NOTICE OF AND AGENDA FOR REGULAR

MEETING OF FORT SCOTT CITY COMMISSION

City Hall Commission Room – 123 S. Main Street, Fort Scott, KS 66701

June 4, 2024 – 6:00 P.M.

 

1.     Call to Order
2.     Roll Call

Tim VanHoecke,   Matthew Wells,    Dyllon Olson,     Tracy Dancer

III.       Pledge of Allegiance

1. Invocation
2. Approval of Agenda
3. Consent Agenda

 

16. Approval of Appropriation Ordinance 1361-A – Expense Approval Report – Payment Dates – May 15, 2024 – May 28, 2024 – $521,016.52
17. Approval of Minutes for May 21, 2024
18. Request to Pay – Hofer, Hofer & Associates – Application No. 2 – Gunn Park Shower House and Restroom – Amount Due – $20,561.40
19. Request to Pay – Hofer, Hofer & Associates – Application No. 3 – Gunn Park Shower House and Restroom –Amount Due – $10,125.00
20. Request to Pay – Earle’s Engineering & Inspection – Project No. 06 KA-6898-01 – Design Contracts – $25,947.45
21. Request to Pay – Skitch’s Hauling & Excavation, Inc. – Invoice #7615 – Demolition of 10 S. National Ave. – $94,396.00

 

VII.      New Business

            Action Items:

1. Consideration of Letters of Interest for City Commissioner
2. Oath of Office for new Commissioner
3. Selection of President of Commission
4. Consideration to purchase mower for the airport – Coffman
5. Consideration to Purchase Jet-Foamer System – Wastewater Collections – Key Equipment & Supply Co. – $45,363.13 – Lemke
6. Consideration to Purchase 2022 Ford F350 Service Truck – Water Distribution – Olathe Ford Commercial Sales Center – $65,350.00 – Lemke
7. Consideration of bids for 2024 Hay Rights at Fort Scott Municipal Airport
8. Certificate of Appropriateness for 124 E. Wall Street – Hole in the Wall Liquor
9. Certificate of Appropriateness for 110 South Main LLC – 110 S. Main Street 
10. Consideration of Request for a New City License to Serve Alcoholic Liquor and Cereal Malt Beverages for Consumption On The Premises – Mi Ranchito – 17 S. Main Street

 

VIII.    Public Comment – Sign up required before the beginning of the meeting on register at the entrance of the Commission Room. Public Comments are for any topic not on the agenda and limited to five (5) minutes per person, at the Commission’s discretion.

 

1.      Appearances – Must be scheduled with the City Clerk at least (1) week prior to the meeting             

              you wish to address the Commission. You will be scheduled on the agenda to speak on your topic.

 

1. Amanda Lancaster/Diehl, Banwart & Bolton – Audit expectations and Single Audit vs. Regular Audit.
2. Robert Harrington/Bourbon County REDI

– RHID – Denny Davis land

– RHID- Downtown

 

 

1. Reports and Comments
2. City Manager Comments – Equipment Auction
3.  Engineering Comments
4.   Commissioners Comments
5.  City Attorney Comments

 

 

1. Executive Session

 

XII.     Adjourn

CITY OF FORT SCOTT

CITY COMMISSION MEETING

 

 

Minutes of May 21, 2024                                                                      Regular Meeting

 

The regular meeting of the Fort Scott City Commission was held May 21, 2024, at 6:00PM (Time stamp: 0:09) in the City Commission Meeting Room at City Hall, 123 S. Main Street, Fort Scott, Kansas. (Time stamps according to YouTube recording of meeting).

 

Roll Call

Meeting called to order at 6:00PM (Time stamp: 0:22). Commissioners Matthew Wells, Tim VanHoecke, Melissa Guns, and Dyllon Olson were present with Mayor Tracy Dancer.

 

Pledge of Allegiance and Invocation

1. Dancer led the Pledge of Allegiance and T. VanHoecke said a prayer asking God for guidance for the City, our Government and City officials.

 

Audience in Attendance – Brad Matkin/City Manager, Bob Farmer/City Attorney, Jason Dickman/City Engineer-Earles Engineering, Jason Pickert/Chief of Police, Leroy Kruger/Codes Inspector, Lisa Lewis/City Clerk, Robert Harrington/REDI, Tayton Majors/REDI, Mark McCoy/REDI, Michael Hoyt, Robert Coon, Kim Coon, and Jose Montanez.

 

Approval of Agenda (Time stamp 2:17)

1. Olson requested that (2) items be added to the agenda: 1) Consideration to accept the resignation of Robert Coon from the Land Bank Board of Trustees/New Business/Action Items; and 2) Discussion of the barber shop on Wall Street/Appearances.

 

MOTION: D. Olson moved to approve the agenda with the requested amendments. T. VanHoecke seconded the motion.  All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

Consent Agenda (Time stamp 3:22)

– Approval of Appropriation Ordinance 1360-A – Expense Approval Report – Payment Dates – May 1, 2024 – May 14, 2024 – $488,204.78

– Approval of Minutes for May 7, 2024

– April Financials

 

MOTION:  T. VanHoecke moved to approve the Consent Agenda.  D. Olson seconded the motion. All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

Public Comment – No public comment.

 

 

 

 

Appearances

 

Shawn O’Brien (Time stamp – 4:40) – addressed the Commission for consideration of a request Temporary Street Closures for Good Ol’ Days.

 

MOTION:  M. Guns moved to approve the temporary closures as submitted and discussed for the Good Ol’ Days.  M. Wells seconded the motion.  All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

Shawn O’Brien (Time stamp – 8:37) – addressed the Commission regarding the request for a parade permit from the Chamber of Commerce for Good Ol’ Days.

 

MOTION:  T. VanHoecke moved to approve the parade permit as submitted.  M. Guns seconded the motion.  All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

Patrick Wood (Time stamp – 10:22) – addressed the Commission regarding his development Broken Oak Housing Community, 1920 Huntington, by Patrick J. Wood Properties, LLC requesting that it be considered for an RHID. This current project is for 6 duplexes.

 

MOTION:  M. Wells moved to proceed with for the “Horton Street project.”  D. Olson seconded the motion.  All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

Robert Harrington (Time stamp 15:06) – addressed the Commission with a quarterly report of the activities of Bourbon County REDI.  T. Dancer requested a written report be submitted summarizing that was presented.   R. Harrington agreed to create a document.

 

Brad Matkin (Time stamp 23:42) – updated the Commission with graphic handouts on the WWTP in the absence of Scott Flater/Water Utilities Director.

 

Jose Montanez (Time stamp 28:43) – addressed the Commission regarding the condition of his business on Wall Street that was condemned for structural issues.

Robert Coon (Time stamp 37:49) answered questions asked of him by the Commission regarding his building which was condemned as well due to the safety issues of the adjoining barber shop.  Jason Dickman/City Engineer (Time stamp 45:00) was requested to comment on his observations of the building.  B. Farmer/City Attorney (Time stamp 47:50) stated that everything discussed is a private matter and there is no obligation to the City other than public safety which has already been addressed.  Leroy Kruger/Codes Inspector (Time stamp 50:54) was asked to comment.

 

 

 

Public Hearings:

 

314 S. Eddy – Consideration to Repair or Remove Unsafe and Dangerous Structure and Accessory Structure

 

MOTION: (Time stamp 1:17:06) T. VanHoecke moved to open the Public Hearing at 7:17PM.  M. Guns seconded the motion.  All voted yes.

 

RESOLUTION NO. 16-2024 – RESOLUTION DIRECTING THE REPAIR OR REMOVAL OF AN ALLEGED UNSAFE AND DANGEROUS STRUCTURE(S) AND ACCESSORY STRUCTURE(S) PARCEL #006-119-30-0-30-25-010-00-0 LEGALLY DESCRIBED AS FORT SCOTT, LOT 8 BLK 132 IN BOURBON COUNTY, IN THE CITY OF FORT SCOTT, KANSAS, OTHERWISE KNOWN AS  [314 S. EDDY],  FORT SCOTT, KS 66701

 

MOTION PASSED BY 5-0 VOTE.

 

1. Farmer left the meeting at (Time stamp 1:17:49)

 

1. Guns returned to the meeting at (Time stamp 1:18:03)

 

1. Kruger/Codes Inspector spoke about the history the Codes Department had with the structures. No one was present to speak for the hearing.

 

1. Farmer returned to the meeting at (Time stamp 1:19:30)

 

ACTION: (Time stamp 1:19:44) – B. Matkin requested that L. Kruger submit a statement in writing from the living relative regarding the status of the ownership of 314 S. Eddy and the statement he made for no interest to repair.

 

MOTION: (Time stamp 1:22:53) T. VanHoecke moved to close the Public Hearing at 7:22PM.  D. Olson seconded the motion.  All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

MOTION:  M. Guns moved to remove the structure and accessory structure at 314 S. Eddy.  T. VanHoecke seconded the motion.  All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

306 S. Lowman – Consideration to Repair or Remove Unsafe and Dangerous Structure and Accessory Structure

 

MOTION: (Time stamp 1:24:04) – T. VanHoecke moved to open the Public Hearing at 7:24PM.  D. Olson seconded the motion.  All voted yes.

 

RESOLUTION NO. 17-2024 – RESOLUTION DIRECTING THE REPAIR OR REMOVAL OF AN ALLEGED UNSAFE AND DANGEROUS STRUCTURE(S) AND ACCESSORY

 

STRUCTURE(S) PARCEL #006-119-30-0-30-27-002-00-0 LEGALLY DESCRIBED AS FORT SCOTT, S 25’ LOT 4 BLK 130 IN BOURBON COUNTY, IN THE CITY OF FORT SCOTT, KANSAS, OTHERWISE KNOWN AS [306 S. LOWMAN], FORT SCOTT, KS 66701

 

MOTION PASSED BY 5-0 VOTE.

 

1. Kruger/Codes Inspector spoke about the history the Codes Department had with the structures. No one was present to speak for the hearing.

 

MOTION: (Time stamp 1:25:29) T. VanHoecke moved to close the Public Hearing at 7:25PM.  D. Olson seconded the motion.  All voted yes.

 

MOTION:  M. Guns moved to remove the structure and accessory structure at 306 S. Lowman.  T. VanHoecke seconded the motion.  T. VanHoecke, M. Guns and T. Dancer voted yes.  D. Olson and M. Wells voted no.

 

MOTION PASSED BY 3-2 VOTE.

 

Action Items

 

Consideration of Letters of Interest for Fort Scott Public Library Board (Time stamp 1:27:45) – M. Wells stated that (2) letters of interest were received for the open position.  The library board met and agreed to recommend candidate Aaron Judy.

 

MOTION:  M. Wells moved to appoint Aaron Judy to the Library Board. M. Guns seconded the motion. All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

ACTION:  M. Wells stated that the Library Director Jennifer Gum-Fowler is creating a list of Board Members and their terms to be emailed to the City Clerk.

 

Consideration to Accept the Letter of Resignation from Robert Coon and of Letters of Interest for the Land Bank Board

 

MOTION: (Time stamp 1:30:13) T. VanHoecke moved to accept the resignation of Robert Coon from the Land Bank board.  D. Olson seconded the motion.  All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

The City Clerk clarified that the resignation of Robert Coon creates another vacancy on the Land Bank Board of Trustees.  The Letter of Interest to be considered is to fill an existing vacancy.

 

MOTION: (Time stamp 1:31:07) T. VanHoecke moved to accept the recommendation of the Land Bank for Judy Earp to be appointed to the Fort Scott Land Bank.

 

1. Olson asked that the motion be amended to include the language of “for a 3-year term” if the ordinance is amended. T. VanHoecke agreed to the amendment. M. Wells seconded the motion. All voted yes.

 

MOTION PASSED BY 5-0 VOTE.

 

Acceptance of Letter of Resignation from Commissioner/President M. Guns – M. Guns read her Letter of Resignation to the Commission. Her departure is due to a job relocation for her husband out of state.

 

1. Matkin left the meeting at (Time stamp 1:36:12)

 

Discussion was had about the date of May 31, 2024.  M. Guns agreed to amend her resignation date to May 22, 2024.

 

MOTION: (Time stamp 1:27:35) – T. VanHoecke moved to accept the resignation of Commissioner Melissa Guns from the Fort Scott City Commission effective as of May 22, 2024.  D. Olson seconded the motion.

 

1. Matkin returned to the meeting at (Time stamp 1:38:02)

 

1. Guns, T. VanHoecke, D. Olson and T. Dancer voted yes. M. Wells voted no.

 

1. Wells left the meeting at (Time stamp 1:38:28)

 

MOTION APPROVED BY 4-1 VOTE.

 

1. Wells returned to the meeting at (Time stamp 1:39:38)

 

Reports and Comments

 

1. City Manager Comments (Time stamp 1:38:57)

–  Solar Traffic Systems – signed by CM – only half payment required

–  Diehl, Banwart and Bolton on next agenda (audit)

–  Meeting with all Directors and BakerTilly for budget

–  Wind storm damage – Brush Dump will remain open

–  Working on FEMA paperwork for previous storm/flood damage

– Luau for the Splash Pad opening was a success, very well attended.                    Thank you to all City Staff who helped bring it together.

 

1. Engineering Comments (Time stamp 1:43:36)

–  Comments back from KDHE regarding the water plant that will                                                  go to S. Flater to be completed.

–  Pre-Construction meeting with Heck & Wicker for Horton & 6^th                                           Street Project – start date is July 8, 2024. Advanced warning signs                                     may go up prior for public.

 

 

1. Commissioners Comments

     –  M. Guns (Time stamp 1:44:42)

     –  M. Wells (Time stamp 1:46:13)

     –  T. VanHoecke (Time stamp 1:47:49)

     –  D. Olson (Time stamp 1:49:19)

     –  T. Dancer (Time stamp 1:53:07)

 

ACTION:  City Clerk directed to set up a stand-alone Work Session for the discussion of Lake Lots including a site visit by the Commissioners.

 

1. City Attorney Comments (Time stamp 1:54:10)

 

MOTION: (Time stamp 1:54:43) – M. Guns moved to adjourn the meeting at 7:54PM.       T. VanHoecke seconded the motion. All voted yes.

 

MAY 21, 2024, MEETING ADJOURNED AT 7:54PM

 

 

_______________________________________________________________________

Respectfully submitted by:

Lisa A. Lewis, City Clerk

The City Clerk is now accepting Letters of Interest for several vacant positions.  City Hall does appreciate the time investment advisory board commission members make; therefore, only serious candidates need submit their OWN letter.  All letters will be verified by the City Clerk and all applicants must appear before the City Commission before they are appointed.  All positions are voluntary and will not be compensated.

 

CITY COMMISSIONER – (1) opening to finish out the remainder of a vacated seat that expires December 31, 2024. The successor to be determined by election in November 2024. DEADLINE MAY 30, 2024, AT 5:00PM.

 

PARKS ADVISORY BOARD – (1) opening to finish out the remainder of a vacated seat that expires December 31, 2024. The position is a (2)-year term and may be renewed after the upcoming expiration date if you wish to continue to serve on the board and the reappointment is approved. The function of the Parks Advisory Board is to provide suggestions to the City and Manager and the City Commission regarding the parks within the City of Fort Scott. Currently this board meets quarterly or on “as needed basis” for (1) hour on Thursday afternoons at City Hall. The next scheduled meeting is July 11, 2024, at 4:00PM at City Hall.  DEADLINE IS JUNE 28, 2024, AT 5:00PM.

 

PLANNING COMMISSION – (1) opening to finish out the remainder of a vacated seat that expires December 31, 2026.  The position is a (3)-year term and the candidate for this vacated position must be a City resident. The Planning Commission is under the authority of K.S.A. 12-744 et seq. and City Ordinance No. 3762, for the purpose of recommending and advising the Governing Body of the City on matters pertaining to the planning, zoning and subdivision administration of all legal territory and property inside the Cit limits of Fort Scott. Currently this commission meets bi-monthly (every other month) and “as needed” if necessary for timely matters requiring a decision prior to a scheduled meeting. Meetings generally last (1) hour and are currently held on Wednesday afternoons at 4:00PM at City Hall. Times and dates are amendable to meet the schedules of commission members. The next bi-monthly meeting is scheduled for July 22, 2024, at 4:00PM at City Hall.  DEADLINE IS JULY 19, 2024, AT 5:00PM.

 

LIBRARY BOARD – (1) opening for a (4)-year term. This board meets the second Tuesday of each month at the Fort Scott Public Library.  For further information about the Library Board, please contact the library director, Jennifer Gum-Fowler at (620) 223-2882. OPEN UNTIL FILLED.

 

Please submit ALL Letters of Interest to the City Clerk by the deadlines indicated either in person at City Hall, 123 S. Main Street or by email [email protected] .  PLEASE BE SURE TO INCLUDE CONTACT INFORMATION. All letters will be verified, and all candidates must appear before the City Commission when scheduled by agenda. If letters cannot be verified, they will not be considered. For questions, please contact Lisa Lewis, City Clerk at [email protected] or (620) 223-0550 ext. 507.

 

 

 

 

 

 

Lisa A. Lewis, City Clerk

 

People may have noticed the warning tape on the steps at Memorial Hall, located at Third Street and National Avenue.

The tape was put up last Tuesday, May 21, when city personnel noticed some of the mortar above the steps was coming off and felt it was unsafe for citizens to use the steps, according to Fort Scott City Manager Brad Matkin.

“The problem with Memorial Hall is the mortar on the top of the entryway is crumbling and pieces of it have been falling onto the stairway,” Matkin said.  “There is nothing wrong with the stairs, we roped it off believing we do not want citizens to go into those entry doors and have something fall on them. It is strictly for the safety of our citizens.”

“We are going out for bids to get the area fixed,” he said.

The Good Ol’ Days Baby Contest WILL take place in Memorial Hall on Saturday, June 1. Citizens are asked to NOT use the front steps, but instead the doors on the north and south of the building, according to Shaw O’Brien, chairman of the steering committee.

 

 

Letters of Interest are now being accepted for an open position on the Fort Scott City Commission. Candidates must reside in the territorial limits of the city of Fort Scott and shall be a qualified elector under the Constitution of the state of Kansas (Ordinance No. 3289). This position is to fill a vacancy created on May 22, 2024, with the resignation of the sitting Commissioner. The term for this position expires December of 2025 and the successor will be determined in the next election.

The following time commitments are general guidelines to be considered before submitting your Letter of Interest:    1) Regular City Commission meetings are held the 1^st and 3^rd Tuesday of every month beginning at 6:00PM and average two (2) hours or more;    2) Special City Commission meetings may be called at any time if the matter is of a pressing nature and a decision must be made prior to a regular meeting;   3)  Attendance at meetings for which you are selected to be a Commission Representative – such as an advisory board, library board, etc;  4) Work Sessions are scheduled for issues that require open discussion but do not require an immediate decision. These are usually scheduled prior to a regular meeting, typically begin at 5:00PM, and then lead into a regular meeting. There will be Work Sessions scheduled on a stand-alone date that usually begin at 5:00, 6:00 or 7:00PM.   5)  Trainings for the Kansas Open Meetings Act (KOMA) and the Kansas Open Records Act (KORA) are required annually and other training is available but optional; 6) Representation at community activities and other meetings are usually optional but highly encouraged;  7)  Individual preparation for meetings may be necessary for topics that require research in order to make an informed decision at the table.

Please also consider that this is a high-profile position within this community. All meetings are streamed on YouTube, the newspapers and television stations may be present at any given time, and you will be involved in many community activities and issues. As a City Commissioner, you will be a contact and a representative for citizens’ and their concerns. The concerns and issues that the Commission faces are not always positive in nature. However, they will require your best collaborative efforts and decision-making skills with your fellow Commissioners and the City Manager.

Please visit www.fscity.org, contact the City Manager, Brad Matkin ([email protected]) or the City Clerk, Lisa Lewis [email protected] for any questions.  We would also encourage you to watch previous Commission meetings on the City of Fort Scott YouTube channel before making the commitment by submitting your Letter of Interest.

All Letters of Interest will be reviewed, and all qualified candidates will be contacted to appear and speak before the Commission at the June 4^th regular meeting. The Commission will select the new Commissioner who will be sworn in and seated that evening.

Letters will be received in person at City Hall (8:00AM-5:00PM) or by email to [email protected] until Thursday, May 30^th at 5:00PM. No letters will be received after the deadline.

Please be sure to include contact information in your letter and clearly mark “LETTER OF INTEREST/CITY COMMISSIONER”.

A special meeting of the City of Uniontown  Council will be held May 23 at 6 p.m. at City Hall.]

 

CALL TO ORDER AT _________ by __________________________________________

ROLL CALL:

 ____ Jess Ervin ____ Danea Esslinger ____ Amber Kelly ­­____ Mary Pemberton  ____ Bradley Stewart

 

Motion by _____________, Second by  __________, Approved ______, to enter into executive session pursuant to non-elected personnel exception, KSA 75-4319(b)(1), in order to discuss duties and benefits of non-elected personnel, the open meeting to resume at ____________.