City Council Minutes-August 21, 2017

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Madrid City Council
Regular Meeting
August 22, 2017
5:30 p.m.

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

Present at Roll Call: Steve Burich, Kurt Kruse, Dave Cook and Lane Shaver. Val Chapman was absent.

Other City Officials Present: City Clerk Mary Jo Reese, City Attorney John Jordan, City Treasurer Don Fatka, Library Director Angie Strong, Public Works Director Scott Church, Public Safety Director Rick Tasler, Madrid Fire Chief Jim Murry, Labor Day Committee member Chuck Rigby, Park Board Member Dualla Carlson, Planning and Zoning Commission member Randy Dalton, and Labor Day Committee member Chuck Rigby.

Motion by Councilperson Shaver, seconded by Councilperson Kruse to approve the agenda for August 22, 2017, with the following addition. Under 8.) under g.) Administration, add (7), Approval of Liquor Licenses by Consent Agenda, A) Pancho Villa, and B.) Madrid VFW Outdoor Service.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Cook, seconded by Councilperson Kruse to approve the City Council Meeting Minutes of August 7, 2017, Planning and Zoning Meeting Minutes of August 10, 2017, Library Meeting minutes July 5, 2017 and Madrid Labor Day Commission meeting minutes of August 8, 2017 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve the claims for August 21, 2017 in the amount of $430,976.88. This amount includes the payment to Sternquist Construction for the Annex Road project.

Ayes: All Present                                                                 Motion Carried

Shawn O’Shea of MSA Consulting presented a proposal for improvements to the facades in the downtown area. O’Shea has written CDBG grants for several small towns to improve their downtown areas. He showed examples of what other cities have done to improve their cities with the help of CDBG grant funds. He also presented an analysis of what the downtown area looks like now, and what it could be in the future. The Council will look at obtaining a CDBG grant during the next physical year.

Rhonda Lawlor of 708 West 2nd Street in Madrid addressed the Council regarding a mail delivery problem in her neighborhood. The postal service has stopped delivery of mail in her area due to a dog deemed to be aggressive by the mail carrier. She stated the dog regularly runs at large in the area. The postal service has offered to put cluster mail boxes in the area which residents do not approve of. The dog owner lives at 112 Dalander Street. Chief Tasler commented he has been contacted by the postal service regarding the problem, however when he checked, the dog was on a leash in the owners back yard. There were several residents from the area present at the meeting who stated they were all willing to make a formal complaint against the dog owner to the police department. Once the statements are received from the residents, he will follow up with the dog owner. Frank Schoff of 709 West 1st Street also approached the Council to express his concern with the mail issue.

Perry Gjersvik of SEH Consulting shared information with the Council regarding a water/sewer rate structure proposal. The study was designed to understand how the water and sewer rates are meeting the expenses of those utilities. He explained the various options for rate structures and gave his recommendation for each option. He stressed the City of Madrid must raise water and sewer rates in order to meet those expenses now and in the future. He would like to meet with a committee formed from a member of the Council, the Mayor, and the City Attorney to present the information to Xenia Rural Water who is a large customer of the Madrid water system. The study also addresses the importance of establishing a storm sewer utility fee to maintain the infrastructure of the community.

Chuck Rigby of the Madrid Labor Day Commission reported the cost to rent golf carts for the celebration this year will be around $2,450 from Speed’s golf carts. Rigby recommended having 7 to 9 members on the Labor Day committee for next year. Mayor Ringgenberg stated he could have seven members, but many more volunteers can be on subcommittees. Rigby advised the city will be using Messerschmitt Ice for the event this year.

Library Director Angie Strong reported the summer reading program has wrapped up for the year and she is currently working on the fall book sale which will take place on Saturday, August 26th from 8-2 and Sunday the 27th from 10-2. They are extending the sale during library hours on the 28th through the 30th. The Library will close at noon on Friday, August 31st to allow for Labor Day Celebration set up. They will remain closed through Tuesday September 5th. The Labor Day movie will be Beauty and the Beast shown at 7 p.m. on September 2nd.

Park Board member Dualla Carlson thanked the Public Works department for placing a new metal roof on the shelter at Edgewood Park. The Park Board will be meeting with an architect to further develop plans for the Cabin replacement at the park. The board hopes to have plans to share with the public during the Labor Day Celebration.

Fire Chief Jim Murry asked the Council to approve Tanner Regenwether as a probationary EMT member. Motion by Councilperson Cook, seconded by Councilperson Burich to pay for EMT school for the new member.

Ayes: All Present                                                                 Motion Carried

Murry commented some communities use Maltese crosses on their commercial buildings that use lightweight building materials. The crosses indicate to firefighters that there could be an added risk to safety in the event of a fire. He would like to implement the program in Madrid.

Murry stated the fire trucks are due for pump recertification. Cost to recertify both trucks should be between $800 and $1,200 for both trucks. Murry also stated the department is currently using a LifePak monitor that is on loan from the Boone County Hospital. The one owned by the department is outdated and cannot be repaired. A new monitor is between $27,000 and $30,000. Mayor Ringgenberg stated the equipment would be considered for replacement during the next fiscal year budget planning.

Police Chief Rick Tasler reported all police vehicles now have matching graphics. He also advised the Council of his upcoming vacation.

Randy Dalton of the Planning and Zoning committee approached the Council to discuss the elevation at which the houses on Southern Prairie Drive were built. Mayor Ringgenberg stated the City’s liability in the situation was simply to build the roads and plat the land. The developer was responsible for the actual building of the structures. Some homes are currently experiencing flooding due to improper drainage in the area. John Jordan also stated the matter is a civil issue between the property owners and the builders and Madrid is not responsible for the drainage problems in the area.

Public Works Director Scott Church requested approval to hire Pitts Lawn and Tree Service to trim trees along the public areas of the city. There was discussion amongst the Councilmembers regarding not using the previous tree service. Church advised for various reasons he would like to hire Pitts Lawn and Tree Service. Motion by Councilperson Cook, seconded by Councilperson Burich to approve the contract with Pitts.

Ayes: All Burich, Kruse, Cook                     Nays: Shaver              Motion Carried

Church shared information with the Council from Yellow/Blue light who recommends updated all the lighting of the City’s facilities to LED Lighting. He advised the city could save a large amount in energy costs from the current lighting. Mayor Ringgenberg said the Council will consider the proposal during budget planning for the next fiscal year.

Motion by Councilperson Shaver, seconded by Councilperson Cook to approve Resolution # 09-17-18, “Street Lighting Resolution.” The resolution allows Alliant Energy to install two new street light on West 2nd Street.

Ayes: All Present                                                                 Motion Carried

Church updated the Council on progress completing West 2nd Street and hopes to have the work completed by week end. He advised he is looking at saving costs on lawn spraying at City facilities by using local vendors. He is currently compiling a list of auction items for a meeting with Dvorak Auction Service on the 23rd. Church stated a new water line has been installed at the Historical Society during work on West 2nd Street.

Motion by Councilperson Kruse, seconded by Councilperson Shaver to change the date of the next City Council Meeting to Tuesday September 5th due to the Labor Day Celebration.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve Resolution # 08-17-18, “Resolution Setting the Dates for Open Burning”. The Council also discussed having cleanup dates for lawn debris in the future in lieu of open burning.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Kruse to approve Liquor Licenses to be issued to Madrid Labor Day Beer Tent, Madrid Tractor Pull, Madrid VFW for outdoor service, and to Poncho Villa, by consent agenda.

Ayes: All Present                                                                 Motion Carried

The Council reviewed a report from Don Fatka with his reply to the auditors for the FY 16-17 audit report. He also has recommendations for procedures to improve controls and practices.

Motion by Councilperson Kruse, seconded by Councilperson Shaver to approve a pay increase to $250 per month for the City Treasurer Don Fatka.

Ayes: All Present                                                                 Motion Carried

The Council reviewed the recent Debt Service Report as reported to the State of Iowa by the City Clerk.

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve Resolution #10-17-18 “A Resolution for the Fiscal Year Ending June 30, 2017”

Ayes: All Present                                                                 Motion Carried

Councilperson Burich stated he has received complaints about the Carpenter property. Mayor Ringgenberg noted the upcoming Rental Ordinance will alleviate many problems with the property.

Councilperson Cook commented on the mail delivery problem in his ward, and hopes to have the problem resolved soon.

Councilperson Shaver received several comments about parking on Southern Prairie Drive. Many of the problems will be alleviated once construction in the area is complete. He also complemented Public Works for improvements within the City.

Mayor Ringgenberg commented that school board elections will be held September 12th. He also reminded the Council of upcoming budget preparations in September. He would also like the Councilmembers to share their ideas for a fireworks ordinance. He also plans a Town Hall meeting for the end of September. He will finalize a date for the meeting later.

Motion by Councilperson Shaver, seconded by Councilperson Kruse to adjourn the City Council meeting at 8:00 p.m.