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FS City Commission Minutes of March 21

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CITY OF FORT SCOTT

CITY COMMISSION MEETING

 

Minutes of March 21, 2023                                     Regular Meeting

 

The regular meeting of the Fort Scott City Commission was held March 21, 2023 at 6:00 p.m. in the City Commission Meeting Room at City Hall, 123 S. Main Street, Fort Scott, Kansas.

 

ROLL CALL:

Commissioners J. Jones, T. Van Hoecke, K. Harrington, were present with Mayor M. Wells.  E. Woellhof was absent.

 

FLAG SALUTE AND INVOCATION:  M. Wells, 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, Ben Hart/BakerTilly Financial, Lisa Lewis/City Clerk, Police Chief Jason Pickert, Scott Flater/WWTP Director, Jason Dickman/Earles Engineering, Pete Earles/Earles Engineering, Doug Guns/Facilities Director, Thomas Russell/Codes Enforcement, yMichael Clancy/RenoDry, Doug McKinney/AMS, Jimmy Pleasant/AMS, Shawn Davies, Ryan Born, John Carrier, Michael J. Hoyt, Pete Allen.

 

AMENDMENTS TO AGENDA:

  1. Jones moved to approve the march 23, 2023 agenda as submitted. T. VanHoecke seconded. All voted aye.

 

APPROVED THE MARCH 23, 2023 AGENDA AS SUBMITTED.

 

CONSENT AGENDA:

 

  1. Approval of minutes of the regular meeting of March 7, 2023, and special meeting of March 13, 2023.

 

  1. Approval of Appropriation Ordinance 1332-A totaling $321,703.00

 

  1. Request to Pay – J. Richardson Construction – 17th & Eddy Stormwater Improvements – $12,274.30

 

  1. February Financials

 

  1. Jones moved to approve the Consent Agenda. K. Harrington seconded. All voted aye.

 

APPROVED THE CONSENT AGENDA.

 

PUBLIC COMMENTS:  None

 

OLD BUSINESS:

  1. Sludge Removal Update: AMS and Scott Flater/WWTP Director – Scott Flater address the Commission with an update on progression at the Waste Water Treatment Plant. He stated that on November 4 (or 5), 2022, they began treatment with microbes. On September 19, 2022, a sludge judging, to measure the depth of the sludge, was performed prior to treatment. The average measurements were as follows: Cell#1 – 77.83”, Cell#2 – 25”, Cell#3 – 24”. December 20, 2022 (5 or 6 weeks after the addition of microbes) Cell#1 – 33.54”, Cell#2 – 12.3”, Cell#3 – 14.06”.  January 6, 2023 – Cell#1 – 23.21”, Cell#2 – 12.70”, Cell#3 – 10.06”. Microbes are added daily and the lagoons are stirred. The last sludge judge was done on March 15, 2023 – Cell#1 – 20.0”, Cell#2 – 9.00”, Cell#3 – 4.00”.
  2. VanHoecke questioned the high concentration levels of BOD, COD and TSS over the past few months. T. VanHoecke is concerned about how the elevated numbers are affecting the work that AMS is doing if the customer dropping off loads is not helping to reduce the volume and potency. S. Flater stated that it seriously impedes the process.

 

Discussion was had about the sludge judge numbers, the process the company uses to dump the product, test results, and increase in the number of loads from the customer. It was also discussed what has happened so far to address the backslide and what is Fort Scott doing or not doing to handle the issue.

 

  1. Flater stated that it is not a matter of what we’re not doing, it is a matter of what they’re not doing. T. VanHoecke stated his concern about having issues with KDHE. S. Flater stated there are issues. He explained how the system works. He stated that seven (7) out of the last (12) months we have exceeded the permit with KDHE due to the issues being addressed.

 

  1. VanHoecke stated that prior to S. Flater taking the position, there had been plans to have the customer help reduce the issues with corrective action, but he had not received any of that information.

 

  1. Matkin stated that he was told in a meeting that the customer was treating the water over there, they were trying to recycle some of the chemicals that are in their waste such as glycerin. B. Matkin stated that they must start working on their end to help themselves and to help us. He stated that they had no action plan to share.

 

  1. Wells asked S. Flater what he believes should be done. S. Flater stated that in his opinion, in the present state of conditions, it is not a sustainable relationship. He stated that he understands we want to stay in the relationship, but things must change. He stated a letter was sent and nothing was done about it and there was no follow-up, there was no response to the letter.

 

Doug McKinney addressed the Commission on behalf of Advanced Microbial Solutions (AMS) to answer questions and give a point of view from his perspective. He stated that his company is “the boots on the ground” and they do have concerns. He stated that the information he received from the officials in the beginning was verbal. He said it was his understanding that there was 45 to 90,000 additional gallons of industrial sludge coming into the plant.  He said that the point we are at now, the smell will be back. He stated that AMS removed 51” of sludge from Cell#1 in a timely manner. He stated they should have been done by February. He explained how the system was intended to work, the issues they are encountering now and what is happening with the sludge. He began seeing a problem on January 16, 2023. He stated that they were monitoring the issue and expediting their efforts, but the efforts were going backwards. He stated that they saw a difference in the composition of the sludge. It is very pasty and gritty, and it should be slimy. He stated that while he was on site, he observed more trucks coming in and contacted S. Flater. It was calculated that more industrial sludge was being dumped than was calculated for treatment.  D. McKinney stated that had he had the proper numbers, AMS would be doing something different to handle this lagoon system. He believed that AMS has already removed 150% of what they had agreed to do.  He feels they have gone above and beyond and would like to know what the next move will be. He stated that ADM is bringing in twice as many loads and that is increasing the capacity. He stated they can help but in a different way, not in its current state.  He also said that it is his belief that if AMS stopped treating, the situation would be back within 90 days.  D. McKinney proposed to the Commission to pay AMS for what they have done, regroup and help Ft. Scott find a solution to addressing the industrial sludge.

 

  1. Wells asked D. McKinney for his approach to the problem. D. McKinney stated that he would start by taking a sample from the truck, determine the load amount, go back to the table with ADM, get additional equipment installed and a new plan in place. He stated that if it is glycerin in the sludge, that makes a huge difference in rectifying the situation. He stated it is imperative to know what they are dealing with regarding the sludge.

 

Further discussion was had about the goal of the contract and the current situation of the lagoons.

 

  1. Jones directed B. Matkin to arrange a special meeting with ADM and the Commission.

 

  1. VanHoecke stated that he would like to see ADM take action to help the relationship remain between the City and ADM.

 

Pete Earles addressed the Commission regarding the lagoons. He stated that the lagoons operate on three (3) things, air, temperature and time. He explained that winter temperatures have affected the microbes and the aeration system installed has not been turned on yet.  P. Earles stated that AMS did not sample the sludge which can contain biological and non-biologically treatable materials. This lagoon is an overflow that receives stormwater which contains clay, rocks and silt that goes in to the lagoon.  He stated that possibly the sludge is gritty because it contains non-biodegradable materials. He stated that AMS cannot say they can remove all of the sludge when they do not know what is in it. He stated that we had a different lab sample and the high level results are what started the process to make AMS pay for what they were truly sending. He stated that the worst thing you can do with a tank system treatment plant is slug it, and that’s what we are doing.

 

APPEARANCES: 

 

  1. Pat Bishop – Land Bank Manager – Introduction and Annual Report:
  2. Bishop distributed an annual report for the Fort Scott Land Bank. He reported that the current inventory is forty-seven (47) properties in Fort Scott that were acquired from the two (2) foreclosure sales in the past year and two (2) additional properties have been acquired by donation. He stated that most are vacant and eight (8) or nine (9) have a structure. P. Bishop stated that as Land Bank Manager it is his job to get these properties ready for sale or transfer. He stated that anyone interested in the properties should contact him or any member of the Board to begin the application process.

 

  1. Shane Lamb and Susan Galemore/SEKEDC: Consideration of Resolution No. 6-2023. A RESOLUTION TO SUPPORT KANSAS HOUSING INVESTORS TAX CREDIT APPLICATION BY RURAL REDEVELOPMENT GROUP LLC FOR DEVELOPMENT OF RENTAL HOUSING LOCATED AT 736 S. HEYLMAN, FORT SCOTT, KANSAS.

 

  1. Lamb stated he acquired the Old Fort Scott Manner property. His goal is to convert the property into nineteen (19) fair-market rental units with a mix of one (1) and two (2) bedroom apartments.

 

  1. Jones confirmed S. Lamb had previously addressed the Commission. S. Lamb stated that he has a pending assessment waiver.

 

  1. Harrington questioned the status of that issue. Discussion was had about the status of his progress. S. Galemore stated that his progress was dependent on this tax benefit program which requires approval of the submitted resolution stating that the City supports the project.

 

  1. VanHoecke questioned the time frame of the project. S. Galemore stated that the application is due February 17th, (2023) with an award date of mid-March (2023). She stated that there is a qualification process for the project before it can begin. S. Lamb stated that his timeframe was eighteen (18) months.

 

  1. Harrington stated that approving the resolution would allow S. Lamb to move forward with his project to request state income tax credits.

 

Further discussion was had about S. Lamb’s previous appearance regarding this property.  J. Jones asked R. Harrington about the ramifications of the project not being completed.  R. Harrington stated that the tax credits were given upon completion of the project.  S. Galemore explained the program as it relates to Senate Bill 2237 and the follow through process. She also explained that multiple developers cannot make multiple applications, funds are limited, and it is highly competitive but other developers can apply for additional tax credits.

 

  1. Harrington moved to approve Resolution No. 6-2023. A RESOLUTION TO SUPPORT KANSAS HOUSING INVESTORS TAX CREDIT APPLICATION BY RURAL REDEVELOPMENT GROUP LLC FOR DEVELOPMENT OF RENTAL HOUSING LOCATED AT 736 S. HEYLMAN, FORT SCOTT, KANSAS. J. Jones seconded. All voted aye.

 

APPROVED Resolution No. 6-2023. A RESOLUTION TO SUPPORT KANSAS HOUSING INVESTORS TAX CREDIT APPLICATION BY RURAL REDEVELOPMENT GROUP LLC FOR DEVELOPMENT OF RENTAL HOUSING LOCATED AT 736 S. HEYLMAN, FORT SCOTT, KANSAS.

 

  1. Justin Pregont regarding the Van Fossen Apartment Project: Consideration of Resolution No. 4-2023 – A RESOLUTION OF SUPPORT FOR THE SUBMISSION OF THE MODERATE-INCOME HOUSING GRANT APPLICATION FOR THE DEVELOPMENT OF CERTAIN HOUSING WITHIN THE CITY OF FORT SCOTT, KANSAS TO ACCOMPANY THE GRANT APPLICATION TO THE KANSAS HOUSING RESOURCES CORPORATION

 

Consideration of Resolution No. 5-2023 – A RESOLUTION OF SUPPORT FOR THE ADVANCEMENT OF A RURAL HOUSING INCENTIVE DISTRICT (RHID) AND AN INDUSTRIAL REVENUE BOND (IRB) ISSUE IN SUPPORT OF THE VANFOSSEN APARTMENTS PROJECT TO BE LOCATED AT 19 S. MAIN AND 23 S. MAIN IN DOWNTOWN FORT SCOTT, KANSAS

 

  1. Pregont stated this was his second appearance before the Commission regarding the building at 9 S. Main. He is pursuing a project he calls the Van Fossen Apartments. It is a sixteen (16) unit adaptive reuse and historic preservation project approximately 16,000 square feet of the second and third floors of the Van Fossen building at 23 S. Main as well as a comprehensive renovation of the second floor of 19 S. Main. He is seeking the Commission’s approval to apply for $1,375,000.00 in the AARPA category of the Moderate-Income Housing (MIH) Grant. He stated that the City’s responsibility is administrative because the checks that come from the Kansas Highway Resource Corporation must flow through a local government sponsor. He explained the process that he followed with similar projects he has done in the past. He stated that he is the sponsor, he is responsible for carrying it through to completion and he is responsible for the compliance but the funds flow through the City.

 

Commissioners asked questions of the City Attorney and J. Pregont was answered.

 

  1. Harrington stated that J. Pregont is asking for a zero-dollar IRB for sales tax exemption on the purchases he makes. He also stated that the federal government and the state would pursue him if he failed to complete the project.

 

  1. VanHoecke moved to approve Resolution No. 4-2023 – A RESOLUTION OF SUPPORT FOR THE SUBMISSION OF THE MODERATE-INCOME HOUSING GRANT APPLICATION FOR THE DEVELOPMENT OF CERTAIN HOUSING WITHIN THE CITY OF FORT SCOTT, KANSAS TO ACCOMPANY THE GRANT APPLICATION TO THE KANSAS HOUSING RESOURCES CORPORATION. K. Harrington seconded. All voted aye.

 

APPROVED RESOLUTION NO. 4-2023 – A RESOLUTION OF SUPPORT FOR THE SUBMISSION OF THE MODERATE-INCOME HOUSING GRANT APPLICATION FOR THE DEVELOPMENT OF CERTAIN HOUSING WITHIN THE CITY OF FORT SCOTT, KANSAS TO ACCOMPANY THE GRANT APPLICATION TO THE KANSAS HOUSING RESOURCES CORPORATION.

 

  1. VanHoecke moved to approve Resolution No. 5-2023 – A RESOLUTION OF SUPPORT FOR THE ADVANCEMENT OF A RURAL HOUSING INCENTIVE DISTRICT (RHID) AND AN INDUSTRIAL REVENUE BOND (IRB) ISSUE IN SUPPORT OF THE VANFOSSEN APARTMENTS PROJECT TO BE LOCATED AT 19 S. MAIN AND 23 S. MAIN IN DOWNTOWN FORT SCOTT, KANSAS. K. Harrington seconded. All voted aye.

 

APPROVED RESOLUTION NO. 5-2023 – A RESOLUTION OF SUPPORT FOR THE ADVANCEMENT OF A RURAL HOUSING INCENTIVE DISTRICT (RHID) AND AN INDUSTRIAL REVENUE BOND (IRB) ISSUE IN SUPPORT OF THE VANFOSSEN APARTMENTS PROJECT TO BE LOCATED AT 19 S. MAIN AND 23 S. MAIN IN DOWNTOWN FORT SCOTT, KANSAS.

 

  1. Proposal of Pocket Neighborhood – Patrick Wood
  2. Wood distributed handouts of a Pocket Neighborhood that he is proposing at 1907 Huntington. He purchased the property in 2018. He described that he planned to put in ten (10) houses on four (4) lots with one central green area which promotes a sense of community and security. They are four (4) one (1)- bedroom, three (3) two (2)-bedroom, and three (3)-bedroom, handicap accessible individual rental units. Currently they are planned to be stick build on site, but he is looking into other options. The zoning is appropriate for the project. The plan is to be completed within a year to 18 months. R. Harrington stated that REDI is excited about this project as well as the VanFossen Apartments project and recommends that the Commission approves the proposal. R. Harrington stated that P. Wood does not have the resolution he needs from him. Therefore, he is requesting that the Commission come back in a special meeting to approve the resolution because the application is due on February 17, 2023.

 

ITEM TABLED UNTIL THE SPECIAL MEETING OF FEBRUARY 14, 2023.

 

PUBLIC HEARING:

 

  1. VanHoecke moved to open the Public Hearing for Petitioner Robert Lembcke of 2010 E. 3rd Street, Fort Scott, to vacate the roadway easement on Barteau Street between 3rd Street and 4th Street – Property described as: APPROXIMATELY 300’ X 60’ OF BARTEAU STREET LYING BETWEEN LOTS 1-13 BLOCK 16 AND LOTS 2-14 BLOCK 17 MCMILLAN’S ADDITION TO THE CITY OF FORT SCOTT KANSAS. J. Jones seconded. All voted aye.

 

APPROVED TO OPEN THE PUBLIC HEARING FOR PETITIONER ROBERT LEMBCKE OF 2010 E. 3RD STREET, FORT SCOTT, TO VACATE THE ROADWAY EASEMENT ON BARTEAU STREET BETWEEN 3RD STREET AND 4TH STREET – PROPERTY DESCRIBED AS: APPROXIMATELY 300’ X 60’ OF BARTEAU STREET LYING BETWEEN LOTS 1-13 BLOCK 16 AND LOTS 2-14 BLOCK 17 MCMILLAN’S ADDITION TO THE CITY OF FORT SCOTT KANSAS.

 

Thomas Russel/Codes Enforcement, stated that part of Mr. Lembcke’s garage is already in this easement. Both neighbors who are affected agree with the petition.  T. Russel, B. Matkin and Chief T. Shelton stated they do not have concerns.

 

  1. VanHoecke moved to close the public hearing. J. Jones seconded. All voted aye.

 

APPROVED TO CLOSE THE PUBLIC HEARING FOR PETITIONER ROBERT LEMBCKE OF 2010 E. 3RD STREET, FORT SCOTT, TO VACATE THE ROADWAY EASEMENT ON BARTEAU STREET BETWEEN 3RD STREET AND 4TH STREET – PROPERTY DESCRIBED AS: APPROXIMATELY 300’ X 60’ OF BARTEAU STREET LYING BETWEEN LOTS 1-13 BLOCK 16 AND LOTS 2-14 BLOCK 17 MCMILLAN’S ADDITION TO THE CITY OF FORT SCOTT KANSAS.

 

  1. VanHoecke moved to approve the petition by Robert Lembcke of 2010 E. 3rd Street, Fort Scott, to vacate the roadway easement on Barteau Street between 3rd Street and 4th Street – Property described as: APPROXIMATELY 300’ X 60’ OF BARTEAU STREET LYING BETWEEN LOTS 1-13 BLOCK 16 AND LOTS 2-14 BLOCK 17 MCMILLAN’S ADDITION TO THE CITY OF FORT SCOTT KANSAS. J. Jones seconded.  T.VanHoecke, J. Jones, E. Woellhof, K. Harrington voted aye.  M. Wells voted nay.

 

APPROVED THE PETITION BY ROBERT LEMBCKE OF 2010 E. 3RD STREET, FORT SCOTT, TO VACATE THE ROADWAY EASEMENT ON BARTEAU STREET BETWEEN 3RD STREET AND 4TH STREET – PROPERTY DESCRIBED AS: APPROXIMATELY 300’ X 60’ OF BARTEAU STREET LYING BETWEEN LOTS 1-13 BLOCK 16 AND LOTS 2-14 BLOCK 17 MCMILLAN’S ADDITION TO THE CITY OF FORT SCOTT KANSAS.

 

NEW BUSINESS:

 

  1. Consideration to publish for Request for Proposals for Ground Lease – B. Matkin explained this was the yearly lease program for the land by the Wastewater Treatment Plant. It is done every year and we the consider accepting the highest bidder.

 

  1. Jones moved to publish for Request for Proposals for Ground Lease by the Wastewater Treatment Plant. K. Harrington seconded. All voted aye.

 

APPROVED TO PUBLISH FOR REQUEST FOR PROPOSALS FOR GROUND LEASE BY THE WATERWASTER TREATMENT PLANT.

 

  1. Consideration to go out for bids for 2023 Mowing Season – B. Matkin explained this was the yearly bid for contract mowing of properties in the Land Bank or Code Violations. He would like to suggest that the Commission consider asking for three (3)-year contract bids.

 

  1. Wells stated that he would like to see it move to a three (3)-year contract.

 

  1. Jones stated that he would like to see both one (1)-year and three (3)-year bids and then the Commission has options.

 

  1. Jones and T. VanHoecke would like to see the Land Bank piggyback off of this agreement.

 

  1. Jones moved to go out for one (1)-year and three (3)-year moving bids for the 2023 mowing season. Bids will be due March 17th, 2023. K. Harrington seconded.

 

  1. Jones directed B. Matkin to speak with P. Bishop about the Land Bank agreement.

 

All voted aye.

 

APPROVED TO GO OUT FOR ONE (1)-YEAR AND THREE (3)-YEAR MOVING BIDS FOR THE 2023 MOWING SEASON. BIDS WILL BE DUE MARCH 17TH, 2023.

 

  1. Consideration to apply for Grant Project for Automatic External Defibrillator to be placed at City Hall, Buck Run, Fire Department, Airport, Golf Course, Public Works, and Memorial Hall – Dave Bruner: D. Bruner answered questions from Commissioners regarding the number of defibrillators, their planned locations maintenance, brands being considered and training. He is asking permission from the Commission to seek out opportunities. If there are matching opportunities, he will bring those back to the Commission’s approval.

 

  1. Harrington moved to apply for Grant Project for Automatic External Defibrillator to be placed at City Hall, Buck Run, Fire Department, Airport, Golf Course, Public Works, and Memorial Hall. T. VanHoecke seconded. All voted aye.

 

APPROVED TO APPLY FOR GRANT PROJECT FOR AUTOMATIC EXTERNAL DEFIBRILLATOR TO BE PLACED AT CITY HALL, BUCK RUN, FIRE DEPARTMENT, AIRPORT, GOLF COURSE, PUBLIC WORKS, AND MEMORIAL HALL.

 

  1. Consideration to apply for an Assistance to Firefighters Grant to replace the Exhaust Removal Systems within truck bay areas of Fire Station 1 and Fire Station 2 – Dave Bruner: D. Bruner stated that they have systems that are outdated and cannot get replacement parts for any longer. He stated it will be approximately $150,000.00. Fort Scott qualifies for the 95/5 Matching Grant so the City would be responsible for approximately $7,500.00.  He stated that it is a tough process for this grant, and he is not positive they will be awarded. If not, he will find another for next year.

 

  1. Jones moved to grant permission to apply for an Assistance to Firefighters Grant to replace the Exhaust Removal Systems within truck bay areas of Fire Station 1 and Fire Station 2. K. Harrington seconded. All voted aye.

 

APPROVED TO GRANT PERMISSION TO APPLY FOR AN ASSISTANCE TO FIREFIGHTERS GRANT TO REPLACE THE EXHAUST REMOVAL SYSTEMS WITHIN TRUCK BAY AREAS OF FIRE STATION 1 AND FIRE STATION 2.

 

It was agreed by the Commission, through discussion, that in the future, if the application for a grant did not require the Commission’s approval and it was under the budget impact of the City Manager, the item could move forward without appearing before the Commission.

 

  1. Consideration to go out for RFPs for the Cape Seal Program for 2023: Discussion was had about where the Cape Seal would be applied.  B. Matkin was directed by M. Wells to make changes to the program and have it ready for the special meeting on February 14, 2023.

 

CONSIDERATION TABLED TO FEBRUARY 14, 2023, SPECIAL MEETING.

 

  1. Brick Crew Justification:
  2. Matkin would like the Commission to consider hiring a Utility Street Repair Crew consisting of a three (3)-person crew. $120,000.00 a year would be used to fund the crew and it would be taken from three (3) GL’s: Streets, Wastewater and Water Distribution. Their focus would be repairing street cuts, but they would do other things as needed.

 

  1. Hart confirmed that the funds were available for this crew.

 

  1. VanHoecke moved to approve a three (3)-person Utility Street Repair Crew consisting based on BakerTilly’s recommendation of funding and the City Manager’s justification for need. K. Harrington seconded. All voted aye.

 

APPROVED A THREE (3)-PERSON UTILITY STREET REPAIR CREW CONSISTING BASED ON BAKERTILLY’S RECOMMENDATION OF FUNDING AND THE CITY MANAGER’S JUSTIFICATION FOR NEED.

 

  1. Harrington asked the group of Nursing Students from Pitt State who came to the Commission meeting to introduce themselves. Maddy Morris, Sarah Coffman, McKenzie Hughes and Leia Shaffer stated that they were here to observe the meeting and do a community assessment as a class assignment. They thanked the Commission for allowing them to observe and speak with citizens and they enjoyed visiting Fort Scott.

 

  1. Consideration of removing the “Interim” from Interim City Manager title:
  2. VanHoecke motioned to move into Executive Session for the purpose of discussing personnel matters pursuant to the personnel matters of non-elected personnel exception in K.S.A. 75-4319(b)(1). In the meeting will be five (5) City Commissioners, City Attorney and Jeff Hancock for 15 minutes. The open meeting will resume in the Commission Meeting Room at 8:32PM. J. Jones seconded. All voted aye.

 

APPROVED TO MOVE IN TO EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING PERSONNEL MATTERS PURSUANT TO THE PERSONNEL MATTERS OF NON-ELECTED PERSONNEL EXCEPTION IN K.S.A. 75-4319(B)(1). IN THE MEETING WILL BE FIVE (5) CITY COMMISSIONERS, CITY ATTORNEY AND JEFF HANCOCK FOR 15 MINUTES. THE OPEN MEETING WILL RESUME IN THE COMMISSION MEETING ROOM AT 8:32PM.

 

  1. VanHoecke motioned to come out of Executive Session at 8:32PM with action. K. Harrington seconded. All voted aye.

 

APPROVED TO COME OUT OF EXECUTIVE SESSION AT 8:32PM WITH ACTION.

 

  1. VanHoecke motioned that the Commission will begin contract negotiations with Brad Matkin to move from title of Interim City Manager to active full-time City Manager and that he work on the negotiation with City Attorney Bob Farmer to be present back to the Commissioners for approval. He will remain on his current contract and the severance of fifteen (15) days’ notice and that we maintain BakerTilly to work with Brad at this time until such time deemed not necessary to ensure B. Matkin’s success. K. Harrington seconded. All voted aye.

 

  1. Wells directed J. Hancock to move forward with the facilitation of the performance evaluation.

 

APPROVED THAT THE COMMISSION WILL BEGIN CONTRACT NEGOTIATIONS WITH BRAD MATKIN TO MOVE FROM TITLE OF INTERIM CITY MANAGER TO ACTIVE FULL-TIME CITY MANAGER AND THAT HE WORK ON THE NEGOTIATION WITH CITY ATTORNEY BOB FARMER TO BE PRESENT BACK TO THE COMMISSIONERS FOR APPROVAL. HE WILL REMAIN ON HIS CURRENT CONTRACT AND THE SEVERANCE OF FIFTEEN (15) DAYS’ NOTICE AND THAT WE MAINTAIN BAKERTILLY TO WORK WITH BRAD AT THIS TIME UNTIL SUCH TIME DEEMED NOT NECESSARY TO ENSURE B. MATKIN’S SUCCESS.

 

 

REPORTS AND COMMENTS:

 

Interim City Manager: B. Matkin thanked the Commission for their consideration and moving forward on his title.

 

  1. RenoDry: The report is complete, suggests having Michael Clancy return to answer questions but would also like to explore other options and consider doing the outside as well as the inside. Brad will contact Michael Clancy.

 

  1. School Crosswalk Light on National Ave: got three (3) bids ranging from $6,000.00 to $8,500.00. B. Matkin will check on grants.

 

  1. Sidewalk and Curb Reimbursement Program: City Hall was told we no longer did this.  B. Hart told B. Matkin that there are funds to bring the program back.  T. VanHoecke would like to discuss it further before deciding.

 

  1. Demolition Budget: There is $50,000.00 in the budget but also $22,000.00 for carryover but does not include bids already in play.

 

  1. Audio-visual Equipment for Commission Room: E. Woellhof retrieved a quote that is over our budget. We still have a quote of $8,000.00 for speakers and hard-wired microphones and required equipment and installation. To add two cameras to the package the total would be $12,000.00. Discussion was had about how the equipment would be placed. It was agreed upon to purchase the audio equipment and the two (2) cameras, two (2) speakers and twelve (12) microphones for $12,000.00. B. Matkin has the three (3) bids for the budget impact requirements.

 

  1. Jones moved to purchase the audio-visual package for $13,000.00 which included two (2) speakers, two (2) cameras and twelve (12) hard-wired microphones.

 

  1. Harrington asked to see the other two (2) bids before voting. Motion struck and item tabled until the special meeting on February 14, 2023.

 

  1. Downtown Parking ideas: B. Matkin introduced his idea for increased parking on Wall Street with angled one-way parking. He will be discussing it with business owners. Discussion was had on traffic and the one-way parking.

 

Engineering:  J. Dickman updated the Commission that he received an approval letter for the Waterline Extension, need to decide when to go out for bids. He will start writing the bid.

 

Wastewater Treatment Plant:  Peter Earles met with Scott Flater.  P. Earles would like to get on the next agenda to bring items to the Commission.

 

17th and Eddy:  Waiting for contact from ATT.

 

Gunn Park Shower House and Bathroom:  Currently working on a bid package.

 

Downtown Parking:  Gave comments on stall sizes and stated they were laid out at 9 feet. Handicapped parking stalls were discussed.

 

COMMISSIONERS’ COMMENTS:

 

  1. Jones – Status of Member of the Week – B. Matkin stated not implemented yet. Production time sheets – B. Matkin stated that we are doing project time sheets. Action in Progress Plan – want report on cart path repairs, roof on shop by Hole 16, edge outfield of LaRoche, Gunn Park Gazebo. B. Matkin stated the gazebo was discussed at the Parks Advisory Board meeting.

 

  1. Jones moved to have Norm Mackley use his best judgement to determine whether to fix or remove the gazebo at Gunn Park. He is to remove it if necessary. If he determines it can be fixed, he is to bring a plan back to the Commission for approval. K. Harrington seconded. All voted aye.

 

APPROVED TO HAVE NORM MACKLEY USE HIS BEST JUDGEMENT TO DETERMINE WHETHER TO FIX OR REMOVE THE GAZEBO AT GUNN PARK.

HE IS TO REMOVE IT IF NECESSARY. IF HE DETERMINES IT CAN BE FIXED, HE IS TO BRING A PLAN BACK TO THE COMMISSION FOR APPROVAL.

 

Discussion was had on the condition of the Lion’s Den at Gunn Park.

 

  1. Jones asked J. Dickman if the Car Wash Meter had been set. B. Matkin stated he would ask B. Lemke for status.

 

UTV Ordinance language to be cleaned up.  B. Matkin clarified that the vehicle was to be inspected once to obtain the City license and if it changes ownership.

Discussion was had about the Golf Cart Ordinance changes previously made.

 

Seriously consider Golf Course Marshall for Saturday and Sunday.  B. Matkin stated he needs to find out what is legal compensation.

 

  1. VanHoecke expressed concern about not seeing Management present at the weekend and the Rules sign not being visible.

 

More discussion was had about the golf course topics.

 

  1. VanHoecke – follow up discussion on alley marking by Common Ground, US-69 traffic lights update, interested in going through Codes procedures with City Attorney, M. Wells is interested in helping, congratulations to the new Police Chief.

 

  1. Harrington – Boat ramp at Lake Fort Scott will be closed until the 20th. Shelter house repairs are still in progress, congratulations to Kate and Trent with their ribbon cutting event, Pinewood Derby, Chocolate Crawl, and the Illusionist.

 

  1. Woellhof – comments were inaudible.

 

  1. Wells – Possible to set up AB3 storage spots next to Public Works and one in another location for efficiency, Department Heads come to Commission meeting and give reports on a set cycle. Track our crews with app on phone. Concern about staff not being present at the airport on Sundays – B. Matkin stated that someone is always on call.

 

City Attorney Comments: None.

 

Adjournment:

  1. VanHoecke moved to adjourn at 9:24 PM. J. Jones seconded. All voted aye.

 

ADJOURNED MEETING AT 9:24 P.M.

 

Respectfully submitted,

 

Lisa Lewis

City Clerk

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