September 7, 2019

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Madrid City Council
Regular Meeting
September 7, 2019
5:30 p.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 and Lane Shaver. Chuck Rigby was absent.

Other City Officials Present: City Clerk Mary Jo Reese, Deputy City Clerk Deb Biegger, Public Works Director Scott Church, Library Director Angie Strong, Fire Chief Scott Maddux, Police Officer Chad Koch and Water Plant Operator Mike Forristall.

Motion by Councilperson Burich, seconded by Councilperson Samples to approve the agenda for September 7, 2019

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Shaver to open a public hearing regarding an application being prepared by Simmering-Cory for a CDBG grant. The grant, if received, would pay $600,000 towards the upcoming IDNR mandated sewer plant upgrades. Mayor Brown read from an announcement supplied by Simmering-Cory which stated: “The need for the proposed Wastewater Treatment Facility Improvements Project is needed to ensure that the City can meet the new limits imposed upon the City by the Iowa Department of Natural Resources and the Environmental Protection Agency. The City’s new permit (NPDES) requires enhanced treatment processes of wastewater to meet new more stringent limitations on E Coli, Nitrate Nitrogen, Dissolved Oxygen and Ammonia-Nitrogen effluent limits. The project will be funded utilizing a combination of CDBG funds and State Revolving Loan proceeds. It is estimated that total project costs will be $6,563,300.00. The grant application will be submitted to the Iowa Economic Development Authority no later than October 1, 2019 at midnight. The City is requesting $600,000 in CDBG funds for the proposed project. The project will result in a citywide benefit. Based on the recent survey, 58.89% of the residents living in the community are low-and-moderate income. The proposed project activities will take place at the City’s existing Wastewater Treatment Facility located on W. 4th Street on the City’s west side. The proposed project will not result in the displacement or relocation of any persons or businesses. No person will be displaced by the proposed project. The nature of the proposed project involves improvements to the Wastewater Treatment Facility to include an activated sludge (package plant), UV disinfection, electronic controls, and other improvements to the facility.”

There were no citizens present at the hearing that wished to speak regarding the matter.

Motion by Councilperson Shaver, seconded by Councilperson Burich to close the public hearing.

Ayes: Samples, Burich, Ostrander, Shaver                        Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Ostrander to open a public hearing regarding Ordinance # “An Ordinance Enacting a New Section of 4-1-23 of Chapter 1, Title IV, of the Municipal Code, Madrid, Iowa, and Fixing an Effective Date. The ordinance allows for the capture, tagging, neutering and vaccinating of feral and unowned cats within the City of Madrid by the Boone Area Humane Society. No citizens were present at the hearing who wished to discuss the ordinance.

Motion by Councilperson Shaver, seconded by Councilperson Samples to close the public hearing.

Ayes: Samples, Burich, Ostrander, Shaver                        Motion Carried

No Councilmembers declared a conflict of interest.

Motion by Councilperson Ostrander, seconded by Councilperson Samples to approve the City Council meeting minutes of August 19, 2019 and the Planning and Zoning Meeting Minutes of August 15, 2019 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the claims for September 7, 2019 in the amount of $ 231,015.23.

Ayes: All Present                                                                 Motion Carried

Perry Pjersvik of SEH approached the Council with a request to replace a current 4” pipe with an 8” pipe during the Highway 17 water main replacement project. The project is being funded by the State of Iowa, and allows for the removal of underground storage tanks. The upgraded pipe would allow for future growth in the area. The cost of the upgrade will be around $2,552. Motion by Councilperson Samples, seconded by Councilperson Ostrander to approve the upgraded pipe.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Burich, seconded by Councilperson Shaver to approve the awarding of contract for the 2019 Street Resurfacing Project to OMG Midwest, (Des Moines Asphalt). The awarding of contract is only for the base bid of the project which is the resurfacing of West 1st Street. The cost of that portion of the project is estimated at $109,074.81. The second portion of the project, the bid to resurface the road in Edgewood Park is not being awarded at this time.

Ayes: All Present                                                                 Motion Carried

Perry Gjersvik explained the feeder line from that runs under the Des Moines river from the wells to the water treatment plant separated at the joint. During this time, water was provided to Madrid from Xenia Rural Water. Due to shifting of the river channel over time, the pipe was damaged.
One option for repair is to replace the feeder line and place it more deeply in the river bed, at a cost of $76,500. Gjersivk recommended this option as an immediate fix. A second option includes the first option plus extending the new line back to well #10. This option would cost $397,620. A third option would be reactiving a water main that hangs on the 210 bridge. The pipe would need to be relined at a cost of $415,500. The 4th open is to find a shallow water source on the east side of the river at a cost of $765,000. This option would eliminate the need for using the wells on the west side of the river except in an emergency. The final option would be a Jordan Aquafer well which would be drilled 15,000 to 20,000 feet down on the east side of the river. This high capacity well would cost approximately $3.5 million. Gjersvik asked permission from the Council to proceed with acquiring quotes for an immediate fix to the problem. Motion by Councilperson Samples, seconded by Councilperson Shaver to approve the request.

Ayes: All Present                                                                 Motion Carried

Travis Risvold, President of the Madrid Area Chamber of Commerce thanked everyone who worked to make the Labor Day Celebration a successful event. He stated Food Truck Thursdays were also successful during the summer months, and they plan to continue the event in 2020. The group is currently planning the Winter Extravaganza which will be held the first Saturday in December. Risvold updated the Council on the high-speed fiber optics initiative from Hux-com. The company needs 500 business or residential signups in order to run lines to Madrid. For an initial investment of $75.00, Hux-com will run fiber lines to the door of the business or residence. No further commitment is needed.  Hux-com is a local company that can reply to problems quickly.

Public Works Director Scott Church thanked city staff, public works employees and Mike Fischer for help with the recent water issue.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve a request from Absolute Concrete for a change order in the amount of $11,582.32. The change order involves replacing an old brick storm drain that was found to be unusable during the street construction project on North Main Street. Church indicated there may be more drains that will need to be replaced as the project continues.

Ayes: Samples, Burich, Shaver                  Nays: Ostrander                     Motion Carried

The Council reviewed an agreement made with Madrid Public Schools to replace the sidewalks on the east side of the elementary school to match the grade of the new street being placed on North Water Street. The cost for the sidewalk replacement will be paid for by the school.

Church advised there will be delays on Highway 17 as the road will be down to one lane during the removal of the underground tanks in that area. Work is scheduled to start around September 23rd.

Church reported the corner of Highway 210 and Locust Street will be closed starting September 9th to allow for street construction on that curve. A detour is being planned to take traffic around the project.

Church also reported there have been several instances of vandalism at Edgewood Park. The Council considered closing the gates at the park during the night time hours. They also considered placing security cameras at the park.

Mayor Brown asked Church to clarify the placement of no parking signs in association with stop signs at corners. He stated many people are confused by the current signs and asked that arrows be added to the no parking signs. He also asked that Church look into placing a stop sign at the corner of 22nd and Union.

Mayor Brown tabled a request from Bethany Brewer to join the Labor Day Commission. The position will be posted on the City of Madrid website until October 1, 2019 in order to comply with the gender balance requirement of the ordinance.

Mayor Brown asked that anyone having commentary concerning the Labor Day Celebration to send an email to the City Clerk with their comments.

Library Director Angie Strong shared the upcoming “Pages for All Ages”, “Outreach Schedule”, and “Early Out Program Schedule” with the Council. Upcoming programs include Storytime, early out programs and outreach programs, Movie Night, Chess Club and Book Discussions. A program on Medicare basics will be held on September 26th. The Library was recently the recipient of a Lowrey grant for $2,275. The library plans to purchase new I-pads, Nintendo Switch, and Edison Robots. She reported the roof over the bump outs at the library have been replaced. She is currently working on the Annual Survey, and will share this with the Council when it is complete. The Fall Book Sale brought in $670.

Mayor Brown recommended the appointment of Jonathan Whitten to the Parks and Recreation Board. Motion by Councilperson Burich, seconded by Councilperson Ostrander to approve the appointment.

Ayes: All Present                                                                 Motion Carried

The Council considered a request from Kumari Henry to use the parking area at Edgewood Park during the “Tormented Souls Haunt” event at her property on Zook Spur Road. Henry will donate $100 to the park and provide proof of liability insurance to the City, in consideration for the parking privilege. Motion by Councilperson Shaver, seconded by Councilperson Samples to approve the request pending the donation and proof of insurance liability being provided to the City Clerk.

Ayes: All Present                                                                 Motion Carried

Fire Chief Scott Maddux discussed having the gator from the department stored at the high school in the shed located on the north side of the stadium. It would be available for emergencies during any event at the field.

Maddux stated he has received many comments from the public regarding the condition of the fire truck, tanker truck and grass truck which he feels should all be replaced. He also stated citizens would like to see progress on building a new fire station. The fire building is on the 5-year plan for the City.

Maddux discussed the possibility of sending a department member to paramedic school. The cost to send this member to school would be around $3,500, however she would need to be signed up for school the next day. The matter was not on the agenda for vote at this meeting.  Mayor Brown reminded Maddux it is not the responsibility of the Council to respond to this matter. The fire department needs to present a priority list to the Council of all needs and wants of the Fire Department.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to approve Resolution # 07-19-20,” A Resolution Endorsing an Application for Community Development Block Grant Funds.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Samples, seconded by Councilperson Burich to approve Resolution # 08-19-20, “A Resolution Committing Matching Funds for a Community Development Block Grant Application.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve Resolution # 09-19-20, “Resolution Setting the Dates for Open Burning Within the City of Madrid.” Open burning will be allowed from September 14th through November 10th, sunrise to sunset. No burning is allowed on city streets.

Ayes: All Present                                                                 Motion Carried

The Council discussed the issue of dates for Beggar’s night. A resolution passed previously by the Council assigned the night before Halloween each year as Beggar’s Night. The Council decided let that Resolution stand as written.

Motion by Councilperson Samples, seconded by Councilperson Burich to approve the second reading of Ordinance # 493, “An Ordinance Enacting a New Section, 4-1-23 of Chapter 1, Title IV, of the Municipal Code, Madrid, Iowa, and Fixing and Effective Date.”, and to waive the 3rd and final reading of the ordinance.

Ayes: All Present                                                                 Motion Carried

The Council discussed the matter of a tax abatement requested by Opportunity Investments. It was decided to table the matter until the next City Council Meeting.

Motion by Councilperson Shaver, seconded by Councilperson Samples to approve tax abatement for Tristan Johnson, owner of a newly built home at 505 E. 6th Street.

Ayes: All Present                                                                 Motion Carried.

Motion by Councilperson Ostrander, seconded by Councilperson Shaver to approve Resolution # 10-19-20, “Resolution Amending the Rate for Water Utility for Xenia Rural Water.”

Ayes: All Present                                                                 Motion Carried

Jason Springer approached the Council to ask that they consider transferring some abandoned property to Mid-Iowa Development Group. He also discussed a request for a TIF rebate he submitted to the Council.

Don Lincoln of 1672 334th Road reported there has been some recent interest by an individual who wishes to purchase the antique building currently owned by the City of Madrid on West 2nd Street. He is currently waiting to hear back from that person.

Lincoln also commented on the success of the car show held during the recent Labor Day Celebration event. The show has grown significantly in the last few years, and it is anticipated to continue growing. He feels the group may need to look at holding the show in a different location in upcoming years.

Denise Moore of 2267 S. Avenue, Madrid asked the Council to explain why an ATV was allowed to run on Highway 17 and Highway 210 during the recent Labor Day Celebration. She stated the vehicle ran right past a police vehicle who did not stop the ATV. ATV’s are not allowed to ride on state highways. Councilperson Shaver stated the vehicle was bringing ice from Casey’s to the downtown area for a food vendor and was taking the most direct route.

Mayor Brown noted correspondence received from the Iowa League of Cities inviting 7th grade students to participate in a contest with Snyder and Associates. The “If I was Mayor” contest would award scholarships in 2020 to winners of the contest.

Motion by Councilperson Shaver, seconded by Councilperson Ostrander to adjourn the City Council meeting at 12:23 p.m.