City Council Minutes – May 2, 2020

Click Here to download and print meeting minutes

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.