November 7, 2020

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Madrid City Council
Regular Meeting
November 7, 2020
5:30 p.m.

The City Council meeting was called to order at 10:00 a.m. with Mayor Tom Brown presiding. The meeting was held via Zoom due to Covid epidemic social distancing requirements.

Present at Roll Call: Nate Samples, Steve Burich, Marvin Ostrander, Chuck Rigby and Lane Shaver.

Other City Officials Present: City Clerk Mary Jo Reese, Fire Chief Randy Pecenka, Public Works Director Scott Church, Library Director Angie Strong and City Attorney Mark Powell.

Motion by Councilperson Shaver, second by Councilperson Ostrander to approve the agenda for November 7, 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 Burich to open a public hearing regarding Resolution # 08-20-21, – “Resolution Regarding Proposal to Vacate Alley and Convey Real Estate.”
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

No persons were present who wished to discuss the matter. Motion by Councilperson Samples, second by Councilperson Burich to close the public hearing.
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

Motion by Councilperson Shaver, second by Councilperson Samples to approve the City Council Meeting Minutes of October 19, 2020.
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

Motion by Councilperson Rigby, second by Councilperson Ostrander to approve the claims for November 7, 2020 in the amount of $ 909,632.65.
Ayes: Samples, Burich, Ostrander, Rigby, Shaver Motion Carried

A representative from Windstream had asked to be placed on the agenda to discuss the approval of an easement. No one from Windstream attended the meeting and no action was taken by the Council regarding the easement request issue.

The Council considered a proposal to update the Community Room Rental Agreement as presented by Councilperson Samples. Samples indicated he would be adding a map to the agreement that shows renters how to set up the room when they are finished using it. Motion by Councilperson Shaver, second by Councilperson Rigby to approve the agreement with the addition of the map.
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

Motion by Councilperson Burich, second by Councilperson Shaver to approve Resolution # 10-20-21, – “Resolution Approving the Annual Tax Increment Financing Indebtedness Certification Report to the County Auditor for the Fiscal Year Ending June 30, 2020.”
Ayes: Samples, Burich ,Ostrander, Rigby, Shaver Motion Carried

Motion by Councilperson Rigby, second by Councilperson Samples to approve Resolution # 11-20-21, “ Resolution Approving the Urban Renewal Report for the Fiscal Year Ending June 30, 2020.
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

Motion by Councilperson Burich, second by Councilperson Ostrander to approve Resolution # 12-20-21, “Resolution Approving the TIF Appropriation for Paul and Kim Peters” The resolution approves the amount of the request for Fiscal year 21-22.
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

Motion by Councilperson Rigby, second by Councilperson Burich to approve Resolution # 08-20-21, “Resolution Regarding Proposal to Vacate Alley and Convey Real Estate.”
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

The Council considered a request for tax abatement for a new garage at 606 S. Madison. Motion by Councilperson Rigby, second by Councilperson Shaver to approve the abatement.
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

Public Works director Scott Church gave the Council an update on the FEMA process, stating that all invoices have been turned in to the FEMA representative and the request will be finalized on November 22nd. Stump grinding in the public right-of-way areas is in progress and bids are being taken for replacement of sidewalks damaged during debris removal due to the derecho. Work is progressing well on the sewer plant upgrade. He also advised Christmas lights have been installed, however the decorations need to be replaced due to their age. Church also advised he will be leasing a John Deere tractor to replace the Kubota tractor that’s lease has ended.

Library Director Angie Strong shared the Library’s Annual Report that was in the Council packet. She reported several repairs have been made at the library from derecho storm damage. She is currently working to develop a strategic plan. The library is still operating under temporary hours. There will not be a silent auction this year in conjunction with the annual Christmas Extravaganza due to Covid-19 restrictions. She advised the library has two new on-line features. You can go to the library’s website and live chat with a librarian. They have also added to the Brain Fuse database a feature that allows for student tutoring. The library handed out treats to 256 adults and children on Beggar’s Night.There was also a story walk that evening. Library staff is handing out “Early Out” craft kits and there is also an online book discussion.

The Council considered Resolution # 13-20-21, “Resoluton to Appoint a Member and Alternate Members to the Polk County 911 Service Board.” Fire Chief Randy Pecenka asked that the matter be approved at the next meeting as the alternate he intended to appoint per the resolution declined the position. Motion by Councilperson Rigby, second by Councilperson Samples to approve the resolution pending Pecenka appointing an alternate to the board.
Ayes: Samples, Burich,Ostrander, Rigby, Shaver Motion Carried

Pecenka advised the Council there are 16 air bottles at the fire department that need to be replaced. He would like to re-allocate money from the Fire Department Building Fund to pay for the tanks. The Council advised Pecenka to consult with the City Attorney and Mayor to determine the legal ramifications of using those funds. The cost to replace the bottles will be around $17,600.

Police Chief Rick Tasler reported he is preparing the police vehicles for winter by doing routine maintenance. Blayne Sundstrom has been hired as a part time police officer for the department. Tasler reported there was a shooting incident in Madrid recently. He is working with the DCI and the Boone County Attorney to investigate the incident. Tasler thanked part-time officer David Weidt for going the extra mile while returning a wallet to it’s owner. Mayor Brown thanked Tasler for using his spare time to fill in as a substitute teacher for the Madrid Schools.

City Attorney Mark Powell reported he has been working on legal issues concerning the final plat for the Tiger Run development.

Martha Furness of the Madrid Senior Associates Commission reported a local civic group, PEO, would like use the Senior Activities building to host a soup supper on the night of the Christmas parade. She thanked Church for his quick response in stopping a leak in the roof during a recent rental of the room. Angie Strong, president of PEO advised they would not be holding the soup supper per directions from their organization.

Chuck Rigby, representing the Labor Day Commission stated he met with three members of the group recently. The Commission will meet as soon as possible with all new members.

Mayor Brown advised there are still two seats open on the Park Board, but they currently have a full functioning board.

Martha Furness, the head of the food program for Madrid Community Schools advised all students are eligible for free lunches until the end of the school year or until funding for the program is exhausted.

Councilperson Samples thanked Rick Tasler for substitute teaching for the Madrid School System. Councilperson Rigby thanked all educators for their work during the Covid pandemic.

Citry Clerk, Mary Jo Reese reported the auditor from Bowman and Miller will be meeting with her next week. The auditor will be at the City Council meeting on November 19th to give a full report to the Council.

Mayor Brown commented on the increasing Covid-19 rates.

Motion by Councilperson Shaver, second by Councilperson Rigby to adjourn the meeting at 11:12 a.m.