City Commission

Regular Meeting Minutes City Hall Minutes of July 23, 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 Timothy Roth from Faith Lutheran Church gave the invocation. Public Comments Public comment was received from Greg Hernandez, 1024 N. Mulberry, who updated the Commission on his plans for demolition of a property. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Consent Agenda Commissioner Crowley moved to approve the consent agenda, seconded by Mayor Pro Tem Clayton. The agenda included the minutes from the July 16, 2025 Regular Meeting, the June 2025 Finance Monthly Report, Partner Agency Reports from Franklin County Development Council, Ottawa Library, Ottawa Main Street Association, and Prairie Paws Animal Shelter and approval of 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 Public Hearing on Reinvestment Housing Incentive District (RHID) Development Plan – Northeast Village Mayor Allen opened the public hearing at 4:05 pm to consider the adoption of a Reinvestment Housing Incentive District (RHID) Development Plan for the Northeast Village project located at 1426 East Wilson Street. Director Landis reviewed the project background for a proposal by Complete Acquisitions of Gardner, LLC to develop 40 single-family 2-bedroom, 2-bathroom townhomes as rental housing units. The project meets the parameters of the 2025 Housing Study, which identifies a need for additional mid-market rental units. No public comments were received. Mayor Allen closed the public hearing at 4:10 pm. July 23, 2025 1 City of Ottawa Regular Meeting Minutes July 23, 2025 Page 2 Ordinance to Adopt the RHID Development Plan and Approve Development Agreement – Northeast Village Director Landis presented an ordinance for consideration to adopt the Reinvestment Housing Incentive District (RHID) Development Plan for the Northeast Village Project, establish the RHID District, and approve the associated Development Agreement with the developer, Complete Acquisitions of Gardner, LLC. The project proposes the construction of 40 single-family rental townhomes at 1426 East Wilson Street, with each unit consisting of two bedrooms and two bathrooms and an estimated market rent of $1,250 per month. The RHID will reimburse eligible development costs—primarily for utility extensions and infrastructure—through a pay-as-you-go financing structure. The development meets the criteria set forth in the Kansas RHID Act and aligns with the 2025 Housing Study, which identified a need for additional mid-market rental housing in Ottawa. The maximum reimbursement will not exceed $845,000 and will sunset no later than August 31, 2038. The agreement includes standard terms regarding the use of ad valorem increment, accounting, and transfer provisions, and has been reviewed by Bond Counsel and the City Attorney. Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Clayton, to adopt an ordinance approving the Reinvestment Housing Incentive District Development Plan, establishing the Northeast Village RHID District, and approving the associated Development Agreement. The motion was considered and upon being put, all present voted aye. The Mayor declared this ordinance duly adopted and numbered 4163-25. Direction on City Logo Redesign and Engagement Process The Governing Body received a presentation from the Communications and Outreach Coordinator Eytcheson regarding a proposed process to evaluate the City’s current logo and explore the development of a new design. Staff explained that the existing logo, which has been in use for more than two decades, no longer aligns with the City's communication goals, particularly in terms of clarity, scalability, and modern design standards. The logo currently appears on official documents, signage, digital platforms, and promotional materials, serving as a visual representation of Ottawa’s identity. The proposed engagement process is designed to coincide with the City’s website redesign and would include several phases: concept development, internal feedback, design refinement, partner input, and community engagement. A final presentation of recommendations is anticipated for September 17, 2025. Staff noted that both financial and legal implications are minimal and emphasized the importance of aligning branding efforts with the City’s forward-looking communications strategy. Following discussion, the Governing Body reached consensus to move forward with the proposed public engagement process to assess the City’s current logo and explore design alternatives. Direction on Signal Pole Design for 15th & Main City Manager Brian Silcott presented a request for direction regarding the replacement of the traffic signal at the intersection of 15th & Main, which experienced a full signal outage on June 14, 2025. Staff advised that the infrastructure is at the end of its service life and prompt replacement is necessary to ensure public safety and system reliability. However, this project also presents an opportunity to July 23, 2025 2 City of Ottawa Regular Meeting Minutes July 23, 2025 Page 3 consider design upgrades that contribute to Ottawa’s broader community identity and corridor aesthetics. Three primary pole design options were presented: standard galvanized poles, painted poles, and fluted decorative poles. Cost estimates ranged from approximately $93,000 to $124,000 for the complete intersection, depending on the selected finish and whether a five-year paint warranty was included. While galvanized poles are the most cost-effective, the painted and fluted options offer enhanced visual appeal that could serve as a prototype for future streetscape improvements throughout the City. City Manager Silcott emphasized that while staff remains neutral on the design selection, they recommend consideration of long-term aesthetic goals, maintenance costs, and potential for corridor standardization. Lead times for fabrication and installation were also shared, with an estimated 18 to 28 weeks depending on the option selected. Following discussion, the Governing Body reached consensus to proceed with a standard pole option at this location and revisit decorative or corridor-specific designs during future planning for pole replacements downtown. Authorization for Streetlight Conduit Boring and Pull Box Installation (9th to 13th on Main) The Governing Body considered a request to proceed with Phase Two expenditures for the 2025 Main Street Streetlight Conduit Boring and Pull Box Installation Project. City Manager Silcott explained that the underground electrical infrastructure between 9th and 13th Streets is significantly deteriorated, leading to increasing outages, safety concerns, and rising maintenance costs. Much of the wiring dates back several decades and no longer supports the demands of modern, energy-efficient lighting systems. To address this, the project will install approximately 5,400 feet of new underground conduit and 28 dedicated pull boxes using horizontal directional boring to minimize surface disruption. The improvements will provide greater reliability and allow for future lighting system enhancements without the need for further excavation. The project supports the City’s broader strategy to improve pedestrian safety and enhance infrastructure in high-traffic corridors. Wright Tree Service will serve as the contractor for this work due to their local availability, specialized equipment, and successful performance on past municipal projects. The total cost for this phase is $65,000 and will be funded from the Electric Distribution Fund. Commissioner Crowley made a motion, seconded by Mayor Pro Tem Clayton, to authorize the City Manager to execute Phase Two expenditures in the amount of $65,000 for the 2025 Main Street Streetlight Conduit Boring and Pull Box Installation Project. The motion was considered and upon being put, all present voted aye. The Mayor declared the motion duly approved. Review of Second Quarter 2025 Department Reports City Manager Brian Silcott presented the Second Quarter 2025 reports submitted by City departments, highlighting performance metrics, accomplishments, and ongoing initiatives across various service areas. July 23, 2025 3 City of Ottawa Regular Meeting Minutes July 23, 2025 Page 4 At the Ottawa Memorial Auditorium (OMA), 11,451 individuals attended events during the second quarter, reflecting the continued success of programming and community engagement efforts at the venue. Events included concerts, performances, and civic gatherings that support Ottawa’s identity as a regional hub for arts and entertainment. The Human Resources Department processed 228 applications and facilitated the hiring of 11 individuals across full-time and seasonal positions. Recruitment activity was supported by the implementation of internal workflow improvements and updated outreach strategies. The Finance Department reported $187,262 in interest earnings and processed 19,846 utility bills. The department continues to emphasize financial stewardship, accurate reporting, and timely service delivery to utility customers. The Police Department responded to 73 alarm calls and 406 school resource officer/community service officer (SRO/CSO) related incidents. Officers conducted 121 hours of community outreach and education programming, reinforcing public safety partnerships and proactive engagement with residents. The Fire Department responded to 523 emergency calls for service and conducted 87 inspections, including business compliance checks and residential fire safety assessments. In addition, the department supported multiple community risk reduction events, such as fire extinguisher training and youth safety education. Public Works completed 4,668 pothole repairs and conducted 73 preventive maintenance tasks. Staff worked to stay ahead of seasonal wear and tear on city roadways and ensured the reliability of core infrastructure. The Neighborhood and Community Services Department issued 30 new home permits with an average valuation of $243,702, indicating a steady pace of residential development and investment in Ottawa’s housing market. The Electric and Water Utility Divisions reported 100% compliance with Kansas Department of Health and Environment (KDHE) regulations and made targeted upgrades to enhance infrastructure reliability. These improvements contribute to long-term operational efficiency and service dependability for Ottawa residents. Project Updates The Governing Body received an update from City Manager Silcott regarding the status of various capital and infrastructure projects currently underway across the City. Highlights included the successful completion of waterline tie-ins and paving on Main Street between 15th and 17th Streets. This milestone marks a significant step in the phased replacement and improvement of aging water infrastructure along a key commercial corridor. Restoration of pavement in this area is now complete, allowing for improved traffic flow and long-term service reliability. City Manager Silcott also provided a progress report on the Commission Room audiovisual (AV) upgrades. These upgrades aim to modernize public meeting capabilities by improving sound clarity, video resolution, and streaming performance. When finalized, the enhancements will provide a better July 23, 2025 4 City of Ottawa Regular Meeting Minutes July 23, 2025 Page 5 experience for in-person attendees as well as those participating remotely through Zoom, Facebook Live, and Channel 23. Additional updates were given on ongoing utility projects and infrastructure studies, including assessments of electric distribution systems, wastewater facility needs, and future planning for stormwater management. Several studies are in alignment with grant requirements or tied to anticipated funding cycles. City Manager Silcott noted that these investments are intended to improve system resiliency, reduce long-term maintenance costs, and lay the groundwork for strategic growth in Ottawa. City Manager Comments City Manager Brian Silcott provided several operational and organizational updates, noting the momentum underway across departments during the second half of the year. He highlighted the successful completion of several infrastructure improvements and commended Public Works and Utility teams for their responsiveness and dedication, particularly following the recent severe weather events in July. Silcott recognized staff for their coordination and rapid response in restoring electrical service, clearing storm debris, and communicating effectively with residents throughout the incidents. City Manager Silcott invited the community to attend “A Moment with Mitch,” featuring Mitch Holthus, this evening at 6:30 p.m. He also reminded everyone about the upcoming Fox 4 Zip Trip, scheduled for Friday morning from 7:00 to 10:00 a.m. Additionally, Silcott highlighted the community survey, noting that 725 responses have been received to date through both online submissions and hard copy forms, which continue to arrive daily. Looking ahead, Silcott previewed topics for upcoming Commission meetings, including a formal presentation on Transient Guest Tax (TGT) administration, proposed revisions to the Rural Housing Incentive District (RHID) policy, and continued development of a streamlined purchasing policy. He noted that several of these initiatives are tied to long-term strategic goals identified by the Commission during retreat planning and budget sessions. Governing Body Comments Commissioner Caylor expressed his appreciation for the City continuing to offer a virtual participation option for meetings, noting its value in ensuring accessibility and flexibility for both commissioners and the public. Mayor Pro Tem Clayton commended staff on the level of detail included in the Second Quarter Department Reports and Community Partner Reports, noting that the information provided valuable insights into departmental progress and partnerships across the community. He also reminded the public of the upcoming Fox 4 Zip Trip scheduled for Friday, July 25, 2025, and encouraged residents to attend and help showcase Ottawa’s community pride during the live broadcast. Announcements A. July 30, 2025 City Commission Meeting – 4:00 pm, Cancelled B. July 31, 2025 Chamber Eggs & Issues – 8:00 am, Advent Health C. August 6, 2025 City Commission Meeting – 7:00 pm, City Hall D. August 13, 2025 City Commission Meeting – 4:00 pm, City Hall E. August 20, 2025 City Commission Meeting – 10:00 am, City Hall July 23, 2025 5 City of Ottawa Regular Meeting Minutes July 23, 2025 Page 6 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 July 23, 2025 6