 4 The Governing Body agreed by consensus to place this memorandum of understanding on the November 15, 2023 Regular Meeting. City Manager's Comments City Manager Brian Silcott updated the Governing Body on current projects and City operations. Commissioner's Comments Mayor Pro Tem Skidmore thanked City employees for participating in Day on the Job through Franklin County Development Council. Mayor's Comments Mayor Crowley had no comment. Announcements A. November 15, 2023 Regular Meeting –10:00 am, City Hall B. November 20, 2023 Study Session – 4:00 pm, City Hall C. November 23-24, 2023 Thanksgiving Holiday – City Offices CLOSED D. November 25, 2023 Mayor’s Christmas Tree Lighting & Christmas Parade – 4:30 pm, 2nd and Main E. November 27, 2023 Study Session – 4:00 pm, City Hall F. December 4, 2023 Study Session – 4:00 pm, City Hall G. December 6, 2023 Commission Photo – 6:30 pm, City Hall Executive Session Recess Mayor Crowley made a motion, seconded by Mayor Pro Tem Skidmore, to recess into executive session for a period of 15 minutes, resuming at 5:05 pm with City Attorney Blaine Finch and City Manager Brian Silcott present for the purpose of 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 motion was considered and upon being put, all present voted aye. 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 5:05 p.m. Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 5:05 p.m. _/s/ Melissa Reed________________________ Melissa Reed, City Clerk 4 November 13, 2023