City Council Minutes – April 1, 2019

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Madrid City Council
Regular Meeting
April 1, 2019
5:30 p.m.

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

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

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

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

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

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

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

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

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

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

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

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

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

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

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

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

Ayes: All Present                                                                 Motion Carried

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

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

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

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

Ayes: All Present                                                                 Motion Carried

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

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

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

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

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

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

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

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

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

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

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