City Commission

Regular Meeting Minutes City Hall Minutes of February 19, 2025 The Governing Body met at 10:00 a.m. on this date for the Regular City Commission Meeting, with the following members present and participating: Mayor Allen, Mayor Pro Tem Clayton, Commissioner Caylor, Commissioner Crowley and Commissioner Skidmore. Mayor Allen called the meeting to order. Mayor Allen welcomed the audience and led the Pledge of Allegiance to the American flag. Commissioner Skidmore gave the invocation. Public Comments None were received. Appointments, Proclamations, Recognitions, Nominations and Public Hearings Consent Agenda Commissioner Crowley moved to approve the consent agenda, seconded by Commissioner Caylor. The agenda included the minutes from the February 12, 2025 Regular Meeting, the January 2025 Finance Report, January 2025 Outside Agency Reports and the Regular Meeting agenda. The motion was put to a vote, and all present voted in favor. The Mayor declared the consent agenda duly approved. Declaration No declarations were made. Unfinished Business New Business Request for Approval of Golf Course Equipment Purchase Finance Director Landis presented an overview of the equipment needs for the Ottawa Golf Course following its transition to a municipal operation on December 30, 2024. With the shift in management, the City must acquire essential maintenance equipment, as the previous management company owned and retained most of the equipment. Currently, the golf course has one transferred piece of equipment, a Kubota tractor produced between 1998-2002, which is insufficient for maintaining the course due to its age, capabilities, and safety concerns. This tractor may be sold to offset the cost of a replacement or other necessary equipment. Golf Superintendent Murphy conducted an extensive search for new and used equipment, exploring cost-saving measures and potential shared-use arrangements with other City departments. While certain equipment, such as a zero-turn mower and a tractor, could be shared with other departments, logistical challenges, increased wear and tear, and efficiency concerns make dedicated golf course equipment the preferable solution. A notable cost-saving opportunity emerged in the potential use of robotic mowers for fairway maintenance. After discussions with a vendor and another golf course utilizing autonomous mowers, it February 19, 2025 1 City of Ottawa Regular Meeting Minutes February 19, 2025 Page 2 was determined that Ottawa’s golf course is well-suited for this technology. The mowers, which operate via GPS and a strategically placed antenna, can run overnight, reducing the need for approximately 8 to 10 hours of seasonal labor per week. The cost of three robotic mowers is approximately $50,000 less than a traditional fairway mower over the same useful life. As a newly municipally operated facility, the golf course does not have sufficient funds in its Golf Course Fund for the initial equipment purchases. The recommended funding source is the General Fund under the 2025 budget authority, specifically from the Undesignated Stability Outlay line item 001-5-0117-891.00. Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Clayton, to direct staff to proceed with the purchase of equipment needed for golf course maintenance and operations. The motion was considered and upon being put, all present voted aye. The Mayor declared this item duly approved. Review of Electric Utilities Operations Director Snethen presented an overview of Ottawa’s electrical infrastructure, detailing the city's generation capacity, transmission system, and future investment considerations. The City currently operates 18.0 MW of peaking generation capacity, which provides backup power, grid stability, and cost-saving opportunities by reducing peak energy purchases. Ottawa’s electric distribution system consists of approximately 350 miles of distribution lines, operating at 4.160 kV and 12.47 kV. The City primarily purchases its power but maintains local generation capacity for reliability and emergency situations. Ottawa’s three substations and 12 feeder circuits ensure a continuous power supply and provide capacity for future expansion to meet increasing energy demands. Key components of Ottawa’s electric infrastructure include: • Local Generation: Provides energy procurement flexibility and enhances system reliability. • Transmission System: Strengthens connectivity between substations, ensuring redundancy. • Distribution System: Supports current and future energy demand through substations and feeder circuits. • Strategic Infrastructure Investments: Focuses on proactive planning and system upgrades. • Renewable Energy Considerations: Evaluates opportunities for sustainable power generation. Future investment in infrastructure will support load growth, energy market participation, and system resilience. An Electric Distribution Circuits Map (2024) was reviewed. 4th Quarter Outside Agency Reports The Governing Body received 4th Quarter Outside Agency reports from community partner organizations. Project Updates The Governing Body received a presentation from City Manager Brian Silcott on the status of major municipal capital projects. February 19, 2025 2 City of Ottawa Regular Meeting Minutes February 19, 2025 Page 3 • The Proximity Park Water Tower and Water Plant Pump Upgrades project has addressed electrical and valving punch list items, with continued work and HSPS Motors/Pumps delivery expected. The project is 90% complete, with an estimated completion in the first quarter of 2026. • The Water Plant Generator project is awaiting an electrical schematic for transfer switch installation. The project is 89.41% complete and is expected to be finished by the fourth quarter of 2025. • The Residential Electric Meter Replacement with AMI Meters project meters were delivered on February 13, 2025. Installation planning and public communication are in progress. The project is currently at 0% completion, with an expected completion date in the third quarter of 2025. • The Phase 3 Electric Meters project remains in progress, with no recent changes. Completion is expected in the fourth quarter of 2025. • The Water Treatment Plant Study is nearing completion, with the final draft received and staff preparing for a Commission presentation. The project is 95% complete, with its original completion date set for December 2024. • The Pin Oak Pump Station project has no recent activity, but equipment delivery is planned for mid-March 2025. The project remains at 0% completion. • The Commission Room Upgrades project has committed construction and AV equipment resources. The next step involves a pre-construction meeting and timeline finalization. The project is 6.83% complete and expected to be finished in March 2025. • The HVAC City Hall project is in the planning phase, with BG Consultants finalizing RFP documents. No further updates are available at this time. City Manager Comments City Manager Silcott provided updates on city operations, neighborhood services, and upcoming agenda items. The Neighborhood & Community Services Department reported the closure of thirteen code enforcement cases in the past week and introduced a new automated email notification system to inform contractors when inspections are scheduled. As part of the Leadership Franklin County Class on Local Governance & Media, Mayor Allen and City Manager Silcott will participate in a City/County Government Panel discussion, while the IT Director Paul Sommer will present on the role of social media in local government, and Finance Director Landis will present on municipal budgeting. Looking ahead to the February 26, 2025, meeting, the agenda will include a review of electric utilities operations, consideration of a resolution adopting the Region J Kansas Multi-Hazard, Multi- Jurisdictional Hazard Mitigation Plan, a review of the Ottawa Memorial Auditorium Strategic Plan, and a request for approval of a critical electrical repair at the auditorium. Governing Body Comments Commissioner Caylor acknowledged the presence of Franklin County Commissioner Meador and expressed appreciation for her attendance at the meeting. Commissioner Skidmore extended congratulations to Terry Chartier on receiving the prestigious Russell Crites Award from the Chamber of Commerce. Mayor Pro Tem Clayton commended the positive developments within the community as highlighted in the monthly reports. He also expressed gratitude to the street crews for their exceptional snow removal efforts. February 19, 2025 3 City of Ottawa Regular Meeting Minutes February 19, 2025 Page 4 Announcements A. February 26, 2025 City Commission Meeting - 4:00 pm, City Hall B. March 5, 2025 City Commission Meeting - 7:00 pm, City Hall C. March 12, 2025 City Commission Meeting – 4:00 pm, City Hall CANCELLED Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 11:31 am. /s/ Melissa Reed Melissa Reed, City Clerk February 19, 2025 4