Minutes City of Mechanicsville


November 12, 2013


The Mechanicsville City Council met in regular session on Tuesday, November 12, 2013 at City Hall.  Mayor Boyd Stine called the meeting to order at 7:00 p.m.  Council members present for roll call were Rob Davis, Calvin Paup, Pam Cavey, Pam Logue, and Dee Cook.  Others present included Don Strong, Nick Lange, Tom Albaugh, Lonni Koch, Doug Wolf, Ashley Shields, Ray Hendley, Dee Taylor, and Larry Butler. 


Receive visitors/public comment:   None.


CONSENT AGENDA:  Pam Logue motioned, Rob Davis seconded to approve the consent agenda including the agenda, minutes from 10/21/13, finance reports, claims and the annual Urban Renewal Report Fiscal year 2012-2013.   Roll call vote: Ayes: Paup, Cook, Logue, Cavey, and Davis.  Nays: None. Motion carried.


The claims approved were as follows:

AGVANTAGE FS INC                               VEHICLE OPERATIONS                                 $824.56

AIRGAS NORTH CENTRAL                        OPERATING SUPPLIES                                  $265.74

ALLIANT ENERGY                                  ELECTRIC/GAS EXPENSE                            $5,505.85

AMANDA DAUM                                           REFUND DEPOSIT                                            $50.00

AMAZON.COM                                     LIBRARY MATERIALS                                   $566.80

ARAMARK UNIFORM SERVICE                   ALLOWANCES - UNIFORMS                            $184.15

AREA AMBULANCE SERVICE                     OTHER PROF SERV EXP                                $400.00

BAKER, TERA                                      TRAINING                                                $210.00

BARBER, JAMES                                           REFUND DEPOSIT                                           $50.00

BARNES & NOBLE                                  LIBRARY MATERIALS                                   $184.71

CASEYS GENERAL STORE                        VEHICLE OPERATIONS                                 $829.00

CEDAR COUNTY SOLID WASTE                 PAYMENTS TO OTHER AGENCIES                  $1,592.00

CEDAR RAPIDS PHOTO COPY INC              OTHER CONTRACTUAL SERVICE                       $33.30

CHASE CARD SERVICES                          POSTAGE/SHIPPING                                    $216.54

CLARENCE LOWDEN SUN-NEWS & ADV        PRINTING & PUBLISHING EXP                           $90.00

DOUBLE TREE                                      MEETINGS & CONFERENCES                          $218.87

ENTWISLE, ANGIE                                 JANITORIAL EXPENSE                                  $330.00

FIRE SERVICE TRAINING BUREAU              TRAINING                                                  $50.00

GRAYBILL COMMUNICATIONS                   OPERATIONAL EQUIP REPAIR                        $133.96

HARDEN LAWN SERVICE                         OTHER PROF SERV EXP                              $2,400.00

HART-FREDERICK CONSULTANTS PC          ENGINEERING EXPENSE                             $1,296.25

IOWA FINANCE AUTHORITY                    INTEREST PAYMENTS                                   $630.00

IOWA OFFICE SUPPLY                            OFFICE SUPPLIES                                        $18.99

IOWA RURAL WATER                             OTHER CONTRACTUAL SERVICE                     $250.00

JIMS AUTO BODY                                  VEHICLE REPAIR                                        $521.29

JOHN DEER FINANCIAL                          OPERATING SUPPLIES                                   $50.47

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

KEYSTONE LABORATORIES, INC                OTHER PROF SERV EXP                                $225.50

KNUTH LAW OFFICE                              LEGAL EXPENSE                                         $270.50

KOCH, DANIEL & YOLUNDA                      TRAINING                                                $330.00

KOCHS SERVICE & SUPPLY LLC                  GROUNDS MAINTENANCE & REPAIR                 $467.22

LORD, DIANA                                              REFUND DEPOSIT                                             $3.71

MECHANICSVILLE TELEPHONE CO              TELECOMMUNICATIONS                               $355.01

MT VERNON LISBON SUN                         PRINTING & PUBLISHING EXP                           $43.50

ODD JOBS INC                                     OTHER PROF SERV EXP                              $1,600.00

QUILL                                               OFFICE SUPPLIES                                        $91.98

SEEHUSEN INSURANCE AGENCY                INSURANCE EXPENSE                                  $100.00

SHEPLEY PHARMACY                              OPERATING SUPPLIES                                  $186.80

SHIELDS, ASHLEY                                 TRAINING                                                $280.00

TIPTON CONSERVATIVE & ADVERTIS          PRINTING & PUBLISHING EXP                         $335.52

TUMBLEWEED PRESS INC                        SUBSCRIPTION & ED MATERIAL                      $299.00

US CELLULAR                                      TELECOMMUNICATIONS                               $168.69

US POST OFFICE                                  POSTAGE/SHIPPING                                      $80.00

WALMART                                          OPERATING SUPPLIES                                   $68.38

WELLMARK BC BS                                 GROUP INSURANCE                                  $3,480.54

WENDLING QUARRIES INC                      OTHER SUPPLIES                                        $244.53

WOLF, DOUG                                      TRAINING                                                $210.00

PAYROLL                                                          WAGES                                                                 $8,514.20


Total Receipts and Disbursements for month of October by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Ball Park Fund



Ambulance Trust



Debt Service



Perpetual Care



Water Utility



Sewer Utility



Solid Waste



Storm Water Utility



Water Deposit






Fire Report:  Lonnie Koch introduced Ray Hendley as a new volunteer and reported 7 fire calls including 10/14 truck fire on Hwy 30; 10/16 CO2 alarm, 10/25 Train Engine Fire, 10/26 Field Fire, 11/2 Field fire, 11/10 MA Lisbon house fire, and 11/11 EMS assist.  The Fire Department annual banquet will be Dec. 2 The officers for 2014 are: Fire Chief Lonni Koch, 1st Assistant Matt Shields, 2nd Assistant Matt Moravek, 3rd Assistant Jake Koch, President Nate Baker, VP Dan Paidar, Secretary Amy Heinen, Treasurer Ron Baker, FD Training Ashley Shields.   The seat latch on 168 isn’t holding and will need to be repaired.  Calvin Paup motioned, Pam Cavey seconded to approve Ray Hendley as a new member and the fire report.  Ayes all.  Motion carried. 


Ambulance Report: A total of 15 ambulance calls were reported.  Lonni Koch requested approval to purchase a used Zoll “E” monitor at $1700 from Lisbon FD and additional supplies at a cost up to $500 which includes 2 EZ-IO.  To upgrade the Zoll monitor so that it will be the same as A-3, it will cost $9,436 plus 2 batteries at a cost of $120 each.  A new monitor was estimated to cost $25,000.  Pam Logue motioned, Dee Cook seconded to approve the purchases and trading in the existing monitor from A-9 for a $2,000 credit.  Ayes all.  Motion carried.


Public Works Report: Nick Lange and Tom Albaugh reported doing the fall pickup, winterizing the park shelter, Rotor rooter cleaned the trash basket, and the water shut off valves in preparation for the fire hydrant repair, and reported looking at the used street sweeper. The used sweeper could be purchased for $70,000 less $5,000 trade in plus $8,450 for the heavy duty hydraulic hose for the back.  The truck will have new tires on it, vacuum head under the truck, curb broom, new hydraulic motor, pressure washer wand.  Rob Davis motioned, Pam Logue seconded to purchase the used truck after the refurbishing has been completed.  Ayes all.  Motion carried.


Police Report:  Chief Donald Strong reported 4 speeding citations, 3 warnings, 1 insurance, 3 warnings, 2 child restraint warnings, 1 no registration, 1 obstructed window, 2 other equipment violations; 6 parking citations, 1 motorist assist, 1 arrest on warrant; 1 animal at large and re-secured; 3 residential nuisance complaints; 1 stolen vehicle report; Trunk or Treat attended; and Halloween handed out candy from police car and watched traffic for child safety.  Chief Strong also informed council about some repair work needed on the police car and provided information about the reserve officer program of which a policy will be written for review at the next meeting.


Administration Report:  Coppess reported that the ECICA meeting will be in Dubuque on November 21, the Cedar County Clerk’s meeting will be in Bennett on 11/19, and shared information on the Sign Replacement grant program that is available with additional types of signs being added this year and includes posts.


Old business discussion and possible action on:

Resolution setting the date, time, place for public hearing for lease/sale of city property:  Council reviewed draft of proposed resolution with the city attorney’s statement that the city needs to add information that states “the city proposes to <lease/sell> to <whom>  the 42x50 parcel located at <legal description> at  <$ price>.”   The city needs to determine what it is worth and whether the party is interested under those terms. Pam Logue motioned, Pam Cavey seconded to request clerk to research market value of parcel and contact Mr. Bonser to determine if still interested.  Ayes all.  Motion carried.


Information on Lagoon sludge and removal of old curtain and income survey being sent out:  Council reviewed information from Engineer Randy Krutzfield regarding the patented Submerged Attached Growth Reactor (SAGR) system, as was recently installed in Walker, Iowa.  The SAGR system has been shown to further nitrify some of the ammonia in the effluent from conventional aerated lagoons during cold weather in pilot studies in Canada.  HFC has been aware of the SAGR system, but deemed its long term track record and maintenance requirements to be unproven.  At the City's request, HFC has taken another look at this option.  A review of the depth of the sludge was also done based on information provided by Iowa Rural Water and it was noticed that the removal of the old curtain that separates cell 2 should be taken out when the sludge is removed.  Sludge depth varies from 33 inches to 20 inches.  The design allows it to operate at up to 24 inches. Coppess also reported that the income surveys were mailed out and are in the process of being returned.   Council requested additional information on whether city would benefit from doing only one cell now and if it would need to be done again during the construction process of the proposed improvements.  Samples should be taken to determine the rate at which the sludge can be applied and approval by the DNR on the location to apply it.


Proposal to repair fire hydrant:  JJJ Enterprises provided a quote to replace/repair the hydrant near Malaby’s at a cost of $980 utilizing a hydrant we already have on hand.  Pam Cavey motioned, Rob Davis seconded to approve.  Ayes all.  Motion carried.


Proposal to repair sewer pipe in alley North of Second Street between Cherry and Linn Street:  Rob Davis motioned, Pam Cavey seconded to approve the repairs with one at $4,265 and a second at $2,234 as provided by JJJ Enterprises.  Ayes all.  Motion carried.  It was noted that any additional materials or rock would be extra.


New Business discussion and possible action on:

Unwritten policy regarding residency requirement for police chief:  Council reviewed correspondence from realtor and stated that historically the preference is for the police chief to live in and become a member of the community.  Calvin Paup motioned, Dee Cook seconded to table taking any formal action to change at this time.  Ayes all.  Motion carried.


Resolution 2013- 15 setting public works director wage:  Pam Cavey motioned, Dee Cook seconded set to the wage at $17.50 per hour with a review in 90 days.  Roll Call:  Ayes: Paup, Cook, Logue, Cavey, and Davis.  Nays: None. Motion carried.


Resolution 2013-16 establishing bonus pay for assistant public works at the amount of $400: Pam Logue motioned, Pam Cavey seconded to approve additional one-time pay of $400 for Tom Albaugh.  Roll Call:  Ayes: Cook, Logue, Cavey.  Nays: Davis and Paup. Resolution adopted.


Tree removal bids:  Two bids were received and filed by the published deadline, an additional one was hand delivered by Cy Frommelt to the Mayor tonight was not considered timely filed and returned unopened.  Upon the opening of the two timely filed bids, Calvin Paup motioned, Pam Cavey seconded to accept the bid from Odd Jobber in the amount of $1,700.  Ayes all.  Motion carried.  The other timely filed bid was from EC Inc. in the amount of $9,600.


Option to set a date for Trees Forever program to answer questions on Ash Tree’s:  Council requested clerk to set up a time for a public informational meeting to be held at the Memorial Building during December with information to be provided by Trees Forever.


Committee Reports: None.


Correspondence was received from Stan Lewis regarding nuisance abatement.  Dee Cook motioned, Pam Cavey seconded to extend the abatement period until December 1.  Ayes all.  Motion carried.


It was noted that Santa is scheduled to come to the fire station on December 21.


Set next regular meeting date: 12/9/13


Mayor Comments: None.


ADJOURN:  There being no further business to come before the Council at this time, council member Calvin Paup motioned, Rob Davis seconded, to adjourn the meeting at 8:45 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

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

City Clerk/Finance Officer