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FS City Commission Minutes of May 16

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Fort Scott City Hall.

CITY OF FORT SCOTT

CITY COMMISSION MEETING

 

Minutes of May 16, 2023                                                                         Regular Meeting

 

The regular meeting of the Fort Scott City Commission was held May 16, 2023 at 6:00PM in the City Commission Meeting Room at City Hall, 123 S. Main Street, Fort Scott, Kansas.

 

ROLL CALL:

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

 

FLAG SALUTE AND INVOCATION:  M. Wells, said a prayer asking God for guidance for the City, our Government and City officials.

 

PROCLAMATIONS:   M. Wells made a Proclamation from the City of Fort Scott for National Nursing Home Week (May 14-20, 2023).  He stated that he also appeared at Medicalodges and presented the same Proclamation and a blessing over the residents on May 15, 2023.

 

AUDIENCE IN ATTENDANCE:  Brad Matkin/City Manager, Bob Farmer/City Attorney, Lisa Lewis/City Clerk, Police Chief Jason Pickert, Jason Dickman/Earles Engineering, Jackson Tough/Director of Public Relations and Tourism, Scott Flater/Director of Water Utilities, Justin Pregont, Dean Striler, Michael Clancy/RenoDry, Mark McCoy/REDI Chairman, Rob Harrington/REDI Director, Tayton Majors/REDI, Emily Diebolt/REDI, Carolyn Sinn, Kendall Schoenrock

 

APPROVAL OF AGENDA:

  1. Jones moved to approve the agenda as submitted for May 16, 2023. T. VanHoecke seconded. All voted aye.

 

APPROVED AGENDA AS SUBMITTED FOR May 16, 2023.

 

CONSENT AGENDA:

 

  1. Approval of minutes of the regular meeting of May 2, 2023
  2. Approval of Appropriation Ordinance 1336-A – $799,127.78
  3. April Financials

 

  1. Jones moved to approve the Consent Agenda. E. Woellhof seconded. All voted aye.

 

APPROVED THE CONSENT AGENDA.

 

PUBLIC COMMENTS:

 

Dean Striler:  Addressed the Commission regarding the progress of campground and renovation projects approved on February 28, 2022. He stated that the Commission approved the following:  Shelter House, ADA-Compliant Bathroom, Water, Sewer, Fishing Docks, Electricity, Lighting, Primitive Camping and RV Campsites. He would like to know the status of each of the items because as of date, nothing has been done.

 

  1. Matkin stated the Shelter House has been painted and cleaned up, mowing has been happening, all the docks are in place.

 

  1. Wells asked if the items other than the docks have been addressed. B. Matkin stated no.

 

  1. Striler asked for the reason behind that because it was stated over a year and a half ago that the funds were approved by resolution and signed by J. Jones, who was mayor at the time.

 

  1. Wells stated that when he was the Commission’s Representative for the Lake Advisory Board, he did bring these items to the attention of the Commission twice to approve the water line so the project could continue. He stated that he did not have the votes from the other Commissioners to move forward with those projects.

 

  1. Striler asked what is being done with those funds. He stated that he heard there was talk that the lake funds would be used for Memorial Hall improvements.

 

  1. Jones stated that currently they are sitting idle in the account, and it takes a majority of the Commission to approve moving expenditures out of that account.

 

  1. Striler asked what is being done to move forward.

 

  1. VanHoecke stated that the Commission received presentations for the campground and there was confusion about the size and cost, which slowed things down.

 

Further details about the plans were discussed.

 

  1. Striler asked what will be done with the money that is currently in that fund. He stated that certainly things can be done.

 

  1. Jones stated that he would like to see a sight plan for the primitive camping by the next meeting.

 

Further discussion was had about the preliminary plans versus what is financially possible. J. Jones directed B. Matkin to find out what items could be taken care of in the very near future minus electricity and water.

 

Further ideas were discussed on improvements that could happen to the primitive camp site and other items that need immediate attention.

 

  1. Matin also stated that the improvements were taken into Executive Session a few months back that cannot be discussed.

 

  1. Striler again asked what will happen next.

 

  1. Wells stated that B. Matkin will look at the items brought to the Commission’s attention, find some prices, and have those at the next meeting so that we can possibly move forward.

 

OLD BUSINESS:

 

  1. Consideration of Approval of RenoDry Contract for Memorial Hall – Michael Clancy:

 

Discussion was had about the Commissioners speaking with references regarding the system to be installed and how it can benefit Memorial Hall in its present and future condition.

 

  1. Clancy stated he will do the work May 22nd and May 24th, 2023.

 

  1. VanHoecke moved to approve the contract for services from RenoDry from Memorial Hall in the amount of $35,000.00. E. Woellhof seconded. All voted aye.

 

APPROVED THE CONTRACT FOR SERVICES FROM RENODRY FROM MEMORIAL HALL IN THE AMOUNT OF $35,000.00.

 

  1. Consideration of Lagoon Aeration Proposal – Phase II – J. Dickman:
  2. Dickman stated that the proposal was not ready for this meeting and that they are still refining the numbers. J. Dickman stated that he will confirm that the proposal will be ready by the June 6 meeting.

 

  1. VanHoecke moved to table the Consideration of Lagoon Aeration Proposal – Phase II until the June 6, 2023, meeting. J. Jones seconded. All voted aye.

 

APPROVED TO TABLE THE CONSIDERATION OF THE LAGOON AERATION PROPOSAL FOR PHASE II UNTIL THE JUNE 6, 2023, MEETING.

 

  1. Youth Activities Team (Y.A.T.) 1311 S. National Going To Auction, tabled from May 2, 2023, meeting:

 

  1. Jones deferred to Bob Farmer regarding the need for a motion. B. Farmer stated that he believed it to be best to have a motion on the record.

 

  1. Jones moved to allow the Y.A.T. to proceed with selling the house at 1311 S. National.

 

  1. Woellhof seconded. All voted aye.

 

APPROVED TO ALLOW THE Y.A.T. TO PROCEED WITH SELLING THE HOUSE AT 1311 S. NATIONAL.

 

  1. Consideration of Ordinance – Vacancy in Commission – Revision for 2023: Ordinance No. 3746 was drafted by B. Farmer and J. Jones and presented to the Commission as follows: AN ORDINANCE AMENDING 3290 SECTION 2.60.010 (VACANCY IN OFFICE – HOW FILLED) OF CHAPTER 2.60 OF THE FORT SCOTT MUNICIPAL CODE. ORDINANCE 3290 SECTION 2.60.010 is amended as follows:
  2. In case of any vacancy in the office of mayor or commissioner, the remaining members of the board of commissioners shall, within ten days or the next regularly schedule commission meeting, after the occurrence of a vacancy, elect some suitable person, by majority vote, who shall reside inside the territorial limits of the City of Fort Scott, Kansas and shall be a qualified elector therein to fill the vacancy for the balance of the unexpired term of such office. During the calendar year 2023 there will be allowed a onetime exception to the ten-day rule and will allow vacancy to be filled by a ballot at the next general election being held in Bourbon county as which time the person to fill the unexpired term will be placed on the ballot and elected by the people. If the remaining members cannot agree upon a suitable person, then they shall call upon the City Attorney who shall cast the decisive vote for such an appointment. All remaining sections, listed as B – E of Ordinance 3290 Section 2.60.010 shall remain in effect and be unchanged.

 

Discussion was had about the current Ordinance and the potential change. Commissioners voiced concerns as to how this would be better than the Ordinance currently in effect.

 

  1. Jones stated he would hold of moving until the election and therefore moved to approve the Ordinance as presented.

 

  1. Woellhof asked J. Jones if he was making a commitment to stay on until the election. J. Jones stated yes.

 

  1. Farmer stated that the minute you are technically not a resident, you are off the Commission. J. Jones stated that it is based on intent.

 

  1. Wells seconded.

 

  1. Woellhof was called to vote and stated that he wanted to be clear that he is all for letting people vote, but if J. Jones has given his commitment that he will stay until the election, he (E. Woellhof) will vote yes.

 

  1. Woellhof, J. Jones and M. Wells voted aye. Katie Harrington and T. VanHoecke voted nay.

 

APPROVED TO PASS AND APPROVE ORDINANCE NO. 3746 ON MAY 16, 2023.

 

APPEARANCES:

 

  1. Jackson Tough /Director of Public Relations and Tourism: J. Tough appeared before the Commission to update them on what is happening in Tourism. He stated that the most recent completion is the 3,000 + rack cards that have been distributed, which tend to be one of the most successful tourism campaigns. He stated that he is also working on new signage on the highway and working with KDOT for new signage for the National Cemetery. He also announced that Fort Scott has been selected to host the 2024 Kansas Museum Conference and he will be working on a video to promote.
  2. Tough stated that the Osage Ballet will be at the FSCC Ellis Center on July 21 and 22, 2023, and the Gordon Parks Celebration is coming up October 5-7, 2023. He has also been involved in the 1st Colored Infantry Mural, Bourbon on the Rocks Gravel Grinding, SEK Regional Tourism Conference, LaRoche quarterly e-mails and the newly created Stay and Play that is creating packages with Woodland Hills Golf Course and are hotels.
  3. Tough fielded questions from Commissioners regarding GeoFencing and comparisons of last years’ statistics to this year’s numbers for tourism.
  4. Matkin stated that with Tourism he believes Fort Scott needs to be proactive and not reactive and focus on networking and building relationships all over the area. He also believes the City’s new App (MyCivicService) will help with Tourism as well.

 

  1. Business Retention by REDI: R. Harrington addressed the Commission by stating that REDI was present to update the Commission on a regular basis as requested.  Tayton Majors updated the Commission about the projects he has been working on for REDI regarding business retention and expansion. T. Majors stated that he collaborates with the grant writer, marketing specialist and the director on each project he works on.  T. Majors outlined that he has been working on with REDI. He stated that the largest project is the creation of a formal business retention and expansion program. It has not yet been completed but has some tentative findings that are eye-opening and have yielded some amazing results.  T. Majors talked about the need for healthcare and moderate-income housing in the community.  He will collaborate with B. Matkin on infrastructure needs.  T. Majors also stated that REDI, in partnership with the Chamber, will host a Rural Workforce Development Summit on June 22, 2023.  He stated that he is also involved in the 1st Colored Infantry Mural. He finished by informing the Commission that he will be leading the development of a Small Business Incentive Package. He stated that each project that REDI does is in close coordination and compliance with the 2018 Comprehensive Plan and the Strategic Initiatives that were discussed at the last meeting.

 

  1. Harrington asked that the City consider an Executive Session at this time to discuss a possible development that could come to Fort Scott.

 

  1. Jones moved that the City Commission recess into Executive Session 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 session will be the (5) City Commissioners, the City Manager, the City Attorney, Rob Harrington, Mark McCoy, and Kendall Schoenrock. The open meeting will resume in the Commission Room at 7:18PM.

 

  1. Harrington seconded. All voted aye.

 

APPROVED HAT THE CITY COMMISSION RECESS INTO EXECUTIVE SESSION 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 SESSION WILL BE THE (5) CITY COMMISSIONERS, THE CITY MANAGER, THE CITY ATTORNEY, ROB HARRINGTON, MARK MCCOY, AND KENDALL SCHOENROCK. THE OPEN MEETING WILL RESUME IN THE COMMISSION ROOM AT 7:18PM.

 

  1. VanHoecke moved to come out of Executive Session at 7:18PM. K. Harrington seconded. T. VanHoecke, E. Woellhof, and K. Harrington voted aye.

 

APPROVED TO COME OUT OF EXECUTIVE SESSION AT 7:18PM.

 

  1. VanHoecke moved that the City Commission recess into Executive Session 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 session will be the (5) City Commissioners, the City Manager, the City Attorney, Rob Harrington, Mark McCoy, and Kendall Schoenrock. The open meeting will resume in the Commission Room at 7:30PM.

 

  1. Harrington seconded. T. VanHoecke, E. Woellhof, and K. Harrington voted aye.

 

APPROVED THAT THE CITY COMMISSION RECESS INTO EXECUTIVE SESSION 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 SESSION WILL BE THE (5) CITY COMMISSIONERS, THE CITY MANAGER, THE CITY ATTORNEY, ROB HARRINGTON, MARK MCCOY, AND KENDALL SCHOENROCK. THE OPEN MEETING WILL RESUME IN THE COMMISSION ROOM AT 7:30PM.

 

  1. Wells moved to come out of Executive Session at 7:30PM with no action. J. Jones seconded. J. Jones, K. Harrington, and M. Wells voted aye.

 

APPROVED TO COME OUT OF EXECUTIVE SESSION AT 7:30PM.

 

  1. Harrington took the podium and stated that he has had some discussions with Bond Counselors as well as B. Farmer and B. Matkin regarding a project we’ve been working on for a couple of years now. He stated that he is coming to the City Commission tonight for REDI to recommend the City Commission authorize City staff and Bond Counsel to move forward on a TIF and a STAR Bond District.

 

  1. Matkin stated that he was given authorization as City staff with the Bond Counsel to move forward with the process of establishing the STAR Bond and TIF Districts for the project that R. Harrington has been working on.

 

  1. Jones asked what the next step would be.

 

  1. Farmer stated that the next step would be discussions with the Kansas Department of Commerce. He said it basically means that the State is underwriting a portion of this project with their share of sales tax money that they receive from the district that is formed here. He stated that the developer has a list of what they want to develop here. The State determines whether any of it is eligible or if they are interested in using taxpayer’s money to develop the plan. It then comes back to the City to fill in all the details.

 

 

 

 

  1. Wells stated that at this point our Bond Counsel and our City are asking permission to go ahead and proceed forward with the establishment of drawing up the different districts or the TIF and STAR Bond so that we can move forward with the sports complex.

 

  1. Farmer stated that the County will have to go into the program with the City because some of the land is within City limits and some is outside.

 

  1. Jones moved to move forward with the establishment of the TIF and STAR Bond Districts. T. VanHoecke seconded. All voted aye.

 

APPROVED TO MOVE FORWARD WITH THE ESTABLISHMENT OF THE TIF AND STAR BOND DISTRICTS.

 

  1. Justin Pregont – Consideration of Resolution No. 9-2023 – 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. Jones moved to approve Resolution 9-2023. Katie Harrington seconded. All voted aye.

 

APPROVED RESOLUTION 9-2023.

 

  1. Lindsay Madison – Consideration of Application for Parade Permit – Good Ol’ Days Festival Annual Parade “Back to the Bricks with Family, Friends and Fun,” Request is the same as last year so she will not appear, only submit application:

 

  1. VanHoecke moved to approve the application for the Good Ol’ Days Festival Annual Parade as submitted on the application by Lindsay Madison for June 2, 2023, beginning at 6:00PM. E. Woellhof seconded. All voted aye.

 

APPROVED THE APPLICATION FOR THE GOOD OL’ DAYS FESTIVAL ANNUAL PARADE AS SUBMITTED ON THE APPLICATION BY LINDSAY MADISON FOR JUNE 2, 2023, BEGINNING AT 6:00PM.

 

PUBLIC HEARING:  None

 

NEW BUSINESS:

 

  1. Split Case Pump for WTP – S. Flater: S. Flater/Water Utilities Director requested that the Commission consider and take action to accept the quote from Alliance Pump and Mechanical Services, Inc. to provide labor and materials for the repair of the Goulds 3410 6X8 split case pump. Staff will rebuild split case pump #3 om the High Service Pump Station at the Water Production Plant. S. Flater stated that this item was on the capital improvement and is routine maintenance but must be done before problems arise.

 

  1. VanHoecke moved to approve the purchase of the Split Case Pump from Alliance Pump and Mechanical Service, Inc. for the Water Treatment Plant in the amount of $12,671.92. E. Woellhof seconded. All voted aye.

 

APPROVED TO PURCHASE THE SPLIT CASE PUMP FROM ALLIANCE PUMP AND MECHANICAL SERVICE, INC. FOR THE WATER TREATEMENT PLANT IN THE AMOUNT OF $12,671.92.

 

  1. Consideration of Park Advisory Board’s unanimous recommendation to fill vacancy with candidate Kimberly Young: It was stated for transparency that Kimberly is a City Employee and employees are eligible to sit on an advisory board as a citizen.

 

  1. VanHoecke moved to approve the recommendation of the Park Advisory Board to fill the vacant seat with applicant Kimberly Young. J. Jones seconded. All voted aye.

 

APPROVED THE RECOMMENDATION OF THE PARK ADVISORY BOARD TO FILL THE VACANT SEAT WITH APPLICANT KIMBERLY YOUNG.

 

  1. Consideration of Acquisition of Land for Economic Development and Construction of a Manufacturing Plant: M. Wells moved to have Letter of Intent sent out to move forward with the project.

 

  1. VanHoecke questioned whether the information can be disclosed to the public.

 

  1. Farmer stated it is reasonable to discuss concerns.

 

MOTION DIES FOR LACK OF A SECOND.

 

  1. Consideration of Approval of Boundary Survey for 37+/- Acre Parcel and Certificate of Survey of a 20-Acre Parcel Split out from boundary for the Acquisition of land for Economic Development and Construction for a Manufacturing Plant to be completed by Earles Engineering & Inspection, Inc. for $5,000.00. – M. Wells

 

  1. Wells requested that the matter be tabled until May 17, 2023, Special City Commission Meeting.

 

  1. Establishment of a Rural Housing Incentive District (RHID) – M. Wells: After discussion with the Commission, it was decided to direct the City Manager to move forward and work with developers to pick (3) sites for developing RHID’s in the community.

 

 

 

 

 

 

REPORTS AND COMMENTS:

 

City Manager:  B. Matkin

  1. Memorial Hall steps require another coat to be completed.
  2. Diehl, Banwart and Bolton will begin the City’s audit.
  3. The “Icehouse” is down. There have not been plans or a timetable presented.
  4. Rearing Pond concerns addressed
  5. There is no leak on the dam.

 

City Engineer:  J. Dickman/Earles Engineering & Inspection

1, Bennet Construction has begun mobilizing for the CDBG Sanitary Sewer Project and their sign is up.

  1. Survey is completed on Wall Street.
  2. 6th and Horton – request for Certifications is to the Clerk

 

 

COMMISSIONERS’ COMMENTS:

 

  1. VanHoecke:
  2. Thankful for the much-needed rain.
  3. Not against Economic Development, just concerned about money spent.
  4. Thank you B. Matkin – discussion about Golf Course produced do solutions.

 

  1. Woellhof:
  2. Announced he will run in the November 2023 election to maintain a seat on the Fort Scott City Commission.
  3. Gunn Park Road is in bad shape – any plans?
  4. In favor of the City contributing to the Fireworks Display this year.

 

  1. Harrington:
  2. School is out for the summer, reminder to be extra observant and careful.
  3. The Lake Advisory board requested that the Commission temporarily restrict wake boards and similar activities due to low lake level and blue algae.

 

  1. Jones: No Comment

 

  1. Wells:
  2. Congratulations to FSHS Baseball who won the Regional Championship.
  3. Osage Ballet at the Ellis Center (FSCC) July 21st and 22nd.

 

 

City Attorney Comments:  No comments

 

 

 

 

 

 

 

Adjournment:

 

  1. Harrington moved to adjourn the meeting at 8:40PM. J. Jones seconded. All voted aye.

 

APPROVED TO ADJOURN THE MEETING AT 8:40PM.

 

 

Respectfully submitted for approval,

Lisa A. Lewis, City Clerk

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