City Commission

Regular Meeting Minutes City Hall Minutes of December 10, 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 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 December 3, 2025 Regular Meeting, minutes from the October 21, 2025 OMA Advisory Board Meeting, approval of the contract with Asplundh Tree Expert LLC for Electric Line Clearance Tree Trimming in Zones 3 & 4, 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 Recognition of Commissioner Caylor’s Service Commissioner Caylor reflected on her years of service and expressed gratitude for the opportunity to serve the community and work alongside her fellow commissioners. She shared personal reflections about her family’s long connection to Ottawa and how those experiences shaped her appreciation for public service. Mayor Allen thanked her for her dedication and thoughtful advocacy, Mayor Pro Tem Clayton expressed his appreciation for serving alongside her, Commissioner Crowley reflected on how much he learned through their conversations and collaboration, and Commissioner Skidmore thanked her for her steady presence and timely insights while emphasizing the value of a commission where great minds can disagree without being disagreeable. Oath of Office for Commissioner Elect Van Leiden City Clerk Melissa Scherman administered the Oath of Office to Commissioner Van Leiden. Comments by Mayor Emily Allen and Plaque Presentation Mayor Allen spoke of her term as Mayor and thanked the community for their support. December 10, 2025 1 City of Ottawa Regular Meeting Minutes December 10, 2025 Page 2 City Commission Nomination and Election of Mayor for the 2026 Term Commissioner Crowley made a motion, seconded by Commissioner Skidmore, to nominate Zach Clayton as Mayor for the 2026 term. The motion was considered and upon being put, all present voted aye. The Mayor declared the nomination duly approved. Mayor’s Oath of Office City Clerk Melissa Scherman administered the Oath of Office to Mayor Clayton. Comments by Newly-Appointed Mayor Mayor Clayton reviewed his initiatives for the coming year and expressed his hope that the City will continue its positive growth, noting that he looks forward to working with the Governing Body. City Commission Nominations and Election of Mayor Pro Tem for 2026 Term Commissioner Skidmore made a motion, seconded by Commissioner Allen, to nominate Eric Crowley as Mayor Pro Tem for the 2026 term. The motion was considered and upon being put, all present voted aye. The Mayor declared the nomination duly approved. Mayor Pro Tem’s Oath of Office City Clerk Melissa Scherman administered the Oath of Office to Mayor Pro Tem Crowley. Comments by Newly-Appointed Mayor Pro Tem Mayor Pro Tem Crowley offered brief remarks and expressed his appreciation to his fellow commissioners. City Hall HVAC Project Update and Change Order Request Director Paul Sommer provided an update on the City Hall Heating, Ventilation, and Air Conditioning (HVAC) Project, which was identified as a capital project in the 2022 General Obligation Bond issuance. Following a competitive bid process, the Governing Body selected BCI Mechanical, Inc. on October 1, 2025, to complete improvements to the HVAC systems at City Hall. The project is scheduled to begin on December 15, 2025. Director Sommer outlined the four planned phases of construction, beginning with the second floor, followed by the first floor, the mechanical room, and the basement. Due to the scope of Phase 1, all second-floor personnel will temporarily relocate to alternate areas throughout City facilities. Phone numbers, email addresses, and all standard communication methods will remain functional during this time. Relocation logistics are being coordinated, and updates will be communicated to the public through the City’s website and social media platforms. Director Sommer also presented a proposed change order to include LED lighting and ceiling tile replacements in conjunction with the HVAC work. He explained that completing these improvements simultaneously would reduce disruptions, improve acoustic and thermal performance, enhance energy efficiency, and reduce long-term maintenance needs. BG Consultants reviewed the pricing and deemed it fair and appropriate, and bond counsel confirmed the work qualifies for General Obligation Bond funding. The total cost of the combined change order is $171,058, with alternative options available for lighting only or ceiling tile replacement only. BCI Mechanical estimates the additions would extend the overall December 10, 2025 2 City of Ottawa Regular Meeting Minutes December 10, 2025 Page 3 project timeline by approximately five days. Commissioner Crowley moved, seconded by Commissioner Allen, to approve the LED lighting and ceiling tile replacement change order in the amount of $171,058. The motion was considered and upon being put, all present voted aye. The Mayor declared the item duly approved. City Manager Comments City Manager Silcott provided updates on recent operational activities, upcoming community events, current job postings, and tentative items scheduled for the December 17, 2025, City Commission Meeting. He noted that Fire Chief Dillon and Assistant Chief Wolzen attended the quarterly county Fire Chiefs meeting, and C-Shift participated in the community Christmas Parade. The Commission also received an update on calls for service as of December 7th. Upcoming events were highlighted, including the City Band’s free Christmas Concert at the Ottawa Memorial Auditorium on Sunday, December 14th at 2:00 p.m. He also reminded attendees that City Hall will be closed on December 24th and 25th in observance of the Christmas holiday. City Manager Silcott reported on several open positions across the organization, including Maintenance Worker for Parks & Cemetery (closing December 18), Part-Time Sound and Light Technician for the Auditorium (closing January 2), Police Officer (closing January 1), and Police Records Specialist (closing January 2). He concluded with an overview of tentative agenda items for the December 17, 2025, meeting, which are expected to include the November Partner Agency Monthly Reports, the November Finance Report, the annual Snow Removal Plan, a presentation of a donation check to ECKAN from Cosentino’s Price Chopper, an update on utility payment options, and an Executive Session. Governing Body Comments Commissioner Van Leiden stated that he is excited to get started and looks forward to serving the community. Announcements A. December 17, 2025 – City Commission Meeting – 10:00 a.m., City Hall B. December 24, 2025 – City Commission Meeting – 4:00 pm, City Hall – Cancelled C. December 31, 2025 – City Commission Meeting – 4:00 pm, City Hall - Cancelled Executive Session Recess Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Crowley, to recess into executive session for a period of 10 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 8:00 p.m. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly recessed. Reconvene Mayor Pro Tem Crowley made a motion, seconded by Commissioner Allen, to reconvene into open December 10, 2025 3 City of Ottawa Regular Meeting Minutes December 10, 2025 Page 4 session. The motion was considered and upon being put, all present voted aye. The Mayor declared the meeting duly reconvened at 8:00 p.m. Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 8:01 p.m. /s/ Melissa Scherman Melissa Scherman, City Clerk December 10, 2025 4