City Commission

Regular Meeting Minutes City Hall Minutes of March 5, 2025 The Governing Body met at 7:00 p.m. on this date for the Regular City Commission Meeting, with the following members present and participating: 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 No public comments were received. Appointments, Proclamations, Recognitions, Nominations and Public Hearings None. Consent Agenda Commissioner Crowley moved to approve the consent agenda, seconded by Commissioner Caylor. The agenda included the minutes from the February 26, 2025 Regular Meeting 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 Commissioner Crowley declared he is a contractor on the OMA Electrical Repair and will abstain from voting on that item. Unfinished Business None. New Business Appointment to Kansas Municipal Energy Agency (KMEA) Board – Director 1 Position The Governing Body heard from City Clerk Reed, who discussed the appointment of a representative for the Kansas Municipal Energy Agency (KMEA) Board of Directors – Director 1 position and provided the following details: • The Governing Body biennially selects representatives for the KMEA Board of Directors. These positions serve in Director 1 and Director 2 positions. • Commission Caylor currently serves as Director 1, with a term set to expire on April 30, 2025. • David Hunsaker was previously appointed as Director 2, with a term expiring on April 30, 2026. • The appointed Director must reside within the territory served by the City’s electric utility or be a city employee. • Board meetings are typically held in the Spring and Fall in Wichita, KS. • The appointment term for Director 1 will be from April 30, 2025 through April 30, 2027. Mayor Pro Tem Clayton made a motion, seconded by Commissioner Skidmore to appoint Commissioner Caylor to the KMEA Board of Directors – Director 1 position. The motion was March 5, 2025 1 City of Ottawa Regular Meeting Minutes March 5, 2025 Page 2 considered, and upon being put to a vote, all present voted aye. The Mayor declared this appointment approved. Request for Approval of GRDA Power Purchase Agreement Extension The Governing Body heard from Utility Director Snethen, who presented the request for the City Commission to approve an extension of the Power Purchase Agreement with the Grand River Dam Authority (GRDA). The following key points were discussed: • The Governing Body previously reviewed the electric utility components including the GRDA Power Purchase Agreement in a series of discussions, including meetings on February 12, 2025, February 19, 2025, and February 26, 2025. • The extension would secure a long-term power supply of 12MW, with an option to increase up to 15MW if available, for a 25-year term from May 1, 2026, through April 30, 2051. • The agreement supports the City’s strategic goals, ensuring long-term energy stability, scalability, minimal impact on customers, and commitment to sustainability. • At the February 26, 2025, Regular Meeting, the Governing Body reached a consensus to proceed with the agreement. Commissioner Clayton made a motion, seconded by Commissioner Skidmore, to approve the resolution authorizing the execution of the Power Purchase Agreement with GRDA. The motion was considered, and upon being put, all present voted aye. The Mayor Pro Tem declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1973-25. Resolution Accepting Public Infrastructure Improvements to 23rd Street The Governing Body heard from Director Neece, who presented a request for the Governing Body to approve a resolution accepting public infrastructure improvements along 23rd Street between the west Walmart entrance and the Rock Creek bridge. The following key points were discussed: • The public infrastructure improvements are associated with the Victory Dodge and Victory Chevy dealerships and mark the final step in a development agreement initiated on May 1, 2024. • The total estimated cost for the public improvements is $1,843,230, which includes streets and stormwater, waterline improvements and sanitary sewer upgrades. • GB Construction completed the project, with BG Consulting serving as the City Engineer. The project was certified as complete and meeting municipal standards on December 3, 2024. • The improvements were partially funded through a Tax Increment Financing (TIF) district and the issuance of Industrial Revenue Bonds, which provided a sales tax exemption for up to $9.5 million in total project costs. • Accepting these improvements formally integrates them into the City’s public infrastructure, ensuring long-term maintenance and operation under municipal management. Commissioner Skidmore made a motion, seconded by Commissioner Crowley, to approve the resolution accepting public infrastructure improvements to 23rd Street. The motion was considered and upon being put, all present voted aye. The Mayor Pro Tem declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1974-25. Review of Ottawa Memorial Auditorium Strategic Plan The Governing Body heard from Director Evans, who presented an overview of the Ottawa Memorial Auditorium (OMA) Strategic Plan and its long-term vision for enhancing facility operations, revenue March 5, 2025 2 City of Ottawa Regular Meeting Minutes March 5, 2025 Page 3 growth, and community engagement. The following key priorities were discussed: Branding & Awareness • Rebrand OMA as both an entertainment hub and premier event center. • Expand marketing efforts, including digital engagement and regional partnerships. • Develop a long-term event calendar to attract patrons, sponsors and promoters. Facility & Infrastructure Improvements • Address critical capital improvements, including kitchen remodel, ADA accessibility, and front step repairs. • Explore investments in technology, such as online ticketing enhancements and a potential recording studio. • Evaluate the feasibility of hiring additional staff as event booking increases. Revenue Growth & Financial Stability • Diversify revenue streams through corporate sponsorships, grants, and new event-driven sources. • Establish large scale tent pole events to generate sustainable income. Community & Stakeholder Engagement • Strengthen partnerships with Ottawa University, local businesses and regional organizations. • Expand volunteer and board engagement to increase community outreach. • Develop special programming to engage diverse audience demographics. Long-Term Vision & Expansion • Position OMA as a leading regional venue for mid-sized performances while maintaining its unique identity. • Create a multi-year roadmap for facility enhancements, including outdoor performance capabilities. • Explore the feasibility of OMA-hosted festivals to establish OMA as a cultural destination. The Strategic Plan was developed through three planning sessions with OMA staff, HR Director, the OMA Advisory Board, and the Friends of the OMA Board, with additional insights gathered through board member interviews. Investment in infrastructure, staffing and marketing will be phased over a five-year period to ensure financial sustainability, with funding pursued through grants, corporate sponsorships and strategic partnerships. Approval of a Critical Repair at Ottawa Memorial Auditorium The Governing Body heard from Director Evans, who presented a request for the Governing Body to approve a critical electrical repair at OMA. The following key points were discussed: • The 1200-amp exterior panel at OMA serves as the main fused service disconnect for interior electrical panels and multiple A/C units, including the four main cooling units. • On September 6, 2024, a burnout in the A-phase of the fuse disconnect prevented power from reaching the cooling units, causing system failure. • Troubleshooting by BCI Mechanical and the City’s Electric Distribution team revealed that the issue was due to aging electrical components, specifically a weakened spring in the contactor, which generated excessive heat and melted the unit. March 5, 2025 3 City of Ottawa Regular Meeting Minutes March 5, 2025 Page 4 • A temporary fix was implemented by Advantage Electric and the Electric Distribution Crew, restoring partial functionality. However, this solution is not sufficient to handle peak electrical demand during major events. • Upon restarting the cooling units, only 5 of the 8 compressors came back online, necessitating additional repairs. • The proposed permanent repair includes a custom-built electoral panel from Station Wholesale Electric ($32,617.65) and installation by Advantage Electric ($10,800.00) The custom-built panel requires a three-month lead time, and delaying the replacement increases the risk of system failure during peak usage, potentially impacting scheduled events and rentals at OMA. Commissioner Skidmore made a motion, seconded by Commissioner Caylor, to approve the critical electric repair at Ottawa Memorial Auditorium, authorizing the purchase and installation of the new electrical panel. Commissioner Crowley abstained. The motion was considered and upon being put, all present voted aye. The Mayor declared this request approved. Resolution Approving the City of Ottawa’s Levee Study The Governing Body heard from City Manager Silcott, who presented a request for the Governing Body to approve a resolution formalizing the City’s commitment to levee improvements and flood control, strengthening advocacy efforts for federal and state funding. The following key points were discussed; • The Marais des Cygnes River Levee System, constructed in 1962 by the U.S. Army Corps of Engineers (USACE), plays a critical role in protecting over 2,100 residents and property valued at $255 million from severe floods. • The levee system consists of a Left (North) Bank Levee and a Right (South) Bank Levee, both of which include pumping stations responsible for managing interior drainage when the river level is too high for gravity drainage. • The 2019 flood event revealed deficiencies in the levee system, particularly in the interior drainage system and pumping capacity. The pumping stations, originally installed in 1962, have not undergone significant upgrades and are inadequate to handle major flood events. • The floodwall toe drain system, designed to relieve under seepage pressure, has been obstructed since installation, preventing critical inspections and posing a long-term risk to the system’s integrity. • The Levee System Study (PAS) has been included in the City’s Capital Improvement Plan (CIP) for 2025-2029, demonstrating the City’s long-term commitment to assessing and improving the system. • The estimated total project cost is $700,000, with a 50/50 cost-sharing arrangement under the USACE Planning Assistance to States (PAS) program. Initially, the City sought 100% federal funding, but recent changes in federal program priorities now require local participation. • The Missouri and Associated Rivers Coalition (MOARC) has been actively advocating for Ottawa at the federal level, assisting in funding efforts. By adopting this resolution, the Governing Body will formally declare the levee and flood control system as a strategic priority, reinforcing Ottawa’s commitment to: • Protecting lives, property and infrastructure. • Strengthening federal and state funding advocacy efforts. March 5, 2025 4 City of Ottawa Regular Meeting Minutes March 5, 2025 Page 5 • Ensuring compliance with USACE levee safety and inspection requirements. • Address climate resilience and flood risk mitigation proactively. Mayor Pro Tem Clayton made a motion, seconded by Commissioner Caylor, to approve the resolution declaring the levee and stormwater system a strategic priority. The motion was considered and upon being put, all present voted aye. The Mayor Pro Tem declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1975-25. City Manager Comments City Manager Silcott provided updates on employment opportunities, public works, police department activities, and utility operations. The City of Ottawa continues to recruit for multiple positions, including maintenance workers, police officers, and seasonal staff for public works and the golf course. Public Works crews patched 250 potholes over the past week, while the Police Department highlighted the success of the Ottawa Police Foundation Trivia Night on February 22 and participation in the Franklin County Crisis Intervention Training, which included discussions with community partners on crisis response. Several police shifts also completed CPR, AED, and Stop the Bleed training in collaboration with Ottawa Fire. Additionally, the department filled the Assistant Court Clerk position and conducted applicant testing for new officers. The Electric Distribution Division reported the installation of transformers at Hidden Lakes and Lakeside Estates and completed repairs on tennis court light controllers. Looking ahead, the March 19, 2025, meeting agenda will include a review of the February Finance Report, active project updates, the KOWI taxiway bid review, resolutions on cemetery and electric rates, and nuisance mowing bid considerations. Governing Body Comments No comments were made. Announcements A. March 12, 2025 City Commission Meeting – 4:00 pm, City Hall CANCELLED B. March 19, 2025 City Commission Meeting - 10:00 am, City Hall C. March 26, 2025 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 8:03 pm. /s/ Melissa Reed Melissa Reed, City Clerk March 5, 2025 5