FS Commission Special Meeting Minutes of Oct. 29

CITY OF FORT SCOTT

SPECIAL CITY COMMISSION MEETING

Minutes of October 29, 2020 Special Meeting #13

A special meeting of the Fort Scott City Commission was held October 29th, 2020 at 10:30 a.m. in the City Commission Meeting Room, 123 S. Main Street, Fort Scott, Kansas.

ROLL CALL:

Commissioners Kevin Allen, Pete Allen, Randy Nichols, and Lindsey Watts were present with Mayor JoLynne Mitchell presiding.

AUDIENCE IN ATTENDANCE: Jason Pickert, Deb McCoy, Bobbi Kemna, Janice Allen, Lynette Westhoff, and Michael Hoyt. Ty Parks with KOAM-TV, Channel 7. Jeff Deane appeared via Zoom.

I. CONSIDERATION:

  1. Discussion of City’s insurance – Jeff Deane, City Attorney said that this resolution is written notice of withdrawal from KCAMP Insurance. There was verbal notice given at our October 20, 2020 meeting, but according to the bylaws, since the Commission decided to move to EMC, written notice needs to be given.

Discussion was held why this resolution was needed and why James Charlesworth wasn’t ready with this resolution.

Jeff said that Mr. Charlesworth recommendation was to remain with KCAMP and not move to EMC.

K. Allen asked if we would still be covered by KCAMP in 2021 for situations which may have been incurred in 2020?

Jeff said that as far as he knows. Anything that is open and pending is certainly covered.

Discussion was held regarding purchasing tail coverage through KCAMP so there will not be a gap in coverage.

Jeff said that he would have to check to see the cost of this tail coverage with KCAMP.

P. Allen asked if the City can expect assessments from KCAMP after the policy is terminated?

Jeff said that he does not know this answer. He will get the plan documents from Deb Needleman and have an answer for them by the next meeting. This resolution does have to be approved and signed today to withdraw from KCAMP Insurance.

L. Watts made a motion to accept Resolution No. 16-2020 to withdraw from KCAMP Insurance effective January 1st, 2021. K. Allen seconded. K. Allen, P. Allen, and L. Watts voted aye. R. Nichols and J. Mitchell voted no. Motion carried 3-2.

APPROVED RESOLUTION NO. 16-2020 TO WITHDRAW FROM KCAMP INSURANCE EFFECTIVE JANUARY 1ST, 2021.

  1. Discussion of Interim City Manager position – Mayor Mitchell said that they were going to adjourn into Executive Session for this item.

Executive Session:

L. Watts moved that the City Commission recess into Executive Session for the purpose of discussing non-elected personnel exception in K.S.A. 75-4319(b)(1). The open meeting will resume in the Commission meeting room at City Hall at 11:05 a.m. R. Nichols seconded. All voted aye. This included the City Commission and City Attorney.

L. Watts moved that the City Commission come out of Executive Session at 11:05 a.m. R. Nichols seconded. All voted aye.

L. Watts moved that the City Commission recess into Executive Session for the purpose of discussing non-elected personnel exception in K.S.A. 75-4319(b)(1). The open meeting will resume in the Commission meeting room at City Hall at 11:37 a.m. R. Nichols seconded. All voted aye. This included the City Commission and City Attorney.

L. Watts moved that the City Commission come out of Executive Session at 11:38 a.m. R. Nichols seconded. All voted aye.

L. Watts said that per their discussion they will be looking at different avenues to fill the Interim City Manager position at the November 3rd, 2020 meeting. She asked the Clerk to place this on the agenda.

  1. Discussion of search for new City Manager – Mayor said that there has been some different research done whether it is to accept applications from here in the community, to hiring a firm to accept applications, or hiring the League of Kansas Municipalities to search for candidates for us.

L. Watts said that she has talked to the League and feels like this is a great service that they offer.

R. Nichols said if we use this program that everyone is welcome to apply.

R. Nichols moved to use the League of Kansas Municipalities to search for a new City Manager. L. Watts seconded.

L. Watts said that one of the things she likes about this program is that the League has discussion with each Commissioner. Each Commissioner tells them what they are looking for in a candidate and then they advertise, and they bring forth candidates.

R. Nichols said that they can offer guidance to us.

P. Allen said once again they are brought a proposal that for the first time before 2/5’s of the Commission has even seen it. They have no idea what it’s about and you want us to vote on it. What is it going to cost us? He sees a quote for services for $7,765 for base price services, advertising price $1,400 to $2,000, process options up to $2,000, and participating in interview process is $1,800, and this is the first time he’s seen this paperwork. He’s not in a position to vote on this. We have a meeting coming up on Tuesday and why not let us look at this first and table this.

L. Watts said that she gathered information beforehand since she knew this meeting was going to happen. She reached out to the League first and then also talked to our H.R. department to look at our options. She feels like if we do it ourselves, it could be perceived as a bias approach in the public. We do need to start as soon as possible.

K. Allen said that he agreed with Pete and this is hard to digest. He also asked for more time to look at it. He just received this and hasn’t had time to look at it. He wants to make sure we are making a wise decision.

L. Watts said that there are outside firms that would conduct a search that are far more expensive and could amount up to $20,000 to $30,000. There are costs using the League, but not as expensive as a private firm.

P. Allen said that he doesn’t want this to be our only source. We should have other options we could look at.

K. Allen asked again what the costs were.

R. Nichols said that it is $$7,765 plus the advertisement fee of $1,400 to $2,000, an onsite facilitation including a meet and greet for $2,000 and the interview process is $1,800. We could do the meet and greet on our own.

K. Allen said that he would like to look this over more.

L. Watts said she would rescind her second to Randy Nichols motion.

R. Nichols motion died for lack of a second then.

K. Allen moved to table this discussion on the search for a new City Manager until the November 3rd, 2020 meeting. P. Allen seconded. K. Allen, P. Allen, L. Watts, and J. Mitchell voted aye. R. Nichols voted no. Motion carried 4-1.

APPROVED TO TABLE THIS DISCUSSION ON THE SEARCH FOR A NEW CITY MANAGER UNTIL THE NOVEMBER 3RD, 2020 CITY COMMISSION MEETING.

II. MOTION FOR ADJOURNMENT:

J. Mitchell moved to adjourn the special meeting at 11:53 a.m. L. Watts seconded. All voted aye. Motion carried.

ADJOURNED SPECIAL MEETING AT 11:53 A.M.

The next regularly scheduled meeting is to be held on November 3rd, 2020 at 6:00 p.m.

RECORDED BY:

DIANE K. CLAY

CITY CLERK

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