City Commission

Regular Meeting Minutes City Hall Minutes of May 21, 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 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. Pastor Timothy Roth of Faith Lutheran Church gave the invocation. Public Comments Charlie Adamson addressed the City Commission to express concerns regarding dead trees on South Main Street and requested action to address the issue. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Proclamation Recognizing May 2025 as Community Action Month Commissioner Crowley presented a proclamation recognizing May 2025 as Community Action Month. The proclamation acknowledged the work of Kansas Community Action Agencies, and Teresia Templeton of ECKAN accepted the proclamation on behalf of the organization. Recognition of Rocky Evans—KMU Power Plant Operator Award of Excellence The Governing Body recognized Rocky Evans, Assistant Electric Production Superintendent, for receiving the KMU Power Plant Operator Award of Excellence. The award was presented by Kansas Municipal Utilities in honor of Mr. Evans’ 17 years of service, technical excellence, leadership, and dedication to mentorship and reliable electric service. Public Hearing to Consider Evidence Regarding Signage Proposal at 120 W. 2nd Street This public hearing has been called to consider the installation of an illuminated sign at 120 W. 2nd Street. The hearing was required due to the State Historical Preservation Office's (SHPO) denial of the proposed sign. Mayor Allen opened the public hearing at 10:11 a.m. City Attorney Blaine Finch presented the background and outlined the process. Jerrod Sterling, the applicant, responded to questions from the Governing Body. The applicant discussed various window signage options, explaining the reasons for preferring the selected illuminated sign. Mayor Allen closed the public hearing at 10:29 a.m. Resolution Providing for the Installation of an Illuminated Sign at 120 W. 2nd Street Director Neece presented a request from the applicant, Jerrod Sterling, seeking approval to install an illuminated sign at 120 W. 2nd Street following a negative determination from the State Historic Preservation Office (SHPO). The applicant’s proposal includes two recessed 2’ x 5’ illuminated signs above the entrance, intended to minimize light impact on the second-story residence, limit protrusion, and improve visibility. Alternative designs were presented, but the applicant deemed them unfeasible due to aesthetic, functional, and financial concerns. The Ottawa Main Street Association provided a letter of support, citing alignment with their design guidelines. The Commission held a public hearing May 21, 2025 1 City of Ottawa Regular Meeting Minutes May 21, 2025 Page 2 on the matter and was asked to consider a resolution finding no feasible and prudent alternatives exist and that all planning has been done to minimize harm to the historic district. Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Clayton, to approve the resolution providing for the installation of an illuminated sign at 120 W. 2nd Street related to the SHPO ruling. The motion was considered and upon being put, passed with the following vote: Commissioner Skidmore aye, Commissioner Caylor absent, Commissioner Crowley abstained, Mayor Pro Tem Clayton aye, Mayor Allen aye. The Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1983-25. Consent Agenda Commissioner Crowley moved to approve the consent agenda, seconded by Mayor Pro Tem Clayton. The agenda included the minutes from the May 14, 2025 Regular Meeting, the April 2025 Finance Report, Outside Agency Reports for April 2025, 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 Resolution to Amend the Personnel Policy Handbook Director Michelle Stegman-Jacobson presented the resolution amending the City of Ottawa Personnel Policy Handbook. The following discussion points were presented prior to action: • The amendment includes a new policy regarding the acceptance of monetary tips and the associated reporting and tax requirements. • Section 2.1 Pay Period and 2.4 Overtime Pay were revised to align with federal labor standards and clarify how benefit hours contribute to overtime eligibility. • Section 4.8 Holidays and Holiday Pay were updated for consistency. • Section 4.12 Group Health, Dental, and Prescription Drug Coverage now sets benefit eligibility at 30 hours/week instead of 20 hours/week, aligning with Affordable Care Act requirements. • Section 5.11 Tuition Reimbursement was revised to reflect the updated cap of $3,000 per year and expanded eligibility, as approved in the 2025 Budget. • Sections 4.17 Meals, 6.14 Travel and Training Pay Policy, and 6.15 Travel and Training Expenses were deleted, to be replaced with an administrative policy. • The City Attorney reviewed all revisions. Commissioner Crowley made a motion, seconded by Commissioner Skidmore, to adopt the resolution amending the City of Ottawa Personnel Policy Handbook which included amendments addressing overtime eligibility, holiday pay, benefit thresholds, tuition reimbursement increases, and the deletion of outdated travel and meal policies. 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. 1982-25. Request for Tourism Advertising Funding from Ottawa Main Street Association May 21, 2025 2 City of Ottawa Regular Meeting Minutes May 21, 2025 Page 3 Sara Stauffer presented the funding request on behalf of Ottawa Main Street Association (OMSA) for participation in the FOX4 Zip Trip Weather sponsorship. Discussion points included: • The July 25, 2025, Zip Trip segment will be filmed live in Ottawa. • Franklin County has committed $8,000 toward sponsorship. • The request is for the City to fund $8,000 from the Economic Development Fund. • 18 area businesses will have the opportunity to participate • The Zip Trip event will promote Ottawa regionally through live and digital segments. Commissioner Skidmore made a motion, seconded by Commissioner Crowley, to approve the request from the Ottawa Main Street Association for tourism funding toward FOX4 Zip Trip Weather sponsorship advertising. The motion was considered and upon being put, all present voted aye. The Mayor declared the item duly approved. New Business Presentation of 2024 Audited Financial Statement Sean Gordon of Gordon CPA presented December 31, 2024 Audited Financial Statements and Single Audit. He noted the following: • The City was required to undergo a Single Audit due to expending more than $750,000 in federal grant funds. • The audit found no deficiencies in internal controls and no compliance findings. • The report confirms the City’s financial statements are accurate and fairly presented in accordance with the Kansas Municipal Audit and Accounting Guide. Kansas Independent College Finance Authority Revenue Anticipation Notes City Manager Silcott introduced the item regarding the Kansas Independent College Finance Authority (KICFA). The Commission was asked to authorize the Mayor to execute the Certificate of Approval for the issuance of $6,000,000 in Series 2025 Revenue Anticipation Notes for Ottawa University. It was clarified: • This is a recurring, annual authorization for Ottawa University. • The City assumes no liability or obligation for the repayment of the bonds. Commissioner Skidmore made a motion, seconded by Commissioner Clayton, to authorize the Mayor to execute the Certificate of Approval for the issuance of $6,000,000 in Series 2025 Revenue Anticipation Notes (RAN) on behalf of Ottawa University. The motion was considered and upon being put, all present voted aye. The Mayor declared the certificate duly approved. KDHE Waste Tire Grant Update Superintendent Morrow shared that the City of Ottawa was awarded a KDHE Waste Tire Grant for $2,867. The funds will be used for ADA-accessible picnic tables at Forest Park and benches at City Park. First Quarter 2025 Outside Agency Reports The Governing Body received First Quarter 2025 Outside Agency Reports from the Franklin County Development Council, Ottawa Library, Ottawa Main Street Association, and Prairie Paws Animal Shelter. Paul Bean with Franklin County Development Council presented the Franklin County Housing Study, May 21, 2025 3 City of Ottawa Regular Meeting Minutes May 21, 2025 Page 4 which highlighted key data and trends influencing the local housing market. The study is required every two years to remain eligible for various grant opportunities, with plans to update it annually moving forward to help control costs. The study evaluated economic factors in the community, projecting that Ottawa will need 344 additional housing units by 2030—210 homes for sale and 134 for rent. The report also anticipates 250 new jobs in Franklin County over the next five years, with 44% of those workers expected to reside in Ottawa. Between January 1, 2022, and January 1, 2025, 82 single or multi-family units were completed in Ottawa. However, the study identifies a need for 179 housing units per year, indicating the current pace of construction is not meeting the identified demand. Project Updates City Manager Silcott provided updates on capital projects, including progress on the Water Treatment Plant Study, Water Plant pump station upgrades, AMI electric meter installation, and Commission Room upgrades. Estoppel Certificate for 2202 E. Wilson Director Neece presented the Estoppel Certificate for 2202 E. Wilson and explained that the certificate confirms the property’s compliance with the terms and conditions of its special use permit. This certification is often used in property transactions to provide assurance to buyers or lenders. City Manager Comments City Manager Silcott highlighted upcoming civic events, infrastructure progress, and key items for the next commission agenda. A dedication ceremony honoring the Semi quincentennial of American independence, sponsored by the Daughters of the American Revolution (DAR), is scheduled for Friday, May 23rd at the Courthouse Lawn. Operational updates included seasonal activation of the splashpad, storm pipe and brick street repairs on South Mulberry, and maintenance of electric production cooling towers. The Flint Hills Trail Overpass was also recognized with community- submitted visuals. Tentative agenda items for the May 28th meeting include Neighborhood Revitalization Program applications, Main Street utility upgrades, and Planning Commission minutes approval. Governing Body Comments Commissioner Skidmore expressed his appreciation for the Electric Department and Director Stegman-Jacobson, recognizing their efforts. He also encouraged staff to continue attending grant writing seminars, emphasizing the importance of learning from and paying attention to these opportunities. Commissioner Skidmore shared that he attended the disc golf event at Kanza Park on Saturday, noting participation from seven different counties and two states. He remarked that the best audit is a boring audit, acknowledging the significance of a smooth audit process. Mayor Pro Tem Clayton commented that he enjoys long meetings, as they often include valuable information and highlight the positive things happening in the community. He thanked everyone for their work, especially in relation to the audit, and expressed appreciation for the time and effort involved in ensuring its accuracy and completeness. Announcements May 21, 2025 4 City of Ottawa Regular Meeting Minutes May 21, 2025 Page 5 A. May 28, 2025 City Commission Meeting - 4:00 pm, City Hall B. June 2, 2025 Special Call Meeting - 4:00 pm, City Hall C. June 4, 2025 Special Call Meeting - 5:00 pm, City Hall D. June 4, 2025 City Commission Meeting - 7:00 pm, City Hall E. June 9, 2025 Special Call Meeting - 4:00 pm, City Hall Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 12:26 pm. /s/ Melissa Reed Melissa Reed, City Clerk May 21, 2025 5