Minutes City of Mechanicsville


October 13, 2014


The Mechanicsville City Council met in regular session on Monday, October 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 arrived at 7:13 pm.  Others present included Nick Lange, Tim Horihan, Lonni Koch, Doug Wolfe, Ron Baker, Doyle Pickering, Dorothy Russell, and Donna Kuehnle.


Receive visitors/public comment:  Doyle Pickering requested assistance from the city officer to prevent children from jumping from benches, riding bikes and putting chalk on the sidewalk in the Veteran’s Memorial Park.  There are two other parks for children to play in and this is not one of them. 


Ron Baker and Doug Wolf made the council aware of some used Christmas decorations that are for sale by the City of Solon.  Follow up will be done by city clerk.


CONSENT AGENDA:  Pam Cavey motioned, Dee Cook seconded to approve the consent agenda including the agenda, minutes from 9/8/14, finance reports,  claims, ratify Mayor signing of the Tier Agreement with MEDIC EMS, Davenport (2014-24), and the annual urban renewal report fiscal year 2013-2014 (2014-25).    Roll call vote: Ayes: Cavey, Taylor, Davis, and Cook.  Nays: None. Logue absent.   Motion carried.


The claims approved were as follows:

IRS                                                            PAYROLL TAXES                                            $2,341.09

CHASE CARD SERVICES                          POSTAGE/SHIPPING                                    $251.79

US CELLULAR                                      TELECOMMUNICATIONS                               $122.42

ACE HARDWARE                                  BLDG MAINT & REPAIR                                  $15.98

AGVANTAGE FS INC                               VEHICLE OPERATIONS                                 $439.50

ALLIANT ENERGY                                  ELECTRIC/GAS EXPENSE                            $5,872.10

AMAZON.COM                                     LIBRARY MATERIALS                                   $554.81

AREA AMBULANCE SERVICE                     OTHER PROF SERV EXP                                $200.00

BRIDGE COMMUNITY BANK                      POSTAGE/SHIPPING                                      $34.54

CARUS CORPORATION                           CHEMICALS                                              $280.05

CASEYS GENERAL STORE                        VEHICLE OPERATIONS                                 $664.63

CEDAR COUNTY SOLID WASTE                 PAYMENTS TO OTHER AGENCIES                  $1,350.00

CHASE CARD SERVICES                          POSTAGE/SHIPPING                                    $206.13

CITY OF CEDAR RAPIDS                         TRAINING                                              $2,868.56

COLLECTION SERVICES CENTER                    PAYROLL                                                  $343.22

ED M FELD EQUIP CO INC                        ALLOWANCES - UNIFORMS                             $50.00

ENTWISLE, ANGIE                                 JANITORIAL EXPENSE                                  $315.00

HANKS CONSTRUCTION                          BUILDINGS                                             $2,831.62

HARDEN LAWN SERVICE                         OTHER PROF SERV EXP                              $3,000.00

HART-FREDERICK CONSULTANTS PC          ENGINEERING EXPENSE                            $10,361.25

IOWA ASSOCIATION OF MUNICIPAL          TRAINING                                                $175.00

IOWA DEPARTMENT OF NATURAL RES        OTHER PROF SERV EXP                                  $99.00

IOWA FINANCE AUTHORITY                    BOND REGISTRATION FEES                       $21,273.00

IOWA LEAGUE OF CITIES                        TRAINING                                                  $35.00

IOWA ONE CALL                                   OTHER PROF SERV EXP                                  $24.30

IOWA PRISON INDUSTRIES                     POSTS/SIGNS                                               $7.50

JOHN DEER FINANCIAL                          POSTS/SIGNS                                             $74.72

JOHNSON COUNTY AMBULANCE                OTHER PROF SERV EXP                                $200.00

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

KEYSTONE LABORATORIES, INC                OTHER PROF SERV EXP                                $515.00

KOCH, DANIEL & YOLUNDA                      ALLOWANCES - UNIFORMS                            $262.12

KOCHS SERVICE & SUPPLY LLC                  BUILDINGS                                             $3,190.31

LL PELLING CO                                     STREET MAINT EXP                                 $19,500.35

LYNCH FORD                                       VEHICLE REPAIR                                        $107.57

MARK WETHINGTON                                    REFUND                                                       $31.36

MECHANICSVILLE TELEPHONE CO              TECHNOLOGY SERVICES EXP                          $371.82

NICK LANGE                                        TRAINING                                                $162.00

ODD JOBBER                                       GROUNDS MAINTENANCE & REPAIR              $5,500.00

ODD JOBS INC                                     OTHER PROF SERV EXP                              $1,575.00

P & K MIDWEST                                    VEHICLE REPAIR                                          $80.61

QUILL                                               OFFICE SUPPLIES                                       $580.76

SCHIMBERG CO                                    OTHER EQUIPMENT                                      $65.00

SHEPLEY PHARMACY                              OPERATING SUPPLIES                                     $9.46

SPAHN & ROSE                                    BLDG MAINT & REPAIR                                  $37.57

TIPTON CONSERVATIVE & ADVERTIS          PRINTING & PUBLISHING EXP                         $386.51

US CELLULAR                                      TELECOMMUNICATIONS                                  $0.00

US POST OFFICE                                  OTHER PROF SERV EXP                                  $86.00

UTILITY EQUIPMENT COMPANY                 STORM DRAINAGE                                      $310.17

WALMART                                          OPERATING SUPPLIES                                     $0.32

WELLMARK BC BS                                 GROUP INSURANCE                                       $0.00

WENDLING QUARRIES INC                      STREETS                                                  $256.50

WEST SIDE TRUCK CENTER INC                VEHICLE REPAIR                                        $444.97

PAYROLL                                                          WAGES                                                               $10,503.25

Total Receipts and Disbursements for month of September by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Ball Park Fund



Ambulance Trust



Debt Service



Capital Project



Water Utility



Sewer Utility



Solid Waste



Storm Water Utility



Water Deposit





Public Hearing on the Plans and Specs for the Asphalt Overlay project:  Mayor Butler opened the hearing on the plans, specifications, form of contract, and estimated cost of the project. The notice of the public hearing was published not less than four and no more than 20 days before the date of the hearing.

The Clerk reported that there were no written comments filed for or against the project.  Council discussed the removal of 125th Street from the project due to an additional concern of not putting in curb and gutter that the asphalt would not hold up on the edges which would put the estimated cost at $381,737.  No further discussion or comments.  Pam Cavey motioned, Rob Davis seconded to close the public hearing at 7:19 p.m.  Ayes all.  Nays none.  Motion carried.


Administration Report:  Coppess requested permission to attend the IAMU Fall seminar on risk management for workers comp and privacy exposure in Independence on November 4, the ECICA meeting in Dubuque on November 20, and 4 days of vacation Oct. 21-24.  Dee Cook motioned, Rob Davis seconded to approve requests.  Ayes all.  Motion carried.


Fire Report:  Lonni Koch reported 0 calls for the month, attendance of approximately 960 at the pancake breakfast and made the council aware of city property that has not been returned of which a written request will be made for it to be turned in and failure to do so will result in the matter being turned over to the police.


Ambulance Report: Lonni Koch reported 21 ambulance calls including 3 to Clarence, 4 to Stanwood, 4 to Tipton, and 10 Mechanicsville.  A request for 3 to attend IEMSA Conference and Trade Show November 6-8 in Des Moines at a cost of $830 plus hotel fees; a total of 6 ($80 each)High Visibility ambulance driver coats which are required at a scene of an accident were approved with a motion by Rob Davis and second by Dee Cook.  Ayes all.  Motion carried.


Consider ambulance building purchase for 2 bay sleeping quarters, training room, and storage:  Information that was gathered by Ron Baker regarding the old Casey’s location was shared with the council included cost was originally asking $75,000 and is now at $60,000 for the asking price. It was also suggested to drive by the former Casey’s in Anamosa.


Response to call in personal owned vehicle (POV) policy: A motion was made by Dee Cook, Rob Davis seconded, to approve adding the POV policy to the current driving policy.  Ayes all.  Motion carried.


Review of ambulance audit findings and recommendations from Department of Health: In addition to the POV policy above, Koch reviewed the details of the recent Department of Health inspection of the ambulance and the documentation on file to support that procedures and protocols are consistently being followed.  There were a few deficiencies noted and follow up is required to be done and submitted.


Public Works Report:  Lange reported that there is one aerator that has not been returned to working order yet by Mississippi Valley Pump, but expect it this week.    There is one block left to complete with the water main project, and then they will need to fill, chlorinate, test, and then bring on line.  A request to attend the IAMU Annual water/wastewater training workshop 11/18-11/20 at a cost of $175 plus $82 for 2 nights in Des Moines was approved with a motion by Rob Davis, seconded by Pam Cavey.  Ayes all.  Motion carried.


Police report:  Chief Tim Horihan presented a summary of activity from 9/8/14-10/13/14 which included 14 business checks 0 unsecured; 2 agency assists; 3 harassment cases 1 involving trespass and 2 child custody disagreements; 1 burglary; 2 NSF notices served; 1 fraud case, 1 medical assist, 1 citizen ride along, 1 vandalism; 8 stops with 1 citation driving under suspension, 5 equipment warnings, 4 speed warnings, 4 insurance warnings 1 registration warning.   The ceremony for graduating from the police academy will be on November 14.


New business discussion and possible action on:

Sidewalk snow removal and hand railings:  Dee Cook motioned, Rob Davis seconded to authorize relocating one of the handrails to allow for a 4 foot snow blower to access 3 of the properties for snow removal.  Ayes all.  Motion carried. 


Sewer Manholes RapidsSeal approx. $221 per manhole:  Rob Davis motioned, Pam Cavey seconded to authorize repairing up to 10 of the manholes at this time.  Ayes all.  Motion carried. 


Set the date for letting of the 2014 HMA Street Overlay project:  Rob Davis motioned Dee Cook seconded to set the date for the sealed proposals for the construction of said improvements to be received by the City clerk until 7 pm on January 12, 2014 with the removal of 125th Street.  The preliminary plans and specs have a total cost estimate of $477,629.60.  After the removal of 125th Street from the project the total cost estimate is $381,737.  Ayes all.  Motion carried.


Replace Street labeling signs $967.20 for 41 signs:  Pam Cavey motioned, Dee Cook seconded to approve the replacement of the 41 signs at a total cost of $967.20.  Ayes all.  Motion carried.


Cemetery mowing options:  Pam Logue motioned, Pam Cavey seconded to send notice of termination of mowing service to Harden Lawn Service; post the notice for part-time seasonal work, review applicants and interview potential candidates.  As an alternative back up plan a contract could be entered into with Manpower to supply laborers to use city owned equipment.  Ayes all.  Motion carried.


Water Distribution grade 2 testing completed:  Nick Lange has attained his Grade 2 Water Distribution certificate.  Pam Cavey motioned, Rob Davis seconded to award a 50 cent increase in pay for attaining ˝ of the Grade 2 water certification effective October 16. (2014-26) Ayes all.  Motion carried.


Leaf pickup:  Council reviewed information on a leaf vacuum demo at a current price of $15,000.  The current street sweeper hose is too large/heavy to handle, unclear on availability of alternative hoses.  Council directed that leaves be picked up with the street sweeper the best we can and stated that city will not be hiring a contractor to pick them up this year.  Residents may take them to the area at the city shed, they may burn them (however, not on the street), or mulch them back into the lawn.


Committee Reports:  The “Welcome Sign” installation is in the process of having the holes drilled for the cement to be poured.


Correspondence was received from Joyce Pisark regarding the dust control on 125th Street and council member Cavey indicated that she had communicated with Mrs. Pisarik about her concerns.


Set next regular meeting date: 11-10-14


Mayor Comments:  None.


ADJOURN:  There being no further business to come before the Council at this time, council member Rob Davis motioned, Dee Cook seconded, to adjourn the meeting at 9:13 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

Linda K. Coppess, MMC                                    Larry Butler, Mayor

City Clerk/Finance Officer