City Council Minutes – October 15, 2018

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Madrid City Council
Regular Meeting
October 15, 2018
5:30 p.m.

The City Council meeting was called to order at 5:31 p.m. with Mayor Tom Brown presiding.

Present at Roll Call: Nate Samples, Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver. Ostrander and Rigby were sworn into office by City Attorney John Flynn just prior to the meeting.

Other City Officials Present: City Clerk Mary Jo Reese, Attorney John Flynn, Public Safety Director Rick Tasler, Fire Chief Jim Murry, Library Director Angie Strong, and Park Board member Jolynne Carlson.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the agenda for October 15, 2018.

Ayes: All Present                                                                 Motion Carried

No Councilmembers declared a conflict of interest with any agenda item.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the City Council Meeting Minutes of October 1, 2018 and the Library Meeting Minutes of September 11, 2018.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the claims for October 15, 2018 in the amount of $ 96,440.42.

Ayes: All Present                                                                 Motion Carried

Ed Jeffress of 501 South Main Street requested to speak before the Council concerning the curb stop repair letter he received from the City for property he owns at 209 South Union Street. The letter, dated September 20, 2018 gives Jeffress until November 30, 2018 to repair the curb stop at the property. Jeffress did not feel that two months was adequate time to make the repair, and asked for an extension until spring. The Public Works area is concerned the water line could break over the winter causing a main break, as part of the water line is above ground.

Jeffress went on to ask how many feet of sidewalk the city has constructed this year. He is concerned with the condition of some of the sidewalks in town specifically the intersection of Main and 4th Streets. Mayor Brown asked that Jeffress put his questions for Public Works in writing, which can then be given to Scott Church, Public Works Director.

Mayor Brown stated the Madrid Area Chamber of Commerce is currently reviewing applications for the open MAC position which was vacated by Mary Swalla Holmes.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve Pay Application number 1, from Construct, Inc., in the amount of $28,294.80. The payment covers phase 1 of work on the drainage canal which was dirt work.

Ayes: All Present                                                                 Motion Carried

Mike Lyons of SEH Engineering approached the Council to explain the request for approval of Change Order from Manatt’s for the East 6th Street project in the amount of $800. The cost covered the cost of replacing intake tops on the project. Motion by Councilperson Samples, seconded by Councilperson Burich to approve the change order.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve the final payment for the 6th Street paving project in the amount of $118,205.65.

Ayes: All Present                                                                 Motion Carried

The Council considered a request for approval from Mannatt’s to rebuild the storm intake at the southwest corner of 6th Street, and State Street. The drain had been covered for several years, and was causing flooding to occur on that corner. Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve the expenditure of $4,700 to rebuild the intake.

Ayes: All present                                                                  Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Samples to approve the sale of the city owned F-250 pickup truck which was replaced with the purchase of a new vehicle.

Ayes: All Present                                                                 Motion Carried

Councilperson Rigby indicated he will submit his resignation from the Labor Day Board at the next City Council Meeting. The makeup Labor Day Parade will start at the corner of 2nd and Dalander on Saturday, October 20th.

Library Director Angie Strong presented a copy of the annual report to the Council for their review. Strong reported magazines are now available on line through the Bridges database. The program is currently available on a trial basis. The Library Board us currently updating their proctoring policy, and developed a security camera policy. The Board and Strong have also started working on the library budget for fiscal year 19-20. Recent purchases at the library include visual reality headsets, laptop and I-pad cart and new chairs. Upcoming programs include book discussion, robotics, puppet show tryouts, early out movie, and adult coloring.

Jolynne Carlson of the Madrid Park Board reported Fall Fest will take place on Saturday, October 20th from 11:30 to 8:00. There are eighteen sponsored events; most events are fully sponsored. Carlson advised the soccer season is wrapping up and the park will facilities will close on the last weekend of October.

Fire Chief Jim Murry reported an anonymous donation of $1,000 has been received. The donation will be used to start a fire extinguisher campaign. Murry asked for the approval of two probationary fire members, Jorden Riesberg and Randy Pecenka. Motion by Councilperson Ostrander, seconded by Councilperson Rigby to approve Jorden Riesberg to the Madrid Fire Department.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Burich to approve Randy Pecenka to the Madrid Fire Department.

Ayes: All Present                                                                 Motion Carried

Murry advised the department is currently out of fire gear for new members. The department is considering purchasing used gear. Murry stated he currently has a hold on any new probationary members until fire gear can be located. Murry reported the department received a donation of pet rescue oxygen masks from Any Timm with Invisible Fence.

Public Safety Director Rick Tasler stated the tire on the Tahoe is being replaced. Training he planned to attend at ILEA has been cancelled. He recently took an online de-escalation class.

The RFP proposal discussion with Jason Springer has been tabled until a later date.

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve Resolution #14-18-19, to transfer the amount of $14,121.76 from the general fund to the Cabin Fund.

Ayes: All Present                                                                 Motion Carried

Councilperson Burich reported he had a request from a citizen to place a stop sign at the corner of 8th and Union Streets.

The Council reviewed correspondence received from Daniel Herrstrom. Herrstrom questioned why no one from the City of Madrid was given an opportunity to bid on the recent contract to provide IT upgrades at City Hall. John Flynn advised the need for the upgrades was immediate and there were no bids. According to the law, no competitive bidding was necessary. Herrstrom was also concerned the street in front of the fire station was closed for a period of time due to street construction. Chief Murry, and Chief Tasler both indicated there was no safety concern with the closure.

Steve Swanson, candidate for Boone County Attorney spoke before the Council to introduce himself.

John Flynn stated he is preparing a response to Boone County Attorney Kolacia’s letter to Madrid concerning working with the Madrid Police Department.

Kurt Kruse of 805 S. Union Street asked if there was a conflict of interest as newly sworn in Councilmember Marvin Ostrander is also a member of the Madrid School Board. John Flynn stated there is no conflict of interest.

Mayor Brown stated the upgrades to the computer system with the city has been delayed due to a delay in receiving the necessary equipment. He hopes to have a full security review of equipment available soon.

Mayor Brown advised he is currently working on updating the current ordinance regarding boards and commissions. Once those updates are complete and have been approved by the public and the Council, new board and commission members will be approved. The documents, and a letter from the Mayor are available on the Madridiowa.org website and at City Hall. He asked anyone interested to provide input to the City Clerk by October 22, 2018.

Motion by Councilperson Shaver, seconded by Councilperson Burich to close the City Council Meeting at 6:30 p.m.