City of Mechanicsville


October 10, 2011


The Mechanicsville City Council met in regular session on Monday, October 10, 2011 at City Hall.Mayor Boyd A. Stine called the meeting to order at 7:00 p.m.   Council members present for roll call were Deanna Cook, Calvin Paup, Larry Beck and Gene Brown.Carla Barnhart was absent.Others present included Jim Barber, Lonni Koch, Rob Davis, Doyle Pickering, Jane Pate, Scott Schroeder, Mike Hart & Justin, Vicki Eaton, Sally & Roger Eaton, and Donna Kuehnle.


Receive visitors/public comment:Donna Kuehnle informed the council of the intent of Trees Forever to apply for a $500 matching grant to purchase trees and council encouraged the group to consider doing $1000.


CONSENT AGENDA:Larry Beck motioned, Deanna Cook seconded to approve the consent agenda including the agenda, finance reports, claims, minutes from 9/12/11, authorizing of the signing of the Contractorís application for Payment # 4 $967.95 authorizing the signing of the Annual Report, set trunk or Treat for 10/31/11 from 3:00 Ė 4:30 and the Trick or Treat for 10/31/11 from 5:00- 7:00 p.m. Roll call vote: Ayes: Paup, Cook, Beck, and Brown. ††Barnhart was absent. Nays: None. Motion carried.

The claims approved were as follows:

AGVANTAGE FS INC††††††††††††††††††††††††††† VEHICLE OPERATIONS†††††††††††††††††††††††††††††† $1,180.09

AIRGAS NORTH CENTRAL††††††††††††††††††††† OPERATING SUPPLIES††††††††††††††††††††††††††††††††† $104.43

ALL MED†††††††††††††††††††††††††††††††††††††††††† OPERATING SUPPLIES††††††††††††††††††††††††††††††††† $224.16

ALLIANT ENERGY††††††††††††††††††††††††††††††† ELECTRIC/GAS EXPENSE††††††††††††††††††††††††††† $5,790.11

AMAZON.COM††††††††††††††††††††††††††††††††††† LIBRARY MATERIALS††††††††††††††††††††††††††††††††† $591.12

AREA AMBULANCE SERVICE††††††††††††††††† OTHER PROF SERV EXP††††††††††††††††††††††††††††††† $227.40

BATTERIESPLUS††††††††††††††††††††††††††††††††† VEHICLE REPAIR††††††††††††††††††††††††††††††††††††††††† $79.50

BRIDGE COMMUNITY BANK†††††††††††††††††††† MEETINGS & CONFERENCES††††††††††††††††††††††††††† $87.36

CASEYS GENERAL STORE†††††††††††††††††††† VEHICLE OPERATIONS†††††††††††††††††††††††††††††††† $984.07

CEDAR COUNTY SOLID WASTE†††††††††††††† PAYMENTS TO OTHER AGENCIES††††††††††††††††††† $972.00

COPPESS, LINDA†††††††††††††††††††††††††††††††† MEETINGS & CONFERENCES†††††††††††††††††††††††††† $300.05

DANS TIRES & MORE††††††††††††††††††††††††††† BLDG MAINT & REPAIR†††††††††††††††††††††††††††††††† $138.95

DOUGLAS W SIMKIN LAW FIRM††††††††††††††† LEGAL EXPENSE††††††††††††††††††††††††††††††††††††††† $465.38

ENTWISLE, ANGIE††††††††††††††††††††††††††††††† JANITORIAL EXPENSE††††††††††††††††††††††††††††††††† $300.00


GREENVALLEY AG & TURF LLC†††††††††††††† VEHICLE REPAIR†††††††††††††††††††††††††††††††††††††††† $178.38

HAWKEYE INTERNATIONAL TRUCKS†††††††† VEHICLE REPAIR††††††††††††††††††††††††††††††††††††† $2,262.85

IOWA DEPARTMENT OF NATURAL RES††††† OTHER PROF SERV EXP†††††††††††††††††††††††††††††††† $95.00

IOWA LEAGUE OF CITIES†††††††††††††††††††††† MEETINGS & CONFERENCES††††††††††††††††††††††††††† $30.00

IOWA OFFICE SUPPLY†††††††††††††††††††††††††† OFFICE SUPPLIES††††††††††††††††††††††††††††††††††††††† $103.73

IOWA ONE CALL†††††††††††††††††††††††††††††††† OTHER PROF SERV EXP†††††††††††††††††††††††††††††††† $30.60

IWIRELESS†††††††††††††††††††††††††††††††††††††††† TELECOMMUNICATIONS†††††††††††††††††††††††††††††††† $73.44

JJJ ENTERPRISES, INC†††††††††††††††††††††††††† STREETS††††††††††††††††††††††††††††††††††††††††††††††††† $967.95

JOHN DEER FINANCIAL††††††††††††††††††††††††† STREET MAINT EXP†††††††††††††††††††††††††††††††††††††† $67.45

JOHNSON COUNTY REFUSE INC†††††††††††††† OTHER PROF SERV EXP†††††††††††††††††††††††††††† $2,837.50

KEYSTONE LABORATORIES, INC††††††††††††† OTHER PROF SERV EXP††††††††††††††††††††††††††††††† $514.90

KIRKWOOD COMMUNITY COLLEGE†††††††††† TRAINING†††††††††††††††††††††††††††††††††††††††††††††††††† $27.00

KOCHS SERVICE & SUPPLY LLC†††††††††††††† OTHER CAPITAL EQUIP†††††††††††††††††††††††††††††† $5,022.74

KRENEK, REGINA††††††††††††††††††††††††††††††††††††††††† REFUND DEPOSIT††††††††††††††††††††††††††††††††††††††††† $50.00

LISBON-MT VERNON AMBULANCE††††††††††† OTHER PROF SERV EXP††††††††††††††††††††††††††††††† $100.00

LUKE OBERBRECKLING & SONS†††††††††††††† STREETS†††††††††††††††††††††††††††††††††††††††††††††† $7,553.00

MECHANICSVILLE TELEPHONE CO††††††††††† TELECOMMUNICATIONS††††††††††††††††††††††††††††† $1,061.97

MISSISSIPPI VALLEY PUMP†††††††††††††††††††† OTHER PROF SERV EXP††††††††††††††††††††††††††††††† $200.00

NESPER SIGN ADVERTISING INC†††††††††††††† BLDG MAINT & REPAIR†††††††††††††††††††††††††††††† $1,998.00

QUILL†††††††††††††††††††††††††††††††††††††††††††††† SUPPLIES†††††††††††††††††††††††††††††††††††††††††††††††† $176.86

SHEPLEY PHARMACY†††††††††††††††††††††††††† OPERATING SUPPLIES†††††††††††††††††††††††††††††††††† $95.02

STAPLES††††††††††††††††††††††††††††††††††††††††† OFFICE SUPPLIES††††††††††††††††††††††††††††††††††††††† $225.51

TIPTON CONSERVATIVE & ADVERTIS††††††† COURT & RECORDING FEES†††††††††††††††††††††††††† $161.57

WALMART†††††††††††††††††††††††††††††††††††††††† OFFICE SUPPLIES†††††††††††††††††††††††††††††††††††††††† $56.56

WELLMARK BC BS†††††††††††††††††††††††††††††† GROUP INSURANCE††††††††††††††††††††††††††††††††† $3,691.33

WENDLING QUARRIES INC††††††††††††††††††††† ROCK††††††††††††††††††††††††††††††††††††††††††††††††††††† $330.51

PAYROLL††††††††††††††††††††††††††††††††††††††††††††††††††††††† WAGES†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† $13,254.39

Total Receipts and Disbursements for month of September by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Capital Project



Perpetual Care



Ambulance Trust



Fire Trust



Water Utility



Sewer Utility



Solid Waste



Water Deposits





Administration Report:Coppess reported notice being sent for bushes to be trimmed; one application received for the part time police position; Gene installed the decorative rock by the bin site; Nesper has installed the awning on the east side of the Memorial Building; windows washed at the library; the design specs from the pre-engineered building are acceptable; mortgage release was recorded; contacted Kochís about a price on changing the outlets in the pavilion to be GFCI and the conduit; county is doing ditch cleaning near the lagoon entrance; Community Foundation Grant application was sent in; and a request for a change in the janitors closet at the Memorial Building so that the mop bucket does not have to be lifted up so high.Larry Beck motioned, Gene Brown seconded to approve the request to attend the 2011 Budget Workshop on November 16 in Iowa City for $30.Ayes all.Motion carried.


Public Works Report: Zerbe was absent however had information for the council on the extent of the well drilling repairs and the video.Council requested Zerbe work on street repair at intersection of Madison and Second Street and fire hydrant replacement.


Police Report:  Police Chief Barber reported 11 agency assist, 3 animal cases, 2 arrests, 2 assault, 6 citizen assist, 4 - 911, 2 thefts, 3 traffic stops, 2 citations; 1 warnings; 6 warnings for code violations on illegal parking; trespass; no peddlers license, curfew violation; and 4 citations issued illegal parking, no drivers license, drive while barred, assault.Calvin Paup motioned, Larry Beck motioned to add Austin Sorgenfrey as part-time police officer.Ayes all.Motion carried.


Fire Report:Lonni Koch reported a total of 5 calls which included a bale fire in Jones County; 9/19 a 10-50 car upside down in ditch; 9/21 a bale fire on Badger Road; 10/2 DOA; and 10/8 Lift assist for Adam 3.Wednesday is the homecoming parade and vehicles will be participating; Friday is Fire prevention at the elementary; the Iowa Fire Marshals project of installing smoke alarms in every home that has a K-5 student resulted in 5 detectors needing to be installed; and the apparatus room heaters have been installed.


Ambulance Report: Lonni Koch reported 27 calls with 5 using A-9.A-5 is switching to a non-transport service effective October 15 and she signed a paper indicating that Mechanicsville would cover the additional area.Dee Cook motioned and Calvin Paup seconded to approve a request for Lonni, Doug, Tara, Ron, and Amy to attend the IEMSA conference in Des Moines.Ayes all.Motion carried.


Old Business:


Whether to declare 305 N John an abandoned or dangerous building:Written Information was received from the attorney on this topic and after due consideration, motioned was made by Dee Cook, seconded by Calvin Paup to consider the matter a civil matter.Ayes all.Motion carried.


Maintenance shed, correspondence from Iowa League:Chapter 26.4 of the Iowa Code does state that all public improvement projects must have an engineer/architect plan, there is a provision in the Iowa Administrative Code that allows for pre-engineered buildings to be constructed without hiring an engineer to approve the plans.Calvin Paup motioned, Larry Beck seconded to table action until November meeting.


Storm water project proposal from Whites to creek and correspondence from IIW:Mike Hart and Justin from Hart Frederick were present to discuss what is needed to alleviate street from flooding in a 3-4 inch rain.Maps were reviewed and fees discussed were estimated at 15% of the project costs.Calvin Paup motioned, Gene Brown seconded to have Hart-Frederick proceed with gathering the information and coming up with a proposal.Ayes all.Motion carried.IIW submitted a letter notifying the council that they too would be interested in providing a proposal for the project.


Recommendation from park board on Frisbee golf signage:Park board recommended a 4x4 inch black on white plastic sign that can be mounted on the front of the basket with 2 metal ties at a cost of $4.00 each.Scott Schroeder indicated that the Lionís would be interested in supporting the cost of project.


New Business:

Authorize the access connection/entrance permit DOT Project FN-57 at station 309+32 and the modification of Ordinance 140.05 to match (Vicki Eaton):Calvin Paup motioned, Larry Beck seconded to authorize the Mayor to sign the IDOT permit application.Ayes all.Motion carried.

Motion was made by Larry Beck and seconded by Gene Brown to approve the first reading of ordinance 245 to modify the access entrance location on highway 30 for this property.Ayes all.Motion carried.


Larry Beck motioned, and Gene Brown seconded to waive the second and third readings of the ordinance.Ayes all.Motion carried.


The motion to adopt ordinance 245 was made by Larry Beck and seconded by Gene Brown.Roll call vote: Ayes: Paup, Cook, Beck, and Brown.†† Barnhart was absent.Nays: None. Motion carried


Service Project request to put scarecrows on light poles E First St:The request from the Girl Scouts was approved with a motion by Larry Beck and seconded by Dee Cook for decorations for the fall season.Ayes all.Motion carried.


Report of sign Retro reflectivity & sign replacement program:Council reviewed survey data as provided by Ament. Inc and then Calvin Paup motioned, and Dee Cook seconded to apply for the small city sign program grant.Ayes all.Motion carried.Zerbe was directed to replace the non grant signs within the budgeted amounts.Jane Pate also updated council on the fencing that Morganís selected and proposed that it be completed outside of the contract; the rock was put in at the bins and the back filling of the walls has been done.The seeding and watering of the grass may need to be done again in the spring.


Appoint Tom Hall to vacancy on P&Z Board:Larry Beck motioned, Gene Brown seconded to appoint Tom Hall to the vacancy on the P&Z.Ayes all.Motion carried.


Scott Schroeder introduction of insurance services:Scott provided information to the council about his business including auto, home, commercial, and employee benefits.He writes for 7 carriers and is interested in providing the city the employee benefits coverage.Calvin Paup motioned, Dee Cook seconded to authorize the filing of a request for a change in agents with Wellmark.Ayes all.Motion carried.


Wellmark renewal rate increase of 3.74%:Calvin Paup motioned, Larry Beck seconded to renew the existing health insurance contract with Wellmark.Ayes all.Motion carried.


Notice of Iowa DOT Federal Grade Crossing Safety Improvement Funds:Discussed with no action being taken.


Cedar County All Hazard Emergency Operations Plan, Basic Plan:Information provided on the potential for an upcoming workshop.


Trees on west side of cemetery discuss removing/replacing:Council discussed with no action being taken.


Authorize renewal of the American Red Cross Shelter Agreement:Larry Beck motioned, Dee Cook seconded to authorize the Mayor to sign the renewal agreement.Ayes all.Motion carried.


IIW proposal regarding the Derelict Building Program:Discussed the intent of the program is for economic development and did not apply to residential units.No action taken.


Committee Reports:Ball Park and City Commitment: Dee Cook informed council that the school board will also be discussing who will own the ball field at their next meeting on October 17.Some discussion about whether the school would permit a soccer field area in addition to the Little League diamonds or any of the other amenities that were being proposed in the 10 year plan.Motion was made by Calvin Paup and seconded by Dee Cook that there is no interest in trying to reuse the lights and directed Coppess to communicate this change with Oberbreckling.Ayes all.Motion carried.


Correspondence:Iowa League of Cities information about the Blue Zones Project and a new League affiliate program service line warranty program designed to assist cities in providing residents with protection against the high cost of broken or leaking utility lines.


Set next regular meeting date: Monday, November 14, 2011


Mayor Comments: None.


ADJOURN:  There being no further business to come before the Council at this time, council member Larry Beck motioned, Gene Brown seconded, to adjourn the meeting at 9:16 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

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

City Clerk/Finance Officer