City Commission

OTTAWA CITY COMMISSION REVISED REGULAR MEETING AGENDA Wednesday, April 3, 2024 - 7:00 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 979 6273 3505#. 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 April 3, 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 ____ Skidmore ____ Allen ____ Caylor ____ Clayton ____ Crowley 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 VIII. CONSENT AGENDA A. Minutes from the March 20, 2024 City Commission Meeting (Pp. 3 - 5) B. Minutes from the March 27, 2024 City Commission Meeting (Pp. 6 - 8) C. Reappoints to City Boards/Commissions for 2024 (P. 9) D. 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 A. Continued Discussion of Donation by Power of the Past Antique Engine and Tractor Association - Director Haeffele (Pp. 10 - 20) Comments: The Association has offered to donate $50,000 to build an additional shelter house in Forest Park. Motion: __________ Second: __________ Vote: __________ 4.03.24 Agenda Pkt Page #1  B. Continued Discussion of Flood Insurance Recommendation for 2024 - Human Resources Director Stegman (Pp. 21 - 23) Comments: Discuss recommendation to cancel all flood insurance policies. Motion: __________ Second: __________ Vote: __________ XI. NEW BUSINESS XII. COMMENTS BY CITY MANAGER XIII. COMMENTS BY GOVERNING BODY XIV. ANNOUNCEMENTS A. April 10, 2024 City Commission Meeting - 4:00 pm, City Hall B. April 17, 2024 City Commission Meeting - 10:00 am, City Hall XV. EXECUTIVE SESSION Motion: I move the Commission recess into executive session at ______ pm for a period of ____ minutes with the City Manager and ________ present for the purpose of personnel matters of non-elected personnel. No action will be taken. 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)(1). The open meeting is to resume in this room at _______ pm. V. ADJOURN 4.03.24 Agenda Pkt Page #2  Back to Agenda Agenda Item: VIII.A Regular Meeting Minutes City Hall Minutes of March 20, 2024 The Governing Body met at 10:00 am on this date for the Regular City Commission Meeting with the following members present and participating to wit: Mayor Skidmore, Mayor Pro Tem Allen, Commissioner Caylor and Commissioner Crowley. Commissioner Clayton arrived at 10:02 am. Mayor Skidmore called the meeting to order. Mayor Skidmore welcomed the audience and led the Pledge of Allegiance to the American flag. Pastor Gregg Hall from Life Mission Church gave the invocation. Public Comments Bob Brand, 840 S. Burrough, voiced concerns regarding two properties that had code violations. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Consent Agenda Commissioner Crowley made a motion, seconded by Commissioner Caylor, to approve this consent agenda to include minutes from the March 6, 2024 Regular Meeting, the February 2024 Financial Report, 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. Unfinished Business New Business Donation by Power of the Past Antique Engine and Tractor Association The Governing Body heard from Public Works Director Michael Haeffele who presented an offer from the Power of the Past Antique Engine and Tractor Association to donate $50,000 for the construction of an additional shelter house in Forest Park and included the following: • This year will mark the 29th annual Power of the Past Antique Engine and Tractor Show which started with a handful of antique engine and tractor enthusiasts • The show has grown to hold national type shows, this year is the Massey Expo of North America • The club makes a donation every year to the City of Ottawa and plans to donate $50,000 this year for a new shelter house in Forest Park • David Reeves from the Association described the requested shelter material and signage recommended for the proposed shelter house • City Attorney Finch advised the Governing Body regarding designated donations The Governing Body agreed by consensus to direct City Attorney Finch to draft a 4.03.24 Agenda Pkt Page #3 memorandum of understanding, outlining the expectations for use of the donated funds, for review and consideration at a future Regular Meeting. Mulberry and Dundee Intersection Improvement Public Works Director Michael Haeffele presented the findings from the bid opening for the Mulberry and Dundee Intersection Improvement project to the Governing Body. The discussion included the following points: • The intersection has been plagued by persistent issues, the northwest corner of the intersection regularly sustaining damage to its curb inlet due to frequent contact with semi-traffic. • The damage results in an increased workload for streets and stormwater crews, which could be avoided with the proposed improvements. • In collaboration with the City Engineer, the new design features a revised radius for the northwest corner of the intersection. • Implementing a wider corner radius will facilitate smoother turning movements for tractor-trailers and prevent future damage to curb inlets. • Four bids were received for the project. • The lowest bid, totaling $100,739.47, was submitted by Koehn Construction Services, LLC. After discussion, Commissioner Crowley made a motion, seconded by Mayor Pro Tem Allen to accept the bid from Koehn Construction Services, LLC in the amount of $100,739.47. The motion was considered and upon being put, all present voted aye. The Mayor declared this item approved. Resolution for Expanded Investment Policy Assistant Finance Director Rebekah McCurdy presented a resolution regarding the advisability of and adopting of an expanded investment policy and discussed the following: • On June 15, 2016 the City Commission passed Resolution 1643-16, authorizing City staff to invest idle funds to generate interest income • The current investment policy permits investments in direct obligations of, or obligations insured as to principal and interest by, the United States or any agency thereof, and obligations and securities of US-sponsored enterprises eligible as security for public funds under federal law. • The policy allows for investments in US Treasury Notes. However, to directly purchase US Treasury Notes without a third-party purchaser, the City of Ottawa requires an Expanded Investment Authority in the investment policy. • As of March 1, 2024, the City of Ottawa's pooled investment fund has a balance of $20,418,227.68. • Adoption of the resolution does not guarantee Expanded Investment Authority to the City but permits staff to submit the approved resolution to PMIB (Pooled Money Investment Board) for consideration. The Governing Body agreed by consensus to place this item at a Regular Meeting. Capital Project Updates 4.03.24 Agenda Pkt Page #4 The Governing Body heard from City Manager Brian Silcott, who provided an update on current capital projects. Flood Insurance Recommendation for 2024 Human Resources Director Michelle Stegman presented the 2024 flood insurance recommendations to the Governing Body and discussed the following: • During the 2024 budget preparation, Mayor Skidmore requested a review of flood coverage for City buildings due to increased premiums • The recommendation also includes evaluating whether flood coverage is necessary given the existence of a certified river levee and potential risk • The City has maintained flood coverage policies since 2012 based on the advice of our property and casualty broker • Following changes to flood zone designations by FEMA in 2016, David Hamby, Floodplain Administrator, and City Engineer assessed various addresses with flood coverage • All covered buildings are located in Zone X, where flooding hazards are minimal to moderate and probability is low • Due to the high cost of flood insurance and the availability of disaster assistance through FEMA, staff recommends canceling all flood insurance policies • Savings from the budgeted expenses would be reserved to build a fund for building replacement and contents After discussion, the Governing Body agreed by consensus to place this item on the next Regular Meeting Agenda on March 27, 2024. City Manager’s Comments City Manager Brian Silcott provided department updates during his comments. Governing Body Comments Commissioner Clayton emphasized the significance of citizen engagement in capital improvement projects and inviting community input. Commissioner Crowley reiterated the importance of City Boards and encouraged interested citizens to explore opportunities for involvement by applying. Mayor Skidmore addressed the critical issue of low-income housing tax credits in bolstering affordable housing opportunities. Announcements A. March 27, 2024 City Commission Meeting – 4:00 pm, City Hall B. April 3, 2024 City Commission Meeting – 7:00 pm, City Hall C. April 10, 2024 City Commission Meeting – 4:00 pm, City Hall D. April 17, 2024 City Commission 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 11:29 a.m. Melissa Reed, City Clerk 4.03.24 Agenda Pkt Page #5  Back to Agenda Agenda Item: VIII.B Regular Meeting Minutes City Hall Minutes of March 27, 2024 The Governing Body met at 4:00 pm on this date for the Regular City Commission Meeting with the following members present and participating to wit: Mayor Skidmore, Mayor Pro Tem Allen, Commissioner Caylor, Commissioner Clayton and Commissioner Crowley. Mayor Skidmore called the meeting to order. Mayor Skidmore welcomed the audience and led the Pledge of Allegiance to the American flag and gave the invocation. Public Comments No public comments were received. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Recognition of City Clerk Reed for Earning a Certified Municipal Clerk Designation Melanie Landis, Director of Finance, recognized Melissa Reed for her achievement of earning her Certified Municipal Clerk designation. Ms. Reed thanked the Governing Body for their support. Consent Agenda Commissioner Crowley made a motion, seconded by Commissioner Clayton, to approve this consent agenda to include 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. Unfinished Business Continued Discussion of Flood Insurance Recommendation for 2024 Human Resources Director Michelle Stegman continued the discussion on the 2024 flood insurance recommendations to the Governing Body and discussed the following: • Review initiated during 2024 budget preparation to assess flood coverage for City buildings due to rising premiums and evaluate necessity given the certified river levee and potential risk • City has had flood coverage since 2012, with FEMA changing flood zone designations; covered buildings are in Zone X with varying flood hazard levels • Qualification for FEMA assistance without flood insurance outlined, including opportunities and current programs available • Current flood details provided, including NFIP and excess flood policies, limitations, deductibles, and replacement cost values • Current deductibles and potential discount rates for higher deductibles were 4.03.24 Agenda Pkt Page #6  discussed • Discussed the option for budgeted expenses for flood insurance placedin a reserve fund for future expenses related to flooding if coverage were cancelled • The Governing Body requested a survey of other surrounding communities with levee systems to ascertain their flood insurance status • Additionally, the Governing Body requested an exploration of options for discontinuing coverage at nonessential buildings. After deliberation, the Governing Body agreed by consensus to place this item on the next Regular Meeting agenda. New Business Review of Monthly Reports Submitted by Partner Agencies The Governing Body engaged in a comprehensive review of the February 2024 monthly financial and activity reports submitted by community partner agencies. Resolution Approving a Final Plat and Accepting the Dedication of all Easements and Right-of-Ways Within the Former Fairway Vista Addition, Northeast Village Replat City Planner Zack Martin presented a resolution approving a final plat and accepting the dedication of all easements and rights of way within the former Fairway Vista Addition Northeast Village replat. The discussion included the following points: • Pinnacle Construction, Inc. has applied for a final plat to permit the final plat property at 1426 E Wilson Street to allow for the development of the parcel into 40 single-family townhome dwellings • Staff has reviewed the application in accordance with the City’s adopted zoning and subdivision regulations and has found that the proposed use would be appropriate and would meet the requirements of the subdivision code • Staff finds the proposed use is consistent with that of the future land use plan as well as the current zoning and surrounding uses • Ottawa Planning Commission recommends approval Commissioner Crowley 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. 1957-24. Appointment to Kansas Municipal Energy Agency (KMEA) Board The Governing Body heard from Melissa Reed, City Clerk who discussed the appointment of David Hunsaker to the KMEA Board of Directors 2 position and the following: • Governing Body biennially selects KMEA Board of Directors 1 and 2 • October 18, 2023 the Governing Body approved the appointment of David Hunsaker to fill the vacancy left by Dennis Tharp’s retirement with the term expiring on April 30, 2024 • Staff is recommending the appointment of David Hunsaker to the Director 2 4.03.24 Agenda Pkt Page #7  position. Commissioner Caylor made a motion, seconded by Mayor Pro Tem Allen to appoint David Hunskaer to the Director 2 position. The motion was considered and upon being put, all present voted aye. The Mayor declared this appointment approved. Comprehensive Fire Department Study The Governing Body heard from Michael Iacona, Center for Public Safety Management who discussed the operational and administrative analysis of the Ottawa Fire Department and the following: • Following the receipt of two bids the Ottawa City Commission authorized the Center for Public Safety Management (CPSM) to conduct an operational and administrative analysis of the Ottawa Fire Department • Comprehensive evaluation report encompasses a detailed review of OFD’s operation, its collaboration with Franklin County EMS, and its staffing, deployment practices, as well as the analysis of fire stations and fire apparatus • Key observations include OFD’s effective management of its workload with limited resources, relying significantly on off-duty personnel recall, volunteer workforce and mutual aid partners • Report presents twenty-nine recommendations across various areas, including administrative support, staffing levels, deployment practices, fire station and fleet management, fire risk analysis, accreditation, response protocols, performance measurement, fire prevention and code enforcement, education and training, emergency management, and communications center support • Recommendations are grounded in best practices from leading fire service organizations and aim to enhance OFD’s operational and administrative capacity to meet current and future demands effectively City Manager’s Comments City Manager Brian Silcott provided department updates during his comments. Governing Body Comments Mayor Skidmore expressed his appreciation for the diligent efforts of the Fire Department in response to the recent fire on South Ash. Additionally, he inquired about homes listed for condemnation and requested a thorough review of these properties. Announcements A. April 3, 2024 City Commission Meeting – 7:00 pm, City Hall B. April 10, 2024 City Commission Meeting – 4:00 pm, City Hall Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 5:42 p.m. Melissa Reed, City Clerk 4.03.24 Agenda Pkt Page #8  Back to Agenda Agenda Item: VIII.C City of Ottawa City Commission Meeting April 3, 2024 TO: Honorable Mayor and City Commission SUBJECT: City Board Reappointments and Openings for 2024 INITIATED BY: City Manager’s Office AGENDA: Consent Agenda Recommendation: Review and consider approval of reappointments for City board members listed below. Background: Each April, the City Commission reappoints members of City boards who are eligible for reappointment. These terms expire at the end of April. Analysis: Below is a list of those who are eligible for reappointment and have agreed to be reappointed for another term. Open seats are caused by term limits or resignations. Current openings are also listed below. Board/Commission Reappointments / New Term Openings 4th Judicial Correction Advisory Board Crystal Anderson 2024-2026 0 Accessibility Advisory Board 0 3 Airport Advisory Board 0 2 (1 residency requirement) Band Board 0 0 Board of Zoning Appeals Karen Walburn 2024-2027 1 (residency requirement) Construction Board of Appeals 0 2 (electrical & HVAC) Library Board Linda Normile 2024-2028 0 OMA Advisory Board Pete Weber 2024-2027 2 (residency requirement) Ottawa Recreation Commission Scott Vink 2024-2028 0 (City Representative) Planning Commission Diana Staresinic-Deane 2024-2027 2 (outside city limits, but within 3 miles) Recommendation/Action: • Consider reappointment of city board members listed above as part of the Consent Agenda • Continue review and discussion at a future city commission meeting 4.03.24 Agenda Pkt Page #9  Back to Agenda Agenda Item: X.A City of Ottawa City Commission Meeting April 3, 2024 TO: Honorable Mayor and City Commission SUBJECT: Power of the Past Donation INITIATED BY: Public Works Director AGENDA: Unfinished Business Recommendation: It is recommended that the City Commission accept the donation of $50,000 from the Power of the Past Antique Engine Tractor Association for the specific purpose of constructing a shelter structure that is approximately 30’ x 40’ in size; with a concrete floor; water and electrical service to the shelter house, ability to hold up to eight picnic tables, signage recognizing the Donor and its member who made the donation possible, and construction completed as soon as possible in Forest Park. Background: For the past 29 years the Power of the Past, Antique Engine and Tractor Association, has been holding an annual show in Forest Park. This annual show started as a gathering of a handful of antique engine and tractor buffs. Over the years it has grown, and they have held national shows that showcase specific tractor manufacturers such as this year’s event that is featuring the Massey Expo of North America. Each year the show brings a significant number of people to Ottawa that will benefit the city as a whole through hotel usage, meals, and other shopping opportunities. After the show each year the club makes a donation to the City of Ottawa to either help with maintenance or for a specific use such as tables and benches to be used in Forest Park. This year Power of the Past is donating $50,000 to build a new shelter house in the park. This is by far the most significant donation to date from the club. During the March 20, 2024, meeting (X.A.2), the City Commission received a a generous offer from the Power of the Past Antique Engine and Tractor Association to donate $50,000 towards constructing an additional shelter house in Forest Park. Following a presentation by Public Works Director Michael Haeffele detailing the donation and its intended purpose for enhancing Forest Park facilities, the City Commission directed City Attorney Finch to draft a memorandum of understanding about the donation's use and the City’s desire to have a conforming architectural aesthetic with primary structures. On Wednesday, March 27, 2024, City Manager Silcott sent a transmittal email for the letter of intent to club President, David Reeves. Additional comments are provided in this report’s analysis. (X.A.1) On April 1, 2024, Mayor Skidmore, Commissioner Crowley, Director Haeffele and City Manager Silcott met with club President David Reeves, Brett Hunsburger, and several other club 4.03.24 Agenda Pkt Page #10 members to review the desired design, amenities, sign construction, and acceptance of the City’s desire to contribute matching to near-matching brickwork encasement of the structural steel support columns supporting the concealed steel girders and roof trusses. Analysis: The proposed shelter house project aligns with the City's goals to improve and expand recreational facilities within Forest Park (X.A.3 yellow rectangle). The design and specifications suggested by the donor have been considered feasible and in harmony with the park's existing infrastructure and aesthetic. The draft Letter of Intent has been prepared City Attorney Finch and shared with David Reeves, President of the Power of the Past Association, outlining the terms of the donation and the City's commitments regarding the project's execution. We value the partnership and shared vision that underpins this project and accurately reflects our mutual objectives and expectations. (X.A.1) The LOI outlines the framework of our mutual agreement for the donation of $50,000 towards constructing a new shelter house in Forest Park, a project we are all excited to see come to fruition. Key points of the LOI, include: • The commitment of the Power of the Past Antique Engine and Tractor Association Inc. to donate $50,000 to the City of Ottawa, Kansas, for the construction of the shelter. • The city's obligation to use the funds specifically for the construction, equipment provision, and utility extension to the new shelter house, as well as our good faith effort to incorporate design elements significant to your association. • Acknowledgment that while the donor proposes a design, the city reserves the right to make the final design decisions to ensure compatibility with Forest Park's overall aesthetic and functionality. The City will provide the following in-kind and financial support for the project: • Brick Encasement of Support Columns (price to be determined) • Picnic Tables (price to be determined) • Water Line Extension (approximately 50-100 feet from existing line) • Electric Service (adjacent to the site) • Parking Area Extension (X.A.3 green polygon) Financial Considerations: Staff anticipates administering this project within the Special Parks & Rec Fund (Fund 016). The Power of the Past $50,000 gift creates a near offsetting revenue source (4-1600-392.03). Staff anticipates material costs and any associated incidental costs being expensed in the Fund 016 project account. The Special Parks Fund has a current cash balance of $407,795 with a budgeted encumbrance of $65,000 and projected revenues and planned project costs netting approximately $254,930 in 2024, allowing for a portion of remaining estimated fund balance of $87,865 to cover project costs (5-1600.754). Legal Considerations: City Attorney Finch has reviewed the donation's terms and conditions and advised on the creation of a memorandum of understanding to formalize the agreement between the City and the Power of the Past Antique Engine and Tractor Association. 4.03.24 Agenda Pkt Page #11 Recommendation: It is recommended the City Commission deliberate the approval of the acceptance of the $50,000 donation from the Power of the Past Antique Engine and Tractor Association for the construction of a new shelter in Forest Park subject to the successful completion of a mutually agreed upon terms of a Letter of Intent. Action: • Take final action at the April; 3, 2024, Regular City Commission Meeting: o “Subject to the execution of a Letter of Intent; accept the $50,000 donation from the Power of the Past Antique Engine and Tractor Association for the construction of a new 30’ x 40’ shelter in Forest Park. • Refer Item X.A to the Wednesday, April 10, 2024, Regular City Commission Meeting for continued deliberation and consideration. Attachments: X.A.1 Letter of Intent (1 pg); X.A.2 Excerpt of Minutes (1 pg); X.A.3 Map of Proposed Location (1 pg); X.A.4 Shelter Rendering (1 pg); X.A.5 Power of the Past 2024 Festival Brochure (2pp). 4.03.24 Agenda Pkt Page #12  Back to Agenda Agenda Item: X.A.1 DONATION LETTER OF INTENT This binding Agreement is between: DONOR RECIPIENT Power of the Past City of Ottawa, Kansas Antique Engine and 101 S. Hickory Street Tractor Association, Inc. Ottawa, KS 66067 P.O. Box 122 Ottawa, Kansas 66067 This Letter of Intent outlines the basic terms and conditions for the City of Ottawa, Kansas, a Kansas municipality (Recipient) to receive and accept a $50,000 donation from Power of the Past Antique Engine and Tractor Association, Inc. (Donor), along the following terms and conditions: Recipient and Donor agree to the following terms and conditions: 1. Donor will donate the sum of $50,000 to the Recipient for the purpose of constructing a new shelter house in Forest Park. 2. The Recipient agrees to use the funds for the purpose of constructing, equipping, and extending utilities to, a new shelter house to be located in the southwest area of the park. 3. The Recipient will make a good faith attempt to incorporate those design elements which are important to the Donor, including but not limited to: approximately 30’ x 40’ in size; concrete floor; water and electrical service to the shelter house, ability to hold up to eight picnic tables, signage recognizing the Donor and its member who made the donation possible, and construction completed as soon as possible. Recipient will make a good faith effort to complete construction in time for Donor’s 2024 tractor show but the parties understand that completion in that time frame is not guaranteed. 4. Donor understands and agrees that while it has proposed a design, the Recipient is free to have the shelter house designed and built in whatever manner is most compatible with the rest of Forest Park, and this will be in Recipient’s sole discretion. 5. If the general terms as outlined above are acceptable, please indicate by signing and dating below. RECIPIENT DONOR ______________________________ _____________________________ Brian Silcott, City Manager David Reeves, President 4.03.24 Agenda Pkt Page #13  Agenda Item: X.A.2 Regular Meeting Minutes City Hall Minutes of March 20, 2024 The Governing Body met at 10:00 am on this date for the Regular City Commission Meeting with the following members present and participating to wit: Mayor Skidmore, Mayor Pro Tem Allen, Commissioner Caylor and Commissioner Crowley. Commissioner Clayton arrived at 10:02 am. Mayor Skidmore called the meeting to order. Mayor Skidmore welcomed the audience and led the Pledge of Allegiance to the American flag. Pastor Gregg Hall from Life Mission Church gave the invocation. Public Comments Bob Brand, 840 S. Burrough, voiced concerns regarding two properties that had code violations. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Consent Agenda Commissioner Crowley made a motion, seconded by Commissioner Caylor, to approve this consent agenda to include minutes from the March 6, 2024 Regular Meeting, the February 2024 Financial Report, 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. Unfinished Business New Business Donation by Power of the Past Antique Engine and Tractor Association The Governing Body heard from Public Works Director Michael Haeffele who presented an offer from the Power of the Past Antique Engine and Tractor Association to donate $50,000 for the construction of an additional shelter house in Forest Park and included the following: • This year will mark the 29th annual Power of the Past Antique Engine and Tractor Show which started with a handful of antique engine and tractor enthusiasts • The show has grown to hold national type shows, this year is the Massey Expo of North America • The club makes a donation every year to the City of Ottawa and plans to donate $50,000 this year for a new shelter house in Forest Park • David Reeves from the Association described the requested shelter material and signage recommended for the proposed shelter house • City Attorney Finch advised the Governing Body regarding designated donations The Governing Body agreed by consensus to direct City Attorney Finch to draft a 4.03.24 Agenda Pkt Page #14  Back to Agenda memorandum of understanding, outlining the expectations for use of the donated funds, for review and consideration at a future Regular Meeting. Mulberry and Dundee Intersection Improvement Public Works Director Michael Haeffele presented the findings from the bid opening for the Mulberry and Dundee Intersection Improvement project to the Governing Body. The discussion included the following points: • The intersection has been plagued by persistent issues, the northwest corner of the intersection regularly sustaining damage to its curb inlet due to frequent contact with semi-traffic. • The damage results in an increased workload for streets and stormwater crews, which could be avoided with the proposed improvements. • In collaboration with the City Engineer, the new design features a revised radius for the northwest corner of the intersection. • Implementing a wider corner radius will facilitate smoother turning movements for tractor-trailers and prevent future damage to curb inlets. • Four bids were received for the project. • The lowest bid, totaling $100,739.47, was submitted by Koehn Construction Services, LLC. After discussion, Commissioner Crowley made a motion, seconded by Mayor Pro Tem Allen to accept the bid from Koehn Construction Services, LLC in the amount of $100,739.47. The motion was considered and upon being put, all present voted aye. The Mayor declared this item approved. Resolution for Expanded Investment Policy Assistant Finance Director Rebekah McCurdy presented a resolution regarding the advisability of and adopting of an expanded investment policy and discussed the following: • On June 15, 2016 the City Commission passed Resolution 1643-16, authorizing City staff to invest idle funds to generate interest income • The current investment policy permits investments in direct obligations of, or obligations insured as to principal and interest by, the United States or any agency thereof, and obligations and securities of US-sponsored enterprises eligible as security for public funds under federal law. • The policy allows for investments in US Treasury Notes. However, to directly purchase US Treasury Notes without a third-party purchaser, the City of Ottawa requires an Expanded Investment Authority in the investment policy. • As of March 1, 2024, the City of Ottawa's pooled investment fund has a balance of $20,418,227.68. • Adoption of the resolution does not guarantee Expanded Investment Authority to the City but permits staff to submit the approved resolution to PMIB (Pooled Money Investment Board) for consideration. The Governing Body agreed by consensus to place this item at a Regular Meeting. Capital Project Updates 4.03.24 Agenda Pkt Page #15 The Governing Body heard from City Manager Brian Silcott, who provided an update on current capital projects. Flood Insurance Recommendation for 2024 Human Resources Director Michelle Stegman presented the 2024 flood insurance recommendations to the Governing Body and discussed the following: • During the 2024 budget preparation, Mayor Skidmore requested a review of flood coverage for City buildings due to increased premiums • The recommendation also includes evaluating whether flood coverage is necessary given the existence of a certified river levee and potential risk • The City has maintained flood coverage policies since 2012 based on the advice of our property and casualty broker • Following changes to flood zone designations by FEMA in 2016, David Hamby, Floodplain Administrator, and City Engineer assessed various addresses with flood coverage • All covered buildings are located in Zone X, where flooding hazards are minimal to moderate and probability is low • Due to the high cost of flood insurance and the availability of disaster assistance through FEMA, staff recommends canceling all flood insurance policies • Savings from the budgeted expenses would be reserved to build a fund for building replacement and contents After discussion, the Governing Body agreed by consensus to place this item on the next Regular Meeting Agenda on March 27, 2024. City Manager’s Comments City Manager Brian Silcott provided department updates during his comments. Governing Body Comments Commissioner Clayton emphasized the significance of citizen engagement in capital improvement projects and inviting community input. Commissioner Crowley reiterated the importance of City Boards and encouraged interested citizens to explore opportunities for involvement by applying. Mayor Skidmore addressed the critical issue of low-income housing tax credits in bolstering affordable housing opportunities. Announcements A. March 27, 2024 City Commission Meeting – 4:00 pm, City Hall B. April 3, 2024 City Commission Meeting – 7:00 pm, City Hall C. April 10, 2024 City Commission Meeting – 4:00 pm, City Hall D. April 17, 2024 City Commission 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 11:29 a.m. Melissa Reed, City Clerk 4.03.24 Agenda Pkt Page #16 Agenda Item: X.A.3 4.03.24 Agenda Pkt Page #17  Agenda Item: X.A.4 4.03.24 Agenda Pkt Page #18  Agenda Item: X.A.5 ADMISSION $5 / all three days Children 12 years old and under are free Plan now to attend the twenty-ninth annual All golf carts, ATV’s and UTV’s must be registered Power of the Past Antique Engine & Tractor Show, with the Event (exhibitors included) September 13, 14, & 15, 2024. Ottawa, the past home of Warner Manufacturing 29TH ANNUAL ANTIQUE ENGINE EXHIBITORS Free Admission (2 persons per vehicle) and Union Foundry, is a perfect site to see the gas and horse powered farm equipment of the POWER OF AND THE PAST No Arrivals Before Thursday AM past. Please enter and exit at the north gate This show is much more than a gathering of gas TRACTOR All tractor and engine year’s and model’s are engine and tractor enthusiasts. With the passage SHOW welcome of time, many of our younger generation have never seen or experienced farm life in it's heyday. VENDORS We're creating a learning experience with this $10(min) for 10 foot of frontage, $1 / per event, where the future meets the past. Featuring Massey Harris Tractors and additional foot (craft and flea market) For the senior citizens in our community, come $50 for food vendors (assigned locations) out and see the farm equipment of your youth. Monitor Engines No Arrivals Before Thursday AM For the younger generation, observe an Hosting the Massey Expo of Pre-registration is not required experience of a“pre-computer” age. Vendor form available on website North America Contact 785-241-0834 Everyone should see the Power of the Past! 2024 ASSOCIATE MEMBERSHIP $5 / year OUR UPCOMING FEATURES September 13-15 Available for purchase at the General Store and includes free admission to our Annual Show 2025 Oliver Hart Parr tractors and Fairbanks Morse engines NOT RESPONSIBLE FOR ACCIDENTS 2026 Allis Chalmers tractors and Maytag engines Win this Tractor in our Raffle! NO ALCOHOL ALLOWED 2027 Case tractors and Witte engines NO RV HOOKUPS ON SITE 2028 Ford tractors and Cushman engines NO DOGS PLEASE 2029 Minneapolis Moline tractors and Ottawa FREE TRACTOR TRAM TRANSPORTATION engines GOLF CART RENTALS 2030 International Tractors and engines 2031 John Deere tractors and engines Thank You To Our Sponsors & Franklin County Convention & Visitor’s Bureau 785-241-0834 or 785-229-5530 Visit Us At Forest Park 302 N Locust www.powerofthepast.net facebook.com/popaeta 4.03.24 Agenda Pkt Page #19 Ottawa Kansas  Back to Agenda FRIDAY SATURDAY SUNDAY 7:00-9:00 BREAKFAST 7:00-9:00 BREAKFAST 7:00-9:00 BREAKFAST 8:00 NATIONAL ANTHEM 8:00 NATIONAL ANTHEM 8:00 NATIONAL ANTHEM 9:30 THRESHING 9:30 KID'S PEDAL PULL 8:30 CHURCH SERVICE 10:00 STRAW BALING THRESHING 10:00 CORN SILAGE BLOWING CIDER PRESS 10:00 STRAW BALING CORN SHELLING 10:30-11:30 SAW MILL CIDER PRESS 10:15 ROCK CRUSHING PLANER 10:30 BENEFIT AUCTION ROPE MAKING CROSS CUT SAW 10:30-11:30 SAW MILL 10:30 THRESHING OTTAWA DRAG SAW PLANER 11:00 WEIGH IN FOR GARDEN SHINGLE MILL CROSS CUT SAW TRACTOR PULL 11:00 CORN SHELLING OTTAWA DRAG SAW STRAW BALING ROPE MAKING SHINGLE MILL 12:00 GARDEN TRACTOR PULL 11:30-12:30 LUNCH BREAK 11:00 CORN SHELLING 11:30-12:30 LUNCH BREAK 12:30 CORN SILAGE BLOWING ROPE MAKING 12:45 ROCK CRUSHING CIDER PRESS 11:30-12:30 LUNCH BREAK 1:00 THRESHING 12:45 ROCK CRUSHING 12:30 CORN SILAGE BLOWING 1:30 STRAW BALING ROPE MAKING CIDER PRESS 2:00 PARADE OF POWER 1:00 THRESHING 12:45 ROCK CRUSHING AFTER PARADE RAFFLE DRAWING 1:30 STRAW BALING 1:00 THRESHING AFTER DRAWING SAW MILL 2:00 PARADE OF POWER 1:30 STRAW BALING PLANER AFTER PARADE TRACTOR DYNO 2:00 PARADE OF POWER CROSS CUT SAW 3:00 CORN SHELLING AFTER PARADE TRACTOR DYNO OTTAWA DRAG SAW SAW MILL 2:00-4:00 KID'S CORNER SHINGLE MILL PLANER 3:00 LADIES' SHOE THROW CROSS CUT SAW AND SKILLET TOSS OTTAWA DRAG SAW CORN SHELLING SHINGLE MILL 4:00 PLANER 4:00 HAM AND BEAN SUPPER CROSS CUT SAW Thank you to our Sponsors! FREE WITH ADMISSION OTTAWA DRAG SAW SHINGLE MILL 5:00-7:00 LIVE MUSIC 6:30 MASSEY EXPO OF NORTH AM BANQUET AT CELEBRATION HALL Parade Of Power Additional Daily Information Garden Tractor Pull Please Proceed Counter Clockwise Raffle Tickets, $1 ea, or 6 for $5 The Big Red Sled Featured Tractors Should Be Allowed To 785-218-2599 Travel First In Line Celebration Hall - Franklin Co Fairgrounds 4.03.24 Agenda Pkt Page #20 295 W 17th Ottawa KS 66067 Baled Straw for Sale  Back to Agenda Agenda Item: X. B City of Ottawa City Commission Meeting April 3, 2024 TO: Mayor and City Commission SUBJECT: 2024 Flood Insurance Renewal INITIATED BY: Director of Human Resources AGENDA: Unfinished Business Recommendation: City Staff recommends the City either cancel National Flood Insurance Program and Excess Flood policies or maintain coverages on existing buildings. Background: It was recommended the City evaluate whether flood coverage was needed because there is a certified levee and potential risk. The original recommendation was presented and discussed at the March 20, 2024, and March 27, 2024, City Commission meeting. Analysis: All our covered buildings are in Zone X. There are grant funding opportunities administered through the KDEM Mitigation Office which assists with mitigation, administrative and management costs. If a flood completely destroys all the insured buildings and contents, the City would receive an estimated maximum of $26,936,850. The total replacement costs of all the covered buildings under the flood policies equate to $96,766,677. After insurance reimbursement there is a 42% gap of $69,674,372 left of building replacement costs. The City currently covers 15 buildings with either NFIP or Excess coverage. Exhibit A depicts replacement cost for these buildings including premiums, costs and the gap needed after flood insurance has paid claims. Twenty-one Cities with accredited levees were contacted to inquire whether they maintain flood insurance on their buildings. Eight do not have flood insurance on their buildings and six do. Staff is waiting for responses from six Cities. See exhibit B. Financial Considerations: Saving can be attained by increasing the deductibles to either $5,000 or $10,000. The 2024 flood insurance is projected to increase beyond the budgeted amount. Legal Considerations: Blaine Finch, City Attorney, stated there are no legal considerations other than buildings previously covered by flood insurance will not be covered. Recommendation/Action: There is a risk of a flood, but the probability is low. The City Commission has three options. Option 1: Cancel all flood insurance policies. Savings of budgeted expenses would be set aside to build a reserve for building replacement and contents. Option 2: Maintain all flood insurance policies due to possible risk. Option 3: Eliminate and maintain coverage on selected buildings. • Take Final Action at the April 3, 2024, Regular Meeting. • Refer Item X. B to the Wednesday, April 10, 2024, Regular Meeting for continued deliberation and consideration. Attachments: Cities with Accredited Levee Systems - X.B.1 City of Ottawa 2024 Flood Expenses vs Replacement Cost - X.B.2 4.03.24 Agenda Pkt Page #21  Cities with Accredited Levee Systems City Levee System Flood Insurance Coverage City of Wichita Accredited Levee System No City of Marysville Accredited Levee System No City of Gypsum Accredited Levee System No City of Park City Accredited Levee System No City of Osawatomie Provisionally Accredited Levee (PAL) System No City of Arkansas City Accredited Levee System No City of Halstead Accredited Levee System No City of Frankfort Accredited Levee System No City of Hutchinson Accredited Levee System No. Insure their Levee. City of Florence Accredited Levee System Waiting on a response City of Salina Accredited Levee System Waiting on a response City of Florence Accredited Levee System Waiting on a response City of Larned Accredited Levee System Waiting on a response City of Marion Accredited Levee System Waiting on a response City of Topeka Provisionally Accredited Levee (PAL) System Waiting on a response City of Great Bend Accredited Levee System Yes City of Lawrence Accredited Levee System Yes City of Manhattan Accredited Levee System Yes City of Augusta Accredited Levee System Yes City of Winfield Accredited Levee System Yes City of Kansas City, Kansas Accredited Levee System Yes 4.03.24 Agenda Pkt Page #22 3/28/24  Back to Agenda City of Ottawa 2024 Flood Expenses vs Replacement Cost Replacement Primary Out-of-Pocket Description Cost Deductible Premium Excess Premium Costs Covered Cost Repl Cost Gap 1 Fire Station/Business Office $5,083,956 $1,250 $3,259 $15,712 $20,221 $3,988,280 $1,075,455 22% 2 Police Station, Municipal Court, Admin Offices $12,133,477 $1,250 $11,204 $29,895 $42,349 $8,225,300 $3,865,828 32% 3 City Hall/Business Office/Public Library $11,607,419 $1,250 $4,441 $36,258 $41,949 $9,764,240 $1,801,230 16% 4 Electric Production New Plant $25,150,038 $1,250 $5,718 $6,968 $800,000 $24,343,070 97% 5 Wastewater Treatment Plant Operations Lab $18,471,935 $1,250 $2,805 $4,055 $600,000 $17,867,880 97% 6 Wastewater Treatment Plant Office $216,000 $1,000 $1,291 $2,291 $150,000 $63,709 31% 7 Wastewater Treatment Plant Shop $324,000 $1,250 $2,015 $3,265 $320,735 $0 1% 8 Wastewater Treatment Plant Storage #2 $324,000 $1,000 $1,648 $2,648 $200,000 $121,352 38% 9 Wastewater Treatment Plant Headworks $648,000 $1,250 $4,149 $5,399 $642,601 $0 1% 10 Wastewater Treatment Plant Dewatering $1,080,000 $1,250 $3,641 $4,891 $650,000 $425,109 40% 11 Water Treatment Plant - Main - Bldg 1 Water Production Plant $20,228,000 $1,250 $7,124 $8,374 $750,000 $19,469,626 96% 12 Water Treatment Plant - High service Pump Station- Bldg. 2 $400,000 $1,250 $3,056 $4,306 $395,694 $0 1% 13 Water Treatment Plant - Sludge Lift - Bldg. 3 $265,000 $1,000 $1,692 $2,692 $150,000 $112,308 43% 14 Water Treatment Plant - Shop/Garage - Bldg 4 $265,000 $1,000 $1,852 $2,852 $150,000 $112,148 43% 15 River Lift Sewage Pump Station $569,852 $1,000 $2,196 $3,196 $150,000 $416,656 74% TOTAL $96,766,677 $17,500 $56,091 $81,864 $155,455 $26,936,850 $69,674,372 42% *NFIP valuation is actual cash value (replacement cost minus depreciation). Assumes a **Replacement cost numbers obtained from Travelers. Premium paid total loss, i.e. plus only one deductible. deductible paid. 4.03.24 Agenda Pkt Page #23