CITY OF FORT SCOTT CITY COMMISSION MEETING
Minutes of April 15, 2025 Regular Meeting
A regular meeting of the Fort Scott City Commission was held in the City Commission Meeting Room at City Hall, 123 S. Main Street, Fort Scott, Kansas. The meeting was streamed live on YouTube.
The meeting was called to order at 6:00PM. Roll call was taken. Commissioners Kathryn Salsbury, Tracy Dancer, Matthew Wells, and Dyllon Olson were present with Mayor Tim Van Hoecke.
In Attendance – Brad Matkin/City Manager, Bob Farmer/City Attorney, Jason Dickman/City Engineer-Earles Engineering & Inspections, Inc., Chief Jason Pickert/FSPD, Chief Dave Bruner/FSFD, Deputy Chief Mike Miles/FSFD, Leroy Kruger/Codes Enforcement, Ben Hart/BakerTilly, Tom Coffman/Public Works Director, Craig Campbell and Michael Hoyt.
VAN HOECKE led the Pledge of Allegiance and BRUNER said a prayer asking God for guidance for the City, the citizens, and our Government and City officials.
Approval of Agenda (2:16)
Amendments of the agenda included removing item number (2) under Appearances – Ben Hart – GAAP Audit will be moved to May 6, 2025, and DANCER requested an Executive Session prior to adjourning the meeting.
MOTION: OLSON moved to approve the agenda as presented with the GAAP Audit being moved to the next meeting and the addition of an Executive Session after Reports and Comments. SALSBURY seconded.
MOTION CARRIED 5-0.
Approval of Consent Agenda (3:26)
– Approval of Appropriation Ordinance 1382-A – Expense Approval Report – Payment Dates of March 26 – April 8, 2025 – $378,274.56
– Approval of Minutes: Regular Meeting of April 1, 2025
– March Financials
MOTION: DANCER moved to approve the Consent Agenda as presented. VAN HOECKE seconded.
MOTION CARRIED 5-0.
Public Comment
Michael Hoyt – (4:08) – opportunity available at the VA on April 22 & 23, 2025 – 6:00AM to 6:00PM to assist veterans with claims.
Appearances
Craig Campbell – (5:15) – FSHS All Class Reunion Parade Permit – Friday, June 27, 2025, at 6:00PM. Information was provided in the agenda packet.
MATKIN suggested a pre-event meeting with law enforcement, fire and EMS.
MOTION: VAN HOECKE moved to approve the request for the Fort Scott High School All-Class Reunion application for parade permit for June 27, 2025. DANCER seconded.
MOTION CARRIED 5-0.
Unfinished Business
121 S. Margrave – Tabled from 3/18/2025 – (8:07) – WELLS provided a status and timeline on the following: Project is moving forward, financing is in order, and the layout is being finalized. It will be (30) to (60) days to get the utilities back up, (90) days for the beginning of the foundation work, and (120) days to have the addition moving forward. He has offered to the Codes department to do any safety precautions they require. Currently no one is going in or out of the house and it has no utilities.
ACTION: MATKIN was directed to have the Codes Department look at the house/property one more time for any safety recommendations.
ACTION: WELLS will fill in the cistern on the property at the request of KRUGER.
MOTION: OLSON moved to table 121 Margrave for 120 days. SALSBURY seconded.
VANHOECKE, OLSON, DANCER and SALSBURY voted yes. WELLS abstained.
MOTION CARRIED 5 – 0.
118 E. Wall Proposals – (11:50)
(2) proposals were received to KRUGER and were presented to the Commission by email.
Discussion was had about the proposals.
MATKIN requested the Commission consider having FARMER draft an agreement to remove the “Red Tag” for (30) in order for the owner to obtain insurance.
Further discussion was had on options.
MOTION: VAN HOECKE moved to table the decision until May 20, 2025, to see what develops. DANCER seconded.
OLSON, DANCER, SALSBURY and VAN HOECKE voted yes. WELLS voted no.
MOTION CARRIED 4-1.
New Business
Purchase of Fire Truck – (41:58)
BRUNER had come before the Commission in November 2024 to inform them of the need to purchase replacement trucks. He returned with information and prices. BRUNER and MILES formed a committee that did their due diligence and prepared research from different companies and apparatus for this meeting. Presented first was the need for a replacement rescue truck. It is the primary responder (89.6% of total call volume) for both the city and countywide emergencies. The truck was purchased in 2003 (chassis, pump and box). In 2014 the chassis was replaced and kept the pump and box on there. It is now becoming unreliable due to the age and demands placed on the vehicle. It is beyond it’s life expectancy of (10) years and has required high maintenance that is no longer feasible. BRUNER explained the ongoing issues and repairs including replacement of the engine and transmission and 126,000 miles on the vehicle. Other issues were explained as well. The prices submitted were: Weis $319,000.00; Conrad Fire $380,000.00; and Hayes Fire and Equipment $255,686.00. He is requesting to approve the proposal from Hayes. If approved, first due would be payment for the chassis $61,971.00 with a (12) to (18) months build. The remainder would be paid when the truck is completed. BRUNER provided other data to illustrate the need for the replacement truck. He is asking for approval to proceed with the order and payment of the chassis. This purchase is in the 2025 Capital Improvement Plan at $250,000.00. BRUNER said that this price is locked in for (90) days. If there is any change in price, he will come back before the Commission.
MOTION: WELLS motioned to move forward with the rescue truck from Hayes Fire. OLSON seconded.
MOTION CARRIED 5-0.
(51:05) – Discussion moved to the request to replace the pumper truck. BRUNER stated that in the Capital Improvement Plan for 2026 there is $850,000.00 to replace the 1997 E1 Truck. Currently the fleet has a 2019 pumper, 2020 tower, 2009 pumper, rescue truck and this 1997 E1. This is the last pumper they are looking to replace. The companies contacted were Pearce Manufacturing, Rosenbauer, Spartan and Fire Trucks Unlimited. Previous discussions in November included new trucks, used trucks and the possibility of refurbishing the 1997 E1. He stated that prices for both standard and custom fire trucks have risen 40%. He explained the purchase of used trucks, new trucks. The estimate to refurbish the truck came in at $602,547.00 from Fire Trucks Unlimited. It would take (12) to (15) months and would require a rental while the truck was being worked on in Las Vegas, NV. BRUNER confirmed with the insurance company that the replacement value would be for a 1997 truck not a 2025 truck. He gave an overview of the data he had for the use of the (3) fire trucks in the fleet. Prices received: Spartan Fire Apparatus $784,072 – lead time (11) months; Pearce Manufacturing $938,000.00 – (2) to (3) year lead time to build; Rosenbauer Fire $749,987.00. He explained the difference between side mount and top mount trucks and stated they would prefer to have a top mount truck. They were informed that in 2027 emissions are going to be increasing the price of fire trucks between $64,000.00 and $120,000.00. The 2019 truck will be paid of in 2029. He would prefer to have the truck paid off before moving to the next purchase, but the price increase projected will be a large increase in price to wait. He is recommending the Spartan truck for $784,702.00 with the estimated delivery time being February of 2026. That is when payment would be due. The (7) year replacement cycle falls in that plan for purchasing in 2026. The next truck to replace would be the 2009 truck in 2034.
Discussion was had regarding the prices and options.
HART explained the payment bridge and he supports him purchasing now, ahead of the budget process, due the anticipated price increases.
MATKIN left the meeting (1:06:46)
BRUNER stated they did go out for an AFG Grant for exhaust removal systems for both stations. The set priorities (and grants) for trucks on the AFG are few and far between. He also provided the pre-pay discounts for the Spartan truck at signing: 100% payment = $26,000.00, 80% = $20,000.00, and 50% = $13,000.00.
ACTION: BRUNER will confirm that the price (from Spartan) can be locked in at signing and cost for the top mount truck.
MATKIN returned to the meeting (1:09:09)
MATKIN was asked for his recommendation. He stated that he would recommend what BRUNER is asking to purchase. HART agrees with the caveat that the city cannot afford the $120,000.00 to $200,000.00 increase that is anticipated along with the 2027 emissions by waiting.
MATKIN stated that they did discuss the Sales Tax question on the upcoming ballot where he would like the Commission to consider adding Public Safety to the recipients to help fund this purchase as well as other public safety needs without having to raise the mill levy. He would also like to go out for bids on the finance rate.
BRUNER stated he would like to see what the trade-in value v. selling the old trucks. There is no additional training needed to operate the trucks being considered.
ACTION: BRUNER will bring back requested proposals, look at lease options and find out about the Hayes top mount.
Consideration to Purchase Mower for Parks – (1:15:59)
COFFMAN stated that this purchase is to replace the 2013 currently in service. This mower takes care of all the lots and Gunn Park when assistance is needed. The current mower has approximately 5,000 hours on it, clutches have been replaced multiple times, it is beginning to show its age. The recommended model has a blower attachment which is easier to buy with the state contract. It is budgeted but there is more money than anticipated budgeted for this, so the turbine attachment was included. There are (3) old mowers that COFFMAN needs to include in an auction or haul off. (2) of the old mowers have been used for parts and this is why he is recommending staying with the same brand. The proposal submitted is a state contract through Blue Valley. The used mower may go to auction. The request is to purchase the Grasshopper mower with the blower attachment.
MOTION: WELLS motioned, since it is a budgeted item, to move forward with the state contract of this particular mower. OLSON seconded.
MOTION CARRIED 5-0.
WELLS and FARMER left the meeting (1:21:49)
Revised Employee Handbook – (1:21:57)
MATKIN stated that the handbook revised in December 2024 had been sent to the Commissioners. He said that he could answer any questions they had but the request is to approve the revise. If the Commission had many questions or revision suggestions, he would suggest it be done in a work session.
WELLS returned to the meeting (1:23:04)
MOTION: SALSBURY amended her motion to schedule a work session for 5:00PM on May 6th for discussion of the employee handbook. DANCER seconded.
MOTION CARRIED 5-0.
Reports and Comments
CITY ENGINEER (1:23:53)
– Horton Street update – DICKMAN will be on site to supervise the fog coating.
FARMER returned to the meeting (1:24:18)
HART left the meeting (1:24:22)
– East National Project – Earles would like to submit a proposal for plans. DICKMAN will honor the price that was proposed last fall when the project price total was submitted. He explained the choices the Commission has: cost proposal, statements of qualification and contract direct with the City.
MOTION: WELLS moved to have Earle’s Engineering (the city’s engineer) do the design for the match project on East National. OLSON seconded.
MOTION CARRIED 5-0.
ACTION: DICKMAN will send the contract to MATKIN this week.
ACTION: DICKMAN will look at the areas of concern (grinding) on Horton Street raised by WELLS.
CITY ATTORNEY (1:33:39) – No comments.
CITY MANAGER (1:33:40)
– Electrical poles at airport are complete.
– Damaged fence at airport is being repaired and claim submitted to insurance.
– Signage at 6th & Horton for crosswalks – to be installed after lines are painted.
– Possible pedestrian crossing button due to visibility issues raised by WELLS.
– Staff working on quotes for Lake Fort Scott docks – (2) boat docks nearest to entrance
– Saturday concert moved to Memorial Hall due to weather – Theresa Deaton – 7:00PM – FREE
COMMISSIONER SALSBURY (1:36:41) – No comment
COMMISSIONER WELLS (1:36:46)
– Upkeep of Memorial Hall, compliment improvement – Norm Nation
– Lot on Wall St. – FARMER stated the city deeded it to a group with a (2)-year limitation on completing their project, which they did not do. The group deeded it to someone else, which they did not have authority to do. The city can enforce the original agreement and “claw” the lot back into the city’s control.
ACTION: FARMER was directed to move forward on “claw back” of the lot.
– Comment to keep in mind that everyone makes mistakes.
COMMISSIONER OLSON (1:41:59) – No comment
COMMISSIONER DANCER (1:42:01)
– Apology to MATKIN regarding Facebook post.
COMMISSIONER VAN HOECKE (1:44:03)
– Request for update on Moody Building – MATKIN was told they would be starting repairs the week of the 29th.
– 10th & Wilson – large hole that needs immediate attention.
ACTION: MATKIN will have the Streets Department address the hole on 10th & Wilson.
– Recognition of Holy Week.
Executive Session
MOTION: DANCER motioned that the City Commission moved into an Executive Session for the purpose of establishing common understanding pursuant to the personnel matters of non-elected personnel exception in K.S.A. 75-4319 (b)(1). The meeting will include the (5) Commissioners, the City Manager, and the City Attorney. The open meeting will resume at 8:13PM. VAN HOECKE seconded.
MOTION CARRIED 5-0.
MOTION: WELLS moved to come out of Executive Session. SALSBURY seconded.
MOTION CARRIED 5-0.
MOTION: DANCER motioned that the City Commission moved into an Executive Session for the purpose of establishing common understanding of roles and responsibilities pursuant to the personnel matters of non-elected personnel exception in K.S.A. 75-4319 (b)(1). The meeting will include the (5) Commissioners, the City Manager, and the City Attorney. The open meeting will resume at 8:25PM. WELLS seconded.
MOTION CARRIED 5-0.
MOTION: VAN HOECKE moved to come out of Executive Session. DANCER seconded.
MOTION CARRIED 5-0.
MOTION: DANCER moved to adjourn the meeting at 8:26PM (2:26:18). OLSON seconded.
APRIL 15, 2025, MEETING ADJOURNED AT 8:26PM.
Submitted by Lisa A. Lewis, City Clerk