City Commission

Regular Meeting Minutes City Hall Minutes of March 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 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 Mayor Pro Tem Clayton. The agenda included the minutes from the March 5, 2025 Regular Meeting, the minutes from the February 12, 2025 Planning Commission Meeting, February 2025 Finance Report, Outside Agency Reports for February 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 None. Unfinished Business None. New Business Review of KOWI Taxiway Bid Proposals The Governing Body heard from City Manager Silcott, who presented a request for the City Commission to approve the bid award for the KOWI Taxiway Reconstruction Project at the Ottawa Municipal Airport. The following key points were discussed: • Bids for the project were opened on March 6, 2025, with four bids received. • Amino Brothers Co., Inc. submitted the lowest bid, with a total base bid of $1,160,881.00 and an add alternate bid of $2,219,602.25, for a total project bid of $3,380,483.25. • The project is funded through a combination of grants, including: o FAA AIP Grant (95%): $397,334.00 with a local match (5%) of $20,913.00. o IIJA Allotment Grant (95%): $585,000.00 with a local match (5%) of $30,790.00. o THUD Grant (95%): $2,500,000.00 with a local match (5%) of $131,579.00. • The remaining portion of the project is anticipated to be covered under the 2026 FAA Lookback Grant. • Benesch, the project engineer, reviewed and verified all bid documents and has recommended the bid award to Amino Brothers contingent upon FAA concurrence and grant funding confirmation. March 19, 2025 1 City of Ottawa Regular Meeting Minutes March 19, 2025 Page 2 • The project was identified as a critical infrastructure need after structural evaluations determined that the existing taxiway pavement did not meet acceptable strength standards. A full reconstruction was deemed necessary to prevent operational and safety risks. • The City intends to apply for an FAA Airport Improvement Program (AIP) grant, which would fund 95% of the eligible costs, requiring a 5% local match. • The grant application must be submitted to the FAA no later than April 1, 2025, with funding approval anticipated between June and August 2025. • The reconstruction project aligns with the 2017 Ottawa Municipal Airport Master Plan, which outlines long-term development strategies for the airport. • If awarded, the FAA grant would significantly reduce the City's financial burden, covering a portion of the total estimated project cost of $3.2 million. • Upon receiving a successful grant award, the City Manager’s authorization will ensure timely execution of necessary documents to meet FAA requirements and initiate the project without delays. • The City Manager and designated municipal agents will work with FAA representatives to ensure compliance with all regulatory requirements before execution. Commissioner Crowley made a motion, seconded by Commissioner Caylor, to accepting the base bid in the amount of $1,160,881.00 and, contingent upon FAA concurrence and receipt of the authorized FAA grant, award Add Alternate #1 bid submission in the amount of $2,219,602.25 to Amino Brothers Co., Inc.; and authorize the City Manager and other municipal agents to submit and take such other actions or execute such other documents as deemed necessary to comply with FAA regulations and processes related to the Ottawa Municipal Airport (OWI) Taxiway Reconstruction Capital Project. The motion was considered and upon being put, all present voted aye. The Mayor declared these items duly approved. Request for Authorization to submit Grant Application This item was covered in the above item. Authorization for City Manager to Execute Grant Documents Upon Award This item was covered in the above item. Resolution Establishing Cemetery Rates The Governing Body heard from Public Works Director Welsh, who presented a request for the City Commission to approve a resolution updating cemetery service fees to better align with operational costs associated with labor, maintenance, and services. The following key points were discussed: • The current resolution regulating cemetery fees has been in place since 2007, and operational costs have steadily increased over the years, resulting in budgetary shortfalls. • The proposed fee adjustments are designed to close this financial gap while maintaining high- quality service and minimizing the burden on the community. • Comparative analysis with nearby municipalities showed that Ottawa’s current fees are lower than most surveyed areas, particularly for traditional burials. • The proposed fee adjustments include: o Burial Plots: Increase from $300 to $400 o Traditional Burial (Weekday): Increase from $300 to $400 o Traditional Burial (Overtime): Increase from $400 to $500 o Traditional Burial (Weekend): Increase from $400 to $600 March 19, 2025 2 City of Ottawa Regular Meeting Minutes March 19, 2025 Page 3 o Cremation (Weekday): Increase from $175 to $200 o Cremation (Overtime): Increase from $275 to $300 o Cremation (Weekend): Increase from $275 to $400 o Cremation (Two in One Opening): Reduce from $350 to $300 o Babyland Burial: Eliminate Fee Mayor Pro Tem Clayton made a motion, seconded by Commissioner Caylor, to approve the resolution to adjust cemetery service fees. 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. 1976-25. Award of Nuisance Mowing Bid The Governing Body heard from Director Neece, Neighborhood and Community Services, who presented a request for the City Commission to approve the 2025 nuisance mowing contract to K-B’s Lawn Care LLC in Olathe. The following key points were discussed: • Under the municipal code, properties with weeds or grass exceeding twelve inches are subject to abatement. Property owners are given a courtesy notice with one week to comply, followed by a certified letter if no action is taken. If the violation persists, the City proceeds with mowing. • In 2024, the mowing contract was awarded to a contractor who ultimately failed to perform the required services, resulting in the City’s Property Improvement Partner completing the mowing. • Historical mowing data showed: o 2024: 3 parcels, 3 times mowed o 2023: 10 parcels, 14 times mowed o 2022: 19 parcels, 29 times mowed o 2021: 16 parcels, 25 times mowed • The 2025 RFP process included four responses, with K-B’s Lawn Care LLC emerging as the most qualified bidder. The company holds the required insurance, has strong references, maintains current commercial contracts in Ottawa, and is the longest-registered business among respondents. • The cost of mowing is initially paid by the City but is later charged to property owners. If unpaid within 30 days, the cost is added as a lien on the property. Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Clayton, to approve the bid award for nuisance mowing services to K-B’s Lawn Care LLC and authorize Director Neece to sign the service agreement. The motion was considered and upon being put, all present voted aye. The Mayor declared this item duly approved. Amendment to Electric Rate Resolution The Governing Body heard from the Finance Director Landis, who presented a request for the City Commission to approve a resolution updating the electric utility rate schedule and revising the annual review provisions. The following key points were discussed: • The most recent electric rate increases were established in January 2023 through Resolution 1928-23, setting scheduled step increases for 2023-2027. These increases were designed to support planned and future projects, including: o River crossing circuit 8-10 structure rebuild (design in 2025) March 19, 2025 3 City of Ottawa Regular Meeting Minutes March 19, 2025 Page 4 o System conversion from 2400 to 7200 (study in 2025) o K-68 bridge lighting replacement o Downtown street lighting upgrades o Backup power generation at the NE and SE substations o Ongoing equipment replacements • The scheduled rate increase for 2024 was not implemented, necessitating a shift of all existing increases forward by one year. • The revised resolution also removes the prior requirement for the Governing Body to review rates at least 60 days prior to any scheduled step increase. • All scheduled increases will now take effect on or after March 1 of each year. Commissioner Crowley made a motion, seconded by Commissioner Caylor, to approve the resolution adopting electric utility rates reflecting the updated rate schedule and revised annual review provisions for 2023–2028. The motion was considered and upon being put, passed with the following vote: Commissioner Crowley aye, Mayor Pro Tem Clayton aye, Mayor Allen aye, Commissioner Caylor aye, and Commissioner Skidmore nay. Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1977-25. During Governing Body Comments, Commissioner Skidmore requested to amend his vote to aye, there being no objection from any member, Commissioner Skidmore was allowed to change his vote to aye. Project Updates The Governing Body heard from City Manager Silcott, who presented the March 2025 status report on active City capital projects. The report provided updates on key infrastructure projects, including water treatment, pump stations, electric meter replacements, and other critical initiatives. The following key points were discussed: • The Proximity Park Water Tower and Water Plant Pump Upgrades project has completed its fencing punchlist items and continues work towards the delivery of HSPS motors and pumps. • The Water Treatment Plant Study final draft has been received, and staff are preparing for a presentation to the City Commission. • The Water Plant Generator project is currently delayed, awaiting an electrical schematic to plan for the installation of the transfer switch. • The Pin Oak Pump Station has acknowledged a hood color change order and is scheduled for completion by April 15, 2025. • The Residential AMI Electric Meter Replacement project has received the meters as of February 13, 2025, with installation beginning in the current reporting period. • Commission Room Upgrades are scheduled to begin construction on May 5, 2025. • City Hall HVAC project planning continues, with RFP documents being finalized. • All projects are currently within their allocated budgets, though continued monitoring is necessary. City Manager Comments City Manager Brian Silcott provided updates on recent public works operations. Between March 10 and March 16, the Streets Division patched approximately 680 potholes, with an additional 200 potholes filled on March 17 and 18. Crews also completed pavement rehabilitation on Cedar Street March 19, 2025 4 City of Ottawa Regular Meeting Minutes March 19, 2025 Page 5 between 10th and 12th Streets in the southbound lane, utilizing 25 tons of asphalt. In the Parks Division, staff installed mulch in playgrounds to enhance safety and appearance. Additionally, upcoming OMA activities were noted for April 5th and May 9th, with further details to be provided at the March 26th City Commission Meeting. Governing Body Comments Mayor Pro Tem Clayton wished USD 290 students a happy Spring Break, noting that numerous activities are taking place in the community this week. Announcements A. March 26, 2025 City Commission Meeting - 4:00 pm, City Hall B. April 2, 2025 City Commission Meeting – 7:00 pm, City Hall C. April 9, 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 11:22 am. /s/ Melissa Reed Melissa Reed, City Clerk March 19, 2025 5