CITY OF FORT SCOTT
CITY COMMISSION MEETING
Minutes of June 4, 2024 Regular Meeting
The regular meeting of the Fort Scott City Commission was held June 4, 2024, at 6:00PM (Time stamp: 0:010) 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. Commissioners Matthew Wells, Tim VanHoecke, and Dyllon Olson were present with Mayor Tracy Dancer.
Audience in Attendance – Brad Matkin/City Manager, Bob Farmer/City Attorney, Jason Dickman/City Engineer-Earles Engineering, Jason Pickert/Chief of Police, Lisa Lewis/City Clerk, Tom Coffman/Public Works Manager, Bill Lemke/Water Distribution & Wastewater Collections Supervisor, Jessica Oliphant/BakerTilly (via telephone), Amanda Lancaster/Diehl, Banwart & Bolton, Jason Silvers/Fort Scott Tribune, Michael Hoyt, Mark Hall, Kathryn Salsbury, Cole Jones and Charles Gentry.
Pledge of Allegiance and Invocation
- Dancer led the Pledge of Allegiance and B. Matkin said a prayer asking God for guidance for the City, our Government and City officials.
Approval of Agenda (Time stamp 1:15)
MOTION: T. VanHoecke moved to amend the agenda to remove Robert Harrington from Appearances. He is unable to attend and will appear at the next meeting. M. Wells seconded the motion. All voted yes.
MOTION PASSED BY 4-0 VOTE.
ACTION: D. Olson requested that R. Harrington be informed of what is expected from his appearance.
MOTION: T. VanHoecke moved to approve the agenda with the amendment. M. Wells seconded the motion. All voted yes.
MOTION PASSED BY 4-0 VOTE.
Consent Agenda (Time stamp 2:21)
- Approval of Appropriation Ordinance 1361-A – Expense Approval Report – Payment Dates – May 15, 2024 – May 28, 2024 – $521,016.52
- Approval of Minutes for May 21, 2024
- Request to Pay – Hofer, Hofer & Associates – Application No. 2 – Gunn Park Shower House and Restroom – Amount Due – $20,561.40
- Request to Pay – Hofer, Hofer & Associates – Application No. 3 – Gunn Park Shower House and Restroom –Amount Due – $10,125.00
- Request to Pay – Earle’s Engineering & Inspection – Project No. 06 KA-6898-01 – Design Contracts – $25,947.45
- Request to Pay – Skitch’s Hauling & Excavation, Inc. – Invoice #7615 – Demolition of 10 S. National Ave. – $94,396.00
Items C & D: The payment to Hofer, Hofer & Associates is approximately 90% complete.
Item F: B. Matkin stated that there may be another charge for dump fees.
ACTION: B. Matkin will let the Commission know if there are any additional charges for dump fees from Skitch’s Hauling & Excavation, Inc. for the demolition of 10 S. National.
MOTION: D. Olson moved to approve the Consent Agenda. M. Wells seconded the motion. All voted yes.
MOTION PASSED BY 4-0 VOTE.
New Business
Action Items:
Consideration of Letters of Interest for City Commissioner (Time stamp 4:05)
Each candidate gave an introductory statement and received questions from the Commissioners.
Mark Hall (Time stamp 4:51)
Kathryn Salsbury (Time stamp 12:08)
- Matkin left the meeting (Time stamp 14:30) and returned at (Time stamp 21:43)
Cole Jones (Time stamp 26:18)
Charles Gentry (Time stamp 39:50)
MOTION: M. Wells moved to appoint Charles Gentry to the City Commission.
MOTION DIED DUE TO LACK OF A SECOND.
MOTION: T. VanHoecke moved to appoint Kathryn Salsbury. D. Olson seconded the motion. All voted yes.
MOTION PASSED BY 4-0 VOTE.
Oath of Office for new Commissioner (Time stamp 1:04:28) Kathryn Salsbury was sworn in by the City Clerk and took her position at the Commissioner’s table.
Selection of President of Commission (Time stamp 1:05:56)
MOTION: T. VanHoecke moved to appoint D. Olson as President of the Commission. M. Wells seconded the motion. All voted yes.
MOTION APPROVED BY 5-0 VOTE.
Selection of Commission Representative of the HBCAT Health and All Policies Task Force vacated by the resignation of M. Guns.
MOTION: T. VanHoecke moved to nominate K. Salsbury as the representative. D. Olson seconded the motion. All voted yes.
MOTION APPROVED BY 5-0 VOTE.
- Farmer left the meeting (Time stamp 1:07:32)
Consideration to purchase mower for the airport – Grasshopper Model 900D-1.3L for $21,124.95 (Time stamp 1:07:36)
- Coffman presented the request to the Commission. The reason for the purchase is as follows: 1) The current model has been discontinued; 2) parts are difficult to acquire; and 3) the mower is in constant need of repairs. This is an emergency purchase. It is State contract #53340 therefore it does not require the three (3) quotes required by the City’s Purchasing Policy. J. Oliphant verified that the money would come from reserves and will be replaced by anticipated interest earned on investments. This mower will be used at the lake and the airport.
- Farmer returned to the meeting at (Time stamp 1:09:18)
MOTION: D. Olson moved to purchase the mower with half of the funds coming from the lake fund and the other half coming from reserves.
- VanHoecke seconded the motion. D. Olson, T. VanHoecke, K. Salsbury and T. Dancer voted yes. M. Wells voted no.
MOTION PASSED BY 4-1 VOTE.
Consideration to Purchase Jet-Foamer System – Wastewater Collections – Key Equipment & Supply Co. – $45,363.13 (Time stamp 1:15:33) – B. Lemke presented his request to the Commission explaining that the primary function is to treat sanitary sewer lines for root and grease control to keep lines open which is a huge problem for the City. Currently a powder dumped down a manhole which is flushed down the lines with water however it can only reach approximately 200 feet. The new jet foam system, in conjunction with the City’s vactor truck will be far more efficient and will treat the entire circumference of the affected pipes. This item will be purchased with reserves from wastewater utility. It was put in last year’s capital plan (2023-2027) under Wastewater Collections to be purchased in 2025. Purchasing it this year will drop it from the 2025 capital plan and will not have to be budgeted.
ACTION: T. VanHoecke requested that J. Oliphant send a current Capital Plan for pending Capital Expenditures to the City Manager and the City Clerk via email in order that the Commission has an updated copy. J. Oliphant agreed.
MOTION: M. Wells moved to purchase the Jet Foamer System. D. Olson seconded the motion.
Discussion was had about the reserve fund, investments and upcoming obligations.
All voted yes.
MOTION PASSED BY 5-0 VOTE.
Consideration to Purchase 2022 Ford F350 Service Truck – Water Distribution – Olathe Ford Commercial Sales Center – $65,350.00 (Time stamp 1:26:34) B. Matkin stated that the fleet is deteriorating, however they will look for used vehicles instead of requesting this new truck. He requested that consideration for this item be removed. Discussion was had about the process of purchasing used vehicles. The vehicle will be used for the Water Distribution and Wastewater Collection departments.
ACTION: The immediate need is one (1) vehicle. The limit is set at $35,000.00 for the City Manager to sign off on the purchase. The Commission directed B. Matkin them updated and call a Special Meeting if necessary.
Consideration of bids for 2024 Hay Rights at Fort Scott Municipal Airport (Time stamp 1:33:24) Four (4) bids were received: 1) Tippin T Cattle ($15,265.00); 2) KW Cattle ($12,750.00); 3) Ricky Kellenberger ($10,601.00) and 4) Crystal Livestock Express LLC ($6,045.00).
MOTION: T. VanHoecke moved to accept the bid of $15,265.00 from Tippin T Cattle for the 2024 Hay Rights at Fort Scott Municipal Airport. D. Olson seconded the motion. All voted yes.
MOTION PASSED BY 5-0 VOTE.
Certificate of Appropriateness for 124 E. Wall Street – Hole in the Wall Liquor (Time stamp 1:35:13) The request by applicant Roy Hoehner to install solar panels on the roof and east-facing awning of the building within the Historic District was recommended by the Design Review Board on May 29, 2024. Discussion was had about the panels on the awning.
MOTION: T. VanHoecke moved to approve the request based on the recommendation of the Design Review Board. T. Dancer seconded the motion. K. Salsbury, T. VanHoecke and T. Dancer voted yes. M. Wells and D. Olson voted no.
MOTION PASSED BY A 3-2 VOTE.
Certificate of Appropriateness for 110 South Main LLC – 110 S. Main Street (Time stamp 1:52:11) The request by applicant Kathy Dancer to replace façade lettering, placement of exterior heat pump condenser in south window bay but enclosed with period appropriate custom screen, replacement of 2nd floor windows with decorative mullions and replace blocked in arch walls with storefronts in tow central bays and compliant doors was recommended by the Design Review Board on May 29, 2024.
MOTION: M. Wells moved to approve the application for the Certificate of Appropriateness for 110 South Main LLC. D. Olson seconded the motion.
- Wells, D. Olson, T. VanHoecke and K. Salsbury voted yes. T. Dancer abstained.
MOTION PASSED BY 4-1 VOTE.
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
MOTION: T. VanHoecke moved to approve the new City License for MiRanchito at 17 S. Main Street. D. Olson seconded the motion. All voted yes.
MOTION PASSED BY 5-0 VOTE.
Public Comment (Time Stamp 1:59:46)
Michael Hoyt addressed a public notice from KDHE that was presented at County Commission meeting the night before, would also like to be read into the budget process and had a question regarding the approved the jet foam treatment for the sanitary sewers.
- VanHoecke left the meeting (Time stamp 2:04:02) and returned to the meeting (Time stamp 2:05:52).
Appearances
Amanda Lancaster/Diehl, Banwart & Bolton appeared by request and addressed the Commission regarding the expectations of the Single Audit vs. Regular Audit.
- Farmer left the meeting (Time stamp 2:08:36).
- Matkin left the meeting (Time stamp 2:09:11).
- Farmer returned to the meeting (Time stamp 2:10:11).
- Matkin returned to the meeting (Time stamp 2:13:07).
Reports and Comments
- City Manager Comments (Time stamp 2:22:00)
– Approval to proceed with equipment auction
ACTION: B. Matkin will get a date for the auction and D. Olson requested a list of equipment inventory.
– Summer Collegiate Baseball league
– Memorial Hall Request for Proposals to repair façade – will bring to Commission if they come in over $10,000.00
– Want to explore current regulations for shipping containers
ACTION: B. Matkin will bring information for discussion about shipping containers to the next Commission meeting
- Engineering Comments (Time stamp 2:30:12)
– Update on Horton & 6th Street Project – start date is July 8th, 2024, and is expected to be a 230-day project.
– Rerouting to be done with signage to adjacent side streets.
- Commissioners Comments
– K. Salsbury (Time stamp 2:33:35)
– M. Wells (Time stamp 2:33:47)
– T. VanHoecke (Time stamp 2:34:30)
– D. Olson (Time stamp 2:36:50)
– T. Dancer (Time stamp 2:36:56)
- City Attorney Comments (Time stamp 2:38:42)
MOTION: (Time stamp 2:39:28) – T. VanHoecke moved to adjourn the meeting at 8:39PM. K. Salsbury seconded the motion. All voted yes.
JUNE 4, 2024, MEETING ADJOURNED AT 8:39PM
_______________________________________________________________________
Submitted by:
Lisa A. Lewis, City Clerk