Archive for City Council Minutes

City Council Minutes – October 21, 2019

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Madrid City Council
Regular Meeting
October 21, 2019
5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Tom Brown presiding.

Present at Roll Call: Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver. Nate Samples was absent.

Other City Officials Present: Deputy City Clerk Deb Biegger, Police Officer Chad Koch, Fire Chief Scott Maddux and EMS Captain Randy Pecenka.

Motion by Councilperson Rigby, second by Councilperson Ostrander to approve the agenda for October 21, 2019.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the City Council meeting minutes of October 5, 2019, and Library Meeting Minutes of September 10, 2019 by consent agenda.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve the claims for October 21, 2019 in the amount of $ 47,849.79.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the appointment of Tom Burke to the Planning and Zoning Commission.

Ayes: Burich, Ostrander, Rigby, Shaver

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the appointment of Kim Olmstead to the Planning and Zoning Commission.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve the appointment of Bethany Brewer to the Madrid Labor Day Commission.

Ayes: Burich, Ostrander, Rigby, Shaver                              Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve payment of Pay Application #3 from Absolute Concrete in the amount of $302,164.07.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve the payment of Pay Application # 4 to Absolute Concrete in the amount of $272,407.31. The two pay applications cover work completed on the Elementary School Road Project.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

The Council considered a bid from Manatt’s to repair 21st Street from Market Street to Main Street which was damaged during the Elementary School Project. Motion by Councilperson Shaver, seconded by Councilperson Burich to accept the bid amount.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

The Council reviewed a bid received from Morris and Company to bore a new pipe under the Des Moines River to replace the water line pipe that recently broke. Perry Gjersvik of SEH Engineering explained the new pipe would be drilled at 15 feet below the river all the way to the well located on the west side of the river. The previous line was placed at 5” below the river in 1999. The new line would be bored closer to the edge of the river which would protect it from any new changes in the river channel. The Iowa Department of Natural Resources asked that a thicker walled pipe be used for the project. The 1350-foot pipe would remove all danger of the river damaging the pipe and is expected to last at least 20 years. The work should be completed in approximately two weeks and will start immediately. Motion by Councilperson Ostrander, seconded by Councilperson Burich to approve the bid from Morris Company in the amount of $265,600.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve Resolution # 16-19-20, “Resolution Authorizing Internal Advance from the Local Option Sales Tax Fund to the Water Fund.” The resolution authorizes the transfer of $165,000 from the LOST fund to the water fund. The funds would be used to pay the cost of boring a new feeder main under the river for water service.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

City Clerk, Mary Jo Reese approached the Council to discuss details of a letter received from Madrid resident Denise Moore. She explained the cost of water being purchased from Xenia Rural water and how the calculations for those costs are done. Moore recommended in her letter that water saving measures be taken. This time of year, water usage is low anyway, and the water salesman has already been shut down for the season. Reese also stated there does not need to be any restructuring of debt at this time. Debt held by the City is currently in the best places. There was also reference in Moore’s letter about pulling money from the Elementary School Project to use for repairs to the water line at the Des Moines River. This was never mentioned by the Council as an option, as bond money can only be used for it’s intended purpose. It cannot be shifted to cover another project. Moore also mentioned in her letter the need to evaluate underground leaks to conserve water. Underground leaks are located every year and repaired as needed. Moore also mentioned using raw water to feed into fire hydrants. This is not an option as the same pipes that feed hydrants also feed homes. You can’t contaminate pipes with untreated water. Reese addressed several recent comments that City of Madrid funds being in a “critical” state. The City currently has a 25% cash reserve as recommended by the auditors.

Councilperson Burich stated he has been approached about drainage on West 1st Street, and complaints about too many stop signs in town. He also shared concerns from some individuals about a letter recently received by Alliant Energy work they plan to do in the City in the upcoming months.

Marvin Ostrander thanked Chief Tasler and Scott Church for placing additional stop signs in town.

Chuck Rigby thanked Perry Gjersvik for handling the water line issue, and Mary Jo Reese for clearing up some misconceptions that may be spreading, before they become an issue.

Lane Shaver assured the people of Madrid that the water service is safe and he does not feel a town hall meeting to discuss the issue is needed. As elected officials, he feels the Council members are entrusted with making the right decisions for the people they represent.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to close the meeting at 7:19 p.m.

City Council Minutes – October 5, 2019

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Madrid City Council
Regular Meeting
October 5, 2019
10:00 a.m.

The City Council meeting was called to order at 10:01 a.m. with Mayor Tom Brown presiding.

Present at Roll Call: Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver. Nathan Samples arrived at 10:13 a.m.

Other City Officials Present: Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Police Chief Rick Tasler, Fire Chief Scott Maddux, Library Director Angie Strong.

Motion by Councilperson Shaver, second by Councilperson Ostrander to approve the agenda for October 5, 2019.

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the City Council meeting minutes of September 16, 2019, the Special City Council Meeting minutes of September 23, 2019, the Special City Council Meeting minutes of September 30, 2019 and the Board of Adjustments Meeting minutes of September 23, 2019 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the claims for October 5, 2019 in the amount of $ 163,707.05.

Ayes: All Present                                                                 Motion Carried

City Engineer, Perry Gjersvik addressed the Council regarding emergency measure options for the feeder main to the water plant that is out of service.  Gjersvik was asked by the Council to get quotations from contractors to fix the broken feeder main at the river. He received no interest from contractors who would need to work near and in the river to repair the feeder line main. Gjersvik stated that in discussions with Scott Church, Public Works Director, it was decided to request quotes to re-bore the main feeder line underneath the river.  Those request for quotes has been issued and Gjersvik and Church should start receiving responses this week.  Simmering-Cory, Gjersvik, and Church will be meeting to determine if the City will qualify for an “Imminent Threat” grant.

Travis Risvold, President of the Madrid Area Chamber of Commerce approached the Council to report that the Fiber Task force had an “awesome” turnout for their first informational meeting to bring fiber optic internet to the City.  The task force is scheduling a follow-up meeting with Huxley Communications to keep the promotion in front of the community.  Risvold also let the Council know that MAC did qualify for one Bird Friendly Iowa grant and are awaiting word on a second grant opportunity. Christmas Extravaganza planning is moving forward and will be held Saturday, December 7, 2019.  MAC will also be having a booth with Boone County Trails at the Iowa Bicycle Expo on January 25, 2020.

Martha Furness updated the Council on some activities within the Senior Associates Commission.  Furness stated the commission is working on having the National Anthem Group sung at a congregate lunch, starting a baking club, a blood pressure clinic, and a flu shot clinic.  The commission is looking into signage for the SAM Center and getting ideas and bids to redecorate the center.  Furness also commented that the Senior Associates Commission is looking at changing the name of the SAM (Senior Associates of Madrid) Center to the Madrid Social Center.  Furness stated that at some point in the past, the non-profit corporation status of the Senior Associates of Madrid had lapsed at both the State of Iowa and Federal levels. The Commission is looking at getting those designations reinstated as quickly as possible.

Councilperson Samples arrived at 10:13 a.m.

Motion by Councilperson Rigby, seconded by Councilperson Samples to approve the appointment of Samuel Melton to the Labor Day Commission.

Ayes: All Present                                                                 Motion Carried

Mayor Brown addressed the Council regarding the application of Bethany Brewer to the Labor Day Commission.  Mayor Brown stated that because of gender balance requirements Bethany Brewer’s application was tabled and the City had an open application period through the first of October.  Samuel Melton was the only applicant during the open application period and Ms. Brewer’s application was inadvertently left off the agenda for this meeting. Mayor Brown will be recommending Ms. Brewer for appointment at the November 2, 2019 Council Meeting.

Library Director Angie Strong reported the carpets were cleaned last month.  Strong has been making some computer repairs on the Library’s public access computers.  The annual survey is complete and has been submitted to the State Library. The annual report will be available to the Council at the November 2, 2019 Council Meeting.  Upcoming programs include Family Night at Madrid Schools, a presentation on Lessons from the Holocaust, Honeybee Program, Medicare Basics, and Trick or Treat Night on October 30th.

Fire Chief, Scott Maddux, reported eighteen rescue and four fire calls since the last Council meeting.  MFD has five to seven people ready to take EMS class at Wells Fargo Arena.  The cost is approximately $200 per person.  Maddux also stated they have three additional applications, but there is no gear available for new applicants.  MFD is working on writing grants for gear, bottles for SCBAs and grass truck and tanker replacements.

Police Chief, Rick Tasler reported that all police department vehicles have been serviced and ready for winter.  Tasler stated that there is a need to find a place to de-ice the vehicles this winter.  The fire department is full and there is no room for a police vehicle.  Tasler also reported that the department is either working on or getting ready for court on several cases.

Tasler reported the house at 407 N. Main has been taken down.  The owner attempted to remove the remnants of the house and set the lot to back to grade, but due to the weather and the wet ground this hasn’t been completed yet.  The owner thought the debris would be cleaned up Monday or Tuesday of the next week.

Motion by Councilperson Ostrander, seconded by Councilperson Burich to approve the appointment of Nellie Corning to the Planning and Zoning Commission.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve FY 18-19 Audit Results.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve Resolution #12-19-20 Resolution Naming Depositories.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Samples to approve Resolution #13-19-20 Appoint Representatives to CIRHA.

Ayes: All Present                                                                 Motion Carried

Public Works Director, Scott Church, explained that the tennis court fence was vandalized.  A police report was filed with Chief Tasler and sent to the city’s insurance carrier. An insurance payment, less a $1000 deductible have been received.  Church received a proposal to replace the damaged fence and add a 10’ x 6’ double drive gate to facilitate repairs as needed to the tennis courts.

Motion by Councilperson Samples, seconded by Councilperson Rigby to replace the tennis court fence at Edgewood Park.

Ayes: All Present                                                                 Motion Carried

Church updated the Council on the elementary school project.  The project is behind schedule, but when it is complete Church feels everyone in the City will be really pleased with the project.  He stated he is hoping that Phase I of the project will be wrapped up by the end of October.  Phase 2 was a part of the initial project, but with the project delays and the advent of Winter, Church recommends it would be best to push Phase 2 (Water Street) out until school is over in June, 2020.

Councilperson Rigby wants to make sure that there is room for the school buses and traffic during school hours.  He also expressed his admiration and appreciation for the contractors and workers who have been onsite working long days the last few weeks making sure Phase I of the project is completed.

Church stated that 21st and Water will have a temporary connection through the Winter.  Once Phase 2 of the project begins, a permanent connection will be made.  He advised that residents in the area of Main Street were given the option of using Absolute Concrete to replace their existing sidewalk making them ADA Compliant, at their own expense.

Mayor Brown asked if any citizens had questions about the elementary school project and a woman from the audience stated that she would like to know why the streets around the elementary school are not one-way.  She feels it is very dangerous and chaotic for kids.  Mayor Brown said that once the project is complete, we can start looking into safety concerns around the school.

Church also reported that West 1st Street has been milled and the first layer of asphalt has been applied.  The project is ahead of schedule and should be open next week.  Also Thursday, October 10th, Church will be attending the APWA winter conference.

Robert Cervetti, 611 Kingman Blvd, stated that he doesn’t want to see the Tiger Run development proceed forward because of increased traffic and fire issues.

Lynn Muelenthaler, 621 Kingman Blvd, would like to know why the Tiger Run development was rezoned to R4 for smaller lots and also asked if there would be more than one way to get in and out of Tiger Run.   Mayor Brown explained that an easement was approved to allow construction traffic to enter the project from Hwy 210 and not Kingman Blvd.

Duane Lombardi, 622 Kingman Blvd, stated he is not against the project, but he wants it done right and he wants the safety issues addressed.  He feels the extra traffic could cause problems in the future.  He also wanted to know what Out-lot Y and Out-lot Z are on the preliminary plat map.  Councilperson Ostrander thought that Out-lot Z was created as a possible access to the school and would remain a vacant lot until such time as it is needed.

Mayor Brown stated that the YMCA of Greater Des Moines has made the decision to discontinue fund the Boone County YMCA and as a result the Boone County YMCA has made the decision to close the current facility.  A committee has been formed to investigate interest in a new Community Center.  Please contact Boone City Administrator Bill Skare for comments or to send a letter of support.

Mayor Brown reported that the City received a letter from the Iowa Public Information Board regarding a complaint that was filed by a Madrid resident.  The complaint alleges violations of Iowa Code Chapter 22.  Mayor Brown spoke with City Attorney Flynn, who is preparing a response for this Wednesday, October 9th.  Mayor Brown is also working with the City’s IT company. In summary, there was a request for emails to the City of Madrid. Mayor Brown stated he was contacted by City Clerk, Mary Jo Reese, to assist with responding to the information request. The request was for emails over several months from Mayor Brown and the Council members.  Mayor Brown requested Reese contact our IT company have them pull the emails from the server. Reese stated that she was told the request would be quite expensive because of the size of the request and that the system wasn’t set up to pull that size of a request.  Mayor Brown then contacted the computer company and asked them to be as frugal as they could to fulfill this FOIA request.  Mayor Brown was then asked if he and the other Council members would pull all of their own emails to satisfy the request.  From a liability standpoint, that is not something he would like to do.  He states if he cannot verify that if every email is not pulled by every Councilperson it puts the City at risk.  The only way to fulfill this request is to have the IT company retrieve the emails.  Mayor Brown believes has a solution for the issue, and it will be part of the response to the Iowa Public Information Board.

Councilperson Burich had complaints on how long the elementary school project is taking to complete.

Councilperson Ostrander appreciated how quickly the house on N. Main was taken down.

Councilperson Rigby handed out a drawing of Veteran’s Square and asked what it would take to stripe the parking lot with parking spaces.  Mayor Brown asked that the item be placed on the next agenda for discussion.

Mayor Brown stated he had also talked with the owner of the property at 407 N. Main and the house is now down.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to adjourn the City Council meeting at 11:13 a.m.

City Council Minutes – September 30, 2019 Special Meeting

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Madrid City Council
Special Meeting
September 30, 2019
5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Tom Brown presiding.

Present at Roll Call: Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver. Nathan Samples was absent

Other City Officials Present: City Clerk Mary Jo Reese and Police Chief Rick Tasler

Motion by Councilperson Rigby, second by Councilperson Burich to approve the agenda for September 30, 2019.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Shaver, second by Councilperson Ostrander to open a public hearing regarding Resolution # 14-19-20A, “Resolution Regarding Proposal to Vacate Abandoned Street and Convey Real Estate.”

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Jason Springer explained the land in question was previously platted for development when he purchased it. Even though Mid-Iowa Development Group officially owns the land, the Boone County Auditor requested that paperwork be filed by the City of Madrid to vacate the land previously platted. No other persons wished to speak at the hearing concerning the matter. Motion by Councilperson Shaver, seconded by Councilperson Burich to close the public hearing.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve payment of an invoice to Xenia Rural Water in the amount of $7,410. Water is being purchased from Xenia due to a break in the water line of the Madrid water system.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve expenses associated with the city shed upgrade. Mafco will receive $32,480 to insulate, replace doors, and add concrete to the east portion of the city shed.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve Resolution # 14-19-20A. “Resolution Regarding Proposal to Vacate Abandoned Street and Convey Real Estate.”

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

The Council considered Resolution # 15-19-20 – “Resolution Regarding Proposal to Grant an Easement for Ingress and Egress to Mid-Iowa Development Group, Inc.” The resolution would allow for a temporary easement of two areas of city owned property off Highway 210. The areas would be used for access to “Tiger Run” by construction vehicles, and would expire in seven years. Motion by Councilperson Ostrander, second by Councilperson Burich to approve the resolution.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve the final preliminary plat for “Tiger Run as recommended by the Planning and Zoning Commission. A possible access to Highway 210 from Tiger Run was discussed. It was decided the access is not a possibility. Duane Lombard of 622 Kingman Boulevard stated he feels St. Malachy’s church would sell Mid-Iowa

Development enough land to make another access to Highway 210 from Tiger Run. Councilperson Shaver was concerned with accessibility to the new development by emergency vehicles. Mayor Brown stated he understands the desire to have an access to 210, he believes cul-de-sacs promote a family environment, and there are few opportunities for expansion and growth in Madrid at this time.

Ayes: Burich, Ostrander, Rigby, Shaver                             Motion Carried

City Council Minutes – September 23, 2019 Special Meeting

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Madrid City Council
Special Meeting
September 23, 2019
5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Pro Tem Lane Shaver presiding.

Present at Roll Call: Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver. Tom Brown and Nathan Samples were absent

Other City Officials Present: City Clerk Mary Jo Reese and Police Officer Chad Koch.

Motion by Councilperson Rigby, second by Councilperson Ostrander to approve the agenda for September 23, 2019 with the deletion of #4.) Request for Approval – Resolution # 15-19-20- Access Road Easement. This item is tabled until the Special City Council Meeting scheduled for August 30, 2019.

Ayes: Burich, Ostrander, Rigby                                           Motion Carried

Motion by Councilperson Ostrander, second by Councilperson Burich to approve Resolution # 14-19-20, “ Resolution Regarding Proposal to Vacate Abandoned Street and Convey Real Estate.” The resolution sets a public hearing on the matter for 5:30 p.m. for September 30, 2019 at 5:30 p.m.

Ayes: Burich, Ostrander, Rigby                                           Motion Carried

Motion by Councilperson Ostrander, second by Councilperson Shaver to close the special City Council Meeting at 5:32 p.m.

City Council Minutes – September 16, 2019

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Madrid City Council
Regular Meeting
September 16, 2019
5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Tom Brown presiding.

Present at Roll Call: Nate Samples, Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver.

Other City Officials Present: City Clerk Mary Jo Reese and Police Chief Rick Tasler.

Mayor Brown asked for a moment of silence in memory of Ed Pecenka, former Madrid Fire Chief, who passed away recently.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve the agenda for September 16, 2019
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                                     Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Ostrander, second by Councilperson Shaver to approve the City Council meeting minutes of September 7, 2019, and the Library meeting minutes of August 13, 2019 by consent agenda.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                                     Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the claims for September 16, 2019 in the amount of $48,197.34.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                                     Motion Carried

Jennifer Ackerson and Jacob Grimsled of Mi-Tech, and Joe Loonan Jr. of Alliant Energy approached the Council to request approval for an underground electric line easement on five locations of city owned property. The town of Madrid is getting a complete rebuild of electric lines in 2020. Mi-Tech is contacting area residents where easement agreements are needed on private property. All residents will be receiving a letter explaining the basics of the rebuild project. Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the easement agreements.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                                     Motion Carried

Taylor Johnson of Bowman and Miller, the City of Madrid’s auditing firm, reported results of the audit conducted for fiscal year 18-19. He explained fund balances at the end of June, 2019 compared to June 30, 2018. He also explained revenues and expenses for each fund compared to June 2018. Johnson explained comments he made in the audit which involved separation of duties, minor deficiencies in payroll and budget amendments, required roll call votes noted in meeting minutes, and timeliness of publishing meeting minutes, and the need to update the depository amount for City State Bank by resolution. Johnson also noted the city is required to have a disaster recovery plan and encourages the city to develop one by the end of the year. The audit will be approved by Council vote at the meeting on October 5, 2019.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve an expenditure request in the amount of $3,775 to Kruck Plumbing for a heater to be placed at the city shed.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                                     Motion Carried

The Council considered a request to approve an expenditure in the amount of $32,840 to Mafco for improvements to the city shed. Councilperson Rigby stated he would like to see a breakdown of those charges before the Council votes on the issue. The matter was tabled until the next City Council meeting on October 5, 2019.

The Council also considered a proposal from J & D Computers for an upgrade to the Fire Department computer system which includes new equipment, software and connection to the City of Madrid server. The estimate including labor will be around $2,500.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                         Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve a change of ownership for Casey’s General Store in connection with their liquor permit.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                         Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve an expanded carryout wine permit for Casey’s General Store.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                         Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the payment of sign-up fees for the City of Madrid internet service to Huxley Communications.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                         Motion Carried

Reese explained the FY 19-20 Street Finance Report to the Council. Motion by Councilperson Rigby, seconded by Councilperson Burich to approve Resolution # 11-19-20 approves the report and submission to the State of Iowa.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver                         Motion Carried

Mayor Brown commented he has had conversations with an individual who may be interested in restoring the Anheiser building owned by the City of Madrid on West 2nd Street.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to adjourn the City Council Meeting at 7:23 p.m.

City Council Minutes – September 7, 2019

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Madrid City Council
Regular Meeting
September 7, 2019
5:30 p.m.

The City Council meeting was called to order at 10:00 a.m. with Mayor Tom Brown presiding.

Present at Roll Call: Nate Samples, Steve Burich, Marvin Ostrander and Lane Shaver. Chuck Rigby was absent.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Library Director Angie Strong, Fire Chief Scott Maddux, Police Officer Chad Koch and Water Plant Operator Mike Forristall.

Motion by Councilperson Burich, seconded by Councilperson Samples to approve the agenda for September 7, 2019

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Shaver to open a public hearing regarding an application being prepared by Simmering-Cory for a CDBG grant. The grant, if received, would pay $600,000 towards the upcoming IDNR mandated sewer plant upgrades. Mayor Brown read from an announcement supplied by Simmering-Cory which stated: “The need for the proposed Wastewater Treatment Facility Improvements Project is needed to ensure that the City can meet the new limits imposed upon the City by the Iowa Department of Natural Resources and the Environmental Protection Agency. The City’s new permit (NPDES) requires enhanced treatment processes of wastewater to meet new more stringent limitations on E Coli, Nitrate Nitrogen, Dissolved Oxygen and Ammonia-Nitrogen effluent limits. The project will be funded utilizing a combination of CDBG funds and State Revolving Loan proceeds. It is estimated that total project costs will be $6,563,300.00. The grant application will be submitted to the Iowa Economic Development Authority no later than October 1, 2019 at midnight. The City is requesting $600,000 in CDBG funds for the proposed project. The project will result in a citywide benefit. Based on the recent survey, 58.89% of the residents living in the community are low-and-moderate income. The proposed project activities will take place at the City’s existing Wastewater Treatment Facility located on W. 4th Street on the City’s west side. The proposed project will not result in the displacement or relocation of any persons or businesses. No person will be displaced by the proposed project. The nature of the proposed project involves improvements to the Wastewater Treatment Facility to include an activated sludge (package plant), UV disinfection, electronic controls, and other improvements to the facility.”

There were no citizens present at the hearing that wished to speak regarding the matter.

Motion by Councilperson Shaver, seconded by Councilperson Burich to close the public hearing.

Ayes: Samples, Burich, Ostrander, Shaver                        Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Ostrander to open a public hearing regarding Ordinance # “An Ordinance Enacting a New Section of 4-1-23 of Chapter 1, Title IV, of the Municipal Code, Madrid, Iowa, and Fixing an Effective Date. The ordinance allows for the capture, tagging, neutering and vaccinating of feral and unowned cats within the City of Madrid by the Boone Area Humane Society. No citizens were present at the hearing who wished to discuss the ordinance.

Motion by Councilperson Shaver, seconded by Councilperson Samples to close the public hearing.

Ayes: Samples, Burich, Ostrander, Shaver                        Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the City Council meeting minutes of August 19, 2019 and the Planning and Zoning Meeting Minutes of August 15, 2019 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the claims for September 7, 2019 in the amount of $ 231,015.23.

Ayes: All Present                                                                 Motion Carried

Perry Pjersvik of SEH approached the Council with a request to replace a current 4” pipe with an 8” pipe during the Highway 17 water main replacement project. The project is being funded by the State of Iowa, and allows for the removal of underground storage tanks. The upgraded pipe would allow for future growth in the area. The cost of the upgrade will be around $2,552. Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve the upgraded pipe.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the awarding of contract for the 2019 Street Resurfacing Project to OMG Midwest, (Des Moines Asphalt). The awarding of contract is only for the base bid of the project which is the resurfacing of West 1st Street. The cost of that portion of the project is estimated at $109,074.81. The second portion of the project, the bid to resurface the road in Edgewood Park is not being awarded at this time.

Ayes: All Present                                                                 Motion Carried

Perry Gjersvik explained the feeder line from that runs under the Des Moines river from the wells to the water treatment plant separated at the joint. During this time, water was provided to Madrid from Xenia Rural Water. Due to shifting of the river channel over time, the pipe was damaged.
One option for repair is to replace the feeder line and place it more deeply in the river bed, at a cost of $76,500. Gjersivk recommended this option as an immediate fix. A second option includes the first option plus extending the new line back to well #10. This option would cost $397,620. A third option would be reactiving a water main that hangs on the 210 bridge. The pipe would need to be relined at a cost of $415,500. The 4th open is to find a shallow water source on the east side of the river at a cost of $765,000. This option would eliminate the need for using the wells on the west side of the river except in an emergency. The final option would be a Jordan Aquafer well which would be drilled 15,000 to 20,000 feet down on the east side of the river. This high capacity well would cost approximately $3.5 million. Gjersvik asked permission from the Council to proceed with acquiring quotes for an immediate fix to the problem. Motion by Councilperson Samples, seconded by Councilperson Shaver to approve the request.

Ayes: All Present                                                                 Motion Carried

Travis Risvold, President of the Madrid Area Chamber of Commerce thanked everyone who worked to make the Labor Day Celebration a successful event. He stated Food Truck Thursdays were also successful during the summer months, and they plan to continue the event in 2020. The group is currently planning the Winter Extravaganza which will be held the first Saturday in December. Risvold updated the Council on the high-speed fiber optics initiative from Hux-com. The company needs 500 business or residential signups in order to run lines to Madrid. For an initial investment of $75.00, Hux-com will run fiber lines to the door of the business or residence. No further commitment is needed.  Hux-com is a local company that can reply to problems quickly.

Public Works Director Scott Church thanked city staff, public works employees and Mike Fischer for help with the recent water issue.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve a request from Absolute Concrete for a change order in the amount of $11,582.32. The change order involves replacing an old brick storm drain that was found to be unusable during the street construction project on North Main Street. Church indicated there may be more drains that will need to be replaced as the project continues.

Ayes: Samples, Burich, Shaver                  Nays: Ostrander                     Motion Carried

The Council reviewed an agreement made with Madrid Public Schools to replace the sidewalks on the east side of the elementary school to match the grade of the new street being placed on North Water Street. The cost for the sidewalk replacement will be paid for by the school.

Church advised there will be delays on Highway 17 as the road will be down to one lane during the removal of the underground tanks in that area. Work is scheduled to start around September 23rd.

Church reported the corner of Highway 210 and Locust Street will be closed starting September 9th to allow for street construction on that curve. A detour is being planned to take traffic around the project.

Church also reported there have been several instances of vandalism at Edgewood Park. The Council considered closing the gates at the park during the night time hours. They also considered placing security cameras at the park.

Mayor Brown asked Church to clarify the placement of no parking signs in association with stop signs at corners. He stated many people are confused by the current signs and asked that arrows be added to the no parking signs. He also asked that Church look into placing a stop sign at the corner of 22nd and Union.

Mayor Brown tabled a request from Bethany Brewer to join the Labor Day Commission. The position will be posted on the City of Madrid website until October 1, 2019 in order to comply with the gender balance requirement of the ordinance.

Mayor Brown asked that anyone having commentary concerning the Labor Day Celebration to send an email to the City Clerk with their comments.

Library Director Angie Strong shared the upcoming “Pages for All Ages”, “Outreach Schedule”, and “Early Out Program Schedule” with the Council. Upcoming programs include Storytime, early out programs and outreach programs, Movie Night, Chess Club and Book Discussions. A program on Medicare basics will be held on September 26th. The Library was recently the recipient of a Lowrey grant for $2,275. The library plans to purchase new I-pads, Nintendo Switch, and Edison Robots. She reported the roof over the bump outs at the library have been replaced. She is currently working on the Annual Survey, and will share this with the Council when it is complete. The Fall Book Sale brought in $670.

Mayor Brown recommended the appointment of Jonathan Whitten to the Parks and Recreation Board. Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve the appointment.

Ayes: All Present                                                                 Motion Carried

The Council considered a request from Kumari Henry to use the parking area at Edgewood Park during the “Tormented Souls Haunt” event at her property on Zook Spur Road. Henry will donate $100 to the park and provide proof of liability insurance to the City, in consideration for the parking privilege. Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the request pending the donation and proof of insurance liability being provided to the City Clerk.

Ayes: All Present                                                                 Motion Carried

Fire Chief Scott Maddux discussed having the gator from the department stored at the high school in the shed located on the north side of the stadium. It would be available for emergencies during any event at the field.

Maddux stated he has received many comments from the public regarding the condition of the fire truck, tanker truck and grass truck which he feels should all be replaced. He also stated citizens would like to see progress on building a new fire station. The fire building is on the 5-year plan for the City.

Maddux discussed the possibility of sending a department member to paramedic school. The cost to send this member to school would be around $3,500, however she would need to be signed up for school the next day. The matter was not on the agenda for vote at this meeting.  Mayor Brown reminded Maddux it is not the responsibility of the Council to respond to this matter. The fire department needs to present a priority list to the Council of all needs and wants of the Fire Department.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve Resolution # 07-19-20,” A Resolution Endorsing an Application for Community Development Block Grant Funds.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Burich to approve Resolution # 08-19-20, “A Resolution Committing Matching Funds for a Community Development Block Grant Application.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve Resolution # 09-19-20, “Resolution Setting the Dates for Open Burning Within the City of Madrid.” Open burning will be allowed from September 14th through November 10th, sunrise to sunset. No burning is allowed on city streets.

Ayes: All Present                                                                 Motion Carried

The Council discussed the issue of dates for Beggar’s night. A resolution passed previously by the Council assigned the night before Halloween each year as Beggar’s Night. The Council decided let that Resolution stand as written.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the second reading of Ordinance # 493, “An Ordinance Enacting a New Section, 4-1-23 of Chapter 1, Title IV, of the Municipal Code, Madrid, Iowa, and Fixing and Effective Date.”, and to waive the 3rd and final reading of the ordinance.

Ayes: All Present                                                                 Motion Carried

The Council discussed the matter of a tax abatement requested by Opportunity Investments. It was decided to table the matter until the next City Council Meeting.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve tax abatement for Tristan Johnson, owner of a newly built home at 505 E. 6th Street.

Ayes: All Present                                                                 Motion Carried.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve Resolution # 10-19-20, “Resolution Amending the Rate for Water Utility for Xenia Rural Water.”

Ayes: All Present                                                                 Motion Carried

Jason Springer approached the Council to ask that they consider transferring some abandoned property to Mid-Iowa Development Group. He also discussed a request for a TIF rebate he submitted to the Council.

Don Lincoln of 1672 334th Road reported there has been some recent interest by an individual who wishes to purchase the antique building currently owned by the City of Madrid on West 2nd Street. He is currently waiting to hear back from that person.

Lincoln also commented on the success of the car show held during the recent Labor Day Celebration event. The show has grown significantly in the last few years, and it is anticipated to continue growing. He feels the group may need to look at holding the show in a different location in upcoming years.

Denise Moore of 2267 S. Avenue, Madrid asked the Council to explain why an ATV was allowed to run on Highway 17 and Highway 210 during the recent Labor Day Celebration. She stated the vehicle ran right past a police vehicle who did not stop the ATV. ATV’s are not allowed to ride on state highways. Councilperson Shaver stated the vehicle was bringing ice from Casey’s to the downtown area for a food vendor and was taking the most direct route.

Mayor Brown noted correspondence received from the Iowa League of Cities inviting 7th grade students to participate in a contest with Snyder and Associates. The “If I was Mayor” contest would award scholarships in 2020 to winners of the contest.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to adjourn the City Council meeting at 12:23 p.m.

City Council Minutes – August 19, 2019

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Madrid City Council
Regular Meeting
August 19, 2019
5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Tom Brown presiding.

Present at Roll Call: Nate Samples, Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Police Chief Rick Tasler and Rescue Captain Randy Pecenka.

Mayor Brown asked that under 7.) Department Reports, item 2, Main Street Sidewalk Discussion, be dropped from the agenda. He does not feel that replacing the sidewalks along North Main Street should be required at this time. Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve the amended agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to open a public hearing regarding Ordinance # 484, “An Ordinance Amending the code of Ordinances of the City of Madrid, Iowa, 2018, by Amending Provisions Pertaining to the Policy and Administration Ordinances, Title II, Chapter 7.” The ordinance changes the first City Council Meeting of the month from Monday night at 5:30 to the first Saturday of the month at 10:00 A.M. Don Lincoln of 1672 334th Road expressed his concerns with changing the meeting times and not allowing for public input during the second meeting of each month. He feels there are a lot of conflicting events happening on Saturday morning which would not allow for the public to attend a meeting. Kurt Kruse of 805 South Union street agreed with the concerns of Don Lincoln and clarified the time of the public hearing held for another matter. Motion by Councilperson Ostrander, seconded by Councilperson Samples to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Burich to open a public hearing regarding the 2019 Street Overlay Project. The project would replace the surface of West 1st Street, and the road through Edgewood Park. No one from the public approached the Council to discuss the project. City engineer Perry Gjersvik explained a contractor has not yet been chosen for the projects; however, the bids received were within the estimate. If budget allows both projects will be completed. Motion by Councilperson Samples, seconded by Councilperson Rigby to close the public hearing.

Ayes: all Present                                                                  Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the City Council meeting minutes of August 5, 2019, the Labor Day meeting minutes of July 2, 2019 and the Library meeting minutes of July 9, 2019, by consent agenda.

Ayes: Samples, Burich, Ostrander, Shaver                        Motion Carried

Councilperson Rigby stepped away from the meeting and was not present for the vote on approval of the meeting minutes.

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve the claims for August 19th in the amount of $106,895.66.

Ayes: Samples, Burich, Ostrander, Shaver                        Motion Carried

Councilperson Rigby was not present for the approval of the claims.

The Council considered a request for approval of a change order in the amount of $3,977.99 from Absolute Concrete. Perry Gjersvik explained the charge is to replace an old brick manhole with a concrete manhole during the construction of North Main Street. Gjersvik explained to Councilperson Ostrander the reason for the replacement and the cost of the replacement. Motion by Councilperson Burich, seconded by Councilperson Samples to approve the change order.

Ayes: All Present                                                                 Motion Carried

Mayor Brown performed the second reading of Ordinance #494, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Amending Provisions pertaining to the Policy and Administration Ordinances, Title II, Chapter 7. Motion by Councilperson Ostrander to approve the second reading of Ordinance #494 and waive the third reading of the ordinance.

Ayes: All Present                                                                 Motion Carried

Mayor Brown read the first reading of Ordinance # 493, An Ordinance Enacting a New Section, 4-2-23 of Chapter 1, Title IV of the Municipal Code, Madrid, Iowa, and Fixing an Effective Date. “The ordinance sets a public hearing on the matter for September 7, 2019 at 10.00 A.M. The ordinance allows for the Boone Area Humane Society to capture, neuter, vaccinate and return feral and unowned cats within the City of Madrid.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to set a public hearing to authorize the CDBG grant application by Simmering-Cory.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the liquor license for the Madrid Labor Day Celebration.

Motion by Councilperson Rigby, seconded by Councilperson Shaver to adjourn the meeting at 6:03 p.m.

City Council Minutes – August 5, 2019

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Madrid City Council
Regular Meeting
August 5, 2019
5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Tom Brown presiding.

Present at Roll Call: Steve Burich, Chuck Rigby and Lane Shaver. Nathan Samples and Marvin Ostrander were absent.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Police Chief Rick Tasler, Fire Chief Scott Maddux and Library Director Angie Strong.

Motion by Councilperson Rigby, second by Councilperson Burich to approve the agenda for August 5, 2019.

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve the City Council meeting minutes of July 15, 2019, the Senior Activities Commission Meeting Minutes of July 10, 2019, by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the claims for July 15, 2019 in the amount of $ 252,074.24.

Ayes: All Present                                                                 Motion Carried

Travis Risvold, President of the Madrid Area Chamber of Commerce approached the Council to report success with “Food Truck Thursdays” which are being held at Jensen Park. He updated the Council concerning progress obtaining fiber optic internet from Huxcom and encouraged all residents to sign up for interest in the project. Risvold advised the Council that MAC supports the REAP grant application that is being submitted by Friends of the High Trestle Trail.

Motion by Councilperson Burich, seconded by Councilperson Ostrander to set a public hearing for the proposed West 1st Street and Edgewood Park paving projects for August 19, 2019 at 5:30 p.m.

Ayes: All Present                                                                 Motion Carried

Public Works Director, Scott Church, explained the West 1st Street project will be completed as scheduled, however he will hold off on starting the Edgewood Park paving project to see how much bond money remains after the elementary school and West 1st Street projects are complete.

Church updated the Council concerning the elementary school project, stating the contractors are currently running a new water main on North Main Street and hooking up service lines to the main. Once the hookups are complete, residents of that street will be under a boil order advisory until water test reports show the water is free of bacteria. He estimates North Main Street will be ready for paving during the second and third week of September. When Main Street is complete, the contractors will work on North Water Street. He has had extensive discussions with the contractors and the Madrid Schools superintendent to ensure student safety during construction in the area. Mayor Brown asked that one-way traffic be considered in the area until construction is complete.

Church reported he spoke to City Attorney John Flynn who is working to obtain the name of the owner of the shed that is attached to the back of the antique building on West 2nd Street. The building cannot be demolished until the ownership matter is settled. Church also reported updates have been done to the shed at Edgewood Park and public works employees will be painting crosswalks and handicap areas in the upcoming weeks. Public works has begun cleanup of Jensen Park, including the planting beds. He also plans to have a new sign installed in that park.

Church reported there is a tornado siren that has malfunctioned. He stated there is a storm siren at the city shed that may work to replace the damaged siren. Dennis Young of 610 South Union Street indicated there were plans at one time to place a siren behind the fire station and asked the Council to consider the project.

Library Director Angie Strong reported the Summer Reading Program finale was held and fall story times and outreach programs are being planned. The fall book sale will be held August 24th and 25th, the Library Board is currently reviewing long range plans, and she plans to have the carpet cleaned in the library. Upcoming programs include chess club, coloring and movie night.

Don Lincoln representing Friends of the High Trestle Trail approached the Council to ask for their support of a REAP grant application. The grant would provide funding to improve the Dalander Park prairie area. He also asked for approval to for the City to participate in a “Community Visioning” program which would help in the future in working with the Iowa DOT for trail related projects. Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the REAP grant application request. Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve the “Community Visioning” application.

Ayes: All Present                                                                 Motion Carried

Julia Badenhope, a professor at Iowa State University addressed the Council to explain improvements to Dalander park which would be available if the REAP grant was approve for Madrid. She shared a diorama of the area complete with handicap accessible walkways that would link Dalander Park to Boxtown, bird viewing areas, and habitat, species specific natural planting, and a boardwalk across Prairie Creek. The project would provide educational opportunities for the schools and the public. Mayor Brown clarified the costs of project with Bodenhope.

Fire Chief, Scott Maddux, reported five rescue calls since the last Council meeting. He also reported the recent Fireman’s ball was a success. He is currently making plans for a helicopter landing zone on Commerce Drive, and is planning for the upcoming football season.

Police Chief, Rick Tasler, requested the Council approve the transfer of John Mackey from full- time police officer to part-time officer. Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the change.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the hiring of Neal Cooley as a part-time police officer.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve moving part-time police officer Chad Koch from part-time to full-time police officer.

Ayes: All Present                                                                 Motion Carried

Tasler advised the Council of upcoming vacation time. He stated the cities of Luther and Sheldahl would like to hire the City of Madrid police department to cover their cities emergency calls. Tasler advised them the City of Madrid does not currently have the staff to cover calls out of the city limits.

The Council considered the appointment by Mayor Brown of Dave Hellickson to the Board of Adjustments. Mayor Brown stated he is aware of the gender balance provision of the City of Madrid Ordinances; however, he has not received any female applicants for the positions. Mayor Brown asked Nancy Christensen, who was in attendance at the City Council meeting if she was interested in a position on Board of Adjustments. Christensen stated it would be a conflict of interest with her spouse’s job.

Motion by Councilperson Burich, seconded by Councilperson Rigby to approve the appointment of Dave Hellickson to the Board of Adjustments.

Ayes: All Present                                                                 Motion Carried

The Council considered Ordinance #493, “An Ordinance Enacting a New Section of 4-1-23 of Chapter 1, Title IV of the Municipal Code, Madrid, Iowa; and Fixing an Effective Date.” The ordinance allows the tagging, neutering, and release of unowned cats within Madrid. Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve the first reading of the ordinance and setting of a public hearing on the matter for August 19th.

Ayes: All Present                                                                 Motion Carried

The Council reviewed details of Ordinance # 494, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Amending Provisions Pertaining to the Policy and Administration Ordinances, Title II, Chapter 7.” The Ordinance allows for the moving of the first Council Meeting of each month to the first Saturday of each month at 10:00 A.M. Mayor Brown explained the move was in answer to the public’s request for a more accessible meeting time, and a conflict with the work schedules of the Mayor and Councilmembers. Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the first reading of the Ordinance and set the public hearing for August 19th.

Ayes: All Present                                                                 Motion Carried

Mayor Brown explained he plans to hold committee workshops before the Council meetings on Saturday mornings. The committees would work through any lengthy issues and take recommended changes back to the Council.

Mayor Brown asked that the Council rescind Resolution # 19-18-19, “Resolution Authorizing Reformatting of Madrid Code of Ordinances.”, Which was passed earlier. He explained he plans to hold work sessions to update the ordinances and would like Nancy Christensen to be a part of that work group. Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the change.

Ayes: All Present                                                                 Motion Carried

Kurt Kruse of 805 South Union Street approached the Council to comment that Nancy Christensen has extensive experience with formatting ordinances and feels the Council is doing her a great dis-service by voting to eliminate the resolution. He also asked why only two members of the council showed up for a scheduled work session recently. Kruse also questioned recent police hiring.

Dennis Young of 610 South Union Street, advised the Council there is a siren located at the city shed that should have been mounted behind the fire station. He feels there should be one at that location. Scott Church stated the siren currently being placed near Edgewood Park will more than cover the center of town. He also commented on safety issues concerning children in the construction area near the Elementary School.

Denise Moore of 2267 S. Avenue commented that drivers are still stopping on Highway 17 to allow bicycles to cross. The Iowa DOT will not allow extra signage in the area.

Don Lincoln spoke regarding challenges of holding the car show with North Main Street being closed.

Councilperson Shaver commented he has noticed several homeowners cleaning up their property. He thanked Rick Tasler for his work in enforcing junk ordinances.

Mayor Brown apologized for missing the work session that was scheduled for July 26th.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to close the adjourn the City Council meeting at 7:17 p.m.

City Council Minutes – July 15, 2019

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Madrid City Council
Regular Meeting
July 15, 2019
5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Pro Tem Lane Shaver presiding.

Present at Roll Call: Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver. Nathan Samples and Tom Brown were absent.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Police Chief Rick Tasler, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka, Library Director Angie Strong, City Treasurer Don Fatka, Park Board Chairperson Jolynne Carlson, Planning and Zoning Chairperson  Adam Ostert, Board of Adjustments member Randy Dalton and City Attorney John Flynn.

Motion by Councilperson Burich, second by Councilperson Ostrander to approve the agenda for July 15, 2019.

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve the City Council meeting minutes of July 1, 2019, the Library Meeting Minutes of July 1, 2019, by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Ostander to approve the claims for July 15, 2019 in the amount of $ 86,760.09.

Ayes: All Present                                                                 Motion Carried

Don Lincoln, chairman of Friends of the High Trestle Trail and Becky Roorda, High Trestle Trail member, approached the Council to ask for approval of Resolution # 06-19-20,” Bird Friendly Community Designation” Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the Resolution. Lincoln and Roorda also shared ideas the committee has for Dalander Prairie, and advised they will be applying for a REAP grant in August 2019 which will need Council approval on August 5, 2019.

Ayes: All Present                                                                 Motion Carried.

Public Works Director, Scott Church advised the Council he received two bids for removal and haul away of the Antique Building and the Theatre building on West 2nd Street. The low bid came from Mallon Excavating at $39,750. The bid does not include asbestos testing and removal, replacing surface coverings of the empty lot, or replacement of curb and gutters. Church received a bid from Impact 7 of $3,000 to evaluate asbestos in the buildings. Money for the demolition would be used from the Local Option Sales Tax fund. City Attorney John Flynn will research how to obtain permission from the owner of a small shed which is attached to the back of the theatre building. The original owner is deceased. The Council discussed possible uses for the vacant lots once the buildings are demolished, including parking for the downtown area. Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve the bid from Mallon Excavating to demolish and haul away the theatre building and antique building contingent on findings of ownership of the attached shed from John Flynn.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve a bid from Impact 7G to investigate asbestos removal at the antique building and theatre building.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Rigby to approve a bid from Dalton Concrete Construction to replace curb, and sidewalks on West 2nd Street after the demolition of the theatre and antique store buildings.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Shaver to set a date for bid opening of the West 1st Street resurfacing project for August 6, 2019 at 2:00 p.m.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Burich to set a date for the public hearing regarding the West 1st Street resurfacing project for August 19, 2019 at 5:30 p.m.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve an additional expense from Absolute Concrete to replace a section of storm sewer in conjunction with the Elementary School street project. The storm sewer had decayed to the point where it needed to be replaced before the new concrete was poured above. The cost of the change order is $15,341.39.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve Resolution # 02-19-20, “Resolution Closing Certain Streets During Labor Day Celebration.”

Ayes: All Present                                                                 Motion Carried

Library Director Angie Strong reported the Madrid Library will be receiving county funding for FY 19-20 in the amount of $19,300. She also reported online audio books are now linked to the card catalog at the library. Patrons can locate books available on “Bridges” through the card catalog. Upcoming programs include the NASA program at 6:30 on July 15th, book discussion, Kate Shelley Musical Preview, Family Board Game night, Make and Take Activity, Teen after Hours Event and Adult Coloring. The summer reading finale will be held on July 31st.

Jolynne Carlson, Parks and Recreation Board Chairperson reported there is an issue with animals disturbing the ground at Cassel Corner Park causing problems with the picnic tables. There was also an issue with local residents being disturbed by disk golf users retrieving their disks from residents’ yards. Signage will be placed in the area addressing the issue. She reported the Wishing Well at Edgewood Park and the water fountain at Jensen Park were not working, but have been repaired. Carlson noted several businesses have donated towards the bands and entertainment for Food Truck Thursdays. Carlson has plans to obtain a 501c designation for the parks. The designation would open up more grant opportunities. The Soccer Association has been working to construct a shed on the east side of the park. They will work with the Public Works/Parks director on the project. A soccer field needs to be regraded and re-seeded. They would like approval from the City Council to use the field purchased for the public safety building during the reconstruction of the existing field. Carlson reported on a successful swim program. The price for bus transportation will be increasing for next year. Carlson also plans to move forward with plans for a cabin at Edgewood Park.

Fire Chief Scott Maddux reported there has been 12 rescue, 2 fire and 1 water rescue since the last Council meeting on July 1, 2019. He stated the department has a new probationary member, Andrew Brown. Maddux is getting estimates for new tires for the rescue truck.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve Resolution # 03-19-20, “Resolution Closing South State Street for Fireman’s Ball.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Burich to approve the use of the cul-de-sac on Southern Prairie Drive as a helicopter landing pad. Fire Chief Maddux will work with Scott Church to have the “H” painted on the pavement and add no parking signs.

Police Chief Tasler reported the recent arrest of a fugitive wanted by several other agencies. Tasler announced the full-time resignation of John Mackey. Mackey has accepted another position, but will continue part time employment with the City of Madrid. Tasler is currently considering the hiring of a full-time replacement police officer. Tasler is also working on cleaning up areas for the Labor Day Celebration.

Vanessa Heenan of the Boone Area Humane Society approached the Council to ask for changes in the City of Madrid Ordinances to allow “Trap, Neuter and Return”. This gives the humane society permission to neuter, spay, microchip, vaccinate and return to the original area, any cat that arrives at the Humane Society from the City of Madrid, that is deemed not adoptable. She stated that Madrid has many colonies of stray cats. Grants are available for the program. Heenan will supply a sample ordinance to proceed with the “TNR” policy.

Adam Ostert of the Planning and Zoning Commission and Randy Dalton of the Board of Adjustments approached the Council along with Madrid business owner Justin Rankin. Rankin asked for a variance of the building code which would allow him to place rock instead of concrete or asphalt around his storage unit on Commerce Drive. He feels concrete is cost prohibitive to his project. He is currently planning to build another storage unit, but cannot proceed forward unless the existing project is approved. Rankin is willing to concrete the handicapped area and the approach to the area. Planning and Zoning cannot change the building codes. The City of Madrid currently does not have a functioning Board of Adjustments who can decide the matter. Councilperson Rigby did not have a problem with using rock as long as it did not create dust. Attorney John Flynn advised the Planning and Zoning Commission cannot approve a variance and there is currently no active Board of Adjustments. The matter has been tabled until a Board of Adjustments can be created by obtaining one more member.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve Resolution # 04-19-20, “Resolution Amending the Rate for Water Utility.”. Beginning with the July 30, 2019 billing, water rates will raise by 10%.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve Resolution # 05-19-20, “Resolution Amending the Rate for Sewer Utility. “The Resolution raises the rate for sewer usage by 5% beginning July 30, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve a five-year tax abatement to the owner of 613 S. Greene Street.

Ayes: All Present                                                                 Motion Carried

The Council considered Resolution # 07-19-20, “Resolution Reformatting Select Sections of Madrid Code of Ordinances. “The Resolution cleans up some grammatical errors and edits to Ordinances 1-1-3, 1-1-4, 1-1-5, 1-1-6 and 1-1-7. The Council could not come to an agreement as it could not be determined by those present if at the work group function was correctly advertised to the public. Ordinance # 07-19-20 along with the first reading of Section 1-1-8 were both tabled until a second work session can be held to discuss the changes. The meeting is scheduled for Saturday, July 27th at 8:00 A.M.

Motion by Councilperson Burich, seconded by Councilperson Rigby to approve the hiring of Simmering-Cory to proceed with writing and administering a CDBG grant for the City of Madrid.

Ayes: All Present                                                                 Motion Carried

The Council discussed renewing its membership in the Region XII Council of Governments at a cost of $3,318.62. The Council decided not to renew the membership at this time, as services offered by the Region XII Cog are available from other sources.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the renewal of liquor license for Pancho Villa Restaurant.

Ayes: All Present                                                                 Motion Carried

Martha Furness, chairperson of the Senior Activities Commission reported Pinkie Gibbons has formally resigned from the management of the Senior Center, however will continue as a consultant. The group is currently working on a mission statement, and is considering changing the name of the center to “Madrid Social Center”.

Don Lincoln of 1672 334th Road sharing renderings of the “Bird Friendly” community program. The sketches show what Dalander Park could look like when fully developed as a bird friendly area.

Jolynne Carlson suggested using the land currently occupied by the theatre and antique building on West 2nd street as city parking with metered parking spaces, should those buildings be demolished.

Lane Shaver updated the Council on communication with HuxCom on bringing fiber optics to Madrid. HuxCom is currently asking residents of Madrid to reply to a survey of interest in the matter.  A link to the website is located on the Madridiowa.org website. HuxCom needs between 400 and 500 commitments from Madrid residents in order to bring fiber optic internet access to the town.

Motion by Councilperson Rigby, seconded by Councilperson Shaver to adjourn the City Council Meeting at 7:19 p.m.

 

City Council Minutes – July 1, 2019

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Madrid City Council
Regular Meeting
July 1, 2019
5:30 p.m.
The City Council meeting was called to order at 5:30 p.m. with Mayor Tom Brown presiding.

Present at Roll Call: Marvin Ostrander, Chuck Rigby and Lane Shaver. Nathan Samples and Steve Burich were absent.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Police Chief Rick Tasler, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka, Library Director Angie Strong, Labor Day Commission Chairperson Lacey Ortiz, and City Attorney John Flynn.

Motion by Councilperson Ostrander, second by Councilperson Shaver to approve the agenda for July 1, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, second by Councilperson Ostrander to open a public hearing regarding the rezoning of “Tiger Run” subdivision from R1 to R4. Duane Lombardi of 622 Kingman Boulevard requested information on the difference between and R1 and R4 zoning designation. City Attorney John Flynn stated the major difference is that R4 allows for lot sizes and setbacks that vary from R1 zoning. Motion by Councilperson Rigby, second by Councilperson Shaver to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, second by Councilperson Shaver to open a public hearing regarding the rezoning of 505 Milwaukee Street from R1 to C1. There was no one present who wished to speak regarding the rezoning request. Motion by Councilperson Ostrander second by Councilperson Rigby to close the public hearing.

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the City Council meeting minutes of June 17, 2019, the Planning and Zoning Meeting Minutes of June 13, 2019, and the Labor Day Meeting Minutes of May 21st and June 4th, 2019 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve the claims for July 1, 2019 in the amount of $ 160,589.46.

Ayes: All Present                                                                 Motion Carried

Don Lincoln, chairman of Friends of the High Trestle Trail, approached the Council to ask the Council to help the City of Madrid be designated as a bird friendly community. Julia Bodenhope of Iowa State University approached the group with information about possible grant opportunities available to enhance the Dalander Park prairie which could include bird watching stations and a boardwalk through the prairie. Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the development of a resolution which would show the City of Madrid’s support of the project. Having Madrid designated as a bird friendly community would greatly increase the probability of obtaining further grants for the project.

Ayes: All Present                                                                 Motion Carried.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve a request from Public Works Director, Scott Church to lease a John Deere 1575 mower. Church plans to sell the current mower owned by the city which is a John Deere 1435 mower.

Ayes: All Present                                                                 Motion Carried

Church also asked the Council to approve an expenditure in the amount of $15,000 to replace the exterior tin, doors and windows at the park maintenance shed. Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve the purchase.

Ayes: All Present                                                                 Motion Carried

Motion by councilperson Shaver, seconded by Councilperson Rigby to approve Pay application #1 from Absolute Concrete in the amount of $82,252.22. The pay application is for work which has been completed for the elementary school road project.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the purchase of a Ford F-250 pickup truck to be used by the sewer plant, and for snow removal. The approximate purchase price is $32,200. The truck currently being used by the sewer plant operator will be sold by Big Horn Auctions.

Ayes: All Present                                                                 Motion Carried

Church asked the Council to approve that the company, On Track, who is working on the street project, work on July 4th, and take time off on July 5th and 6th. The Council agreed with the schedule change.

Church advised the Council he has obtained a bid to demolish the antique building and theatre building on West 2nd Street. The bid is in the range of $40,000 which is only for demolition and haul away, not for finishing the bare lots, or replacing sidewalks and curbing. Another option would be to sell the buildings “as is” with the stipulation that they be demolished, at which time the land would belong to the purchaser. The matter will be decided at the next City Council meeting.

Church reported on a recent meeting with the Boone County Engineers. The City of Madrid currently has an E28 Agreement with Boone County to maintain County Line Road, and West 8th Street. Church proposed to Boone County that they pay to replace the asphalt on both roads which would dissolve the E28 agreement. The estimate to completely mill out and replace the asphalt on the two roads is around $139,000. Church is waiting to hear back from the County on whether or not they accept they offer.

Church stated he has purchased rock salt for use in the upcoming snow removal season. Park employees are painting posts at Edgewood park and painting the disc golf rings, as well as general clean up in preparation for the Labor Day Celebration.

Madrid Area Chamber president Travis Risvold reported good participation at the “Food Truck Thursday” events and a recent business open house at The Filling Station ice-cream Shoppe. The open house for July will be held at Sisters in Cheese. MAC will be adding a cloud-based phone answering machine system to the Senior Center.

Labor Day Chairperson Lacey Ortiz asked the Council to approve a contract with Golf Cars of Iowa in the amount of $2,000 to supply golf cars for the Labor Day Celebration. Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve the contract.

Ayes: All Present                                                                 Motion Carried

Ortiz reported Sisters in Cheese would like to sponsor a cheese contest during the Labor Day Celebration. The next meeting for the commission will be Tuesday, July 2nd at 6:00 p.m.

Library Director Angie Strong reported the meeting room flooring has been installed at the Library. The Library was also the recipient of a recent donation from Dr. Marion and Linda Romitti. The money will be used to replace the meeting room chairs and replacing other furniture pieces at the library. She reported the library has added two new programs for the summer. On July 15th Dan Hoy, NASA ambassador will be presenting a program on Apollo Eleven 50th Anniversary. On July 18th there will be a musical preview of the Kate Shelley Bridge. A recent teen after hours events was attended by 35 people. Upcoming programs include Lego Crew, Chess Club, Pinterest Party, Movie Night and Book Discussion.

Fire Chief Scott Maddux reported there have been 10 EMS and 2 fire calls during the last two weeks. He will be working with Deputy Clerk, Deb Biegger to develop a road closure resolution for the upcoming Fireman’s street dance. A recent hose test showed leakage, and new fire hoses have been ordered. The next business meeting for fire/ems will be held on July 3rd. The department is also planning a drill night with Black Hills Energy. A request for designating the Southern Prairie Drive cul-de-sac as a helicopter landing pad will be on the agenda for Council approval at the next City Council meeting.

Police Chief Rick Tasler reported there have been youth trespassing into the old theatre and antique store buildings. Mayor Brown asked Scott Church to secure the building. He also reported a recent child neglect case in which Madrid officers were involved, has been resolved by jury trial. He also reported Madrid Police solved a $88,000 embezzlement case which occurred at a local business. He also solved an employee theft case at Dollar General.

Mayor Brown clarified that there has been no current change being proposed or considered to the current fireworks ordinance. He asked that any citizen wishing to have the ordinance changed, take their suggestions to their respective councilperson, or either at large councilperson. All Councilmembers indicated they have to issue with the current ordinance.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve the rezoning of land to be known as “Tiger Run”, from R1 to R4 zoning designation. Duane Lombardi of 622 Kingman Blvd asked the Council what would happen if the rezoning takes place and then “Tiger Run” is not approved. Mayor Brown stated once the property is rezoned, the preliminary and final plats has to be approved by the Planning and Zoning Commission and the final plat must be approved by the City Council.

Ayes: All present                                                                  Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the rezoning of 505 Milwaukee Street from R1 to Commercial.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve Resolution # 01-19-20,” Resolution Setting the Salaries for Appointed Officers and Employees of the City of Madrid, Iowa, for FY 19-20.” Tasler indicated the salaries listed on the resolution for two of his full-time officers were incorrect. The correction will be made before the Mayor signs the resolution.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson to approve a change renewal of liquor license and change in outdoor service area for Tiger Bowl.

Ayes: All Present                                                                 Motion Carried

Martha Furness of the Senior Activities Commission stated she will present a report at the second Council meeting of each month. Meeting times for the Commission have been set for the second Wednesday of each month at 6:00 p.m. The group is planning a blood pressure check for Tuesday, July 9th at noon at the Senior Center.

Kurt Kruse of 805 S. Union Street, Madrid, approached the Council to ask that the current fireworks ordinance be upheld, as fireworks are upsetting to many war veterans, pets and residents of the City.

Dwayne Lombardi of 622 Kingman Blvd approached the Council again to discussion various issues with the proposed “Tiger Run”. He feels that it is possible to obtain enough ground from St. Malachy’s church to have an access to Highway 210. He was asked to attend the next Planning and Zoning Meeting with his concerns.

City Clerk, Mary Jo Reese advised the Council that Simmering-Cory has been conducting a Low-to-moderate income survey that is needed to apply for a CDBG grant for the will be used for sewer plant updates. The next date for the surveyors to be in town, is July14th.

Mayor Brown advised that ordinance updates will be presented for Council approval at the next City Council Meeting.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to adjourn the City Council meeting at 6:55 p.m.