City Commission

Regular Meeting Minutes City Hall Minutes of June 25, 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 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. Pastor Terrance Roberson from Bethany Chapel Baptist 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 June 16, 2025 Special Call Meeting, the minutes from the June 18, 2025 Regular meeting, the minutes from the May 29, 2025 Planning Commission Meeting, the Ottawa Library April 2025 Monthly Report 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 for Community Partners The Governing Body continued its review of the Community Service Fund budget, which financially supports community programming through contributions from the General, Water, Wastewater, and Electric Funds. While not yet designated, the Transient Guest Tax (TGT) will begin collections in September of 2025 and may support eligible partners in future years. Finance Director Landis provided an overview of the 2026 requests, which total $247,795.12 — a 25.27% increase over the 2025 allocations. Key points of discussion and consensus included: • Prairie Paws Animal Shelter: $63,430 – Consensus to fund fully. • Veteran’s Day Committee: $1,000 – Consensus to fund fully. • City Band: $4,915 – Consensus to fund fully. • Franklin County Development Council: $67,594 – Consensus to fund fully. • Ottawa Main Street Association: $47,000 – Requested more financial information • Ottawa Fireworks: $9,500 – Consensus to fund prior amounts and explore the increase out of economic development fund • Elizabeth Layton Center: $7,807 – Consensus to fund fully. • Ottawa Chamber of Commerce: $10,000 – Requested more information on this request. • Franklin County Coalition to End Homelessness: $7,000 – Consensus to allocate $2,000 toward specific client services • Hope House: $9,549.12 – Consensus to fully fund. June 25, 2025 1 City of Ottawa Regular Meeting Minutes June 25, 2025 Page 2 • Franklin County Child Advocacy Center: $20,000 – Consensus to delay funding pending additional details and grant outcomes. New Business Review of 2026 Operating Budget for Special Revenues The Governing Body heard from Director Landis regarding the proposed 2026 operating budgets for several special revenue funds. These funds support infrastructure, community services, public safety programs, economic development, and other targeted activities through designated revenue sources including taxes, state and federal aid, and internal transfers. The following items were reviewed: Airport Fund • Revenue sources include farm and land leases, fuel sales, and General Fund transfers • 2026 Highlights: o $200,000 city match for Taxiway Reconstruction Project Phases 2 and 3 o Continued investment in infrastructure to support aviation operations and grant eligibility Special Alcohol Fund • Revenue source includes 1/3 of liquor drink tax collected within city limits • 2026 Highlights: o $45,000 transfer to General Fund to offset DARE program expenses Opioid Settlement Fund • Revenue sources include state-distributed settlement payments and investment income • 2026 Highlights: o No expenditures proposed; budgeted to allow maximum flexibility once program use is determined Land Bank Fund • Revenue source includes remaining balance from prior property sales • 2026 Highlights: o No expenditures proposed; funds reserved for future strategic land acquisitions or redevelopment Economic Development Fund • Revenue sources include incentive application/origination fees, lease income, and investment earnings • 2026 Highlights: o $4,000 increase from renegotiated cellular lease agreements o $3,500 final TIF admin fee from 19th & Princeton project o $45,000 RHID and CID administrative fees projected to continue WWTP Debt (Sales Tax) Fund • Revenue source includes remaining balance from expired wastewater sales tax and investment income • 2026 Highlights: o $120,065 transfer to Debt Service Fund for 2021A GO Bond payment June 25, 2025 2  City of Ottawa Regular Meeting Minutes June 25, 2025 Page 3 Proximity Park Sales Tax Fund • Revenue source includes ½ cent sales and use tax (sunsetting July 1, 2026) • 2026 Highlights: o $854,000 transfer to Debt Service Fund for long-term debt repayment o No capital projects scheduled; fund will continue supporting debt service until obligations are fulfilled Risk Management Fund • Revenue sources include internal transfers from the General and Enterprise Funds • 2026 Highlights: o $166,272 budgeted for workers’ compensation premium o 9.74% increase in Property & Casualty insurance premiums o $90,000 reserved for judgment and claim liability coverage o Continued investment in employee safety training and software tools for risk mitigation Resolution to Amend the Personnel Policy Handbook Director Stegman-Jacobson presented the resolution amending the City of Ottawa Personnel Policy Handbook. The following discussion points were presented prior to action: • The amendment to Section 2.4 Overtime Pay clarifies that total compensated hours—including hours actually worked and paid leave hours such as holiday, vacation, and sick leave—are used in calculating overtime eligibility. • Section 4.8 Holidays and Holiday Pay was updated to clarify pay practices for non-exempt employees who work on designated holidays. Employees will receive 1.5 times their regular rate of pay for the first 8 hours worked and 2.0 times the regular rate for any additional hours worked that day. • Section 6.7 Use of City Vehicles was replaced with a new Fleet Safety Policy. • Section 6.8 Accidents While Using a City Vehicle was replaced with a new Non-Owned Auto Policy, governing the use of employee-owned vehicles for City business. • These updates were prompted in part by insurance carrier Travelers’ requirement for documented fleet and non-owned auto policies at the time of the City’s April 2025 renewal. Commissioner Crowley made a motion, seconded by Commissioner Caylor, to adopt the resolution amending the City of Ottawa Personnel Policy Handbook. The motion was considered and upon being put, all present voted aye. The Mayor declared this resolution duly adopted, and it was duly numbered Resolution No. 1985-25. 2025 Consumer Confidence Report (CCR) Summary Director Snethen presented the 2025 Consumer Confidence Report, summarizing water quality data from 2024. The report confirmed that the City’s drinking water meets or exceeds all federal and state standards. It noted one exceedance of the Locational Running Annual Average (LRAA) for Haloacetic Acids in Q3 of 2024 but confirmed no violation of the maximum contaminant level. The report also outlined service line inventory progress under the Revised Lead and Copper Rule and highlighted the improved public layout and accessibility of this year’s CCR. The report is available on the City’s website. City Manager Comments June 25, 2025 3 City of Ottawa Regular Meeting Minutes June 25, 2025 Page 4 City Manager Silcott reminded the Commission that Ottawa currently has three active sales taxes, two of which are set to expire in 2026. Staff will present options regarding renewal of the 0.5% General and Proximity Park sales taxes at the July 2, 2025 meeting. He also previewed items for upcoming meetings, including DARE Camp dates, National Night Out, and budget revenue discussions. Governing Body Comments Mayor Pro Tem Clayton noted the year is nearly halfway over and reminded residents to ensure their pets have access to water and shade during the summer heat. Announcements A. July 2, 2025 City Commission Meeting – 7:00 pm, City Hall B. July 9, 2025 City Commission Meeting – 4:00 pm, City Hall C. July 16, 2025 City Commission Meeting – 10:00 am, City Hall D. July 23, 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 6:12 pm. /s/ Melissa Reed Melissa Reed, City Clerk June 25, 2025 4