City Commission

OTTAWA CITY COMMISSION REGULAR MEETING AGENDA Wednesday, January 10, 2024 - 4:00 pm Ottawa City Hall - 101 S. Hickory In accordance with Kansas Open Meetings Act (KOMA), the Citizens may in person, via Zoom or submit comments (300 meeting can be viewed live on Channel 23 and via Facebook Live words or less) for the City Commission to be read during public or listened to by dialing: 1-312-626-6799 and entering meeting comment or during discussion on an agenda item. ID 860 5916 7188#. To view on YouTube: https:// To submit your comment or request the meeting Zoom link to www.youtube.com/@ottawaksgov give a public comment, email publiccomments@ottawaks.gov If you need this information in another format or require a no later than 2:00 pm on January 10, 2024; all emails must reasonable accommodation to attend this meeting, contact the include your name and address. Participants who generate City’s ADA Coordinator at 785-229-3621. Please provide advance unwanted or distracting noises may be muted by the meeting notice of at least two (2) working days. TTY users please call 711. host. If this happens, unmute yourself when you wish to speak. I. CALL TO ORDER II. ROLL CALL ____ Crowley ____ Skidmore ____ Graves ____ Caylor ____ Clayton III. WELCOME IV. PLEDGE OF ALLEGIANCE V. INVOCATION VI. 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 information purposes only. The Governing Body will take comments under advisement. VII. APPOINTMENTS, PROCLAMATIONS, RECOGNITIONS, NOMINATIONS, AND PUBLIC HEARINGS A. Proclamation Recognizing Dr. Martin Luther King Jr Day on January 15, 2024 (P. 3) VIII. CONSENT AGENDA A. Minutes From January 3, 2024 Regular Meeting (Pp. 4 - 5) B. Agenda Approval Motion: __________ Second: __________ Vote: __________ IX. DECLARATION At this time, I’d like to give the Commissioners a chance to declare any conflict or communication they’ve had that might influence their ability to consider today’s issues impartially. X. UNFINISHED BUSINESS XI. NEW BUSINESS A. Resolution Amending City of Ottawa Personnel Policy to Eliminate Section 5.12 - Human Resources Director Stegman / City Manager Silcott (Pp. 6 - 9) Comments: The section to be eliminated addresses additional compensation for achieving higher education. Motion: __________ Second: __________ Vote: __________ 1.10.24 Agenda Pkt Page #1  B. Purchase of Single Phase Advanced Metering Infrastructure (AMI) - Utilities Director Riney / Finance Director Landis (Pp. 10 - 13) Comments: Request for approval to purchase 2,600 single phase electric AMI meters at approximate cost of $468,000. Motion: __________ Second: __________ Vote: __________ C. Comments by Mayor Eric Crowley and Plaque Presentation D. City Commission Nominations and Election of Mayor for the 2024 Term Motion: __________ Second: __________ Vote: __________ E. Mayor’s Oath of Office F. Comments by Newly-Appointed Mayor G. City Commission Nominations and Election of Mayor Pro Tem for the 2024 Term Motion: __________ Second: __________ Vote: __________ H. Mayor Pro Tem’s Oath of Office I. Comments by Newly-Appointed Mayor Pro Tem XII. COMMENTS BY CITY MANAGER XIII. COMMENTS BY GOVERNING BODY XIV. ANNOUNCEMENTS A. January Meetings 1. January 17, 2024 10:00 am, City Hall 2. January 24, 2024 4:00 pm, City Hall CANCELLED B. January 24, 2024 League of Kansas Municipalities Local Government Day - 2:30 pm, The Beacon, Topeka C. January 25, 2024 Chamber Annual Awards and Banquet - 5:15 pm, Ottawa University Schendel Conference Center XV. ADJOURN 1.10.24 Agenda Pkt Page #2  Back to Agenda Whereas, on October 19, 1983, the U.S. Congress passed legislation making the third Monday of every January (beginning with 1986) the day America would honor Dr. Martin Luther King, Jr. with a National Holiday, and; Whereas, on January 16, 2002 the Ottawa City Commission made the King Holiday an official City holiday, and; Whereas, this is the first National Holiday to honor an individual black American, and; Whereas, the King Holiday affords all of us an opportunity to reflect upon the past while seeking hope, determination, and an opportunity to act upon the promise of the future, and; Now, therefore, the Governing Body of the City of Ottawa, Kansas, does hereby recognize Monday, January 15, 2024 as: Dr. martin Luther King, JR. DAY And reminds all citizens to remember that the legacy of Dr. King lives in each of us, and we are responsible to promote, teach and live the American Dream. Signed this 10th day of January 2024. Eric Crowley, Mayor 1.10.24 Agenda Pkt Page #3  Back to Agenda Regular Meeting Minutes City Hall Minutes of January 3, 2024 The Governing Body met at 7:00 p.m. on 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 of First Baptist Church gave the invocation. Public Comments No public comments were received. Appointments, Proclamations, Recognitions, Nominations and Public Hearings None were presented. Consent Agenda Commissioner Graves made a motion, seconded by Commissioner Clayton, to approve this consent agenda to include minutes from the December 18, 2023 Study Session, December 20, 2023 Regular Meeting and the Regular Meeting agenda. The motion was considered, and upon being put, all present voted aye. The Mayor declared the consent agenda duly approved. Declaration No declaration was made. Federal Aviation Administration Disadvantaged Business Enterprises Program The Governing Body heard from Public Works Director Haeffele, who explained that it is the policy of the City of Ottawa to ensure that Disadvantaged Business Enterprises, as defined in 49 CFR Part 26, have an equal opportunity to receive and participate in Department of Transportation-assisted contracts. Mr. Haeffele explained that this DBE policy keeps us in compliance with the FAA. Commissioner Clayton made a motion, seconded by Commissioner Caylor, to approve this policy. The motion was considered and upon being put, all present voted aye. The Mayor declared this policy duly approved. Discussion on the Selection of Mayor & Mayor Pro Tem for 2024 The Governing Body heard from City Attorney Finch, who recommended the City Commission discuss the process for the selection of the Mayor (Chair) and Mayor Pro Tem (Vice-Chair) for 2024. Additionally, it was noted that the three recently elected Commissioners are scheduled to be sworn in on Monday, January 8th. The Governing Body expressed unanimous support for the nomination of Mayor Pro Tem Skidmore as the next Mayor and Commissioner Graves as the Mayor Pro Tem. 1.10.24 Agenda Pkt Page #4 City Manager’s Comments City Manager Brian Silcott expressed gratitude to the Governing Body for their transparent, accountable, and participative governance. Governing Body Comments Commissioner Caylor thanked employees for their exceptional efforts. Commissioner Clayton appreciated the discussion on reorganization. Mayor Pro Tem Skidmore thanked employees for their investment in our community. Mayor Crowley shared comments from a citizen recognizing the maintainance of the cemeteries. Announcements Mayor Crowley made the following announcements: A. January Meetings 1. January 10, 2024 4:00 pm, City Hall 2. January 17, 2024 10:00 am, City Hall 3. January 24, 2024 4:00 pm, City Hall (This meeting will be canceled) B. January 24, 2024 League of Kansas Municipalities Local Government Day - 2:30 pm, The Beacon, Topeka C. January 25, 2024 Chamber Annual Awards and Banquet - 5:15 pm, Ottawa University Schendel Conference Center Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 7:25 p.m. Melissa Reed, City Clerk 1.10.24 Agenda Pkt Page #5  Back to Agenda Agenda Item: XI.A City of Ottawa City Commission Meeting January 10, 2024 TO: City Commission SUBJECT: Resolution Eliminating Personnel Policy Section 5.12 Higher Education Compensation from the City of Ottawa Personnel Policy INITIATED BY: City Manager AGENDA: New Business Recommendation: It is recommended the City Commission adopt the resolution approving an amendment to the City of Ottawa Personnel Policy eliminating Section 5.12 related to additional compensation for achieving higher education and direct the City Manager, or his designee, to ensure distribution of these changes to all city employees in a timely manner. Background: McGrath Human Resources Group, Inc., an organization that specializes in public sector consulting, was commissioned by the City of Ottawa, Kansas to conduct a comprehensive Compensation Study. Included in the study was an in-depth review of the City’s compensation policies which was concluded and presented to the City Commission on December 4, 2023. The City Commission adopted Resolution 1950-23 amending the City of Ottawa Personnel Policies related to compensation. McGrath included in their recommendation removal of the practice of compensating new and existing employees for attainment of a higher education degree when required for the position they hold with the city. Under the new compensation plan and pay ranges, adequate compensation for degree required positions have been considered and included in the pay plan. Analysis: After consideration by management and department directors, the proposed resolution eliminates Personnel Policy 5.12 Additional Compensation for Achieving Higher Education. Staff will further evaluate an education program and policy updates for attaining higher education degrees while employed by the City of Ottawa. The proposed resolution would adopt the recommended benefit policy amendment which becomes effective upon adoption of this resolution. Policy amendment include: 1. Elimination of Personnel Policy 5.12 January 2024 Amendments to the City of Ottawa Personnel Policy Strike the following section: 5.12 Additional Compensation for Achieving Higher Education 1.10.24 Agenda Pkt Page #6 The starting salary of an employee will reflect the attainment of education prior to beginning employment with the City, whether it was a requirement of the position or not. During employment, if an employee earns a degree, compensation will be given according to the schedule below. Associates Degree 2% increase Bachelors Degree 4% increase Masters Degree 6% increase In fields of study where it is common to first earn an associates degree before attaining a bachelors degree, the employee would receive a two percent increase after the associates degree and an additional two percent after earning the bachelors degree. In careers where it is common to work on a bachelor’s degree without having an associates degree first, the employee would receive a four percent increase once the bachelor’s degree has been earned. Financial Considerations: None at this time. Legal Considerations: Approve as to Form. City Attorney Blaine Finch has reviewed the proposed policy and determined these changes comply with all applicable Federal and State employment laws, and provided the draft resolution presented. The City Attorney has authored the proposed resolution. Recommendation/Action: It is recommended the City Commission deliberate the proposed resolution eliminating Section 5.12 of the Ottawa Personnel Policy related to additional compensation for achieving higher education and direct the City Manager, or his designee, to ensure distribution of these changes to all city employees in a timely manner for the following courses of action: • Take Final Action at the January 10th Regular Meeting: o “Adopt the Resolution eliminating Section 5.12 of the Ottawa Personnel Policy related to additional compensation for achieving higher education and direct the City Manager, or his designee, to ensure distribution of these changes to all city employees in a timely manner.” • Refer Item XI.A to the Wednesday, January 17th Regular Meeting for continued deliberation and consideration. Attachments: XI.A.1 Resolution Striking Section 5.12 (2 pp) 1.10.24 Agenda Pkt Page #7  Back to Agenda RESOLUTION NO. ________ A RESOLUTION APPROVING AMENDMENTS TO THE CITY OF OTTAWA, KANSAS PERSONNEL POLICY. WHEREAS, the City of Ottawa, Kansas (the "City") is a duly incorporated city of the second class organized under the laws of the state of Kansas (the "State") which recognizes that its employees are its greatest strength. WHEREAS, the City has undertaken a compensation study to ensure current employees are paid at market rates and that wages are sufficient to attract and retain the best possible talent; and WHEREAS, the compensation study has found areas of the current personnel policy that need to be amended to accomplish the goals of the Governing Body; THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF OTTAWA, KANSAS, AS FOLLOWS: Section 1. Temporary Guidelines. The Governing Body hereby adopts the attached amendments to the City of Ottawa’s Personnel Policy and directs the City Manager or his designee to ensure distribution of these changes to all city employees in a timely manner. Section 2. At Will Employment. Nothing in these changes shall be construed to change the nature of at will employment for all City employees. Section 3. Repeal. All prior sections in conflict with these amendments are hereby repealed. Section 4. Effective Time. These guidelines shall take effect upon adoption of this resolution. Adopted by the Governing Body of the City of Ottawa, Kansas ___day of _______________2024. ___________________________________ Mayor (SEAL) ATTEST: ___________________________________ City Clerk 1.10.24 Agenda Pkt Page #8  January 2024 Amendments to the City of Ottawa Personnel Policy Strike the following section: 5.12 Additional Compensation for Achieving Higher Education The starting salary of an employee will reflect the attainment of education prior to beginning employment with the City, whether it was a requirement of the position or not. During employment, if an employee earns a degree, compensation will be given according to the schedule below. Associates Degree 2% increase Bachelors Degree 4% increase Masters Degree 3% increase In fields of study where it is common to first earn an associates degree before attaining a bachelors degree (police), the employee would receive a two percent increase after the associates degree and an additional two percent after earning the bachelors degree. In careers where it is common to work on a bachelor’s degree without having an associates degree first, the employee would receive a four percent increase once the bachelor’s degree has been earned. 1.10.24 Agenda Pkt Page #9  Back to Agenda Agenda Item: XI.B. City of Ottawa City Commission Meeting January 10, 2024 TO: City Commission SUBJECT: Single Phase Electric AMI Meter Purchase INITIATED BY: City Manager PREPARED BY: Utilities and Finance Staff AGENDA: New Business Recommendation: Approve the purchase of 2600 single-phase Electric Automated Metering Infrastructure (AMI) meters. Background: This project began in the fall of 2016 with an expectation that a full conversion program would be completed over a 4-to-5-year timeline. Electric utility fund balance, budget restrictions, and supply chain issues causing delivery delay of more than twelve months have lengthened that timeline. The capabilities offered by the use of AMI metering include remote connection, disconnection, customer and staff review of real time electric usage. Full conversion of the system offers additional capabilities to include online portal access, outage mapping, service restoration response, in-depth data analytics and engineering evaluation. Cost of service evaluation and metrics for use in determining capital and operating budget priorities are additional benefits. Currently there are 4,165 AMI meters active in the electric system. The purchase of an additional 2,600 meters will be used for completion of the AMI single phase conversion and current AMI meter replacement as needed or use for new additions to the system. Analysis: The anticipated delay in delivery of the meter order is expected to be approximately twelve months. Upon receipt, city crews will begin installation and conversion which is estimated to be complete over six to eight months. Additional actions are necessary for full conversion including analysis of existing 3-phase meters and A-base meters which are varied, and the conversion will be complex. City crews will begin inventory evaluation in January of 2024 and should complete the analysis within six months. Proposal for purchase of 3-phase meters will be made at a later time. Upon full conversion, additional purchase of technology platforms will allow customers and city staff complete utilization of this AMI system. Financial Considerations: Annually the purchase of electric meters toward completion of the conversion program have been budgeted within the electric fund (037) at $100,000 per year. Fund 046-Electric Capital Project Fund has expenditure authority and fund balance of 1.10.24 Agenda Pkt Page #10 $2,010,000 to cashflow 100% of this expenditure. No projects or purchases will be delayed as a result of this purchase. The purchase of the remaining meters and supporting technology platforms to complete the AMI system will utilize the budgeted $100,000 in the Electric Fund to offset a portion of the total purchase cost. Legal Considerations: Approve as Form Recommendation/Action: Approval of purchase of 2,600 single-phase electric AMI meters at the approximate purchase price of $468,000. Attachments: XI.B.1 Excerpt of Minutes (2 pp) 1.10.24 Agenda Pkt Page #11  Back to Agenda EXCERPT OF MINUTES ADVANCED METERING INFRASTRUCTURE (AMI) Study Session Minutes Ottawa, Kansas Minutes of August 22, 2016 The Governing Body met at 4:00 pm this date with the following members present and participating to wit: Mayor Caylor, Commissioner Reed, Commissioner Graves, Commissioner Skidmore, and Commissioner Jorgensen. A quorum was present. Advanced Metering Infrastructure (AMI) Heard an update from Utility Director Dennis Tharp related to a proposed Advanced Metering Infrastructure Test Deployment. Mr. Tharp explained that the city is ready to execute a contract with Elster. The entire project will take between 4 and 5 years to complete in its entirety. The Elster company will work with the Tyler system. There will be an increase in the cost of a meter, which will be about double compared to the current meter cost, but metering will be more accurate and reading will be electronic. The test group will include 200 electric and 200 water meters. It was agreed to place this item on the next Study Session for further discussion. Director of Utilities Tharp also informed the Governing Body that the City has a new raw water line in progress located at the Second Street river lift station to the water plant and also, tomorrow is a planned electrical outage for the area between 15th-19th Streets and between Oak and Elm Streets. The outage could last between 1-5 hours. Study Session Minutes Ottawa, Kansas Minutes of August 29, 2016 The Governing Body met at 4:00 pm this date with the following members present and participating to wit: Mayor Caylor, Commissioner Reed, Commissioner Graves, and Commissioner Skidmore. Commissioner Jorgensen was absent. A quorum was present. Advanced Metering Infrastructure (AMI) The Governing Body heard an update from Utility Director Dennis Tharp related to a proposed Advanced Metering Infrastructure Test Deployment. Mr. Tharp explained staff is prepared for test deployment of AMI with a test group including 200 electric and 200 water meters for 200 households and answered questions from the Governing Body. City Manager Richard U. Nienstedt explained AMI is part of the technological revolution and can help with personal conservation by allowing citizens to monitor the usage at their homes. The Governing Body agreed by consensus to place this item on the next Regular Meeting agenda. Continued 1.10.24 Agenda Pkt Page #12 Regular Meeting Minutes Commission Chambers 101 S Hickory, Ottawa, Kansas Minutes of September 7, 2016 REVISED The City 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 Caylor, Commissioner Skidmore, Commissioner Graves, Commissioner Reed, and Commissioner Jorgensen. A quorum was present.. Advanced Metering Infrastructure (AMI) Test Deployment The Governing Body reviewed a request for approval of Advanced Metering Infrastructure Test Deployment and invited the Ottawa Utilities Department to provide a presentation. The Governing Body heard from Utility Director Dennis Tharp who provided a presentation and answered questions from the Governing Body. Commissioner Reed made a motion, seconded by Commissioner Jorgensen to approve the request for approval of Advanced Metering Infrastructure Test Deployment. The motion was considered and upon being put, all present voted aye. The Mayor declared the motion duly approved. NOTHING FOLLOWS 1.10.24 Agenda Pkt Page #13