City Council Minutes – December 3, 2018

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Madrid City Council

Regular Meeting     

December 3, 2018

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, City Attorney John Flynn, Public Works Director Scott Church, Public Safety Director Rick Tasler, Library Director Angie Strong, City Treasurer Don Fatka, Planning and Zoning member Randy Dalton, Parks and Recreation member Jolynne Carlson, and Assistant Fire Chief Scott Maddux.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the agenda for December 3, 2018.

Ayes: All Present                                                                 Motion Carried

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

Motion by Councilperson Ostrander, seconded by Councilperson Burich to approve the City Council Meeting Minutes of November 19, 2018.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Rigby to approve the claims for December 3, 2018 in the amount of $116,016.66.

Ayes: All Present                                                                 Motion Carried

Diane Hinderaker, Executive Director of Boone County Probation advised the Council the agency handles adult probation, juvenile court work and truancy and mediation issues for schools in Boone County. She explained some of the issues the agency handles. Hinderaker stated Boone County Probation is a nonprofit agency, and asked the City of Madrid to consider making a contribution towards their expenses.

Taylor Johnson of Bowman and Miller CPA firm, addressed the Council to explain the outcome of the city audit for FY 18. Bowman stated explained the beginning and ending balances for each fund, and the reason for changes from the previous year. He then reviewed the comment section of the report and explained segregation of duties is noted in every audit due to small staff size there cannot be complete segregation. He also commented on disbursements, as the original receipt for a purchase was not maintained. Another comment suggested that the City of Madrid should have a credit card policy. He also stated the city needs to develop a disaster recovery plan. No questionable disbursements were noted. It was noted budget amendments need to be done in a timelier manner and include public hearings. The City is currently out of compliance with the water revenue bond, as the water fund is currently in a deficient balance. He suggested moving money into the water fund and the employee benefit fund to cover deficient situations. It was also mentioned the 5% community betterment portion of the LOST fund was exceeded. Motion by Councilperson Rigby, seconded by Councilperson Samples to approve the FY18 audit results.

Ayes: All Present                                                                 Motion Carried

Kurt Kruse, representing the Madrid Area Chamber of Commerce reported on the success of the Christmas Extravaganza which was held on December 1st.

Public Works Director Scott Church asked the Council to approve the hiring of a full-time public works employee, due to the resignation of a recently hired employee.  Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the request to hire.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve a bid in the amount of $2,025 to remove the stump of the large cottonwood tree at Edgewood Park. It was discussed that anyone who wishes to have a piece of the stump should contact Scott Church.

Scott Church asked the Council to consider approving a survey of the streets around the elementary school. The Council is considering replacing the streets, sidewalks and some infrastructure around the school as a capital project for FY 20. Also included in the project would be the curve on Highway 210 and Locust Streets. The survey, if done, can also be used at a later date. Perry Gjersvik compiled a possible funding scenario for the project which included bonding, water improvement revenue and grants. Without any additional funding sources, the project would raise property taxes by $1.20 per thousand dollars of valuation for 15 years. Several citizens in attendance spoke in support of the project. Motion by Councilperson Samples, seconded by Councilperson Burich to approve an expenditure of around $6,000 to survey the area around the elementary school.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Rigby, seconded by Councilperson Shaver to approve a final payment in the amount of $9,122.02 to Con-Struct for work on the drainage canal.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve a “Notice of Acceptability of Work” for Con-Struct and the drainage canal project.

Ayes: All Present                                                                 Motion Carried

Church advised a recycle trailer has been placed near the Market of Madrid. The trailer can be used for all recyclable material. The materials do no need to be sorted. Church considered other areas for the location of the trailer, if the parking lot on Annex Road becomes congested. Regular curbside recycling will remain in effect.

Church stated the Ford F-350 pickup was sold at auction for $8,900. A new pickup was purchased earlier in the year at a cost of $ 30,000.

Library Director Angie Strong reported on an upcoming Boone County Supervisors meeting on December 12th. She will be discussing library funding for the upcoming fiscal year. She reported the Library’s silent auction ends on December 4th at 7:00. Attendance during the Christmas Extravaganza was down from last year due to the weather. Upcoming programs in Pinterest Party, Chess Club, early out cookie decorating and family board game night.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve moving “Food Truck Friday” from the State Street parking lot to Jensen Park.

Jolynne Carlson of the Park Board stated she is currently researching grant opportunities for replacing the cabin at Edgewood Park. She advised the board is looking at a possible space to place a mural that was donated to the park. She will also be meeting with SEH to discuss design options for the cabin. Jasmine Hill presented a plan to Carlson to provide a play time for preschool children and parents. Money raised would go back into recreation programs at the park.

Public Safety Director Rick Tasler reported the tanker truck repair is scheduled, the fire extinguisher program has started and there was a small house fire handled by the police officer on duty, and the fire department.

Tasler stated Officer Olmstead will be attending “Tactical Medical Patrol” training session at ILEA on December 10th and 11th. Officer Mackey will be attending a methamphetamine training class on December 17, 18, and 19.

Kurt Kruse of 805 South Union Street, asked it the policies on vehicle purchases and body cams was complete. Mayor Brown stated they were not, however the public would be informed when the policies were complete. Kruse also asked if the Lexipol training manual for the police department was available for review by the public. At this time, the program is not available.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve Resolution # 17-18-19, “Resolution Approving a Credit Card Policy. The policy allows the City Clerk to obtain a City of Madrid Visa or Mastercard for use by City Administration and clarifies how the credit card will be used.

Ayes: All Present                                                                 Motion Carried

City Clerk Mary Jo Reese advised the Council the City would be receiving a check in the amount of $26,400 from a claim filed with RPS, for the data breaches against the City of Madrid computer system which caused the City to replace its entire computer system. This is the first year the City of Madrid has had cyber insurance.

The Council discussed a request from J & D Computers for a final payment for computer upgrades in the amount of $13,581.00. This payment brings the total amount paid to J & D Computers to around $45,000. There are two tablets that cannot be recovered. Motion by Councilperson Samples, seconded by Councilperson Shaver to approve the final payment to J & D Computers.

Ayes: All Present                                                                 Motion Carried

Nancy Christensen addressed the Council to advise them of work she did on the proposed new ordinances for boards and commissions. Christensen had volunteered to write ordinances for Labor Day, Planning and Zoning, the SAM Center and the Park Board. The proposed ordinances will be presented for the first reading at the City Council meeting on December 17, 2018. Councilperson Samples, and City Clerk Reese thanked Christensen for her work on updating the ordinances.

Mayor Brown presented a request to open a closed session in accordance with Iowa Code 21.5(1)(i), to discuss matters pertaining to personnel. Motion by Councilperson Rigby, seconded by Councilperson Samples to open the closed session.

Attorney John Flynn stated the closed session was relevant to job performance of a city employee with respect to an anticipated request for extension of contract. No vote needs to made in open session.

Jasmine Hill spoke to the Council regarding her proposal to set up a Tot play time during the winter months as part of the Parks and Recreation program. She suggested charging a fee for each child. She will gather more information and report again to the Council.

The Council reviewed a letter received from ACCESS, requesting support in the way of a donation in the next fiscal year.

Jennifer Williams, representing the Jensen Trust advised of donation checks presented before the City Council Meeting began. $500 goes toward chemicals to treat the lawn at Jensen Park, $1,500 to maintain the Park, and $5,000 to make improvements to the interior of the SAM Center building.

Kurt Kruse of 805 South Union Street asked Mayor Brown why emails addressed to him have gone unanswered. Brown stated he responds to emails as he finds them appropriate. Brown explained to Kruse that the Council will take action on an appointment to the Boone Area Economic Development Council. Kruse had previously requested to remain on the board as he was during his tenure as councilperson and mayor. Mayor Brown will revisit the matter when a MAC representative is appointed.

Reese advised the Council and the public of an upcoming Budget Workshop meeting scheduled for January 5, 2018 at 9:00. The meeting is open to the public.

Mayor Brown stated he had met with Don Lincoln regarding the contract for the purchase of the Pizza Palace. He asked that Lincoln add a condition to the contract requiring that the building be demolished within 180 days. The sale is scheduled to close on December 20, 2018.

Motion by Councilperson Shaver, seconded by Councilperson Samples to adjourn the meeting at 8:38 p.m.

Ayes: All Present                                                                 Motion Carried