City Commission

Regular Meeting Minutes City Hall Minutes of December 17, 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 Clayton, Mayor Pro Tem Crowley, Commissioner Skidmore and Commissioner Van Leiden. Commissioner Allen was absent. Mayor Clayton called the meeting to order. Mayor Clayton welcomed the audience, led the Pledge of Allegiance to the American flag, and gave the invocation. Public Comments No public comments were received. Appointments, Proclamations, Recognitions, Nominations, and Public Hearings Presentation of a check from the Mayor’s Christmas Tree Fund to ECKAN The Governing Body received a generous donation of $2,000 from the Cosentino family as a pass- through donation to assist those in need in Ottawa. The Commission selected ECKAN to receive the donation. Teresia Templeton from East Central Kansas Economic Opportunity Corporation (ECKAN) accepted the donation and thanked the Governing Body for their support. Consent Agenda Mayor Pro Tem Crowley moved to approve the consent agenda, seconded by Commissioner Van Leiden. The consent agenda included the minutes from the December 10, 2025 Regular Meeting, November 2025 Finance Monthly Report, Partner Agency Reports from November 2025, 2026 Cereal Malt Beverage Applications, 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 Snow Removal Plan Director Welsh presented an overview of the City’s 2025/2026 Winter Weather Preparation and Snow Removal Procedures, outlining the City’s approach to providing 24/7 response during winter weather events to maintain safe and passable streets. He explained that the procedures are updated annually and highlighted key components of the plan, including pre-treatment through anti-icing salt brine applied up to 72 hours in advance of storms, plowing operations that typically begin at approximately two inches of accumulation, and coordinated use of Public Works, Parks, Utilities, and contracted resources as needed. Director Welsh reviewed the priority routing system for emergency routes, arterials and collectors, residential streets, and sidewalks, and discussed updates specific to the Central Business District, including windrowing on Main Street and expanded overnight snow hauling to minimize business disruption. He also addressed de-icing and salting practices, noting temperature considerations and limited salting in residential areas to intersections only. Director Welsh stated that December 17, 2025 1 City of Ottawa Regular Meeting Minutes December 17, 2025 Page 2 winter weather operations are funded through existing operational budgets and no additional financial or legal considerations are needed for this information update. Appointment of Interim City Manager City Attorney Finch addressed the Commission and welcomed those present to the final City Commission meeting of 2025, noting that City Manager Silcott was participating remotely and that this marked his final meeting with the Governing Body. Mr. Finch thanked Mr. Silcott for his service, particularly highlighting his contributions to the City’s strategic framework and the added strategic dimension he brought to City operations. City Attorney Finch outlined the upcoming transition process, explaining that with Mr. Silcott’s departure, the City has begun the search for a new City Manager. He reviewed the anticipated timeline, including entering into executive session to review a pool of candidates, receiving and narrowing candidate information in January, selecting finalists, and conducting interviews in early 2026. Following interviews, an offer would be extended and a contract negotiated, noting that the transition period could take up to 60 days. He estimated that the new City Manager would likely begin service in mid to late March 2026. City Attorney Finch explained that during the interim period, the City will still need day-to-day operational authority, particularly during the first quarter of 2026. He noted that while the Commission sets overarching policy, it is customary for senior staff to be appointed as Interim City Manager during such transitions. He asked the Commission to consider appointing an Interim City Manager to ensure continuity of operations. Commission discussion followed regarding approaches used by other municipalities, including whether interim responsibilities are handled internally or through an external appointment, and how the duration of the vacancy influences that decision. City Attorney Finch noted that staff had contacted the League of Kansas Municipalities to explore the availability of retired City Managers, but none were available at this time. Commissioners discussed workload considerations for senior staff, the temporary nature of the position, and the importance of maintaining effective working relationships during the transition. It was noted that the City Attorney has extensive institutional knowledge and is already involved in many day-to-day operational matters. Commissioner Skidmore made a motion, seconded by Mayor Pro Tem Crowley, to appoint City Attorney Finch as Interim City Manager. The motion was considered and upon being put, all present voted aye. The Mayor declared the motion duly approved. Update from Lightfield Energy City Attorney Finch introduced the item and provided background on the Proximity Park purchase agreement with Lightfield Energy, noting that the agreement was approved in the prior year and included established timelines and an inspection period. He explained that while the overall length of the contract had not changed, certain internal deadlines were adjusted earlier in 2025 and the current inspection period was set to expire at the end of the week. Lightfield Energy has requested additional time due to the complexity of the project. Andy Talbert of Lightfield Energy joined the meeting via Zoom to provide an update. December 17, 2025 2 City of Ottawa Regular Meeting Minutes December 17, 2025 Page 3 Mr. Talbert addressed the Commission and provided an overview of the Proximity Park project, including the broader vision for a technology and AI-focused campus and its long-term potential benefits for the City of Ottawa and Franklin County. He discussed national trends related to AI development and data centers, emphasizing the increasing demands for power and water and the importance of ensuring that the project does not burden the City’s existing infrastructure. Mr. Talbert stated that Lightfield Energy has been working closely with City staff through regular coordination to better understand local processes and infrastructure limitations. Mr. Talbert explained that Lightfield Energy is pursuing a “bring your own power and water” approach, including the development of a privately funded power generation facility. He noted that design of the power plant is approximately 50 percent complete and that additional work is underway to secure natural gas supply and comply with Kansas energy incentive requirements, including coordination with the Kansas Municipal Energy Agency. He also discussed challenges related to water availability and explained that Lightfield Energy is exploring private solutions, including the potential development of a separate water treatment facility to support the project while creating additional long-term capacity and redundancy for the community. Commission discussion followed regarding water demand, infrastructure capacity, project timelines, and the importance of ensuring that the project is privately financed and does not negatively impact existing City services. Commissioners acknowledged the complexity of the project, the evolving regulatory and market conditions surrounding AI development, and the significant investment Lightfield Energy has made to date. City staff provided additional context on power and water considerations, and appreciation was expressed for the work of Utilities staff in evaluating technical options. City Attorney Finch summarized the request before the Commission, explaining that staff was recommending a short pause in the current contract timeline to allow for additional due diligence and review. He noted that the inspection period under the existing agreement would expire on December 18, 2025, and that a 30-day extension would provide the Commission and staff time to evaluate options and determine whether to accept, counter, or reject a revised proposal. Commissioner Skidmore made a motion, seconded by Commissioner Van Leiden, to authorize staff to negotiate and execute a 30-day extension of the current contractual deadlines between the City of Ottawa and Lightfield Energy for further review and due diligence. The motion was considered and upon being put, all present voted aye. The Mayor declared the motion duly approved. City Manager Comments City Attorney Finch provided operational highlights and updates to the Commission. He reported that Public Works crews have continued tree trimming efforts on the southwest side of town between 1st and 7th Streets and have removed two trees at Highland Cemetery. He also noted that repairs have begun at the intersection of Davis and Industrial Road. City Attorney Finch provided an update on recent Kansas Department of Transportation (KDOT) grants, explaining that traffic safety and traffic design improvements require engineered solutions in compliance with the Manual on Uniform Traffic Control Devices (MUTCD). He noted that traffic counts, engineering analysis, and consultant involvement are necessary before improvements can be implemented and that grant-funded traffic projects often have longer timelines and may involve December 17, 2025 3 City of Ottawa Regular Meeting Minutes December 17, 2025 Page 4 multiple intersections. He also referenced materials awarded through the High Risk Urban Roads (HRUR) Program. Bob Crowell, Utility Services Supervisor reviewed the recently implemented automated utility phone payment system, outlining how the system works and explaining that payments made through the automated phone option are posted immediately, compared to traditional payments that may process on a later date. The benefits of 24/7 availability and immediate posting were discussed. In response to Commission questions, it was noted that since implementation on December 9, 2025, the City has processed 36 automated payments. Commissioners requested that information about the service be added to the City’s website and included as a note on utility bills, and staff indicated those options would be explored. City Attorney Finch reviewed current open positions within the City, provided an overview of upcoming meetings and calendar items, and noted that there is no estimated occupancy timeline available at this time for the Hidden Lakes development. He concluded his comments by wishing the Commission, staff, and community a Merry Christmas. Governing Body Comments Commissioner Van Leiden thanked City staff for their work throughout the year and extended Merry Christmas and New Year’s wishes. Commissioner Skidmore acknowledged a recently approved grant and thanked staff for their work, noting appreciation for the reason for the season. Mayor Clayton extended Merry Christmas wishes and thanked the citizens and City staff who work every day, particularly recognizing snow crews working overnight and employees working on holidays, including Utilities, Streets, Fire, and Police, so the community can safely enjoy the season. Announcements A. December 24, 2025 – City Commission Meeting – 4:00 pm, City Hall – Cancelled B. December 31, 2025 – City Commission Meeting – 4:00 pm, City Hall – Cancelled C. January 7, 2026 – City Commission Meeting – 7:00 pm, City Hall Executive Session Recess Mayor Pro Tem Crowley made a motion, seconded by Commissioner Skidmore, to recess into executive session for a period of 60 minutes to discuss personnel matters of non-elected personnel for the purpose of reviewing applicants, pursuant to K.S.A. 75-4319(b)(1). The open meeting will resume in this room at 12:15 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 Van Leiden, 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 12:15 p.m. December 17, 2025 4 City of Ottawa Regular Meeting Minutes December 17, 2025 Page 5 Adjournment There was no further business before the Governing Body, the Mayor declared the meeting duly adjourned at 12:16 p.m. /s/ Melissa Scherman Melissa Scherman, City Clerk December 17, 2025 5