Archive for City Council Minutes

City Council Minutes – June 6, 2020

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Madrid City Council
Regular Meeting
June 6, 2020
10:00 a.m.

The City Council meeting was called to order at 10:10 a.m. with Mayor Tom Brown presiding. Mayor Brown conducted the meeting via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

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

Other City Officials Present: City Clerk Mary Jo Reese and Public Works Director Scott Church, Police Chief Rick Tasler, Fire Chief Randy Pecenka, Library Director Angie Strong and Madrid Senior Activities Committee member Martha Furness.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the agenda for June 6, 2020.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Ostrander, second by Councilperson Shaver to approve the City Council meeting minutes of May 18, 2020 and the Board of Adjustments meeting minutes of May 28, 2020 by consent agenda.

Ayes: Burich, Ostrander, Rigby, Shaver                                           Motion Carried

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Burich, second by Councilperson Ostrander to approve the claims for June 6, 2020 in the amount of $ 253,439.41.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Don Lincoln, president of Madrid Area Chamber of Commerce approached the Council to consider waiving the vendor fees for the food trucks they bring to town for their event on Thursday nights during the summer. The Food Truck Thursday event was held at Jensen Park last year. Due to the Covid-19 epidemic that event was cancelled this year, and food trucks previously scheduled are being allowed to set up near Market of Madrid. The events are not being held at the park to comply with social distancing requirements. Lincoln feels the trucks provide a service by providing an additional food source without leaving town. MAC did not pay any fees for the food trucks last year due to indecision on the part of the Council. Mayor Brown clarified that MAC is allowed to have food trucks come into town as long as they follow the city ordinances. The former president of MAC stated during a Council meeting that they would be willing to pay the vendor fees for those food trucks, however no permits were applied for and no fees were collected. Mayor Brown shared a screen shot of the permanent food establishments as supplied by the Iowa Department of Inspections and Appeals website. Helga’s food truck near the Flat Tire Lounge is classified as a restaurant and not required to pay a food truck fee. MAC has not made a final decision about continuing the food truck program. MAC intends to speak with other restaurants in the city to ask how they feel about the situation. Motion by Councilperson Ostrander, second by Councilperson Burich to waive the vendor fees for food trucks associated with Madrid Area Chamber of Commerce events. Councilperson Shaver asked where MAC intends to place the food trucks as currently parks are closed. Lincoln stated the trucks will utilize the parking lot at Madrid Automotive for the Thursday night events. MAC will consider moving the trucks back to Jensen Park once they are open, however a serious conversation will be held concerning social distancing and Covid-19 requirements. Councilperson Ostrander stated he supports local business and also supports the food trucks. Councilperson Shaver is concerned with not collecting local option sales tax from the vendors and does not feel the vendor fees should be waived. City Clerk Mary Jo Reese advised the Council a donation is made each year to MAC from local option sales tax collected by the City. She feels it is counterproductive to give MAC a donation each year and them force them to pay back a portion of that donation in the form of food truck fees. Councilperson Rigby pointed out that there is a clause in the City ordinances that allows the Council to waive fees for civic groups fundraising events.

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

Lincoln explained the fees for the first two food trucks this year have been paid.  He addressed a recent article published in the Madrid Register News that shows MAC members and the status of their business’s due to Covid-19 restrictions.

The Council reviewed information supplied by City Engineer Perry Gjersvik that shows the estimated cost to repair County Line Road and West 8th Street. The City of Madrid owned half of each street, with Boone County being the owner of the other portion. The cost to resurface County Line Road is estimated at $286,709. Two options were provided to rehabilitate West 8th Street. The first option is to resurface the street with an estimate of $235,748 or a full depth restructure for $482,793. The information will be used in discussions with Boone County concerning who is responsible for the repairs of the two streets.

The Council was asked to approve a contract with InRoads to resurface an area of North Market and West 21st Streets which are in poor condition and damaged further by the current road construction project around the elementary school. The cost for the repairs will be $23,800. Motion by Councilperson Rigby, second by Councilperson Ostrander to approve the contract.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

The Council reviewed an informational letter being mailed to all residents of Fairview Drive outlining the time line for the street resurfacing project. The project is scheduled to begin on June 15th, and continue into August.

Public Works Director advised the water main replacement project along Highway 210 is essentially complete. Only seeding and patchwork remains. Work is commencing on the second phase of the elementary school project. North Water Street is currently closed due to construction. Church stated Absolute Concrete plans to complete that project by the middle of August.

Motion by Councilperson Shaver, second by Councilperson Burich to approve a contract amount with Golf Cars of Iowa. The company would supply golf cards for use during the Madrid Labor Day event for a cost of $2,000. Councilperson Shaver stated the anticipated contract will be by Golf Cars of Iowa in the event the Labor Day Celebration is not held due to Covid-19. Approval of the amount does not approve the contract itself.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

The Council considered a request to approve an expenditure of $10,000 for a company to provide a fireworks display for the Madrid Labor Day Celebration. Motion by Councilperson Shaver, second by Councilperson Ostrander to approve the amount with the understanding that the contract will not take place if the Madrid Labor Day Celebration is canceled.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Don Lincoln, insurance agent for EMC insurance stated he will need information regarding the Labor Day celebration by July 15th in order to obtain the necessary insurance for the event. Lincoln also heads the Labor Day car show. He stated a decision has not been made whether or not to hold that event due to the difficulty in complying with social distancing.

Library Director Angie Strong shared the new logo recently developed for the library. She also pointed out a link to the summer ready program. She stated changes were made to the ready program due to Covid-19 requirements. The library is currently supplying “Take, Make and Do” project packets for families. This program continues through the end of July. Packets can be picked up at the Library. Iowa State University extension is also supplying some packets as well. Other events have been rescheduled for a later date.  Currently only ten people are allowed into the library at one time and they are required to social distance. Hand sanitizer is supplied, masks are being worn by staff members and recommended for visitors. All returned library materials must be placed in the outside drop box. Only 4 computers are available, and people can only visit once per day. Any items touched by visitors will be quarantined. There are no toys and no seating available. Curbside service is still available. The meeting room is not available for rental. Strong advised the “Little Free Food Pantry will be installed on June 10th. The library recently was the recipient of a grant from Madrid Community Endowment in the amount of $1,088 for two new lounge chairs.

Mayor Brown recommended the appointment of Beth Frettim to the Madrid park board. Motion by councilperson Rigby, second by Councilperson Burich to approve the appointment.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Ostrander, second by Councilperson Shaver to approve the change of employment status for police officer Neal Cooley. Cooley currently works part-time for the department. Police Chief Rick Tasler would like to change his status to full time employment. Having another full-time officer would allow for police coverage during overnight hours, provide support for Madrid Schools and provide coverage for vacation time for other department personnel.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Tasler stated the department was recently granted a COPS grant in the amount of $125,000 to fund an additional full-time police officer. The grant funds will be paid to the City over a period of three years and cover wages and benefits for that officer. The grant was written by Simmering-Cory for a fee of $700.Tasler updated the Council about recent cases handled by the department.

Fire Chief Randy Pecenka reported long time Fire Department member Curt Maddux has retired. He read from a letter addressed to the Council from Maddux. Pecenka asked the Council to consider using funds from the Fire Building Fund to purchase new fire equipment and update the current facility. He is currently working to draft a letter to those who donated to the building fund asking their permission to re-direct those funds. The department is in need of a new fire truck. Mayor Brown asked Pecenka to develop a written proposal that can  be shared with the Council and the public. Reese suggested he also speak with the city attorney regarding legal ramifications of the proposal.

The Mayor recommended the appointment of Stacey Bannor to the Board of Adjustments Commission. Motion by Councilperson Burich, second by Councilperson Shaver to approve the appointment.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Mayor Brown asked that the application period for Board of Adjustments, Park Board, Senior Activities Committee and Labor Day Committee be re-opened and remain open until June 30.

Lori Moran and Cathy Titus joined the meeting to ask permission to close a portion of West 2nd Street between Walnut and Dalander for 2 to 3 hours on either June 14th or June 28th for a neighborhood ice cream social. Scott Church stated the public works department would drop of barricades for the closure. Motion by Councilperson Ostrander, second by Councilperson Rigby to allow the street closure.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Rigby, second by Councilperson Ostrander to approve Resolution #45-19-20. The resolution allows for the assessing of a mosquito spraying fee on water billings for the months of July, August and September.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Reese asked the Council to decide if they would like to develop a “Request for Proposal” for garbage service. Walter’s Sanitary currently holds the contract for garbage collection which expires September 1, 2020. Motion by Councilperson Ostrander, second by Councilperson Shaver to approve the development of an RFP for garbage disposal. Ostrander and Shaver were also appointed to a committee which would develop that RFP.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Shaver, second by Councilperson Burich to approve Resolution # 46-19-20, “Resolution Authorizing the Call of Outstanding Bonds, Approving and Authorizing a Loan Agreement and Providing for the Issuance and Securing the Payment of Sewer Revenue Refunding Bonds, Series 2020.” The resolution allows for the refinancing of the 2013B Sewer Revenue Bond. The term of the bond will stay the same, however a lower rate will realize a savings of around $28,000.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Shaver, second by Councilperson Shaver to approve resolution # 47-19-20, “Resolution Amending the Rate for Water Utility.” The rate for water will increase by 10% starting with the July 30, 2020 billing. The increase is necessary due to the rise in costs, and maintenance of the water plant facility. The water fund is currently in a deficit.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Rigby, second by Councilperson Burich to approve Resolution # 48-19-20, “Resolution Amending the Rate for Sewer Utility.” The sewer portion of billing will also increase 10%.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Mayor Brown shared statistics concerning Covid-19 testing and Boone County’s testing results. He initiated a discussion about removing restrictions for the playgrounds and shelters.  These decisions do not affect school playgrounds which are controlled by the Madrid School system. Motion by Councilperson Shaver, second by Councilperson Ostrander to re-open playgrounds, shelters, community room and Senior Activities building while following guidelines and restrictions as mandated by the Governor of Iowa. Mayor Brown asked for input from the public regarding this matter. Mike Dooley asked if the City of Madrid could do sentinel testing. He feels it would be helpful to have those test results before making a decision about re-opening. Mayor Brown defined sentinel testing as random testing of a certain percentage of people to determine a result. He stated he does not know of anywhere that is doing sentinel testing. Becky Roorda thinks outdoor spaces and indoor spaces should be treated differently. She feels it makes sense to restrict the number of people allowed in the community room. Mayor Brown stated that even it the Council votes to re-open those facilities, he could close them again if there was a resurgence of Covid-19 cases. Don Lincoln questions how cleanliness would be maintained at city owned facilities including playgrounds, shelters and restrooms. Currently restrooms at all city facilities are closed. Stacy Luckinbill expressed concern with not opening playgrounds, as she feels those people who wish to utilize those facilities will use the playgrounds in nearby towns, bringing possible infections back to Madrid. She also questioned how sanitary situations would be handled at restrooms. Church stated Cintas cleans all park facilities once a week. Chief Pecenka stated there have not been any recent Covid-19 cases that were handled during rescue calls. Councilperson Rigby asked Church if he has the staff to clean all restroom and playgrounds every day. He does not feel that burden should be placed on City staff. Councilperson Shaver stated there should be a difference between how outside and inside facilities are handled. Motion by councilperson Ostrander, second by Councilperson Burich to reopen the Community Room following CDC guidelines. Councilperson Rigby asked what the process would be to clean and sanitize the community room. Reese stated it is not the responsibility of the custodial worker to sanitize the facility.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Burich stated the Community room needs to be monitored for cleaning and return of deposit. Angie Strong stated they have no problems with cleaning when they rent out the meeting room at the library. Councilperson Shaver requested to table the reopening of playgrounds, shelters, community room and senior center until fees for cleaning could be reviewed and sanitizing procedures can be discussed. Motion by Councilperson Ostrander, second by Councilperson Burich to re-open the Community room for public use following the governors’ proclamation guidelines. Councilperson Shaver requested to table the re-opening of the Community Room and Councilperson Ostrander withdrew his motion to re-open the facility.

Mayor Brown advised the closing of sale for the Anheuser Busch building. The abstract has not been found.

Mayor Brown recommended the appointment of Travis Risvold to the Senior Citizens Commission. Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve the appointment.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Martha Furness, Senior Activities Committee member advised they plan to continue with their previous idea of sending “May baskets” to all seniors in town with information regarding local services. She stated she has currently taken on the sanitizing responsibilities at the Senior Center. She is concerned with people using the center without informing the City Clerk or herself.

Don Lincoln with Friends of the Trail committee advised they are installing a canopy over one of the tables at the trailhead. He thanked the public works department for removing stumps in the area where the new coal mine display will be installed below Jensen Park on the trail.

Mayor Brown thanked Rick Tasler and Mary Jo Reese for work on obtaining the C.O.P.S. grant. He is currently working with Alliant Energy to obtain a map of poles that will be replaced or removed within the city. He stated there has been a request to continue City Council meeting on a Zoom platform. He will check into that possibility as well as a cost estimate.

Motion by Councilperson Shaver, second by Councilperson Rigby at 1:07 p.m.

City Council Minutes – May 18, 2020

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Madrid City Council

Regular Meeting

May 18, 2020

5:30 p.m.

The City Council meeting was called to order at 5:30 p.m. with Mayor Tom Brown presiding. Mayor Brown conducted the meeting via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

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

Other City Officials Present: City Clerk Mary Jo Reese and Public Works Director Scott Church.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve the agenda for May 18, 2020.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Shaver, second by Councilperson Burich to open a public hearing regarding a proposal to enter into a Sewer Revenue Loan and Disbursement Agreement.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

There was no person in attendance who wished to speak regarding the proposed loan agreement and no correspondence has been received at City Hall regarding the matter. Motion by Councilperson Rigby, second by Councilperson Shaver to close the public hearing.

Motion by Councilperson Rigby, second by Councilperson Shaver to approve the City Council meeting minutes of May 2, 2020, Library Meeting Minutes of March 10, 2020 and Library Special Meeting Minutes of April 29, 2020 by consent agenda.

Ayes: Burich, Ostrander, Rigby, Shaver                                                      Motion Carried

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Burich, second by Councilperson Ostrander to approve the claims for May 18, 2020 in the amount of $ 89,224.75. Councilperson Ostrander asked for clarification regarding the cost to replace a door at the city shop.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Shaver, second by Councilperson Burich to accept resignations from Bethany Brewer and Lacey Ortiz who served on the Madrid Labor Day Committee. Mayor Brown and Councilperson Rigby thanked Ortiz and Brewer for their hard work while serving on the committee and looks forward to working with Lacey as she continues on as a volunteer for the committee. Councilperson Burich who along with his wife has been holding Bingo on Saturday nights asked that if Bingo is to resume operation that the Labor Day Committee find other persons to hold the events.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Motion by Councilperson Shaver, second by Councilperson Ostrander to approve change order #1 in the amount of $10,373 for the Wastewater Treatment Plant upgrade project. Scott Church explained the cost is an engineering upgrade that was needed after construction commenced.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

The Council considered a request for payment in the amount of $142,690 from Gridor Construction for completed work on the wastewater treatment plant upgrade project. Motion by Councilperson Shaver, second by Councilperson Ostrander to approve the payment.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

The Council also considered Resolution # 44-19-20, “Resolution Authorizing and Approving a Loan and Disbursement Agreement and Providing for the Issuance and Securing the Payment of $7,483,000 Sewer Revenue Bonds Series 2020.” The bond will cover the cost of the wastewater treatment plant update. Motion by Councilperson Shaver, second by Councilperson Burich to approve the resolution.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

Church reported the public works department is busy with patching and mowing. Two intakes have also been repaired. Councilmembers commented on how wonderful the parks look. Mayor Brown advised the baseball board will be moving the score board and repairing the dugouts with the help of volunteers. They also plant to install an irrigation system. Church is waiting for the weather to clear to spray weeds and clean up the parking areas at the softball fields. The Council discussed repairs to West 8th Street. Currently the County is responsible for half of that road and half of County Line Road. Church is currently getting an estimate of repairs from the city engineer.

Mayor Brown updated the Council concerning re-opening of the library. The library is currently planning to re-open on June 1st with several limitations. The Council will continue to evaluate the Covid-19 situation in regards to re-opening City Hall and playground areas at the parks.

Motion by Councilperson Rigby, second by Councilperson Ostrander to accept the resignation of Jolynne Carlson from the Park Board. Mayor Brown thanked Carlson for her many years of dedication to the Park Board.

Ayes: Burich, Ostrander, Rigby, Shaver                                          Motion Carried

The Council reviewed correspondence from Sara Behn requesting to change the planned Trestle Hustle event for the Boone County Hospital Foundation from June 13th to August 23rd due to Covid-19 restrictions.

Councilperson Burich advised he received a complaint regarding a water line replacement. Church stated the requirements for replacing a line are outlined on the permit that is required. Councilperson Ostrander thanked all committee member who have resigned recently for their service. Councilperson Rigby expressed his frustration with the current Covid-19 restrictions and thanked Church and Tasler for doing a great job. Councilperson Shaver stated he has had complaints about power boxes that Alliant Energy is placing in yards. He stated Alliant is doing a great job, and he would like to see citizens pay attention to things that are happening before they happen instead of complaining after they are done.

City Clerk Mary Jo Reese advised there may need to be a special City Council meeting held to approve a bond refinancing issue. She stated there was a complaint received at city hall from a resident who was informed they could not have chickens. That resident stated she has seen others in town who do have chickens. Mayor Brown stated everyone needs to follow the ordinance and that all ordinances need to be enforced.

Mayor Brown stated the potential buyers of the antique building now plans to turn the property into residential rental units. He also has spoken with Alliant Energy regarding the replacement and removal of poles within the city. He also is asking for more volunteers for boards and commissions. The deadline for those applications is May 26th.

Motion by Councilperson Shaver, second by Councilperson Rigby to close the City Council meeting at 6:30 p.m.

 

 

City Council Minutes – May 2, 2020

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Madrid City Council
Regular Meeting
May 2, 2020
10:00 a.m.

The City Council meeting was called to order at 10:00 a.m. with Mayor Tom Brown presiding. Mayor Brown conducted the meeting via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

Mayor Brown held a moment of silence for Tanner Houseman who passed away in the previous week.

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

 

Other City Officials Present: City Clerk Mary Jo Reese, Police Chief Rick Tasler, City Attorney John Flynn, Library Director Angie Strong and Public Works Director Scott Church.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the agenda for May 2, 2020.

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

Motion by Councilperson Ostrander, second by Councilperson Burich to open a public hearing for the 2020 Street Resurfacing Project.

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

Mike Dooley of 433 Fairview Drive expressed concerned with drainage issues on Fairview Drive which is planned to be resurfaced in the upcoming season. He feels there are no drains on Fairview Drive and 22nd Street. Scott Church explained the current drainage on Fairview Drive is adequate for the present project. He is also concerned with the number of cracks and road repairs needed city-wide. Motion by Councilperson Rigby, second by Councilperson Samples to close the public hearing.

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

Motion by Councilperson Shaver, second by Councilperson Ostrander to open a public hearing for the 2020 water main replacement project.

There was no person in attendance who wished to speak regarding the project and no correspondence has been received at City Hall regarding the matter. Motion by Councilperson Samples, second by Councilperson Burich to close the public hearing.

Motion by Councilperson Burich, second by Councilperson Samples to approve the City Council meeting minutes of April 20, 2020.

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

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Rigby, second by Councilperson Ostrander to approve the claims for May 2, 2020 in the amount of $728,408.13. City Clerk, Mary Jo Reese explained the claims include bond payments due on June 1st and also annual insurance payments to Nerem and Associates. Councilpersons Ostrander and Rigby asked questions to clarify some invoices on the claims report.

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

Don Lincoln, president of the Madrid Area Chamber of Commerce reported the city-wide garage sale normally scheduled for the first Saturday in May has been cancelled due to the Covid-19 pandemic. He stated the group has not been holding regular meetings, however they plan to hold a Zoom meeting in the future. Lincoln advised the food truck program has been cancelled for this year. Any food trucks coming to Madrid are not supported by the Madrid Area Chamber of Commerce.

Don Lincoln as a member of the Friends of the High Trestle Trail Committee reported the area below Jensen Park and the trail has been cleared of debris in preparation for the Coal Miner Display.  He asked for help from public works to remove stumps in the area. Lincoln stated he has received the framework for a powdered coated shade shelter at the Dalander Trailhead. He stated he would like to see people donate a memorial shade cover in lieu of benches and tables for the area.

Public Works Director Scott Church asked the Council to approve the hiring of Jim Biegger as a part time public works employee for the summer. Motion by Councilperson Rigby, second by Councilperson Ostrander to approve the hiring.

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

The Council consider Resolution # 41-19-20, “Resolution accepting bid and authorizing the award of contract, contingent upon the concurrence of award of funding agencies, for the 2020 Street Resurfacing Project for the City of Madrid, Iowa.” The resolution calls for the acceptance of the bid from InRoads LLC of Des Moines, Iowa with a low bid of $199,888.00 as recommended by city engineer Perry Gjersvik. There were four bids received for the project. Motion by Councilperson Burich, second by Councilperson Samples to approve the resolution.

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

Motion by Councilperson Samples, second by Councilperson Rigby to approve Resolution # 42-19-20, “Resolution accepting the bid and authorizing the award of contract, contingent upon the concurrence of award of funding agencies for the 2020 Watermain Replacement Project for the City of Madrid, Iowa.” The resolution awards the contract for the project to Keller Excavating Inc. of Boone Iowa for the amount of $98,994.00. SEH engineering recommended award of contract to Keller Excavating.

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

Scott Church reported of a problem on 8th Street where an intake dropped and the roadway washed away. New intakes were also installed on 4th and South Market Street and 22nd and Union Streets. Church also reported the Sewer Plant upgrade work has started with removing trees from the area in order for Gridor Construction to place construction materials.

Library Director Angie Strong and the Council discussed the possibility of locating a “Little Food Pantry” on the lawn at the library. City Attorney John Flynn sees no liability with the project and Nerem and Associates stated they have no issues with the project as long as the sponsor, YSS lists the City of Madrid as an additional insured. Strong recommended placing the pantry in the north east corner of the lawn. She stated library staff will maintain the project. Motion by Councilperson Samples, second by Councilperson Shaver to approve the project.

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

Strong advised the Governor of Iowa has allowed for the reopening of libraries across the state after being closed due to the Covid-19 pandemic. The library board called a special meeting to discuss the re-opening and decided the library in Madrid would not re-open at this time due to concerns with availability of cleaning supplies and the process to maintain a clean environment. When the library does re-open there will be many restrictions to maintain cleanliness. The library plans to start curbside pick-up of library materials on May 11th. They also have a free library cart in front of the library. The little free libraries around town have also been restocked with new reading material. The library is looking at holding a summer ready program with small groups only if it is allowed by the Governor. Non-contact programs are being discussed. The butterfly garden behind the library has been enhanced. She noted that library staff has been completing on-line training programs and have kept busy with cleaning and maintenance during the closure.

The Council discussed needed repairs to the baseball dugouts. Scott Church received a bid of $6,850 to repair both dugouts. It was decided that Church would contact the Little League group to discuss funding for the project.

Police Chief Rick Tasler stated the department recently handled a stolen car case and he is working to have junk vehicles removed from properties in Madrid. He will also be working with local volunteers to clean the property at 214 North Union Street. The property is vacant due to the death of the property owner, Ed Pecenka. Tasler questioned if Bryan Olmstead could request an extension of the vacation use policy due to the Covid -19 pandemic. Mayor Brown will consult with the City Attorney and the City Clerk before issuing a resolution to the question.

Motion by Councilperson Shaver, second by Councilperson Samples to approve the 2020 Mosquito Control of Iowa contract.

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

The Council reviewed a request from ITC for an easement agreement to run electrical lines at the end of North Water Street. Motion by Councilperson Samples, second by Councilperson Burich to approve the easement request.

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

Motion by Councilperson Burich, second by Councilperson Rigby to approve the renewal of liquor license for Git-N-Go Convenience Store.

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

Motion by Councilperson Shaver, second by Councilperson Samples to approve a donation request from Boone County Economic Growth in the amount of $2,500.

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

Motion by Councilperson Rigby, second by Councilperson Burich to approve Resolution # 43-19-20,” Resolution to fix a date for a public hearing on a proposal to enter into Sewer Revenue Loan and Disbursement Agreement and to borrow money thereunder in a principal amount not to exceed $7,483,000.” The resolution sets the public hearing for May 18, 2020 at 5:30 p.m.

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

City Attorney John Flynn advised that all owners of the property attached to 246 West 2nd Street have signed a release of ownership of the property from the heirs. The matter must be approved by the Board of Supervisors before the property transfer can be presented to the Boone Courts for approval.

Martha Furness, chairperson for the Madrid Senior Associate Board supplied commentary to the City Clerk which she read for the Council. Furness’s notes stated the Senior Center will remain closed during May due to the Covid-19 pandemic. The building is being cleaned each month and she hopes to update the interior of the building during the summer. The group plans to work on May Basket which would contain treats, an informational letter about senior resources in Madrid and Boone County and contact information where seniors can call for help. She plans to spend the summer organizing activities and ways to better serve the senior population. Furness also expressed the need for more committee members.

The Council reviewed correspondence from Kris Blocker of the Boone County Convention and Visitors Center for a funding request. They also received a thank you letter from Boone County Probation for a recent donation given to them by the City.

Councilperson Samples feels the Madrid Community is doing an excellent job with following CDC guidelines during the Covid-19 pandemic.

Councilperson Ostrander commented people are taking dirt from the pile on West 4th Street which was displaced during the start of the Sewer Plant Treatment Facility upgrade. Church stated people are welcome to small amounts of dirt, however the majority of the dirt will be reused for the sewer project.

Councilperson Rigby commented he received a compliment from a long-time resident about how good the community looks, and complimented the public works staff for their efforts.

Councilperson Shaver commented about how citizens are becoming involved in their community and he feels the City has good staff and elected officials at this time.

City Clerk, Mary Jo Reese stated City Hall staff has been doing cleaning and keeping up with customer requests via phone and social distancing. She thanked Becky Roorda for supplying masks for City Hall, and also at a low cost to the Library staff. She asked that anyone interested in volunteering for a committee to submit their application through the madridiowa.org website.

Mayor Brown asked Scott Church to develop a priority list of streets that need repair or will need repair over the next 3-5 years. The Council will then review the list at the June 6th Council meeting. He opened applications for all Boards and Commissions. The date for applications is now through May 25th. The City Clerk will share the list of applicants to the Council members and Mayor by June 1st. Appointments will be made at the June 6th meeting.

Motion by Councilperson Shaver, second by Councilperson Rigby to close the City Council meeting at 11:42 a.m.

City Council Minutes – April 20, 2020

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Madrid City Council
Regular Meeting
April 20, 2020
5:30 p.m.

The City Council meeting was called to order at 5:32 p.m. with Mayor Tom Brown presiding. Mayor Brown conducted the meeting via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

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

Other City Officials Present: City Clerk Mary Jo Reese and Public Works Director Scott Church.

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the agenda for April 20, 2020.

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

Motion by Councilperson Rigby, second by Councilperson Samples to open a public hearing for the FY 19-20 Budget Amendment.

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

No persons wished to discuss the budget amendment with the Council, and no correspondence was received regarding the issue. Motion by Councilperson Burich, second by Councilperson Shaver to close the public hearing.

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

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Ostrander, second by Councilperson Samples to approve the City Council meeting minutes of April 4, 2020.

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

Motion by Councilperson Shaver, second by Councilperson Samples to approve the claims for April 20, 2020 in the amount of $ 149,336.11.

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

Trent Fellers with Windstream spoke to the Council asking for an easement to place above ground transmission lines for fiber optic internet that would reach approximately 665 addresses within the city limits of Madrid. The Council asked if he was aware that Alliant Energy has plans to remove some of its poles once they have buried their lines. Fellers was not aware of that fact. Mayor Brown asked that Fellers reach out to Alliant Energy to obtain specifics regarding the Alliant project. The Council chose to table the matter until Fellers could supply more specific information regarding the project.

Kurt Phillips with Boone County Economic Growth addressed the Council to update them on the group’s projects for the next year. He thanked Councilperson Lane Shaver for representing Madrid on the board. He asked the Council to approve a donation of $2,500 for the coming year. Mayor Brown stated the request would be placed on the agenda for the next Council Meeting. Phillips offered to help the City of Madrid with any of it’s upcoming projects. He will be put in touch with Abby Gilroy for his input on the 246 West 2nd Street projects.

Motion by Councilperson Shaver, second by Councilperson Burich to approve the renewal of liquor license for the Flat Tire Lounge.

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

Motion by Councilperson Burich, second by Councilperson Ostrander to approve Resolution # 40-19-20, Budget Amendment and Certification Resolution.”

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

Councilperson Burich commented he received another email regarding allowing backyard chickens in Madrid. He does not plan to bring the matter before the Council for consideration. Councilperson Shaver stated he received commentary from a person unhappy with the placement of an Alliant Energy unit. He also thanked the fire department for reaching out to the community during the epidemic. Mayor Brown thanked the citizens of Madrid for following Covid-19 guidelines and asked that everyone remain positive.

Motion by Councilperson Shaver, second by Councilperson Rigby to close the Council Meeting at 6:34 p.m.

City Council Minutes – April 4, 2020

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Madrid City Council

Regular Meeting

April 4, 2020

10:00 a.m.

The City Council meeting was called to order at 10:04 a.m. with Mayor Tom Brown presiding. Mayor Brown conducted the meeting via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

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

Other City Officials Present: City Clerk Mary Jo Reese, Public Works Director Scott Church, Police Chief Rick Tasler, Fire Chief Randy Pecenka and City Attorney John Flynn.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the agenda for April 4, 2020.

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

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Rigby, second by Councilperson Burich to approve the City Council meeting minutes of March 16, 2020.

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

Motion by Councilperson Burich, second by Councilperson Rigby to approve the claims for April 4, 2020 in the amount of $ 80,241.74.

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

Stacy Luckinbill, representing the Madrid Beer Drinkers Association addressed the Council to ask permission to use Edgewood Park for a drive thru Easter egg hunt event. Motion by Councilperson Samples, second by Councilperson Shaver to approve the request.

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

Mayor Brown accepted the resignation of Mel Samples as a member of the Madrid Labor Day Committee.

Library Director Angie Strong reported the library is currently closed as directed by the State of Iowa due to the Covid-19 event. Strong stated she and some members of staff are still working daily and taking on line classes. No decision has been made regarding the Summer Reading Program at this time. The Library Board has made the decision to cancel the board meeting for April.

Fire Chief Randy Pecenka reported the department is currently taking requests for birthday drive-by’s with fire and rescue vehicles. The department has purchased a thermal imaging camera with a donation from St. John’s church men’s group.

Police Chief Rick Tasler reported his department has worked to clean their offices which have also received a new coat of paint. Tasler commented work continues on the demolition of the storage building next to the laundromat and he is following up on repairs to the Ice Cream Daddy building at the corner of State and West 3rd Streets.

Motion by Councilperson Ostrander, second by Councilperson Samples to approve Resolution #39-19-20, “Comprehensive Plan Update”. The resolution updates the comprehensive plan regarding solid waste management which is done every three to five years.

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

The Council approved a bid from Heritage Interiors in the amount of $8,721.02 for replacement of the flooring in the City Hall restrooms, hallway and police station. The flooring will be vinyl plank flooring. Motion by Councilperson Rigby, second by councilperson Burich to approve the bid.

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

Motion by Councilperson Samples, second by Councilperson Ostrander to approve a tax abatement for 415 West 1st Street for improvements done to the property.

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

Motion by Councilperson Shaver, second by Councilperson Burich to approve a tax abatement for 144 West 2nd Street. The abatement is for significant improvements made to the property.

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

Motion by Councilperson Ostrander, second by Councilperson Shaver to set the date for the public hearing for the FY 19-20 budget amendment. The public hearing will take place on April 20, 2020 at 5:30 p.m. That Council meeting will be held via Zoom due to the Covid-19 pandemic requirements. Look for login instructions on the City of Madrid website, madridiowa.org.

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

Councilperson Samples received a request from a citizen of Madrid to reconsider the open burning resolution for the spring period due to the Covid-19 pandemic. Councilmembers discussed the idea of rescinding open burning; however, none felt the current open burning resolution should be changed. The matter did not receive a motion to proceed. Mayor Brown reminded the public the city dump is currently open to allow for disposal of yard waste only.

The Council considered the most recent Madrid 246 LLC Purchase Agreement for city owned property at 246 West 2nd Street, This version of the purchase agreement struck out a prior clause that allowed the City to buy back the property if certain contingencies were not met and also struck verbiage requiring the City of Madrid to partially pay for demolition of the building if Madrid 246 LLC does not complete the exterior work within 3 months of the closing date of June 1, 2020, and the interior work to the building within 12 months of the purchase. Motion by Councilperson Rigby, second by Councilperson Shaver to approve the purchase agreement for 246 West 2nd Street by Madrid 246 LLC.

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

City Attorney John Flynn updated the Council regarding the status of the building attached to the theatre building on West 2nd Street. He stated the County Board of Supervisors will be relinquishing any rights the County of Boone has to the building. He is currently waiting for signed paperwork from heirs to the building before he can complete the property transfer.

Motion by Councilperson Burich, second by Councilperson Rigby to approve Resolution # 38-19-20, “Street Lighting Resolution.” The resolution calls for the placement of a street light on the southwest corner of Highway 17 and Peterson Parkway.

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

Fire Chief Pecenka and Mayor Brown both stated they have access to emergency Covid-19 supplies. Brown also stated he worked with Brian Horn of the Madrid Schools to close the playground areas at city parks, and also at the elementary school.

Motion by Councilperson Rigby, second by Councilperson Ostrander to set the date for the bid opening for the 2020 Water Main Replacement project for April 28, 2020 at 2:30 p.m. The location of the bid opening will be determined at a later date. The engineers estimate of the project is $168,355 which would replace a section of the water main along Highway 210 between the water treatment plant near the Reddish Addition.

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

Motion by Councilperson Samples, second by Councilperson Shaver to set the date for a public hearing and award of contract for the 2020 Water Main Replacement project for May 2, 2020 at 10:00 a.m.

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

City engineer Perry Gjersvik advised the times and places for bid openings and public hearing may need to be adjusted due to the Covid-19 distancing requirements.

The Council considered the engineers estimate for the 2020 State Street and Fairview Drive street overlay project. The first part of the project would replace a section of State Street south of the State Street bridge. Public Works Director, Scott Church, stated that project would involve placing a two-inch overlay over the top of the existing layer which would give the street another 8-10 years of life. After discussion by the Council it was decided to table the State Street project until the State Street bridge work can be completed in the next few years. Motion by Councilperson Rigby, second by Councilperson Ostrander to set the date for the bid opening for the Fairview Drive portion of the resurfacing project, and place the State Street project on hold for the future. The bid opening will take place on April 28, 2020 at 2:00 p.m.

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

Motion by Councilperson Shaver, second by Councilperson Rigby to set the date for the Public Hearing and award of contract for the 2020 Street resurfacing project for May 2, 2020 at 10:00 a.m.

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

Church reported the public works department has been extremely busy with numerous locates due to the Alliant Energy project taking place in town. He also reported they have been patching streets. Councilperson Rigby asked that Church check on the cost of a vacuum machine for leaf cleanup.

Mayor Brown congratulated City Clerk, Mary Jo Reese on obtaining the certification of Iowa Certified Municipal City Clerk.

Councilperson Samples commented how proud he is of Madrid for coming together as a community during the Covid-19 pandemic. Councilpersons Burich and Ostrander echoed those sentiments, and also praised the police and fire departments for their contributions. Councilperson Rigby thanked public works and the fire chief for their support, and praised Mayor Brown’s efforts during this trying time. Councilperson Shaver praised the community for following the state recommendations on social distancing and their understanding during this pandemic. City Clerk, Reese reported City Hall would be closed down to all but employees of City Hall. Mayor Brown asked that anyone who needed help with shopping or other necessities during the Covid-19 crisis to contact City Hall for direction on how to manage the needs. Brown will be updating the City of Madrid website to include resources and information available during the crisis.

Motion by Councilperson Shaver, second by Councilperson Ostrander at 11:49 a.m.

City Council Minutes – March 16, 2020

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Madrid City Council

Regular Meeting

March 16, 2020

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. Samples, Shaver and Rigby attended the meeting remotely due to illness.

 

Other City Officials Present: City Clerk Mary Jo Reese, Police Chief Rick Tasler, Fire Chief Randy Pecenka and Police Officer Chad Koch.

 

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the agenda for March 16, 2020

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

 

Motion by Councilperson Samples, seconded by Councilperson Shaver to open a public hearing regarding the proposed FY 20-21 Budget. No one was present who wished to comment on the budget. Motion by Councilperson Rigby, second by Councilperson Ostrander to close the public hearing.

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

 

Motion by Councilperson Shaver, second by Councilperson Burich to open a public hearing regarding a proposal to enter into a sewer revenue refunding loan. No persons were present who wished to comment on the matter. Motion by Councilperson Burich, second by Councilperson Samples to close the public hearing.

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

 

Motion by Councilperson Shaver, second by Councilperson Samples to open a public hearing regarding taking additional action to enter into a general obligation corporate purpose loan agreement. No person was present who wished to comment on the proposal. Motion by Councilperson Samples, second by Councilperson Burich to close the public hearing.

 

No Councilperson wished to declare a conflict of interest.

 

Motion by Councilperson Rigby, second by Councilperson Ostrander to approve the City Council meeting minutes of March 7, 2020, library meeting minutes of February 11, 2020 and Labor Day meeting minutes of January 28, 2020 by consent agenda.

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

 

Motion by Councilperson Ostrander, second by Councilperson Rigby to approve the claims for February 16, 2020 in the amount of $ 33,309.22.

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

 

Motion by Councilperson Shaver, second by Councilperson Burich to approve resolution # 32-19-20,” Resolution setting the dates for open burning.” The dates open burning is allowed from April 4th, until May 26th, 2020. Councilperson Shaver reminded the public to be considerate of their neighbors when burning. Open burning is only allowed sunrise to sunset, and is not allowed on the streets. All burning must take place on the homeowner’s property.

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

 

Motion by Councilperson Samples, second by Councilperson Rigby to approve resolution # 36-19-20, “Resolution taking additional action on proposal to enter into a sewer revenue refunding loan agreement.” The resolution allows for the city to refinance the current sewer loan at a lower interest rate for the same term length.

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

 

Motion by Councilperson Samples, second by Councilperson Ostrander to approve Resolution # 37-19-20, Resolution Approving Budget for FY 20-21.”

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

 

The Council approved an underwriting agreement with D.A. Davidson. The agreement allows D.A. Davidson to act on the behalf of the City of Madrid in refinancing the 2013 Sewer Revenue Bond. Motion by Councilperson Ostrander, second by Councilperson Samples to approve the agreement with D.A. Davidson.

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

 

Motion by Councilperson Rigby, second by Councilperson Burich to approve Resolution # 38-19-20,” Resolution Taking Additional Action on Proposal to Enter into a General Obligation Corporate Purpose Loan Agreement and Providing for the Levy of Taxes to Pay General Obligation Corporate Purpose Bonds.”

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

 

The Council considered an easement request presented by Mi-Tech Corporation on behalf of Alliant Energy. The easement involves the west end of the property currently owned by the City of Madrid on Southern Prairie Drive. Motion by Councilperson Samples, second by Councilperson Rigby to approve the easement.

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

 

The Council discussed a request to place a “Little Food Pantry” on the lawn of the Madrid Library. Due to concerns with placement and monitoring of security for the pantry and liability issues, the Council decided to table the matter under if can be discussed with the city attorney.

 

Mayor Brown asked that the public adhere to the mandates and recommendations of the President and Governor in regards to the Covid-19 outbreak.

 

Motion by Councilperson Ostrander, second by Councilperson Shaver to adjourn the meeting at 6:04 p.m.

 

Council Meeting Minutes – March 7, 2020

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Madrid City Council

Regular Meeting

March 7, 2020

10:00 a.m.

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

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

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Fire Chief Randy Pecenka, Police Officer Chad Koch and City Attorney John Flynn.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the agenda for March 7, 2020

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

Motion by Councilperson Samples, seconded by Councilperson Burich to open a public hearing regarding the “Proposed Drawings, Specifications, Form of Contract, and Estimate of Cost of Work for the Construction of the Wastewater Treatment Facility.”

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

No one was in attendance who wished to speak at the meeting. No correspondence was received by the City Clerk

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

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

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to open a public hearing regarding “Proposed Development Agreement with Mid-Iowa Development.”

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

No one was in attendance who wished to speak at the meeting. No Correspondence was received by the City Clerk.

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

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

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the City Council meeting minutes of February 17, 2020.

Ayes: All Present                                                                               Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Samples to approve the claims for March 7, 2020 in the amount of $ 61,724.00.

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

Sara Behn of the Boone County Hospital approached the Council for permission to use the green area of Dalander Park and the High Trestle Trail for the upcoming Trestle Hustle to be held on June 13, 2020. City Attorney John Flynn asked for a written document to ratify permission granted and insurance obligations. Motion by Councilperson Shaver, second by Councilperson Samples to approve the request for use of property to the Boone County Hospital.

Ayes: All Present                                                                              Motion Carried

Don Lincoln, president of the Madrid Area Chamber of Commerce reported on their current fundraising project. He reported the MAC banquet will be held on March 27th at Snus Hill. Reservations for the event can be made with Suzi Lincoln at City State Bank.  Lincoln stated MAC is currently working to update their brochures and plans to place new banners on Highway 17 and the downtown area.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve Resolution # 35-19-20, “Resolution to award contract for construction of wastewater facility upgrade.” City Engineer Perry Gjersvik explained the city received four bids for the project. A bid from Cridor Construction from Minnesota submitted the low bid at $ 6,767.000. An additional $50,000 will be used to demo the old building for a total of $6,817,000. The project will be paid with proceeds from a CDBG grant and a State Revolving Fund low interest loan. Work on the project is scheduled to begin in the spring of 2020

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

Motion by Councilperson Shaver, second by Councilperson Burich to approve an updated union agreement for employees. The new agreement expires June 30, 2025.

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

The Council tabled a request for approval of repairs to Gerald Street which was an agenda item.

Public Works Director, Scott Church reported some public works employees along with himself will be touring the new sewer treatment plant being constructed in Nora Springs by Cridor Construction. His department will be moving forward with spring patching. Alleyway repairs will take place as weather and construction allows.

Library Director Angie Strong stated there would be no spring book sale at the library this year. After the fall 2020 book sale, the future of the book sale will be decided. The library received $1,500 in donations from the Lowrey Trust. The funds will be used for the summer reading program at the library. Strong has also applied to Community Chest for donations to the summer reading program. She also stated the old chairs from the meeting room have been moved to the community room. Strong presented the Council with a schedule of upcoming events for March. April is National Library month and the library will be holding special programming for that event.

Councilperson Shaver, speaking as a member of the Boone County Emergency Management Commission discussed a proposal by the Boone County Sheriff’s office to raise rates for 911 communication services. The current 28E agreement which was created in 2005 allowed for a up to a 4% increase annually. The annual increase being asked for the next fiscal year exceeds the 4%. In addition, all residents of Boone County are taxed to support the 911 system. The cities of Boone, Ogden and Madrid are accessed the additional fees each year. This year the cost is around $9,200. The increase being recommended would take that amount around $10,000.  Shaver feels the 28E agreement needs to be rewritten, and an individual levy amount per household should take the place of the levy placed against the City of Madrid. He feels that the current system unfairly taxes the citizens of Madrid twice, once in property taxes, and again in the cost of the Communications Agreement. Motion by Councilperson Shaver, seconded by Councilperson Samples to remain in the 28E agreement, but not to approve the increase of an additional 1.5%.

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

Fire Chief Randy Pecenka reported there were sixteen EMS calls and two fire calls in February. He also reported repairs to the rescue vehicle have been completed. The department received a donation from St. John’s Men’s Club which will be used to help purchase gas monitors. The department has been practicing fire and rescue skills on a donated house on Zook Spur Road. Pecenka is currently researching quotes for replacement of the department’s thermal imaging units.

Motion by Councilperson Burich, second by Councilperson Rigby to approve resolution # 33-19-20, “Resolution approving development agreement with Mid-Iowa Group, LLC, authorizing appropriation tax increment payments and pledging certain tax increment revenues to the payment of the agreement. “

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

Motion by Councilperson Rigby, second by Councilperson Shaver to approve a request for renewal of liquor license for Casey’s General Store.

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

Motion by Councilperson Rigby, second by Councilperson Samples to approve a request for residential property tax abatement for the property at 810 S. Kennedy Avenue.

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

Abby Gilroy of the development company Madrid 246 LLC, approached the Council to ask for their approval of a purchase agreement submitted for the properties owned by the City of Madrid at 234 and 246 East Second Street. She asked that the closing date on the agreement be changed from the original date of April 3rd, to on or before June1st. There were several items changed or eliminated from the original proposed contract. Motion by Councilperson Samples, second by Councilperson Ostrander to approve the changes. The contract will be amended and then signed by Mayor Brown. Any additional contingencies may be included in a development agreement.

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

Motion by Councilperson Rigby, second by Councilperson Shaver to approve Resolution # 34-19-20,” Resolution setting the date for public hearing to enter into a sewer revenue refunding loan agreement and to borrow money thereunder in a principal amount not to exceed $1,000,000. The public hearing will be held on March 16, 2020 at 5:30 p.m.

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

City Attorney John Flynn updated the Council concerning proceedings to obtain abandoned property which is located behind 234 West 2nd Street. As soon as he receives signed agreements from all interested parties, he will have the matter filed with the courts to transfer ownership to the City of Madrid. He also stated all matters previously filed with the Iowa Public Information Board for open record requests have been dismissed by that board. Flynn reported that an update to a previous 28E agreement with Boone County to maintain County Line Road and West 8th Streets is at a stalemate. Work will continue on the matter.

Mayor Brown read a Mayoral Proclamation from Youth and Shelter Services encouraging the 6th grade students at Madrid Elementary to remain free from alcohol and other drugs as well as asking the graduating seniors to also remain drug free.

Don Lincoln of 1672 334th Road advised he is working to organize a city-wide cleanup day. He may be asking for donations for the cause at a later time. He reported community members have volunteered to clean up the replica mine area along the High Trestle trail in anticipation with moving forward on the project.

Erich Kretzinger introduced himself to the Council and advised will be a candidate for Boone County Supervisor in the November 2020 election.

Councilperson Rigby issued a challenge for volunteer to help with the Bingo operation which supports the Labor Day event in Madrid.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to adjourn the City Council meeting at 6:54 a.m.

City Council Minutes – February 17, 2020

Click Here to download and print minutes

Madrid City Council

Regular Meeting

February 17, 2020

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 Shaver, Police Chief Rick Tasler and Planning and Zoning Commission member Kim Olmstead.

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve the agenda.

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

Motion by Councilperson Shaver, seconded by Councilperson Burich to open a public hearing regarding the proposed amendment to the Urban Renewal Plan.

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

No one was in attendance who wished to speak at the meeting. No correspondence was received by the City Clerk

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

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

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Samples, seconded by Councilperson Rigby to approve the City Council meeting minutes of February, 2020 and the library meeting minutes of January 14, 2020.

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the claims for January 20, 2020 in the amount of $11,883.03.

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

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the claims for February 17, 2020 in the amount of $72,064.12.

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

Kris Blocker of the Boone Area Convention and Visitors Bureau shared the 2020 Boone Area Visitor Guides with the Council. She stated the organization is currently funded by Motel/Hotel taxes. Last year the group received $70,000 in funding, and this year only received $60,000. She asked for help from the City of Madrid to make up part of the difference in funding.

Abby Gilroy of the ATI Group and subsidiary Madrid 246 LLC addressed the Council and shared drawings of the company’s vision for the building located 246 West 2nd Street. Plans for 234 West 2nd Street have not been decided. The company has submitted a purchase agreement for the Council’s consideration. The purchase agreement will be considered at the council meeting on March 7, 2020.

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve Resolution # 31-19-20, “Resolution to Declare Necessity and Establish an Urban Renewal Plan, Pursuant to Section 403.4 of the Code of Iowa and Approve Urban Renewal Plan Amendment for the Madrid Urban Renewal Area.”

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

The Council considered Ordinance # 495, “An Ordinance Providing for the Division of Taxes Levied on Taxable Property in the February 2020 Addition to the Madrid Urban Renewal Area, Pursuant to Section 403.19 of the Code of Iowa. Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the first reading and to waive the second and third readings of Ordinance # 495.

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

Motion by Councilperson Shaver, seconded by Councilperson to approve Resolution # 39-19-20, “Resolution Setting a Date of meeting in Which it is Proposed to Approve a Development Agreement with Mid-Iowa Development Group, Inc., Including Annual Appropriation Tax Increment Payments.” The Resolution sets the meeting date for March 7, 2020 at 10:00 am.

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

Motion by Councilperson Rigby, seconded by Councilperson Samples to set the date for the public hearing to approve the FY 20-21 budget for March 16, 2020 at 5:30 p.m.

Motion by Councilperson Shaver, seconded by Councilperson Rigby to adjourn the city council meeting at 6:05 p.m.

 

City Council Minutes – February 1, 2020

Click here to download and print minutes

Madrid City Council
Regular Meeting
February 1, 2020
10:00 a.m.

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

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

Other City Officials Present: City Clerk Mary Jo Reese, Public Works Director Scott Church, Fire Chief Randy Pecenka, Police Chief Rick Tasler, Library Director Angie Strong, Labor Day Committee member Melanie Samples, Parks and Recreation Board Chairperson Jolynne Carlson and Senior Associates Commission Chairperson Martha Furness.

Motion by Councilperson Rigby, second by Councilperson Shaver to approve the agenda for February 1, 2020.

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

No Councilmembers declared a conflict of interest.

Motion by Councilperson Shaver, second by Councilperson Samples to approve the City Council meeting minutes of January 20, 2020.

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

Motion by Councilperson Samples, second by Councilperson Burich to approve the claims for February 1, 2020 in the amount of $ 46,577.29.

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

Robin Crabtree of 1976 330th Street, Madrid, approached the Council to discuss plans by the Friends of the Trail to move the coal miner display from its current location on Highway 17 to Dalander Park. Crabtree is part of a nonprofit committee that oversees the coal miner display and does not want to see it moved from its current location. Also present from the committee were Jim Janovick and Rick Isolini. She feels Friends of the Trail has not consulted with the coal miners committee before making this decision. Mayor Brown asked that a sub-group consisting of himself, two councilmembers, Friends of the Trail representatives, and the coal miners committee meet to discuss the matter at a later time.

Travis Risvold, President of the Madrid Area Chamber of Commerce shared the 2020 MAC schedule of events with Councilmembers. He also stated the Chamber is rolling out their 2020 membership drive. Participants do not need to be business owners to join the organization. Mayor Brown advised the corporate office of Community NeuroRehab has officially moved to Madrid.

Martha Furness of the Senior Activities Commission stated the commission is looking for new members. Interested persons can fill out a letter of interest on the Madrid website, madridiowa.org. She is currently doing some seasonal updates to the meeting room, and thanked the Public Works Director for having a new door installed in the back of the building.

Mel Samples of the Madrid Labor Day Commission reported their last meeting was held on January 28th in which they discussed issues that occurred during the last celebration. They also discussed supporting the bingo operation. Also discussed were ideas for new events for the celebration which would involve older teens and young adults. The next Labor Day Commission meeting will be held on February 11th. This commission is also looking for new volunteer members.

Library Director Angie Strong reported the total raised from the silent auction in December was $1,408. She also reported new chairs for the meeting room have been purchased and she will be selling the old chairs. The Library Board has set the schedule for holiday closings for 2020. Strong announced the library received a donation of $5,000 recently. She and the board will decide how to spend the donation. Upcoming programs at the library include Storytime, Pinterest Party, Books Discussion, Outreach, Chess Club, Family Board Game Night, and an Early Out program.

Jolynne Carlson of the Parks and Recreation Board advised she has the 2020 season mapped out for events at the park. She hopes to introduce a new program, “Get to know your neighbors.” She is currently booking talent for the “Food Truck Thursday’s” held by the Madrid Area Chamber of Commerce. Carlson is working with other community members to coordinate more adult leagues such as soccer, softball, horseshoes and disk golf. She is currently planning a large event for June 27th that would have a multi bands event with tickets purchased in advance. Money raised would go to the Save the Cabin Fund. Carlson advised the Council there is a new Eagle Scout project for this year where a special needs dual facing swing will be installed at Edgewood Park.

Police Chief Rick Tasler reported the fire department members are currently working to reorganize the fire station to allow for the parking of a police vehicle. He also reported on recent training attended by Officer Olmstead and himself.

The Council considered Resolution # 30-19-20, “Resolution to provide for a notice of hearing on proposed plans, specifications, form of contract, and estimate of cost for the wastewater treatment facility upgrade project, and the taking of bids thereafter.” The resolution sets the date for the hearing for March 7, 2020 at 10:00 a.m. Bid openings for the project will take place on March 3, 2020. Motion by Councilperson Rigby, second by Councilperson Ostrander to approve Resolution # 30-19-20

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

Motion by Councilperson Samples, seconded by Councilperson Burich to approve an agreement with SEH Engineers to provide oversite for the wastewater treatment facility project.

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

Motion by Councilperson Ostrander, seconded by Councilperson Burich to enter into a 28E agreement to create the Safety Group of Central Iowa North. Public Works Director Scott Church advised this program in conjunction with IAMU will allow for a specific person to provide oversite and additional training for all city employees concerning safety matters. The program also provides for OSHA representation and reporting.

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

Church mentioned Alliant Energy is in town working on the line replacement program. He advised there may be minor inconveniences to citizens while the work is completed.

City Engineer, Perry Gjersvik advised street drawing and public infrastructure plans for the Tiger Run project is currently under review. Construction on the project is expected to begin in early spring.

Councilperson Shaver advised he and Mayor Brown met recently with representatives of Huxley Communications concerning bring fiber internet to Madrid. Unofficially, the company has made the decision to move forward with the project. Pending final approval by the board of HuxCom, installation is expected to begin early this year.

City Clerk, Mary Jo Reese advised the City has signed up for the “Nurse on Call” program offered free of charge through EMC insurance.

Mayor Brown stated there is one open case pending with the Iowa Public Information Board.

Becky Roorda of 804 West 2nd Street thanked the Council for pursing the fiber internet project within the City of Madrid.

All Councilpersons wished to compliment the public works employees for their hard work during the recent snow removal efforts. Motion by Councilperson Samples, second by Councilperson Ostrander to adjourn the meeting at 11:17 am.

 

City Council Minutes – January 20, 2020

Click Here to download & print meeting minutes

Madrid City Council

Regular Meeting

January 20, 2020

10:00 a.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, Police Chief Rick Tasler and City Treasurer Don Fatka.

 

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the agenda with the following changes; Under 9.) Department Reports, under a.) Public Works, delete 1.) and under b.) Administration, delete 10.).

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

 

No one from the public attended the public hearing.

 

Motion by Councilperson Rigby, seconded by Councilperson Shaver to open a public hearing regarding the Budget Tax Approval. Motion by Councilperson Samples, seconded by Councilperson Ostrander to close the Public Hearing.

Ayes: Samples, Burich, Ostrander, Rigby, Shaver

 

Motion by Councilperson Ostrander, seconded by Councilperson Burich to open a public hearing regarding environmental review for the State Revolving Fund Loan being sought in conjunction with the Wastewater Treatment Plant project the Council read a report received from Mike Sullivan of the Iowa Department of Natural Resources which indicated there would be no significant environmental impact from the project. No persons in attendance wished to comment on the matter. Motion by Councilperson Shaver, seconded by Councilperson Burich to close the public hearing.

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

 

No Councilpersons declared a conflict of interest.

 

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve the City Council Meeting Minutes of January 4, 2020, Labor Day Meeting minutes of August 27th and October 29, 2019 and Library meeting minutes of December 10, 2019 by consent agenda.

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

 

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the claims for January 20, 2020 in the amount of $11,883.03.

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

 

Jennifer Ackerson with Mi Tech, a company working with of Alliant Energy approached the Council to ask for an easement onto a parcel of land owned by the City. Alliant Energy plans to place a power box in an alleyway between East First Street and East Second Street. Motion by Councilperson Rigby, seconded by Councilperson Ostrander to approve the request.

Ayes: Samples, Burich, Ostrander, Rigby, Shaver              Motioned Carried

 

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

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

 

Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve a renewal of liquor license for Dollar General Store # 12903.

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

 

The Council considered Resolution # 25-19-20, “Resolution Adopting Code of Conduct.” Motion by Councilperson Samples, seconded by Councilperson Burich to adopt the resolution.

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

 

Motion by Councilperson Samples, seconded by Councilperson Ostrander to adopt an “Equal Opportunity Policy Statement”.

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

 

Motion by Councilperson Shaver, seconded by Councilperson Rigby to adopt an “Excessive Force” policy.

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

 

Motion by Councilperson Burich, seconded by Councilperson Rigby to adopt a “Residential Anti-Displacement and Relocation Assistance Policy”.

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

 

The Council reviewed Resolution # 26-19-20, “Resolution Adopting a Procurement Policy,” Motion by Councilperson Rigby, seconded by Councilperson Samples to approve the policy.

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

 

Motion by Councilperson Ostrander, seconded by Councilperson Samples to adopt an “Affirmative Fair Housing Policy.”

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

 

All six of the aforementioned policies and Resolutions are being approved as necessary documents to collect funding from a recently awarded CDBG Grant.

 

The Council reviewed Resolution # 28-19-20 “Approval of the FY 20-21 Maximum Property Tax Dollars”

City Clerk Mary Jo Reese advised that due to an increase in taxable real estate values during the last fiscal year the maximum increase amount the City of Madrid would be requesting would be two cents per $1000 of valuation. The maximum tax levy for FY 19-20 is $13.15715 and the max levy for FY will not exceed $13.17367. These amounts do not include the debt service levy. Motion by Councilperson Ostrander, second by Councilperson Rigby to approve the Resolution.

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

 

The Council considered Resolution # 29-19-20, “Resolution Setting Date for a Public Hearing on Designation of the Expanded Madrid Urban Renewal Area and on Urban Renewal Plan Amendment.”

The resolution sets a public hearing for February 17, 2020 at 5:30 p.m. to allow the public to comment on the city’s proposal to add “Tiger Run” to the existing Urban Renewal Plan. Motion by Council Ostrander, seconded by Councilperson Samples to approve the resolution.

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

 

Mayor Brown advised Freedom of Information act filing with the Iowa Public Information Board was tabled by that board until their next meeting. Mayor Brown suggested adding a line account to the account system to track dollars spent fulfilling Freedom of Information Act requests. He also suggested the City increase the line item for Legal Representation due to the increased expenses.