City Commission

Back to Agenda OTTAWA CITY COMMISSION REGULAR MEETING AGENDA Wednesday, September 10, 2025 - 4:00 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 860 5916 7188#. 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 2:00 pm on September 10, 2025; all emails must reasonable accommodation to attend this meeting, contact the include your name and address. Participants who generate City’s ADA Coordinator at 785-229-3621. Please provide advance unwanted 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 Dakota Smith, Ottawa Bible 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 presentation is for information purposes only. The Governing Body will take comments under advisement. VII. APPOINTMENTS, PROCLAMATIONS, RECOGNITIONS, AND NOMINATIONS VIII. CONSENT AGENDA A. Minutes from the September 3, 2025 Regular Meeting (Pp. 3-6) 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. Power of the Past Safety Presentation—Chief Weingartner (Pp. 7-14) Comment: Chief Weingartner will present a presentation on the Power of the Past Tractor Show sched- uled for September 13-14, 2025. B. Selection of Voting and Alternative Voting Delegates for the League of Kansas Municipalities (LKM)— City Clerk Reed (P. 15) Comment: This item involves the selection and approval of voting delegates to represent the City at the League of Kansas Municipalities (LKM) Annual Conference. The designated delegates will have the au- thority to vote on behalf of the City regarding various municipal policy matters discussed during the con- ference. Motion: __________ Second: __________ Vote: __________ 09.10.25 Regular Meeting Pkt Page #1  Back to Agenda C. Cereal Malt Beverage Application for 80’s Flashback Arcade, LLC —City Clerk Reed (P. 16) Comment: Review of an application for a Cereal Malt Beverage License for 80’s Flashback Arcade LLC located at 209 W. 2nd St. Motion: __________ Second: __________ Vote: __________ XII. COMMENTS BY CITY MANAGER XIII. COMMENTS BY GOVERNING BODY XIV. ANNOUNCEMENTS A. September 17, 2025 City Commission Meeting - 10:00 am, City Hall B. September 24, 2025 City Commission Meeting - 4:00 pm, City Hall C. October 1, 2025 City Commission Meeting - 7:00 pm, City Hall XV. ADJOURN 09.10.25 Regular Meeting Pkt Page #2  Back to Agenda Regular Meeting Minutes City Hall Minutes of September 3, 2025 The Governing Body met at 7:00 p.m. on this date for the Regular City Commission Meeting, with the following members present and participating: Mayor Allen, Mayor Pro Tem Clayton, Commissioner Caylor, Commissioner Crowley and Commissioner Skidmore. Mayor Allen called the meeting to order. Mayor Allen welcomed the audience and led the Pledge of Allegiance to the American flag. Commissioner Skidmore gave the invocation. Public Comments None were received. 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 August 27, 2025 Regular Meeting 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 for Intent to Exceed Revenue Neutral Rate and 2026 Budget Mayor Allen explained that this public hearing had been scheduled to receive comments regarding the City’s intent to levy property tax exceeding the Revenue Neutral Rate (RNR) and the proposed 2026 budget. The notice of public hearing was published on August 20, 2025, in the Ottawa Herald. The 2026 published budget includes total expenditure authority of $72,854,331, supported by ad valorem taxes of $7,002,855, and an estimated mill rate of 44.643. Mayor Allen opened the public hearing at 7:03 pm. City Manager Silcott reviewed the overall budget process and key budget concepts. Director Landis then presented highlights of the proposed 2026 budget and summarized the steps taken during the budget process, which included departmental reviews of utilities, special revenue fund, community partners, debt services, and the general fund throughout June and July. She noted that the budget is guided by the City’s strategic pillars and provides for continued financial participation in the Franklin County Emergency Communications Center, economic incentive rebates for residential and commercial development, and incorporates Community Attraction and Tourism programming. Additional highlights included support for major infrastructure and maintenance projects such as the airport taxiway reconstruction, utility and parks improvements, sidewalks and city facility maintenance; and planning efforts including levee system evaluation, electric utility master planning, 09.10.25 Regular Meeting Pkt Page #3  Back to Agenda and GIS data updates. Director Landis also explained that increases in property insurance, personnel benefit costs and materials for construction were significant factors in the budget. Director Landis reported that assessed valuation increased by $10,832,074, including $3,824,061 in new construction value. The City’s outstanding debt totals $16,012,525, representing 6.2% of the statutory debt capacity of $44,681,235. The debt service, auditorium, general fund, and library mill levies, which are reflected in the total City mill rate, were also reviewed. The adoption of the 2026 budget as published would exceed the RNR calculated at 44.112 mills, requiring the formal resolution to levy a property tax rate in excess of that threshold. Public comment was received from the following citizens: • Susan Hughes, 1201 S. Ash St. • Samantha Mill, 424 S. Elm St. • Michael Barger, 817 E. 13th Ter. • Sherry Engelbert, 1127 S. Maple St. • Lee Bond, 833 N. Cedar St. • Greg Hazen, 611 N. Davis Rd. • Kevin Herschberger, 320 S. Cherry St. • Shawn Markley, 746 S. Funston St. • Tim Van Liden, 1025 S. Pine St. • Chris Black, 904 N. Oak St. • Gary Harris, 1801 S. Princeton St. • Karen Harris, 1801 S. Princeton St. • Christine Huhs, 1426 N. Sycamore St. • John Macnee, Unknown • Phyllis Bond, 833 N. Cedar St. • Tyler Townage, Unknown Request for Approval of a Resolution to Levy Property Tax Rate Exceeding the Revenue Neutral Rate Director Landis presented a resolution to levy a property tax rate exceeding the Revenue Neutral Rate (RNR) of 44.112 mills as calculated by the Franklin County Clerk. The adoption of this resolution is required under Kansas law when a city intends to levy property taxes above the RNR, as enacted through 2021 Kansas Senate Bill 13. Director Landis noted that the published 2026 budget reflects a proposed mill rate of 44.643, which is necessary to support the total expenditure authority of $72,854,331 and ad valorem revenues of $7,002,855. Maintaining the budget at the RNR would reduce the City’s general fund revenues by $83,295, requiring reductions in service levels or fund balance allocations. Adoption of the resolution authorizes the City to levy a mill rate that sustains current service levels, support infrastructure investments, and continue participation in community programs and partnerships identified in the budget. Commissioner Caylor made a motion, seconded by Commissioner Crowley, to adopt the resolution authorizing the City to levy a property tax rate exceeding the Revenue Neutral Rate. The motion was 09.10.25 Regular Meeting Pkt Page #4  Back to Agenda considered and upon being put, all present voted aye. The Mayor declared this resolution duly adopted and duly numbered Resolution No. 1993-25. Mayor Allen closed the public hearing at 8:05 pm. Request for Approval of a Resolution Adopting the 2026 Budget Director Landis explained that following a series of public discussions during regular meetings in June and July, as well as tonight’s presentation and the public hearing, adoption of the 2026 Budget was recommended. The Governing Body was reminded that the published budget establishes expenditure authority across all City funds, guided by the strategic pillars. Director Landis noted that the 2026 Budget reflects total expenditure authority of $72,854,331, supported by ad valorem taxes of $7,002,855, and a proposed mill levy of 44.643 which is equivalent to the 2025 mill rate. She emphasized that the budget maintains the City’s commitments to public safety, utilities, street and facility maintenance, and community partner support, while also addressing increased costs related to personnel, property insurance, and construction materials. The budget also ensures continued financial participation in the Franklin County Emergency Communications Center and maintains adequate reserves for future projects. An alternative budget recommendation was presented that reflected ad valorem and an estimated mill rate that is equal to the the Revenue Neutral Rate. The reduction in expenditures of $83,295 would be applied to the General Fund. After review and discussion, Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Clayton, to adopt the 2026 Budget which includes expenditure authority of $72,772,361 supported by ad valorem taxes of $6,919,560 and an estimated mill rate reflective of the revenue neutral rate of 44.112. The motion was considered and upon being put, all present voted aye. The Mayor declared this resolution duly adopted and duly numbered Resolution No. 1994-25. Consider Approval of Resolution Adopting the 2026–2030 Capital Improvement Program Director Landis presented the proposed Capital Improvement Program (CIP) for 2026–2030. She explained that the CIP serves as the City’s multi-year planning tool for prioritizing and funding major infrastructure, facility, and equipment projects, aligning with the City’s strategic pillars and financial policies. Highlighted projects in the 2026–2030 CIP include continued investment in airport taxiway reconstruction, utility system improvements, parks enhancements, street and sidewalk maintenance, and city facility upgrades. Planning studies such as the levee system evaluation, electric utility master planning, and GIS data flyover were also incorporated to guide future infrastructure decisions. Director Landis emphasized that inclusion of a project in the CIP establishes prioritization but does not constitute immediate funding approval; individual projects will still be presented to the Governing Body for authorization as they advance. The CIP provides a framework for coordinating timing, financing, and departmental capacity to ensure that investments remain sustainable while addressing community needs. Following discussion, Commissioner Crowley made a motion, seconded by Commissioner Caylor, to 09.10.25 Regular Meeting Pkt Page #5  Back to Agenda adopt the resolution approving the 2026–2030 Capital Improvement Program. The motion was considered and upon being put, all present voted aye. The Mayor declared this resolution duly adopted and duly numbered Resolution No. 1995-25. City Manager Comments City Manager Silcott thanked the Governing Body and staff for their hard work throughout the budget process and for their commitment to fiscal stewardship. He provided an update on the temporary four- way stop at 1st and Main following damage to the traffic signal pole, noting that assessments are underway. Operational highlights included the repair of the fountain at Haley Park after vandalism, setup of flags downtown for Labor Day, and street support for Ottawa University’s Fusion event, the Parade of Champions, and the recent half marathon. At the Water Plant, staff completed needed mower repairs. Upcoming community events include Brews, Beats & Boutiques on September 6, the 30th Annual Power of the Past Antique Engine & Tractor Show September 12–14, and the Old Depot Museum’s Chamber Coffee on September 12. He also reported that the City is actively recruiting for several open positions, including Assistant City Clerk, Director of Neighborhood and Community Services, Pro Shop Attendant, and Seasonal Grounds Worker. The selection process for the Director of Neighborhood and Community Services is underway with applications closing September 25 and interviews scheduled in October. Governing Body Comments Commissioner Crowley thanked the City Manager, Finance Director, and staff for their work on the budget, noting the importance of balancing fiscal responsibility with maintaining community amenities. Mayor Pro Tem Clayton expressed appreciation for the strong public turnout, encouraged continued engagement through various channels, and highlighted the City’s ongoing investments in street repairs. Commissioner Caylor, in her fourteenth budget process, thanked staff and emphasized that the majority of the budget supports personnel who serve the community daily. Mayor Allen thanked the public for attending, reminded them that commissioners are also taxpayers, and affirmed her commitment to making decisions in the best interest of Ottawa. Announcements A. September 10, 2025 City Commission Meeting – 4:00 pm, City Hall B. September 17, 2025 City Commission Meeting – 10:00 am, City Hall C. September 24, 2025 City Commission Meeting – 4:00 pm, City Hall Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 8:47 pm. Melissa Reed, City Clerk 09.10.25 Regular Meeting Pkt Page #6  Back to Agenda Agenda Item: XI.A City of Ottawa City Commission Study Session September 10, 2025 TO: The Honorable Mayor and City Commission SUBJECT: 2025 Power of the Past Antique Engine and Tractor Show Public Safety Update INITIATED BY: Adam Weingartner, Police Chief AGENDA: September 10, 2025 Recommendation: No action is needed. The purpose of the presentation is to update the commission and community about the event. Background: The department provides a brief public safety summary prior to major events in Ottawa. Analysis: The Ottawa Police Department implements the Incident Command System to manage events surrounding the Power of the Past Antique Engine and Tractor Show hosted in Forest Park. Planning for the event begins several months in advance of the event in partnership with other public safety agencies to provide a safe environment. The event is managed by an Incident Action Plan (IAP) using the Incident Command System to ensure site security, preparation, and if needed, emergency responses. The plan also includes a Severe Weather Plan. After the event an After Action Review (AAR) is completed to discuss where improvements in the plan can help make the event better in outlying years. Financial Considerations: The department budgets for overtime, if incurred, and regular staffing to ensure sufficient staff and equipment is available to respond during the event. Volunteer in Police Services (VIPS) provide volunteers who help work during the day and provide overnight security in the park. Legal Considerations: Here are no legal considerations for this item. Recommendation/Action: Receive and file this report from Chief Weingartner. Attachments: 2025 Public Safety Presentation 09.10.25 Regular Meeting Pkt Page #7  Back to Agenda 2025 POWER OF THE PAST ANTIQUE ENGINE AND TRACTOR SHOW FOREST PARK SEPTEMBER 12, 13, 14, 2025 VII.B PRESENTATIONS 09.10.25 Regular Meeting Pkt Page #8  Back to Agenda 2025 POWER OF THE PAST ANTIQUE ENGINE AND TRACTOR SHOW The 2025 show will highlight Oliver Hart Parr Tractors and Fairbanks Morse Engines. The event brings in about 600 antique engine and tractors plus up to 5,000 people each day to Forest Park. VII.B Background 09.10.25 Regular Meeting Pkt Page #9  Back to Agenda SCHEDULE OF 9/10-11 Forest Park 9/12 Friday Highlights EVENTS Vendors, facilities, and organizers Breakfast at 7-9 a.m. begin to set up Forest park for Events from 09:30 to 4:00 p.m. weekend. Ham and Bean Dinner at 4:00 p.m. Purpose of the Plan To provide a safe and 9/13 Saturday Highlights 9/14 Sunday Highlights accessible space in Forest Park to hold the Breakfast at 07:00 a.m. Power of the Past Breakfast at 07:00 a.m. Events from 09:30 to 4:00 p.m. Antique Engine and Events end at 2:00 p.m. Tractor Show Live music 5-7 pm. XII.B Analysis 09.10.25 Regular Meeting Pkt Page #10  Back to Agenda https://www.powerofthepast.net/show-events/ SCHEDULE OF EVENTS XII.B Analysis 09.10.25 Regular Meeting Pkt Page #11  Back to Agenda FIRST RESPONDERS “Planning is a collaborative effort among Ottawa PD, Ottawa FD, and agencies from Franklin County including Emergency Management, EMS, WORKING TO KEEP and Emergency Communications.” THE COMMUNITY AND EVENT SAFE VII.B Analysis 09.10.25 Regular Meeting Pkt Page #12  Back to Agenda Public Safety Locations EMS Aid Station Located near the main • Franklin County EMS will be onsite during day hours to shelter house with the provide medical support. Command Post • Franklin County Emergency Management will have a Command Post trailer for all agencies working. • Ottawa PD will have a tent with information and resources. Police Patrols • Ottawa FD will provide first support as requested. OPD will use a combination of foot patrols, UTV Patrols, and Patrol Cars to patrol the area during the daytime events. VIPS provide overnight “Pre-staging emergency responders ensures safety security. OPD/OFD UAS Team will and security for all involved and expedites conduct periodic aerial patrols during emergency responses during large crowds.” day hours. VII.B Analysis 09.10.25 Regular Meeting Pkt Page #13  Back to Agenda Thank You No Action Needed VII.B Recommendation/Action 09.10.25 Regular Meeting Pkt Page #14  Back to Agenda Agenda Item: XI.B City of Ottawa City Commission Study Session September 10, 2025 TO: City Commission SUBJECT: Selection of Voting and Alternative Voting Delegates for the League of Kansas Municipalities (LKM) 2025 INITIATED BY: City Clerk AGENDA: New Business Recommendations: Staff recommends that the City Commission discuss and determine the City of Ottawa’s voting delegate and alternate voting delegate for the League of Kansas Municipalities (LKM) Annual Business Meeting, scheduled for Saturday, October 11, 2025. Background: Each year, the Governing Body is tasked with appointing voting delegates and alternate voting delegates to represent the City of Ottawa at the League of Kansas Municipalities (LKM) Annual Business Meeting and Convention of Voting Delegates. This year, the meeting is scheduled for Saturday, October 11, 2025, from 12:00 to 1:30 p.m. Analysis: The League of Kansas Municipalities (LKM) Annual Conference will be held October 10– 11, 2025, and will include a variety of live sessions. The Business Meeting and Convention of Voting Delegates is set for Saturday, October 11, from 12:00 to 1:30 p.m. Voting strength is determined by population, with the City of Ottawa allotted three (3) votes. Delegate and alternate forms must be submitted to LKM by Friday, September 19, 2025. Financial Considerations: There is no financial impact associated with this item. Legal Considerations: KSA Supp. 12-1601f provides that “The governing body of each member city may elect city delegates from among the city’s officers to represent the city in the conduct and management of the affairs of the League of Kansas Municipalities.” Recommendations/Actions: Option A – Selection: The City Commission should select three (3) voting delegates and at least one (1), but no more than three (3), alternate voting delegates. Suggested Motion: “Motion to approve the selection of three voting delegates and at least one, but no more than three, alternate voting delegates for the League of Kansas Municipalities 2025 Annual Business Meeting.” Option B – Deferral: If additional discussion is needed, final action may be deferred to the Regular Meeting on September 17, 2025. Attachments: None. 09.10.25 Regular Meeting Pkt Page #15  Back to Agenda Agenda Item: XI.C City of Ottawa City Commission Meeting September 10, 2025 TO: Mayor and City Commission SUBJECT: Consideration of a New Cereal Malt Beverage License – 80’s Flashback Arcade LLC INITIATED BY: City Clerk AGENDA: New Business Recommendation: Staff recommends that the City Commission review and consider approval of a new Cereal Malt Beverage (CMB) License for 80’s Flashback Arcade LLC, located at 209 W. 2nd Street, Ottawa, Kansas. Background: 80’s Flashback Arcade LLC has applied for an on-premises consumption CMB license for its establishment at 209 W. 2nd Street. This is a new application, and no prior CMB license has been issued to this applicant at this location. Analysis: The application has been reviewed and approved by both the Police Department and the City Attorney, with no grounds for denial. The City of Ottawa continues to utilize the Kansas Bureau of Investigation (KBI) records check at no cost for the CMB application process. If approved, the City Clerk will collect the applicable fees and affix the State-issued CMB stamp to the license. Financial Considerations: Per Ottawa Municipal Code, Section 4-310 (License Fee), and as established by Ordinance 4016-19, the license fee for a General Retailer selling CMB for on- premises consumption is $225 per calendar year. This fee includes the $25 State stamp fee. Legal Considerations: K.S.A. 41-2701 et seq.; Ottawa Municipal Code, Chapter 4, Article 3 Recommendation/Action: Option A – Approval: Approve the CMB License for 80’s Flashback Arcade LLC, located at 209 W. 2nd Street, Ottawa, Kansas, at the September 10, 2025, Regular Meeting. Suggested Motion: “Motion to approve a new Cereal Malt Beverage License for 80’s Flashback Arcade LLC, located at 209 W. 2nd Street, Ottawa, Kansas.” Option B – Deferral: Refer this item to the September 17, 2025, Regular Meeting for continued deliberation and consideration. Attachments: None 09.10.25 Regular Meeting Pkt Page #16