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.