CITY OF FORT SCOTT CITY COMMISSION MEETING
Minutes of January 7, 2025 Regular Meeting
A regular meeting of the Fort Scott City Commission was held at 6:00PM in the City Commission Meeting Room at City Hall, 123 S. Main Street, Fort Scott, Kansas. The meeting was not streamed live on YouTube due to technical difficulties, but a version is now available.
The meeting was called to order at 6:00PM. Commissioners Tim VanHoecke, Dyllon Olson, Matthew Wells, and Kathryn Salsbury (via teleconference) were present with Mayor Tracy Dancer.
In Attendance – Brad Matkin/City Manager, Bob Farmer/City Attorney, Jason Dickman/City Engineer-Earles Engineering & Inspections, Inc., Jason Pickert/FSPD Chief of Police, Leroy Kruger/Codes Enforcement Technician, Jessica Oliphant/BakerTilly (via teleconference).
- Dancer led the Pledge of Allegiance and M. Wells said a prayer asking God for guidance for the City, our Government and City officials.
Approval of Agenda (Time stamp 3:20)
MOTION: VANHOECKE moved to approve the Agenda with the addition of Item K/New Business/Action Items – Consideration of City Liaison to REDI. WELLS seconded.
MOTION CARRIED 5-0.
Appointment of Mayor of Fort Scott 2025 (Time stamp 4:59)
MOTION: DANCER moved to nominate VANHOECKE for Mayor. SALSBURY seconded.
SALSBURY, VANHOECKE, DANCER – YES WELLS, OLSON – NO
MOTION CARRIED 3-2.
Discussion was had regarding the nomination process in the Code of Procedures for the Commission of the City of Fort Scott.
FARMER stated that action was already approved on appointing the Mayor. Further discussion led to the agreement to continue with the process stated in the Code of Procedures.
MOTION: OLSON moved to nominate WELLS for Mayor. WELLS seconded.
WELLS, OLSON – YES SALSBURY, VANHOECKE, DANCER – NO
MOTION FAILED 2-3
MOTION: WELLS moved to nominate OLSON for Mayor. OLSON seconded.
WELLS, OLSON – YES SALSBURY, VANHOECKE, DANCER – NO
MOTION FAILED 2-3
It was determined that the majority of votes in the motion for VANHOECKE resulted in a majority. TIMOTHY J. VANHOECKE is appointed Mayor.
Appointment of President of the City Commission of Fort Scott (Time stamp 14:23)
MOTION: WELLS moved to nominate OLSON for President. VANHOECKE seconded.
WELLS, OLSON, SALSBURY, VANHOECKE – YES DANCER – NO
MOTION CARRIED 4-1
MOTION: OLSON moved to nominate WELLS for President. WELLS seconded.
OLSON, DANCER, WELLS – YES SALSBURY, VANHOECKE – NO
MOTION CARRIED 3-2
MOTION: VANHOECKE moved to nominate SALSBURY for President. OLSON seconded.
WELLS, DANCER, OLSON, VANHOECKE – YES SALSBURY – ABSTAINED
MOTION CARRIED 4-0
Code of Ethics – Ordinance No. 3780 (Time stamp 17:49)
MOTION: WELLS moved to table the consideration of the Code of Ethics Ordinance No. 3780 until the changes agreed upon last year could be executed into the new document. DANCER seconded the motion.
MOTION CARRIED 5-0
ACTION: FARMER will execute the document and provide to all Commissioners prior to the January 21, 2025, meeting.
Code of Procedures for the Commission of the City of Fort Scott (Time stamp 19:14)
MOTION: OLSON moved to approve the Code of Procedures as presented.
WELLS seconded.
MOTION CARRIED 5-0
Appointment of Commission Representative of the Fort Scott Land Bank (Time stamp 20:38)
MOTION: DANCER moved to nominate WELLS. SALSBURY seconded.
MOTION CARRIED 5-0
Appointment of Commission Representative of the Fort Scott Housing Authority (Time stamp 21:43)
MOTION: WELLS moved to nominate VANHOECKE. OLSON seconded.
MOTION CARRIED 5-0
Appointment of Commission Representative of the Fort Scott Public Library (Time stamp 22:32)
WELLS expressed willingness to continue in the role.
MOTION: DANCER moved to nominate WELLS. OLSON seconded.
MOTION CARRIED 5-0
Appointment of Commission Representative to Healthy in All Practices Commission
(Time stamp 23:58)
Salsbury is current representative and stated schedule conflict with their meeting time.
MOTION: DANCER moved to table the item until January 21, 2025.
OLSON seconded.
MOTION CARRIED 5-0
Appointment of Commissioner Liaison to the Street Advisory Board (Time stamp 25:34)
MOTION: OLSON moved to appoint WELLS. SALSBURY seconded.
MOTION CARRIED 5-0
Consideration to Appoint or Remove Commission Representative to REDI (Time stamp 30:41)
Discussion about having a city liaison for properties within REDI such as importance of monitoring properties for city projects. DANCER is interested and will check his calendar for availability before volunteering for the position. VANHOECKE believed the need to resolve the issue since there was an existing appointment. FAMER confirmed.
MOTION: WELLS moved to table the consideration until the January 21, 2025, meeting. OLSON seconded.
MOTION CARRIED 5-0
Approval of Consent Agenda (Time stamp 31:02)
– Approval of Appropriation Ordinance 1375-A – Expense Approval Report – Payment Dates of December 11. 2024 – January 2, 2025, – $581,356.50
– Request to Pay – Earles Engineering & Inspection, Inc. – Invoice No. 17678 – Project No. 24-414 – Horton St. & 6th St. Improvements – Payroll – $28,686.16
– Approval of Renewed Cereal Malt Beverage (CMB) License for 2025 Consumption on the Premises – Outpost 13 West LLC – 13 W. Oak
– Consideration of Pay Request No. 6 – Heck & Wicker, Inc. – Project No. 24-414 Horton Street & 6th Street Improvements – $126,029.60
– Approval of Resolution No. 1-2025 – A RESOLUTION DESIGNATING THE OFFICIAL CITY NEWSPAPER FOR THE ENSUING TERM OF THE GOVERNING BODY OF THE CITY OF FORT SCOTT, KANSAS.
– Approval of Resolution No. 2-2025 – A RESOLUTION DESIGNATING THE OFFICIAL DEPOSITIORES FOR THE PUBLIC FUNDS OF THE CITY OF FORT SCOTT, KANSAS.
– Approval of Resolution No. 3-2025 – A RESOLUTION FOR EXEMPTION FROM GENERALLY ACCEPTED ACCOUNTING PRACTICES UNDER K.S.A. 1120A.
MATKIN questioned Pay Request #6 to Earles Engineering ($126,029.60). DICKMAN confirmed that the invoice did not include the overlay.
Discussion of Resolution No. 3-2025. WELLS has an issue with the Exemption from Generally Accepted Accounting Practices Under K.S.A. 1120A.
MOTION: WELLS moved to approve the Consent Agenda minus the approval of the Exemption from GAAP. OLSON seconded.
MOTION CARRIED 5-0
MOTION: DANCER moved to table consideration of Resolution No. 3-2025 until January 21, 2025, for further discussion with the auditor. OLSON seconded.
MOTION CARRIED 5-0
Status of 323 W. Wall (Time stamp 35:38)
KRUGER stated the condition has worsened, more roof damage and debris present.
Discussion was had on contacting the owner and potential buyers. KRUGER stated that the owner has no money or plans to address the building. Homeowner is concerned about losing the property due to taxes.
WELLS stated that three contractors showed interest, but follow-up was not completed.
Discussion was had on the Land Bank’s role on properties and structures. Current property owner owes the city approximately $12,000 to $13,000 in back taxes. WELLS stated that grants and tax credits
may be available to facilitate property transfer and that the owner may consider giving property to a contractor willing to restore it.
WELLS stated that two contractors have been approached regarding property restoration. One contractor expressed interest but has too many current projects.
ACTION: WELLS stated that he would be willing to take the lead on contacting interested parties and report back with updates on contractor interest by the next meeting in January.
Reporting of Demolition Award – 1105 S. Scott (Time stamp 43:50)
Demo for 1105 S. Scott has been awarded by the City Manager to Dave’s Demo for $3,500.00. There were (2) other bids: Foxwell Holdings at $5,000.00 and Skitch’s Inc. at $6,427.00. The winner is ready to begin demolition.
Reports and Comments
City Manager Comments: (Time stamp 44:33)
– Joint work session – City Commissioners and County Commissioners scheduled for Thursday, January 16, 2025, 6:00PM at Memorial Hall.
– Public Works Crew commended for handling recent storm issues.
– Work Session for 118 E Wall postponed to Monday, January 13, 2025.
– Dance Party scheduled for Saturday, January 18, 2025, 7:00PM-10:00PM at Memorial Hall. Cover charge of $5.00 to attend.
Engineer Comments: (Time stamp 48:09)
– Horton Street & 6th Street Project Update – need to review Substantial Completion Date
Commissioner Comments
OLSON (Time stamp 49:30)
WELLS (Time stamp 50:48)
SALSBURY (Time stamp 52:16)
DANCER (Time stamp 53:39)
VANHOECKE (Time stamp 59:02)
City Attorney Comments (Time stamp 59:50)
Requested a call for an Executive Session
MOTION: OLSON moved to amend the agenda to allow for the Executive Session. WELLS seconded.
MOTION CARRIED 5-0.
MOTION: WELLS moved that the City Commission recess into Executive Session for the purpose of discussion of legal matters pursuant to the attorney-client privilege exception in K.S.A. 75-4319(b)(2). In the meeting will be the (5) Commissioners (SALSBURY via phone), City
Attorney, City Manager and City Engineer. The open meeting will resume in the Commission Room at 7:20PM. OLSON seconded.
MOTION: WELLS moved to come out of Executive Session at 7:20PM. DANCER seconded.
MOTION CARRIED 5-0
MOTION: DANCER moved to adjourn the meeting at 7:21PM. OLSON seconded.
JANUARY 7, 2025, MEETING ADJOURNED AT 7:21PM.
Submitted by Lisa A. Lewis, City Clerk