City Commission

Back to Agenda OTTAWA CITY COMMISSION REGULAR MEETING AGENDA Wednesday, July 2, 2025 - 7:00 pm Ottawa City Hall - 101 S. Hickory In accordance with Kansas Open Meetings Act (KOMA), the Citizens may in person, via Zoom or submit comments (300 meeting can be viewed live on Channel 23 and via Facebook Live words or less) for the City Commission to be read during public or listened to by dialing: 1-312-626-6799 and entering meeting comment or during discussion on an agenda item. ID 979 6273 3505#. To view on YouTube: https:// To submit your comment or request the meeting Zoom link to www.youtube.com/@ottawaksgov give a public comment, email publiccomments@ottawaks.gov If you need this information in another format or require a no later than 4:00 pm on July 2, 2025; all emails must include reasonable accommodation to attend this meeting, contact the your name and address. Participants who generate unwanted City’s ADA Coordinator at 785-229-3621. Please provide advance or distracting noises may be muted by the meeting host. If this notice of at least two (2) working days. TTY users please call 711. happens, unmute yourself when you wish to speak. I. CALL TO ORDER II. ROLL CALL ____ Allen ____ Clayton ____ Caylor ____ Crowley ____ Skidmore III. WELCOME IV. PLEDGE OF ALLEGIANCE V. INVOCATION - Pastor Terrance Roberson, Bethany Chapel Baptist Church VI. PUBLIC COMMENTS Subject to the above restrictions, persons who wish to address the City Commission regarding items on the agenda may do so as that agenda item is called. Persons who wish to address the City Commission regarding items not on the agenda and that are under the jurisdiction of the City Commission may do so at this time when called upon by the Mayor. Comments on personnel matters and matters pending in court or with other outside tribunals are not permitted. Speakers are limited to three minutes. Any presenta- tion is for information purposes only. The Governing Body will take comments under advisement. VII. APPOINTMENTS, PROCLAMATIONS, RECOGNITIONS, NOMINATIONS, AND PUBLIC HEARINGS A. Presentation from the Optimist Club – Plaque of Appreciation to the City of Ottawa for 30 Years of Duck Race Support VIII. CONSENT AGENDA A. Minutes From June 23, 2025 Meeting (P. 3) B. Minutes From June 25, 2025 Meeting (Pp. 4-7) C. Minutes From May 30, 2025 Ottawa Memorial Auditorium Advisory Board (Pp. 8-9) D. Agenda Approval Motion: __________ Second: __________ Vote: __________ IX. DECLARATION At this time, I’d like to give the Commissioners a chance to declare any conflict or communication they’ve had that might influence their ability to consider today’s issues impartially. X. UNFINISHED BUSINESS A. Budget Recap - Director Landis (Pp. 10-12) Comments: Receive and file an update on special revenue funds from the June 18 and June 25, 2025 budget presentations and further discuss additional information provided regarding Community Partner funding applications. XI. NEW BUSINESS A. DARE Camp Update - Chief Weingartner (Pp. 13-22) Comment: Presentation from Chief Weingartner on the 2025 DARE Camp program. 07.02.25 Regular Meeting Pkt Page #1  Back to Agenda B. National Night Out - Chief Weingartner (Pp.23-32) Comment: Overview of the upcoming National Night Out event plans. C. Authorization to Proceed – Supervisory Control and Data Acquisition (SCADA) System Upgrade at the Ottawa Water Reclamation Facility - Director Snethen (Pp. 33-34) Comment: Consider authorization to proceed with SCADA system upgrade at the Water Reclamation Facility as adopted in the 2025–2029 CIP Motion: __________ Second: __________ Vote: __________ D. Vacation of Storm Sewer Easement for 415 E. 15th Street - Planner Martin (Pp. 35-44) Comment: Consider a recommendation from the Planning Commission to vacate the existing storm sewer easement at 415 E. 15th Street, as requested by Vanknight Properties. Motion: __________ Second: __________ Vote: __________ E. Authorize a Community Survey to Guide Program Development, Service Enhancement, and Resource Allocation Related to the July 30, 2026, Expiry of a One-Cent Local Sales Tax for (½ cent) General Pur- pose & (½ cent) Economic Development - City Manager Silcott/City Attorney Finch/Director Landis (Pp. 46) Comment: City Manager Silcott will review a Community survey process to be used as a Guide Program Devel-opment, Service Enhancement, and Resource Allocation Related to the July 30, 2026, Expiry of a One-Cent Local Sales Tax for (½ cent) General Purpose & (½ cent) Economic Development. Motion: __________ Second: __________ Vote: __________ XII. COMMENTS BY CITY MANAGER XIII. COMMENTS BY GOVERNING BODY XIV. ANNOUNCEMENTS A. July 9, 2025 City Commission Meeting - 4:00 pm, City Hall B. July 16, 2025 City Commission Meeting - 10:00 am, City Hall C. July 23, 2025 City Commission Meeting - 4:00 pm, City Hall D. July 30, 2025 City Commission Meeting - 4:00 pm, TBD XV. EXECUTIVE SESSION Motion: I move that the Commission recess into executive session at ______for a period of ____ minutes with the City Attorney, Finance Director, and City Manager present for the purpose of attorney client consul- tation. The justification for the closed session is to engage in confidential and privileged communication with the board’s attorneys by K.S.A. 75-4319(b)(12). The open meeting is to resume in this room at _______. XVI. ADJOURN 07.02.25 Regular Meeting Pkt Page #2  Back to Agenda Commission Retreat City Hall Minutes of June 23, 2025 The Governing Body convened at 4:00 pm for a Commission Retreat. Present were Mayor Allen, Mayor Pro Tem Clayton, Commissioner Caylor, Commissioner Crowley, and Commissioner Skidmore, along with City Staff Brian Silcott and Melanie Landis. Andy Huckaba moderated the session. The primary focus of the meeting was to follow up on the goals set by the Governing Body in 2024, serving as a review session and a continuation of planning for the next steps. There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 6:02 pm. Melissa Reed, City Clerk June 23, 2025 1 07.02.25 Regular Meeting Pkt Page #3  Back to Agenda 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 June 25, 2025 Unofficial Until Approved 1 07.02.25 Regular Meeting Pkt Page #4  Back to Agenda City of Ottawa Regular Meeting Minutes June 25, 2025 Page 2 • Hope House: $9,549.12 – Consensus to fully fund. • 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 Unofficial Until Approved 2 07.02.25 Regular Meeting Pkt Page #5  Back to Agenda 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. June 25, 2025 Unofficial Until Approved 3 07.02.25 Regular Meeting Pkt Page #6  Back to Agenda City of Ottawa Regular Meeting Minutes June 25, 2025 Page 4 City Manager Comments 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. Melissa Reed, City Clerk June 25, 2025 Unofficial Until Approved 4 07.02.25 Regular Meeting Pkt Page #7  Back to Agenda Ottawa Memorial Auditorium (OMA) Advisory Board Meeting Tuesday, May 20, 2025 12:00 pm – OMA Mezzanine Call to Order: Amy Carlson called the meeting to order. Attendance: • Board members present: Amy Carlson, Keith Shrimpton, Mark Mitchell, Jessica Christopher, and Matt Parenti • Staff/Guests present: Tiffany Evans, Michelle Stegman-Jacobson, and Danielle Mingle-Melick Public Comments: No public comments. Declaration: No declarations from the Board. Agenda Approval: A motion was made by Matt Parenti to approve the meeting agenda as presented. Second by Mark Mitchell. Motion carried. Approval of Meeting Minutes: A motion was made by Jessica Christopher to approve March 18, 2025, meeting minutes as presented. Second by Mark Mitchell. Motion carried. Director Report – Tiffany Evans: • Revenue & Expense Report • Event Report o Elton Dan and the Rocket Band- Elton John Birthday Bash o 2025 Cultural Breakfast: Exploring Serbia with Marko De Sa Faria o Jeremy McComb’s Honky-Tonk Circus o A Taste of Ireland-The Irish Music & Dance Sensation o Line Dance Lessons o Music Bingo • Task List/Projects o Electrical Panel o Grant Opportunities for 2025 from Kansas Arts Commission o Grant opportunities for possible commercial community kitchen o Winter Storm Damage o T-shirts • Upcoming events o City Band o Walker Montgomery o Murder on the Disoriented Express: Murder Mystery Dinner Theater o Mitch Holthus o Surfin’ USA- A Tribute to the Beach Boys o Vinyl Revival o Red Hot Chili Pipers 07.02.25 Regular Meeting Pkt Page #8  Back to Agenda Report by the Friends of OMA – Donna Ferguson: Tiffany reported Taps & Tunes-October 18th and meeting May 20th. Board Reports: None Next Regular Meeting: The next regular meeting will be June 17th, 12:00 pm at the auditorium. Matt Parenti made a motion to adjourn the meeting at 12:41 pm. Jessica Christopher seconded. Motion carried Danielle Mingle-Melick, Recorder Approved by the board on June 17, 2025 07.02.25 Regular Meeting Pkt Page #9  Back to Agenda Agenda Item: X.A City of Ottawa City Commission Meeting June 18, 2025 TO: Mayor and City Commission SUBJECT: Budget Recap: Community Partners and Special Revenue Funds INITIATED BY: City Commission PREPARED BY: Finance Department AGENDA: Unfinished Business Recommendation: Receive and file an update on special revenue funds from the June 18 and June 25, 2025 budget presentations and further discuss additional information provided regarding Community Partner funding applications. Background: On June 18, 2025, the City Commission heard from Community Partners about their funding applications and on June 25, 2025 further reviewed the funding requests as well as heard budget presentations regarding the Special Revenue Funds. During those presentations, additional information was requested by the City Commission. Analysis: Information requested is bulleted below with the responses provided in italics. Community Partner Funding Applications • Requested follow-up with the Chamber of Commerce to determine the impact of an award of fewer dollars than requested. o The Chamber of Commerce request of $10,000 supports three initiatives:  1) Community Liaison to further integrate Ottawa University and Neosho County Community College students into the community and workforce (approximately 50% of request);  2) Community Engagement through additional marketing including ad boosting, radio ads, print, and signage for community events such as Ladies Night Out, Treasures in Ottawa, Summer Concert Series, and Mayor’s Tree Lighting.  3) Community Guides reaching a regional audience by providing to outside tourism hubs such as Hays and Johnson County. o “Without city funding, the Chamber would face limitations in our ability to grow and sustain initiatives that directly impact Ottawa’s economic and community development. Programs such as community-wide events, workforce outreach, and support for small businesses could be scaled back or delayed. The ability to advocate effectively for Ottawa’s economic interests, connectivity, and community pride at a regional and state level would also be diminished, potentially impacting long-term investment and community growth.” – Chamber of Commerce 2026 Funding Application o Priority for funds requested are 50% towards Community Liaison and remainder supporting Community engagement and Community Guides initiatives. 07.02.25 Regular Meeting Pkt Page #10  Back to Agenda • Request for Ottawa Main Street balance sheet. o A Statement of Financial Position dated May 31, 2025 has been provided. • Request for additional information related to the increased request for the 2026 Fireworks celebration. o The additional cost is primarily for the addition of 8” mortars which can be reused each year and the remainder is for shells enhancing the duration and magnitude of the celebration. Airport Fund • How many acres of land is leased for agricultural use at the airport and what are the lease terms? o The airport property contains 87.6 acres of ground suitable for farming/haying which is leased by two individual agreements. The average rent per acre is $100/acre. Opioid Fund • What are the guidelines for the use of available dollars in the Opioid Fund? o Opioid fund use information and a recommendation for programming of funds will be brought to the Commission for further discussion at a future meeting. Financial Considerations: Financial considerations for each fund were discussed during budget presentations and options have been provided for Community Partner funding in the attached document. Legal Considerations: There are no legal considerations for this report. Recommendation/Action: Receive and file an update on special revenue funds from the June 18 and June 25, 2025 budget presentations and further discuss additional information provided regarding Community Partner funding applications. Attachment: X.A.1 Community Partner Funding Options 07.02.25 Regular Meeting Pkt Page #11  Back to Agenda COMMUNITY PARTNER FUNDING OPTIONS Provided following June 25, 2025 review and discussion of 2026 Community Partner funding applications. OPTION A OPTION B OPTION C * Fund all requests at 100% (1) Ottawa Main Street - fund 50% of increased request (1) Ottawa Main Street - fund increased request as 50% allocation Community Partner + 50% Economic Development (2) Fireworks - requested increase funded from Economic (2) Fireworks - requested increase funded from Economic Development Fund Development Fund * Requires increased supporting (3) Chamber of Commerce - 50% of request funded (3) Chamber of Commerce - request funded as 50% Community transfers of $31,000 to maintain Partner Fund + 50% Economic Development Fund adequate fund balance ($7,750 (4) Coalition to End Homelessness - funded service portion of (4) Coalition to End Homelessness - funded service portion of from each of four funds) request of $2,000 request of $2,000 (5) Child Advocacy Center - unfunded (5) Child Advocacy Center - unfunded Community Community Economic Community Economic Service Fund Service Fund Development Fund Service Fund Development Fund 2026 2026 2026 REQUEST 2026 2026 REQUEST REQUESTED PROPOSED PROPOSED UNFUNDED PROPOSED PROPOSED UNFUNDED COMMUNITY PARTNER REQUESTS Prairie Paws $ 63,430.00 $ 63,430.00 - $ 63,430.00 - Veteran's Day $ 1,000.00 $ 1,000.00 - $ 1,000.00 - City Band $ 4,915.00 $ 4,915.00 - $ 4,915.00 - FCDC $ 67,594.00 $ 67,594.00 - $ 67,594.00 - New Request - Hope House $ 9,549.12 $ 9,549.12 - $ 9,549.12 - Elizabeth Layton Center $ 7,807.00 $ 7,807.00 - $ 7,807.00 - (1) Ottawa Main Street $ 47,000.00 $ 44,500.00 (2,500.00) $ 44,500.00 $ 2,500.00 $ - (2) Ottawa Fireworks $ 9,500.00 $ 4,000.00 5,500.00 - $ 4,000.00 $ 5,500.00 $ - (3) New Request - Chamber of Commerce $ 10,000.00 $ 5,000.00 (5,000.00) $ 5,000.00 $ 5,000.00 $ - (4) New Request - Coalition to End Homelessness $ 7,000.00 $ 2,000.00 (5,000.00) $ 2,000.00 $ (5,000.00) (5) New Request - Child Advocacy Center $ 20,000.00 $ - (20,000.00) $ - $ (20,000.00) TOTAL REQUESTS $ 247,795.12 $ 209,795.12 5,500.00 (32,500.00) $ 209,795.12 $ 13,000.00 $ (25,000.00) BEGINNING FUND BALANCE $ 77,827 $ 77,827 $ 503,035 $ 77,827 $ 503,035 TOTAL REVENUES $ 196,400 $ 196,400 $ 124,600 $ 196,400 $ 124,600 TOTAL EXPENSES $ 255,795 $ 217,795 $ 116,250 $ 217,795 $ 123,750 ENDING FUND BALANCE $ 18,432 $ 64,432 $ 511,385 $ 64,432 $ 503,885 Minimum Fund Balance Policy $ 49,559 $ 41,959 $ 23,250 $ 41,959 $ 24,750 07.02.25 Regular Meeting Pkt Page #12  Back to Agenda Agenda Item: XI.A City of Ottawa City Commission Regular Meeting July 2, 2025 TO: The Honorable Mayor and City Commission SUBJECT: 2025 DARE Camp Presentation and Information INITIATED BY: Captain J.W. Hawkins, Community Outreach, Programs and Services Division Commander AGENDA: July 2, 2025 Recommendation: There is no action or approval required of the commission, and it is recommended to receive and file. Background: The Ottawa Police Department hosts an annual DARE Camp for graduates from the DARE program in all schools in Ottawa, and for a limited number of DARE program graduates from schools in Wellsville, Pomona and Franklin County. Camp is held at Prairie Star Ranch in Williamsburg, Kansas from Thursday, July 1 through Saturday, August 2nd. The two-night, three-day camp is attended by about 100 students, 80 staff and volunteers, and Prairie Star Ranch staff to create a unique and award-winning program. The camp began in 1986 at Camp Chippawa in rural Ottawa with only a few USD 290 students. Students are graduates of the Drug Abuse Resistance Education (DARE) program during their fifth-grade year. Students who complete the program are eligible to attend during the summer between their fifth and sixth-grade years. Schools participating include all USD290 elementary schools, Sacred Heart School, Wellsville Elementary School, Central Heights and West Franklin. Additionally, staff from the Franklin County Sheriff’s Office and Wellsville Police Department assist by providing staff and volunteers. Franklin County Emergency Medical Services provides medical support onsite and is available for emergencies. The camp accomplishes a department strategic alignment goal of providing robust Safety and Education programs to youth in the community and Community Engagement by enhancing long- term relationships of trust with students and staff. Some of which have become employees, or multi-generational attendance as campers, teens and now adult volunteers. A primary focus of camp is to build and maintain community trust through positive engagements with campers. The transition to middle school is a formative and sometimes challenging period for some students. The Ottawa Police Department aims for these young citizens to recognize our officers and other emergency response partners as trustworthy resources. A second but equally important focus is to enhance camper safety and education through team-building, classes, and confidence-building exercises. As campers transition from individual elementary schools to a 07.02.25 Regular Meeting Pkt Page #13  Back to Agenda larger middle school, the camp allows them to interact and begin building relationships before their first day of school. As of June 1st, 2025, 85 students have registered for the camp. Analysis: The Ottawa Police Department along with our community partners with the Franklin County Sheriff’s Office, Wellsville Police Department, Franklin County EMS, and others ensure a safe, secure, positive experience for youth in the community by building trust through positive engagements. The support of the Ottawa Police Foundation is critical to the success of providing a no-cost camp. Financial Considerations: There is no cost to attend DARE Camp. Employee salaries, fleet, and public relations items are part of the department’s annual budget planning process to ensure adherence to responsible Stewardship of Resources. Additionally, the Ottawa Police Foundation supports DARE Camp as one of its signature programs. The estimated annual cost to host the camp, including meals, supplies and the camp contract, is $20,000. The Ottawa Police Foundation has sufficient dedicated funds to ensure the camp continues for many more years. But additional fundraising can help ensure the funds raised keep pace with increased costs to host camp. Legal Considerations: Each person attended camp, whether a camper or volunteer, signs a camp release and incorporates the department’s liability release form. Additional event insurance is purchased and is required by the camp. The camp follows best practices in camp safety and provides professional medical support to ensure campers are as safe as possible. Recommendation/Action: There is no action or approval required of the commission, and it is recommended to receive and file. Attachments: Power Point presentation 07.02.25 Regular Meeting Pkt Page #14  Back to Agenda 2025 DARE Camp Thursday July 31 To Saturday, August 2nd Prairie Star Ranch XI.A PRESENTATIONS 07.02.25 Regular Meeting Pkt Page #15  Back to Agenda No action needed. The presentation is to receive and file XI.B Receive and File 07.02.25 Regular Meeting Pkt Page #16  38th Annual Back to Agenda DARE Camp An annual event hosted at Prairie Star Ranch About 100 students who completed 5th grade in all schools in Franklin County XI.B Background 07.02.25 Regular Meeting Pkt Page #17  The camp is a component of Back to Agenda the Community Outreach Programs and Services Division and includes DARE Instructors and OPD’s SRO and aligns with the department's strategical alignment goals of Safety and Education and Community Engagement XI.B Background 07.02.25 Regular Meeting Pkt Page #18  Back to Agenda Registration is open on the department website at www.ottawaks.gov/police Look for the Programs section to register online. 85 students have registered so far XI.B Background 07.02.25 Regular Meeting Pkt Page #19  Back to Agenda The Ottawa Police Department, and partners with the Franklin County Sheriff’s Office, Wellsville Police Department and Franklin County EMS, ensure a safe, secure, positive experience for youth in the community by building trust through positive engagements. XI.B Analysis 07.02.25 Regular Meeting Pkt Page #20  Back to Agenda There is no cost to attend DARE Camp. Employee salaries, fleet, and public relations items are part of the department’s annual budget planning process to ensure adherence to responsible Stewardship of Resources. The Ottawa Police Foundation funds the full cost of camp and many community organizations donate food and staff to serve meals during camp. XI.B Financial Considerations 07.02.25 Regular Meeting Pkt Page #21  Back to Agenda No action is needed. The City Commission is welcome to visit camp at any time. XI.B Recommendation/Action 07.02.25 Regular Meeting Pkt Page #22  Back to Agenda Agenda Item: XI.B City of Ottawa City Commission Regular Meeting July 2, 2025 TO: The Honorable Mayor and City Commission SUBJECT: 2025 National Night Out Presentation and Information INITIATED BY: Captain J.W. Hawkins, Community Outreach, Programs and Services Division Commander AGENDA: July 2, 2025 Recommendation: There is no action or approval required of the commission, and it is recommended to receive and file. Background: National Night Out (NNO) is a community-building campaign held the first Tuesday in August that promotes positive police-community partnerships. The event enhances relationships between neighbors and law enforcement, fostering a sense of community with local law enforcement by working together to promote safety. NNO began in 1984 being held in 400 communities in 23 states. According to the National Night Out website, the event draws 38 million neighbors together in over 17,000 communities and includes over 30 communities in Kansas. In Ottawa, NNO involves first responder agencies and departments from the City of Ottawa, and includes departments from Franklin County, who drive emergency vehicles to registered block parties in a “Parade of Lights” to visit community block parties and cookouts so first responders, elected officials and staff can meet with community members. This unique approach allows participants to see all first response agencies and officials at their events instead of the department hosting an event and inviting the public to it. The feedback from this style of event remains positive and our neighbors enjoy the one-on-one time with officials. Analysis: The Ottawa Police Department has hosted NNO events since 2011 and is a component of the department’s strategic alignment goals of Quality of Life and Safety and Education. The Ottawa Police Department’s Community Outreach Programs and Services (COPS) Division will coordinate National Night Out activities and disseminate schedules and documents to all participants. 07.02.25 Regular Meeting Pkt Page #23  Back to Agenda Financial Considerations: There is no cost for neighborhoods to register for the event. Employee salaries, fleet, and public relations items are part of the department’s annual budget planning process to ensure adherence to responsible Stewardship of Resources. Legal Considerations: N/A Recommendation/Action: It is recommended that City of Ottawa staff and elected officials participate in National Night Out activities scheduled for Tuesday, August 5th, 2025, from 5 p.m. to 7 p.m. Attachments: Power Point presentation 07.02.25 Regular Meeting Pkt Page #24  Back to Agenda 2025 National Night Out Tuesday, August 5th, 2025 5 p.m. to 7 p.m. XI.I.B PRESENTATIONS 07.02.25 Regular Meeting Pkt Page #25  Back to Agenda No action needed. The presentation is to receive and file and notify Captain J.W. Hawkins of Commission participation XI.B Receive and File 07.02.25 Regular Meeting Pkt Page #26  Back to Agenda National Night Out is a community- building campaign held the first Tuesday in August to promote positive police-community relationships. The events enhance relationships between neighbors and police, fostering a sense of community with local law enforcement by working together to promote safety. XI.B Background 07.02.25 Regular Meeting Pkt Page #27  Back to Agenda In Ottawa, NNO involves first responder agencies and departments from Ottawa and Franklin County who drive emergency vehicles to registered block parties in a “Parade of Lights” XI.B Background 07.02.25 Regular Meeting Pkt Page #28  Back to Agenda Registration is open on the department website at www.ottawaks.gov/police Look for the Programs section to register online. XI.B Background 07.02.25 Regular Meeting Pkt Page #29  Back to Agenda The Ottawa Police Department has hosted NNO events since 2011 and is a component of the department’s strategic alignment goals of Quality of Life and Safety and Education XI.B Analysis 07.02.25 Regular Meeting Pkt Page #30  Back to Agenda There is no cost for neighborhoods to register for the event. Employee salaries, fleet, and public relations items are part of the department’s annual budget planning process to ensure adherence to responsible Stewardship of Resources. XI.B Financial Considerations 07.02.25 Regular Meeting Pkt Page #31  Back to Agenda No action is needed. It is recommended that City of Ottawa staff and elected officials participate in National Night Out activities scheduled for Tuesday, August 5th, 2025, from 5 p.m. to 7 p.m. XI.B Recommendation/Action 07.02.25 Regular Meeting Pkt Page #32  Back to Agenda Agenda Item: XI.C City of Ottawa City Commission Meeting July 2, 2025 TO: City Commission SUBJECT: Authorization to Proceed – Supervisory Control and Data Acquisition (SCADA) System Upgrade at the Ottawa Water Reclamation Facility INITIATED BY: Utilities Director AGENDA: New Business Recommendation: Staff recommends Commission authorization to proceed with implementation of a comprehensive upgrade to the Supervisory Control and Data Acquisition (SCADA) system at the Ottawa Water Reclamation Facility. This project is fully funded and included in the adopted 2025–2029 Capital Improvement Plan (CIP) Project# SWR-23-001. Background: The existing SCADA system, installed in 2004, utilizes outdated Allen-Bradley programmable logic controllers (PLCs) and legacy Wonderware human-machine interface (HMI) software. These components are now obsolete or unsupported, exposing the City to increasing operational risk, escalating maintenance costs, and cybersecurity vulnerabilities. The planned upgrade, already adopted in the 2025-2029 CIP, specifically Project# SWR-23-001, addresses these risks and is aligned with long-range operational and infrastructure priorities. Staff is requesting authorization to proceed with implementation. Analysis: The upgrade includes the following major improvements: • PLC Hardware Replacement: Replacement of aging Allen-Bradley SLC PLCs with Rockwell CompactLogix units, using Studio 5000 programming software. Upgrades will also include new 24VDC power supplies, uninterruptible power supply (UPS) systems, industrial-grade network switches, and redundant configurations to improve system resilience. • HMI Hardware & Software Upgrade: Replacement of SCADA workstations and panel PCs, transition to AVEVA InTouch Unlimited HMI software, and implementation of Win-911 alarm notification software. These improvements enhance user interface capabilities and enable remote mobile access. • Cybersecurity Enhancements: Installation of an industrial-grade security appliance to protect the SCADA network from unauthorized access and cyber threats. Software subscriptions include regular patching, version control, and compliance with industry- standard security protocols (e.g., IEC 62443). • SCADA Application Redevelopment: Full redesign of the HMI screens, navigation structure, and alarm management system to maximize the capabilities of the new software platform, improve usability for operations staff, and standardize control logic. 07.02.25 Regular Meeting Pkt Page #33  Back to Agenda • Training, Documentation & Warranty: On-site training for operations staff, updated system documentation, as-installed drawings, and one-year comprehensive warranty support on all installed hardware and software. Estimated project duration is 18–22 weeks from notice to proceed. The redevelopment of the SCADA interface adds approximately 4 additional weeks to the timeline. Pricing is held until July 31, 2025. Strategic Plan Alignment: • Infrastructure & Stewardship of Resources: Replaces outdated and unsupported control equipment to ensure system reliability. • Technology & Innovation: Enhances automation, improves system interface, enables mobile monitoring, and strengthens cybersecurity. • Organizational Excellence: Provides a modernized, maintainable system that improves staff efficiency and operational control. Financial & Legal Considerations: The total project cost is $249,180. Funding is available through the approved Wastewater Capital Improvements budget specifically 036-3601-730.00 – (Capital Improvements) which has a current balance of $260,073.00. The City Attorney will review the contract prior to execution. Software licensing includes one year of customer support and update subscriptions. Action: Move to authorize staff to proceed with the SCADA system upgrade at the Ottawa Water Reclamation Facility as outlined in the adopted Capital Improvement Plan. Or Move to defer authorization of the SCADA system upgrade to a future City Commission meeting. 07.02.25 Regular Meeting Pkt Page #34  Back to Agenda Agenda Agenda Item: XI.D City of Ottawa City Commission Meeting July 2, 2025 TO: Mayor and City Commission SUBJECT: VAC-2025-0001: Approval of the ordinance for vacation of an existing easement, located at 415 East 15th Street. INITIATED BY: Neighborhood and Community Services AGENDA: New Business Recommendation: It is recommended that the Ottawa City Commission consider the Ordinance (XI.D1) accepting the vacation of the existing easement located at 415 East 15th Street, as outlined in the provided survey (XI.D2) for approval or alternative action, based on the recommendation of the Ottawa Planning Commission, and the findings of Staff (XI.D3), Background: This application (XI.D4) was reviewed to the standards of Section 12-4 of the adopted Subdivision Regulations. Planning Commission heard the Final Plat on June 11, 2025 and unanimously recommended approval. The publication of the hearing notice was in the Ottawa Herald on May 14, 2025. (XI.D5) The City received no responses in regard to the application. The purpose of the request is to vacate the current easement which, uniquely, encompasses the entirety of the residential property. The vacation of this easement would allow for the applicant to rededicate utility easements (proposed easements shown in XI.D2) and allow for the parcel to be split and developed into residential uses. Analysis: The subject property is currently a 0.59-acre parcel zoned R-1, low-density residential. The property is located near the intersection of East 15th Street and South Oak Street, in eastern Ottawa. The unique situation regarding the easement on this parcel was brought to staff’s attention when the applicant originally applied for a variance to allow for the creation of lots with greater depth than generally allowed by code. The seeming lack of easement was in turn discovered to be an easement that covered the entirety of the parcel. Even though a house had existed on the parcel prior to this time, the elimination of that nonconformity meant that a new home or homes could not be placed on the property without the requested vacation and rededication of easements. 07.02.25 Regular Meeting Pkt Page #35  Agenda Back to Agenda The request was reviewed by staff and the requirements of a vacation as outlined within Sec. 12- 401 were determined to have been met. Financial Considerations: There is no anticipated cost to the City for this application. Legal Considerations: The resolution has been reviewed and approved as to form by the City Attorney. Recommendation/Action: It is recommended the City Commission deliberate approval of the proposed resolution and adopt the findings of the Planning Commission approving the vacation by the following courses of action: - Take action at the July 2, 2025, Regular Meeting: “Approve the ordinance for the vacation of the easement at 415 East 15th Street” - Recommend the item be moved to a future City Commission hearing for further discussion and consideration. Alternative Actions: - Override the Planning Commission recommendation, adopt alternative findings and deny the requested final plat (4 of 5 votes). - Return the case to the Planning Commission for additional consideration to include description of the purpose for the additional consideration (3 of 5 votes). Next Steps: - Recording of the vacation with the Franklin County Register of Deeds Attachments: XI.D1 Vacation Ordinance XI.D2 415 East 15th Survey Document XI.D3 Planning Commission Report XI.D4 Application XI.D5 Affidavit of Publication 07.02.25 Regular Meeting Pkt Page #36  Back to Agenda Agenda ORDINANCE NO. AN ORDINANCE VACATING EXISTING STORM SEWER EASEMENT OVER THE WEST 9 2/5 FEET OF LOT 35, ALL OF LOTS 37, 39, 41, AND 43, BLOCK 6, GARFIELD ADDITION, IN THE CITY OF OTTAWA, FRANKLIN COUNTY, KANSAS COMMONLY KNOWN AS 415 E 15th STREET. WHEREAS, Garfield Addition to the City of Ottawa, Kansas was platted in 1951 and created Lots 35, 37, 39, 41. and 43 in Block 6 of that addition; and WHEREAS, Max R. Gilmore and Wanda L. Gilmore, husband and wife, and owners of the above lots, granted storm sewer easements to the City of Ottawa in 1955 by instrument recorded in Misc. Book 52, Page 172 at the Franklin County Register of Deeds; and WHEREAS, the current owner of Garfield Addition, West 9 2/5 feet of Lot 35, all of Lots 37, 39, 41, and 43 in Block 6, now desires to vacate the storm sewer easement on the West 9 2/5 feet of Lot 35, and all of Lots 37, 39, 41, and 43, Ottawa, Franklin County, Kansas, and the City no longer needs an easement of that all encompassing size. NOW THEREFORE BE IT ORDAINED by the Governing Body of the City of Ottawa, Kansas, as follows: Section 1: VACATION OF STORM SEWER EASEMENT within the City Limits. Pursuant to recommendations issued by the City Planning Commission of the City of Ottawa, Kansas, after a public hearing on June 11, 2025, notice of which was duly given; the following described portion of that storm sewer easement, situated within the City of Ottawa, Franklin County, Kansas is hereby vacated and more particularly described: The West 9 2/5 feet of Lot 35, and all of Lots 37, 39, 41, and 43 Block 6 in Garfield Addition, to the City of Ottawa, Franklin County, Kansas. Section 2: From and after the effective date of this ordinance the ownership of the portion of the storm sewer easement described above, vacated herein, shall revert to the owners of the real estate subservient thereto, according to law. Section 3: The City Clerk is authorized to certify a copy of the order and directed to record this ordinance in the office of the Register of Deeds of Franklin County, Kansas. Section 5: This ordinance shall be effective from and after its passage, approval, and publication in the official city newspaper. PASSED AND ADOPTED by the Governing Body of the City of Ottawa, Kansas, this day of , 2025. Emily Allen, Mayor ATTEST: Melissa Reed, City Clerk 07.02.25 Regular Meeting Pkt Page #37  Back to Agenda Agenda 07.02.25 Regular Meeting Pkt Page #38  Agenda Back to Agenda VAC-2025-0001 City of Ottawa Planning Commission Meeting June 11, 2025 TO: Planning Commission SUBJECT: Request for Vacation of Easement at 415 East 15th Street PRESENTED BY: City Planner AGENDA: Regular Meeting Subject: Request for a vacation of an existing easement at 415 East 15th Street. Background: The subject property is currently a 0.59-acre parcel zoned R-1, low-density residential. The property is located near the intersection of East 15th Street and South Oak Street, in eastern Ottawa. The purpose of the request is to vacate the current easement which, uniquely, encompasses the entirety of the residential property. The vacation of this easement would allow for the applicant to rededicate utility easements (proposed easements shown in the attached survey) and allow for the parcel to be split and developed into residential uses. An overview of the parcel is shown below: Staff Comments: The unique situation regarding the easement on this parcel was brought to staff’s attention when the applicant originally applied for a variance to allow for the creation of lots with greater depth than generally allowed by code. The seeming lack of easement was in turn discovered to be an easement that covered the entirety of the parcel. Even though a house had existed on the parcel prior to this time, the elimination of that nonconformity meant that a 07.02.25 Regular Meeting Pkt Page #39  Back toAgenda Agenda VAC-2025-0001 new home or homes could not be placed on the property without the requested vacation and rededication of easements. In reviewing this application, the following factors were considered, as outlined in Sec. 12-401 of the adopted subdivision code: a) That due and legal notice has been given. b) No private rights will be injured or endangered; and c) The public will suffer no loss or inconvenience Staff determined that all three criteria as outlined above have been met by the applicant. In addition, the application has been reviewed internally by Utilities and other departments, and no issues were found with the request. Recommendations/Actions: Staff recommends APPROVAL of the request for the vacation of the easement at 415 East 15th Street with the following courses of action: • Motion to accept, modify, or reject the findings of Staff as presented to the Planning Commission. And; • Motion to recommend approval of the vacation to the City Commission. Or; • Motion to recommend denial of the application, or; • Motion to continue deliberation at the next available Planning Commission meeting. Attachments: • Vacation Application • Vacation Survey • Public Notice 07.02.25 Regular Meeting Pkt Page #40  Back to Agenda Agenda 07.02.25 Regular Meeting Pkt Page #41  Agenda Back to Agenda 07.02.25 Regular Meeting Pkt Page #42  Back to Agenda Agenda See Proof on Next Page AFFIDAVIT OF PUBLICATION [def:$signername|printname|req|signer1] [def:$signersig|sig|req|signer1] [def:$notarysig|sig|req|notary] [def:$date|date|req|notary] [def:$state|state|req|notary] [def:$county|county|req|notary] [def:$disclosure|disclosure|req|notary] [def:$seal|seal|req|notary] State of Florida, County of Broward, ss: I, Rachel Cozart, of lawful age, being duly sworn upon oath depose and say that I am an agent of Column Software, PBC, duly appointed and authorized agent of the Publisher of The Ottawa Herald, of Franklin County, State of Kansas, state that this newspaper is a qualified newspaper, published and of general circulation in said county, was published in regular edition of said paper, and that the notice of which the annexed is a copy was published on the following date(s). Publication Dates: May 14, 2025 Advertising Fee: $34.50 [$signersig] ______________________________ [$seal] Agent VERIFICATION State of Florida County of Broward 05/15/2025 Signed or attested before me on this: [$date] [$notarysig] __________________________________________ Notary Public Notarized remotely online using communication technology via Proof. [$disclosure] 415 E 15th Street Vacation | Page 1 of 2 07.02.25 Regular Meeting Pkt Page #43  Back to Agenda Agenda 415 E 15th Street Vacation | Page 2 of 2 07.02.25 Regular Meeting Pkt Page #44  Back to Agenda Agenda Item: XI.E City of Ottawa City Commission Meeting July 2, 2025 TO: City Commission SUBJECT: Authorize a Community Survey to Guide Program Development, Service Enhancement, and Resource Allocation Related to the July 30, 2026, Expiry of a One-Cent Local Sales Tax for (½ cent) General Purpose & (½ cent) Economic Development INITIATED BY: City Manager AGENDA: New Business Recommendation: It is recommended the City Commission authorize the distribution of a survey to be used to inform and guide program development, city services enhancement, and future resource allocation related to the question of whether to renew the city’s one cent sales tax which will expire next year. Background: The City of Ottawa’s one percent special purpose sales tax is set to expire on June 30, 2026. These revenues are vital to supporting general government operations and advancing economic development initiatives. In 2024, that portion of the 2015 sales tax devoted to ongoing operations generated $2,026,270, an amount equivalent to approximately 13.87 property tax mills based on the city’s assessed valuation. If the sales tax is not renewed, the city could face an annual revenue loss exceeding $4 million, significantly impacting services and capital investments. To maintain uninterrupted revenue, the renewed tax must take effect by July 1, 2026. Under a law passed in 2025 and taking effect on July 1, the issue of sales tax renewal can only go before the voters in November 2025 or March 2026. Staff believes placing the question on November 4, 2025, general election ballot offers a more cost-effective and timely option, with a resolution deadline of September 3, 2025. Staff is developing the proposed 2026 operating budget to reflect budget continuity and legal compliance. Analysis: The community survey process is designed to ensure broad and accessible public participation through a structured, multi-channel approach. Following City Commission approval, the survey will be launched online on July 7th, with a dedicated webpage and prominent link atop the city’s homepage. That same week, postcards will be mailed to all registered voters, while hardcopy surveys, QR-code signage, and return boxes will be placed at key community locations such as City Hall, the library, OMA, and other public facilities. 07.02.25 Regular Meeting Pkt Page #45  Back to Agenda A survey insert will also included in utility bills. From July 8th to August 6th, staff will promptly fulfill hardcopy survey requests by mail, and weekly social media posts to remind neighbors to participate. The survey will close on August 6th with a final analysis report to be delivered to the City Commission at the August 13th Regular City Commission meeting to inform and guide program development, city services enhancement, and future resource allocation. Staff is finalizing a community survey that is a brief 14-question anonymous instrument designed to gather anonymous resident feedback to inform city priorities and guide resource allocation. The survey will gather resident input on city services, priorities, and support for renewing the expiring one-cent sales tax. It covers demographics, ratings on services, recent interactions with city staff, and preferences for future investments such as streets, parks, and a new pool. Several questions assess how potential uses of the sales tax might impact support, with a final question gauging likelihood to vote for renewal and space for open-ended feedback. Financial Considerations: Cost of the survey is less than $2,500 to print, distribute and collect the responses. Legal Considerations: Approve as to Form Recommendation/Action: Authorize the distribution of a survey to be used to inform and guide program development, city services enhancement, and future resource allocation. Attachments: None 07.02.25 Regular Meeting Pkt Page #46