Bourbon County Commission Meeting Agenda – November 2, 2026, 5:30 PM

agenda-packet (full PDF)

Note: this meeting is being held at Fort Scott City Offices, 123 S. Main Street, Fort Scott (not 210 S. National Ave as printed on the agenda), with streaming via Fort Scott City Hall’s YouTube channel.

• I. Call Meeting To Order (Page 1)
• II. Pledge Of Allegiance (Page 1)
• III. Prayer – Motley (Page 1)
• IV. Introductions (Page 1)
• V. Approval Of Agenda (Page 1)
• VI. Approval Of Minutes 10-26 / 10-27 (Page 3)
• VII. Approval Of Accounts Payable – $347,346.93 (Page 9)
  • a. 108 W 2nd Receipt (Page 26)
• VIII. Executed Documents For Record (Page 1)
  • a. Executed Documents For Record
• IX. Public Comments (Page 1)
• X. Executive Session K.S.A. 75-4319 (b)() Subject: (Page 1)
  • a. Executive Session K.S.A. 75-4319 (b)(1): Motley
• XI. Department Updates (Page 1)
  • a. Account reconciliation – Matt Lawn, Baker Tilly
• XII. Old Business (Page 1)
  • a. Auction results – J. Allen
  • b. Policy pertaining to use of county property for personal use – Milburn
• XIII. New Business (Page 2)
  • a. Sheriff request for separation of IT – funding
  • b. ICC-IMS Ryan Robinson cold call information – Milburn
  • c. Kansas WorkforceONE – Motley
  • d. Hope Outreach of Fort Scott – Motley
  • e. Room 12 – Motley
  • f. Standards of Conduct Policy – Milburn
  • g. Review of HR Contract, 2 versions – Milburn
  • h. Asbestos RFP Proposal – Beerbower
• XIV. Commission Comments (Page 2)
• XV. Future Agenda Topics (Page 2)
• XVI. Adjournment (Page 2)

Detailed Information Packet Summary

1. Accounts Payable Bills & Invoices (Pages 9–24)

The accounts payable packet lists open invoices by department for a batch due 10/30/2026, totaling $347,346.93 across 151 invoices.

Batch Due 10/30/2026 — Grand Total: $347,346.93 (Pages 9–24)

• Non-Departmental Funds: Total $313,348.93. Major funds: Employee Benefit $103,955.08 (includes Blue Cross/Blue Shield of Kansas November medical & dental, $101,099.03); Bond Sales Tax – County Jail $113,182.72 (includes Otis Elevator Company contract payment, $99,850.00, and NE Seamless Gutters, Roofing & More emergency tarping at 108 W. 8th, $6,643.21); Road and Bridge $36,644.50 (Coastal Energy Corporation asphalt, $10,691.25; Judy’s Fuel & Oil fuel deliveries over $19,000 combined); Sheriff/Correctional $32,755.65 (Advantage Computer Enterprises commodities, $14,427.88 and $7,213.92; Midland Steel Erection jail handrail repair, $7,100.00); Landfill $12,142.58; Road & Bridge Sales Tax $10,950.26; County Treasurer Motor Fund $1,897.00; Noxious Weed $1,222.14; Diversion Application Fee Fund $499.00; Special Law Enforcement (Kiwanis Chili Feed) $100.00. (Pages 9–14)
• County Department Operations:
  • County Commission – $578.76 (Page 14)
  • County Clerk – $34.10 (Page 15)
  • County Attorney – $13,753.75, including $3,960.00 to Law Office of Brandon D. Cameron for CINC appeal representation and $9,500 in contracted assistant county attorney services (Page 16)
  • District Court – $14,811.50, including numerous juror per-diem/mileage payments and $4,600.00 to Gilbert Ernest Gregory for CINC/CT/DM/MISD/TR/JO contract work (Pages 17–20)
  • Ambulance Service – $1,353.04 (Page 21)
  • Noxious Weed (Dept 30) – $2,831.40, Van Diest Supply Ranger Pro chemicals (Page 22)
  • Courthouse General – $635.45 (Page 23)

2. Special Meeting Minutes – 108 W. 2nd Street Contract (October 27, 2026) (Pages 3–4)

• Attendance & Logistics: Commissioners Joe Allen, David Beerbower and Gregg Motley present along with Stephanie Gerken (Chief Court Administrator), Pat Wood, Clint Walker, Laura Krom, Ann Clarkson, and Melissa Trim. Special noon meeting called to address the pending sale contract for 108 W. 2nd Street. (Page 3)
• Contract Discussion: Commissioners asked for an amendment ensuring court operations would not be disrupted; the contractor agreed to limit roof work to weekends and after hours, coordinating scheduling with the District Court around lighter docket days. (Page 3)
• Vote: Motion to accept the contract with revised language limiting roof work to weekends/after hours carried with no opposition. Realtor Diann Tucker was not present; Commissioner Motley said he would have the contract revised and signed that afternoon. (Page 3)

3. Official Meeting Minutes Approval – October 26, 2026 (Pages 5–8)

• Attendance & Logistics: Chair Gregg Motley presided; Commissioners Beerbower, Allen and Milburn-Kee present; County Clerk Ann Clarkson and Treasurer Jennifer Hawkins also attended, along with numerous members of the public. Meeting held at 123 South Main Street, Fort Scott. (Page 5)
• Agenda Modifications: Allen removed his executive session and added Jennifer Hawkins to Department Updates; Beerbower added a (b)(12) security executive session; Milburn-Kee added a (b)(1) executive session at the end of New Business. Agenda approved as amended with no opposition. (Page 5)
• Financial & Payables Approvals: Accounts payable of $78,932.08 approved, including Hampton Inn ($129.32), Hometown ($69.75) and New Grill ($63.74) bills, excluding two possible duplicate United invoices of $1,219.15 each pending investigation. (Page 5)
• Executive Sessions: A 10-minute (b)(12) session on Sheriff’s Department computer-system security vulnerabilities, and a 5-minute (b)(1) session on individual non-elected personnel performance; both passed with no action beyond returning to normal session. (Pages 6, 8)
• Department Updates & Old Business: Treasurer Hawkins announced the tax sale will be held December 1 at 11:00 AM at Memorial Hall; seven payrolls remain unposted to the general ledger. Resolution 34-26 (office-space assignments) approved. End-of-contract letter for HR Solutions approved for Chair Motley’s signature. Personal-use-of-county-property policy tabled one week for further research after Allen raised concerns about helping stranded motorists. (Pages 6–7)
• New Business & Administrative Actions: Special meeting scheduled for 108 W. 2nd Street contract; $2,000 KCAMP grant application for asbestos testing reimbursement approved; letters of support approved for CCAP and Care Van transportation grants; Kansas Association of Counties membership renewal approved. Meeting adjourned after Commission Comments, during which Commissioner Allen thanked county employees who helped a stranded motorist. (Pages 7–8)

4. 108 W. 2nd Street / 201 S. Crawford Property Sale Documents (Pages 29–45)

• Sale Resolution: Adopted October 27, 2026, approving sale of 108 W. 2nd Street and 201 S. Crawford to the Alta Davis Educational Trust (Jared Leek, trustee) for $125,000.00; Gregg Motley authorized to sign all transaction documents. (Page 29)
• Seller’s Proceeds Worksheet: Estimated closing date 10/30/2026; price $125,000.00; title insurance $461.00, escrow closing fee $213.00, broker’s compensation $3,750.00; approximate net proceeds to the county $120,576.00. (Page 30)
• Commercial Real Estate Contract: Buyer Alta Davis Educational Trust by Jared Leek, Trustee; seller Bourbon County; property sold “as is,” no inspections, no contingencies. Special terms grant the county continued possession of a portion of the building for District Court use while the courthouse elevator is repaired, not to exceed November 25, 2026 without written buyer permission. (Pages 31–39)
• Present-Condition Addendum: Buyer waives inspection rights; property conveyed with all latent and patent defects. (Page 40)
• Treasurer’s Receipt: $120,390.36 received from Security 1st Title for 108 W. 2nd St., posted to the General Fund as real estate proceeds. (Page 26)
• Follow-Up Memo from Realtor Diann Tucker: Buyer (Jared Leek) agreed to coordinate roof and construction work around the court’s schedule, avoid virtual-court disruption, and use a separate tenant entrance; buyer intends to invest about $140,000 in improvements. (Page 27)
• Builtwell Consulting Budget Estimate: Prepared for Jared Leek, dated October 21, 2026; budget-level repair estimate for the 3,352 SF building totals $145,560.00 (realistic range $125,000–$170,000), covering roof replacement, insulation, gutters, suspended ceiling, interior paint, LED lighting, carpet tile, and one HVAC split system. (Pages 43–45)

5. HR Consulting Agreement with Millie Lipscomb (Packet reference pages 107–111)

• Scope of Services: Compliance/policy audits, performance review forms, payroll process review, employee handbook updates, organizational and grievance-procedure recommendations, salary survey and job-description review for all departments — services provided only as directed by the full Commission, not individual commissioners. (Page 109)
• Term & Compensation: Effective November 2, 2026 through October 31, 2027; monthly fee $2,800.00; either party may terminate with 30 days’ written notice. (Page 109)
• Limitations on Authority: Consultant may not direct or discipline county employees, set policy, commit funds, or bind the county; all recommendations must go to the Commission or appropriate official for approval. (Page 110)

6. Personal Use of County Property – Draft Policy (Page 69)

• Draft Language: County-owned vehicles, equipment, machinery, tools and materials are for official business only and may not be used personally or loaned out without prior written Board approval; no employee, supervisor, department head or elected official may independently authorize an exception. Any authorized personal use must be documented and reported per IRS fringe-benefit rules. (Page 69)

7. Sheriff’s Office Technology Estimate (Page 70)

• Advantage Computer Enterprises Proposal (July 22, 2026): Project estimate of $87,715.25 (handwritten revisions bring the total toward $90,139.25), covering an 8-month labor contract ($17,680.00), main domain-controller server ($19,865.25), MSP server/monitoring ($21,035.00), 14–22 replacement PCs (~$14,544–$16,968), data backup service ($8,996.00), and email migration for 20 accounts ($5,595.00). (Page 70)

8. KCAMP Risk Avoidance Grant Application – Asbestos Testing (Page 62)

• Application Details: Submitted by Commissioner Mika Milburn-Kee for asbestos bulk sampling and PCM ambient-air monitoring at the Bourbon County Courthouse; total cost $2,124.80, with $2,000.00 requested for reimbursement under KCAMP’s risk-avoidance program. (Page 62)

9. Letters of Support for Transportation Grants (Pages 46–47)

• SEK-CAP Section 5311 Application: Signed by Commissioner Greg Motley, October 27, 2026, supporting Southeast Kansas Community Action Program’s rural public transportation funding for 2027–2028. (Page 46)
• Building Health Inc. (Care Van) Application: Signed by Commissioner Greg Motley, October 27, 2026, supporting BHI’s KDOT general public transportation application. (Page 47)

10. HR Solutions Termination Letter (Page 60)

• Notice: Bourbon County formally terminated its On-Call Service Agreement with Dr. Steve Cohen of HR Solutions, dated June 11, 2025, effective October 26, 2026, thanking him for his service. (Page 60)

11. Resolution 34-26 — County Office Space Assignments (Pages 57–59)

• Purpose: Defines authorized workspace for each elected office and department across the Courthouse (3rd floor District Court, 2nd floor County Attorney, 1st floor Driver’s License/Appraiser/Extension/Recorder of Deeds) and the Courthouse Annex (Clerk, Commission, Treasurer, Public Works), plus restricted/storage areas in the old cell pods. Adopted October 26, 2026. (Pages 57–59)

12. Resolution 33-26 — Meeting Rules and Payroll/AP Procedures (Pages 54–56)

• Key Provisions: Repeals Resolution 21-26; adopts Robert’s Rules of Order; sets regular meetings every Monday at 5:30 p.m.; requires commissioner agenda items by noon Friday before the meeting; establishes a three-minute public-comment period with sign-in cards; reschedules meetings that fall on county holidays to the next business day. Adopted October 19, 2025 [as dated on the resolution]. (Pages 54–56)

13. October 19, 2026 Meeting Minutes (Prior Meeting Reference) (Pages 48–53)

• Highlights: PVD compliance call revealed Bourbon County scored 63.1 of 100 (75 required) and is out of substantial compliance, driven largely by low property values. Landfill backhoe replacement discussion deferred to January 2028 budgeting. HR RFP awarded to Millie Lipscomb 3-2, with Commissioner Tran objecting on process grounds. Commissioner Beerbower reported a courthouse roof leak and ceiling collapse requiring a $6,500 tarp repair. Commissioner Tran publicly stated he believed the HR vote was predetermined by three commissioners. (Pages 48–53)