City Commission

Regular Meeting Minutes City Hall Minutes of October 22, 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 Pro Tem Clayton, Commissioner Caylor, and Commissioner Skidmore. Mayor Allen and Commissioner Crowley were absent. Mayor Pro Tem Clayton called the meeting to order. Mayor Pro Tem Clayton welcomed the audience and led the Pledge of Allegiance to the American flag. Father Kenneth Clem, Sacred Heart Church, gave the invocation. Public Comments No public comments were received. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Consent Agenda Commissioner Caylor moved to approve the consent agenda, seconded by Commissioner Skidmore. The agenda included the minutes from the October 15, 2025 Regular Meeting, the September 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 with the removal of the Executive Session. 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 Utility Payment KIOSK Update Assistant Director McCurdy provided an update on the operational status and future of the City’s utility payment KIOSK. The existing KIOSK unit, installed in 2016 following City Commission approval in December 2014, cost $48,313 and was designed to provide residents with 24/7 access to make utility payments by cash, check, or credit card. The system allowed for real-time posting of payments, reduced in-person wait times at the utility window, and offered a convenient option for residents who preferred to pay after hours or in cash. Between 2016 and 2024, the KIOSK processed 14,288 payments totaling approximately $2,388,635. However, over time, the unit began experiencing performance issues, including malfunctioning components, weather-related damage due to insufficient shelter, and repeated failures of the check processing mechanism. These issues required significant IT staff time to maintain minimal operability. The KIOSK ultimately became inoperable in June 2024. McCurdy presented data on payment trends and alternative payment methods now widely available to residents, including online payments, pay-by-phone, automatic bank drafts, drop boxes, and in-person October 22, 2025 Unofficial Until Approved 1 City of Ottawa Regular Meeting Minutes October 22, 2025 Page 2 payments during business hours. She also reviewed comparative utilization data from neighboring communities, noting that the City of Osawatomie reported 4.2% of its monthly payments through its KIOSK system. The Governing Body discussed the cost-benefit considerations of replacing or maintaining an outdoor KIOSK unit. The 2025 Electric Fund budget includes a $60,000 placeholder allocation for KIOSK replacement; however, annual maintenance, software licensing, and merchant fees are estimated to exceed $7,000 per year. Staff noted that by not replacing the unit, these recurring expenses could be eliminated. In discussion, Commissioners expressed appreciation for the historical role of the KIOSK but recognized that current payment technologies and customer service options now offer comparable convenience at a lower long-term cost. Staff recommended removing the current unit and re- evaluating the need for future replacement if demand or technology advances warrant reconsideration. After discussion, the Governing Body agreed by consensus to remove the current KIOSK and evaluate the need for a replacement in the future. Selection of Strategic Government Resources (SGR) as City Manager Search Consultant Director Stegman-Jacobson and City Attorney Finch presented an overview of the proposals received for executive search services to assist in the recruitment of the next City Manager. The City issued a Request for Proposals (RFP) in September 2025 and received six qualified submissions. Proposals were evaluated using criteria that included each firm’s recruitment approach, experience with municipal placements, references, proposed timeline, cost, compliance with procurement standards, and value-added services. Following the review and scoring process conducted by the internal selection committee—comprised of representatives from Administration, Human Resources, and Legal—staff recommended Strategic Government Resources (SGR) as the most qualified and responsive proposer. SGR is a nationally recognized executive search firm specializing in local government recruitment and has completed more than 500 searches across the United States, including multiple City Manager and executive-level placements in Kansas. The firm’s proposal outlined a comprehensive recruitment process that includes targeted outreach, candidate vetting, structured questionnaires, recorded semifinal interviews, media and social media screenings, reference and background checks, and a tailored communication plan coordinated with the City. The proposed scope of work includes: • Development of a candidate profile based on feedback from the Governing Body and key City staff. • Execution of a national marketing campaign to attract a diverse and qualified candidate pool. • Thorough candidate evaluation and background screening. • Coordination of interviews and facilitation of selection sessions with the Governing Body. • Support with employment agreement negotiations and onboarding. The proposed cost for SGR’s services is not to exceed $29,419, inclusive of professional fees, advertising, and reimbursable expenses. The contract cost will be funded through the City October 22, 2025 Unofficial Until Approved 2 City of Ottawa Regular Meeting Minutes October 22, 2025 Page 3 Manager/City Commission budget in the General Fund. The proposed timeline anticipates recruitment efforts beginning in November 2025, with finalist interviews expected in early 2026. Legal review of the draft agreement confirmed compliance with applicable procurement policies and state requirements, with standard provisions for insurance, indemnification, and termination included. Commissioner Caylor made a motion, seconded by Commissioner Skidmore, to approve the selection of Strategic Government Resources (SGR) to conduct the executive recruitment for City Manager and to authorize the Mayor, or designee, to negotiate and execute an agreement consistent with SGR’s proposal. The motion was considered and upon being put, all present voted aye. The Mayor declared this item duly approved. Review of Third Quarter 2025 Department Reports City Manager Silcott presented the Third Quarter 2025 Department Reports highlighting continued strong operational performance, increased community engagement, and solid fiscal management across all City departments. Key highlights included: • Ottawa Memorial Auditorium (OMA): Attendance totaled 6,122 this quarter (20,365 YTD), with increased volunteer hours and expanded facility use. OMA advanced to the Top 100 nationwide in the Levitt Music Series Grant competition and was featured on Fox 4’s Zip Trip to Ottawa. • Communications & Outreach: Achieved 1.3 million social media views, launched the City Brand Guide, and expanded the Everbridge Alert System to over 1,000 contacts. • Finance: Processed 20,263 utility bills, submitted 21 grant applications ($97,430 awarded), and maintained stable revenues at 70% of budget with expenditures at 64%. • Fire Department: Responded to 592 calls for service, including 1,139 EMS/rescue calls, and conducted 115 inspections and 20 fire prevention events. • Police & Municipal Court: Managed 12,998 calls for service YTD, hosted 18 community events, and reported $183,848 in year-to-date court revenue (+25% YoY). • Public Works: Completed repairs on South King, South Lincoln, and Blackhawk Streets, maintained 884 acres of parkland, and supported 29 community events. • Utilities: Completed 357 work orders, maintained 99% compliance in sampling, and continued progress on the Water Plant Pump Upgrade Project scheduled for completion in March 2026. • Neighborhood & Community Services: Issued 9 new home permits, processed 220 plan reviews, and resolved 336 code enforcement cases. • Human Resources & IT: Filled 8 positions, processed 181 applications, and maintained 99.5% system uptime with zero connectivity downtime. Active Projects Update City Manager Silcott provided an overview of current infrastructure and capital projects, highlighting completion progress, contractor timelines, and upcoming milestones. Projects discussed included the Water Plant Pump Upgrade, Electric AMI Meter Installation, Commission Room Renovations, and City Hall HVAC replacement planning. City Manager Comments October 22, 2025 Unofficial Until Approved 3 City of Ottawa Regular Meeting Minutes October 22, 2025 Page 4 City Manager Silcott reported on departmental operational highlights, noting the successful planting of a redbud tree at Forest Park in celebration of Arbor Day, and completion of maintenance at the Water Reclamation Facility, including draining, inspection, and repair of the north clarifier. He also noted that Human Resources held open enrollment meetings for 2026 employee benefits. Silcott reminded residents of the upcoming Citywide Clean-Up Weekend on October 31–November 1, with dumpsters available at three city locations for eligible items, and of the City Hall Open House on October 29 to share information on the renewal of the one-cent sales tax. He concluded by highlighting several community events, including the Boo Bash Downtown Parade on October 25, the Paranormal Investigation at OMA on October 24, and the Veterans Day Parade on November 8, encouraging residents to participate. Governing Body Comments Commissioner Skidmore expressed his appreciation for the opportunity to attend the League of Kansas Municipalities (LKM) Conference, where he had valuable discussions with other city leaders and city managers about various municipal operations, including how other communities manage 911 budgets. He emphasized the benefits of collaboration and the exchange of ideas among cities. Commissioner Skidmore also participated in a tour of Overland Park’s park system, noting how the community has grown and developed its recreational spaces. He shared that the tour provided several ideas that could be adapted and implemented to enhance parks and recreation opportunities in Ottawa. Announcements A. October 29, 2025 – City Commission Meeting Cancelled B. October 29, 2025 – City Hall Open House – 5:00 p.m. C. November 5, 2025 – City Commission Meeting – 7:00 p.m., City Hall D. November 12, 2025 – City Commission Meeting – 4:00 p.m., City Hall E. November 19, 2025 – City Commission Meeting – 10:00 a.m., City Hall Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 4:58 pm. /s/ Melissa Scherman Melissa Scherman, City Clerk October 22, 2025 Unofficial Until Approved 4