City Commission

OTTAWA CITY COMMISSION REGULAR MEETING AGENDA Wednesday, October 15, 2025 - 10:00 am 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 958 8516 8215#. 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 8:00 am on October 15, 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 Darron Story, Westminster Presbyterian 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 A. Proclamation Recognizing October as Domestic Violence Awareness Month (P. 3) Comments: Domestic Violence Awareness Month focuses attention on victims of domestic violence and their children and promotes the support of shelters and community programs that serve them. Maggie Bornholdt from Willow Domestic Violence Center will accept the proclamation. B. Proclamation Recognizing October 15, 2025 as Arbor Day (P. 4) Comments: Arbor Day highlights the importance of trees in reducing erosion, moderating tempera- tures, improving air quality, and enhancing property values and community vitality. Citizens are en- couraged to celebrate Arbor Day and support efforts to protect and plant trees for future generations. Greg Morrow will accept the proclamation. C. Proclamation Recognizing October 15, 2025 as Support Your Local Chamber of Commerce Day (P. 5) Comments: This proclamation acknowledges the Ottawa Area Chamber of Commerce for over a cen- tury of leadership, advocacy, and service to more than 300 businesses and organizations. Ryland Mil- ler from Ottawa Area Chamber of Commerce will accept the proclamation. VIII. CONSENT AGENDA A. Minutes from October 1, 2025 Regular Meeting (Pp. 6-8) 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. Tree Inventory Report/IRA Grant Announcement — Director Welsh and Blaine Stroble KS Forestry (Pp. 9-20) Comments: Blaine Stroble with the Kansas Forest Service will present the results of the City’s tree inven- tory and announce the IRA grant award. B. 2025 Grant Activity Report — City Clerk Scherman (Pp. 21-25) Comments: City Clerk Scherman will provide a report on 2025 grant activity. C. Consider Resolution Revising Fees for Open Records Request—City Clerk Scherman (Pp. 26-29) Comments: The Governing Body will consider a resolution updating fees for open records requests to align with recent legislative changes and the City’s adopted policies. Motion: __________ Second: __________ Vote: __________ XII. COMMENTS BY CITY MANAGER XIII. COMMENTS BY GOVERNING BODY XIV. ANNOUNCEMENTS A. October 15, 2025 City Commission Meeting—10:00 am, City Hall B. October 22, 2025 City Commission Meeting—4:00 pm, City Hall C. October 29, 2025 City Commission Meeting—4:00 pm, City Hall XV. ADJOURN  PROCLAMATION WHEREAS, in the United States, 10 to 12 million adults experience domestic violence annually, with an average of 20 people every minute experiencing these heinous acts; and WHEREAS, in the State of Kansas, one domestic violence incident occurs every 23 minutes, and one domestic violence murder occurs every 11 days, with one domestic violence arrest made every 46 minutes; and WHEREAS, the impact of domestic violence is felt not only by individuals and families, but also by communities and the nation as a whole; and WHEREAS, the City of Ottawa joins with others across the state of Kansas and nationwide in supporting domestic violence victims and survivors, the advocates and organizations who serve them, and holding offenders accountable in our community. NOW, THEREFORE, the governing body of the City of Ottawa, Kansas, does hereby proclaim the month of October 2025 as: Domestic Violence AWARENESS MONTH in recognition of the critical work being done by domestic violence advocates and allies in service of the survivors and the victims they serve. We encourage all citizens to actively engage in the scheduled activities and events sponsored by the Willow Domestic Violence Center and other organizations working toward eradication of domestic violence . SIGNED this 15th day of October 2025. _________________________________________ Emily Allen, Mayor  PROCLAMATION WHEREAS, In 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and WHEREAS, Arbor Day is now observed throughout the nation and the world, and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling cost, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife, and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products, and WHEREAS, trees in our City increase property values, enhance the economic vitality of business areas, and beautify our community, and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal, Now, therefore, the Governing Body of the City of Ottawa, Kansas does hereby proclaim October 15, 2025 as Arbor Day in the City of Ottawa and urges all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands, and urges all citizens to plant trees to gladden the heart and promote the well-being of this and future generations. Signed this 15th day of October, 2025. Emily Allen, Mayor  PROCLAMATION WHEREAS, Chambers of Commerce strive to address the community’s top challenges and greatest opportunities through bold leadership and innovative problem-solving; and WHEREAS, Chambers of Commerce foster stronger, more vibrant communities by advocating for priorities to promote economic prosperity, enhance quality of life and create access to meaningful employment and opportunity for all residents; and WHEREAS, Chambers of Commerce are champions of communities, serving as a trusted resource for businesses, residents, and other stakeholders; and WHEREAS, Chambers of Commerce create catalytic community partnerships to build resilient economies and promote community-wide prosperity; and WHEREAS, the Ottawa Area Chamber of Commerce has served the community for over one hundred years, and today represents more than 300 businesses and organizations, advancing Ottawa and Franklin County through leadership programs, community-wide events, opportunities for connection, and advocacy that supports the growth and vitality of our city and region. NOW, THEREFORE, the governing body of the City of Ottawa, Kansas, does hereby proclaim October 15, 2025, as: Support your local chamber of commerce day and encourages all residents to learn more about the Ottawa Area Chamber of Commerce, celebrate its impact, and support the businesses and organizations that make our community thrive . SIGNED this 15th day of October, 2025. _________________________________________ Emily Allen, Mayor  Regular Meeting Minutes City Hall Minutes of October 1, 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, and Commissioner Crowley. Commissioner Skidmore was absent. Mayor Allen called the meeting to order. Mayor Allen welcomed the audience and led the Pledge of Allegiance to the American flag. City Manager Silcott gave the invocation. Public Comments Greg Hazen addressed the City Commission to share concerns regarding the golf course. Joseph Hazen addressed the City Commission to share concerns regarding his driveway and street conditions. Zachary Scott addressed the City Commission to share concerns regarding used needles found near the trail. Charlie Adamson addressed the City Commission to share concerns regarding dead trees on Main Street from 7th to 14th Street. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Proclamation Recognizing October 5-11, 2025 as Fire Prevention Week Mayor Pro Tem Clayton presented a proclamation recognizing Fire Prevention Week, October 5–11, 2025. The Mayor noted that Fire Prevention Week has been observed since 1922, making it the longest running public health and safety observance on record. The 2025 theme is “Charge into Fire Safety: Lithium-Ion Batteries in Your Home!” Fire Chief Dillon accepted the proclamation on behalf of the Ottawa Fire Department and thanked the Governing Body for their continued support of fire safety education and prevention efforts. Consent Agenda Commissioner Crowley moved to approve the consent agenda, seconded by Commissioner Caylor. The agenda included the minutes from the September 17, 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 Consideration of Updated Municipality Agreement with the Kansas State Setoff Program Assistant Finance Director McCurdy presented the updated Municipality Agreement with the Kansas State Setoff Program. She explained that the City has participated in the program since 1994 as a means to collect outstanding receivables such as utility bills. The updated agreement incorporates statutory and procedural changes, including revised collection fees, updated timelines for account adjustments, and clearer provisions regarding bankruptcy proceedings and appeals. October 1, 2025 Unofficial Until Approved 1 City of Ottawa Regular Meeting Minutes October 1, 2025 Page 2 McCurdy highlighted that in 2025, the City recovered nearly $59,000 through the Setoff Program, with more than $1.1 million in total receivables in the Kansas Debt Recovery System. She noted that participation in the program remains the City’s primary mechanism for recovering delinquent accounts. Following presentation and questions, Commissioner Clayton made a motion, seconded by Commissioner Caylor, to authorize execution of the updated Municipality Agreement with the Kansas State Setoff Program. The motion was considered and upon being put, all present voted aye. The Mayor declared the agreement duly approved. Consideration of Proposals for Ottawa City Hall HVAC System Director Sommer presented the results of the Request for Proposals for improvements to the heating, ventilating, and air conditioning (HVAC) system at Ottawa City Hall. He noted that the existing system, largely original to the 1984 construction, has reached the end of its service life, relies on outdated refrigerant and pneumatic controls, and does not meet modern efficiency or air quality standards. Only one proposal was received, submitted by BCI Mechanical, Inc., in the amount of $1,204,578. While higher than the 2021 estimate of $1,001,000, the project remains financially feasible through the 2022A GO Bond, with contingency funds, savings from other projects, and accrued bond interest. Director Sommer affirmed that the proposal meets the City’s technical and operational needs and recommended award to BCI Mechanical, Inc. Following questions and discussion, Commissioner Caylor made a motion, seconded by Commissioner Crowley, to award the Ottawa City Hall HVAC improvements project to BCI Mechanical, Inc. in the amount of $1,204,578. The motion was considered and upon being put, all present voted aye. The Mayor declared the contract duly approved. Consider a Resolution to Amend the Personnel Policy Handbook Director Stegman-Jacobson presented a resolution amending Section 6.8 of the Personnel Policy Handbook concerning the Non-Owned Auto Policy. The amendment removes language requiring all employees to notify their personal auto insurers when using their vehicles for occasional work-related business, a requirement determined to be applicable only to employees with commercial auto coverage. She noted that the City’s property and casualty broker, HUB International, and the City Attorney reviewed the proposed changes and confirmed compliance with state and federal laws. The amendment ensures the policy applies fairly to all employees while still requiring proof of proper insurance coverage and adherence to safety standards. Following discussion, Mayor Pro Tem Clayton made a motion, seconded by Commissioner Crowley, to adopt the resolution amending Section 6.8 of the Personnel Policy Handbook. The motion was considered and upon being put, all present voted aye. The Mayor declared the resolution duly adopted, and it was assigned Resolution No. 1996-25. October 1, 2025 Unofficial Until Approved 2 City of Ottawa Regular Meeting Minutes October 1, 2025 Page 3 City Manager Comments City Manager Silcott presented operational highlights from September 13–26, 2025, including Public Works projects, utility repairs, and citywide maintenance. Public Works repaired brick pillars at Legacy Square, conducted playground inspections, asphalted portions of Blackhawk Street, and repaired stormwater and curb infrastructure. Utilities staff inspected 5,500 feet of sewer main, replaced a damaged utility pole at 1st and Locust, and repaired Main Street traffic and streetlights. Mr. Silcott also provided an overview of the City’s one-cent sales tax renewal outreach efforts. A Community Report will be mailed to residents, and additional informational materials—including utility bill inserts, postcards, website updates, and social media posts—will continue through October. He highlighted key election dates: October 14 as the last day to register to vote, October 20 as the start of advance in-person voting, and November 4 as Election Day. He concluded by previewing upcoming community events including the first annual City Golf Championship and Ottawa Memorial Auditorium programming. Governing Body Comments Mayor Pro Tem Clayton expressed appreciation for the Fire Prevention Week Proclamation and commended staff for their efforts in the installation of the Veterans banners. Mayor Allen suggested thinking outside the box regarding the golf course, encouraging exploration of a natural barrier or potential hole realignment if a solution can be developed that offers an alternative to installing a net. Announcements A. October 8, 2025 City Commission Meeting – 4:00 pm, City Hall (Cancelled for LKM) B. October 9-11, 2025 League of Kansas Municipalities Annual Conference C. October 15, 2025 City Commission Meeting – 10:00 am, City Hall D. October 22, 2025 City Commission Meeting – 4:00 pm, City Hall E. October 29, 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 7:57 pm. Melissa Scherman, City Clerk October 1, 2025 Unofficial Until Approved 3  Agenda Item: XI.A City of Ottawa City Commission Meeting October 15, 2025 TO: City Commission SUBJECT: 2024 Tree Inventory Report INITIATED BY: Public Works Director AGENDA: Receive and File Recommendation: Receive and file the 2024 Tree Inventory Report conducted by State Forester Blaine Stroble and the Kansas Forest Service. Background: In 2024, the Kansas Forest Service, under the leadership of State Forester Blaine Stroble, completed a citywide tree inventory of Ottawa’s publicly located trees within rights-of- way, parks, and other public spaces. This was the first full assessment of city-owned and right- of-way trees in more than a decade. The survey cataloged more than 6,200 trees, providing valuable information on species composition, condition, size, and ecological benefits. The inventory establishes a baseline for Ottawa’s urban forest, supporting long-term planning, public safety, and sustainability initiatives. Analysis: Key findings of the inventory include: • Tree Population: 6,225 trees were recorded, with the majority located in residential areas (80.9%). • Tree Health: 95.7% of trees are alive and in fair to good condition. Approximately 267 trees (4.3%) are dead or dying and should be removed, while 14.7% are in poor condition. • Species Diversity: While Ottawa’s urban forest shows healthy diversity, Silver Maple (16.3%) and Pin Oak (14.0%) exceed the 10% species threshold recommended under the 10-20-30 diversity guideline. • Aging Canopy: More than 25% of trees are larger than 30 inches DBH (Diameter at Breast Height), while only 7.2% are in the young (0–6 inches DBH) category, signaling the need for replanting efforts to sustain canopy coverage over time. • Environmental Benefits: Ottawa’s tree canopy provides annual ecosystem services valued at $65,714, including stormwater management, air quality improvements, and carbon storage. This information will assist staff in prioritizing maintenance, removals, and replanting efforts in future planning but does not require immediate Commission action. Financial Considerations: None at this time. Future maintenance and replanting needs will be incorporated into Public Works planning and budget recommendations. Legal Considerations: Approve as to Form. No Commission action is required. Recommendation/Action: Staff recommends the City Commission receive and file the 2024 Tree Inventory Report prepared by the Kansas Forest Service. Attachments: 2024 Kansas Forestry All Charts Report f A S I F O R E S T S E R V I C E KANSAS STATE UNIVERSITY O t t a w a A ll C h a r t s R e p o r t August 1 2 , 2025 Table of Contents Filters Applied Eco Benefits and By The Numbers Eco Benefits By the Numbers Location Land Use Proposed Sites by Landuse Management Need Tree Work D B H of trees with Removal F l a g s - Top 1 0 Species with Removal Flags - Top 1 0 Risk Rating Risk by D B H - Top 1 0 Risk Rating Tree Diversity Most Common Species Most Common Genus - Top 1 0 Most Common Species by Land use - Top 1 0 Tree Health Trees by C o n d i t i o n Status Species with Most Mortality - Top 1 0 Top 5 Secondary Maint. Needs - Top 5 Most C o m m o n Species by Condition - Top 1 0 Tree Size and Composition Trees by D B H Most Common Species by DBH Range - Top 1 0 , tco Benens a n a by I n e Numbers Notes for Eco Benefits a n d By the N u m b e r s Below. all Eco Benefits are listed for the collected data points throughout the city of Ottawa. These numbers are compiled u s i n g the iTree Eco tool. Total Eco-Benefits Total Trees: 6,225 Overall Monetary Benefit: $65,714.00 Stormwater Monetary $8,764.98 Benefit: Runoff Avoided: 1 3 1 1 2 3 . 2 3 (ft') Interception: 1 3 2 3 6 7 8 . 9 0 (ft') Air Quality Monetary Benefit: $29,811.30 Pollutants Removed: 1 11 0 7 . 5 3 (lbs) Carbon Monetary Benefit: $27,137.65 17620452.00 Carbon Storage: (lbs) 64608212.00 CO, Storage: (lbs) CO, Sequestered: 1 0 6 3 8 6 2 . 90 (lbs) Location Charts Notes for L a n d Use Distribution of p u b l i cl y managed trees is shown below, with Residential m a k i n g up over 80% of the total recorded. L a n d Use L a n d Use LAND USE COUNT PERCENTAGE Residential 5,034 80.9% Park/ Vacant/ Other 1,007 16.2% Residential 80.9% Park/ vacant/ 0..16.2% I n d u s t r i a l / Large ■ Industrial/ Lar.. 1.6% 98 1.6% t institutional 0.9% Commercial t Multi Family 0.4% Utility 0.1% Institutional 56 0.9% Agriculture 0.0% Multi Family 24 0.4% Utility 4 0.1% Agriculture 2 0.0% M a n a g e m e n t Need Charts ' Notes for Tree Work With over 6,000 trees recorded, only having 4 . 3 % of the survey needing to be removed is an impressive statistic for a community of this size. Tree Work Tree Work TREE WORK COUNT PERCENTAGE Not Specified 5,958 95.7% Remove 267 4.3% Not Specified 95.7% Remove 4.3% Tree Diversity C h a r t s Notes for Most C o m m o n S p e c i e s Following the 10-20-30 rule, Ottawa only has two species exceeding the 1 0 % recommendation. Other t h a n the excess of Silver m a p l e and Pin oak, there is a great representation of diversity throughout the community. Most C o m m o n S p e c i e s Most C o m m o n S p e c i e s C O M M O N NAME COUNT PERCENTAGE Silver m a p l e 1,015 16.3% Pin oak 871 14.0% S i b e r i a n elm 487 7. 8 % Ash spp. 418 6.7% Sugar m a p l e 305 4.9% Black walnut 279 4.5% American elm 270 4.3% Hackberry spp. 229 3.7% Eastern redbud 169 2.7% Callery pear 165 2.7% Northern red o a k 145 2.3% Sweetgum 127 2.0% Bur oak 127 2.0% Eastern red cedar 123 2.0% Sycamore Spp. 117 1.9% Mulberry spp. 11 4 1.8% Red m a p l e 1 1 0 1.8% Honeylocust 102 1.6% Osage orange 96 1.5% Pecan 90 1.4% Swamp white oak 73 1.2% Catalpa spp. 59 0.9% Crabapple 41 0.7% C e d a r spp. 39 0.6% Cottonwood spp. 37 0.6% Mimosa 36 0.6% M a p l e spp. 32 0.5% Baldcypress 32 0.5% Elm spp. 24 0.4% Oak spp. 23 0.4% River birch 21 0.3% Tree-of-heaven 19 0.3% S h u m a r d oak 19 0.3%  Silver maple 16.3% • COMMON NAME COUNT PERCENTAGE Pin oak 14.0% Siberian elm 7.8% Ash spp. 6.7% J u n i p e r spp. 19 0.3% t Sugar maple 4.9% ■ Black walnut 4.5% l American elm 4.3% S h a g b a r k hickory 19 0.3% Hackberry spp 3.7% Eastern redbud 2.7% Norway m a p l e 18 0.3% t Callery pear 2.7% Northern red oa • 2.3% Kentucky coffeetree 18 0.3% Sweetgum 2.0% t Bur oak 2.0% t Eastern red ced . 2.0% Linden spp. 18 0.3% t Sycamore Spp. 1.9% Mulberry spp. 1.8% Boxelder 17 0.3% Red maple 1.8% g Honeylocust 1.6%% Fruit spp. 17 0.3% Osage orange 1.5% g Pecan 1.4% g Swamp white oak 1.2% S h i n g l e oak 15 0.2% Catalpa spp. 0.9% t Crabapple 0.7% M a g n o l i a spp. 15 0.2% Cedar spp. 0.6% ■ Cottonwood spp. 0.6% G o l d e n r a i n tree 14 0.2% t Mimosa 0.6%% Maple spp. 0.5% Baldcypress 0.5% Plum 12 0.2% ■ EIm spp. 0.4% Oak spp. 0.4% Willow oak 12 0.2% River birch 0.3% t Tree-of-heaven 0.3% B l a c k locust 11 0.2% g Shumard oak 0.3% t Juniper spp. 0.3% Shagbark hickor .0.3% Spruce spp. 10 0.2% t Norway maple 0.3% Kentucky coffee .0.3% Common persimmon 10 0.2% Linden spp. 0.3% g Boxelder 0.3% Fruit spp. 0.3% English oak 10 0.2% f t Shingle oak t Magnolia $pp 0.2% 0.2% Silver Poplar 10 0.2% Goldenrain tree 0.2% Plum 0.2% Sawtooth oak 10 0.2% g Willow oak 0.2% t Black locust 0.2% Spruce spp. 0.2% Austrian pine 9 0.1% t Common persimr6.2% 4 · English oak Silver Poplar ■ Sawtooth oak t Austrian pine 0.2% 0.2% 0.2% 0.1% Pine spp. Lacebark Elm 9 9 0.1% 0.1% g Pine spp. 0.1% Lacebark Elm 0.1%% Japanese pagoda tree 8 0.1% Japanese pagoda.0.1% Cherry 0.1%% Cherry 8 0.1% l Arborvitae spp. 0.1% Ginkgo 0.1%% Arborvitae spp. 8 0.1% g Chinkapin oak 0.1% t Royal paulownia 0.1% t Hickory spp. 0.1% Ginkgo 7 0.1% g Scotch pine 0.1% t Hybrid Elm 0.1% C h i n k a p i n oak 7 0.1% g Willow spp. 0.1% g Peach 0.1% Royal p a u l o w n i a 7 0.1% Ponderosa pine 0.1% t Hornbeam spp 0.1% t Japanese tree l... 0.1% Hickory spp. 7 0.1% Shantung maple 0.1% t Smoketree spp. 0.1% Scotch pine 6 0.1% Blue spruce 0.1% t Southwestern Wh.0.0% Hybrid Elm 6 0.1% Canadian Chokec.0.0% Serviceberry sp... 0.0% t White oak 0.0% W i ll o w spp. 6 0.1% g Paperbark maple 0.0% t Norway spruce 0.0% Peach 5 0.1% I Dogwood spp. 0.0% t Poplar spp. 0.0% Ponderosa p i n e 5 0.1% t Amur maple 0.0% g Bitternut hicko... 0.0% Columnar Oak 0.0% H o rn b e a m spp. 5 0.1% Tulip tree 0.0% Hawthorn spp. 0.0%  0tac[aC 0a U.U Trident maple 0.0% Fruiting Pear 0.0% COMMON NAME COUNT PERCENTAGE J a p a n e s e tree l i l a c 5 0.1% Shantung maple 4 0.1% Smoketree spp. 4 0.1% Blue spruce 4 0.1% Southwestern White 3 0.0% Pine C a n a d i a n Chokecherry 3 0.0% Serviceberry spp. 3 0.0% White oak 2 0.0% Paperbark m a p l e 2 0.0% Norway spruce 2 0.0% Dogwood spp. 2 0.0% P o p l a r spp. 2 0.0% Amur m a p l e 1 0.0% Bitternut hickory 1 0.0% C o l u m n a r Oak 1 0.0% Tulip tree 1 0.0% Hawthorn spp. 1 0.0% Blackjack oak 1 0.0% Trident m a p l e 1 0.0% Fruiting Pear 1 0.0% Notes for Most C o m m o n G e n u s - Top 1 0 F o l l o w i n g the 1 0 - 2 0 -3 0 rule, M a p l e a n d Oak g e n u s both exceed the recommended genus percentage of 20%. In the future it would be advisable to avoid planting both G e n u s . Most C o m m o n G e n u s - T o p 1 0 Most C o m m o n G e n u s - Top 1 0 GENUS COUNT PERCENTAGE Acer 1,505 29.2% Acer 29.2%% Quercus 1,316 25.6% Quercus 25.6% ■ Ulmus 15.5% t Fraxinus 8.1% Ulmus 796 15.5% Juglans 5.4% Celtis 4.4% Fraxinus 418 8.1% Cercis 3.3% Pyrus 3.2% Juniperus 2.8% Juglans 279 5.4% Liquidambar 2.5% Celtis 229 4.4% Cercis 169 3.3% Pyrus 166 3.2% Juniperus 142 2. 8 % Li q u i d a m b a r 127 2. 5 % Notes for Most C o m m o n Species by Land use - Top 1 0 Of the top species, we can see here where the majority of each species are located in terms of p l a n ti n g site. Most C o m m o n S p e c i e s by L a n d u s e - Top 1 0 1,100 Residential Park/ Vacant/ Other ■ Institutional ■ Industrial/ Large Co ... ( Multi Family ( uuny ( Agriculture ll Tree H e a l t h C h a r t s Notes for Trees by C o n d i t i o n Below shows the overall health of Ottawa's canopy. Efforts s h o u l d be first prioritized in removal of the 267 Dead/Dying trees, followed by further investigation on the Poor trees. If they do not seem  reasonable to nurse back into health, removal should be considered. Once both of these categories have been addressed, general m a i n t e n a n c e of the Fair condition class should be underway in hopes of moving some of these trees towards the Good condition cl a s s . Trees by C o n d i t i o n Trees by C o n d i t i o n CONDITION COUNT PERCENTAGE Fair 2,807 45.1% Good 2,238 36.0% Fair 45.1% Poor 913 1 4. 7 % Good 36.0% g Poor 14.7% Dead/Dying 267 4.3% Dead/Dying 4.3% Notes for Status Dead trees s h o u l d be prioritized for removal. Status Status STATUS COUNT PERCENTAGE Alive 5,958 95.7% Dead 267 4.3% Alive 95.7% Dead 4.3% Notes for Species with Most M o r t a l i t y - Top 1 0 Below shows the species distribution of a l l Dead,Dying trees collected in the survey. Based on t h i s data, almost 50% of the trees labeled for removal consist of S i b e r i a n e l m s . S p e c i e s with Most Mortality - Top 1 0 Species with Most M o r t a l i t y - Top 1 0 COMMON NAME COUNT PERCENTAGE Siberian elm 105 48.6% Siberian elm 48.6% American elm 24 11.1% American elm 11.1% Siver maple 10.6% Silver m a p l e 23 10.6% 4 Pin oak 6.0% t Mimosa 4.6% Elm spp. 4.6%% Pin oak 13 6.0% Ash spp. 3.7% « ■ Oakspp. Sugar maple Eastern redbud 3.7% 3.7% 3.2% Mimosa Elm spp. 10 10 4.6% 4.6% Ash spp. 8 3.7% Oak spp. 8 3.7% Sugar maple 8 3.7% Eastern redbud 7 3.2% Notes for Most C o m m o n Species by C o n d i t i o n - Top 1 0 The top 1 0 species are shown below, with their condition rating addressed. Most C o m m o n Species by C o n d i ti o n - Top 1 0 1,100 1,000 900 800 700 600 500 ( Fair • Good 400 Poor 300 Dead/Dying 200 100 0 "" 8 � 0 l € ¢ $ s ' e T r Size a n d C o m p o s i t i o n C h a r t s Notes for Trees by D B H With over 25% of ottawas canopy larger than 30" DBH, we would b e g i n t o cl a s s i f y t h i s as an a g i n g canopy. However, even though this is the case, it is better than most other c o m m u n i t i e s in NE  Kansas. Under what we classify as young trees (0-6in) we only see 7.2% which is a worrisome statistic. At any given point, an ideal curve would show the number of young trees equal to if not greater than those that are considered over mature (>>30"). Planting of new replacements should be prioritized in the upcoming years. Trees by D B H Trees by D B H DBH RANGE COUNT PERCENTAGE >30in 1,594 25.6% 24-30in 1,257 20.2% >30in 25.6% 24-30in 20.2% 18-24in 1,215 19.5% 18-24in 19.5% 12-18in 17.5% 6-12in 10.0% 12-18in 1,090 17.5% 3-6in 4.2% 0-3in 3.0% 6-12in 625 10.0% 3-6in 260 4.2% 0-3in 184 3.0% Notes for Most C o m m o n Species by D B H R a n g e - Top 1 0 Below we can get a better u n d e r s t a n d i n g of which trees tend to be the largest. Most C o m m o n Species by D B H R a n g e - Top 1 0 1,100 1,000 900 800 700 600 >30i 500 24-30in ( 18-24in 400 ( 12-18in ( 6-12in 300 ( 3-6in 0-3in 200 100 0 it 0 8 Q IIIIII e 8 s 39 $ � � ¢ g' 8 € $ 8 « «° $ s r 9 � $ £ it " $° c, • £ 1t € $ 4 e° « 8  Agenda Item: XI.B City of Ottawa City Commission Meeting October 15, 2025 TO: Honorable City Commission SUBJECT: 2025 Grant Activity Report INITIATED BY: City Clerk AGENDA: New Business Recommendation: Receive and file the 2025 Grant Activity Report. This memo provides a summary of grants awarded, submitted, and under consideration for the City of Ottawa through September 30, 2025. Background: The City of Ottawa utilizes external grant funding as a strategic tool to address local needs, enhance public safety, invest in infrastructure, promote quality of life, and provide community-based programming, all while minimizing the burden on local taxpayers. Over the past few years, the City of Ottawa has strategically pursued external grant funding to support infrastructure improvements, enhance public safety, promote quality of life, and reduce the financial burden on local taxpayers and utility customers. Since 2022, City staff have submitted more than 50 grant applications across multiple departments, targeting federal, state, foundation, and private sector funding sources. These efforts have resulted in over $11.7 million in awarded funds out of more than $25 million requested, including transformational investments such as $5 million through the BASE grant program and $1.8 million in ARPA funds. Analysis: As of September 30, 2025, the City of Ottawa has secured $122,619 in awarded grant funding. These funds support a diverse range of efforts, including cultural programming at the OMA, traffic safety enforcement, and support for the fire department. Awarded Grants: January – September 2025 Funder Program Awarded Department Notes Amount KS Dept. of General $15,689 OMA Support Commerce Operating auditorium Support 2025- operations 2026 Walmart Spark Community $2,000 Fire Local Local #382 Grant Community Grant Walmart Spark Community $2,500 Fire Local Local #6035 Grant Community Grant KDOT Special Traffic $5,000 Police Reimbursed Enforcement overtime for Program (STEP) special traffic enforcement Kansas Forestry IRA $97,430 Parks Forest Park Tree Services Clean Up  Pathways to a Incubator TBD *($50,000 OMA The project is Healthy Kansas Kitchen max) being designed. (BCBS) Pathways to a Multimodal TBD *($15,000 Trails The project is Healthy Kansas Transportation max) being (BCBS) determined. * The City of Ottawa was selected as a Champion for these projects. Once a determination has been made on the project, a funding amount will be confirmed. Awaiting Decisions: Several high-impact grant applications remain under review with decisions expected in the second half of 2025: State and Federal: • Safe Streets and Roads for All (SS4A): $207,386.40 requested as Ottawa’s portion of a regional partnership with Franklin County and the City of Wellsville. The total grant request submitted was $825,820. • Hazard Mitigation – Generator Project: $59,800 requested to support emergency power generation at the River Lift Station. • Hazard Mitigation – AED Deployment: $30,750 requested for Automated External Defibrillators in Electric Utility vehicles. • Resilient Food Systems Infrastructure (RFSI) – Equipment Only: $50,000 requested for commercial kitchen equipment for the OMA Incubator Kitchen expansion. • KDOT HB2302 Water Project Grant – $287,400 requested for Phase 1 site preparation and excavation for construction of a new Clearwell to improve water storage, treatment reliability, and long-term resiliency of Ottawa’s drinking water system. • KDOT Cost Share Program – 11th Street Sidewalk Project: $235,378 requested to construct new sidewalk along 11th Street, addressing critical pedestrian safety and accessibility needs. The project would improve walkability in a high-traffic area near schools and residential neighborhoods and includes a 20% local match commitment from the City. Private Foundations: • Levitt AMP Foundation – Ottawa’s application was selected as one of 100 finalists from over 300 submissions to advance to the public voting stage. Ottawa ranked 17th from the public voting stage and is not awaiting announcements on November 18th. If awarded, the grant would provide $120,000 over three years (2026–2028) to support a free, 10-week outdoor concert series. • Leary Firefighters Foundation – Fitness Equipment: $24,000 requested to purchase firefighter-specific fitness equipment to support health and safety initiatives within the Fire Department. The proposed equipment includes a treadmill, stair climber, and functional training units. • Lattner Family Foundation – $50,000 requested to support operations and programming at the Ottawa Memorial Auditorium, including community concerts, educational outreach, and volunteer-driven events. • Bolger Foundation – $25,000 requested to upgrade theatrical lighting at the Ottawa Memorial Auditorium, enhancing production quality, energy efficiency, and safety for community performances and touring shows.  • Koch Family Foundation – $15,000 requested to support the Ottawa Memorial Auditorium’s community programming, with an emphasis on expanding access to arts, culture, and educational events for residents of all ages. • Ash Grove Charitable Foundation – $20,000 requested to renovate and remodel the Ottawa Memorial Auditorium’s basement restrooms, bringing them into ADA compliance and improving accessibility for all patrons. Not Awarded Applications: Although several strong applications were submitted, the following were not awarded: • EPA / Rep. Sharice Davids – AMI Water Meters: $1,274,890.40 requested to support citywide implementation of Advanced Metering Infrastructure (AMI). The request was not funded after FY2025 Congressional member-directed funding was eliminated by a federal Continuing Resolution signed in March 2025 before Representative Davids had an opportunity to submit or advocate for projects. • U.S. Department of Energy / Rep. Sharice Davids – River Crossing Upgrade: $971,200 requested to upgrade electric utility infrastructure. The request was not awarded due to the same FY2025 federal Continuing Resolution that eliminated all member-directed funding for the fiscal year before Representative Davids had an opportunity to submit or advocate for projects. • AARP Flagship Grant – Sidewalk Installation at Forest Park: $15,900 requested to install ADA-accessible sidewalks at Forest Park. The application was not selected due to a high volume of competitive submissions. • U.S. Army Engineer Corps of Engineers – $700,000 requested for planning assistance to states for left and right bank levee pump reevaluation under the Section 22 Planning Assistance to States program; Funding stream is currently in question. Financial Considerations: Grants awarded to date in 2025 total $122,619 and have supported eligible operating and capital expenditures across multiple departments. Pending requests currently total $1,221,165.40. Where required, local match obligations have been identified within existing departmental budgets or in-kind contributions prior to submitting a grant application. Legal Considerations: All grant applications and awards are subject to applicable federal and state regulations, including reporting requirements, allowable expenditures, and compliance with procurement and audit standards. No legal concerns have been identified at this time related to current grant activity. Recommendation/Action: It is recommended that the City Commission receive and file this report as an update on the City’s grant activity through September 30, 2025. No formal action is required. A year-end report will be presented in early 2026. Attachments: Grant Activity Summary by Year (2022-2025)  Grant Activity Summary by Year (2022–2025) As of September 30, 2025 2025 Year-to-Date • Grants Awarded: $122,619(Confirmed) o $15,689 – KS Dept. of Commerce (OMA General Operating Support 2025–2026) o $2,000 – Walmart Spark Good Local #382 (Fire) o $2,500 – Walmart Spark Good Local #6035 (Fire) o $5,000 – KDOT STEP Grant (Police) o $97,430 – IRA Grant (Parks) o Pathways to a Healthy Kansas – Incubator Kitchen Champion Project ($50,000 pending design confirmation) o Pathways to a Healthy Kansas – Multimodal Champion Project ($15,000 pending scope confirmation) • Pending Applications: $1,221,165.40 (Ottawa’s share of submitted requests) o $207,386.40 – Safe Streets and Roads for All (SS4A) o $59,800 – Hazard Mitigation: Generator for River Lift Station o $30,751 – Hazard Mitigation: AEDs for Electric Utility Vehicles o $120,000 – Levitt AMP Music Series (2026–2028) o $50,000 – Resilient Food Systems Infrastructure (RFSI) – Equipment Only o $24,000 – Leary Firefighters Foundation: Fitness Equipment o $50,000 – Lattner Family Foundation: OMA General Operating o $98,450 – Bolger Foundation: OMA Lighting o $20,000 – Koch Family Foundation: OMA General Operating o $287,400 – HB2302 Water Project Grant: Phase 1 of 2nd Clearwell o $253,378 – KDOT Cost Share Program: Streets o $20,000 – Ash Grove Charitable Foundation: OMA Bathroom Remodel • Not Awarded Applications: o $1,274,890.40 – EPA/Rep. Sharice Davids: AMI Water Meters o $971,200 – U.S. DOE/Rep. Sharice Davids: River Crossing Upgrade o $15,900 – AARP Flagship Grant: Sidewalks at Forest Park 2024 • Grants Awarded: $253,967 o $15,127 – OMA General Operating (Kansas Arts Commission) o $9,229 – OMA (Franklin County Community Foundation) o $187,132 – Airport Planning & Design o $5,000 – KDOT STEP 24 (Police) o $2,000 – Walmart Spark Good Local #382 (Fire) o $2,500 – Walmart Spark Good Local #6035 (Fire) o $32,938.90 – Waste Tire Grant (Parks) • Not Awarded Applications: o $1,316,467 – CFI Grant Program: EV Charging Infrastructure o $2,500,500 – Senator Moran’s Office: Airport Taxiway o $7,500 – Office of Rural Prosperity: Downtown Mural 2023 • Grants Awarded: $105,892 o $50,000 – T-Mobile Hometown Grant: Fitness Park o $45,000 – National Fitness Campaign: Fitness Court o $5,892 – KDHE Waste Tire Grant (Parks) o $5,000 – KDOT STEP 23 (Police) • Not Awarded Applications: o $1,458,700 – IRA Tree Trimming Grant o $565,629 – Hazard Mitigation Grant: Law Center Flood Project o $3,296,568.22 – 40101(d) GRID: Electrical Conversion o $659,313.64 – Kansas BUILD: GRID Match 2022 • Grants Awarded: $11,119,389,95 o $5,000,000 – BASE Grant o $3,100,000 – ARPA Housing: Southgate Living o $935,036.28 – ARPA: Various City Uses o $842,900 – Airport Improvement Program o $351,450 – KDOT K-68/Main Multimodal o $300,000 – CCLIP Resurfacing o $178,240.44 – Federal Funds Exchange o $150,798 – Byrne JAG: Police o $75,000 – HEAL Grant o $75,280 – Wildlife & Parks: Trail o $50,000 – National Fitness Campaign: Deferral Program o $27,119 – Sunflower Foundation: Trails o $20,000 – Body-Worn Cameras (Police) o $4,706 – Vest Reimbursement (Police) o $4,500 – STEP FY22 (Police) o $4,360.23 – Pathways: Senior Playground Total Grants Awarded (2022–2025 YTD): $11,788,959.85 Total Grants Requested (2022–2025 YTD): $25,954,116.51  Agenda Item: XI.C City of Ottawa City Commission Meeting October 15, 2025 TO: City Commission SUBJECT: Consider Adoption of a Resolution Updating Fees for Public Record Requests under the Kansas Open Records Act INITIATED BY: City Clerk Scherman AGENDA: New Business Recommendation: Staff recommends approval of the proposed resolution, which updates and replaces Resolution No. 1408-07 to bring the City’s fees for public records requests into compliance with the Kansas Open Records Act (KORA), House Bill 2134 and recent guidance from the Kansas Attorney General. Background: On May 2, 2007, the City adopted Resolution No. 1408-07, establishing fees for records requests under the Kansas Open Records Act (KORA). That resolution charged staff time at the rate of pay and benefits of employees involved, set a flat $0.25 per page for photocopies, charged actual costs for special reproduction, and required prepayment for requests estimated to exceed $25. Since that time, the Legislature passed House Bill 2134 (effective July 1, 2025) to ensure consistency across Kansas cities in how fees are calculated. The Kansas Attorney General’s Office (AGO) subsequently issued updated guidance: • Agencies may only charge actual costs and must use the lowest-paid qualified employee’s hourly wage (excluding benefits). • Flat per-page copy fees are not permitted unless tied directly to the actual cost of paper/toner. • Agencies must provide itemized invoices upon request. • New procedures apply for large requests exceeding 5 hours or $200 in estimated costs, requiring proactive communication with requesters. As a result, Resolution No. 1408-07 is outdated and requires replacement. Analysis: The proposed resolution updates the City of Ottawa’s policy to align with HB 2134 and AGO guidance by: • Charging staff time at the lowest-paid qualified employee’s hourly wage (excluding benefits), tracked in 15-minute increments. • Eliminating the flat $0.25 per-page fee and instead charging actual costs for paper, toner, and supplies when applicable. • Confirming no per-page fee is charged for electronic records, though staff time may be billed.  • Charging actual costs for special reproduction (maps, large-format items, vendor services). • Requiring prepayment for requests exceeding $25, with settlement of overages or underages. • Allowing the City Manager or City Clerk to waive or reduce fees if releasing the record is in the public interest or the interest of the city This approach ensures compliance with state law, protects public funds, and provides transparency and consistency in handling records requests. Financial Considerations: The resolution allows the City to recover actual costs associated with responding to records requests, reducing reliance on general fund dollars to subsidize individual requests. It does not generate revenue beyond cost recovery. Legal Considerations: The proposed resolution has been reviewed by the City Attorney and approved as to form. Recommendation/Action: It is recommended that the City Commission consider: 1. Take final action at the October 15, 2025 meeting to consider a Resolution Updating Fees for Public Record Requests under the Kansas Open Records Act; or 2. Defer item XI.C to a future meeting for continued deliberation; or 3. Direct staff to prepare an alternate resolution for consideration. Attachments: Proposed Resolution Updating Fees for Public Record Requests under the Kansas Open Records Act  RESOLUTION NO. -25 A RESOLUTION ESTABLISHING FEES TO BE PAID BY PERSONS REQUESTING ACCESS TO PUBLIC RECORDS AUTHORIZED BY SECTIONS 2-1106 OF THE MUNICIPAL CODE OF THE CITY OF OTTAWA, KANSAS, AND RESCINDING RESOLUTION NO. 1408-07. Whereas, the Kansas Open Records Act (K.S.A 45-215 et seq.) declares it to be the public policy of Kansas that pubic records shall be open for inspection unless otherwise provided by law; and Whereas, K.S.A. 45-218 and 45-219 provide that public agencies may charge fees not exceeding the actual costs incurred in fulfilling a records request, including staff time necessary to search for, retrieve, review, redact, or copy the requested records; and Whereas, Section 2-1106 of the Municipal Code of Ottawa, Kansas authorizes the Governing Body to set rates for providing access to and copying of requested public records. Now, therefore, be it resolved by the Governing Body of the City of Ottawa, Kansas, Section 1. Statement of Purpose. The purpose of this resolution is to establish reasonable fees and charges for the provision of access to or copies of open public records in the possession of the City, in accordance with K.S.A. 45-218 through 45-220 and Ottawa Municipal Code 2-1106. The City Clerk shall periodically review this resolution and recommend changes as necessary to ensure compliance with Kansas law and Attorney General guidance. Section 2. Fees for Inspection and Copies. (a) Staff Time. Requesters shall be charged the actual cost of staff time required to search for, retrieve, redact, review, or copy records. Such fees shall be calculated based on the hourly wage of the lowest-paid employee capable of fulfilling the request. Employee benefits shall not be included in the calculation. Time shall be tracked and billed in fifteen-minute (0.25 hour) increments. (b) Standard Photocopies. A per-page fee shall not be charged unless specifically tied to the actual cost of paper, toner, or supplies. Such cost shall be set by the City Clerk and updated as supply costs change. (c) Electronic Records. No per-page fee shall be charged for electronic records provided by email or other digital means. However, the actual cost of staff time to locate, review, redact, and transmit electronic records may be charged. (d) Special Reproduction Costs. For records not reproducible by the City’s ordinary equipment (e.g., large-format maps, audio/video media, specialized files), the requester shall be charged the actual cost incurred by the City, including staff time, materials, mileage, and third-party vendor costs, if applicable. (e) Postage and Delivery. The requester shall pay the actual cost of postage or delivery if physical delivery is requested. (f) Itemized Statements. Upon request, the City shall provide an itemized invoice showing the time spent, employee(s) involved, hourly rate(s), and direct costs incurred. Section 3. Prepayment of Fees. (a) The records custodian may require prepayment of estimated fees whenever deemed in the best interest of the City. (b) Prepayment shall be required when estimated fees exceed $25.00. (c) The prepayment amount shall be based on a good-faith estimate of actual costs. Any overage or underage in the prepayment shall be settled prior to inspection or delivery of the requested records. (d) No record shall be released until the required prepayment is received. Section 4. The City Manager or City Clerk may waive or reduce fees in accordance with statute or a determination that such a waiver is in the best interest of the citizens of the city. Section 5. Payment. All fees charged under this resolution shall be paid to the City of Ottawa, Kansas, and remitted to the custodian of records or as otherwise directed by the City Clerk. Section 6. Effective Date. This resolution shall be in full force and effect upon adoption. PASSED and ADOPTED this _ __ day of ,2025. ________________________ Emily Allen, Mayor Melissa Scherman, City Clerk