City Commission

Regular Meeting Minutes City Hall Minutes of June 4, 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. Nathan Mudd from Ottawa Community Church gave the invocation. Public Comments No public comments were received. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Consent Agenda Commissioner Crowley moved to approve the consent agenda, which included the minutes from the May 21, 2025 meeting, the minutes from the May 28, 2025 meeting, and the Regular Meeting agenda. The motion was seconded by Commissioner Caylor. 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 Review of 2026 Operating Budget – Electric Fund The Governing Body heard from Utility Director Snethen and Finance Director Landis regarding the 2026 proposed Electric Fund budget. Operations and capital improvements are funded through the collection of monthly user fees for services. The following items were reviewed: • The electric utility supports production, distribution, warehouse operations, administration, and broadband services. • The current rate structure was adopted through Resolution 1977-25 and reflects scheduled increases through 2028. • The fund has seen a 22.5% increase in delinquent accounts since 2022. • The 2026 Proposed Electric Utility Production Budget includes: o $50,000 for testing and maintenance of transformers and load tap charges o $75,000 for continued asbestos removal (Phase II) o $20,000 for preventive maintenance on Cooling Tower Pump #1 o $100,000 for a Citywide Electric Master Plan o $35,000 for a new camera server with extended memory o $250,000 reserve funding for Generators 6 & 7 control and governor upgrades o $200,000 for diesel fuel refill and standby generation preparations for Evergy transmission rebuild • The 2026 Proposed Electric Utility Distribution Budget includes: o $30,000 for 17th & Main traffic signal design June 4, 2025 1 City of Ottawa Regular Meeting Minutes June 4, 2025 Page 2 o $165,000 for Zone 4 tree trimming o $90,000 for boring conduit and wire along Main Street o $60,000 for annual pole replacement o $90,000 for parts to support pole changeouts o $100,000 for Circuit 11 underbuild improvements • The 2026 Proposed Electric Utility Warehouse Budget includes a flat budget projection, maintaining current service and maintenance levels. • The 2026 Proposed Electric Utility Administration Budget includes: o $10,000 increase to credit card fees o $6,050 for postage meter machine replacement • The 2026 Proposed Electric Utility Broadband Budget reflects reduced expenditures due to the anticipated transition of current customers to other broadband providers. • The Electric CIP includes $250,000 in planned transfers from the electric fund for capital improvements and long-term debt planning for the River Crossing and System Conversion projects. Review of 2026 Operating Budget – Stormwater Fund The Governing Body heard from Public Works Director Welsh and Finance Director Landis regarding the 2026 proposed Stormwater Fund budget. Operations and capital improvements are funded through the collection of monthly user fees for services. The following items were reviewed: • Utility serves stormwater management, flood control and water quality improvement • The Stormwater Utility Fund supports infrastructure improvements and MS4 permit compliance through user fee revenue. • The 2026 Proposed Budget includes: o $200,000 for the Planning Assistance to States (PAS) Study in partnership with the U.S. Army Corps of Engineers o $50,000 transfer to the Equipment Reserve Fund for street sweeper replacement o $30,000 for citywide cleanup efforts • Planned capital projects include continued implementation of the 2007 Stormwater Master Plan and future recommendations stemming from the PAS Study. • Debt service transfers for GO Bond 2018A and 2022A total approximately $218,300 in 2026. • Fund balance projections remain healthy, above the City’s 20% minimum standard, with funding capacity available for prioritized projects identified in future planning studies. River Crossing Update The Governing Body heard from Utility Director Snethen regarding the River Crossing Structure Replacement Project, which addresses the aging infrastructure supporting Circuits 8 and 10 of the City’s electric system. • The project focuses on replacing four aging wooden transmission structures that span the Marais des Cygnes River. These structures are located near Main Street and are critical to the reliability of the electric system. • The project was originally scheduled for construction in FY2027, with design planned in FY2025, as identified in the 2025–2029 Capital Improvement Plan. • The structures were first identified for replacement in the 2011 Electric System Master Plan due to their vulnerability to weather-related damage and structural degradation. • The proposed replacements will use self-supporting steel monopoles designed to improve system reliability, reduce long-term maintenance needs, and mitigate operational risks posed June 4, 2025 2 City of Ottawa Regular Meeting Minutes June 4, 2025 Page 3 by river crossings. • Engineering services for design were authorized on April 11, 2025, under the City’s General Services Agreement with Power Engineers. The contract is a not-to-exceed agreement for $196,600, funded through the Electric Capital Improvement Fund. • The scope of work includes structure layout using PLS-CADD, geotechnical testing, foundation and pole design, preparation of procurement drawings, permit support, and record documents. • A formal Notice to Proceed was issued on May 28, 2025. The project is now in the preliminary design and geotechnical phase, with key milestone dates including: o Preliminary Structure Layout: June 25, 2025 o Survey and Geotechnical Reports: July 23, 2025 o Bid Package Completion: September 17–October 1, 2025 o Issued for Construction Drawings: December 24, 2025 • Staff noted that due to delays in the federal FY2025 Community Project Funding (CPF) cycle, the City’s funding request for the construction phase—originally submitted for FY2026 consideration—was pushed forward. Staff will re-submit the request for FY2027 CPF funding and will continue exploring other state and federal grant opportunities. • The City is also evaluating whether two additional aging structures on Circuit 10, currently outside the project’s defined scope, should be included in a future phase to ensure comprehensive reliability improvements. City Manager Comments City Manager Silcott highlighted several upcoming community events, operational activities, staffing updates, and items tentatively scheduled for the June 11, 2025 City Commission meeting. Events include the Murder on the Disoriented Express performance at Ottawa Memorial Auditorium, a June 6 ribbon cutting for Hometown Vet Clinic, weekly Farmers Markets, and the Prairie Paws Scavenger Hunt on June 7. Staff from all departments are volunteering with ECKAN’s summer lunch program. Public Works is conducting concrete work at 14th and Willow, while the Utilities Department replaced 105 water meters, cleared roots from sewer mains, and installed new electric poles at multiple intersections. The City is currently hiring for several positions and actively interviewing for others. Tentative agenda items for the June 11, 2025 meeting include the website design contract award, reports from the Police Department’s youth and citizen academies, and review of the 2026 Water and Wastewater Fund budgets. Governing Body Comments Commissioner Clayton shared that he enjoyed attending the Special Olympics Torch Run and noted the happiness and excitement of COF clients during the event. He thanked City crews for their continued monitoring of local river levels. He encouraged families to check out Advent Health’s Safe Sitter Course for youth ages 11 to 13, scheduled for June 13, and directed them to Advent Health’s website for more information. He also commented on the positive energy downtown during the filming of the Fox 4 Zip Trips commercial and appreciated the community buzz surrounding the event. Lastly, he highlighted the recent installation of 105 AMI water meters and the enhanced monitoring and protection the technology provides. June 4, 2025 3 City of Ottawa Regular Meeting Minutes June 4, 2025 Page 4 Announcements A. June 9, 2025 Special Call Meeting – 4:00 pm, City Hall - Cancelled B. June 11, 2025 City Commission Meeting - 4:00 pm, City Hall C. June 18, 2025 City Commission Meeting – 10:00 am, City Hall D. June 25, 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 8:16 pm. /s/ Melissa Reed Melissa Reed, City Clerk June 4, 2025 4