December 5, 2020

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Madrid City Council
Regular Meeting
December 5, 2020
10:00 a.m.

The City Council meeting was called to order at 10:06 a.m. with Mayor Tom Brown presiding. Call to order was late due to technical difficulties. The meeting was held via Zoom due to Covid-19 pandemic social distancing requirements.

Present at Roll Call: Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver. Nate Samples joined the meeting at 10:12 a.m.

Other City Officials Present: City Clerk Mary Jo Reese, Public Works Director Scott Church, Park Board Member Eric Paulsen and Library Director Angie Strong.

Motion by Councilperson Shaver, second by Councilperson Rigby to approve the agenda for December 5, 2020.

Ayes: Burich, Ostrander, Rigby, Shaver                                                                 Motion Carried

No Councilperson wished to declare a conflict of interest.

Motion by Councilperson Burich, second by Councilperson Ostrander to approve the City Council Meeting Minutes of November 16, 2020, City Council Special Meeting Minutes of November 24, 2020, and Planning and Zoning Meeting Minutes of November 14, 2020.
Ayes: Burich ,Ostrander, Rigby, Shaver                                                                 Motion Carried

Motion by Councilperson Ostrander, second by Councilperson Rigby to approve the claims for December 5, 2020 in the amount of $ 200.837.99.

Ayes: Burich, Ostrander, Rigby, Shaver                                                                 Motion Carried

Councilperson Samples joined the meeting.

Jeff Zoller and Trent Fellers representing the Windstream Corporation asked the Council to approve an easement agreement that would allow Windstream to bury a fiber cable near the intersection of West 3rd Street, and South Water Street. The cable would allow for expansion of their proposed overhead cable expansion. Councilperson Burich asked about bankruptcy restructuring proceeding with Windstream. Fellers replied that Windstream exited restructuring in September of 2020 and will continue to expand and provide service for Madrid. Councilperson Ostrander expressed concern with Windstream’s plan to utilize aerial lines to install the fiber cables. Windstream indicated that burying the lines is not cost effective for the project. Mayor Brown explained the process that Alliant Energy will use to abandon poles within the City. The Councilmembers expressed their concern with having abandoned poles in the city. Motion by Councilperson Ostrander, second by Councilperson Samples to approve the easement request as presented by Windstream. The motion does not allow for overhead expansion of lines at this time. Dave Johnson of 804 West 2nd Street expressed his concern with lines that have been lying on the ground at his residence since the Derecho in August. Fellers indicated he will follow up with all complaints from citizens regarding downed lines.

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

Don Lincoln, president of the Madrid Area Chamber of Commerce advised the chamber is currently collecting data pertaining to the success of the $5.00 coupon promotion that was initiated early fall. He advised MAC will not be holding the lighted parade this year as planned due to the Covid-19 pandemic. The only event being held will be the holiday lighting contest. This year’s event allows for citizens to nominate and vote for the best Christmas decorated home. The group plans to decorate Cassel Corner Park for the holidays. He wished to thank Elizabeth Sullivan and all the volunteers who participated in the Thanksgiving dinner give-a-way. The chamber is currently in negotiations with Kurt Phillips and the Boone Chamber of Commerce with ways that the Boone Chamber can help the Madrid Chamber promote their organization.

The Council considered a policy for take home vehicle use. City Clerk Mary Jo Reese advised the policy does not include the Madrid Police Department which has a separate take home policy. The Council asked that some verbiage in the policy be changed before approval.

Motion by Councilperson Samples, second by Councilperson Ostrander to approve Resolution # 14-20-21, “Accepting Plat of Tiger Run Plat 1, Madrid, Boone County, Iowa.” The final plat was approved at a special council meeting on November 24, 2020; however, the resolution was not available for approval at that time.

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

Motion by Councilperson Shaver, second by Councilperson Rigby to close the regular City Council meeting in order to go into closed session in accordance with Iowa Code 21.5(1)(i), to discuss matters pertaining to personnel.

Motion by Councilperson Rigby second by Councilperson Ostrander to reopen the regular City Council meeting.

Mayor Brown advised the Council had gone into closed session to discuss a matter pertaining to the Public Works Director, Scott Church. Motion by Councilperson Burich, second by Councilperson Samples to amend the employment agreement of Scott Church, Section 2, subsection 3 which allows for Church to remain in the employment of the City of Madrid, Iowa until January 1, 2023. The motion would change that date to January 1, 2028.

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

Motion by Councilperson Rigby, second by Councilperson Shaver to approve a lease agreement with John Deere Credit for the lease of a tractor for the public works department.

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

Motion by Councilperson Ostrander, second by Councilperson Burich to approve the purchase of a bucket for the public works backhoe at a cost of $5,820.00

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

The Council considered a change order request from Gridor Construction to remove an old well at the wastewater treatment facility at a cost of $2,859.00. The removal is IDNR mandated and was not part of the original bid to rebuild the wastewater treatment facility. Motion by Councilperson Ostrander, second by Councilperson Shaver to approve the change order.

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

Library Director, Angie Strong advised that she and the library board sub-committee have revised the strategic plan. She will submit the plan to the Council when it is complete. Strong will be attending a Boone County Board of Supervisors meeting to request funding for next year. She will also be working to re-certify the library. She advised the Council the lighting in the library needs to be repaired. It has been recommended that the lighting be changed to LED lighting. The cost of the project is around $9,000.00. She will be speaking to the library board about how to fund the project.

Chuck Rigby spoke for the Labor Day Committee advising the committee will be deciding whether to remain a five-person committee, or add two more members and become a seven-member committee. Both options are allowed by city ordinance.

Park Board member Eric Paulsen advised the board held its first orientation meeting with Tom Brown and Scott Church and elected Jesse Bannor as board chairperson.

Councilperson Samples stated he is eager to see action taken by Windstream to resolve issues that have been present in the city. Councilperson Burich questioned why construction traffic is using Kingman Boulevard instead of the access road easement that was originally given for the project. Mayor Brown stated he believes the original road was designed for heavy construction which is now complete. Councilperson Ostrander was contacted by a citizen who had applied for a position on a board and had not been contacted by anyone. Mayor Brown stated he would be happy to handle that complaint. Councilperson Rigby would like to receive the information which is included in the Council packets earlier. He will discuss the matter with the Mayor and the City Clerk. Councilperson Shaver commented about how well the stump grinding project is going throughout the City. He thanked the citizens for having pride in their properties and cleaning up after the derecho.

City Clerk Mary Jo Reese advised the Jensen Trust donated $1,500.00 to help with the upkeep of Jensen Park.

Mayor Brown advised the Go-Fund-Me account set up for derecho donations has been closed. The money has been transferred to the account at City State Bank. He agrees that people are continuing to update and clean-up their property, however there are several deteriorating properties in town that he will be working on in the next year. He stated the antique building has been secured for safety purposes for the winter. Work will resume in the spring.

Motion by Councilperson Shaver, second by Councilperson Rigby to close the City Council meeting at 11:57 p.m.