CITY OF FORT SCOTT CITY COMMISSION MEETING
Minutes of August 19, 2025 Regular Meeting
A regular meeting of the Fort Scott City Commission was held in the City Commission Meeting Room at City Hall, 123 S. Main Street, Fort Scott, Kansas. The meeting was streamed live on YouTube.
The meeting was called to order at 6:00PM. Roll call was taken. Commissioners Kathryn Salsbury, Tracy Dancer, Dyllon Olson, and Matthew Wells were present with Mayor Tim Van Hoecke.
In Attendance – Brad Matkin/City Manager, Bob Farmer/City Attorney, Pete Earles/Earles Engineering & Inspections, Inc., Jason Dickman/City Engineer-Earles Engineering & Inspections, Inc., Leroy Kruger/Codes Enforcement, Lisa Dillon/Housing and Neighborhood Revitalization Coordinator, Lisa Lewis/City Clerk, Pete Allen, Lindsay Hill/FSCC, Michael Hoyt, Rob Hansen, Rory Chaplin, Alyson Goodwin/InSite Real Estate Group, Nathan Eady/Senior Manager, Economic Development & Policy–Amazon, Kirk Sharp/Gordon Parks Museum, Rachel French/Fort Scott Forward, Lewis Nihiser and Thomas Metcalf Jr/Sons of the American Legion.
VAN HOECKE led the Pledge of Allegiance and DANCER said a prayer asking God for guidance for the City, the Citizens, our Government and City officials.
Approval of Agenda
MOTION: OLSON moved to approve the amended agenda VAN HOECKE seconded.
MOTION CARRIED 5-0.
Consent Agenda
– Approval of Appropriation Ordinance 1390-A – Expense Approval Report – Payment Dates of July 23, 2025 – August 12, 2025 – $662,802.14
– Approval of Minutes: Special Meeting of July 30, 2025; Special Meeting of August 4, 2025; and Regular Meeting of August 5, 2025.
– Request to Pay – Earles Engineering & Inspection, Inc. – Invoice No. 18159 – 21-303 – Davis Lift Station – Addendum No. 4 ($11,600.00) and Addendum No. 5 ($18,600.00) – Total $30,3200.00
– Request to Pay – Earles Engineering & Inspection, Inc. – Invoice No. 18141 – EEI No. 25-12 – East National Project Phase I – Survey 100% ($6,400.00) and Preliminary Design 12.5% ($12,937.50) – Total $19,337.50
– Request to Pay – Cardinal Sitework – Application for Payment No. 2 (FINAL) – Charles Street Lift Station EEI No. 24-003B – $3,587.45
– July Financials
MOTION: OLSON moved to approve the Consent Agenda as presented. DANCER seconded.
MOTION CARRIED 5-0.
Public Comment
Lindsay Hill/FSCC – Thanked the commission for originally approving the land donation for the FRAME grant, however, the college will have to decline the land because real estate agents advised that they would likely lose money building homes in that location. HILL stated she is now the grant administrator for the college, replacing Sonia Guganani. VAN HOECKE requested that a representative of the university be present to confirm land suitability for future infrastructure assistance requests. HOYT asked if the college had any written specifications for properties that could be shopped for during the upcoming tax sale. HILL responded that they have found a property that will work best for the college and will be coming back to the city to ask for assistance with infrastructure.
MOTION: DANCER moved to revisit the City’s commitment to providing infrastructure development for the FRAME Grant under Item IX, New Business, Item E. OLSON seconded.
MOTION CARRIED 5-0.
Appearances
Rachel Carpenter delivered a Tourism Report, noting that since May she has focused on promoting Fort Scott through history and culture, outdoor recreation, relaxation, and events. She reported on bus tours, events, and downtown revitalization, along with expanded marketing efforts through social media, the updated Visit Fort Scott website, radio/TV ads, and printed materials. Grants have supported promotional videos and downtown signage improvements. Upcoming goals include hosting influencer groups, expanding social media, and addressing ongoing signage challenges with KDOT. Carpenter has attended tourism conferences, partnered with the Chamber, and is exploring collaboration with Visit KC. Staff commended her leadership, and future plans include applying for a World Cup marketing grant, working with FSCC on a December initiative, and using the Placer data tool to strengthen targeted marketing.
Discussion was had about updating the tourism signs on Hwy 69, connecting with the upcoming African American Tourism Conference and the previous Tourism Advisory Board.
Thomas Metcalf Jr. – 3rd Annual Sons of American Legion Car Show – August 30, 2025 – Request for Temporary Street Closure – National Ave. between Oak St. and Pine St. The event includes cars, trucks, motorcycles, and a kids class, with trophies and cash prizes. MATKIN wanted to make it about drug awareness for kids and recommended closing off the street north of H and H to the alley to prevent traffic near the pavilion.
MOTION: WELLS moved to close the recommended streets, including Fort Scott Boulevard from National to the alleyway. SALSBURY seconded.
ACTION: VAN HOECKE confirmed that the Sons of the American Legion will work with the City for the requested barricades.
MOTION CARRIED 5-0.
Unfinished Business
Public Hearing #1
MOTION: WELLS moved to open the public hearing. DANCER seconded.
MOTION CARRIED 5-0.
Planning Commission Case No. 1052 – Conditional Use Permit – 2400 S. Main – Amazon Storage Unit – Recommended by Planning Commission on July 9, 2025 – Tabled from August 5, 2025
Transcript of Public Hearing – Attachment 1 – Amazon representative, Nathan Eady presented Amazon’s proposal for a storage unit (ASU) at 2400 South Main Street by telephone. The project aims to improve customer delivery service in rural areas. The ASU will extend delivery to new zip codes not currently serviced by Amazon. It will rely on additional flex drivers, potentially increasing employment and revenue. Current freight flex drivers will continue to receive packages as before. EADY anticipates one to two box trucks per day, smaller than semi-truck trailers. The ASU will not affect current zip codes, only new areas not currently serviced. The goal is to have a centralized deposit place for packages to expand flex deliveries, not downsize or eliminate jobs. The Planning Commission approved the Conditional Use Permit for the ASU on July 9, 2025.
FRENCH addressed the Commission and commented that examples of areas not currently serviced include Uniontown and Redfield.
MOTION: WELLS moved to close the public hearing. DANCER seconded.
MOTION CARRIED 5-0.
MOTION: DANCER moved to approve the Conditional Use Permit for the Amazon Storage Unit recommended by the Planning Commission. VAN HOECKE seconded.
MOTION CARRIED 5-0.
Public Hearing #2
MOTION: DANCER moved to open the public hearing. VAN HOECKE seconded.
MOTION CARRIED 5-0.
Vacation of Alley – Lewis Nihiser – Revisit requested by City Commission – Transcript of Public Hearing – Attachment 2 – The proposal to vacate an undeveloped alley in exchange for a lift station easement raised concerns among commissioners about setting a precedent, utility access, and the City’s view on giving up land. WELLS preferred a lease over a trade, others emphasized the need for a consistent process. One speaker urged a site visit and suggested moving the discussion along.
MOTION: DANCER moved to close the public hearing. SALSBURY seconded.
MOTION CARRIED 5-0.
MOTION: DANCER moved to vacate or abandon the alley in question as a trade for the easement that we did not give you for the lift station. SALSBURY seconded. VAN HOECKE, DANCER and SALSBURY voted yes. WELLS and OLSON voted no.
MOTION CARRIED 5-0.
Further discussion was had about the City’s position on street and alley vacations.
VAN HOECKE called for Point of Order. The Commission agreed return to the next order of business on the agenda.
Action Items:
Consideration of Appointment of (1) Member for FSHPRC – Tabled from August 5, 2025
DILLON reported that the Historic Preservation Resource Commission’s process is continuing, with two additional resumes submitted for review of appointment. Discussion was had regarding applicant eligibility and documentation, as some confirmed candidates failed to submit resumes or complete applications, one lacked service on the Design Review Board, and one did not live within city limits—a stipulated requirement. Commissioners noted inconsistencies between advertised requirements and state documentation needs, with clarification that either an application or resume suffices, though residency must be established. One applicant’s residency was questioned, but their voting status, tax payments, and home ownership were cited as evidence.
WELLS called the question to select (1) of the (2) applicants presented for the remaining position on the FSHPRC.
MOTION: WELLS moved to accept Kathy Dancer as the final applicant.
OLSON, WELLS, SALSBURY and VAN HOECKE voted yes. DANCER abstained.
MOTION CARRIED 4-0.
DANCER requested that in the future, the Commission stick to the requirements that are published.
Consideration of Resolution No. 9-2025 RESOLUTION AND NOTICE OF HEARING WITH REFERENCE TO ALLEGED UNSAFE AND DANGEROUS STRUCTURE AT 121 S. MARGRAVE – Tabled from April 15, 2025
KRUGER confirmed that the work has not been completed as agreed upon with the extension. WELLS owns the property and asked for a further extension until February to get the project going in earnest or he will demolish the structure at his expense. KRUGER stated that the structure has been on the Codes list since July 2024 (prior to WELLS ownership).
MOTION: OLSON moved to table Resolution No. 9-2025 until February of 2026 with the stipulation that the house will be boarded up, the windows, the entry, anything conducive to an outside intruder getting in. If Codes has any further problems that they feel it is an actual imminent threat, they’ll bring it back to the Commission immediately. SALSBURY seconded.
DANCER, SALSBURY and OLSON voted yes. VAN HOECKE voted no. WELLS abstained.
MOTION CARRIED 3-1.
ACTION: WELLS will address the safety concerns discussed.
New Business
Consideration of Certificate of Appropriateness – Gordon Parks Mural at Main & Wall (Wilder House Building) – Approved by Design Review Board – SHARP presented the mural project funded by the Kansas Arts Commission, to be installed on the north side of the Sunshine Boutique featuring Gordon Parks on a horse with a quote about Fort Scott. Created by artist Cbabi Bayoc. FRENCH informed the Commission that the mural was approved by SHPO, it will be installed on panels attached in the mortar and unveiled on October 4th during the Gordon Parks Celebration, with Commissioner Wells and Chase Halsey helping with installation.
MOTION: VAN HOECKE moved to approve the Certificate of Appropriateness for the Gordon Parks mural at Main St. and Wall St. on the Wilder House Building that was approved by the Design Review Board. DANCER seconded. DANCER, SALSBURY, VAN HOECKE and OLSON voted yes. WELLS abstained.
MOTION CARRIED 4-0.
Consideration of Fort Scott Developer Partnership Incentive Package 2026
DILLON presented the Developer Partnership Incentive Program, offering up to $7,500 per home for utilities and sidewalks, performance-based payments upon home completion and sale, and a limit of five homes per developer annually. The program includes a $1,000 neighborhood bonus for targeted areas, marketing support, land bank partnerships, a nine-month construction timeline with a three-month extension possible, and a $50,000 annual cap was the proposal. The money for this will come from Economic Development fund.
MOTION: DANCER moved to approve the 2026 City of Fort Scott Developer Partnership Incentive package as presented. OLSON seconded.
MOTION CARRIED 5-0.
Consideration of Sales Tax Ballot Question
MATKIN stated that five options were available for consideration. WELLS presented Option #6 which would be (3) separate ballot questions: 0.45% for streets, 0.1% for parks and 0.1% for public safety. Separating them out would equal .65% if all passed. Further discussion was had on all options.
MOTION: VAN HOECKE moved to accept option one which is the 80/10/10 on the ½ cent sales tax. OLSON seconded. OLSON, DANCER, VAN HOECKE and SALSBURY voted yes. WELLS voted no.
MOTION CARRIED 4-1.
Discussion with Earles Engineering & Inspection, Inc.
WELLS requested that Earles Engineering appear before the Commission. Pete Earles addressed the Commission. WELLS praised Earles Engineering for its work on the wastewater projects but raised concerns with street projects, particularly the overlay project where the contractor failed to follow the original two-lift plan, leading to drainage issues and insufficient oversight. Questions were raised about the roles of the firm’s representatives and City staff, with Commissioners noting disappointment that an inexperienced supervisor was assigned to the Horton Street project, the City’s largest road project, which resulted in errors. In response, Earle’s Engineering pledged to assign only highly experienced personnel moving forward, naming inspectors with 30–40 years of experience, and committed to addressing concerns directly.
Consideration to rescind the Frame Grant Infrastructure approval
MOTION: OLSON moved to rescind the FRAME Grant Project at 4th and Arthur and the extended infrastructure projects that were accompanying it. DANCER seconded.
MOTION CARRIED 5-0.
Reports and Comments
CITY ENGINEER
– E. National Project Update
– Davis Lift Station – Force Main – Bid coming
– CCLIP bid – Advertise in September, open in November to begin early spring
– Discussion of E. National as option for overpass
CITY ATTORNEY – Positive comments by visitors about noticeable progress in Fort Scott
CITY MANAGER
– No comments
COMMISSIONER WELLS
– 3rd Street traffic light
– Lights at skate park
– Chip Seal Project remedies
ACTION: City Clerk will put Chip Seal Project remedies on September 2, 2025, Agenda
– Moody Building status
COMMISSIONER OLSON
– Reminder for school traffic safety
COMMISSIONER DANCER
– ADM update from 4/15/2025 handouts on website
– WELLS requested update numbers for ADM to be posted
COMMISSIONER SALSBURY
– Feral cats update
COMMISSIONER VAN HOECKE
– City events
– Water main break
– Awareness with school in session
– Get involved and support local businesses and activities.
MOTION: VAN HOECKE moved to recess into Executive Session for the purpose of discussion pursuant to the financial affairs or trade secrets of corporations, partnerships, trusts, and individual proprietorships exception in K.S.A. 75-4319(b)(4). In the meeting will be the (5) City Commissioners, the City Manager and the City Attorney in the City Manager’s office. The open meeting will resume in Commission Room at 8:40PM. DANCER seconded.
MOTION CARRIED 5-0.
MOTION: VAN HOECKE moved to come out Executive Session with action. OLSON seconded.
MOTION CARRIED 5-0.
MOTION: OLSON moved that the Commission provides the City Manager permission to negotiate with the County, in good faith, the exchanging of the 9-1-1 services and should an agreement not be reached, the City Manager has permission, by January 1, 2026, to terminate our services provided by the City for 9-1-1. WELLS seconded.
MOTION CARRIED 5-0.
Adjourn
MOTION: DANCER moved to adjourn the meeting at 8:43PM. OLSON seconded.
AUGUST 19, 2025, MEETING ADJOURNED AT 8:43PM.
Submitted by Lisa A. Lewis, City Clerk
