City Commission

Regular Meeting Minutes City Hall Minutes of November 19, 2025 The Governing Body met at 10:00 a.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 Skidmore. Commissioner Crowley was absent. 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 No public comments were received. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings 2025 Employee Service Awards Mayor Allen recognized the 2025 Employee Service Award recipients. Each year, the League of Kansas Municipalities honors “faithful, continuous service” to Kansas communities. This year, the City of Ottawa is proud to recognize eighteen employees with a combined total of 390 years of service. The Governing Body expressed its appreciation for the dedication and commitment demonstrated by the following employees: 10 Years 20 Years 30 Years Rudy Holden Brian Demoret Deb Badders Jared Russell Chad Bentley Breanna Snyder 25 Years Chris Campbell Lydia Sierra Kirt Chapman Chuck Johnson Casey Crane Adam Weingartner 15 Years Dave Hunsaker Eric Heiserman Leah Thomas 35 Years Ryan Murphy Steve Morton Brian Hall Consent Agenda Commissioner Caylor moved to approve the consent agenda, seconded by Mayor Pro Tem Clayton. The consent agenda included the minutes from the November 12, 2025 Regular Meeting; the minutes from the November 10, 2025 Special Call Meeting; the minutes from the August 28, 2025 Planning Commission Meeting; the October 2025 Finance Monthly Report; the October 2025 Partner Agency Reports; 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. November 19, 2025 1 City of Ottawa Regular Meeting Minutes November 19, 2025 Page 2 Unfinished Business Pavement Preservation Plan Update — Director Welsh and Director Landis Director Welsh and Director Landis presented a comprehensive update on the City’s pavement preservation planning efforts. The presentation reviewed the results of the 2024 citywide pavement condition assessment and outlined how those findings informed the development of the 2025 Street Maintenance Plan. Director Welsh reported that approximately four miles of roadway received maintenance treatment in 2025, reflecting a strategy focused on extending pavement life cycles and addressing the highest-priority segments identified through the assessment. Director Welsh presented an overview of current pavement conditions across the community, including streets rated as requiring full reconstruction and those eligible for mill-and-overlay or surface-preservation treatments. Reconstruction needs represent approximately 18 percent of the network, with an estimated cost of $13.7 million to rebuild roughly 2.11 miles of roadway. Mill-and- overlay needs account for approximately 20 percent of the network, including brick-street sections, with an estimated cost of $3.8 million to complete approximately 12.2 miles. Director Welsh discussed the data-driven approach being used to prioritize projects, emphasizing safety, condition rating, and traffic demand. The presentation also highlighted anticipated construction windows, mapping overlays that will accompany the next phase of the plan, and upcoming engineering work required to prepare projects for bid. Director Landis discussed long-term financial considerations, including the timing of available revenue streams, the potential use of temporary notes and long-term financing options, and the need to balance annual operating capacity with multi-year capital planning. An updated, fully phased pavement preservation plan—complete with ranking, funding strategies, and public engagement timelines—will be presented in early 2026. New Business Third Quarter 2025 Community Partner Report The Governing Body received third-quarter updates from the Ottawa Library. Golf Course Update General Manager Mlynar provided an update on the first year of municipal operations at the Ottawa Golf Course, highlighting strong community engagement and steady progress in both course conditions and programming. He reported that 11,500 rounds have been played year-to-date, including approximately 4,200 pass-holder rounds and 7,300 daily-fee rounds. Total revenue collected through October 2025 is $342,000, representing approximately 64 percent of year-to-date expenditures. General Manager Mlynar reviewed key operational metrics, noting that golf cart rentals totaled 6,700 uses and generated $77,000, while merchandise —including golf balls, gloves, apparel, and tees— and food and beverage sales contributed $53,000 to the total revenue collected year-to-date. The update also summarized course improvements completed during the year, including irrigation upgrades, tee reseeding, bunker restoration, tree maintenance and removal, and redefining collars and fairway edges. These improvements have enhanced course playability and helped prepare the facility for increased patronage. November 19, 2025 2 City of Ottawa Regular Meeting Minutes November 19, 2025 Page 3 Programming and events have also expanded significantly. Leagues are consistently well attended, with senior, ladies, Thursday night, and couples leagues averaging between 30 and 45 players each. The junior golf program, facilitated in partnership with the Optimist Club, served 47 youth golfers, and additional programs such as the SNAG (Starting New at Golf) introduction in schools, PGA Junior League implementation, and high school and college team practices have strengthened youth and community engagement. The course also hosted its first annual City Championship, marking a new milestone for municipal operations. Review of Transient Guest Tax Distribution Framework Director Landis presented a proposed framework for the allocation of Transient Guest Tax (TGT) revenues beginning in 2026, developed in response to Commission direction to create a transparent and measurable process aligned with community priorities and economic impact. She noted that TGT revenue collection began August 1, 2025, under Ordinance No. 4157-24, which set the City’s TGT rate at six percent pursuant to Charter Ordinance No. 23-24. The framework is built around two primary allocation areas: 1. Annual Sponsorship Program — Up to $25,000 in yearly funding dedicated to festivals, athletic tournaments, cultural events, and other tourism-driving activities. Sponsorship applications will open January 15, close February 15, and be reviewed by staff using a scoring rubric, with Commission consideration scheduled for March. 2. Annual Community Partner Support / Reduction of Property Tax Reliance — Strategic allocations that may support arts and recreational facilities (including programming and capital improvements), tourism marketing and promotion, community events and partnerships, infrastructure and beautification projects such as wayfinding and downtown enhancements, and broader community partner support through the annual budget process. Director Landis shared preliminary revenue estimates of approximately $360,000 annually at the current 6% tax rate, with two percent retained for administration. She explained that allocations may be directed across multiple eligible uses and emphasized that the TGT revenues may be used for any lawful public purpose, consistent with the City’s Charter Ordinances. The Governing Body requested this item be placed on the December 3, 2025 Regular Meeting for further discussion. Consideration of Severance and Consulting Agreement City Attorney Finch presented a severance and consulting agreement for the Governing Body’s consideration for City Manager Silcott. He outlined the purpose and scope of the agreement, reviewed key terms, and confirmed that the proposed agreement met applicable legal requirements and was prepared in accordance with the City’s policies and contract standards. Commissioner Skidmore made a motion, seconded by Commissioner Caylor, to approve the severance and consulting agreement as presented. The motion was considered and upon being put, all present voted. The Mayor declared the agreement duly approved. City Manager Comments City Manager Silcott provided updates on key operational activities across City departments. In Utilities, Electric Production staff removed and cleaned seven generator intercoolers, and at the Water November 19, 2025 3 City of Ottawa Regular Meeting Minutes November 19, 2025 Page 4 Reclamation Facility, influent pump #4 failed but was successfully replaced with support from the Electric Distribution team. . Public Works crews patched 275 potholes, replaced a stormwater tube at Kanza Park, and installed engineered wood fiber at Adventureland, Kanza Park, and the Isometric Station. Upcoming community events include the Mayor’s Christmas Tree Lighting at 4:30 p.m. and the Candyland Christmas Parade at 5:30 p.m. on November 29, Christmas Music Bingo at the Ottawa Memorial Auditorium on November 20, and the opening of the 1892 Courthouse cornerstone on December 4. Current open positions include Maintenance Worker (Streets), Police Officer, and Property Improvement Partner. He concluded with a preview of tentative agenda items for the December 3, 2025 meeting: the Woodridge Estates Final Plat, a resolution to set a public hearing for Woodridge Estates RHID incentives, 2026 Cereal Malt Beverage licenses, a GAAP waiver for Fiscal Year 2026, and a donation to the Mayor’s Christmas Tree Fund. Governing Body Comments Commissioner Skidmore inquired about moving the December 10, 2025 City Commission meeting from 4:00 pm to 7:00 pm. Mayor Pro Tem Clayton stated he attended Music for Millie which was well attended. Announcements A. November 26, 2025 – City Commission Meeting – 4:00 p.m., City Hall - Cancelled B. December 3, 2025 – City Commission Meeting – 7:00 p.m., City Hall C. December 10, 2025 – City Commission Meeting – 7:00 p.m., City Hall D. December 17, 2025 – City Commission Meeting – 10:00 a.m., City Hall Executive Session Recess Mayor Pro Tem Clayton made a motion, seconded by Commissioner Caylor, to recess into executive session for a period of 30 minutes to engage in privileged and confidential communication with the City’s attorney pursuant to the attorney-client privilege exception, K.S.A. 75-4319(b)(2). The open meeting will resume in this room at 11:45 a.m. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly recessed. Reconvene Commissioner Caylor made a motion, seconded by Mayor Pro Tem Clayton, to reconvene into open session. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly reconvened at 11:45 a.m. Recess Mayor Pro Tem Clayton made a motion, seconded by Commissioner Caylor, to recess into executive session for a period of 15 minutes to engage in privileged and confidential communication with the City’s attorney pursuant to the attorney-client privilege exception, K.S.A. 75-4319(b)(2). The open meeting will resume in this room at 12:03 p.m. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly recessed. November 19, 2025 4 City of Ottawa Regular Meeting Minutes November 19, 2025 Page 5 Reconvene Commissioner Caylor made a motion, seconded by Mayor Pro Tem Clayton, to reconvene into open session. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly reconvened at 12:03 p.m. Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 12:03 p.m. /s/ Melissa Scherman Melissa Scherman, City Clerk November 19, 2025 5