Archive for City Council Minutes

City Council Minutes – May 6, 2019

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Madrid City Council
Regular Meeting
May 06, 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 and Lane Shaver. Chuck Rigby was absent.

Other City Officials Present: City Clerk Mary Jo Reese, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka, Board of Adjustments member Randy Dalton, Labor Day Commission Chairperson Lacey Ortiz and City Treasurer Don Fatka.

Motion by Councilperson Shaver, second by Councilperson Samples to approve the agenda for May 6, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, second by Councilperson Ostrander to open a public hearing regarding the upcoming Elementary School Streets Reconstruction Project. Denise Moore of 2267 S. Avenue, Madrid, approached the Council to question why the entire city population is paying for curb and gutters for the project as opposed to adjacent property owners being assessed the cost as has been done in the past. She feels there is a large retired population in Madrid who cannot afford to have their taxes raised due to the cost of the project. She feels the Madrid School District should participate in the cost. Mayor Brown explained the school district does not have the legal authority to spend money to maintain property they do not own, such as the street. Lee Barkley of 504 Milwaukee Street, Madrid stated he also feels the adjacent property owners to the project should pay for the curb and gutter portion of the project. Don Lincoln of 1672 334th Road asked the Council if moving forward, when curb and gutter projects are being done, would the adjoining property owners be assessed as has been the policy in the past. Councilperson Samples also asked if the city was setting a precedent by not assessing the adjacent property owners. Motion by Councilperson Shaver, seconded by Councilperson Burich to close the public hearing.

Ayes: All Present                                                                 Motion Carried

No conflict of interest declarations was declared by any member of the Council.

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the City Council meeting minutes of April 15, 2019, Planning and Zoning meeting minutes of April 11, 2019 and Labor Day meeting minutes of April 2, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the claims for May 6, 2019 in the amount of $194,404.63

Ayes: All Present                                                                 Motion Carried

Nathan Summers, of D.A. Davidson, and financial advisor for the City, approached the Council to discuss the recent Standard and Poor’s rating decrease. In his discussions with Standard and Poor’s he learned that much of the rating decrease involved the movement of money out of the general fund, which showed as a negative impact on the ratings score. Money was moved from the general fund during the last two years into the proper funds. Standard and Poor’s did not have that information when the city was previously rated. Summers feels the city has done the proper thing by allocating the money to the proper accounts. He highlighted strong management and current financial policies and amortization of current debt as positives points in the rating. Summers recommended to the Council that the awarding of the bonds go to the low bidder, UMB with a rate of 2.78%. Four bids were received. He feels the rate is very strong compared to other bond transactions in the market. Due to the cost overruns from the contractor’s bids, it was decided to borrow the maximum amount of $2.5 million. Summers explained that due to the low interest rate received, the principal and interest payment will stay level with previous estimates. He shared the other bids received for the bonds, and explained he used the actual bid amounts for the elementary school and Highway 210 projects in his calculations.

Don Lincoln of Nerem and Associates updated the Council regarding sales activity for city owned property at 246 West 2nd Street. He advised there has been some interest in the property, however, a recent potential buyer had an engineer inspect the building and discovered that the south wall, and one third of the west wall will need to be rebuilt from the ground up. He estimates total cost to restore the outside would be around $300,000, plus the cost of interior work.

Madrid Area Chamber of Commerce chairperson, Travis Risvold reported a successful city-wide garage sale day, “Food Truck Thursday’s” will be this week at Jensen Park from 6-8 p.m. MAC is currently working on new signage for the trail map, and trailhead sign. The next MAC open house will be May 16th at 5:00 p.m. at Victorian Air BnB. He invited everyone from the City Council to attend MAC meetings. Risvold also stated there is a subcommittee that is looking into the matter of fiber optics for Madrid. He will discuss that subject as more information becomes available.

Public Works Director Scott Church asked the Council to approve an expenditure in the amount of $70,930 for asphalt overlay on various areas of the city. The Council asked that Church obtain two more bids for the work before approval is granted.

Perry Gjservik of SEH Engineering discussed the bids received for the elementary school street project and advised the bids did come in over the estimate. He shared the bid tabulations from the three bids received for the project. He recommended the Council approve the bid submitted by Absolute Concrete of Slater for $1,396,665. Gjservik stated several factors resulted in bids coming in over estimate, one being the timing of the project as many contractors are already booked for the upcoming construction season, also the project needs to be done during the summer months and is being split into two stages.

The topic of who should pay for curbs and gutters for the project was discussed again. That issue will be discussed at a future date. Motion by Councilperson Ostrander, second by Councilperson Burich to approve the bid as submitted from Absolute Concrete Construction.

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

Scott Church asked the Council to approve a salary increase for Mike Forristall who recently took the job as water plant operator. He has been employed by the City of Madrid for 18 years and has all his certifications needed to operate the water and sewer plants. Motion by Councilperson Samples, seconded by Councilperson Burich to increase the salary of Mike Forristall to $31.03 per hour due to the reclassification.

Ayes: All Present                                                                 Motion Carried

Lacey Ortiz of the Madrid Labor Day Commission advised the Council she obtained three bids from vendors to supply bounce houses and labor for the Labor Day Celebration. Ortiz asked the Council to approve a bid from JP Party Rentals in the amount of $3,959. The contract will include various bounce houses or slides for ages from toddler to teens. Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the awarding of contract.

Ayes: All Present                                                                 Motion Carried

Ortiz reported the commission is considering adding spin art, kiddy corner and a Fortnite tournament. A balloon artist has been hired and bands have been scheduled for all days. Most bands are being sponsored with donations.

Library Director Angie Strong reported the library has partnered with other Iowa libraries to offer an “Adventure Pak. If you have a valid Madrid Library card, you can get free passes to area recreational attractions. The passes can be accessed through the Madrid Library website. She advised she plans to replace the flooring in the meeting room at the library. She will be hosting all three library classes at the library during the upcoming week for a tour. Upcoming events include Early Out Lego Crew, Movie Night with the Lego Movie 2, Chess Club, Adult Coloring and Family Board Game Night.

Mayor Brown noted a summary for Park Board information received from Jolynne Carlson and asked that the information be placed on the City of Madrid website.

Rescue Captain Randy Pecenka stated he has been working on junk vehicles with Rick Tasler. He asked the Council to approve using the parking area next to the post office for a Jaws of Life Training. He also advised the computer system currently used at the Fire Department needs to be updated and connected to the City of Madrid server. He presented the Council with an assessment of their current computer system.

Fire Chief Scott Maddux reported there have been 16 rescue calls and no fire calls during the last two weeks. He advised Joanna Spence has been brought up as a probationary member of the fire/rescue department. She was previously the public relations officer for the department. The grass truck has been repaired and parts for the pump have been ordered. The annual Fireman’s dance has tentatively been scheduled for July 27th. He advised of an upcoming training drill planned with Black Hills Energy. He will also be scheduling mandatory radio classes.

Motion by Councilperson Samples, seconded by Councilperson Shaver to approve the first reading of Ordinance #488, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Code of Ordinances Which Establishes the Planning and Zoning Commission.” This sets the public hearing for May 20, 2019 at 5:30 p.m.”

Ayes: All Present                                                                 Motion Carried

Police Chief Rick Tasler advised there is a fox family living off the High Trestle Trail. He asked that anyone coming in contact with the family to leave them alone. They will not hurt people. He is also busy removing junk vehicles from the city.

Motion by Councilperson Ostrander seconded by Councilperson Burich to open a approve the third reading of Ordinance #490, “ITC Franchise Agreement”.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to set the date for the FY 19 budget amendment for May 20, 2019 at 5:30 at City Hall.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve Resolution # 27-18-19, “Resolution Authorizing and Approving a Loan Agreement Providing for the Sale and Issuance of General Obligation Corporate Purpose and Refunding Bonds, Series 2019 and Providing for the Levy of Taxes to Pay the Same.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve a request for liquor license from Sisters in Cheese.

Ayes: All Present                                                                 Motion Carried

The Council discussed choosing a date for a work group that would consider changes to some of the City of Madrid Ordinances. A date will be chosen at the next City Council Meeting on May 20th. He stressed that all Councilpersons are expected to review the proposed changes to the ordinances before the meeting.

Councilperson Samples gave some members of a Code of Ordinances book, complete with updated ordinances. He stressed that the book should be returned to City Hall at the end of their term on the City Council.

The Council considered the appointment of Shevaghn Moore to the Senior Activities Commission. Moore introduced herself to the Council and expressed her desire to volunteer in the community. Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve the appointment. Commission member Martha Furness advised that she and other volunteers cleaned out the basement in the SAM Center building. She also advised some work needs to be done to the outlets at the center.

Ayes: All Present                                                                             Motion Carried

Don Lincoln, representing Friends of the Trail approached the Council to ask permission to move the Coal Miner display from its present location on Highway 17, to a new location at the Dalander Trailhead. Once moved to the Trailhead, it would become part of the Madrid park system, and would be maintained by the City. Lincoln also advised the group is looking at moving the site of the planned Coal Miner entrance along the trail to another location due to heavy snow run off in the original location.

Lincoln is still working on a Madrid cleanup day, and asked the City’s support of the event. He will present more information to the City Council at an upcoming meeting.

Kurt Kruse of 805 South Union Street approached the Council to thank public works for placing rock in the roadway in front of his home where it washes out. He advised he had received a threatening voicemail on his phone from a Councilmember. He asked Mayor Brown if his appointment to the Senior Activities Commission was still being considered. Mayor Brown advised he would be happy to have a person to person conversation with Kruse considering the matter.

Jake Vaughn of 510 South Market Street approached the Council to express his concern with parking near the corner of South Market and West 6th Street. He would like no parking signs placed on the road near the area as it’s a blind corner when cars are parked near the corner.

Lacey Ortiz thanked Public works for rock placed at the end of her driveway. She thanked the Council for its support of the Community Garden.

Councilperson Samples thanked the Fire Department for its handling of a recent gas leak at his residence. He reported he received a complaint about Police Officer Mackey concerning his fast driving during a recent traffic stop. Samples reviewed the film of the incident and the fastest he drove was 45 mph in a 35 zone.Police officers do not always run with lights on for safety. He did reach 50 mph once he was out of the congested area of town.

Councilperson Burich explained he plans to side with the rights of citizens during upcoming issues.

Councilperson Ostrander noted a pool being built at a new home near Edgewood Park does not currently have a fence, however the project is not complete.

City Clerk Mary Jo Reese reported she, Scott Church and Deb Biegger had met with a representative from FEMA recently. The FEMA representative shared the new preliminary flood plain maps for Madrid. The new maps would remove several residences from the flood plain. The new map will not be official until sometime in 2020.

Motion by Councilperson Shaver seconded by Councilperson Samples to adjourn the City Council meeting at 7:37 p.m.

City Council Minutes – April 15, 2019

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Madrid City Council
Regular Meeting
April 15, 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, Public Safety Director Rick Tasler, Library Director Angie Strong, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka and Planning and Zoning member Randy Dalton.

Motion by Councilperson Shaver, second by Councilperson Samples to approve the agenda for April 15, 2019. Councilperson Shaver asked agenda item # 10, Citizens and Organizations to address the Council”, item a.) be moved forward to allow presenters from the Madrid Historical Society to leave the meeting for another appointment.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, second by Councilperson Ostrander to open a public hearing regarding Ordinance #491, “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 3.”  There were no citizens present who which to discuss the ordinance. Motion by Councilperson Samples, seconded by Councilperson Rigby to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, second by Councilperson Shaver to open a public hearing regarding Ordinance #492, “An Ordinance Amending Chapter 3, Traffic Code of the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Regulating the Operation of Golf Carts, Snowmobiles, All Terrain Vehicles, and Off-Road Utility Vehicles Within the City Limits of Madrid, Iowa. There were no citizens present who wished to comment on the ordinance. Motion by Councilperson Motion by Councilperson Ostrander, seconded by Councilperson Shaver to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to open a public hearing regarding Ordinance #490, “ITC Franchise Agreement”. There were no citizens present who wished to comment on the proposed agreement. Troy Weary of ITC presented the Council with maps showing the route of proposed transmission lines, explaining the lines would be overhead, and not buried at this time. Motion by Councilperson Rigby, second by Councilperson Shaver to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, second by Councilperson Ostrander to approve the City Council Meeting minutes of April 1, 2019, Library Meeting Minutes of March 19, 2019, and Labor Day Meeting Minutes of March 12, 2019 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, second by Councilperson Shaver to approve the claims of April 15, 2019 in the amount of $ 63,389.81.

Ayes: All Present                                                                 Motion Carried

Ray Ohrtmann and Keith Kudej of the Madrid Historical Society approached the Council to ask permission to place a historical marker on a parcel of land in Boxtown, on the north side of the intersection of East 6th and Madison Streets, owned by the City. The historical society has received a donation of $7,600 to start the project which would be an obelisk shaped marker and brick apron around the marker which would commemorate life in the mining town known as Boxtown. Plaques would be placed on the obelisk.  They asked that the area be designated as part of the City of Madrid park system. Motion by Councilperson Samples, seconded by Councilperson Shaver to approve the project and designate the area as a part of the City of Madrid park system.

Ayes: All Present                                                                 Motion Carried

Library Director Angie Strong reported the resignation of part-time library aide Robin Brown. She also reported the library received a grant recently from the Lowrey Trust in the amount of $1,500, and another grant from Community Chest for $1,000, both of which will be used for the summer reading program. The library also received a gift of the complete set of Iowa Award books from an anonym’s donor. Upcoming programs include Storytime, Book Discussion, Adult Coloring, Teen After Hours, Early Out Space Program and Pinterest Party.

Parks and Recreation Board member Jolynne Carlson was unable to attend the meeting and wrote a commentary which was read by Mayor Brown. Carlson reported the fundraiser, “Egg my Yard” had a great response on social media, however did not receive as many actual orders as hoped. Carlson hopes to have the first “Concert in the Park” event scheduled for some time in June. She noted she has been trying to work with the youth rec leagues to promote them through the park. She did not receive much response from those groups.

Fire Chief Scott Maddux questioned whose responsibility it is to keep the oil tank for the generator at the fire station full. It is the responsibility of the fire department. He reported there had been 8 rescue calls and two fire calls since the last council meeting. He also reported the pump in the grass truck has cracked. The department is currently deciding how to solve the problem. Maddux advised the department is currently accepting applications for two new members. The Madrid Fire Department along with the Slater Fire Department performed a training house burn on Zook Spur Road. Maddux would like updated maps of the City. The department is looking at having their annual dance on July 20th or 27th. Mayor Brown advised Maddux that he should contact Lane Shaver with any equipment issues instead of reporting that information at the Council Meeting.

Public Safety Director Rick Tasler thanked Karl Harris of the Woodward Fire department for donating two defensive tactics suits to the department. He is currently working to remove junk vehicles from the city. A group of volunteers gathered over the weekend to clean up property owned by a disabled person. They will be working to clean up the properties of several other persons. He has also been working with the owner of the trailer court on County Line Road to clean up that property.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the second reading of Ordinance #491” and to waive the third reading of the ordinance.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the second reading of Ordinance # 492 and to waive the third reading of the ordinance.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the appointment of Randy Dalton to the Board of Adjustments. Dalton currently served on the Planning and Zoning Commission.

Ayes: All Present                                                                 Motion Carried

The Council considered the first reading of Ordinance #488, ‘An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance which Establishes the Planning and Zoning Commission.” Currently there are three members who do not reside within the city limits of Madrid serving on the board. The Council discussed various residency requirements and decided there should not be a residency requirement. If there are not enough members from within the City limits, they can approve members from the County or School District.  They asked that Reese change the terminology of the ordinance and present the ordinance again at the next Council meeting. Nancy Christensen noted every other state has residency requirements for Planning and Zoning. John Flynn advised Iowa law is not clear on the issue, however he is fine with having members from outside of the city.

Jason Springer, developer of ‘Tiger Run”, and Randy Dalton, former member of Planning and Zoning, approached the Council to request rezoning for property he purchased on the east edge of Madrid. The area is currently zoned Agricultural. He would like to rezone the area to R4- Planned Residential in order to proceed forth with a planned housing development. Dalton indicated the request had been approved by Planning and Zoning. Springer stated he only needs R-4, not PUD, (Planned Urban Development.) Springer stated the property has been purchased, after rezoning he will present the final plat to Planning and Zoning.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the second reading of Ordinance # 490,” An Ordinance Approving a Franchise Agreement with ITC.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve a request for renewal of liquor license for Flat Tire Lounge.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve a request for renewal of liquor license for Git-n-go convenience store.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve a payment in the amount of $91,746 to Midwest Insurance Inc. for renewal of insurance for the city, and $2,530 for renewal of cyber insurance by consent agenda.

Ayes: All Present                                                                 Motion Carried

Councilperson Burich discussed requiring fencing around swimming pools within the city. The city currently has no ordinance requiring fencing around pools. Burich stated that many insurance companies require that pools be fenced. Councilperson Shaver feels the City should not mandate fencing. It was decided that Burich would do more research on the issue and possibly form a work group to discuss the matter.

Mayor Brown stated there should be a written process for ordinance consideration, review and revision. He recommended that a workgroup be formed to review new or changed ordinances before the ordinances are presented to the Council for approval. Councilperson Samples was appointed to form a workgroup which would meet on a Saturday morning.

John Flynn advised the City had received a letter from an attorney in Des Moines stating they are representing employee Mike Fischer in a Workman’s Compensation claim he filed for an injury he received in September of 2018.

Nolan Anderson of Boy Scout Troop 150 in Madrid told the Council he is making flag retirement boxes as his Eagle Scout project. He shared a photo of the proposed boxes and asked that he be allowed to place a box at City for collection of damaged flags that need to be retired. The Council approved the request.

Kurt Kruse of 805 South Union Street approached the Council to ask if any progress was made regarding a traffic control device near Edgewood Park. It was previously discussed by the Council that they may consider a temporary stop sign to be placed on Main Street during ball games. Councilperson Samples stated there are liability issues regarding the placement of a stop sign on the road. Sidewalks would need to be installed along the east side of Main Street before a stop sign could be placed in the area. The Police Chief and Public Works Director also stated they agree with the decision.

Kruse asked Mayor Brown when he may be approving his previous application for the Senior Citizens Commission Board. Mayor Brown stated he has no intention of appointing Kruse to the Board.

Nancy Christensen of 2267 S. Avenue reminded the Council there are laws regarding conflict of interest in City government. She pointed out an item on a previous claims report where members of the Council should have declared a conflict of interest. She pointed out that improvements to street and sidewalks of abutting property owners which will be included in the upcoming capital project around the elementary school is being funded with taxpayer funds and not being accessed to individual property owners as has been done in the past. She feels that since one member of the Council lives in that area and will benefit from the project that he should declare a conflict of interest. Councilperson Rigby stated he has received legal counsel on the matter and feels confident that he does not have to declare a conflict of interest concerning the matter.

Mayor Brown read a Mayor Proclamation submitted by YSS of Boone County. Taylor Nehring of YSS advised the 6th graders of Boone County write a letter agreeing to be drug and alcohol free during the prom and graduation season when they are seniors in high school. During that time, they will receive their letters back that they wrote as 6th graders.

Councilperson Samples advised a citizen that the Council is actively soliciting members for boards and commissions. Councilperson Ostrander was approached by a citizen who asked that the Council reconsider the fireworks ordinance. He also registered a complaint about horseback riders who do not clean up after their animals. Councilperson Shaver issued an invitation to the Council and members of the Community to attend an Arbor Day event on April 27th which will take place at the Iowa Arboretum and will be attended by Governor Kim Reynolds. He also advised the Council the Pony Express Riders will be coming through Madrid on the morning of April 20th collecting donations, which will be taken to Camp Sunnyside. He expects there to be 75-80 horses and riders. Chuck Rigby asked that the Council hold a moment of silence for Clark Helms who recently passed away.

Mayor Brown advised he recently attended a Boone County Human Services meeting. Many organizations presented a program on the various Human Service agencies in Boone County. He will be asking city hall personnel to add links to the agencies on the city’s website.

Motion by Councilperson Rigby, seconded by Councilperson Burich to adjourn the City Council meeting at 7:24 p.m.

City Council Minutes – April 1, 2019

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Madrid City Council
Regular Meeting
April 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: Nate Samples, Marvin Ostrander, Chuck Rigby and Lane Shaver. Steve Burich was absent.

Other City Officials Present: City Clerk Mary Jo Reese, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka, Park and Recreation Board Chairperson Jolynne Carlson and Labor Day Board Chairperson, Lacey Ortiz.

Motion by Councilperson Samples, second by Councilperson Ostrander to approve the agenda for April 1, 2019

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, second by Councilperson Rigby to open a public hearing regarding the proposed SRF Loan environmental review. No one was present at the meeting who wished to comment on the review information, and no correspondence was received at City Hall concerning the matter. Motion by Councilperson Shaver, seconded by Councilperson Rigby to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, second by Councilperson Shaver to open a public hearing regarding the proposed 2019 GO Bond Issue. There was no correspondence received at City Hall regarding the matter and no one was present at the City Council meeting who wished to discuss the bond issue. Motion by Councilperson Rigby, seconded by Councilperson Burich to close the public hearing.

Ayes: All Present                                                                 Motion Carried

No Councilperson wished to declare a conflict of interest with any item on the agenda.

Motion by Councilperson Shaver, second by Councilperson Ostrander to approve the City Council meeting minutes of March 18, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, second by Councilperson Samples to approve the claims of March 4, 2019 in the amount of $104,175.99

Ayes: All Present                                                                 Motion Carried

Rachel Mann and Sara Behn of the Boone County Hospital Foundation asked the Council’s permission to use the grass area at the Johnson Family Trailhead near the High Trestle Trail for the upcoming Trestle Hustle 2019 Duathlon on June 15, 2019.

Travis Risvold, president of the Madrid Area Chamber of Commerce reported The MAC banquet will be held Friday, April 6th at Snus Hill Winery. He also advised “Food Truck Thursday” will be starting, MAC will pay the fees for the vendors. The city-wide garage sale sponsored by MAC will take place on May 4, 2019. Persons wishing to participate can sign up at the Wilcox Printing office.

Motion by Councilperson Samples, second by Councilperson Ostrander to set a public hearing on the City of Madrid Public Improvements project. The public hearing will be held on May 6th, at 5:30 at City Hall.

Ayes: All Present                                                                 Motion Carried

The Council considered a letter of resignation submitted by Mike Fischer. His last day of employment will be April 26th after 26 years of service. Motion by Councilperson Shaver, second by Councilperson Samples to accept the resignation of Mike Fischer.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, second by Councilperson Rigby to approve a request to hire a full-time public works employee. This person would be hired to care for the parks, as Andy Tiernan will be going to streets full time. Church plans to advertise for the position in May.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, second by Councilperson Shaver to allow Church to hire a part-time summer employee.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, second by Councilperson Rigby to set the date for the bid opening for the elementary school project for April 30, 2019 at 2:00 p.m. Final plans will be issued to bidders on April 9, 2019.

Ayes: All Present                                                                 Motion Carried

Church ask the Council to approve an expenditure in the amount of $8,148 to Precision Concrete Cutting. The company will grind down and repair the sidewalks owned by the City to make them ADA compliant. Church stated this will not be a permanent fix, but will save the city money for the short term. Motion by Councilperson Rigby, second by Councilperson Samples to approve the expense.

Ayes: All Present                                                                 Motion Carried

Church reported on a meeting held recently with residents of the Reddish Addition concerning the water lines in their development. The City owns the water main that runs past the addition, however the water lines are privately owned. He stated the City will not be taking over the lines, however he offered to help with any repairs, which would then be paid for by the Reddish Addition residents.

Church also advised the public works employees will be attending a conference in Des Moines on April 4th where they will be attending various workshops and seminars. Church hopes to open the public restrooms and water salesman for the summer as soon as the weather warms.

Lacey Ortiz of the Labor Day Commission reported their last meeting was attended by a balloon artist. The commission is considering hiring him to entertain at the Labor Day Celebration. Chuck
Rigby addressed the commission and announced the band; Cold Filtered will perform on Friday night of the celebration and is being sponsored by Dalton Concrete. The Commission is accepting nominations for Grand Marshall of the parade. Nominations can be dropped off at City Hall. The commission is also seeking sponsors to aid in the cost entertainment expenses for the older children during the celebration. The Labor Day meeting scheduled for April 16th has been rescheduled for April 17th and the meeting for May 7th has been rescheduled for May 8th.

Library Director Angie Strong thanked Lane Shaver for providing signage for the recent book sale held at the library. She also thanked the numerous volunteers who helped organize the event which raised over $600 for the library. She reported that she and Steph Fogarty will be attending a conference called “Kids Matter” and hopes to learn new programming ideas to implement at the library. The week of April 7-13 is National Library Week with the theme being, “Libraries equal strong communities.” Several events are being planned during the week. Upcoming events include Early Out video game day, Chess Club, Pinterest Party, Family Board Game Night and movie night with the movie “Aquaman”. Friends of the Library also has door prizes that will be given away.

Jolynne Carlson of the Park Board reported baseball and soccer have started practices. The board is planning a fundraiser called “Egg my House”. For a fee, the board will place Easter eggs in the yards of the homes of participants that can then be found in the morning by their children.

Randy Pecenka of Madrid Fire and Rescue demonstrated the new Lucas device that was recently obtained by the department through a grant program. The device, valued at $16,000 performs CPR rather than having it performed manually. The Lucas device can only be used by trained EMT’s or paramedics.

Fire Chief Scott Maddux requested that City Attorney John Flynn update a document that covers the legal requirements for doing a training burn of a structure. The department currently has such a document; however, they would like to have it updated. The department plans to burn a vacant house on Zookspur Road and will delay the burn until Flynn has completed the document update.

Maddux reported there have been 14 rescue calls and 1 fire call during the last two-week period. Maddux advised he is enforcing the HIPPA and drug and alcohol policies within the fire and rescue departments. Two wireless headsets have been installed in two of the fire vehicles. The department has also received two new sets of fire gear. The next business meeting for the department will be Wednesday April 3rd at 7:00 at the fire station. Pecenka advised the Council of the need to think about replacing some of the fire vehicles due to their age. Councilperson Shaver complimented Maddux for his handling of the department and advised that he make a list prioritizing the needs of the department and bring the list to the City Council for review.

Police Chief Rick Tasler reported the TAC10 system has been installed and they are currently waiting for passwords to access the system. Tasler is currently working on junk vehicle removal. Councilperson Samples reminded the public that all ordinance complaints need to go to Chief Tasler for handling.

Motion by Councilperson Rigby, second by Councilperson Shaver to approve the first reading of Ordinance #491, “An Ordinance Amending the code of Ordinances of the City of Madrid, Iowa, 2018, by amending Provisions Pertaining to the Policy and Administration of Ordinances. Title III, Chapter 3” and to set the public hearing for April 15, 2019 at 5:30 p.m.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, second by Councilperson Ostrander to approve the appointment of Denise Moore to the Board of Adjustments Commission. Councilperson Rigby asked if Moore had attended any meetings before deciding to apply for the position. There has not been a board of adjustments in several years.

Ayes: All Present                                                                 Motion Carried

The Council considered the appointment of Nancy Christenson to the Board of Adjustments. Mayor Brown felt there may be a conflict with Iowa Code Chapter 21, as she is the spouse of Denise Moore who was just appointed to the commission. As he foresees only three people being on the commission in the near future, he is concerned that any dialog between Christensen and Moore may constitute a conflict with the open meetings law. Christensen stressed that she is applying for Board of Adjustments, as there are currently not enough volunteers to conduct a meeting. Her wish is to become a member of Planning and Zoning. Mayor Brown asked to table the appointment until the next City Council meeting.

Motion by Councilperson Samples, seconded by Councilperson Rigby to approve the appointment of Don Lincoln to the Board of Adjustments Commission.

Ayes: All Present                                                                 Motion Carried

The Council considered Ordinance # 492. Councilperson Rigby feels the Ordinance should be amended to allow residents from outside of the City of Madrid to fill the Planning and Zoning Board if there are not enough volunteers from within the city limits. Attorney John Flynn stated Iowa Chapter 414 does not prohibit the addition of members from outside the city limits. Councilperson Samples also feels the membership should be extended to areas outside the city limits if the membership cannot be filled with city residents. Lacey Ortiz recommended allowing residency requirements to allow members from the school district. Nancy Christensen feels Planning and Zoning and Board of Adjustments are different from other boards and commissions as the other boards were designed for social matters. She asked that if the Council decides to appoint members to P and Z from outside the city limits, that they limit the number of people from those areas who can participate on the commission. Christensen asked that the Council consider passing the Ordinance as it stands and amending it later in order that the Planning and Zoning Commission can conduct business in the meantime. Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the 3rd reading of Ordinance # 492.

Ayes: Samples, Ostrander                          Nays: Rigby, Shaver               Motion: Failed

Mayor Brown asked to table the matter of Ordinance #492 until the next City Council Meeting on April 15, 2019. All Councilmembers agreed they would like to see an addition to the ordinance that would allow members on the Planning and Zoning Commission who reside either in the County of Boone, or the Madrid School district if enough qualified volunteers cannot be obtained from within the city limits.

Motion by Councilperson Shaver, second by Councilperson Ostrander to approve Resolution # 25-18-19, “Resolution Setting the Dates for Open Burning Within the City of Madrid.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, second by Councilperson Rigby to approve a residential tax abatement request for the property at 511 South Walnut Street.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, second by Councilperson Rigby to approve the first reading of Ordinance #490, “An Ordinance Granting ITC, MIDWEST LLC, the right to acquire, construct, erect, maintain and operate in the City of Madrid, Ia.” The Council discussed whether the lines being installed go above or below ground. Motion by Councilperson Samples, seconded by Councilperson Rigby to approve the first reading of Ordinance #490, which also set the date for a public hearing for April 15, 2019 at 5:30 p.m.”

Ayes: All Present                                                                 Motion Carried

Attorney John Flynn reminded Councilmembers to review the information in the Council Packets so that errors or necessary changes can be caught early on in the approval process.

Don Lincoln of 1672 334th Road reported the Madrid Pacers Car Club will be holding a “Cruise Madrid Night”. The first couple laps will be dedicated to the memory of Gene Morning. Lincoln asked the Council to decide what stipulations they may have for the restoration of the antique store building. Lincoln advised he agrees with the decision to allow people from outside of the city limits to be members of the planning and zoning commission.

Rick Tasler advised he will he will hold his fundraiser,” Kickfest” on June 8th at the Flat Tire Lounge. Money raised will be donated to pay the Saturday or Sunday band for the Madrid Labor Day Celebration.

Kurt Kruse of 805 South Union Street advised the Council of the passing of Don Carlson, husband of former Park Board member Dualla Carlson. Mayor Brown called for a moment of silence to honor Carlson.

Kruse asked that the consider placing a stop sign on North Main Street between Edgewood Park and the ball fields on the east side of the road. He would like a mobile stop sign that can be placed at the location during times the ball fields are being used. Kruse also questioned the status of his application for the Senior Activities Commission. Mayor Brown advised the application had been received.

The Council reviewed correspondence received from Bankers Trust regarding a Service Transition Letter.

The request is to transfer the bond business to United Missouri Bank. The City of Madrid Financial Advisor Nate Summers from D.A. Davidson recommended not transferring to UMB, as another bank has lower rates. Mayor Brown asked that Summers attend the next council meeting to advise of the changes.

Councilperson Shaver commented he is happy with the direction the city taking in several areas. He has received many compliments about improvements being made within the city.

Rigby commented on the process of ordinance approval. He is happy with the way the citizens are stepping up to help clean up the community.

Mayor Brown commented on the removal of the Pizza Palace on Highway 17. He advised the antique store building owned by the City of Madrid has been shown to potential buyers. He hopes to have a bid for the property soon.

Motion by Councilperson Shaver, second by Councilperson Samples to close the City Council meeting at 8:00 p.m.

City Council Minutes – March18, 2019

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Madrid City Council
Regular Meeting
March 18, 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. Mayor Tom Brown and Nate Samples.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, Fire Chief Scott Maddux, Senor Center Board Members, Martha Furness and Paul Peters and Labor Day Board Chairperson Lacey Ortiz.

Councilperson Rigby asked that agenda item #1 under Planning and Zoning, the 3rd reading of Ordinance # 488 be tabled, as he has questions regarding the matter that he has not had time to research. Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the agenda with the removal of the listed item.

Ayes: All Present                                                                 Motion Carried

No Councilperson wished to declare a conflict of interest with any items on the agenda.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the City Council meeting minutes of March 4, 2019, Labor Day Meeting Minutes of January 8, 2019, and Library Meeting Minutes of February 12, 2019 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve the claims of March 18, 2019 in the amount of $63,070.06.

Ayes: All Present                                                                 Motion Carried

Amanda Welter of Mosquito Control of Iowa presented the Council with information regarding the mosquito spraying process in Madrid. The company has been spraying the City of Madrid for mosquitos for several years. The Council stated they are happy with the service provided by the company.

Public Works Director, Scott Church, advised spring hydrant flushing will take place the week of April 15 through April 26. He stated the water salesman as well as restrooms at the park and trailhead will be opened as soon as temperatures stay above freezing. Church reminded the public that rock will not be replaced in the alleyways until the frost has left the ground. In the meantime, public works employees will work to improve the alleyways by grading. Church reported there is a fire hydrant that needs to be repaired at First Street and Highway 17. The public works employees will also be repairing meters in some homes that are not reading properly.

Church stated he will be holding a meeting with residents of the Reddish addition, in order to come to an agreement on maintaining the water lines in the addition. The Reddish addition is outside of the city limits and private water lines were connected to the City of Madrid water main that passes near the area. He feels residents of the area need to form an association and pay dues to maintain their private water lines. He will share the information from the meeting with Council Members at the next City Council Meeting.

Motion by Councilperson Rigby, seconded by Councilperson Samples to approve an expenditure of $10,000 to provide fireworks at the Madrid Labor Day Celebration. Chuck Rigby stated he is working with a potential donor to provide the music during the fireworks display.

Ayes: All Present                                                                 Motion Carried

Lacey Ortiz Labor Day Commission Chairperson reported on a recent commission meeting and advised they are currently looking for new ideas for music and entertainment for Labor Day Weekend. They have also signed a contract for the garden tractor pull. Chuck Rigby stated the band Cold Filter will perform on Friday night of the celebration. The fee for the band is being paid for by a donor.

Library Director Angie Strong, reported Denise Hiveley has been approved by the Boone County Board of Supervisors for another six-year term on the Madrid Library Board trustees. Strong is currently setting up the Spring Book Sale which will be Saturday, March 30th. Upcoming programs include book discussion, and adult coloring.

Fire Chief Scott Maddux reported there have been nine rescue calls during the last two-week period. Maddux advised the department ordered two cordless headsets that will work with the new radios recently installed in the trucks. Maddux has met with Midwest Insurance agents and has decided the insurance for the fire station contents needs to be increased. Damien Peasley has agreed to act as chaplain for the fire and EMS departments.

Police Chief Rick Tasler shared information about the Gracie Survival Tactics class he will be attending from May 20 through May 23. Gracie Survival Tactics is a defensive tactics class. Tasler reported the new radios have been installed in all police cars.

Jason Springer of rural Madrid approached the Council to discuss the approval process for his proposed housing development, Tiger Run. Springer has completed the purchase of the land near the high school for the development. Springer wishes to rezone the property from agricultural to R-4, planned residential. Springer gave the Council a preliminary plat for the development which would involve changing the minimum allowed frontage for a new building lot from 80 to 65 feet. He feels he has spoken to the Planning and Zoning commission several times and would like the City to move forth with the rezoning. Mayor Brown advised the City currently has not appointed a Board of Adjustments. The Board of Adjustments has jurisdiction over variances. Attorney John Flynn stated he will research the issue and reply to Springer with his findings. Springer gave his preliminary plat drawings to the Council as information only. He stated he is not asking the City for approval at this time no access to Highway 210 is being planned.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the “Preliminary Official Offering Statement” prepared by D.A. Davidson for the planned 2019 G.O. Bond.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve Resolution # 24-18-19, “Resolution setting the date for the sale of General Obligation Corporate Purpose and Refunding Bonds, Series 2019 and Authorizing the use of a preliminary official statement in connection Therewith.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve a Memorandum of Understanding and request for payment from Iowa Natural Heritage Foundation in the amount of $1,500.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Ostrander to appoint Lane Shaver as a member of the Boone County Economic Growth Board.

Ayes: All Present                                                                 Motion Carrier

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the hiring of local real estate agent Don Lincoln as listing agent for city owned property located at 246 West 2nd Street.

Ayes: All Present                                                                 Motion Carried

Martha Furness of the Senior Activities Commission reported she has taken a tour of the SAM center building and has noted many items that will need to be cleared from the building. She is planning to offer free blood pressure checks during congregate meals at the center.

Jason Springer of rural Madrid advised the offer he previously made to purchase the antique store, for $5,000 still stands. He feels there are grant opportunities to restore the building as long as the City still owns the property.

Jeff Fischer, committee chairperson for By Scout Troop 150 asked permission from the Council to take over the can trailer at The Market of Madrid. The Council advised he will need to speak with the owner of the Market of Madrid to obtain permission. The City of Madrid no longer uses the can trailer.

Kurt Kruse of 805 S. Union Street asked that a person who previously applied for Board of Adjustments be appointed. Mayor Brown clarified the issue by stating the City is following the new ordinance by posting public notice for the positions on the city website. He intends to appoint those positions at the meeting on April 1, 2019. Kruse clarified the point that the City of Madrid did previously apply for the position of Senior Activities Commission. City Clerk, Mary Jo Reese stated the city did receive an application for that position before the time frame allowed for application. The original application was lost on the website and Kruse was asked to reapply during the allowed time frame. He reiterated his desire to be a member of the Commission.

Don Lincoln of 1672 334th Road approached the Council to advise he is planning a spring cleanup project. He plans to form a committee to oversee the event and will contact the County Board of Supervisors to ask that they eliminate the fees for the County dump site for the event. He will update the Council as plans progress.

Paul Peters of 700 West 5th Street asked that the Council hire a City Administrator who could lead planning and zoning, grant administration and other administrative duties.

Mayor Brown advised he has worked on an updated ATV/UTV ordinance. He expects the first reading of the ordinance to take place at the City Council meeting on April 1, 2019. The proposal will be placed on the City of Madrid website for consideration by the public. Any comments should be directed to Mayor Brown via his email address.

Motion by Councilperson Rigby, seconded by Councilperson Shaver to adjourn the City Council Meeting at 7:10 p.m.

City Council Minutes – March 4, 2019

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Madrid City Council
Regular Meeting
March 4, 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. Mayor Tom Brown and Councilperson Nate Samples were absent.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka, Park and Recreation Board Chairperson Jolynne Carlson, City Treasurer, Don Fatka, Senor Center Board Member, Martha Furness and Labor Day Board Chairperson, Lacey Ortiz.

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the agenda for March 4, 2019

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Rigby to open a public hearing regarding the proposed FY 19-20 Budget. No one was present at the meeting who wished to comment on the proposed budget, and no correspondence was received at City Hall concerning the matter. Motion by Councilperson Rigby, seconded by Councilperson Ostrander to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to open a public hearing regarding the proposed 2019 GO Bond Issue. There was no correspondence received at City Hall regarding the matter and no one was present at the City Council meeting who wished to discuss the bond issue. Motion by Councilperson Rigby, seconded by Councilperson Burich to close the public hearing.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Burich to open a public hearing regarding Ordinance #488, “An Ordinance Amending the Code of Ordinances of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Which Establishes the Planning and Zoning Commission.” No comments were received concerning the proposed ordinance change, and no person attending the City Council Meeting wished to address the subject. Motion by Councilperson Ostrander, seconded by Council person Burich to close the public hearing.

Ayes: All Present                                                                 Motion Carried

No Councilperson wished to declare a conflict of interest with any items on the agenda.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve the City Council meeting minutes of February 18, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve the claims of March 4, 2019 in the amount of $124,871.31.

Ayes: All Present                                                                 Motion Carried

Rachel Mann and Sara Behn of the Boone County Hospital Foundation asked the Council’s permission to use the grass area at the Johnson Family Trailhead near the High Trestle Trail for the upcoming Trestle Hustle 2019 Duathlon on June 15, 2019.

Travis Risvold, president of the Madrid Area Chamber of Commerce reported on the upcoming MAC banquet to be held on April 5, 2019 at Snus Hill Winery. Risvold asked for nominations for the 2019 volunteer of the year. He reported a recent open house for MAC at the Senior Center was a success. MAC is currently working on a membership drive for their organization. He asked the Council to consider donating toward the support of MAC. He also recommends that a member of MAC be a member of the Senior Activity Commission.

Public Works Director, Scott Church, thanked his staff for their hard work and long hours in dealing with the recent snowfall. He advised the Council the #10 well for the water plant is not functioning. Northway will pull the well to repair the pump or motor. Estimated costs for the repairs are between $7,500 and $10,000.

Lacey Ortiz of the Madrid Labor Day Committee asked the Council to approve the appointment of Sadie Williams to the Committee. Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the appointment of Sadie Williams to the Madrid Labor Day Committee.

Ayes: All Present                                                                 Motion Carried

Ortiz asked the public to make suggestions for new bands or entertainment for Labor Day Weekend.

Library Director Angie Strong reported she will be doing trustee training on the Brainfuse database. She is currently working on filing paperwork for E-rate which allows the library discounts on internet service. She is also working on memorial books and donations. At a recent friends of the library meeting the spring and fall book sales were discussed as well as National Library Week events. Upcoming programs at the library include Pinterest, teen after hours event, movie night, chess, an early out day program on March 13th, and family board night on the 15th.

Jolynne Carlson of the Madrid Park Board reported she is currently pursuing grant opportunities for the replacement of the cabin at Edgewood Park. Mayor Pro-Tem Shaver advised consulting city attorney John Flynn regarding forming a 501(c) for the park in order to qualify for more grants. She is currently working on a parks and rec calendar which will be posted on the website. She asked if there was a budget for park events. Nothing has been budgeted for the upcoming FY. She asked that this be considered for future budgets.

Motion by Councilperson Burich, seconded by Councilperson Rigby to approve the addition of Jasmine Drake to the Madrid Parks and Recreation Board.

Fire Chief Scott Maddux reported 9 rescue calls and 3 fire call during the last two-week period. Four members attended a recent fire school training program. Maddux advised Feld Fire is currently working to supply the fire department with used gear at a greatly reduced price. Maddux advised it will cost $5,000 to $6,000 to replace one set of air tanks. He will be approaching local co-ops to solicit funds. Maddux was advised he will need to request grant money to fund the expenditures.

Police Chief Rick Tasler advised all vehicles have been serviced. He advised the officers have received new vests that are lighter and easier on backs. Tasler stated he is making changes to the current police ordinances. He will be dropping the Public Safety Title, and only be Police Chief.

Mayor Brown submitted commentary concerning the appointments for the Board of Adjustments. Applications for the board will be accepted through March 19th and appointments will be made at the City Council meeting on April 1, 2019. The agenda item to appoint Denise Moore to the Board of Adjustment will be considered at that April 1st meeting.

Mayor Pro Tem Shaver performed the second reading of Ordinance # 488, An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the terms of this Ordinance Which Establishes the Planning and Zoning Commission.” Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the second reading of Ordinance #488. The third reading of the Ordinance will be done at the Council Meeting on March 18, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve Resolution # 21-18-19, “A Resolution Approving the Budget for FY 19-20.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Burich to approve Resolution # 23-18-19, “Resolution Taking Additional Action on Proposal to Enter into a General Obligation Corporate Loan Agreement.”

Ayes: All Present                                                                 Motion Carried

The Council tabled the agenda item to appoint Kurt Kruse to the Senior Activities Commission. Mayor Tom Brown felt there was no application letter received from Kruse. Senior Activities member Martha Furness stated she recommends the appointment of both Kruse, and Paul Peters to the Commission. She also stated she has several ideas for moving forward with the commission.

Motion by Councilperson Ostrander, seconded by Councilperson Rigby to appoint Paul Peters to the Senior Activities Commission.

Ayes: All Present                                                                 Motion Carried

Mayor Pro-Tem read a letter from Boone County Conservation requesting a support letter from the City of Madrid supporting Boone County as a “Iowa Great Place” designation.

Councilpersons Burich and Ostrander commented on the positive impact of snow removal within City of Madrid by Public Works. Councilperson Rigby commented on the good work by the Police Department in removing cars from city streets during snow removal efforts.

Mayor Pro-Tem Shave read commentary supplied by Mayor Brown which thanked Public Works for snow removal. His letter also appointed Lane Shaver to the Boone County Economic Growth Board.

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to close the City Council meeting at 6:25 p.m.

City Council Minutes – February 18, 2019

Click Here to download & print meeting minutes

Madrid City Council
Regular Meeting
February 18, 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 and Chuck Rigby and Lane Shaver. Nate Samples was absent.

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

Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve the agenda for February 18, 2019. Councilperson Shaver chose to abstain as he felt there should not be a discussion item under 7.) Madrid Area Chamber.

Ayes: Burich, Ostrander, Rigby                   Abstain: Shaver                      Motion Carried

No Councilmembers declared a conflict of interest with any agenda item.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve the City Council meeting minutes of February 4, 2019, the Library meeting minutes of January 8, 2019, by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the claims for February 18, 2019 in the amount $80,978.47. Councilperson Rigby questions a payment to IDALS in the amount of $75.00 for a kennel license. City Clerk, Mary Jo Reese explained there is a kennel located in the city shop for detaining lost dogs. That kennel requires an annual license.

Ayes: All Present                                                                 Motion Carried

Curt Phillips, Executive Director of Boone County Economic Growth Corporation addressed the Council to explain the organization was formalized in 2014 and serves Boone county. The roll of the organization is to build tax base and bring jobs to Boone County. Partners are the Boone County Board of Supervisors and the cities of Boone, Ogden and Madrid, as well as private individuals and businesses. The group recently ordered a “Labor Shed Report” from Iowa Workforce Development. He announced Boone will be marketing 150 acres of industrial land north of Boone. He thanked the City for its participation in the organization.

Denise Moore of 2267 S Avenue, Madrid approached the Council to share information she gathered concerning the possible development of work groups. Works groups would be used to involve members of the community with the Council to discuss ideas and involve the public in the development of ideas, policies and ordinances. Moore conducted a survey of similarly sized towns in Iowa and local municipalities. She received responses from eight cities, four of which use work groups. One city recommended contacting Iowa State University to aide in the development of work groups. She presented the Council with a packet of information about the work group process.

Mayor Brown explained Travis Risvold, the president of Madrid Area Chamber of Commerce is was not present at the Council meeting, however he did give permission for Kurt Kruse to speak regarding food truck issues. Kruse stated the results of a recent poll concluded with deciding to hold food truck events on Thursday evenings at Jensen Park. He inquired whether the Council could waive the vendor fees for the food trucks. The matter will be discussed at the next Council meeting on March 4, 2019. Councilperson Shaver feels the food trucks could afford to pay the fees. Councilperson Rigby questioned if moving the event to Jensen Park fulfills the original intent of bringing business to the Downtown/Uptown areas of Madrid.

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve Resolution #20-18-19, A Resolution Authorizing the Submittal by the City of Madrid, Iowa of a Clean Water SRF Water Resource Restoration Sponsored Project Application to the Iowa Department of Natural Resources.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to set a public hearing for the SRF Environmental Review for April 1, 2019.

Ayes: All Present                                                                 Motion Carried

Lacey Ortiz, chairperson of the Madrid Labor Day Committee stated there was not a quorum present for the scheduled meeting on February 5, 2019; no meeting was held. She noted the next meeting will be held on February 19, 2019. She noted that April Hageman has resigned from the Committee and they are seeking volunteers to join the board.

Library Director Angie Strong approached the Council to ask that they approve the re-appointment of Denise Hiveley as a library board member. Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the appointment.

Ayes: All Present                                                                 Motion Carried

Strong reported she was recently given her yearly review and a probationary employee was given her six-month review. Upcoming programs include Book Discussion, Adult Coloring and Family Board Game Night. The next early out event will also be board games.

Fire Chief Scott Maddux reported new radios are installed in the trucks and should be connected soon. He also reported 1 false alarm fire call, and five rescue calls in the last two weeks. Members of the department will be attending fire school during the weekend of February 23-24.

Public Safety Director Rick Tasler reported on efforts to remove cars from streets during the recent snow storm. He also reported the department has been working on a counterfeit money case. All cars have been serviced and Olmstead’s vehicle received new tires. New radios systems have been installed and should be in service soon. Tasler reported on a recent meeting with two residents concerning licensing of pets. Tasler agreed that all pets within the city limits of Madrid require an annual license, and pets found running loose will be required to be licensed before they are returned to their owners.

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the first reading of Ordinance #488, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Which Establishes the Planning and Zoning Commission.” This motion set the public hearing for March 4, 2109 at 5:30 p.m.

Ayes: All present                                                                  Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the third reading of Ordinance #489, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by
Adopting the Terms of this Ordinance Which Establishes the Board of Adjustment.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Rigby to approve the request for renewal of liquor license from Casey’s General Store.

Ayes: All Present                                                                 Motion Carried

The Council discussed proposed Resolution # 22-18-19, “Resolution Authorizing Reformatting of Madrid Code of Ordinances.” Councilperson Rigby was concerned that a change could be made that would change the meaning of an ordinance. It was decided that Nancy Christensen would bring all changes before the Council to be approved before changes were made and published. Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the resolution with the wording change.

Ayes: All Present                                                                 Motion Carried

The Council considered Resolution # 22-18-19, “A Resolution Setting the Date for a Public Hearing to Enter into a General Obligation Corporate Loan Agreement and to Borrow Money Thereunder in a Principal Amount not to Exceed $1,685,000, and Providing for the Levy of Taxes. Nate Summers of D.A. Davidson, and financial advisor for the City of Madrid explained the bond issue will cover the costs of major road, water and sewer projects around the elementary school, road work at Jensen Park, a West First Street overlay project, and work on the intersection of Locust and Highway 210. The bond also covers the cost of administrative fees associated with the bond. There will be a public hearing held on March 4, 2019 at 5:30 p.m. to allow the public to voice any concerns with the projects. After the hearing the Council will be asked to review and approve a preliminary official statement which will serve as an offering document to potential investors. He will be working with City staff to obtain a bond rating through Standard and Poor’s in an effort to obtain a lower interest rate for the bond. He hopes to sell the bonds on May 6, 2019, and approve the issuance at the City Council Meeting on that date. The bonds would then close on May 30th, and the funds would be received by wire transfer to pay off the short term GO bond being held at City State Bank for $815,000. The structure of the bonds is 20 years and will put the city’s debt limit around 72% utilization.

Motion by Councilperson Shaver, seconded by Councilperson Burich to set the date for the public hearing to approve the FY 19-20 budget for March 4, 2019 at 5:30 p.m.

Ayes: All Present                                                                 Motion Carried

City Attorney John Flynn advised he recently attended a meeting with Mayor Brown, Boone County Attorney, Dan Kolacia and Boone County Sheriff, Greg Elsberry concerning obtaining information for open records requests. Elsberry recommended the police department use a MACH 10 system to obtain those records. The system allows Madrid Police officers to alleviate burden on the staff in Boone County. Flynn recommended to Tasler that his department use that system. The system currently pays to use this online access.

Flynn reported he would be meeting with Amanda Adams of the Iowa Public Information Board to go over a complaint made to them by Kurt Kruse. Adams is recommending the complaint be dismissed, however the City needs to communicate better to people who submit requests if there will be a delay in completing the request. The board will make the final decision in the matter.

Scott Maddux of 306 E. 9th Street approached the Council to congratulate the recent wrestling winners, and also to contact the fire department if they need the fire department near their home be shoveled out.

Nancy Christensen of 2267 S. Avenue approached the Council to discuss the procedure necessary to approve the ATV ordinance. She read from City Code regarding the matter. John Flynn indicated he will review the code as it involves Madrid and the changing of the ordinance. She asked that the matter be placed on the agenda for the City Council Meeting on March 4, 2019.The City of Madrid must either adopt the current DNR policy on ATV usage, or following specific guidelines to enact its own ordinance. The current Madrid ordinance is inconsistent with State of Iowa law.

Christensen also discussed the proposed Chicken Ordinance. Currently Madrid Ordinance prohibits livestock of any kind within the city limits. Christensen reviewed ordinances from many towns, care and keep guidelines from various organizations including the USDA. Research shows that only about 1% of people are interested in having chickens and there are many diseases that can be transmitted through poultry.  She asked that the matter be placed on the agenda for the meeting on March 4, 2019, to create a work group for the issue.

Kurt Kruse of 805 S. Union Street approached the Council to question if the snow ordinances are being followed in relationship to ticketing cars not removed from city streets. He also questioned removal of snow from sidewalks as part of the ordinance.

Mayor Brown addressed the issue of snow removal by explaining that all departments need to use discretion in how they proceed with their business. There are special circumstances in all cases, that not everyone will agree with. He believes in keeping everyone informed in making good decisions. He does not believe city government should be authoritarian in nature, but subjective in interpretation, within reason in how the city does business.

City Clerk, Mary Jo Reese, reminded all departments that open records requests be submitted to the office of the City Clerk for tracking purposes. She also stated the proposed budget for FY 19-30 is complete, pending the public hearing on March 4, 2019

Scott Church also explained prioritizing snow removal by stating the uptown/downtown areas are cleared first, followed by side streets and alleyways.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to close the City Council Meeting at 7:27 p.m.

City Council Minutes – February 4, 2019

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Madrid City Council
Regular Meeting
February 4, 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 and Chuck Rigby and Lane Shaver

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka, City Treasurer Don Fatka and Labor Day Board Chairperson Lacey Ortiz.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the agenda for February 4, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Burich to open a public hearing to discuss Ordinance # 488, Planning and Zoning, and Ordinance #489, Board of Adjustments.

No members of the audience wished to speak regarding the two ordinances.

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

No Councilmembers declared a conflict of interest with any agenda item.

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the City Council meeting minutes of January 21, 2019, the Library meeting minutes of December 11, 2018, and the Planning and Zoning meeting minutes of January 10, 2019 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Denise Moore of 2267 S. Avenue, Madrid, approached the Council to clarify an issue from the City Council meeting of January 21st, stating the City Council does not need to approve the appointment of a chairperson to a board or commission. Mayor Brown stated Lacey Ortiz had specifically asked for the Council’s approval of her appointment.

Moore advised she had surveyed 18 cities regarding the formation of working groups for Council members, and members of the community. She has received responses from 6 cities and would like to share the information at the next City Council meeting on February 18, 2019.

Nancy Christensen of 2267 S. Avenue reported the Ordinance regarding chickens, and an updated ATV ordinance are nearly complete. She found many discrepancies in the current ATV ordinances and is working to eliminate those issues.The current ordinances do not address all types of motorized and unmotorized vehicles which also need to be addressed in the updated ordinance. She feels the ordinances will be ready for review at the next City Council meeting on February 18, 2019.

Travis Risvold, president of the Madrid Area Chamber of Commerce reported they sponsored a tent recently at the Bike Expo. The tent was shared with the Boone County trails group. The MAC office was moved from it’s former location at the Madrid Historical Building to the Senior Activities Center on State Street. Risvold reported the City Wide Garage Sale date is set for the first Saturday in May. MAC will be sponsoring food truck nights at Jensen Park. They are currently soliciting opinions from the public, whether to hold the events on Thursday or Saturday nights, May through August. Risvold also discussed holding business development classes for members of MAC or the public wishing to obtain that type of information.

Public Works Director Scott Church asked the Council to approve the hiring of Josh Woodard as the new public works employee. Motion by Councilperson Ostrander, seconded by Councilperson Buricho approve the hiring. Woodard’s hire date will be February 19, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Rigby to approve the following FY 20 capital projects and funding for the projects:

  • Elementry School Reconstruction Project -$1,219,173
  • Hwy 210 – Locust Street Intersection Improvements – $54,504 (80% DOT funds)
  • West 1st Street Overlay – Dalander to Locust – $124,720.
  • Start WWTF and Storm Water Upgrade Projects – $5,583,983 (mandated by DNR)
  • Edgewood Park Roadway and Parking Overlay – $102,500

Ayes: All Present                                                                 Motion Carried

The Council discussed who carries the liability for cost of main and water line repairs in the Reddish Addition West of Madrid. Madrid supplies water to the area, however the residents are responsible for the water lines, as the development is outside of the Madrid city limits. Reddish Addition residents currently pay 25% more for water being county residents. Mayor Brown asked administration to calculate costs and revenue from that area and report back to the Council at the meeting on February 18, 2019.

Lacey Ortiz, Madrid Labor Day Chairperson reported the January 22nd meeting was cancelled due to inclement weather. She also stated donation request letters for the 2019 Labor Day Celebration have been mailed. The next meeting for the committee will be held on February 5th at City Hall. She also advised the Council of the Labor Day email address which is laborday@madridiowa.org.

Library Director Angie Strong advised the database currently known as Learning Express is changing vendors and will be called Brain Fuse. Strong will be attending a learning session for the new database and will be training staff and reporting back to the Library Board on the program. She reported all holiday closings for 2019 have been set by the board. She will advise the Council as each holiday approaches.

Agenda items to approve Park Board member applications were tabled at the request of the Park Board Chairperson, Jolynn Carlson. The next Park Board meeting will be held on February 12, 2019 at 5:30 in City Hall.

Mayor Brown explained a notice has been placed on the madridiowa.org website asking that anyone interested in applying for the Park Board, Labor Day Commission or Senior Activity Commission to do so by February 20, 2019. Applications can be found on the webite, or can be placed with the City Clerk. This information is in accordance with the current City of Madrid Ordinances.

Rescue Captain Randy Pecenka reported Boone County has been awarded a grant for Lucas device. Madrid will be the fourth recipient in Boone County to receive the CPR device which is valued between $16,000 and $24,000. He will be attending training for the device, after which he will train the EMS members in Madrid.

Fire Chief Scott Maddux reported there have been four rescue calls and three fire calls since the last City Council Meeting two weeks ago. There was one mutual aid call. Five members will be attending fire school on February 23rd and 24th. The next business meeting for the Fire/Rescue Department will be  held on February 6th at 7:00 p.m.

Public Safety Director Rick Tasler advised the police vehicles are being outfitted with the new Boone County radio systems. The work will be completed within the next two weeks. He stated all vehicles will also be receiving service and oil changes.

Tasler stated he will be convening with Councilperson Rigby and Grant Titus to complete the ATV Ordinance which he will present to the City Attorney and then to the Council at the meeting on February 18th. He stated the they had started the ordinance weeks previously. Reese indicated Nancy Christensen had nearly completed the new ordinance, however Tasler stated that “Anything having to do with public  safety, goes through Public Safety.” He stated it was discussed during the meeting on January 18th that he would be doing the ordinance. Christensen stated the problem is not only with the ATV ordinance. Tasler stated “ Everything goes through Public Safety. No one has any say in Public Safety, everything will be brought through me, and no one else.”

Mayor Brown read Ordinance #488,”An Ordiance Amending the Code of Ordiances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance which Establishes the Planning and Zoning Commission.” Motion by Councilperson Samples, seconded by Councilperson Burich to approve the second reading of the ordinance. There was discussion concerning how to handle the board if it does not have the required seven members. Councilperson Samples asked to change the ordinance to read “5-7 persons.” Christensen stated the board by law is allowed to operate with at least three members which is a quorum.She advised there is nothing in law that prohibits the ordinance from stating 5-7 persons. She also discussed that members of the board must be from within the city limits of Madrid.

Ayes: All Present                                                                 Motion Carried

Mayor Brown read Ordinance # 489, “ An Ordinance Amending the Code of Ordinances of thes City of Madrid, Iowa, 2018, by Adopting the the Terms of this Ordinance which Establishes the Board of Adjustment.” Motion by Councilperson Ostrander, seconded by Councilprson Samples to approve the second reading of the Ordinance.

Ayes: All Present                                                                 Motion Carried

City Clerk, Mary Jo Reese, advised she is currently working on the budget and plans to set the public hearing for the budget on the 18th of February, for a public hearing to be held on March 4th.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the appointment of Martha Furness to the Senior Activities Commission. Furness introduced herself to the Council, and explained her experience in working with senior issues and activities.

Kurt Kruse of 805 S. Union Street approached the Council to inquire how the snow ordinance worked during the recent snow storm. Scott Church stated Veterans Square is an issue, but he works with Chief Tasler to move the vehicles. There was much discussion on how the process could be improved. Don Lincoln of 1672 334th Rd, Madrid, commented there is always going to be a problem with Veterans Square, as there is really nowhere for those people to move their cars.

Councilperson Samples commented on the effieciency of the snow removal during the last couple storms. Councilperson Rigby commented on the kindness and friendly attitude of people in Madrid during a recent fund raiser he attended. Mayor Brown stated he recently attended the Conference Board for the Assesor’s office. They reviewed the budget for the Board of Assessors. Brown also advised of an upcoming meeting with the Boone County Sheriff and Boone County Attorney to discuss open records request. He will also be attending an upcoming meeting of the Lowrey Foundation. He advised he has heard from the Board of Supervisors that QF Lane will be paved with an asphalt overlay during the upcoming summer.

Motion by Councilperson Samples, seconded by Councilperson Shaver to adjourn the City Council meeting at 6:52 P.M.

City Council Minutes – January 21, 2019

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Madrid City Council
Regular Meeting
January 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: Nate Samples, Steve Burich, Marvin Ostrander and Chuck Rigby and Lane Shaver

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, Library Board Member, Dale Evans, Fire Chief Scott Maddux, Rescue Captain Randy Pecenka, Planning and Zoning Board Member Randy Dalton, City Treasurer Don Fatka and City Attorney John Flynn.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve the agenda for January 21, 2019

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest with any agenda item.

Motion by Councilperson Shaver, seconded by Councilperson Burich to open a public hearing regarding Ordinances #484, 485, 486 and 487.

Ayes: All Present                                                                 Motion Carried

Randy Dalton of 314 N. Union Street, Madrid, approached the Council and questioned the process for bonding an individual as mentioned in the proposed ordinances. He would like to see a definition of the bonding requirement posted on the Madridiowa.org website. Dalton also questioned what happens to a board or commission if the required number of people do not volunteer to participate.

Lacy Ortiz, of the Labor Day Commission questioned the requirements for preparing an agenda and meeting minutes. City Clerk, Mary Jo Reese offered to help her with this issue at a later time.

Councilperson Rigby recommended removing #5 of section 2 of Ordinance #486. He did not feel this section was necessary.  Councilperson Samples agrees the clause can stay in the ordinance 486 for Park Board. City Attorney John Flynn stated he believes the clause, as phrased is discretionary. Denise Moore of 2267 S Avenue, Madrid feels the clause can stay in the ordinance. It is up to the City Council whether or not to allow any person to serve on the board.

Motion by Councilperson Shaver, seconded by Councilperson Samples to close the Public Hearing.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve the City Council Meeting Minutes of January 7, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the claims for January 21, 2019 in the amount of $ 126,335.46.

Ayes: All Present                                                                 Motion Carried

Public Works Director Scott Church reminded the public again of Madrid’s snow ordinance, and asked for their help with snow removal by keeping their vehicles off the roads during a snow event. He is communicating with the Police Chief to tag and ticket cars that do not comply with the ordinance.

Church reported he will be conducting interviews for the open Public Works employee position. He has three person he will interview. If those candidates are not a good fit, he will re-advertise the position.

Church mentioned a planned class in Fort Dodge for Iowa One Call may be cancelled due to the pending storm.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the appointment of Lacey Ortiz as the Madrid Labor Day Commission Chairperson. Councilperson Rigby stated he believes Ortiz is the best person for the position and will have the help of himself as an advisor.

Ayes: All Present                                                                 Motion Carried

Ortiz reported the Commission plans to hold their regular meetings on the first and third Tuesday of each month at 6 p.m. in the board room at City Hall. She hopes to have another volunteer to make a full board.

Library Director Angie Strong stated she is recertified with the State Library of Iowa as a Public Library Director, level 3, until 2021.

The library board has upgraded their card catalog making it easier to search and choose reading material.

Upcoming programs include: Book Discussion, Adult Coloring, Early Out Movie Day, and Chess Club.

Fire Chief Scott Maddux stated he will update the Council each meeting on how many fire and EMS calls the department has had. So far in January, there have been 5 fire calls and 8 rescue calls. Five members will be attending State Fire School. Maddux hopes to be able to purchase 2-4 sets of new fire gear each year at a cost of $2,000 each and to replace 5 air bottles at $ 1,000 each.

Tasler reported all officers were recently trained on use of force, proper handcuffing techniques, and signed the new body cam policy. Tasler stated training will be ongoing each quarter in house. Tasler will be in class at ILEA on January 24.

Councilperson Rigby presented a request from residents to update the existing Code of Ordinances to clarify the use of ATV and UTV’s within the city limits. The Council discussed various aspects of a proposed change including where ATV’s are allowed to drive. All ATV’s and UTV’s would need to be registered vehicles in Boone County. Motion by Councilperson Rigby, seconded by Councilperson Shaver to allow an update to the current ATV/UTV ordinance.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Rigby to rescind the previously approved tax abatement of 109 Commerce Drive. The property is located in a Tax Increment Finance Area.

Motion by Councilperson Samples, seconded by Councilperson Rigby to approve the second reading and waive the third reading of Ordinance #484, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Amending the Provisions Pertaining to the Policy and Administration Ordinances, Title II, Chapter 2.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the second reading, and waive the 3rd reading of Ordinance #485, An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Which Establishes the Senior Activities Commission.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver, to approve the second reading of Ordinance # 486, An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Which Establishes the Parks and Recreation Commission.

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

Motion by Councilperson to approve the second reading and waive the third reading of Ordinance # 487, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance which establishes the Labor Day Commission.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve the first reading of Ordinance #488, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018 by Adopting the Terms of this Ordinance Which Establishes the Planning and Zoning Commission.” The Public hearing for the Ordinance is set for February 4, 2019 at 5:30 in the Council Chambers at City Hall.

Ayes: All Present                                                                 Motion Carried

Motion by Rigby, seconded by Burich to approve the first reading of Ordinance #489, An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Which Establishes the Board of Adjustment. The public hearing for the ordinance is set for February 4, 2019 at 5:30 in the Council Chambers at City Hall.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve a request from the Market of Madrid for renewal of their liquor license.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Burich to approve a request for residential tax abatement from Tom Hackett for his property at 511 S. Walnut Street. Councilperson Rigby asked the City Clerk to check with Boone County to be sure the City can approve a tax abatement on a property before the property is completely finished.

Ayes: All Present                                                                 Motion Carried

Several Member of the Council thanked the Public Works Department on the great job with snow removal after the recent storm.

City Clerk, MaryJo Reese reminded everyone the next Budget Workshop will be held on Saturday, January 26th at 9;00 A.M.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to close the City Council Meeting at 6:42 p.m.

City Council Minutes – January 7, 2019

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Madrid City Council
Regular Meeting
January 7, 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 and Chuck Rigby and Lane Shaver

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, Fire Chief Scott Maddux, Planning and Zoning Board Member Randy Dalton, City Treasurer Don Fatka and City Attorney John Flynn.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the agenda for January 7, 2019 with the amendment to add under 9.) Department Reports, under g.) Administration, add # 11, – Resolution #18-18-19B, “Resolution Authoring the Sale of City Owned Property.”

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest with any agenda item.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to open a Public Hearing regarding Resolution # 18-18-19B.

Ayes: All Present                                                                 Motion Carried

No members of the public wished to speak regarding the resolution, and no correspondence was received at City Hall regarding the matter. Motion by Councilperson Samples, seconded by Councilperson Rigby to close the public hearing.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the City Council Meeting Minutes of December 17, 2019.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve the claims for January 7, 2019 in the amount of $ 143,338.55.

Ayes: All Present                                                                 Motion Carried

Don Lincoln of Larson Agency advised the Council the city insurance coverage would be renewed in April 2019. The City’s fire department rating has been upgraded from a 7 to a 5, which shows an improvement in fire department quality.

Travis Risvold, president of Madrid Area Chamber of Commerce reported on the recent Christmas lighting contest and advised MAC will be participating in a bike expo in Des Moines on January 26th. Risvold expects to move the MAC office from its current location at the Madrid Historical Society to the Senior Center on State Street this month. MAC is currently working on its yearly budget and events planning for the upcoming year. The annual banquet will be held on April 6, 2019 at Snus Hill Winery.

Scott Church reported he applied for and received a grant of signage and road cones from the Iowa Local Technical Assistance Program. The value of the grant is approximately $3,000.

Motion by Councilperson Burich, second by Councilperson Samples to approve the appointment of Lacey Ortiz to the Madrid Labor Day Board.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve the use of city owned property on Southern Prairie Drive for the truck pull which will be held in conjunction of the Labor Day Celebration.

Ayes: All Present                                                                 Motion Carried

Angie Strong updated the Council on upcoming programs, including Pages for All Ages, Pinterest Party, Family Board Game night, January movie night showing the Incredibles, Puppet Show performance, Chess Club, and Early Out Lego day.

Scott Maddux advised the Council of new appointments for the Fire Department. Jim Terrell will be Assistant Fire Chief, Adam Ostert is Fire Captain, Randy Pecenka is Rescue Captain and Truen Olsen is Rescue Lieutenant. He stated Jim Murry and Rick Tasler will still be heading the committee for the proposed Public Safety Department. Rob Glauner was brought into the department as a full member. He also noted the tanker truck has been repaired and is fully functional. Maddux stated the department will be working to obtain grants to purchase needed fire equipment.

Rick Tasler advised the Council of training updates including a Legal Liability for Law Enforcement class at ILEA on January 26th, March 25, 26 and 27th, Officer Mackey will be attending a class for Drug Interdiction Tactics for Rural Officers.

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the Body Cam Policy presented by Chief Tasler. Mayor Brown stated the Lexipol system is fluid, and changes will be made to all police department polices as legislative decisions are made. Tasler stated the policy was taken directly form Lexipol and changes were not made except to adapt to the City of Madrid verbiage.

Ayes: All Present                                                                 Motion Carried

Mayor Tom Brown read the first reading of the following Ordinances:

Ordinance # 484, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, Pertaining to the Policy and Administration of Ordinances, Title II, Chapter 2. Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the first reading of Ordinance #484.

Ayes: All Present                                                                 Motion Carried

Ordinance # 485, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Which Establishes a Senior Activities Commission. Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the first reading of Ordinance # 485,

Ayes: All Present                                                                 Motion Carried

Ordinance # 486, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by Adopting the Terms of this Ordinance Which Establishes the Parks and Recreation Commission.” Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve the first reading of Ordinance # 486.

Ayes: All Present                                                                 Motion Carried

Ordinance # 487, “An Ordinance Amending the Code of Ordinances of the City of Madrid, Iowa, 2018, by adopting the Terms of this Ordinance Which Establishes the Labor Day Commission.” Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the first reading of Ordinance # 487.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve a request for tax abate for a garage at 328 N. Main Street.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve tax abate for a garage built at 303 E. 8th Street.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve a request for tax abatement for a building erected at 109 Commerce Drive.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve a payment in the amount of $10,000 to Bowman and Miller for the fiscal year 17-18 audit.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve a records retention policy for the City of Madrid. The policy will be placed as information on the madridiowa.org website to guide persons wishing to make a Freedom of information Act records request. Mayor Brown was asked whether he expects policies be brought before the Council. Nancy Christenson stated policy changes cannot be made in private, and the Council should be kept informed.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve a request for renewal of liquor license and change of ownership request for Dollar General Store.

Ayes: All Present                                                                 Motion Carried

City Attorney John Flynn advised he reviewed the complaint by Nancy Christenson against Public Safety Director Rick Tasler. Christenson felt that Tasler’s earlier comments on social media violated her First Amendment rights. Flynn feels there was no violation and wrote a letter to Christenson explaining his decision.

Flynn also advised he has reviewed the information regarding negative comments made by Tasler on Social Media regarding the Madrid Register News. He stated he consulted with First Amendment attorney’s and reviewed the City of Madrid Social Media Policy when making his decision. He feels the social media policy may be unconstitutional and has asked the Council to review and edit the policy. He feels the situation between Tasler and Jenn and Ken Williams, owners of the Madrid Register News was a matter of misunderstanding. He stated that Tasler handled the situation poorly, he should not be reprimanded by the Council for his social media post.

Councilperson Ostrander commented he has received several complaints regarding the condition of sidewalks in his ward and would like to walk through those areas with Scott Church when the weather warms. Church reminded him that sidewalks adjacent to private property are the responsibility of the homeowners. The Council agreed that city resources should not be used to improve those sidewalks.

Kurt Maddux of 2272 T Avenue, Madrid, advised the Council he has represented the City of Madrid on the Boone County 911 Board since the 1980’s. He reported the County has purchased a new radio system for 3.3 million dollars. The system includes 166 portables and 77 mobile radios which are currently being programmed. Transmission sites have been changed to Woodward, Boxholm, and Ames. The County hopes to roll out the radio system in March 2019. The board purchased three new consoles for the Boone County Sheriff’s department at a cost of $ 339,000.

Don Lincoln, 1672 334th Road, Madrid, approached the Council to advise several potential home sales have fallen through because of the potential buyer’s perception of the condition of several decrepit areas of the City. He asked that the Council consider having a cleanup day to help remove some of the accumulated trash on private property. He stated that while property owners have rights as to how their property looks, adjacent property owners also have rights when it affects their property values. Mayor Brown feels the City is beautiful and he is proud of the town.

City Clerk, Mary Jo Reese advised the Council the next budget workshop is scheduled for January 26th at 9:00 A.M. The public is invited to attend.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to close the City Council Meeting at 6:42 p.m.

City Council Minutes – December 17, 2018

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Madrid City Council
Regular Meeting
December 17, 2018
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: Nate Samples, Steve Burich, Marvin Ostrander and Chuck Rigby.

Other City Officials Present: City Clerk Mary Jo Reese, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, City Treasurer Don Fatka, Planning and Zoning member Randy Dalton and Fire Chief Jim Murry.

Motion by Councilperson Rigby, seconded by Councilperson Burich to approve the agenda for December 17, 2018.

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest with any agenda item.

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the City Council Meeting Minutes of December 3, 2018, Library Meeting Minutes of November 13, 2018 and P & Z Meeting Minutes of December 13, 2018 by consent agenda

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the claims for December 17, 2018 in the amount of $100,315.96.

Ayes: All Present                                                                 Motion Carried

Kurt Kruse, representing the Madrid Area Chamber of Commerce reported the organization made a donation to Greater Love Ministries from the recent Avenue of Trees fundraiser. The Chamber also donated money to Dave Cook who plays Santa and to Hiram the elf, to purchase gifts they give away to children.

Troy Weary of ITC asked the Council to consider signing an agreement allowing ITC to negotiate a franchise agreement with the citizens of Madrid to maintain electric transmission lines and poles within the city right of ways. The Council asked to review the agreement which is also being reviewed the City Attorney. Action on the request will come at a later date.

Public Works Director Scott Church advised the public of mulch available at the city dump. He is currently working on hiring a full-time public works employee.

Library Director Angie Strong reported the Silent Auction held recently raised $1,150. Library staff is currently working on a grant application to the Lowrey Trust which would pay for the summer reading program. Strong also attended a meeting recently with the Boone County Board of Supervisors where funding for the next fiscal year was discussed. No information is available from that meeting at this time. The library will be closed Christmas Eve, Christmas Day, New Year’s Eve and New Year’s Day. The library’s fine free policy starts on January 1, 2019.

Fire Chief Jim Murry advised he is stepping down as Fire Chief. Scott Maddux will be taking that position. Murry would like to remain on the Public Safety building committee.

Public Safety Director Rick Tasler reported on recent training sessions attended by Officer Olmstead and Officer Mackey.

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve a payment to M&R Metalworks in the amount of $2,475.00. This is the City of Madrid’s share of the metal signage placed near the trailhead on Highway 17.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the renewal of liquor license for Madrid VFW Post 5060.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Rigby to approve a payout in the amount of $13,304 before taxes to Nick Furness. The payment is for back pay owed the former employee.

Ayes: All Present                                                                 Motion Carried

The Council discussed the proposed Ordinance updates which were on the agenda for the first reading. It was decided to table the ordinances until the first meeting in January 2019 due to changes that still need to be made. Motion by Councilperson Samples, seconded by Councilperson Rigby to table the first reading of Ordinances 484.485.485,487 and 488.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve resolution # 18-18-19, “A Resolution Authorizing the Sale of City Owned Real Estate. The resolution sets a public hearing for January 7, 2019 at 5:30 to discuss the sale of the city owned property on North Kennedy Avenue.

Ayes: All Present                                                                 Motion Carried

Councilperson Samples stated he received an email complaint concerning a junk vehicle. He advised the citizen to take his complaint to the proper authority which would be the Public Safety Director. He stressed that matters need to go to the property authority that can handle an issue and not to the Councilmembers.

Councilperson Rigby commented on an email he received from a citizen. He felt the email targeted him and his family members. He would like the public to remember some council members are new and he would like to be given a chance to do his job as a Councilmember.

City Clerk Mary Jo Reese reminded the Council and the public that all freedom of information requests need to be sent to the office of the City Clerk. The requests will be logged and sent to the proper person for handling.

The Council reviewed correspondence received from Mediacom concerning rate increases. Denise Moore sent a letter recommended the Council set up work sessions to handle larger issues and cut back on the time the City Council Meetings are taking. Moore will do more research on the matter and report back to the Council.

Don Lincoln thanked Rollie Berg for his work on the signage around Madrid.

Grant Titus of rural Madrid addressed the Council concerning a complaint about one of the properties he owns at 626 S. Madison Street. He stated the items had been there for at least two years with no complaints. He also requested the Council consider allowing ATV’s on Madrid streets.

Kurt Kruse questioned why there has been no code enforcement of junk properties. The Council feels Kruse could have taken care of these issues when he was on the Council. Samples stated again he needs to direct complaints to the correct department. Kruse stated he is just trying to clean up the town. Barb Burich question the definition of a junk car. Councilperson Burich stated he feels there are people with a vendetta canvassing the town to cause problems. Barb Burich accused Kruse of having such a vendetta. Councilperson Rigby also feels a vendetta is behind Kruse’s actions. Kruse asked if the bodycam policy was ready. Tasler replied the policy has been given to Mayor Brown and City Attorney John Flynn for review. Kruse will be given a copy of the policy once it is approved by Council. Kruse also questioned the use of Lexipol within the police department. Tasler stated Lexipol has been used since September 7th and his officers have been logging in since that time for training.

Melanie Samples of 917 S. Kennedy Lot 105, approached the Council and stated that much time tax payer dollars have been spent on Kruse’s freedom of information acts. She asked that Kruse stop his requests and stop speaking with the media concerning city matters.

Jim Harney addressed the Council with a complaint about a decision made by Safe Building concerning hooking up a water line up to a new house he is building. He felt the decision was made by Scott Church. Church stated Safe Building made the decision, it was not made by the public works department. New construction cannot be hooked up to Orangeburg piping.

Pete Englund of 309 East 1st Street, Madrid approached the Council requesting that the ordinance against chickens be changed. Englund has chickens on his property which is against the current code. The Council will consider the request at a later time.

Chief Tasler stated a citizen had contacted him regarding an investigation into possible missing public information and deleted email accounts. The person who contacted Tasler failed to attend the City Council Meeting to clarify his question. Mayor Pro-tem Shaver advised he would pass the information on to Mayor Brown.

Randy Dalton of 314 North Union addressed the Council to state he feels people should be allowed to live in their own property the way they would like.

Councilperson Rigby again stated to give the Council a chance to make changes.

Motion by Councilperson Samples, seconded by Councilperson Ostrander to adjourn the meeting at 6:38 p.m.