CITY OF FORT SCOTT
CITY COMMISSION MEETING
Minutes of August 15, 2023 Regular Meeting
The regular meeting of the Fort Scott City Commission was held August 15, 2023 at 6:00PM in the City Commission Meeting Room at City Hall, 123 S. Main Street, Fort Scott, Kansas.
Commissioners T. Van Hoecke, K. Harrington, M. Guns (via telephone) were present with Mayor M. Wells. E. Woellhof was absent.
PLEDGE OF ALLEGIANCE 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, Lisa Lewis/City Clerk, Pete Earles/Earles Engineering, B. Hart (via telephone). Jason Pickert/Chief of Police, Scott Flater/Water Utilities Director, Tracy Dancer, Josh Jones, Garth Herrmann/Gillmore and Bell, Brett Shogren/Stifel,
APPROVAL OF THE AGENDA:
- VanHoecke moved to approve the agenda as submitted. K. Harrington seconded. All voted aye.
APPROVED THE AGENDA AS SUBMITTED.
- Approval of Minutes of the Regular Meeting of July 25, 2023
- Approval of Appropriation Ordinance 1341-A — $1,627,351.54
- Request to Pay – Earles Engineering & Inspection, Inc. – $41,723.74 Invoice #16731 – 2022 Sanitary Sewer Inspection – $12,538.74
Peter W. Earles – 10.00hrs/$200.00 – $2,000.00, Shane Redfern – 48.50hrs/$48.50 – $6,741.50, Jason Dickman – 18.00hrs/$147.50 – $2,655.00, Amanda Simpson – 6.00hrs/$48.50 – $291.00, Mileage – 1,309.6 miles/0.65 – $851.24.
Invoice #16727 – South Horton St. & West 6th St. – $22,485.00
Preliminary Design (100%) – $6,210.00, Final Design (35%) – $16,275.00
Invoice #16726 – 21-303A – WWTP – System Designs – $6,700.00
Phase III – $3,500.00, Phase II – $3,200.00.
- Request to Pay – Invoice #08072301-EPEC-WWTP Aeration $206,654.50 – Phase II Aeration Upgrade (Total: $826,618.00), 25% of Total due – $206,654.50.
- Request to Pay – Bourbon County – I.T. Services 2023 – $25,500.00
Shane Walker – $12,000.00, Jimmy Kemmerer $13,500.00
- July Financials
- Matkin agreed to reach out to other wireless carriers after M. Wells asked about the franchise fees in the Consent Agenda.
- Guns moved to approve the Consent Agenda. T. VanHoecke seconded. All present voted aye.
APPROVED THE CONSENT AGENDA.
PUBLIC COMMENTS: None
- Consideration of bids for investment CDs from WWTP funds –
- VanHoecke moved to approve the proposed CD investments of (1) million dollars for a (3) month CD yielding 4.77% and a (2) million dollar investment for (6) months at 4.88%.
- Harrington seconded. All present voted aye.
APPROVED THE PROPOSED CD INVESTMENTS OF (1) MILLION DOLLARS FOR A (3) MONTH CD YIELDING 4.77% AND A (2) MILLION DOLLAR INVESTMENT FOR (6) MONTHS AT 4.88%.
- Consideration to approve purchase of split case pump and impellor for the Water Production Plant for additional amount of an additional $18.380.55.
- Harrington moved to approve the purchase of the impellor pump rebuild for $18,380.55. T. VanHoecke seconded. All present voted aye.
APPROVED the purchase of the impellor pump rebuild for $18,380.55.
- Consideration to approve Memo of Understanding (MOU) to join the Bourbon County Health in All Policies Task Force and select a City representative – Tabled 7/25/23 and 8/1/23 –
- Guns moved to approve the original MOU as it was written for the Bourbon County Health in All Policies Task Force. Motion died for lack of second.
NO ACTION WAS TAKEN.
- Consideration to adopt a new policy for City Commission Agenda deadlines.
- VanHoecke moved to adopt a new policy for the City Commission Agenda deadlines that require all items to be on the upcoming agenda to be submitted to the City Clerk by the end of business Monday, one week prior to the upcoming meeting. The completed agenda is then to be distributed and posted no later than Wednesday. K. Harrington seconded. All present voted aye.
APPROVED TO ADOPT A NEW POLICY FOR THE CITY COMMISSION AGENDA DEADLINES THAT REQUIRE ALL ITEMS TO BE ON THE UPCOMING AGENDA BE SUBMITTED TO THE CITY CLERK BY THE END OF BUSINESS MONDAY ONE WEEK PRIOR TO THE UPCOMING MEETING. THE COMPLETED AGENDA IS THEN TO BE DISTRIBUTED AND POSTED NO LATER THAN WEDNESDAY.
- Consideration to pay Diehl, Banwart, Bolton $18,150.00 (approved on 7/25/2023) for the Certified Audit of Records and Preparation of Audit Report for the year ending 12/31/22. Invoice #161402 was sent and indicates an additional $4,975.00 for the Single Audit of Federal Funds. Total amount due $23,125.00 requiring a new motion.
- VanHoecke moved to approve to pay Diehl, Banwart, Bolton for the amount of $23,125.00. K. Harrington seconded. All present voted aye.
APPROVED TO PAY DIEHL, BANWART, BOLTON FOR THE AMOUNT OF $23,125.00.
- Approval to go out for bid for KDOT Sub-Area Road Extension & US-69 at 20th Street Repair Project (Project File No. 22-32).
- Guns moved to approve to go out for bid for the KDOT Sub-Area Road Extension & US-69 at 20th Street Repair Project. K. Harrington seconded. All present voted aye.
APPROVED TO GO OUT FOR BID FOR THE KDOT SUB-AREA ROAD EXTENSION & US-69 AT 20TH STREET REPAIR PROJECT.
- Wells moved to go out for bids on the South Industrial Park Waterline Extension Project. K. Harrington seconded. All present voted aye.
APPROVED TO GO OUT FOR BIDS ON THE SOUTH INDUSTRIAL PARK WATERLINE EXTENSION PROJECT.
- Consideration of campsite improvements at Lake Fort Scott – B. Matkin was directed by the Commission to get cost estimates for items that would be needed for improvements of the primitive camping sites at this meeting.
NO ACTION TAKEN
- Consideration of 14-day Camping Regulation at Gunn Park (Ordinance No. 3606) and corresponding Municipal Codes – Directed B. Matkin
NO ACTION TAKEN
- Consideration of Gunn Park Shelter House price increases –
- VanHoecke moved to approve the proposed price increases on the Shelter Houses at Gunn Park and amend Ordinance No. 3607 to reflect the changes.
- Harrington seconded. All present voted aye.
APPROVED THE PROPOSED PRICE INCREASES ON THE SHELTER HOUSES AT GUNN PARK AND AMEND ORDINANCE No. 3607 TO REFLECT THE CHANGES.
- Consideration of changes to the City’s Purchasing Policy – B. Matkin was directed to redefine the day-to-day operation supplies, two signatures required and consideration for buying local is the priority. He will return with the corrected version at the next meeting.
NO ACTION TAKEN
- Consideration to approve the sale of General Obligation Bonds, Series 2023 to the USDA.
- VanHoecke moved to adopt bond Ordinance No. 3752. K. Harrington seconded. All present voted aye.
APPROVED TO ADOPT BOND ORDINANCE NO. 3752.
- VanHoecke moved to adopt bond Resolution No. 10-2023. K. Harrington seconded. All present voted aye.
APPROVED TO ADOPT BOND RESOLUTION NO. 10-2023.
REPORTS AND COMMENTS:
City Manager: B. Matkin
- Cape Seal Update – meeting next month with Harbour Construction.
- Vandalism at Gunn Park playgrounds. Gordon Parks sign stolen, checking security cameras in park.
- Citizen building a lake on their land behind the Woodland Hills Golf Course. He would like to purchase 2-acres from the City or accept a donation from the City of the land in exchange for the use of water in the future for watering the course. The homeowner would like to come to a Commission Meeting to address the Commission and answer questions.
- Community Development Director position is posted. Eleven (11) applications have been received. Interviews are in progress.
City Engineer: Pete Earles/Earles Engineering & Inspection
- Davis Lift Station is in the process of design, needs survey for the force main and easement issues to work out.
- J. Dickman will be back at the next meeting. B. Matkin stated that Evergy would like a preconstruction meeting when he returns.
City Attorney: B. Farmer
- Would like to suggest a Work Session in the near future to review contracts the City has with other entities such as Dispatch, REDI, etc. to ensure equitable exchange.
- The new school year starts Friday. She wishes all students and teachers a successful year ahead.
- Good luck with Back to School this week.
- Football Jamboree Saturday
- Be sure to check out USD234 Events
- Back to School Safety Awareness
- Possibility of hour adjustments with back to school. B. Matkin will meet with the Committee.
- Cooper Street is open, City crews saved over $400,000.00 by doing it themselves. The City Manager creates quality operators and gets things done in the City and people appreciate it all.
- Asks that citizens use the MyFortScott App to report issues or contact the City Manager for safety issues they see. For safety’s sake, stay out of City job sites. Report them instead. The City Attorney stated that any citizen that is on a City job/work site is trespassing and can be removed from the site. It is for safety and liability reasons that this request is being made.
- Requested a preconstruction meeting for Cape Seal project.
- One, three-, five-, seven- and ten-year capital improvements for streets are being discussed, including the Streets Advisory board for input.
- Looking for master plans for sewer and water lines. A map was previously requested and received from PEC. If we cannot find, can we work with Earles to create new documents? Would like to have a clear infrastructure plan other than fixing leaks and start working on proactive projects. Would like to work with Earles to update if they are found.
- Echo amazing job the streets crew has done over the year and goes back to the leadership, very proud of current individuals on the crew.
- Bus safety is not a suggestion; it is the law. Please be careful and obey the laws.
- Matkin stated that 10th Street will be open by Friday. He is very proud of all the crews (streets, water, golf course, etc.) and all that they do because he pushes them hard. They appreciate that people notice their work.
NEXT MEETING: Tuesday, September 19, 2023 – 6:00PM at City Hall.
WORK SESSION: Review of Contracts held by the City: Tuesday, September 19, 2023 – 5:00PM at City Hall preceding the Regular Commission Meeting.
- VanHoecke moved to adjourn the meeting at 7:45PM. K. Harrington seconded. All present voted aye.
APPROVED TO ADJOURN THE MEETING AT 7:45PM.
Respectfully submitted for approval,
Lisa A. Lewis, City Clerk