City Commission

Back to Agenda OTTAWA CITY COMMISSION REGULAR MEETING AGENDA Wednesday, August 6, 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 August 6, 2025; all emails must in- reasonable accommodation to attend this meeting, contact the clude your name and address. Participants who generate un- City’s ADA Coordinator at 785-229-3621. Please provide advance wanted or distracting noises may be muted by the meeting notice of at least two (2) working days. TTY users please call 711. host. If this 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 Nathan Mudd, Ottawa Community 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 VIII. CONSENT AGENDA A. Minutes From July 23, 2025 Meeting (P. 3-7) B. 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 XI. NEW BUSINESS A. Reinvestment Housing Incentive District (RHID) Policy Revisions - Director Landis (Pp.8-10) Comment: This is the first of two presentations incorporating statutory and procedural changes in preparation for the adoption of the final policy. XII. COMMENTS BY CITY MANAGER XIII. COMMENTS BY GOVERNING BODY XIV. ANNOUNCEMENTS A. August 13, 2025 City Commission Meeting - 4:00 pm, City Hall B. August 20, 2025 City Commission Meeting - 10:00 am, City Hall XV. ADJOURN 08.06.25 Regular Meeting Pkt Page #1  Back to Agenda 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. 08.06.25 Regular Meeting Pkt Page #2  Back to Agenda 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 08.06.25 Regular Meeting Pkt Page #3  Back to Agenda 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. 08.06.25 Regular Meeting Pkt Page #4  Back to Agenda 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 08.06.25 Regular Meeting Pkt Page #5  Back to Agenda 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 08.06.25 Regular Meeting Pkt Page #6  Back to Agenda Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 5:31 pm. Melissa Reed, City Clerk 08.06.25 Regular Meeting Pkt Page #7  Back to Agenda Agenda Item: XI.A City of Ottawa City Commission Meeting August 6, 2025 TO: Mayor and City Commission SUBJECT: Proposed Reinvestment Housing Incentive Districts (RHID) policy revisions INITIATED BY: Finance Director AGENDA: New Business Recommendation: Review and comment on the policy framework amending the Reinvestment Housing Incentive District (RHID) policy incorporating statutory and procedural changes that support housing growth in the community by lowering costs and reducing barriers. This is the first of two presentations discussing the policy and process recommendations in preparation for the adoption of the final policy. Background: The current Economic Incentive Policy was adopted on January 30, 2019 and can be found on the City’s website at www.ottawaks.gov/economicdevelopment. The incentive policy document encompasses all incentive options for development within the City of Ottawa. Since the original adoption of this city policy, there have been changes at the State level to the RHID incentive tool. In July 2021, the Act was expanded to include the renovation of buildings over 25 years old in the central business districts for residential use. This allows for development of upper-story lofts and apartments. In 2023, Senate Bill No. 17 was passed which included the following changes: • Renamed – Reinvestment Housing Incentive District (formerly Rural Housing Incentive District). • Population eligibility changes for cities and counties (not affecting Ottawa) • New Allowable costs - In a major program expansion, K.S.A. 12-5249 was amended to allow for the renovation or construction of residential dwellings, multi-family units, or buildings exclusively for residential use on existing lots if a) the infrastructure has been in existence for at least 10 years; or b) the existing lot(s) has been subject to special assessments. The RHID Act requires the support of a relevant, less than two years old, housing needs assessment for the county and/or city in which the RHID would exist. The most recent housing needs analysis for Franklin County, which includes specific needs for the City of Ottawa, was commissioned by the Franklin County Development Council and presented in March 2025. Analysis: The City’s current policy limits the RHID incentive tool to a stricter set of criteria than approved for use by the State of Kansas in some aspects and needs updated with the newest inclusions under state statute. 08.06.25 Regular Meeting Pkt Page #8  Back to Agenda Reinvestment Housing Incentive District policy (currently labeled as Rural Housing Incentive District) is Section 5.i beginning on page A-32 of the Economic Incentive Policy. Recommendations for changes to the policy include: 1. Removal of language referring to the preference for use of RHID for “ten or more rental homes”. The RHID Act allows for incentive districts to include the construction of renter-occupied and/or for-sale homes. The City finds it advantageous to allow for both models to accomplish all categories of housing need within the housing study. 2. Addition of a pre-application to the process that would be used to determine if the project is a good fit for the RHID process, and would receive Commission support, before the applicant makes a significant monetary investment into the process. 3. Alter the process to allow the Commission to find the project in line with the housing needs analysis prior to conducting further financial analysis on the project. 4. Deposit becomes $10,000, currently $5,000, aligning with the requirement for all economic incentives whereby $5,000 is a non-refundable amount used to offset the cost of the process and the remaining $5,000 is a deposit toward the remainder of the procedural cost for financial advisor and bond counsel. 5. But-For analysis waiver for: a. Projects that directly meet housing needs as outlined in a current Housing Needs Analysis. b. Housing development needs as determined by the City Commission. 6. Follow RHID Act for eligible costs by eliminating specific eligible costs from the policy supporting simplification of the process. While not specifically outlined in the policy document, the process changes proposed for RHID consideration aim to create a developer friendly process and support housing growth in the community by lowering costs and reducing barriers. The updated process is proposed as follows:  Pre-Application submitted by Developer  Staff reviews application for completeness and feasibility  Resolution finding that the project proposal meets the housing needs as defined under the RHID Act and the bi-annual housing study  KS Secretary of Commerce considers establishment of proposed district  Developer submits Formal Incentive Application, executed Funding Agreement, and deposit  But-For analysis performed for complex projects or layered incentive requests – performed by financial advisor  Financial Impact Analysis, Feasibility Study, and Term sheet prepared by City  Incentive Review Committee meets to review incentive proposal  Resolution of intent to create district, adopt Development Plan, and hold public hearing  Hold public hearing  Ordinance creates district, adopts Development Plan, and approves Development Agreement  30-day veto period 08.06.25 Regular Meeting Pkt Page #9  Back to Agenda Financial Considerations: Use of the RHID incentive tool allows the City to invest valuation increment from currently unrealized property values to support the housing needs of the community by reimbursing the developer for eligible costs over a specific period of time. The current value of the land continues to be distributed to all taxing jurisdictions. The city retains 2.5% administration fee from each reimbursement distribution. Legal Considerations: Bond counsel and city attorney are involved in each incentive process. Recommendation/Action: It is recommended that the Commission review and comment on the policy framework amending the Reinvestment Housing Incentive District (RHID) policy at the August 6, 2025, meeting and consider a resolution adopting those changes at a future Commission meeting. 08.06.25 Regular Meeting Pkt Page #10