Minutes City of Mechanicsville


July 14, 2014


The Mechanicsville City Council met in regular session on Monday, July 14, 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 arrived at 7:30.  Others present included Nick Lange, Tim Horihan, Mike Hayslip, Doug Wolfe, Pam Seehusen, and Doyle Pickering.


Receive visitors/public comment: Pam Seehusen addressed the council regarding the written complaints submitted by Sharon Pickering indicating that the recent wet weather has prevented the completion of the demolition work at 305 N John Street.  Doyle Pickering commented that the grass has not been mowed all summer. Seehusen responded that it is a construction site and too rough to mow until the debris is removed.  There are other construction sites in town that has weeds growing up and has not been mowed either.  Mayor stated that the area of the lot in the back of the house could have the weeds chopped down/removed.  Seehusen indicated that she would spray the weeds up to the property line. 


CONSENT AGENDA:  Pam Cavey motioned, Dee Cook seconded to approve the consent agenda including the agenda, minutes from 6/9/14, finance reports, and claims.  Roll call vote: Ayes: Cavey, Taylor, Davis, and Cook.  Nays: None. Logue absent.   Motion carried.


The claims approved were as follows:

STATE OF IOWA                                         PAYROLL TAXES                                          $1,214.13

IRS                                                            PAYROLL TAXES                                            $2,050.60

COLLECTION SERVICES CENTER                   PAYROLL                                                   $343.22

ACE HARDWARE                                  OPERATING SUPPLIES                                   $18.99

ADAM GOODALE                                          REFUND DEPOSIT                                           $50.00

AGVANTAGE FS INC                               VEHICLE OPERATIONS                                 $853.34

AIRGAS NORTH CENTRAL                        OTHER CONTRACTUAL SERVICE                     $122.79

ALLIANT ENERGY                                  ELECTRIC/GAS EXPENSE                            $5,386.73

AMAZON.COM                                     LIBRARY MATERIALS                                   $483.89

ARAMARK UNIFORM SERVICE                   ALLOWANCES - UNIFORMS                             $42.98

BAKER, RON                                       MEETINGS & CONFERENCES                            $90.00

BOUND TREE MEDICAL                           OPERATING SUPPLIES                                  $129.78

BRIDGE COMMUNITY BANK                      OPERATING SUPPLIES                                   $40.10

BUSINESS RADIO SALES & SERVICE            VEHICLE REPAIR                                          $97.50

CASEYS GENERAL STORE                        VEHICLE OPERATIONS                                 $841.39

CEDAR COUNTY AUDITOR                       PAYMENTS TO OTHER AGENCIES                  $9,420.60

CEDAR COUNTY ECONOMIC DEVELOP         ASSOCIATION DUES                                 $3,071.00

CEDAR COUNTY SOLID WASTE                 PAYMENTS TO OTHER AGENCIES                  $1,348.50

CHASE CARD SERVICES                          POSTAGE/SHIPPING                                    $292.06

CLARENCE LOWDEN SUN-NEWS & ADV        PRINTING & PUBLISHING EXP                           $17.00

CORNETT, JESSICA                                      REFUND DEPOSIT                                           $50.00

ECIA                                                 ASSOCIATION DUES                                    $664.68

FOX APPARATUS REPAIR & MNT LLC           VEHICLE REPAIR                                        $215.11

HARDEN LAWN SERVICE                         OTHER PROF SERV EXP                              $3,000.00

HARTMAN, JUDY                                  OPERATING SUPPLIES                                   $37.34

HD SUPPLY WATERWORKS                      UTILITY SYSTEMS & STRUCTURES                    $490.00

INTL INST OF MUNICIPAL CLERKS              ASSOCIATION DUES                                    $145.00

IOWA DEPARTMENT OF NATURAL RES        OTHER PROF SERV EXP                                $308.98

IOWA LEAGUE OF CITIES                        ASSOCIATION DUES                                    $727.00

IOWA ONE CALL                                   OTHER PROF SERV EXP                                  $45.00

JJJ ENTERPRISES, INC                           UTILITY SYSTEMS & STRUCTURES                 $1,920.00

JOHN DEERE FINANCIAL                         BLDG MAINT & REPAIR                                  $19.97

JOHNSON COUNTY REFUSE INC                OTHER PROF SERV EXP                              $3,052.50

KEYSTONE LABORATORIES, INC                OTHER PROF SERV EXP                                  $22.00

KNUTH LAW OFFICE                              LEGAL EXPENSE                                         $187.50

KOCHS SERVICE & SUPPLY LLC                  BLDG MAINT & REPAIR                              $1,250.40

MECHANICSVILLE TELEPHONE CO              TELECOMMUNICATIONS                               $373.64

MT VERNON LISBON SUN                         ADVERTISING EXPENSE                                  $43.50

ODD JOBBER                                       OTHER CONTRACTUAL SERVICE                     $700.00

ODD JOBS INC                                     OTHER PROF SERV EXP                              $1,825.00

OVERDRIVE                                        SUBSCRIPTION & ED MATERIAL                      $403.14

QUILL                                               OFFICE SUPPLIES                                       $345.26

RICKARD SIGN & DESIGN                        OPERATING SUPPLIES                                  $480.00

SCHIMBERG CO                                    UTILITY SYSTEMS & STRUCTURES                 $1,084.75

SEEHUSEN INSURANCE AGENCY                INSURANCE EXPENSE                                $1,877.50

SELECT SERVICE                                  OTHER CONTRACTUAL SERVICE                     $170.00

SHEPLEY PHARMACY                              OPERATING SUPPLIES                                   $45.73

STAR EQUIPMENT LTD                            STORM DRAINAGE                                      $469.38

TIPTON CONSERVATIVE & ADVERTIS          PRINTING & PUBLISHING EXP                         $232.20

US CELLULAR                                      TELECOMMUNICATIONS                               $113.28

USA BLUEBOOK                                    OTHER EQUIPMENT                                     $174.23

UTILITY EQUIPMENT COMPANY                 UTILITY SYSTEMS & STRUCTURES                 $3,140.56

WELLMARK BC BS                                 GROUP INSURANCE                                  $2,474.50

WENDLING QUARRIES INC                      UTILITY SYSTEMS & STRUCTURES                    $365.16

WHEELER, STEVE                                        REFUND DEPOSIT                                            $50.00

WIENEKE, DIRK                                           REFUND DEPOSIT                                            $50.00

WJ LEEPER CONSTRUCTION LTD               STREET MAINT EXP                                   $7,300.00

WOLF, DOUG                                      OPERATING SUPPLIES                                   $29.16

ENTWISLE, ANGIE                                 JANITORIAL EXPENSE                                  $300.00

AREA AMBULANCE SERVICE                     OTHER PROF SERV EXP                                $100.00

BOUND TREE MEDICAL                           OPERATING SUPPLIES                                   $18.54

BUSINESS RADIO SALES & SERVICE            MINOR EQUIPMENT                                  $2,346.00

CEDAR COUNTY AUDITOR                       STREET MAINT EXP                                   $1,273.82

CHASE CARD SERVICES                          OPERATING SUPPLIES                                  $357.38

DES MOINES STAMP MFG CO                    OFFICE SUPPLIES                                        $65.40

GRAYBILL COMMUNICATIONS                   OPERATIONAL EQUIP REPAIR                        $221.45

KIECKS                                              ALLOWANCES - UNIFORMS                             $16.24

MARTIN GARDNER ARCHITECTURE            ENGINEERING EXPENSE                                $416.59

OVERHEAD DOOR COMPANY                    BLDG MAINT & REPAIR                              $1,157.50

QUILL                                               OTHER CAPITAL EQUIP                                  $37.99

RICKARD SIGN & DESIGN                        OPERATING SUPPLIES                                  $360.00

ROTO-ROOTER                                    OTHER PROF SERV EXP                                $590.00

SANDRY FIRE SUPPLY LLC                       MINOR EQUIPMENT                                  $1,238.95

TASER INTERNATIONAL                          OTHER CAPITAL EQUIP                                $912.01

ULINE                                               BLDG MAINT & REPAIR                                 $336.47

UNITED LABORATORIES                         CHEMICALS                                              $302.10

US CELLULAR                                      TELECOMMUNICATIONS                               $118.53

WELLMARK BC BS                                 GROUP INSURANCE                                  $2,727.38

WENDLING QUARRIES INC                      ROCK                                                      $827.64

WJ LEEPER CONSTRUCTION LTD               STREETS                                              $14,200.00

LUKE OBERBRECKLING & SONS                 BUILDINGS                                             $3,575.00

HANKS CONSTRUCTION                          CONCESSION STAND MATERIALS                $28,836.61

ODD JOBBER                                       OTHER CONTRACTUAL SERVICE                     $840.00

GRONEWOLD TILING AND EXCAVATING       BALL FIELD DRAINAGE                                 $622.66

PAYROLL                                                          WAGES                                                               $14,673.72

Total Receipts and Disbursements for month of June by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Ball Park Fund



Ambulance Trust



Tree Trust



Debt Service



Perpetual Care



Water Utility



Sewer Utility



Solid Waste



Storm Water Utility



Water Sinking Fund



Water Deposit





Fire Report:  Mike Hayslip reported 17 fire calls including several storm watch; a car accident; EMS assist, M-A w Tipton to clear roads from storm damage; a severed gas line and assist city with 165 pumping storm water.  A request to purchase a chain saw for less than $1000 was approved with a motion by Dee Cook and second by Rob Davis.  Ayes all.  Motion carried.  Pam Cavey motioned, Dee Cook seconded to approve the department painting/repairing the garage doors.  Ayes all.  Motion carried.


Ambulance Report: Mike Hayslip reported 17 ambulance calls.  Some discussion about the recent policy on the paramedic training reimbursement and council restated it would be reimbursed at 25% initial enrollment and then 25% on each anniversary date of the certification being received.  Hayslip turned in copies of receipts and Wolf indicating he was not turning his in at this time.  There will be training with the Lifeguard helicopter on 7/28 at no charge; Joe Hunt has resigned from being a temporary volunteer; and discussion about doing a feasibility study on whether staff could be hired to fill a 40 hour M-F schedule.  Council requested that data in the form of how many runs, time of day, how other departments operate etc.


Public Works Report: Nick Lange reported that the fire hydrant near Jim’s Auto was replaced; one near 611 Crestview Drive was repaired; a seal on one of the pumps has caused an intermittent leak; storm sewer at South and Cherry Street was replaced however gravel from the alley to the north is continuously washing down and plugging it.  Additional work will need to be done to prevent.  It was also noted that a letter needs to be sent to the property owner to trim the bushes along the alley as they are interfering with the public way.  Pam Cavey motioned, Rob Davis seconded to approve Albaugh’s request for vacation days.  Ayes all.  Motion carried.  Council indicated that there was a picnic table w/o a bench and should be removed from the shelter.  The water main in front of the post office will be fixed this week.  The park shelter took on water during the recent flooding and the floor has since been cleaned with bleach.  There was some discussion about a valve being installed in the line to prevent sewer water from backing up. 


Administration Report:  Coppess requested 3 vacation days which was approved with a motion from Pam Cavey and second from Dee Cook.  Ayes all.  Motion carried.  The second Hazard Mitigation Planning meeting will be held August 5 in Tipton, we are still short on the number of surveys that need to be turned in; and the notice of discontinuation for the storm water discharge for permit IA-22232-21993 was signed by Mayor Butler.


Police report:  Chief Tim Horihan presented a summary of activity from 6/9/14-7/14/14 including 2 custody disagreements; 1 unauthorized minor operating vehicle being reported; 14 citizen assist; 1 agency assist, 21 business checks with 0 unsecured; attended the Meet and Greet and the Helmet Giveaway over the 4th of July; 3 thefts; 3 abatement follow ups; 1 improper use of city container; 1 welfare check; 1 complaint on speed and improper pass on Hwy 30; 5 animal complaints; 1 vandalism; 2 parking violations, 1 harassment; traffic control on 7/4; 1 civil property disagreement; 1 failure to maintain control; 13 traffic stops with 16 warnings including speed, expired DL, 5 stop sign violations; 1 no insurance card; 2 equipment failures, 1 fail to carry valid registration.  There were also 3 free ice cream tickets issued for wearing the helmet.


Old business discussion and possible action on:  None.


New business discussion and possible action on:

Resolution 2014-19 Tipton Police Department Mutual Aid 28E Agreement:  Dee Cook motioned, Rob Davis seconded to authorize the signing of the 28E agreement for Police Mutual aid.  Roll call vote: Ayes: Cavey, Taylor, Davis, Cook and Logue.  Nays: None. Resolution adopted.


Taser Policy for Carry or Use:  Some discussion on the origination of the policy with Chief Horihan indicating that he combined the wording from multiple departments to come up with a policy that he felt would work for Mechanicsville.  It was noted that if a part time officer is not certified to carry they will not carry one.  If they are they would share the one normally carried by the full time officer.  Rob Davis motioned, Dee Cook seconded to adopt the policy and add to the personnel handbook.  Ayes all.  Motion carried.


Rules Governing the Farmer’s Market:  (allow on site prepared food to be sold with proper license):  After reviewing the current rules, Rob Davis motioned, Pam Logue seconded to modify the rules to permit on site prepared foods with a proper food license and to eliminate the statement regarding that the market can not accept WIC vouchers so that if the market becomes an approved retailer that it could accept the vouchers.  Ayes all.  Motion carried.


North Cedar CSD request to put up a 6x10 sign on city property:  A review of the proposed sign and discussion about possible location it was determined to permit the sign to be installed at the schools expense on the property across from Casey’s.  Pam Logue motioned, Rob Davis seconded to approve the sign being installed.  Ayes all.  Motion carried.


Ordinance 263 to add “seed sales” to Highway Commercial Zoning:  Dee Cook motioned, Pam Cavy seconded to approve the first reading of the ordinance adding the agricultural seed sales to the list of permitted uses.  Ayes all.  Motion carried.  Dee Cook motioned, Rob Davis seconded, to waive the second and third readings of the ordinance.  Ayes all.  Motion carried.  Dee Cook motioned, Rob Davis seconded to adopt the ordinance. Roll call vote: Ayes: Cavey, Taylor, Logue, Davis, and Cook.  Nays: None. Motion carried.


Correspondence regarding cable franchise:  Correspondence regarding the Mechanicsville Telephone Company applying to get its cable franchise issued by the State of Iowa rather than the city was received.  Comments received from the City attorney were also reviewed.  No action taken by council at this time.


Complaints on property:  The issue regarding the completion of the construction work and the weeds appear to be resolved at this time with the property owner agreeing to spray/remove the weeds and the construction work to be completed as soon as the weather allows.


Acco agreement/equipment replacement:  Council reviewed the proposal from Acco and determined it would be more cost effective to purchase the pumps and purchase the chlorine separately rather than having the chlorine price include the pump rental fee.  Pam Cavey motioned, Rob Davis seconded to authorize the purchase of 2 pumps.


Trees identified for removal:  Council was shown photos of about 20 trees that were identified for removal with discussion of adding one at John and Second Street and others near 502 E First.  A notice will be published indicating bids will be accepted.


Storm damage/clean up/recovery including storm sewer repair:  Photos were shared with the council of some of the recent storm damage that incurred with some items still needing to be done.  PWD was asked to run a camera in the storm sewer near 406 E Second to look for any blockage or possibly broken pipe.


Street repairs & Seal coat proposal from LL Pelling and/or Asphalt proposal.  After review of the proposals and cost estimates Rob Davis motioned, Dee Cook seconded to have engineer prepare plans and specs for the grinding and resurfacing of First Street which is estimated at $326,350 and to add South Cherry Street.  Ayes all.  Motion carried.  In addition, Pam Cavey motioned, Rob Davis seconded to approve the proposal for the seal coating except to remove the streets being considered for the grind and relaying asphalt project, for a cost not to exceed $27,000.  Ayes all.  Motion carried.  Dee Cook motioned, Pam Logue seconded to approve making additional repairs to level 4th Street in the areas where the street has settled in about 5 areas, the area on First Street in front of the post office, the sidewalk across from the P.O., a water main patch on Cedar Street, fix curb at 509 W First, and a street patch on E South Street.


Authorize Mayor to sign construction permit application for 2nd Street water main replacement:  Rob Davis motioned, Dee Cook seconded to approve signing the permit.  Ayes all.  Motion carried.


Committee Reports

Modify job description:  Pam Cavey motioned, Dee Cook seconded to change the wording in the Public Works job description to indicate that residency in the city limits is preferred but not mandated. Ayes all.  Motion carried.  The council also discussed the residency requirements requested of the police chief position and as a result Pam Cavey motioned, Rob Davis seconded to have the council position be that it is still preferred but not mandated at this time due to various circumstances.  Ayes all.  Motion carried. 


Dee Taylor reported that there were about 25-30 people who attended the Meet and Greet at the bank.  There were about 100 helmets given away on the 4th of July and congratulations go out to Caleb Snyder who won the drawing for the bike give away.


Correspondence:  None.


Set next regular meeting date: 8-11-14


Mayor Comments:  Mayor Butler commented on the amount of water being ran through the sanitary sewer during heavy rains and has indicated the city will be implementing enforcement and removal of any sump pump that is connected into the sanitary sewer system.  The pumps should either dump out on to the grass or be connected directly to the storm sewer.  The city is planning to do additional smoke testing and spot inspections to eliminate the source of the rain water entering the sewer system.  Violators who fail to comply may be fined up to $750 per day.


ADJOURN:  There being no further business to come before the Council at this time, council member Rob Davis motioned, Pam Logue seconded, to adjourn the meeting at 9:05 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

Linda K. Coppess, MMC                                    Larry Butler, Mayor

City Clerk/Finance Officer