City Commission

Regular Meeting Minutes City Hall Minutes of December 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. Pastor Aaron Nelson from Ottawa Bible Church gave the invocation. Public Comments No public comments 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 consent agenda included the minutes from the November 19, 2025 Regular Meeting, the 2026 Cereal Malt Beverage Licenses 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 Review of the Transient Guest Tax Distribution Framework Director Landis provided a follow-up review of the Transient Guest Tax (TGT) Distribution Framework, originally presented at the November 19, 2025 Regular Meeting. She revisited the goals of the framework—supporting community attractions and tourism-driving events, reducing reliance on property tax revenues, and establishing a transparent and measurable allocation process—and summarized the two primary funding components: the Annual Sponsorship Program and Annual Community Partner Support/Reduction of Property Tax Reliance. Director Landis reviewed the proposed application cycle for the Annual Sponsorship Program, including the January 15 opening date, February 15 deadline, and Commission consideration in March. She also discussed anticipated 2026 TGT revenue and clarified eligible uses under the broader Community Partner Support category, such as arts and recreation programming, tourism marketing, community events, plus infrastructure and beautification initiatives. The Governing Body discussed implementation considerations for the first year of funding, including the need for flexibility as the program is launched. Following discussion, Mayor Pro Tem Clayton made a motion, seconded by Commissioner Caylor, to approve the Transient Guest Tax Distribution Framework with soft submission deadlines for the 2026 cycle. The motion was considered and upon being put, all present voted aye. The Mayor declared this item duly approved. December 3, 2025 1 City of Ottawa Regular Meeting Minutes December 3, 2025 Page 2 Review of 2026 Community Partner Funding Agreements City Attorney Finch provided an update on the draft 2026 Community Partner Funding Agreements, continuing the Governing Body’s discussion from the November 12, 2025 Regular Meeting. He explained that Prairie Paws Animal Shelter functions more as a contracted service provider rather than a traditional community partner, and therefore a revised agreement is being prepared to better reflect the nature of that relationship. City Attorney Finch stated that he anticipates bringing the revised agreement forward for consideration at the December 17, 2025 meeting. The Governing Body reviewed the remaining partner agreements and discussed reporting expectations, funding levels adopted in the 2026 Budget, and opportunities to strengthen alignment between funded services and measurable community outcomes. Commissioner Caylor made a motion, seconded by Commissioner Skidmore, to approve the 2026 funding agreement with the Elizabeth Layton Center. The motion was considered and upon being put, all present voted aye. The Mayor declared this item duly approved. Commissioner Caylor made a motion, seconded by Commissioner Crowley, to approve the 2026 funding agreement with the Ottawa Main Street Association. The motion was considered and upon being put, all present voted aye. The Mayor declared this item duly approved. The Governing Body held discussion regarding whether to continue contracting with the Franklin County Development Council (FCDC) or bring economic development services in-house. After discussion, Commissioner Skidmore made a motion to approve a three-month contract with FCDC, to be re-evaluated at the end of that period; however, the motion died for lack of a second. Commissioner Crowley then made a motion, seconded by Commissioner Skidmore, to fund FCDC in the amount of $33,500 for the 2026 calendar year. Upon being put, the vote was as follows: Commissioner Crowley—aye; Mayor Pro Tem Clayton—nay; Commissioner Skidmore—aye; Commissioner Caylor—nay; Mayor Allen—nay. The Mayor declared the motion failed. Commissioner Caylor made a motion, seconded by Mayor Pro Tem Clayton, to move economic development services in-house. Upon being put, the vote was as follows: Commissioner Caylor—aye; Commissioner Crowley—nay; Mayor Pro Tem Clayton—aye; Commissioner Skidmore—nay; Mayor Allen—aye. The Mayor declared the motion duly approved. New Business Distribution of Donations to the Mayor’s Christmas Tree Fund The Governing Body received a generous $2,000 donation from the Cosentino family in support of the Mayor’s Christmas Tree Fund. Commissioner Skidmore noted that Hope House would be receiving support through the community partner funding process and that the Mayor’s Christmas Tree contribution could therefore be directed to another community organization. Commissioner Skidmore made a motion, seconded by Commissioner Crowley, to approve allocating the full $2,000 donation to ECKAN. The motion was considered and, upon being put, all present voted aye. The Mayor declared the item duly approved. December 3, 2025 2 City of Ottawa Regular Meeting Minutes December 3, 2025 Page 3 Resolution Supporting Waiver of Statutory Requirement to Use Generally Accepted Accounting Principles (GAAP) Based Accounting for 2026 Financial Reporting Assistant Director McCurdy presented a resolution requesting authorization to waive the statutory requirement to use Generally Accepted Accounting Principles (GAAP) for Fiscal Year 2026, as permitted under K.S.A. 75-1120a. She explained that the City, like many Kansas municipalities, prepares its annual financial statements on a regulatory (non-GAAP) basis consistent with the Kansas Municipal Audit and Accounting Guide (KMAAG). This method aligns more closely with the State’s budget and cash-basis laws, provides clear and accessible financial information to the public, and maintains continuity with previous years’ reporting practices. Assistant Director McCurdy reviewed the financial impacts included in the Commission’s agenda materials, noting that adherence to GAAP would significantly increase annual audit and consulting expenses due to the conversion and reporting requirements. She also stated that the City Attorney had reviewed the resolution and approved it as to form. Commissioner Caylor made a motion, seconded by Commissioner Skidmore, to approve the resolution supporting the waiver of GAAP for Fiscal Year 2026. The motion was considered and upon being put, all present voted aye. The Mayor declared the resolution duly adopted, and this resolution was duly numbered Resolution No. 1999-25. Resolution Accepting the Final Plat, “Woodridge Estates,” located at 1001 E. Wilson St Planning Assistant Hird presented the final plat for “Woodridge Estates,” a proposed 13-lot single- family residential development located at 1001 East Wilson Street. Shenoted that the Preliminary Plat was approved by the Planning Commission on August 28, 2025, and the Final Plat received unanimous recommendation for approval from the Planning Commission on November 12, 2025. The subdivision consists of 3.82 acres and conforms to the requirements outlined in the City’s Subdivision Regulations. Planning Assistant Hird highlighted key components of the plat, including the designation of Tract A as a non-buildable area reserved for stormwater management and drainage, the developer’s obligation to pay a parkland fee in lieu of land dedication in accordance with Article 5, and the administrative variance granted for minimum lot area within the R-1 zoning district. Shealso noted that the developer will finance and install all required public improvements, and that the City Attorney has reviewed the resolution and approved it as to form. Mayor Pro Tem Clayton made a motion, seconded by Commissioner Caylor, to approve the resolution accepting the Woodridge Estates Final Plat and authorizing execution and recording of the associated documents. Upon being put, all present voted aye. The Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 2000-25. Resolution Determining Consideration of Establishing a Reinvestment Housing Incentive District (RHID), Setting a Public Hearing and Adopting a Development Plan for Woodridge Estates Reinvestment Housing Incentive District Assistant Director McCurdy presented a resolution to initiate the process for establishing a Reinvestment Housing Incentive District (RHID) for the proposed Woodridge Estates development located at 1001 East Wilson Street. She explained that the project consists of 13 single-family for-sale homes and qualifies as an eligible RHID project under the Kansas RHID Act and Senate Bill No. 17. December 3, 2025 3 City of Ottawa Regular Meeting Minutes December 3, 2025 Page 4 Assistant Director McCurdy noted that the City previously adopted Resolution No. 1986-25 on July 16, 2025, determining the need for additional housing within the City and identifying the legal description of the proposed district. The Kansas Department of Commerce subsequently issued its approval letter on August 14, 2025, authorizing the City to proceed. She stated that adoption of the resolution before the Governing Body would formally set a public hearing for Wednesday, January 7, 2026, at 7:00 p.m., and outline the City’s intent to consider the proposed Development Plan following that hearing. Commissioner Skidmore made a motion, seconded by Commissioner Caylor, to adopt the resolution determining consideration of establishing the Woodridge Estates RHID, setting the required public hearing, and adopting the Development Plan. Upon being put, all present voted aye. The Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 2001-25. City Manager Comments City Attorney Finch informed the Governing Body that the December 10, 2025 meeting would include the annual reorganization of the City Commission. He encouraged Commissioners to discuss their preferences in advance so staff could prepare accordingly. Following discussion, the consensus of the Governing Body was to select Commissioner Clayton as Mayor for 2026 and Commissioner Crowley as Mayor Pro Tem. Director Landis provided updates on behalf of City Manager Silcott, beginning with recent community activities. She shared that the Mayor’s Tree Lighting Ceremony was held on November 29 and noted strong community turnout. She also reported that City staff assisted ECKAN with holiday toy-sorting efforts, unloading a box truck and sorting 761 toys by age and gender in under two hours. Director Landis then highlighted operational updates across departments. Public Works completed winterization of restrooms and public fountains, and distributed door hangers on the southwest side of town in preparation for winter tree-trimming activities. Utilities completed a Wye repair at 828 S. Olive, began removing Veteran banners, and repaired multiple streetlights along Highway 68 within city limits. She also noted current open positions in Parks & Cemetery and Neighborhood and Community Services. She reported that the City Hall HVAC Project will begin December 15, 2025, and will require temporary relocation of staff for two six-week phases. A full relocation plan and request for Governing Body direction regarding meeting locations during the one- to two-week impact on the Commission Chambers will be presented at the December 10 meeting. Director Landis also announced that Rian Harkins, AICP, joined the City as the new Neighborhood and Community Services Director on December 1, bringing 28 years of experience in community planning, neighborhood revitalization, long-range planning, homeless program leadership, grant administration, and capital improvement planning. She concluded with a preview of tentative agenda items for the December 10, 2025 Commission Meeting, including the swearing-in of Commissioner-Elect Tim Van Leiden, City Commission reorganization, recognition of Commissioner Caylor’s service, a City Hall HVAC Project change order, and related project-impact updates. Additional consent agenda items will include OMA Advisory Board minutes and a bid award for the annual utility easement and right-of-way tree trimming program. December 3, 2025 4 City of Ottawa Regular Meeting Minutes December 3, 2025 Page 5 Governing Body Comments Commissioner Crowley thanked the Veterans Committee for their work throughout the community and noted their generosity in treating the utility crew to lunch in recognition of their assistance. He also thanked his fellow Commissioners for the thoughtful discussion held during the meeting, stating that the deliberation demonstrated how the Governing Body can work through differing perspectives to arrive at a decision. Mayor Pro Tem Clayton welcomed Director Harkins to the City and stated he was pleased to have him join the leadership team. He also shared thoughts regarding future remote meeting options, noting that several locations throughout Ottawa could accommodate virtual or alternative meeting formats. Mayor Pro Tem Clayton also recognized the local dance groups who performed during recent holiday events, acknowledging that they braved cold weather to participate. He expressed appreciation to the parents and children involved and commended the strong turnout for the community parade. Announcements A. December 10, 2025 – City Commission Meeting – 7:00 p.m., City Hall B. December 17, 2025 – City Commission Meeting – 10:00 a.m., City Hall Executive Session Recess Commission Crowley 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 9:05 p.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 9:05 p.m. Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 9:06 p.m. /s/ Melissa Scherman Melissa Scherman, City Clerk December 3, 2025 5