City Commission

OTTAWA CITY COMMISSION REVISED - REGULAR MEETING AGENDA Wednesday, August 21, 2024 - 10:00 am 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 958 8516 8215#. 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 8:00 am on August 21, 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 - Pastor Gregg Hall, Life Mission Church of Ottawa 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 August 14, 2024 City Commission Meeting (Pp. 3-6) B. July 2024 Financial Report (Pp. 7-19) C. Planning Commission Minutes from July 25, 2024 (Pp. 20-22) 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 - N/A XI. NEW BUSINESS A. Pathways Committee Presentation - Sheila Robertson (P. 23) Comments: Sheila Robertson will present an overview of the Pathways to a Healthy Kansas initiative in Franklin County, highlighting recent accomplishments, current projects, and future plans aimed at enhancing active living, healthy eating, and tobacco prevention within the community. B. Request for Approval of a Resolution Authorizing the Serving of Complimentary Alcoholic Liquor and Enhanced Cereal Malt Beverage During Ladies Night Out - City Clerk Reed (Pp. 24-26) Comments: The resolution supports the Ladies Night Out event, scheduled to take place downtown on September 27, 2024. 08.21.24 Agenda Pkt Page #1  Back to Agenda C. Electric System Overview/Tree Trimming Quadrant #2 Bid Review - Assistant Director Oleson (Pp. 27-29) Comments: Following a Request for Proposal process and bid opening, Staff recommends approval of Asplundh in the amount of $149,246.40. Motion: __________ Second: __________ Vote: __________ D. Report on KDHE & EPA Regulatory Compliance Requirements - Electric Superintendent Hunsaker (Pp. 30-33) (Receive and file) Comments: The installation of the muffler/catalyst combination on units 6 & 7 ensures the utility's energy production operations comply with federal regulatory requirements while allowing the power genera- tors to function in a more efficient and effective power generation output without overheating damage to the generator. E. Project Updates - City Manager Silcott (Pp. 34-42) Comments: Review of current project status and updates from last 30 days. XII. COMMENTS BY CITY MANAGER XIII. COMMENTS BY GOVERNING BODY XIV. ANNOUNCEMENTS A. August 27, 2024 OU Fusion Business Expo - 4:00 pm - 9:00 pm, Legacy Square B. August 28, 2024 City Commission Meeting - 4:00 pm, City Hall C. August 29, 2024 Chamber Eggs & Issues - 8:00 am, Advent Health D. September 4, 2024 City Commission Meeting - 7:00 pm, City Hall E. September 11, 2024 City Commission Meeting - 4:00 pm, City Hall XV. ADJOURN 08.21.24 Agenda Pkt Page #2  Back to Agenda Regular Meeting Minutes City Hall Minutes of August 14, 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, led the Pledge of Allegiance to the American flag and gave the invocation. Public Comments Linda Bishop, 204 E. Wilson, addressed the Governing Body with an update regarding the issue of vicious dogs she had previously reported. She requested that the current vicious animal ordinance be thoroughly reviewed and reconsidered to ensure community safety. Consent Agenda Commissioner Crowley made a motion, seconded by Mayor Pro Tem Allen, to approve the consent agenda, including minutes from the August 7, 2024 Regular Meeting, City Planning Commission and Ottawa Memorial Auditorium Advisory Board Minutes, 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 declarations were made. Unfinished Business New Business Recommendation by Neighborhood Revitalization Program Review Committee to Add Properties to the Program The Governing Body heard from Ashley Hird, Planning Assistant, who reviewed thirteen residential structures to add to the Neighborhood Revitalization Program: • Neighborhood Revitalization Program Review Committee recommends that all thirteen residential structures be included in the NRP • The City of Ottawa’s portion on the residential projects of the tax rebate amount per year for years one through five is $9,686.45 and $9,208.92 a year for years six through ten • The difference is because the rehabilitation projects only benefit from a five-year rebate, while new residential projects benefit from a ten-year rebate • Residential rebate from the City of Ottawa for this group of projects is expected to total $94,476.86 over ten years Residential New Address Maximum Rebate Available (95% for 10 years) 912 S. Cedar St. (For Sale) $9,048.06 914 S. Cedar St. (For Sale) $9,048.06 1336 N. Sycamore St. (For Sale) $7,037.38 739 S. Ash St. (For Rent) $5,529.37 730 S. Mason St. (For Sale) $10,530.94 08.21.24 Agenda Pkt Page #3  Back to Agenda 736 S. Mason St. (For Sale) $10,530.94 803 S. Funston St. (Homeowner Occupied) $11,531.41 838 S. Hickory St. (For Rent) $7,238.45 810 N. Locust St. (For Rent or For Sale) $7,238.45 803 S. Pecan (For Sale) $7,540.05 819 S. Pecan (For Sale) $6,768.05 Residential Remodel Address Maximum Rebate Available (95% for 5 years) 314 S. Sycamore St. (For Sale) $1,759.35 816 W. 5th St. (For Sale) $628.34 Commissioner Caylor made a motion, seconded by Commissioner Clayton, to approve the recommendation to add thirteen residential properties to the Neighborhood Revitalization Program. The motion was considered and upon being put, all present voted aye. The Mayor declared this duly approved. Annual Chlorine Flushing Program The Governing Body received an update from Assistant Director of Utilities Snethen regarding the annual water distribution system hydrant inspection, maintenance, and flushing program. The update emphasized the following key points: • Improved Water Quality: The program enhances water clarity by removing accumulated particles, reducing discoloration, and maintaining acceptable chlorine residuals to ensure ongoing disinfection and minimize microbial growth. • Increased Hydraulic Efficiency: The flushing operations help maintain adequate flow rates and pressure levels, minimizing the risk of low-pressure zones. Additionally, the program identifies potential obstructions and areas requiring maintenance. • Cost-Effective Maintenance: The program provides an economical solution for regular maintenance, reducing the likelihood of more costly repairs or replacements. It offers a proven method for addressing routine sediment accumulation without the need for complex equipment or extensive resources. The update included a detailed milestone timeline for the program: • Phase 1 (August 2024): Planning and preparation, including developing a detailed flushing schedule based on historical data and inspecting hydrants and valves. • Phase 2 (September 2024): Execution of flushing operations across designated city sections, focusing on areas with high sediment buildup or customer complaints. • Phase 3 (October 2024): Monitoring water quality improvements and making necessary adjustments. • Phase 4 (November 2024): Post-flushing evaluation, including comparing pre- and post- flushing water quality data and preparing recommendations for future cycles. The financial considerations noted that funding would be allocated from the Water Fund, with no anticipated need for additional funding sources. Legal considerations confirmed that the program complies with relevant regulations under the Safe Drinking Water Act and local ordinances. 08.21.24 Agenda Pkt Page #4  Back to Agenda Communication Initiatives The Governing Body heard from Multimedia Specialist Simonson, who presented a comprehensive overview of the City of Ottawa Media Strategies, focusing on ways to better tell the city's story. Mr. Simonson provided detailed insights and addressed inquiries regarding the following key strategies: • Identify Key Themes and Messages: Emphasis was placed on highlighting the city's origins, significant historical events, and landmarks under "History and Heritage." The strategy also includes showcasing unique aspects of the community, including local traditions, festivals, and annual activities under "Community and Culture." Other key themes include recent developments, infrastructure projects, and future plans under "Growth and Development," as well as featuring personal stories of residents, local businesses, and community leaders. • Utilize Various Media Channels: The strategy suggests using social media platforms like Facebook, Instagram, and X (Twitter) to share regular updates, photos, and videos. It also includes maintaining a blog or news section on the city's official website and collaborating with local news outlets such as The Ottawa Herald and KOFO to feature city stories. • Leverage Digital Tools: The importance of creating video content, such as short documentaries, interviews, and promotional videos, was highlighted. Additionally, developing interactive maps to showcase historical sites, local attractions, and significant areas of interest was discussed. • Collaborate with Local Organizations: The strategy includes partnering with local historical societies, schools, universities, and business associations to research, share the city's history, and tell stories of local contributions to the community. • Highlight Key Projects and Initiatives: Emphasis was placed on sharing stories about sustainability projects, economic development efforts, and community services that reflect the city's impact on public safety, health, and education. • Create Visual Identity: The strategy calls for the development of a cohesive visual identity, including a logo, color scheme, and tagline that reflects the city's story. Additionally, the use of marketing materials such as brochures, posters, and banners to promote the city's story at events and public spaces was suggested. • Measure and Adjust: Regular feedback from residents and visitors will be gathered to adjust the storytelling approach accordingly. The strategy also includes using data analytics to track the reach and engagement of the storytelling efforts on digital platforms. Common Consumption Area Update The Governing Body received an update from the City Clerk Reed on the Common Consumption Area (CCA), a downtown initiative approved on February 14, 2024, through Ordinance 4131-24, aimed at enhancing downtown Ottawa's vibrancy by allowing outdoor consumption of alcoholic beverages within a designated area. The update included the completion of sidewalk markings on August 6, 2024, and meetings with licensees to review the activation process, with the first approved event scheduled for September 7, 2024. Ms. Reed outlined the activation process, which involves a dedicated webpage with guidelines, a Special Event Checklist for organizations, and a Common Consumption Application that must be submitted alongside the checklist. Additionally, businesses wishing to participate must complete 08.21.24 Agenda Pkt Page #5  Back to Agenda the ABC-838 form annually. The Clerk will ensure all businesses have submitted their forms and will issue a Common Consumption City license for each event. Financial implications include a $1,050 annual license fee and costs for sidewalk markings, with administrative costs covered within the existing Finance/Clerk budget. The City Attorney reviewed and approved the process, confirming compliance with Kansas Statutes Annotated (K.S.A.) and Municipal Code sections. 2025 Budget Discussion The Governing Body heard from Finance Director Landis who reviewed the proposed 2025 Operating Budget, which includes a level mill rate of 44.844. At the July 17, 2024, meeting, the Commission decided to publish the mill rate at 45.000 to allow further discussion on the Community Partner requests, with a public hearing set for September 4, 2024. Ms. Landis presented an updated proposal reflecting increases to three Community Partner allocations: Ottawa Main Street Association, Ottawa Fireworks, and the City Band. The mill rate, despite being published at 45.000, is recommended to remain at 44.844 for the 2025 budget. Following a discussion, the Governing Body reached a consensus to approve additional funding allocations, including $350 for the City Band, $500 for the Fireworks display, and $10,000 for Ottawa Main Street. City Manager’s Comments City Manager Silcott provided an overview of the tentative agenda items for the upcoming City Commission meeting. He also shared important information regarding back-to-school drop-off and pick-up procedures, upcoming Airport Fun Day, and introduced new staff members. Governing Body Comments Commissioner Clayton requested that an update on the sidewalk initiatives be included in an upcoming meeting. Commissioner Caylor expressed gratitude to Mrs. Bishop for her public comment and encouraged the community to participate and provide feedback through this process. She also extended thanks to Assistant Utilities Director Snethen, Multimedia Specialist Simonson, and Clerk Reed for their informative presentations and efforts in keeping citizens informed. Additionally, she acknowledged Planning Assistant Hird for her work on the Neighborhood Revitalization Program. Mayor Skidmore concluded by wishing his daughter Melissa a happy 40th birthday. Announcements A. August 21, 2024 City Commission Meeting – 10:00 am, City Hall B. August 28, 2024 City Commission Meeting – 4:00 pm, City Hall Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 5:11 pm. Melissa Reed, City Clerk 08.21.24 Agenda Pkt Page #6  Back to Agenda ■ Finance Department Monthly Report 2024/ 07 Prepared By: Rebekah McCurdy, City Treasurer 08.21.24 Agenda Pkt Page #7  Memorandum Back to Agenda TO: City Manager and the Honorable City Commission FROM: Melanie Landis, Finance Director SUBJECT: July 2024 Monthly Report - Finance Department & City Clerk The Finance Department conducts a variety of business daily including: utility billing, customer service and payment counter for utility payments, accounting functions including payroll, accounts payable, accounts receivable, financial reporting, annual operating budget, and debt management. The City Clerk maintains custody of official records, issues licenses, and serves as a central contact between citizens, the governing body and city departments. July 2024 Activities of Note: City Clerk: Utility Billing: Project Updates: 1 licenses issued. Closed out two grants 38 licenses issued YTD. 6683 bills produced. projects and assisted 11 open record requests. 351 service orders OMA in securing an 54 open record completed. operational grant. requests YTD Included in this monthly report are independent reports on: Revenues Report Project/Grant Report Budget Report Investment Report Treasurer's Reports Debt Report 08.21.24 Agenda Pkt Page #8  Back to Agenda Revenues Report as of July 31, 2024 Sales and use taxes contribute approximately 44.3% of the general fund budget as well as fund special projects and purchases. The attached reports provide a summary and comparison look at this revenue source. Sales tax distributions are received two months after the sales occurred; for example March sales tax receipts for the City represent sales tax collected for January sales. The various sources of sales tax impact a portion of the City of Ottawa's 2024 operating budget as follows: Summary Report - This report shows all sales tax revenues received in this month. A breakdown of how much revenue is allocated into the General Fund and the two specific sales tax revenue funds for the waste water treatment plant debt fund and proximity park improvements fund. Historical Summary Report - This report compares sales tax receipts and growth (decline) in receipts. Highlighted here are overall sales tax receipts and breakdowns by fund. *Special Sales Tax for WWTP expires September 30, 2024. 08.21.24 Agenda Pkt Page #9  Back to Agenda Summary Sales Tax Report as of July 31, 2024 Historical Sales Tax Report as of July 31, 2024 08.21.24 Agenda Pkt Page #10  Back to Agenda Ad Valorem Report as of July 31, 2024 Ad Valorem revenues are split between four specific funds within the City of Ottawa's annual budget: the General Fund, Ottawa Memorial Auditorium, the City Library (not operated by The City of Ottawa), and the General Obligation Debt Fund. The table below shows the year-to-date revenue receipts from the County's Ad Valorem Distributions. The City typically receives distributions in January, March, June, September, October, and December each year. The distributions are not equally distributed, but instead relate to payments received in both property taxes and motor vehicle taxes. Ad Valorem taxes support 34.7% of the General Fund budget. These taxes go to support all General Fund functions. Including: Parks, Streets, Sidewalk Repairs, Police and Fire Departments, and City Management. Ad Valorem taxes support 58.5% of the Ottawa Memorial Auditorium (OMA) budget. Service charges for tickets, rentals, and concessions also support the OMA. The Ottawa Library is an independently operating entity. They do receive their distribution of Ad Valorem from the City of Ottawa. The data to the left outlines the percentage of their budgeted appropriation they have received to date. Ad Valorem taxes support 11.9% of the General Obligation Debt (GO Debt) budget. The City of Ottawa currently has a total of $23,525,341 in GO Debt . Interest payments are due April 1st and a principal and interest payment is due October 1st each year. In 2024, there is one GO Bond in its final year of payment. 08.21.24 Agenda Pkt Page #11  Back to Agenda 08.21.24 Agenda Pkt Page #12  Back to Agenda 08.21.24 Agenda Pkt Page #13  Back to Agenda 08.21.24 Agenda Pkt Page #14  Back to Agenda Monthly Treasurer's Report as of July 31, 2024 The Monthly Treasurer's Report is a snapshot of fund activities. The table below shows how transactions that happened in the month of July impacted each fund. 08.21.24 Agenda Pkt Page #15  Back to Agenda YTD Treasurer's Report as of July 31, 2024 The YTD (year-to-date) Treasurer's Report is a snapshot of fund activities. The table below shows how transactions that happened from July 1st to 31st impacted each fund. This report updates each month to include the new month of transactions. 08.21.24 Agenda Pkt Page #16  Back to Agenda Grant/Project Tracking Report as of July 31, 2024 There are a number of Projects or Grant Funds that City staff are working on at any one time. The table below outlines specific funds utilized to track Grants or specific projects. The focus below is tracking revenues as received and expenses as paid. Some projects/funds may have a negative balance. These relate to reimbursement grants or projects the City is currently seeking donations to help fund. All projects will at the end have either a positive or a zero balance. Additional details are available on each project upon request. 08.21.24 Agenda Pkt Page #17  Back to Agenda Investment Report as of July 31, 2024 Kansas state statute (K.S.A. 12-1675 et seq.) allows the City of Ottawa to establish an investment policy to manage idle funds. The investment objectives for all investment activities are, in priority order, safety, liquidity, and return on investment. Staff are charged with ensuring all operating requirements are covered by liquid funds while maximizing return on investment for all funds held by the City of Ottawa. The information below outlines the City's Pooled Investment Funds. The pooled fund consists of idle funds from a variety of funds and interest revenue is split across participating funds at the time the revenue is realized. $697,493 08.21.24 Agenda Pkt Page #18  Back to Agenda Debt Report as of July 31, 2024 The information below outlines the City's Debt as of July 31, 2024. Currently, the City of Ottawa has General Obligation Bond Debt (GO Debt) and lease purchase agreement debt. The pie graph gives a visual of that within the overall General Obligation Bond Debt of $20,632,191 there are bond issuances outstanding in the amount of $3,185,000 or 15.4% of the total debt that are supported by Ad Valorem taxes (property taxes). The graph to the right shows the repayment schedule for these issuances moving forward. Between 2024 and 2025 the payments due drop by $102,580 or 17.7% . 08.21.24 Agenda Pkt Page #19  Back to■Agenda City Planning Commission Meeting Minutes Ottawa, Kansas Minutes of July 25, 2024 12:00 pm C-Lantis called the meeting to order. The City Planning Commission met at noon. on this date with the following members present and participating, Harris, Staresinic-Deane, C-Lantis, Kane, Maxwell, and VC-Crowley. Neighborhood Services staff Director Lucas Neece, Zack Martin, and Ashley Hird were present. Declaration: C-Lantis asked the Planning Commission members to declare any conflict of interest or of any Ex parte or outside communication that might influence their ability to hear all sides on any item on the agenda, so that they might come to a fair decision. There were none. Consent Agenda: June 27, 2024 and July 10, 2024 all voted to move them to the record. Public Hearing: 1. 1201 W. 15th Street, Rezone application submitted by Clint Arndt on behalf of Rebecca E Blaue Trust and Sunflower Care Homes – Zack Martin, Planner 12:02 Chair Lantis opened the public hearing Mr. Martin gave his presentation and provided staff findings Clint Arndt, 2155 Road 170, Reading, Kanas, owner of Sunflower Care Homes, gave public comment about the project. 12:10pm Chair Lantis closed the public hearing Member Harris made a motion to accept findings as presented followed by a second by Member Kane. All present voted aye. Member Staresinic-Deane made a motion to recommend approval of the application for rezone at 1201 W. 15th Street to the City Commission, followed by a second by member Harris. All present voted aye 08.21.24 Agenda Pkt Page #20  Back to Agenda 2. 1201 W. 15th Street, Conditional Use Permit (CUP) application submitted by Clint Arndt on behalf of Rebecca E Blaue Trust and Sunflower Care Homes – Zack Martin, Planner 12:12pm Chair Lantis turned the meeting over to Mr. Martin for his presentation. Mr. Martin presented staff findings and recommended continuing the public hearing to the next regular meeting to August 14, 2024, at 7pm. Chair Lantis continued the public hearing to the next regular meeting on August 14, 2024, at 7pm. 3. Cherry Creek Preliminary Plat Application generally located at 901 S. Cherry Street submitted by Lindsay Vogt on behalf of LARK, LLC – Zack Martin, Planner 12:15pm Chair Lantis turned the meeting over to Mr. Martin for his presentation. Mr. Martin gave his presentation and provided staff findings Chair Lantis closed the meeting at 12:19pm • Staresinic-Deane floodplain concern if there is an event of a flood on 10th. • Lindsay Vogt addressed the flooding concerns. • Chair Lantis would like to know if the stormwater drainage be equipped for the flood waters. • Lindsay Vogt stated that they would get approval from FEMA. Member Harris made a motion to approve the Cherry Creek Preliminary Plat located at 901 S Cherry Street, followed by a second by VC-Crowley. All present voted aye. 4. Preliminary Planned Unit Development (PUD) Application generally located at 901 S. Cherry Street submitted by Lindsay Vogt on behalf of LARK, LLC – Zack Martin, Planner 12:31pm Chair Lantis turned the meeting to Mr. Martin. Mr. Martin gave his findings and gave staff findings. Chair Lantis closed the public hearing at 12:35pm. Member Kane made a motion to accept the findings as presented followed by a second by member Harris. All present voted aye. Member Harris made a motion to recommend approval of the Preliminary Planned Unit Development application located at 901 S. Cherry to the City Commission, followed by a second by member Kane. All present voted aye. 08.21.24 Agenda Pkt Page #21  Back to Agenda Old Business: None Staff Comments: Mr. Martin reminded everyone about the Comprehensive Public Forum scheduled for August 7th from 6-8pm in the Archive and Research room. Director Neece thanked Member Maxwell for being the newest member of the Planning Commission, and to remember we are still needing one more member. Commissioner Comments: Vice Chairman Crowley would like to continue with lunch during the noon meeting. Announcements: 1. August 14, 2024 Planning Commission Meeting at 7pm, City Hall 2. August 29, 2024 Planning Commission Meeting at noon, City Hall Adjournment: Chair Lantis closed the meeting at 12:45pm without a vote. Respectfully submitted, Ashley Hird Planning Assistant 08.21.24 Agenda Pkt Page #22  Back to■Agenda Agenda Item: XI.A Pathways to a Healthy Kansas The Pathways to a Healthy Kansas initiative, funded by Blue Cross and Blue Shield of Kansas, is the largest community grant program of its kind in the state. Launched in 2016, it aims to improve community health by promoting active living, healthy eating, and tobacco prevention. The initiative supports local coalitions by providing tools and resources to eliminate barriers to healthy living. Initially, it included eight communities and expanded to 24 communities by 2020, with technical assistance from Wichita State University and other partners. The initiative focuses on three key risk factors—physical inactivity, unhealthy eating, and tobacco use—that contribute to chronic diseases. Communities work across multiple sectors to create sustainable changes, addressing social determinants of health like community and social context, neighborhood environment, food access, healthcare, education, and economic stability. Franklin County, a Pathways community since 2016, is represented by the Live Healthy Franklin County coalition. Led by Grant Coordinator Sheila Robertson, the coalition collaborates with community leaders, employers, schools, and healthcare providers to implement health-friendly policies and resources. The goal is to make it easier for residents to adopt healthier lifestyles, from better nutrition to increased physical activity and reduced tobacco use, thereby creating lasting positive impacts on the community. 08.21.24 Agenda Pkt Page #23  Back to■Agenda Agenda Item: XI.B City of Ottawa City Commission Meeting August 21, 2024 TO: City Commission SUBJECT: Resolution for Ladies Night Out (LNO) INITIATED BY: Ottawa Area Chamber of Commerce PREPARED BY: City Clerk AGENDA: New Business Recommendation: It is recommended that the City Commission consider the proposed resolution authorizing the serving of complimentary alcoholic liquor and enhanced cereal malt beverages for the Ottawa Area Chamber of Commerce “Ladies Night Out” on September 27, 2024. Background: The Ottawa Area Chamber of Commerce has hosted the annual ladies’ night out event for 19 years. Analysis: The Ottawa Area Chamber of Commerce is requesting a resolution formally acknowledging and allowing the Ottawa Chamber’s annual Ladies’ Night Out to take place in downtown Ottawa from 1:00 pm – 7:00 pm on Friday, September 27. LNO will begin at Legacy Square, with approximately twelve vendors. After participants register and pick up the LNO bags, they proceed to Main Street, where the Chamber expects over 600 participants to traverse Main Street sidewalks from 1st Street to 5th Street. Over 20 businesses will open their doors to welcome participants into their establishment, offering prizes and refreshments. This requested resolution supporting this event will allow the Chamber to apply to the State of Kansas Alcoholic Beverage Control Division, allowing participating businesses (if they so choose to offer alcoholic drinks to their guests. Financial Considerations: There is no financial impact from the consideration of this resolution. Legal Considerations: The City Attorney has authored the resolution in accordance with the provisions of K.S.A. 41-104 et seq. Approves as to form. Recommendation/Action: It is recommended that the City Commission take one of the following actions: 1. Adopt the Resolution as presented at the August 21, 2024 meeting; 2. Refer the Item to the upcoming August 28, 2024, Regular Meeting for continued deliberation and consideration; or 3. Denial of the request and proposed Resolution Attachments: XI.B.1 Ottawa Area Chamber of Commerce Letter XI.B.2 Resolution 08.21.24 Agenda Pkt Page #24  Back to Agenda 08.21.24 Agenda Pkt Page #25  Back to■Agenda RESOLUTION NO. _________ A RESOLUTION authorizing the serving of complimentary alcoholic liquor and enhanced cereal malt beverages for the Ottawa Area Chamber of Commerce “Ladies Night Out.” BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF OTTAWA, KANSAS: Section 1. Pursuant to K.S.A. 41-104(i), authorization is given to serve complimentary alcoholic liquor and/or cereal malt beverage on the unlicensed premises of businesses by the business owner or agent at the “Ladies Night Out” event sponsored by the Ottawa Area Chamber of Commerce, a non-profit organization, which event promotes the community. This year’s event is to be held on the 27th day of September, 2024 between the hours of 1:00 p.m. and 7:00 p.m. Section 2. As required by K.S.A. 41-104 et seq., the Ottawa Area Chamber of Commerce shall notify the State Director of Alcoholic Beverage Control at least 10 days prior to the event and comply with all regulations promulgated by the ABC. Section 3. This resolution shall take effect upon its approval by the governing body. ADOPTED this _____ day of ___________, 2024, by the Governing Body of the City of Ottawa, Kansas. Michael Skidmore, Mayor ATTEST: Melissa Reed, City Clerk 08.21.24 Agenda Pkt Page #26  Back to■Agenda Agenda Item: XI.C City of Ottawa City Commission Meeting August 21, 2024 TO: City Commission SUBJECT: Acceptance of Bid for Tree Trimming from Power Lines, Quadrant #2 INITIATED BY: Electric Distribution Superintendent PREPARED BY: City Manager AGENDA: New Business Recommendation: Staff recommends the City Commission approve the bid from Asplundh Tree Expert LLC for tree trimming from power lines in Quadrant #2. Background: The City of Ottawa issued a Request for Proposals (RFP) on June 19, 2024 for tree trimming services in Quadrant #2, as indicated on the attached map. This initiative aims to ensure the safety and reliability of the city's electrical distribution system by maintaining clearance around power lines. The bid opening was scheduled for July 8, 2024, and the RFP was publicly advertised. Analysis: Asplundh Tree Expert LLC was the sole respondent to the RFP for the tree trimming project. Despite being the only submission, a thorough review was conducted to ensure their qualifications and capability to deliver the proposed services. Asplundh has provided tree trimming services to the City of Ottawa since 2000, and they have extensive experience with similar projects, a proven track record of successful project completions, and comprehensive knowledge of industry standards. The evaluation process included: • Capability to perform all aspects of the proposed project: Asplundh has demonstrated expertise in tree trimming and maintenance, including the necessary equipment and personnel. • Comparable recent experience: Asplundh's portfolio includes similar projects for other municipalities and utility companies. • Knowledge of industry regulations and standards: Asplundh is well-versed in the necessary compliance and regulatory frameworks. • Quality of projects previously completed: Previous projects handled by Asplundh were completed successfully and met all required standards. Despite being the only respondent, Asplundh Tree Expert LLC met all the criteria outlined in the RFP and is deemed capable of successfully executing the tree trimming project. The projects outlined in the Electric Fund’s Distribution Operating Budget line item: 5-3704- 558.0 and is crucial for maintaining and enhancing the city's electrical infrastructure. This initiative is part of a multi-year program designed to ensure ongoing maintenance and safety of 08.21.24 Agenda Pkt Page #27  Back to Agenda power lines. This line item is contained in the 2024 Electric Fund operating budget, which has sufficient fund balance and expenditure authority. The project phases are as follows: • Zone 1: Completion of all circuits on the north side of the city. • Zone 2 (2024): Maintenance of the main circuits on the south side of the city. • Zone 3 (2025): Maintenance of feeder circuits from the river south to the city limits and from Main Street east to the city limits. • Zone 4 (2026): Maintenance of feeder circuits from the river south to the city limits and from Main Street west to the city limits. Following the completion of these zones, the plan will transition to a recurring 3- or 5-year cycle to ensure all circuits remain clear and properly maintained. Financial Considerations: The project cost of $149,246.40 will be funded from the Electric Distribution Department's operating budget. The financial impact has been reviewed and approved confirming that sufficient funds are available to cover this expenditure. Legal Considerations: Approve as to Form. All contracts and agreements will be reviewed and approved by the City Attorney, ensuring compliance with pertinent Kansas Statues Annotated (K.S.A.) and Municipal code provisions. Recommendation/Action: Staff recommends that the City Commission accept the bid from Asplundh Tree Expert LLC and authorize the City Manager, Brian, to execute the contract for tree trimming services in Quadrant #2 for a total amount not to exceed $149,246.40. Action: Deliberate the selection of Asplundh Tree Expert LLC to perform tree trimming services for quadrant #2 and authorize the City Manager to negotiate and execute a contract with the selected contractor. Attachments: XI.C.1 Map of 2024 Maintenance Area (1 pg) 08.21.24 Agenda Pkt Page #28  - - - .. - Back to■Agenda t ­ C: .2 3 Nancy L Hope ± Cemetery W 1 s t St s t % 5 £ 7% (J) (J) 5 W 3 rd St w 3 rd s t z E 3rd St 77 = 7% 2 we=Mst f E 4th st 8 (J) = (J) w5t st E 5th st 5% 7 77 % ± " 5% ; .; 3 3 E 6th st z (J) (J) (J) � 7% i tJ) O W 7th St Ottawa 5 0 7th St Ne0s 5 7% 7 9 E H a m b l i n St 7 . (J) (J) ± 7 0 \ C: .8 0 ± .:::; a: w8th t : E 8th St "' 5 (J) 77% 7% 5 (J) E Walton St (J) (J) t ] .. 5% e « 5 pwy Dr (J) ·e2 + 0t 7% . w 1 m n s z $2 u r 0 77 d c s z u w 1 3 t ; E 1 3 t h St 942ft aocwood 922ft E 14th t ° E 1 5 t h st 0 (J) ::: 9 .J 0 % a Huhland \ E Cemetery < (J) a 5 w 1 7 t h st (J) % .e 40M % u 9 <t � + 0 u. (J) Labette Rd w 2 3 rd st Labette Rd LINES TO BE TRIMMED TO INDUSTRY STANDARDS ARE INDICATED BY PURPLE LINES. 1043 f 1056 f K i n man Rd K i n m a n Rd B N Junction 10 14 ft 08.21.24 Agenda Pkt Page #29 M i s s o u r i Dept. of C o n s e rv a t i o n , Esri, H ER E , G a r m i n , I N CR E M E N T P, U S G S , EPA, USDA  Back to Agenda Agenda Item: XI.D City of Ottawa City Commission Meeting August 21, 2024 TO: City Commission and City Manager SUBJECT: Report on the successful installation of the muffler/catalyst on 6 & 7 generator engines at the City of Ottawa Power Plant Regulatory Compliance. INITIATED BY: Electric Superintendent-EP AGENDA: New Business Recommendation: Receive & File this report from Ottawa Electric Superintendent-EP. Background: In 2010 the EPA announced the final ruling for the National Emission Standards for Hazardous Air Pollutants for Stationary Reciprocating Internal Combustion Engines (RICE NESHAP), requiring all compression and spark ignited reciprocating stationary engines to follow NESHAP 40 CFR 63 ZZZZ Performance Tests. Reciprocating engines, such as the City of Ottawa’s four generating units 3, 4, 6 and 7, must demonstrate compliance of 70% or greater reduction of carbon monoxide (CO) emissions. In 2012 the City of Ottawa installed new mufflers/catalyst combination for units 3 & 4 with the initial test results at 90% CO emissions reduction, a reduction that has been maintained for the last 12 years. Mufflers on 6 & 7 were newer when the new ruling was required, so in-line catalyst only were installed, the initial test results of 72% had been decreasing the last 12 years while the back pressure at the turbo exhaust increased causing heating issues on the units. The overheating was controlled by generating 1MW below the nameplate, 6MW on each unit . After the 2021 compliance testing Power Plant Compliance stated that units 6 & 7 will not pass again, which would have forced units 6 & 7 into emergency use only. Analysis: The project was budgeted for the 2023 year at $400,000 and $14,000 in 2024 for the compliance testing. The mufflers/catalyst were built and delivered in July 2023, $276,820 was paid from Electric Production 3703-710 and the balance rolled into 2024 budget due to the contractor schedule and the short time allowed to us by SPP for taking the generators out of service in 2023. In May 2024 the mufflers/catalyst were installed, and compliance testing was completed June 2024. 2024 payments of $98,500 from 3703-558 and $12,873 from 3703-710. Total of $289,693.83 3703-710 and $98,500 3703-558 including compliance testing. Carbon Monoxide (CO) and Oxygen (O2) were measured by EPA methods. 3 tests were run on each unit with each test lasting approximately one hour. 08.21.24 Agenda Pkt Page #30  Back to Agenda Average emissions reduction for Unit 3 is 91%. Average emissions reduction for Unit 4 is 92%. Average emissions reduction for Unit 6 is 88%. Average emissions reduction for Unit 7 is 86%. The turbo back pressure for Units 6 & 7 decreased from 15” W.C. at 5.0MW to 5” W.C. at 5.5MW. Attached are photos of the installation process, a crane company was contracted to remove the old mufflers and install the new mufflers/catalysts. A very special thanks to the Electric Production team of Rocky Evans, Brian Demoret, Gabe Sheffield, Brian Hall, Mark Winter, John Thompson, Raymond Tegtmeyer and David Woodruff, who all stepped up in my absence during the installation and testing process of the project. Considerations: The financial impact of the project including the mufflers/catalysts, installation and testing was $383,000.00, $31,000 below the initial planned budget of $414,000. Legal Considerations: The installation of the muffler/catalyst combination on units 6 & 7 ensures that we follow the R.I.C.E. N.E.S.H.A.P. compliance requirements while allowing the generators to generate at name plate output without overheating issues at the turbo. Compliance testing is every 3 years. Recommendation/Action: Receive and File. Attachments: Photos attached (XI.D.1) 08.21.24 Agenda Pkt Page #31  Back to Agenda Agenda Item: XI.D.1 08.21.24 Agenda Pkt Page #32  Back to Agenda Active Project Update August 21, 2024 08.21.24 Agenda Pkt Page #33  Back to Agenda Upcoming Projects Expected Project Funding Source Budget to Begin HVAC update at City Hall GO Bond 2022A $ 1,001,000 2024 OMA Boiler Replacement GO Bond 2022A $ 175,000 2024 Commission Chambers renovation Grants $ 250,000 2024 Pin Oak Lift Station Wastewater Fund $ 122,915 2024 Community Vision Planning General Fund undetermined 2024 Completed Projects - 2024 % of Budget Completion Project Status Budget Expensed Date Ottawa Law Enforcement Center - Exterior Envelope Master Stabilization and Final inspection scheduled Completed $ 214,915 100.12% February 2024 Rehabilitation Plan for the week of January 8. City Hall Security Improvements Exit light installation. Project hi Payment Final ill b h l Completed $ 224,633 94.24% May 2024 Power Quality Study Circuits 8 & 10 Completed $ 46,808 91.57% May 2024 K-68 Traffic Study Final report approved. Report presentation made to Completed $ 35,000 0.00% June 2024 NE Sewer Lift Station Stand-by generator start up and NoneCat thisi time. Ci i Project J l Completed $ 2,550,000 90.15% June 2024 Water Line Replacement - 17th to 19th on Elm t ti lt d J 12th lt Completed $ 87,500 75.89% July 1, 2024 Taxiway Reconstruction Design Project closeout with KDOT Project closeout Completed $ 196,982 100.00% July 2024 Splash Pad A i ti punch list items and Project Closed Completed $ 252,563 103.82% July 2024 l Mulberry & Dundee Intersection & Stormwater Improvements t Warranty Period Completed $ 145,360 78.72% August 2024 Upcoming & Completed Projects 08.21.24 Agenda Pkt Page #34  Back to Agenda Public Building Improvements - Issue 2022A Project Estimate Actual or Estimated Facility Improvement Needed Progress @ Bond Issue Project Cost OMA OMA Remodel $435,000 $508,727 Complete OMA Boiler System Replacement $175,000 $175,000 Not Started LEC Flood Mitigation Improvements $565,000 $214,915 Complete City Hall HVAC Improvement / Replacement $1,001,000 $1,001,000 Not Started City Hall 2nd Floor Security Improvements $230,000 $224,633 Complete Contingency Project bids exceeding project estimate $94,000 n/a $2,500,000 2022A Bond Issue Projects 08.21.24 Agenda Pkt Page #35  Back to Agenda Project Description: Replacement of City Park playground equipment FINANCIAL OVERVIEW Funding Source: Special Parks & Grants Project-To-Date Budget Remaining % complete Activity Grant Funds $ 119,768 $ 57,268.00 $ 62,500.00 47.82% Special Parks Fund $ 130,232 $ 57,267.63 $ 72,964.37 43.97% TOTAL REVENUE $ 250,000 $ 114,535.63 $ 135,464.37 45.81% Construction $ 245,000 $ 57,267.63 $ 187,732.37 23.37% Contingency $ 5,000 $ - $ 5,000.00 0.00% Total Construction $ 250,000 $ 57,267.63 $ 192,732.37 22.91% Engineering $ - $ - $ - 0.00% Inspection $ - $ - $ - 0.00% Administration $ - $ - $ - 0.00% Contingency $ - $ - $ - 0.00% TOTAL EXPENDITURE $ 250,000 $ 57,267.63 $ 192,732.37 22.91% PROJECT UPDATE Accomplished in last 30 days: Removed old amenitites. Built new pad and installed drainage. 30 Day Outlook (Planned Tasks): Construct composite structure and prep for surfacing installation. Schedule Status: In Progress Changes in Scope of Work: None at this time Input & Coordination (Delays): None at this time Staff Issues & Concerns: None at this time City Park Playground 08.21.24 Agenda Pkt Page #36  Back to Agenda Project Description: Installation of new water storage tank and an upgrade to the pumping capacity from the water treatment plant. FINANCIAL OVERVIEW Funding Source: BASE Grant + Proximity Park Sales Tax Transfer Project-To-Date Budget Remaining % complete Activity BASE Grant Funds $ 1,600,000 $ 1,600,000.00 $ - 100.00% Proximity Park Sales Tax Transfer $ 2,369,000 $ 1,975,000.00 $ 394,000.00 83.37% TOTAL REVENUE $ 3,969,000 $ 3,575,000.00 $ 394,000.00 90.07% Construction $ 3,634,000 $ 1,881,970.00 $ 1,752,030.00 51.79% Contingency $ - $ - $ - 0.00% Total Construction $ 3,634,000 $ 1,881,970.00 $ 1,752,030.00 51.79% Engineering $ 60,000 $ 32,500.00 $ 27,500.00 54.17% Inspection $ 275,000 $ 90,468.45 $ 184,531.55 32.90% Administration $ - $ 1,837.20 $ (1,837.20) 0.00% Contingency $ - $ - $ - 0.00% TOTAL EXPENDITURE $ 3,969,000 $ 2,006,775.65 $ 1,962,224.35 50.56% PROJECT UPDATE Accomplishments in Last 30 Days: Catch basin for overflow installed. Site grading and paving preparation taking place now. Contracts were received in early July for the pump station upgrade and are currently being executed. 30 Day Outlook (Planned Tasks): Remainder of underground work, site grading, paving and fencing. Changes in Scope of Work: Elimination of pump boost station and addition of upgrade of pumping capacity of water plant. Schedule Status: In Progress Staff Issues & Concerns: KDHE approval for pump house upgrades received on April 4th. Engineers to get bid package out during week of April 8th. Possible concern with delivery dates of equipment for pump upgrades. Will be determined following bid opening on May 15th. Proximity Park Water Tower 08.21.24 Agenda Pkt Page #37  FINANCIAL OVERVIEW Back to Agenda Funding Source: American Rescue Plan Act (Fund 407) Project-To-Date Budget Remaining % complete Activity ARPA Grant Funds $ 212,935 $ 190,391.00 $ 22,544.00 89.41% TOTAL REVENUE $ 212,935 $ 190,391.00 $ 22,544.00 89.41% Project Description: Standby power for raw water pump. Construction $ 212,935 $ 190,391.00 $ 22,544.00 89.41% Contingency $ - $ - $ - 0.00% Total Construction $ 212,935 $ 190,391.00 $ 22,544.00 89.41% Engineering $ - $ - $ - 0.00% Inspection $ - $ - $ - 0.00% Administration $ - $ - $ - 0.00% Contingency $ - $ - $ - 0.00% TOTAL EXPENDITURE $ 212,935 $ 190,391.00 $ 22,544.00 89.41% PROJECT UPDATE Accomplishments in Last 30 Days: Switch gear installed at low lift pump station. 30 Day Outlook (Planned Tasks): Awaiting switch gear for service pump station. This will be installed as part of finished water pump upgrades. Bids were received and opened May 15th. Notice of Award was issued June 17, 2024 to Walters-Morgan Construction, Inc. Pump station upgrade contracts received early July, waiting on staff signatures to proceed. Changes in Scope of Work: None at this time. Input & Coordination (Delays): Received project approval from regulatory agency on April 4th. Project sent in for approval November 2023. Schedule Status: In Progress Staff Issues & Concerns: KDHE approval for pump house upgrades received on April 4th. Bid received and opened on May 15th, concern with possible delays associated with equipment delivery dates, this will be determined following contract award. Water Plant Generator 08.21.24 Agenda Pkt Page #38  Back to Agenda FINANCIAL OVERVIEW Funding Source: BASE Grant + Proximity Park Special Sales Tax + Match from KGS Project-To-Date Budget Remaining % complete Activity BASE Grant Funds $ 1,000,000 $ - $ 1,000,000.00 0.00% Project Description: Kansas Gas KGS Match Funds $ 430,763 $ - $ 430,763.00 0.00% Service is extending a gas line to Proximity Park Sales Tax Transfer $ 325,000 $ 325,000.00 $ - 100.00% Proximity Park under the City’s TOTAL REVENUE $ 1,755,763 $ 325,000.00 $ 1,430,763.00 18.51% BASE grant. Construction $ 1,111,961 $ - $ 1,111,960.95 0.00% Contingency $ - $ - $ - 0.00% Total Construction $ 1,111,961 $ - $ 1,111,960.95 0.00% Engineering $ - $ - $ - 0.00% Inspection $ 467,295 $ - $ 467,295.41 0.00% Administration $ 143,794 $ - $ 143,794.19 0.00% Contingency $ 32,712 $ - $ 32,712.45 0.00% TOTAL EXPENDITURE $ 1,755,763 $ - $ 1,755,763.00 0.00% PROJECT UPDATE Accomplishments in Last 30 Days: Project completed 30 Day Outlook (Planned Tasks): Awaiting final reporting for BASE grant and final project payment Input & Coordination (Delays): Construction coordination provided by KGS. Project billing will occur at the completion of the project with final costs. Schedule Status: In Progress Staff Issues & Concerns: None at this time. BASE–Kansas Gas Service Line Extension 08.21.24 Agenda Pkt Page #39  Back to Agenda Project Description: AMI replacement of electric meters began in 2016 and was funded as an annual replacement program. In 2024, the City Commission authorized funding to complete the program with the anticipated completion date of 2025. FINANCIAL OVERVIEW Funding Source: Electric Capital Improvement Fund Project-To-Date Budget Remaining % complete Activity Electric Capital Improvement $ 468,000 $ - $ 468,000.00 0.00% TOTAL REVENUE $ 468,000 $ - $ 468,000.00 0.00% Construction $ 468,000 $ - $ 468,000.00 0.00% Contingency $ - $ - $ - 0.00% Total Construction $ 468,000 $ - $ 468,000.00 0.00% Engineering $ - $ - $ - 0.00% Inspection $ - $ - $ - 0.00% Administration $ - $ - $ - 0.00% Contingency $ - $ - $ - 0.00% TOTAL EXPENDITURE $ 468,000 $ - $ 468,000.00 0.00% PROJECT UPDATE Accomplishments in Last 30 2600 residential meters ordered to finish conversion, estimated delivery Days: February 2025. 30 Day Outlook (Planned Tasks): Program and install meters on hand as time permits or as needed. Input & Coordination (Delays): Supply chain and funding issues have plagued this project Schedule Status: In Progress Staff Issues & Concerns: 2600 meters delivered to warehouse the week of May 13, 2024, all units were incorrect and were returned. Electric Meter Replacement 08.21.24 Agenda Pkt Page #40  Back to Agenda Project Description: Evaluation of the Water Treatment Plant to determine current and future needs. FINANCIAL OVERVIEW Funding Source: Water Fund (030) Project-To-Date Budget Remaining % complete Activity Water Fund $ 90,000 $ 54,000.00 $ 36,000.00 60.00% TOTAL REVENUE $ 90,000 $ 54,000.00 $ 36,000.00 60.00% Construction $ - $ - $ - 0.00% Contingency $ - $ - $ - 0.00% Total Construction $ - $ - $ - 0.00% Engineering $ 90,000 $ 54,000.00 $ 36,000.00 60.00% Inspection $ - $ - $ - 0.00% Administration $ - $ - $ - 0.00% Contingency $ - $ - $ - 0.00% TOTAL EXPENDITURE $ 90,000 $ 54,000.00 $ 36,000.00 60.00% PROJECT UPDATE Accomplishments in Last 30 Draft report received and reviewed by staff, some additional Days: information given to consultant for inclusion in report. 30 Day Outlook (Planned Final report expected the week of August 12th Tasks): Schedule Status: In Progress Staff Issues & Concerns: 95% Complete. On completion staff will review and formulate a strategic plan for implementation. Water Treatment Plant Study 08.21.24 Agenda Pkt Page #41  Back to Agenda Discussion 08.21.24 Agenda Pkt Page #42