CITY OF FORT SCOTT CITY COMMISSION MEETING
Unapproved Minutes of June 17, 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, Matthew Wells, and Dyllon Olson were present with Mayor Tim Van Hoecke (via Teams). Kathryn Salsbury officiated the meeting.
In Attendance – Brad Matkin/City Manager, Bob Farmer/City Attorney, Jason Dickman/City Engineer-Earles Engineering & Inspections, Inc. (by phone), Chief Jason Pickert/FSPD, Mary Wyatt/Planning, Housing and Business Development Director, Lisa Dillon/Housing and Neighborhood Revitalization Coordinator, Bob Farmer/City Attorney, Tom Coffman/Public Works Director, Lisa Lewis/City Clerk, Cory Bryars/Care to Share, Kathy Dancer/Design Review Board, Taylor Bailey, Jennifer Gum-Fowler/Fort Scott Public Library Director, Kori Widder/Cub Scout Pack #114, Mark Bettis, Donald Luxon, Lee Hendricks, Jody Love/HBCAT, Martha Jane Gentry/Design Review Board.
SALSBURY led the Pledge of Allegiance and DANCER said a prayer asking God for guidance for the City, the citizens, and our Government and City officials.
Approval of Agenda – an amended agenda was submitted to include the addition of Consent Agenda item to approve the firework stands licenses for 2025 and move Item D/Unfinished Business – Employee Handbook to another date.
MOTION: DANCER moved to amend the agenda as presented; remove Item D under Section 8/Unfinished Business – Consideration to approve a revised employee handbook until such time as the members of the Commission have time to review the final edits and changes requested during the work session. OLSON seconded.
MOTION CARRIED 5-0.
YouTube streaming was stopped and restarted due to no audio.
Consent Agenda
– Approval of Appropriation Ordinance 1386-A – Expense Approval Report – Payment Dates of May 29, 2025 – June 10, 2025 – $1,258,853.46
– Approval of Minutes: Special Meeting of June 2, 2025 & Regular Meeting of June 3, 2025.
– May Financials
– Request to Pay – Earles Engineering & Inspection, Inc. – EEI Project No. 24-414 Horton St. & 6th St. Improvements – Invoice # 18032 – Payroll – $10,917.04
– Final Approval of Revised Ordinance No. 3781 – Fireworks Discharge
– Approval of Fireworks Stands Licenses: Jakes Fireworks 2229 S. Main St; Bellino Fireworks Kansas, Inc. 2400 S. Main St.; Jurassic Fireworks LLC 4500 Campbell Dr.
ACTION: MATKIN will send the Commissioners a current ADM contract as requested by OLSON.
MOTION: OLSON moved to approve the Consent Agenda as presented. VAN HOECKE seconded. OLSON, SALSBURY, WELLS and VAN HOECKE voted yes. DANCER voted no.
MOTION CARRIED 4-1.
Public Comment – No public comment.
Appearances
Cory Bryars/Care to Share addressed the Commission with a presentation regarding the Care to Share volunteers’ intake process and the scope of the work that they do for the community.
Taylor Bailey – Consideration to Approve as Fort Scott Library Board member as recommended by the Fort Scott Public Library Board.
MOTION: WELLS moved to appoint BAILEY to the Fort Scott Library Board. DANCER seconded.
MOTION CARRIED 5-0.
Kori Widder/Cub Scout Pack #114 – Street Closure for Soapbox Derby.
MOTION: OLSON moved to approve the street closure of Horton Street from 18th Street to Circle Drive for July 5th with the specified time left up to the City Manager. OLSON amended his motion to allow for the street closure of Horton from 18th to Circle Drive for June 28th and July 5th for the times under the discretion of the City Manager. WELLS seconded.
MOTION CARRIED 5-0.
Mark Bettis, Lee Hendricks, and Donald Luxon/Bettis Construction appeared before the Commission to address concerns regarding last year’s project with the intention to come to a resolution. Concerns were raised were poor rideability, excessive noise, and inconsistent fog seal application. The city noted that the aggregate used was outside KDOT specifications—too large and excessively dusty—prompting a stop work order. LUXON acknowledged the material was out of spec but claimed it was undersized and that only the fog seal had failed due to dust. Residents reported widespread dust impacting vehicles and requested compensation, while the contractor admitted non-compliance and attempted cleanup. There is also confusion about whether the work was a true Cape Seal or just a Chip Seal with Fog Coat, with unapproved aggregate types contributing to noise and performance issues. Potential repairs include milling or applying a new Chip Seal layer, and a joint road inspection has been proposed. The City aims to resolve the issue collaboratively, with no further action taken without mutual agreement.
ACTION: MATKIN will facilitate a meeting to produce a resolution as stated by SALSBURY.
Tom Coffman/Public Works Director addressed the Commission to provide an update of the Public Works department. Public Works includes two mechanics, a two-member brick crew, a two-member pothole patching crew, a maintenance team, one person operating the bucket truck, and two project teams, with all rotating the use of the street sweeper. The department is short, one mechanic and one laborer. In the past year, approximately 400 potholes were repaired, and the brick crew focused on fixing street depressions. Frequent rain makes pothole repairs challenging. Parking lot projects include a new gravel lot near the former Stout building and a planned lot on North Nashville. Intersection repairs, including brick streets, help preserve structural integrity. At Marine Pond, 8,000 state-funded fish were added, a water line was fixed, and grant plans are in place to renovate the rearing pond. At Rock Creek, dam maintenance and river access improvements for kayakers were completed. Public Works also support City events, handles flood traffic control, and maintains infrastructure like alleys, trees, banners, signals, culverts, and stormwater systems. Positive citizen feedback was received for alley repairs. Equipment purchases included dump trucks, rollers, a stump grinder, and a truck, with plans to acquire an oil distributor truck. Additional work includes road repairs near Horton, Gunn Park, and Fort Scott Lake, with crack filling done prior to chip sealing or overlays.
Mary Wyatt/Planning, Housing and Business Development and Jody Love/HBCAT addressed the Commission with a prepared presentation. LOVE stated that a business retention and expansion survey conducted in Fort Scott received 34 responses, reflecting diverse community sectors. While 25% of businesses reported growth, 60% saw no change over the past two years. Major challenges in workforce recruitment and retention include childcare, housing shortages, poor work attitudes, and a lack of skilled labor, with 73% struggling to hire unskilled and semi-skilled workers. Businesses remain in the area due to local ties and central location, and 75% plan no facility expansion. Key barriers to growth include lack of skilled labor, affordable financing, and space, while interest in using Kansas-based suppliers is growing. Broadband internet quality has improved significantly, but housing and labor issues persist. Public services received positive reviews, while medical services and road maintenance remain unchanged. Businesses seek better communication from local and state governments, including updates on incentive programs, and support for workforce development, mentorships, and entrepreneurial resources. Efforts are underway to improve marketing, access to capital, and soft skills training, with programs involving schools, the city, and local organizations.
Unfinished Business
Consideration of Small Business Grant Incentive Program – Revised – M. Wyatt
Revisions to the Small Business Grant Incentive Program were made following a work session, with a consensus forming around a 25% match requirement. The program is focused on growing existing businesses rather than supporting startups, with concerns about accessibility for businesses that would benefit most. While adding employees is not required, retaining staff is encouraged, and eligibility is limited to businesses with (20) or fewer employees. Applications will be evaluated individually to ensure sufficient investment, with grants generally reimbursement-based unless approved for upfront funding. A business plan is mandatory, and receipts must verify eligible expenses. The program allocates $15,000 per quarter with a $10,000 cap per grant, allowing rollovers for strong applications not funded in the current cycle. The application scoring system has been restructured using a percentage-based model, and while application information is shared publicly, financial details remain private and reviewed only by commissioners, with applicants expected to be present to discuss their proposals.
MOTION: WELLS motioned to move forward with the Small Business Grant Incentives Program as presented this evening.
OLSON clarified that the funds would come from Economic Development.
VAN HOECKE seconded.
MOTION CARRIED 5-0.
Consideration to Formally Adopt the Guidance Provided by the Kansas State Historic Preservation Office (SHPO) for the installation guidelines of murals – L. Dillon – Tabled from 5/20/2025 – The Design Review Board recommended that the City Commission consider adopting Kansas State Historic Preservation Office (SHPO) guidelines for murals in historic districts, as the current Design Review Guidelines lack specific mural regulations. This move would enforce review processes—particularly requiring a Certificate of Appropriateness—for any new murals within state, national, or locally recognized historic districts, but would not affect existing murals. The discussion arose from a recent mural request, highlighting that the board’s outdated 1993 guidelines do not address mural installations. While SHPO guidance is not state law, it emphasizes preserving historic building surfaces.
MOTION: DANCER moved to adopt the Kansas SHPO guidelines for the installation of murals in the Fort Scott Historic District – at least the state and nationally recognized historic district. SALSBURY seconded. SALSBURY and DANCER voted yes. VAN HOECKE, OLSON and WELLS voted no.
MOTION FAILED 2-3.
Further discussion was had regarding options, but nothing was decided.
Consideration to Approve Revised Employee Handbook – MATKIN called attention to the Agenda Packet that included the edited handbook. The Commissioners stated they did see it in their agenda packet. SALSBURY stated it stands to be moved to a future agenda because they did not review it for the meeting.
Consideration to Adopt Ordinance No. 3782 – AN ORDINANCE FOR THE PURPOSE OF ESTABLISHING THE FORT SCOTT HISTORIC PRESERVATION AND RESOURCE COMMISSION TO THE CITY CODE OF THE CITY OF FORT SCOTT, KANSAS – Continued from June 3, 2025
Kathy Dancer of the Design Review Board provided detailed feedback on Ordinance 3782, which proposes establishing the Fort Scott Historic Preservation and Resource Commission under the Certified Local Government (CLG) program. Key concerns included enforcement clarity, lack of definitions for critical terms, and the ordinance’s exemption of city projects from review. Ganser emphasized the importance of preserving historic elements like brick streets and called for coordination between the city and the Historic Resource Commission. Additional issues discussed included uncertainty about designating public streets as historic, the “red tag” enforcement process, and interior regulations. There were mixed opinions on CLG implementation, with concerns about consistent enforcement, potential burdens on city staff, and the preservation fund’s administration. Martha Jane Gentry/Design Review Board noted that there may be omissions under the definitions section that need to be clarified. Also noted was missing language on retaining consultants, questioned the ordinance’s origin (modeled on Independence, KS), and raised concerns about the impact on property owners and investment.
Discussion was had regarding revisions to the draft and concerns about implementing the CLG and the Main Street Program.
MATKIN left the meeting at 8:51PM and returned at 8:53PM.
MOTION: WELLS motioned to move forward with adopting this Ordinance adding (7) members and eliminating on page (11) – Item E – that deals with the interior of the buildings and move forward with getting registered as a CLG. DANCER seconded. OLSON, SALSBURY, WELLS and DANCER voted yes. VAN HOECKE voted no.
MOTION CARRIED 4-1.
FARMER left the meeting at 9:05PM
New Business
Consideration of Street Closure for All Class Reunion – MATKIN met with Rhonda Dunn/Chairman of the All-Class Reunion to discuss the event on June 27 & 28, 2025. DUNNS submitted a request to close Main St. from 1st St. to 3rd on those days from 4PM Friday until 12:00AM Sunday. No crosswalks will be closed.
FARMER returned to the meeting at 9:07PM.
MOTION: OLSON moved to approve the street closure for the Fort Scott High School All-School Reunion at Main Street from 1st to 3rd from June 27th at 4:00PM UNTIL June 28th at 12:00AM. WELLS seconded.
MOTION CARRIED 5-0.
Consideration to Approve Purchase of Playground Surface for Nelson Park – $36,000.00 – Recommended by Parks Advisory Board on June 12, 2025 – MATKIN requested that the item be put on the next agenda so the Commission could see all bids.
MOTION: WELLS moved to table Item B/New Business until the next Commission meeting. OLSON seconded.
MOTION CARRIED 5-0.
Reports and Comments
CITY ATTORNEY – Requested an Executive Session.
MOTION: WELLS moved that the City Commission recess into Executive Session for the purpose of discussion pursuant to the attorney-client privilege exception in K.S.A. 75-4319(b)(2). In the meeting will be the (5) Commissioners, the City Manager and the City Attorney. It will take place in the City Manager’s office. The open meeting will resume in the Commission Room at 9:16PM. OLSON seconded. (VAN HOECKE attended by phone).
MOTION CARRIED 5-0.
MOTION: DANCER moved to come out of Executive Session. WELLS seconded.
MOTION CARRIED 5-0.
CITY MANAGER
– IT Phishing Exercise Results
– IT Budget will come out
– Mardi Gras Event, All-Class High School Reunion, Independence Day Event
– Severe Weather alert for the night
COMMISSIONER OLSON – No comment
COMMISSIONER DANCER
– IT concerns
OLSON left the meeting at 9:28PM and returned at 9:29PM
ACTION: MATKIN will arrange for the suggested Executive Session on July 1, 2025
COMMISSIONER WELLS
– Requested a copy of the Franchise Agreement with Evergy (KG&E) – Concessions Agreement signed 40-50 years ago on purchase of their electricity.
– Commission will work together on IT issues
COMMISSIONER VAN HOECKE
– Comments on IT discussion
– Thank you to the Good Ol Days Committee, City staff, First Responders, vendors, and citizens
– Recognition of the 250th Anniversary of the Army and General Winfield Scott
COMMISSIONER SALSBURY – No comment
Adjourn
MOTION: OLSON moved to adjourn the meeting at 9:53PM. WELLS seconded.
JUNE 17, 2025, MEETING ADJOURNED AT 9:53PM.
Submitted by Lisa A. Lewis, City Clerk