Minutes City of Mechanicsville


January 13, 2014


The Mechanicsville City Council met in regular session on Monday, January 13, 2014 at City Hall.  Mayor Larry Butler called the meeting to order at 7:00 p.m.  Council members present for roll call were Rob Davis, Dee Taylor, Pam Cavey, and Dee Cook.  Pam Logue was absent. Others present included Nick Lange, Lonni Koch, Randy Sandhagen, Judy Hartman and Randy Brown.


Receive visitors/public comment:   Randy Brown informed council of a catch basin for the storm sewer near the driveway of the new garage he is building that appears to be caving in/sinking and inquired on the potential status of replacing the 4” water main on Second Street in the near future to a 6” main.  Council indicated that they would follow up on the catch basin issue to determine if something needed to be done and would try to coordinate it with the driveway being installed.


CONSENT AGENDA:  Rob Davis motioned, Dee Cook seconded to approve the consent agenda including the agenda, minutes from 1/4/14, finance reports, claims, Roll call vote: Ayes: Cavey, Cook, Taylor, and Davis.  Nays: None.  Logue absent. Motion carried.


The claims approved were as follows:

IRS                                                                                                            $1,528.88

COLLECTION SERVICES CENTER                                                                            $343.22

AGVANTAGE FS INC                               VEHICLE OPERATIONS                                 $766.60

ALBAUGH, TOM                                    VEHICLE OPERATIONS                                   $60.17

ALLIANT ENERGY                                  ELECTRIC/GAS EXPENSE                            $9,115.49

AMAZON.COM                                     LIBRARY MATERIALS                                   $292.45

BROKAW; LACEY                                         REFUND DEPOSIT                                            $17.35

CASEYS GENERAL STORE                        VEHICLE OPERATIONS                                 $864.43

CEDAR COUNTY AUDITOR                       PAYMENTS TO OTHER AGENCIES                     $953.74

CEDAR COUNTY SOLID WASTE                 PAYMENTS TO OTHER AGENCIES                  $1,305.00

CHASE CARD SERVICES                          POSTAGE/SHIPPING                                    $517.98

CITY OF NEW HARTFORD                        OFFICE SUPPLIES                                        $36.94

ENTWISLE, ANGIE                                 JANITORIAL EXPENSE                                  $300.00

FRIENDS OF THE ANIMALS                      OTHER CONTRACTUAL SERVICE                       $50.00

FRY FUNERAL HOME                              OTHER PROF SERV EXP                                $505.00

HART-FREDERICK CONSULTANTS PC          ENGINEERING EXPENSE                                $127.50

HARTMAN, JUDY                                  OFFICE EQUIPMENT                                    $150.70

IMFOA                                              ASSOCIATION DUES                                     $40.00

IOWA ONE CALL                                   OTHER PROF SERV EXP                                  $17.10

JOHN DEER FINANCIAL                          OPERATING SUPPLIES                                   $36.31

JOHNSON COUNTY REFUSE INC                OTHER PROF SERV EXP                              $3,002.50

KEYSTONE LABORATORIES, INC                OTHER PROF SERV EXP                                $368.50

KOCH, YOLUNDA                                  TRAINING                                                  $31.20

LYNCH FORD                                       VEHICLE REPAIR                                        $139.83

MARTIN GARDNER ARCHITECTURE            ENGINEERING EXPENSE                             $3,794.38

MECHANICSVILLE TELEPHONE CO              TELECOMMUNICATIONS                               $386.88

MOELLER TIPTON TIRE & AUTO CEN           VEHICLE REPAIR                                        $290.37

NAPA AUTO PARTS                               VEHICLE OPERATIONS                                 $115.86

QUILL                                               OFFICE SUPPLIES                                       $248.59

TIPTON CONSERVATIVE & ADVERTIS          PRINTING & PUBLISHING EXP                         $161.03

US CELLULAR                                      TELECOMMUNICATIONS                               $163.36

US HWY 30 COALITION                          ASSOCIATION DUES                                     $50.00

USA BLUEBOOK                                    OPERATING SUPPLIES                                     $7.39

UTILITY EQUIPMENT COMPANY                 UTILITY SYSTEMS & STRUCTURES                 $1,744.69

WALMART                                          OPERATING SUPPLIES                                  $104.17

WEBER STONE COMPANY INC                   UTILITY SYSTEMS & STRUCTURES                    $246.86

WELLMARK BC BS                                        HEALTH INSURANCE                                    $3,131.89

BOUND TREE MEDICAL                           OPERATING SUPPLIES                                  $223.89

KOCHS SERVICE & SUPPLY LLC                  BLDG MAINT & REPAIR                                 $298.80

PAYROLL                                                          WAGES                                                               $23,446.75


Total Receipts and Disbursements for month of December by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Ball Park Fund



Ambulance Trust



Tree Fund



Debt Service



Water Utility



Sewer Utility



Solid Waste



Storm Water Utility



Water Deposit




Open Public Hearing:  For the purpose of amending the current budget of the city for the fiscal year ending June 30, 2014 by changing estimates of revenue and expenditures as published.  Mayor Butler opened the public hearing.  There being no comments, or questions presented, Pam Cavey motioned, Dee Cook seconded to close the hearing.  Ayes all.  Motion carried.



Library budget/report:  Judy Hartman, Library Director, presented the library’s proposed budget to be the same as last years and reported that the total circulation for the year was 13,586 items with 5,496 being children’s items.  There were a total of 9,165 people that came into the library throughout the year.  The reading garden in the back of the library has been completed in addition to a fountain being installed.  There was an issue with water pipes being froze this past week and the furnace not being able to keep up.  A proposal was presented from Koch’s Sales and Service to add an additional cold air return near the floor which should help to circulate the air as the one now is closer to the ceiling. Dee Cook motioned, Pam Cavey seconded to accept the proposal from Kochs in the amount of $440.31 for the work to be done.  Ayes all.  Motion carried.  Some discussion about possible ceiling fans and a concern about the building showing signs of settling.


Fire Report:  Lonnie Koch reported 4 fire calls including a Motor Vehicle accident on 12/10; another on 1/4/14; an alarm on 1/6/14  for a broken water pipe; and a lift assist for A-3 on 1/10.  A total of 48 calls for the year 2013. 


Ambulance Report: A total of 22 ambulance calls were reported for the month with 6 being to Stanwood, 1 to Clarence, 1 to Lisbon.  A total of 216 calls for the year.


Public Works Report: Nick Lange reported that he is working on installing the remaining radio read meters, has discussed with the DNR changing the grade level required for the permit from a Grade 2 to a Grade 1 since we are pumping less than 100,000 gallons/day.  There was a water main break on Oak Street and some additional water shut offs need to be installed as well as the valves need to be checked out and cleaned.  Council acknowledged that there are a lot of items that need done, and requested that a list be made so that items can be prioritized and funded a few at a time.


Administration Report:  Coppess reported that the Nims 100 and 700 has been scheduled for March 4 at 6:30 at West Branch, reminders that Income Survey’s need to be returned to city hall; the Garden Club has indicated that they will not be  able to do the weeding at the cemetery at the entrances any more and requested that the city take care of it; correspondence from Cassie Ford was acknowledged; and correspondence sent to Chad Bonser regarding the potential sale of the 50x42 area that adjoins his property.


Old business discussion and possible action on:

Update on concession stand plans and specs, set date for public hearing:  Dee Cook updated the council on information from the ballfield committee in that the engineer is planning to have the plans and specs ready for council approval and the public hearing at the next council meeting.  The engineer’s cost estimate will require a formal public bidding process to be followed.  Depending upon what the actual bids come in at, additional donations and fund raising will most likely be needed in order to complete the project, or the city may need to provide additional assistance.   Dee Cook motioned, Rob Davis seconded to set the date for the public hearing on the plans and specs for February 10, 2014 at 7:00 p.m. at City Hall.  Ayes all.  Motion carried.


Authorize applying for Alliant Energy Grant:  Rob Davis motioned, Dee Cook seconded to authorize applying for the Alliant Energy Grant.  Ayes all.  Motion carried.

Authorize applying for the Cedar County Community Foundation Grant:  Pam Cavey motioned, Rob Davis seconded to authorize applying for the CCCF grant.  Ayes all.  Motion carried.


Resolution 2014-1 to adopt budget amendment for FY 13-14:  Rob Davis motioned, Pam Cavey seconded to adopt the budget amendment as published.  Roll call vote: Ayes: Cavey, Cook, Taylor, and Davis.  Nays: None.  Logue absent. Resolution adopted.


Sludge removal:  Clerk updated council that a potential applicator was contacted regarding the removal of the sludge with a couple additional names to contact yet. PWD will inquire with Keystone on how long the test results are good for.


February 19 Dustin Hinrichs, Trees Forever @ Memorial Building 6:30:  Notices will be put on the back of water bills, on cable TV, and some posters around town.


New Business discussion and possible action on:

Agreement 2014-2 for medical restocking option with Jones Region:  The agreement allows for supply items to be restocked as needed rather than having to purchase minimum quantities from vendors and then having them go out of date.  Pam Cavey motioned, Rob Davis seconded to authorize the signing of the agreement.  Ayes all.  Motion carried.


Appoint Police Chief and resolution 2014-3 setting wage:  Mayor Larry Butler appointed Randy Sandhagen to the position of Police Chief with Pam Cavey making the motion, Rob Davis second, to approve the resolution setting the wage at $20.00 per hour with a review in 90 days.  Roll call vote: Ayes: Cavey, Cook, Taylor, and Davis.  Nays: None.  Logue absent. Resolution adopted.  Coppess administered the Oath of office following the meeting.

Appoint Mayor Pro tem:  Mayor Butler appointed Dee Cook

Name Official depository: Bridge Community Bank

Name city attorney: Knuth Law Office

Mayor appoint Program Committees: Public Safety: Larry Butler, Rob Davis, Pam Cavey; Public Works: Dee Taylor, Rob Davis, Culture & Recreation: Pam Cavey, Deanna Cook; Health & Social Services: Deanna Cook, Rob Davis; Community & Economic Development:  Pam Cavey, Pam Logue; General Government:  Dee Taylor, Dee Cook; Debt Service: Pam Logue, Deanna Cook; Capital Project:  Pam Logue, Dee Taylor Business Enterprises:  Dee Taylor, Rob Davis. 

Mayor appoints 2 members to serve on the Housing Authority Board: Gene Brown and Linda Walker were appointed in Dec. 2011 to a 6 year term

Pam Cavey motioned, Rob Davis seconded, to approve all of the above appointments.  Ayes all.  Motion carried.


Budget work session:

Contracts with township trustees for fire protection:  Resolution 2014-4 setting the amounts for the fire contracts to be at .6075 per thousand dollars of valuation and authorizing the Mayor and Clerk to sign the contracts upon the approval of the township trustees: The amount proposed are as follows:  Cass $2,362, Pioneer $20,513, Fremont $12,488; Red Oak MFD $3,509; Linn $7,702; Rome $855; and Greenfield $2,541.  Pam Cavey motioned, Dee Cook seconded to approve the resolution.  Roll call vote: Ayes: Cavey, Cook, Taylor, and Davis.  Nays: None.  Logue absent. Resolution adopted.


Resolution setting wages for FY14-15:  Upon the completion of the 90 day review for PWD Nick Lange, Pam Cavey motioned, Dee Cook seconded to authorized resolution 2014-5 for an increase of $1/hr.  Roll call vote: Ayes: Cavey, Cook, Taylor, and Davis.  Nays: None. Logue absent. Resolution adopted.    In additional discussion Dee Cook motioned, Pam Cavey seconded to have the clerk use a 2% for a cost of living adjustment for FY15 salaries.


Set date for public hearing on FY 14-15 Budget:  Pam Cavey motioned, Dee Cook seconded to set the date for the public hearing for March 10, 2014 at 7:00 p.m.  Ayes all.  Motion carried.

Committee Reports: None.

Correspondence :  Friends of the Animals advised fees were increasing to $75 for dogs, previously it was $50.  Acknowledge receipt of a safety recall notice for the Michelin Tires that are on the Ambulance.

Set next regular meeting date: 2-10-14


Mayor Comments: Mayor Butler asked the council to give some consideration to perhaps requesting the City of Stanwood and the City of Lowden to provide some sort of compensation to the City of Mechanicsville and the City of Clarence for when they are asked to provide back up coverage to those towns who don’t provide for there own police chief.  They are contracting with the county for about half the cost of providing their own officer/car, and yet when the county is not available, Clarence and Mechanicsville are asked to cover the call with no compensation in return.  If Lowden and Stanwood were to provide an officer in return, it would be more of a sharing of services for all involved.


ADJOURN:  There being no further business to come before the Council at this time, council member Dee Cook motioned, Pam Cavey seconded, to adjourn the meeting at 8:25 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

Linda K. Coppess, MMC                                    Larry Butler, Mayor

City Clerk/Finance Officer