Minutes City of Mechanicsville


March 11 2013


The Mechanicsville City Council met in regular session on Monday, March 11, 2013 at City Hall.  Mayor Boyd A. Stine called the meeting to order at 7:00 p.m.   Council members present for roll call were Pam Cavey, Deanna Cook, Rob Davis, Calvin Paup and Pam Logue.  Others present included Alan Zerbe, Joe Smith, Jim Barber, Lonni Koch, Doug Cook, Matt Shields, Doug Wolf, and Ron Baker.


Receive visitors/public comment: None.


CONSENT AGENDA:  Dee Cook motioned, Rob Davis seconded to approve the consent agenda including the agenda, minutes from 2/19/13, finance reports, and claims.  Roll call vote: Ayes: Davis, Cook, Cavey, Logue, and Paup.  Nays: None. Motion carried.


The claims approved were as follows:

QUILL                                               STREETS                                               $1,004.00

AGVANTAGE FS INC                               VEHICLE OPERATIONS                                 $741.91

ALLIANT ENERGY                                  ELECTRIC/GAS EXPENSE                            $6,723.17

AMAZON.COM                                     LIBRARY CAPITAL                                       $763.07

ARAMARK UNIFORM SERVICE                   ALLOWANCES - UNIFORMS                             $44.36

AREA AMBULANCE SERVICE                     OTHER PROF SERV EXP                                $151.60

BIBLIONIX                                          SUBSCRIPTION & ED MATERIAL                    $1,000.00

BOUND TREE MEDICAL                           OPERATING SUPPLIES                                  $358.60

CARUS CORPORATION                           CHEMICALS                                              $368.40

CASEYS GENERAL STORE                        VEHICLE OPERATIONS                               $1,479.82

CEDAR COUNTY SOLID WASTE                 PAYMENTS TO OTHER AGENCIES                  $1,008.00

EAGLE ENGRAVING, INC                         ALLOWANCES - UNIFORMS                             $14.45

ED M FELD EQUIP CO INC                        MINOR EQUIPMENT                                     $752.00

ENTWISLE, ANGIE                                 JANITORIAL EXPENSE                                  $300.00

GRAYBILL COMMUNICATIONS                   VEHICLE REPAIR                                        $738.63

HACH COMPANY                                   OPERATING SUPPLIES                                  $148.95

HART-FREDERICK CONSULTANTS PC          OTHER PROF SERV EXP                              $9,247.95

HAYSLIP, MICHAEL                                MILEAGE                                                  $116.10

HOLIDAY INN                                      MEETINGS & CONFERENCES                          $537.45


IMFOA                                              TRAINING                                                  $50.00

IMLER, JENNY/DAVID                                   DEPOSIT REFUND                                            $1.81

IOWA ASSOCIATION OF MUNICIPAL          OTHER PROF SERV EXP                                $465.70

IOWA OFFICE SUPPLY                            OFFICE SUPPLIES                                        $75.10

IOWA STATE UNIVERSITY                       TRAINING                                                $210.00

IWIRELESS                                         TELECOMMUNICATIONS                                 $57.86

JOHN DEER FINANCIAL                          OPERATING SUPPLIES                                   $61.95

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

KEYSTONE LABORATORIES, INC                OTHER PROF SERV EXP                                $286.00

KIRKWOOD COMMUNITY COLLEGE             TRAINING                                                $175.00

KNUTSEN, CONNIE                                TRAINING                                                  $30.00

KOCHS SERVICE & SUPPLY LLC                  BLDG MAINT & REPAIR                                 $382.22

LISBON-MT VERNON AMBULANCE              OTHER PROF SERV EXP                                $100.00

MATT PARROTT & SONS CO                     OFFICE SUPPLIES                                        $74.21

MECHANICSVILLE TELEPHONE CO              TELECOMMUNICATIONS                               $287.27

MID AMERICAN RESEARCH CHEMICAL        OPERATING SUPPLIES                                  $117.97

MORAVEK, MATT                                  MILEAGE                                                  $116.10

MYERS, T. ART                                            DEPOSIT REFUND                                            $50.00

POSITIVE PROMOTIONS                         OPERATING SUPPLIES                                   $83.25

QUILL                                               OFFICE SUPPLIES                                       $135.96

SANDRY FIRE SUPPLY LLC                       OPERATIONAL EQUIP REPAIR                          $23.15

SEEHUSEN INSURANCE AGENCY                INSURANCE EXPENSE                              $33,248.00

SHEPLEY PHARMACY                              OPERATING SUPPLIES                                   $79.51

TIPTON CONSERVATIVE & ADVERTIS          PRINTING & PUBLISHING EXP                         $392.78

US CELLULAR                                      TELECOMMUNICATIONS                                 $61.07

US POST OFFICE                                  OTHER CONTRACTUAL SERVICE                       $80.00

WELLMARK BC BS                                 GROUP INSURANCE                                  $3,636.20

WOODWARD, GRACE                                   DEPOSIT REFUND                                          $50.00

PAYROLL                                                          WAGES                                                               $12,793.92


Total Receipts and Disbursements for month of February by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Ball Park Fund



Ambulance Trust



Debt Service



Water Utility



Sewer Utility



Solid Waste



Storm Water Utility





Public Hearing Budget:  Having found notice was published to hear comments for or against the proposed amendment the Mayor opened the public hearing and with no oral or written comments being received, Calvin Paup motioned, Dee Cook seconded to close the public hearing.  Ayes all.  Motion carried.



Fire Report:  Lonni Koch reported no fire calls and informed council that March 30 was the date set for the annual fireman’s dance at Bubba’s, April 20 is the date set for an open house at the fire station from 10 am – 3 p.m. which will provide for an opportunity for the public to see the new truck, get a blood pressure check from an EMT, see a fire extinguisher demonstration, and a car seat safety inspection.  It was also reported that 160 had a computer update, the re-painting that was needed as a result of the tank carrier needing to be changed out was covered under the warranty; 2 members are interested in attending the FF1 class in Lisbon; the narrowband radios are installed, and discussion on disposal of the Brazillian Fire truck.  It was also reported that letters were sent out to 25 businesses requesting additional support for the Fireworks this year.


Ambulance Report: A total of 15 ambulance calls were reported and discussion on whether a prior EMT who has moved to Clarence could remain on the schedule.


Dee Cook motioned, Pam Logue seconded to approve the fire and ambulance report. Ayes all.  Motion carried.


Public Works Report: Zerbe reported having to replace the ballast in the light at the cemetery; 2 snow storms, rotor rooter cleaned the lift station and discussion of having them come on a schedule of once every 3 months; Sunday was called out for a blocked sewer main and Rotor Rooter was contacted to unplug; the results of the recent DNR water inspection were also reviewed with no significant findings reported.  Cemetery Clean Up has been set for Monday, April 15; and the Spring Clean Up for large items only will begin on April 16.  Training for Joe Smith to attend the Waste Water distribution class on April 3, 4 and 10,11 is in Fort Dodge through Kirkwood at a cost of $435; and the water distribution and water treatment will be in Cedar Rapids in May for a cost of $870.  Pam Cavey motioned, Dee Cook seconded to approve Joe attending the classes.  Ayes all.  Motion carried.


Police Report:  Police Chief Barber summarized activity from January 1 – March 10, 2013:  1 accident; 12 agency assists; 6 arrests; 1 building check, 1 unsecured, 1 burglary, 27 citizen assist; 1 criminal mischief; 6 harassment, 8-911 calls; 1 theft, 6 traffic stop with 3 citation and 3 warnings; 49 warnings for code violations for illegal parking; 6 citations issued for illegal parking, drive while revoked, theft, drive while barred, and contributing to the delinquency of a minor.


Administration Report:  Coppess request to attend the Spring IMFOA Conference in Des Moines which will be held April 17-19 at a cost of $50 and requested to use 3 vacation days.  Dee Cook motioned, Pam Cavey seconded to approve.  Ayes all.  Motion carried.


Old Business:

Ordinance 255 pertaining to increasing council compensation;  17.06    COMPENSATION.  The salary of each Council member is Fifty dollars ($50.00) for each meeting of the Council attended payable semiannually.  Council members not wanting to receive said compensation shall submit a written statement to the City Clerk stating the desire not to be compensated. 


Pam Logue motioned, Pam Cavey seconded to approve the first reading of the ordinance. Ayes all.  Motion carried.  Calvin Paup motioned, Rob Davis seconded to waive the requirement for the second and third readings.  Ayes all.  Motion carried.  Calvin Paup motioned, Dee Cook seconded to adopt ordinance.  Roll Call vote:  Ayes:  Cook, Logue, Paup, Cavey, and Davis.  Ordinance adopted and will become effective January 1, 2014.

Ordinance 256 Pertaining to increase water rates from $5.00 to $7.00 minimum charge for 4,000 gallons and from $1.50 to $1.75 per 1000 gallons over 4000: 92.02 RATES FOR SERVICE.  Water service shall be furnished at the following monthly rates within the City:  (Code of Iowa, Sec. 384.84)

1.                  Basic User Fee.  A basic water user fee of $7.75 per customer per month.

2.                  Usage Fee.

            A.         First 4,000 gallons used per month @ $7.00 (minimum bill);

                        B.         All over 4,000 gallons used per month @ $1.75 per 1,000 gallons    

Pam Logue motioned, Pam Cavey seconded to approve the first reading of the ordinance. Ayes all.  Motion carried.  Calvin Paup motioned, Rob Davis seconded to waive the requirement for the second and third readings.  Ayes all.  Motion carried.  Calvin Paup motioned, Dee Cook seconded to adopt ordinance.  Roll Call vote:  Ayes:  Cook, Logue, Paup, Cavey, and Davis.  Ordinance adopted and will become effective with the billing that goes out July 1, 2013.



Ordinance 257 pertaining to accuracy test fee and changing the fee from $5.00 to $20 for the meter to be tested:

91.10    ACCURACY TEST.  The Superintendent shall make a test of the accuracy of any water meter at any time when requested in writing, but not more often than once in eighteen (18) months.  Such request shall be accompanied by a refundable deposit of twenty dollars ($20.00) guaranteeing payment of costs if found due.  If the meter is found to overrun to the extent of two percent (2%) or more, the cost of the test shall be paid by the City and a refund shall be made to the customer for overcharges collected since the last known date of accuracy but not for longer than three (3) months, plus the meter test deposit.  If the meter is found to be accurate or slow, or less than two percent (2%) fast, the customer deposit shall be forfeited as the reasonable costs of the test, and the customer shall be liable for any deficiency over two percent (2%) up to three (3) months.


Pam Logue motioned, Pam Cavey seconded to approve the first reading of the ordinance. Ayes all.  Motion carried.  Calvin Paup motioned, Rob Davis seconded to waive the requirement for the second and third readings.  Ayes all.  Motion carried.  Calvin Paup motioned, Dee Cook seconded to adopt ordinance.  Roll Call vote:  Ayes:  Cook, Logue, Paup, Cavey, and Davis.  Ordinance adopted.


New business discussion and possible action on:


Resolution 2013-4 to adopt the 2014 Budget and Certification for 2014: Dee Cook motioned, Pam Logue seconded to adopt the Budget for 2014.  Roll Call:  Ayes:  Cook, Logue, Paup, Cavey, and Davis. Nays:  None.  Resolution adopted.


Resolution 2013-5 setting the wage for new PW Director:  Calvin Paup motioned, Rob Davis seconded to adopt the resolution setting the wage for the public works director to be $16.50 with an increase of $1/hour upon obtaining the required certifications.  Roll call: Ayes:  Cook, Logue, Paup, Cavey, and Davis. Nays:  None.  Resolution adopted.


Resolution 2013-6 setting the salaries for 2013-2014 effective July 1, 2013:  Pam Cavey motioned, Dee Cook seconded to adopt the resolution setting the salaries for 2013-2014 as a 2% cost of living increase over the current wage.  Roll call: Ayes:  Cook, Logue, Paup, Cavey, and Davis. Nays:  None.  Resolution adopted.


Discussion on resolution to set the on-call pay for full-time employees: Whereas, full time employees are on occasion requested to make them self available to be on call and report to duty after their normal work day/week;  Whereas, the personnel manual addresses how they are paid if they are actually called and required to report to duty; Whereas, there are situations where the full time employee makes their self available and ready to report, but then not called, and for this inconvenience they shall be paid a token $50 for each 12 hour shift of being on-call.  Discussion was held regarding how this was patterned after the precedent previously set for paying volunteer ambulance personnel for scheduling themselves to respond to calls on certain days.  Clarification was being requested as a result of the recent direction given by the council to the police department to be available for more on call hours.  Pam Logue had to leave.  Calvin Paup motioned, Rob Davis seconded to table until next month. Pam and Dee will work on.


Dental Insurance Plan Options:  Rob Davis requested information and shared the costs for providing dental insurance for the employees. No further action taken.


Resolution 2013-7 to add a Street Light at the corner of Cottage Drive and Country View Drive:  Calvin Paup motioned, Pam Cavey seconded to approve adding a standard street light to the corner of Cottage Drive and Country View Drive.  Roll Call: Ayes:  Cook,  Paup, Cavey, and Davis. Nays:  None. Logue absent.   Resolution adopted.


Committee Reports:  Council received the preliminary costs on constructing the concession stand at the ball field with various options.  The ball field committee will meet Wednesday night to discuss details.  There was also an inquiry made as to when they would have a ceremony for the dedication of the field.


Correspondence Council reviewed a complaint about the snow piles on main street; the IDNR report of the recent survey; and correspondence that requires a flood plain ordinance to be adopted within 1 year of the the flood plain map being approved.


Set next regular meeting date: Monday, April 8, 2013


Mayor Comments: None.


ADJOURN:  There being no further business to come before the Council at this time, council member Calvin Paup motioned, Dee Cook seconded, to adjourn the meeting at 9:41 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

Linda K. Coppess, CMC                                    Boyd A. Stine, Mayor

City Clerk/Finance Officer