City Council Minutes – November 2, 2019

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Madrid City Council
Regular Meeting
November 2, 2019
10:00 a.m.

The City Council meeting was called to order at 10:00 a.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, Police Chief Rick Tasler, Police Officer Chad Koch, Public Works Director Scott Church, Library Director Angie Strong and Library Board Member Alice Sharp, City Treasurer Don Fatka, Senior Activities Commission Member Martha Furness, Fire Chief Scott Maddux, and Labor Day Commission Member Melanie Samples.

Motion by Councilperson Samples, second by Councilperson Ostrander to approve the agenda for November 2, 2019.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Rigby, second by Councilperson Burich to approve the City Council meeting minutes of October 21, 2019, and the Board of Adjustments meeting minutes of October 16, 2019, by consent agenda.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Motion by Councilperson Burich, second by Councilperson Shaver to approve the claims for November 2, 2019 in the amount of $ 153,609.29.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

The Council read a letter received from Paul Peters who submitted his resignation from the Senior Activities Commission effective December 1, 2019, due to business commitments. The Commission is currently accepting applications for the board.

Martha Furness of the Senior Activities Commission reported she feels there may be foundation issues with the building that houses the SAC Center, and Madrid Area Chamber of Commerce. The Commission is currently planning activities that will coincide with meals at the SAC Center. The Commission is reviewing plan to update the décor at the center.

Melanie Samples of the Labor Day Commission advised the group met on October 29th to review the 2019 celebration. The group will meet on January 14th at 6:00 p.m. to review the budget for 2019 and discuss recommendations for 2020 as well as assign duties to each commission member.

Library Director Angie Strong advised the Council of the Annual Report stating use of the library is up significantly from last year and the library had more programs compared to the previous year. She also discussed the November calendar at the library. One highlight will be storyteller Darren Crow on November 18th. Crow will be reading from Edgar Allen Poe. Strong advised the “Silent Auction” will be held again this year in conjunction with the Christmas Extravaganza. Bidding this year will end on Saturday, December 7th. The Library will be open the day of the Christmas Extravaganza from 9-5 for the “Avenue of Trees”.

Motion by Councilperson Shaver, second by Councilperson Burich to approve Resolution # 18-19-20, “Resolution to Appoint a Member and Alternate Member(s) to the Polk County 911 Service Board.” The Resolution appoints Scott Maddux as representative, and Randy Pecenka as alternate to the board.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Fire Chief Scott Maddux reported eight fire, and one rescue calls since the last Council meeting. He thanked the high school for allowing them to store the department’s gator at the football field during the football season. Maddux advised the department will need to replace their CO2 detectors. He also advised he will be sending department members to the EMS conference. Jason Springer, fire department member stated he has applied for a grant for the department.

Police Chief Rick Tasler reported he has followed up on the property located at 407 North Main Street. He advised he has a contract with the demolition company stating the remainder of the rubble will be removed from the property within 30 days. Mayor Brown will obtain an executed copy of the contract.

Tasler advised the department is investigating stolen car cases. He also plans to hire a fourth full time officer for FY 20-21.

Jason Springer spoke with the Council concerning the Tiger Run housing development project. He discussed anticipated tax revenue, and possible tax increment funding for the project. He would like the City to move forward with updating the urban renewal plan in preparation for construction of building lots in April of 2020. He would then apply to the City for Tax Increment Financing to help pay for infrastructure costs associated with the project. He gave the Council a brief explanation of the TIF project and LMI financing. Motion by Councilperson Samples, second by Councilperson Ostrander to direct the updating of the Urban Renewal Plan.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Motion by Councilperson Burich, second by Councilperson Samples to approve Resolution # 21-19-20, “Resolution Approving TIF Appropriation for Paul and Kim Peters”. The resolution approves the dollar amount for FY 20-21 per the development agreement.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Motion by Councilperson Rigby, second by Councilperson Shaver to approve Resolution # 17-18-19, “Urban Renewal Report.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Motion by Councilperson Shaver, second by Councilperson Samples to approve Resolution #19-19-20, “Transfer Resolution.” The Resolution transfers money from the TIF fund to establish an LMI set aside fund.

Ayes: All Present                                                                  Motion Carried

The Council considered the renewal of the health insurance plan for employees. Blue Cross Blue Shield is asking for and increase of 1.36% for the same plan the city has had for the past several years. Motion by Councilperson Shaver, seconded by Councilperson Rigby to approve the renewal of the Blue Cross Health Insurance Plan for employees.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve a tax abatement request for the owners of 515 West 1st Street.

Ayes: Samples, Burich, Ostrander, Rigby, Samples           Motion Carried

Motion by Councilperson Rigby, second by Councilperson Samples to approve the Annual Financial Report.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Resolution # 16-19-20, “Transfer Resolution”, was tabled until a later date. The resolution called for the “borrowing” of money from the LOST account to the water fun to pay for the new pipe to well #10. The Council will take action on this resolution at a later date.

Motion by Councilperson Rigby, second by Councilperson Burich to approve Resolution # 20-19-20, “Resolution to Fix a Date for a Public Hearing on Proposal to Enter into a General Obligation Water Improvement Loan Agreement and to Borrow Money Thereunder in a Principal Amount not to Exceed $300,000.” The money would be use to pay for the replacement of the water line to well #10 under the Des Moines River.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to change the time of the Council Meeting on December 7th, from 10:00 A.M. to 8:00 A.M. to accommodate those who which to attend the Christmas Extravaganza planned for that date.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the release of LOST donations to the following agencies: Madrid Area Chamber of Commerce-$2,000, Madrid Youth Basketball-$100, Iowa Arboretum – $800 and Youth and Shelter Services -$500.

Ayes: Samples, Burich, Ostrander, Rigby, Samples           Motion Carried

The Council and Mayor discussed the need to upgrade the current Madtap system to increase it’s capabilities. The current system is not large enough to send texts to all residents who have signed up for Madtap. The cost of the upgrades will be around $1,400. Motion by Councilperson Shaver, second by Councilperson Samples to approve the cost of the upgrades.

Ayes: Samples, Burich, Ostrander, Rigby, Samples           Motion Carried

The Council discussed a change order request from Absolution Concrete. The request allows Absolute Concrete to finish the Elementary School Project on Water Street after the close of school for the summer of 2020. Motion by Councilperson Rigby, second by Councilperson Samples to approve the change order.

Ayes: Samples, Burich, Ostrander, Rigby, Samples           Motion Carried

Motion by Councilperson Shaver, second by Councilperson Burich to approve Change Order #1 to Des Moines Asphalt in the amount of $566.50. The pay application covers extra work needed on the West 1st Street Project

Ayes: Samples, Burich, Ostrander, Rigby, Samples           Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve Pay Application #1 to Des Moines Asphalt. The payment covers most of the cost of the West 1st Street Project.

Ayes: Samples, Burich, Ostrander, Rigby, Samples          Motion Carried

Public Works Director, Scott Church, advised the elementary school road is now open. Boring at the water treatment plant is progressing well. He hopes the project will be finished within two weeks. Church stressed this project is not a “bandage fix”, It is anticipated the line will last for at least the next 20 years. Church reported on a recent water main break along Highway 210, between the water plant and the city. He feels the line, which has failed several times, needs to be replaced and plans to have the project figured into the next fiscal year budget. Church reported there is a collapsed sewer line at 707 North Street that will be repaired this fall. He stated work on the city shop is complete, and the new fence around the tennis courts at Edgewood Park that was damaged by vandals, has been replaced, all restrooms in the parks have been winterized. Councilperson Rigby inquired about having stripes painted on the Veteran’s Square parking lot. Church advised the project will need to wait until spring 2020.

Jeremy Walters at 516 West 4th Street asked how he should replace his sidewalk where a tree root is heaving his walkway. Scott Church will answer his questions at a later date.

City Attorney John Flynn advised there have be two complaints filed with the Iowa Public Information Board from Kurt Kruse, and Nancy Christensen. He is handling the matter and will respond to the complaint.

The Council reviewed a letter received from ACCESS for a donation from the Local Option Sales fund.

Councilperson Shaver commented he hoped the same Council was still on board after the upcoming elections, and hopes to move forward in a positive direction.

Councilperson Rigby congratulated the Madrid Tiger Cross Country Team. He encouraged everyone to vote in the upcoming election.

Councilperson Ostrander thanked participants in todays meeting for explaining agenda items so they can be understood. He also encouraged everyone to vote.

Councilperson Burich encouraged anyone with comments to contact their ward representative and participate in decision making.

Councilperson Samples reminded people in his ward they can contact him at any time and he values everyone’s input.

Mayor Brown reported he met recently with Madrid Schools and Chief Tasler concerning routing of traffic around the elementary school project. Brown also advised he met recently with D&J’s Computers to develop a plan where the City Clerk would be able to retrieve the information from city owned email accounts.

Motion by Councilperson Shaver, second by Councilperson Samples to adjourn the City Council Meeting at 12:20 p.m.