City Commission

Regular Meeting Minutes City Hall Minutes of May 14, 2025 The Governing Body met at 4:00 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 Crowley and Commissioner Skidmore. Commissioner Caylor joined the meeting at 4:10 pm. Mayor Allen called the meeting to order. Mayor Allen welcomed the audience and led the Pledge of Allegiance to the American flag. Pastor Dakota Smith from Ottawa Bible Church gave the invocation. Public Comments No public comments were received. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Recognition of Agnes Lambert – Winner of the 2025 League of Kansas Municipalities Essay Contest Mayor Allen read the winning essay and recognized Agnes Lambert, a student at Ottawa Middle School, for her outstanding achievement in winning both the Southeast Regional Award and the overall top honor in the 2024–2025 League of Kansas Municipalities 7th Grade Essay Contest, and read her winning essay. Agnes’s essay highlighted the Ottawa Municipal Airport as a vital community asset, describing its role in civic engagement, educational outreach through the Aviation Explorers Club, and its celebration of local aviation figures. Her essay was selected from over 200 submissions statewide and will be published in the May/June issue of the League’s Government Journal. Agnes was honored at a ceremony at the League’s building in Topeka on April 23, 2024. The City Commission commended Agnes for bringing pride to Ottawa Middle School and the community through her achievement. Consent Agenda Commissioner Crowley moved to approve the consent agenda, seconded by Mayor Pro Tem Clayton. The agenda included the minutes from the May 7, 2025 Regular Meeting 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 Interview – Board of Zoning Appeals The City Commission conducted an interview with Daniel White for the extraterritorial representative position on the Board of Zoning Appeals. Agreement for Engineering Services – 15th & Main Street Traffic Signal Director Snethen presented an agreement with TranSystems Corporation for professional engineering services related to the 15th & Main Street Traffic Signal Project. The agreement includes preparation May 14, 2025 1 City of Ottawa Regular Meeting Minutes May 14, 2025 Page 2 of contract documents, advertisement administration, bid letting assistance, and part-time construction inspection for the estimated 75-day construction period. The project scope also includes traffic control reviews, pay estimate preparation, change order management, and final walkthrough coordination. The total agreement amount is $53,600 and is funded through the Capital Project Fund as outlined in the City’s 2025–2029 Capital Improvement Program. Commissioner Crowley made a motion, seconded by Commissioner Skidmore, to approve the agreement with TranSystems Corporation and authorize City Manager Silcott to proceed with contract execution. The motion was considered and upon being put, all present voted aye. The Mayor declared the agreement duly approved. Bid Award – Sludge Removal and Land Application Services Director Snethen presented a recommendation to award the contract for the 2025 Sludge Removal and Land Application Project at the Water Treatment Plant to Sandyland Environmental. The project involves the removal and agronomic land application of lime and process sludge from the North Sludge Retention Basin at 301 Beech Street. Four proposals were received, with Sandyland Environmental submitting the lowest bid at $180,000. Their proposal demonstrated a clear methodology, strong qualifications, and compliance with environmental standards. Staff determined Sandyland Environmental’s proposal to be the most advantageous to the City. Mayor Pro Tem Clayton made a motion, seconded by Commissioner Skidmore, to award the contract to Sandyland Environmental in the amount of $180,000 and authorize the City Manager to execute the agreement and related documents. The motion was considered and upon being put, all present voted aye. The Mayor declared the contract award duly approved. Resolution – Amendments to the Personnel Policy Handbook Director Stegman-Jacobson presented a resolution approving amendments to the City of Ottawa’s Personnel Policy Handbook. The proposed updates include the addition of Section 2.8 Acceptance of Monetary Tips, which permits the acceptance of tips and outlines appropriate reporting and tax procedures. Amendments to Sections 2.1 Pay Period, 2.4 Overtime Pay, and 4.8 Holidays and Holiday Pay were recommended to ensure consistency in overtime eligibility for both hours worked and benefit hours. Section 4.12 Group Health, Dental, and Prescription Drug Coverage was revised to align benefit eligibility with federal requirements, changing the threshold from 20 to 30 hours per week. The Tuition Reimbursement Policy under Section 5.11 was updated to increase the reimbursement cap from $1,500 to $3,000 and expand eligibility as approved in the 2025 budget. Additionally, Sections 4.17 Meals, 6.14 Travel and Training Pay Policy, and 6.15 Travel and Training Expenses were removed to allow for more flexible and comprehensive coverage under new administrative policies. The Governing Body agreed by consensus to place this item for further deliberation at the next Regular Meeting. Bid Award – 2025 Street Rehabilitation Project Director Welsh presented a recommendation to award contracts for the 2025 Street Rehabilitation Project, which includes two components: Asphalt Mill and Overlay, and Chip Seal, as part of the City’s annual maintenance program. Bids were publicly opened on May 8, 2025. For the chip seal portion, Vance Brothers LLC submitted the lowest responsive bid in the amount of $121,491.45 and May 14, 2025 2 City of Ottawa Regular Meeting Minutes May 14, 2025 Page 3 was determined to be qualified, with the Governing Body unanimously agreeing to award this portion to Vance Brothers. For the asphalt portion, Barkley Asphalt Co., Inc. submitted the lowest responsive bid in the amount of $109,872.50. However, the Governing Body discussed the small price difference of $2,741.24 between Barkley and Killough Construction, a local contractor, whose bid was $112,613.74. Following deliberation, the Governing Body expressed a strong interest in supporting local businesses when practical and within budget. As such, they reached consensus to award the asphalt portion of the project to Killough Construction, despite it not being the lowest bid, based on their qualifications and proximity. Staff confirmed both bids remained within the 2025 street maintenance budget. Commissioner Skidmore made a motion, seconded by Commissioner Crowley, to award the 2025 Street Rehabilitation Project – Asphalt contract to Killough Construction, Inc. in the amount of $112,613.74, and the Chip Seal contract to Vance Brothers LLC in the amount of $121,491.45, and to authorize the Public Works Director to execute the necessary contracts. The motion was considered and upon being put, all present voted aye. The Mayor declared the contract awards duly approved. Right of Way Use Agreement City Manager Silcott presented a Right-of-Way Use Agreement with Legacy Homes of Ottawa, LLC, to allow the installation and ongoing private use of a 4-inch private sanitary sewer line within a public right-of-way. The agreement provides for utility access to the undeveloped lot at 133 S. Cedar Street, which currently lacks direct access to public sanitary sewer infrastructure. The line will connect to an existing sewer main located in the alley behind adjacent properties and is intended to support construction of a single-family residence. The agreement stipulates that all installation and maintenance responsibilities lie with the property owner, and the City retains full right-of-way authority, including the ability to require relocation. The agreement will be recorded with the Franklin County Register of Deeds and terminates if public sewer service becomes directly accessible to the property. Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Clayton, to approve the Right- of-Way Use Agreement with Legacy Homes of Ottawa, LLC, and authorize the necessary signatures. Commissioner Crowley abstained from the vote. Mayor Allen disclosed that she had a prior conversation with Mr. Ogle but stated it would not affect her vote. The motion was considered and upon being put, all present voted aye. The Mayor declared the agreement duly approved. Consider Tourism Advertising Funding Request from Ottawa Main Street Association Wynndee Lee, Ottawa Main Street Board Director presented a request from the Ottawa Main Street Association (OMSA) for tourism funding to purchase television advertising on Kansas City station FOX4 as part of the 2025 Zip Trip broadcast series. The promotional opportunity includes live weather segments, commercial spots, and digital ads highlighting the Ottawa community and local businesses. Two sponsorship options were presented, with Option 1 ($23,700) requesting $8,000 and Option 2 ($14,500) requesting $4,000 from the City. The Governing Body agreed by consensus to place this item on the next Regular Meeting agenda. Board of Zoning Appeals Interview The Governing Body discussed the Board of Zoning Appeals interview with Daniel White. Mayor Pro Tem Clayton made a motion, seconded by Commissioner Crowley, to appoint Daniel White to the May 14, 2025 3 City of Ottawa Regular Meeting Minutes May 14, 2025 Page 4 Board of Zoning Appeals. The motion was considered and upon being put, all present voted aye. The Mayor declared the appointment duly approved. City Manager Comments City Manager Silcott’s comments included: • Upcoming events at Ottawa Memorial Auditorium including Free Music Bingo and a Moment with Mitch Holthus • Current job openings • Operational highlights: o Crews continue to work on the municipal pool to prepare for opening o Warehouse processed over 6,000 electrical parts o Streets crews patched 576 potholes with 22 tons of asphalt o Parks prepared splash pad for opening o Preparing 2026 budget for Commission review • Request for Proposal posted on the City website currently – website design, development and hosting due May 22, 2025 • Tentative items for the May 21, 2025 Commission agenda Governing Body Comments Commissioner Skidmore commented on the upcoming heat wave, and Director Welsh confirmed the splash pad would be opening the following day. Mayor Pro Tem Clayton shared his experience attending the recent Police Department awards ceremony, noting the meaningful presence and interaction of officers with their families. He extended congratulations to all graduates celebrating this weekend and recognized the Ottawa University flag football team for becoming five-time consecutive champions. Announcements A. May 21, 2025 City Commission Meeting – 10:00 am, City Hall B. May 28, 2025 City Commission Meeting – 4:00 pm, City Hall C. June 2, 2025 Special Call Meeting – 4:00 pm, City Hall D. June 4, 2025 City Commission Meeting - 7:00 pm, City Hall Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 5:31 pm. /s/ Melissa Reed Melissa Reed, City Clerk May 14, 2025 4