City of Mechanicsville

REGULAR COUNCIL MEETING

November 12, 2007

 

The Mechanicsville City Council met in regular session on Monday, November 12, 2007 at the Memorial Building. Mayor David L. Furry called the meeting to order at 7:00 p.m.  Council members present for roll call were Jeff Christianson, Larry Beck, Thomas Hall, and Bryan Lovell.  Pam Logue-Newcomb was absent.   Others present included Jim Barber, Alan Zerbe, Rhett Taylor, Sherie Paup, Maurice Ford, Laurie Jewell, Doyle Pickering, Joe and Donna Paidar, Lester Gene Brown, Russ Moravek, Carla Barnhart, Chris Yancey, Diane Griffith, John Deahl, Jim Roth, Deb Himes, Margaret Glover, Luella Scott, David Willis, Tim Crabb, ECIA and Mark Jobgen, IIW Engineers.

 

OPPORTUNITY for any citizen present to discuss items not on the agenda: Chris Yancey asked if the leaf pick up was done. Response was that it will probably continue for another 2-3 weeks. Margaret Glover thanked the community for the volunteer participation in the benefit that was held this weekend.  It was very much appreciated.  Gene Brown inquired about checking with other towns and how many elderly people can’t push the big containers out to the street, it may be a burden for them. Also asked if it was necessary to buy a separate truck?  Response was that the current truck is not big enough to add a 20 yard packer on to it without stretching the frame.

 

CONSENT AGENDA: Bryan Lovell motioned, Larry Beck seconded to approve the minutes from 10/8/07, finance reports including previous months treasurers report, and claims. Roll call vote: Ayes:  Christianson, Beck, Hall, and Lovell.  Absent: Logue-Newcomb.  Nays: None.  Motion carried.

 

The claims approved were as follows:

TREAS, STATE OF IOWA

LCL OPT TX

1,017.00

DARCIE DEWAR

REFUND DEP

50.00

RICH HAINSTOCK

REFUND DEP

50.00

BRIAN DANLEY

REFUND DEP

50.00

ELIZABETH IDLEWINE

REFUND DEP

50.00

CRYSTAL DARLING

REFUND DEP

50.00

MAUREEN GAGE

REFUND DEP

50.00

DAWN HART/ROBERT HINDS

REFUND DEP

50.00

TERTIUS NULSEN

REFUND DEP

50.00

BRIDGE COMMUNITY BANK

POSTAGE

111.14

SHEPLEY SNYDER PHARMACY

MED SUPPLY

139.49

SUMMIT SUPPLY CORP.

CAPITAL EQ

862.00

IA ONE CALL

TEST FEES

33.30

ALERT-ALL CORPORATION

OP SUPPLY

276.00

PAYROLL

WAGES

6,290.64

WELLMARK

HEALTH INS

2,603.12

INTL REVENUE SERVICE

FICA/MC

3,764.16

I P E R S

IPERS

1,740.21

DOUG BEAN

HOUSING REHAB

24,835.00

CEDAR COUNTY RECORDER

HOUSING REHAB

81.00

US POSTAL SERVICE

POSTAGE

125.32

US POSTMASTER

TEEN READ

75.09

BRIDGE COMMUNITY BANK

MISC CONTR

20.76

ADVANCED WATER TECH.

OP SUPPLY

336.20

AIRGAS, INC.

MED SUPPLY

120.43

ALLIANT ENERGY

UTILITIES

4,849.26

ARAMARK UNIFORM SERVICE

CLOTH ALLOW

166.02

CEDAR CO. SOLID WASTE

FEES LANDFILL

1,440.00

CR PHOTO COPY

MAIN/EQUIP

69.01

DANS TIRES AND MORE

VEH REPAIR

15.00

FRIENDS OF THE ANIMALS

CONTR FEES

150.00

IOWA WIRELESS

TELEPHONE

97.51

JOHNSON CO REFUSE INC

RECYCLING

2,232.50

KOCH'S PAINT & LUMBER

BLDG MAINT

392.34

MECHANICSVILLE TELE. CO.

TELEPHONE

286.53

QUILL CORPORATION

OFFICE SUPPLY

62.71

SHIRTS-N-STUFF

MAC TSHIRTS

1,890.00

WALMART

OFFICE SUPPLY

16.46

US POSTAL SERVICE

OFFICE SUPPLY

70.00

WHITE'S REPAIR SHOP

VEH REPAIR

489.72

IOWA FINANCE AUTHORITY

INTEREST

4,853.75

CONSERVATIVE PUBLISHING

PUBLICATION

256.02

CASEY'S GENERAL STORE

VEH SUPPLY

101.07

KEYSTONE LAB, INC

TEST FEES

244.80

QUILL CORPORATION

OFFICE SUPPLY

80.09

AREA AMBULANCE

MUTUAL AID

64.38

RON BAKER

MAIN/EQUIP

77.50

AIRGAS, INC.

MED SUPPLY

231.88

SHEPLEY SNYDER PHARMACY

MED SUPPLY

7.64

AGVANTAGE FS INC.

VEH SUPPLY

1,120.55

WALMART

OP SUPPLY

27.77

PAYROLL

WAGES

6,127.18

SHIRTS-N-STUFF

MAC TSHIRTS

811.50

TARGET

TEEN READ

151.14

BUBBA'S

TEEN READ

32.00

IA OFFICE SUPPLY

SUPPLIES

61.98

PENWORTHY

BOOKS

281.31

EAST CENTRAL LIBRARY SER

LIB VIDEO

2.00

AMAZON.COM

BOOKS

298.88

MECHANICSVILLE TELE. CO.

TELEPHONE

28.83

IA CODIFICATION, INC.

CODIFICATION

147.50

SEEHUSEN INS. AGENCY,INC

INSURANCE

100.00

KEITH WHITLATCH-LIONS CL

RECREATION

125.00

IOWA LEAGUE OF CITIES

CONFERENCE

30.00

 

Total Receipts and Disbursements for month of September by fund

 

Fund

Receipts

Disbursements

Agency-Water

128.90

 

Ambulance Trust

2,956.05

18446.77

Fire Trust

141.72

 

General

20,708.83

21,751.09

Library Trust

11.00

 

Perpetual Care

90.00

 

Road Use Tax

8,470.10

6,332.10

Sewer Utility

5,740.29

5,958.87

Solid Waste

7,458.31

8,091.75

Special Revenue

5,632.98

5,731.37

Employee Benefit

3,023.16

 

Water Utility

8,276.31

6,267.59

 

 

Total Receipts and Disbursements for month of October by fund

 

Fund

Receipts

Disbursements

Agency-Water

364.75

514.75

Ambulance Trust

4,664.26

543.89

Fire Trust

1,119.81

 

General

74,085.78

44,944.62

Library Trust

29.19

500.00

Road Use Tax

8,921.98

3,726.48

Sewer Utility

6,568.85

4,701.20

Solid Waste

8,347.22

6,088.71

Special Revenue

5,632.98

 

Employee Benefit

9,986.88

3,338.07

Water Utility

8,768.76

3,484.59

Water Sinking Fund

2,500.00

 

 

 

 

Public Hearing for the purpose of soliciting written and oral comments on the City’s proposed Iowa Department of Economic Development Housing Fund Grant application.  The grant application proposes to provide rehabilitation assistance to homeowners within a target neighborhood.  Tim Crabb, with ECIA covered the following topics:  How were needs for the proposed application identified? The needs were identified by the Mechanicsville Housing Rehab Committee, a windshield survey of the City, a list of interested households requesting rehabilitation assistance, and direction provided by both City staff and elected officials.  How will proposed activities be funded and source of funds? The proposed program will be funded with $355,990.00 in IDED Housing funds plus up to $10,000.00 of local effort that will be used for sidewalk improvements.  The total budget will be $365,990.00. Date application will be submitted? The application will be submitted to IDED no later than  November 30, 2007. Amount of IDED Housing Funds. The amount of IDED Housing funds is $355,990.00. Estimated portion of funds benefiting LMI persons. 100% of the funds will benefit LMI persons. Where will the proposed activities will take place. Within a designated target area defined as the area North of South Street and South of Reader/4th Street and from East to West within the community.  Plans to minimize displacement of persons and businesses:  The program, by design, will displace no one.  However, if lead paint is presumed to be present, grant funds will be available to temporarily relocate households until the lead hazard reduction work is complete as determined by lead dust sampling by a State licensed lead Visual Risk Assessor/inspector. Plans to assist any persons displaced:  Should the City be required to provide relocation assistance, the City will comply with the Uniform Relocation Act and Section 104(d) of the Housing and Community Development Act of 1974, as amended.  The Nature of the proposed activities: The proposed activities consist of the rehabilitation of 10 owner occupied houses within the designated target within the City limits of Mechanicsville. No other comments were received from those present.  It was motioned by Larry Beck, seconded by Jeff Christianson to close the public hearing.  Ayes all. Motion carried.

 

Bryan motioned to open the Public Hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the First Street Improvement Project, 2008, and Jeff seconded.  Mayor Furry opened the public hearing in accordance with the provisions of Chapter 384, Code of Iowa, and council heard comments from Doyle Pickering who handed a packet of information concerning the rules and guidelines for assessing a street project and stated that the project needs to be assessed to the property owners.  Chris Yancey asked about whether there was a grant involved with this street project of which the response was no.  Russ Moravek stated that every property owner has been assessed for footage, why should we pay for his street? He further stated that he had driven the street and didn’t see anything wrong with it.

 

Coppess provided information on the project cycle beginning with the P&Z’s report on the top 10 needs of the community (Nov 2003)  which included improving the entrances to town.  The city has completed many improvements along the Hwy 30 corridor (mostly nuisance abatements) along with private property owners making improvements. The city proceeded with adding a shoulder on the west side of X-40 and resurfaced it paying for those improvements out of the Road Use Tax Fund.  The city then began to look at the West end of First Street and determined that the 18 foot wide roadway should be widened to 32 foot to match the width of the street at Washington and the alignment with the county gravel road.  Two cost estimates were originally  requested from the engineers with the first being to widen the road and include curb and gutter to the city limits, and the second was to widen the road and include curb and gutter for 245 feet (to the edge of the developed property).  At this point, Mark Jobgen, IIW Engineers added that the 2006 traffic count from the IDOT reflects an average daily traffic count of 670 vehicles on First Street west of Madison Street.  He also provided additional information about the assessment process in that if a project is going to be assessed there are other procedures to be followed.  Jan Kuda inquired about whether there would be enough funds to also do the gravel road on 125th and about how the kids were going to get to the new school. (No cost estimates have been requested for this project or decisions made on what type of improvements should be made to 125th.) It was also clarified that The Safe Routes to School Grant application is what the city applied for in order to get assistance for improving the sidewalks/walkway to the new school.  The grant that was applied for has nothing to do with improving the actual roadway on 125th Street. Other concerns expressed about how the kids were going to get to the new school with out having continuous sidewalks throughout town. Further comments and opinions received included that RUT should not be used to improve First Street, it should be assessed; improving 125th Street should be a priority, if 1st Street is assessed why wouldn’t 125th Street be assessed?  There being no further comments a motion was made by Tom Hall, seconded by Bryan Lovell to close the public hearing.  Ayes all.  Motion carried and the hearing was closed a 7:52 p.m.

 

DEPARTMENT REPORTS:

 

FIRE DEPARTMENT REPORT:  Fire Chief Rhett Taylor reported doing hose, pumper, and search and rescue training on October 15, 2007 with 16 members.  The department had one car/deer accident and one grass fire at the school that they responded to.

 

Ambulance Report: Sherie Paup reported a total of 23 calls with 18 being medical and 5 traumas. Four were mutual aid calls with Olin, Clarence and Stanwood, 2 refusals, and 1 tier with rescue 57 and 1 with Area Ambulance.   

 

Mayor Furry also provided an update about the EMA/911 board looking at the purchase of a GIS system and equipment for each town for use in Fire, Ambulance, and Police vehicles to provide information on how to get to the location of the call.  He also reminded the departments about the upcoming Community Foundation of Cedar County grant cycle.

 

Police Report:  Police Chief Jim Barber presented the council with his written report of activity for the month which included 1 accident, 22 agency assists; 3 animal cases; 1 arrest; 2 motorist assist; 3 citizen assist, 1 fire dept assist,  7- 911,  1 theft; 9 traffic stops with 9 warning, in addition to 3 abatements filed, and 3 code violations  for illegal parking, dog at large, curfew violation, bad check notice served, and one citation issued for dog at large.

 

Public Works Report: Zerbe reported that the Fall Clean Up was completed, the control board at the lift station has been reprogrammed and is working much better, and the issue with the float also seems to be resolved and has not been getting caught.  He also submitted 2 proposals for council to review on options for replacing the garbage truck and is expecting a third one to arrive.

 

Administration Report:  Coppess reported that IPERS is undertaking an extensive redesign of their computer system and will be doing training in March and April 2008, the budget forms will have significant changes for all cities due to HF923, Iowa Code Section 403.23 has been repealed (TIF), the LOSST Special Election Results Public Measure K was approved with 60 yes votes and 25 no, the wooden pole at St. Mary’s is being replaced with a metal pole.  She also requested vacation days for November 14 and 23 and to attend the ECICA Meeting on November 28 in Dubuque.  Larry Beck motioned, Tom Hall seconded to approve the requests.  Ayes all.  Motion carried.

 

Old Business:

Discussion and possible action on:

 

Update Cemetery Rules and Regulations:  Bryan Lovell motioned, Jeff Christiansen seconded, to add a statement to the current cemetery rules and regulations stating that that the cemetery shall have 0% obligation in the event that interment spaces, memorials or memorilizations are damaged or defaced by acts of vandalism.  Ayes all.  Motion carried.

 

Resolution 2007- 22 approving the application form to be used for sidewalk permits: Tom Hall motioned, Larry Beck seconded to approve the resolution on the policy and form to be used for obtaining a sidewalk permit.  It includes adding the statement to the permit that the homeowner will comply with all the ordinances and requirements of the City of Mechanicsville, the applicant has received a copy of the Sidewalk ordinance, applicant understands that failure to obtain approval of the set forms prior to pouring the cement will result in the property owner being responsible for tearing out and redoing if not done according to ordinance, a signed permit will release the property owner from incurring the expense to redo, the applicant will submit a form prior to starting construction, follow up with a phone call upon completion of the forms being set (48 hour notice), city will inspect and if approved sign off and give resident a copy, returning the original to city hall to be filed for 1 year.

Upon calling for a roll call vote: Ayes: Beck, Hall, Christianson, and Lovell.  Nays: None.  Absent:  Logue-Newcomb.  Resolution adopted.

 

New Business:

DISCUSSION AND POSSIBLE ACTION ON:

 

Resolution 2007-23 authorizing the mayor to sign the renewal contract for the health /dental insurance whereas, to provide a group family health and dental plan for the full time employees effective with the employees date of hire was approved with a motion by Bryan Lovell, and seconded by Larry Beck. Roll call:  Ayes:  Beck, Hall, Christianson, and Lovell.  Nays: None.  Absent:  Logue-Newcomb.  Resolution adopted.

 

Resolution 2007- 24 adopting supplement to Code of Ordinances:  Whereas, the City of Mechanicsville is required to maintain its code of ordinances and the supplement record to update the Code of Ordinances for Ordinances numbered 204-215 has been provided and is hereby adopted and directed to be placed in the Code of Ordinances.  Motioned by Larry Beck, seconded by Bryan Lovell to adopt the resolution.  Roll Call:  Ayes:  Beck, Hall, Christianson, and Lovell.  Nays: None.  Absent:  Logue-Newcomb.  Resolution adopted.

 

Resolution 2007-25 adopting the updated personnel handbook: Whereas previous changes have been directed to be incorporated into the personnel policy and a new internet and acceptable use policy template has recently been received and is hereby approved and shall also be incorporated into the pages at this time and include an update to the index.  Tom Hall motioned, seconded by Jeff Christianson, to adopt the updated version of the handbook.  Roll call:  Ayes:  Beck, Hall, Christianson, and Lovell.  Nays: None.  Absent:  Logue-Newcomb.  Resolution adopted.

 

Ordinance 216 Speed zone on N Elm Street, currently 35 mph reduce to 25 mph for the school zone:  Motion to approve the first reading of ordinance to modifying the special speed restrictions in chapter 63.03 to be 25 mph on N Elm Street from East Fourth Street to the north City limits was made by Larry Beck, seconded by Jeff Christianson.  Ayes all.  Motion carried.

 

Motion to waive the 2nd and 3rd reading was made by Larry Beck, seconded by Tom Hall.  Ayes all.  Motion Carried.

 

Motion to adopt the ordinance was made by Larry Beck, seconded by Tom Hall.  Roll call:  Ayes:  Beck, Hall, Christianson, and Lovell.  Nays: None.  Absent:  Logue-Newcomb.  Ordinance adopted.

 

Ordinance 217 No parking on 125th Street modifying the ordinance on No Parking Zones to include 125th Street on both sides from Elm Street East to the City Limits. Motion to approve the first reading was approved by Tom Hall, seconded by Larry Beck.  Ayes all.  Motion carried.

Motion to waive the 2nd and 3rd reading was made by Larry Beck, seconded by Tom Hall.  Ayes all.  Motion Carried.

 

Motion to adopt the ordinance was made by Larry Beck, seconded by Tom Hall.  Roll call:  Ayes:  Beck, Hall, Christianson, and Lovell.  Nays: None.  Absent:  Logue-Newcomb.  Ordinance adopted.

 

Request to purchase post/signs:  Zerbe requested to purchase square tubing for the posts for the signs at an approximate cost of $1619.  Motion to approve the purchase was made by Larry Beck, seconded by Tom Hall.  Ayes all.  Motion carried.

 

Request to repair/replace post office door & tile in front of door:  Council directed Zerbe to look at.

 

Housing Rehab Grant Application:

            Community development and Housing Needs Assessment was reviewed and approved with a motion by Bryan Lovell, seconded by Larry Beck.  Ayes all.  Motion carried.

 

Resolution 2007-26 pledging local funds for housing rehab and approving housing rehab grant application:  Motion was made by Larry Beck, seconded by Jeff Christianson to approve the housing rehab grant application. .  Roll call:  Ayes:  Beck, Hall, Christianson, and Lovell.  Nays: None.  Absent:  Logue-Newcomb. 

Resolution adopted.

 

2008 First Street Improvements:

 

Doyle Pickering presented a petition referencing the West First Street project, stating that cost should be assessed to the property owners and not paid for out of road use tax.  Pickering presented a petition containing 339 signatures and indicated that they want the cost of street improvements assessed back to property owners.  He had also spoke with Senator Hahn about this and received information for an assessment.  Mark Jobgen, IIW also explained that due to half of this project abutting agricultural land, any and all assessments can be deferred for up to 10 years and if it is not developed within the 10 years it will not be collected by the city.  Council will research the communication that went along with obtaining the signatures on the petition. No action taken.

 

2008 First Street Improvement resolution approving the form of contract, designs and specifications, setting the date for the letting of the bids for the improvements:  Council did not take any action on this item but did discuss that the street improvement on the west end is a safety issue as there have been two recent accidents in this area, the road should be made to fit current conditions as the vehicles are bigger today than what they were in 1924 when the road went in and when it was originally assessed.  Also the farm equipment and trucks are much wider today than they were years ago.  

 

Street Officers Perspective on the War on Terrorism and Russia School Takeover for law enforcement, fire personnel, elected officials and school administrators:  Mayor Furry and Chief Barber will be attending.

 

Municipal Leadership Academy seminar- brochures were distributed to the council members.

 

Proposals received for garbage truck replacement:  Will wait until the third proposal is received to discuss any further.

 

Committee Reports:  None.

 

Correspondence: Grant Wood Area Chapter of the Red Cross provided invitation to become one of the designated shelter sites for Cedar County. No action taken.

 

Union Pacific RR response-Request to leave one entrance open for emergency vehicles was acknowledged by UP.

 

Mayors Comments: Reported that the 911/EMA is working on a job description for one full time position and will be meeting Wednesday night.

 

Set next regular meeting date:  12-10-07 at 7:00 p.m.

 

ADJOURN:  There being no further business to come before the Council at this time, council member Lovell motioned, Beck  seconded, to adjourn the meeting at 9:15 p.m. Ayes all.  Meeting adjourned.

 

ATTEST:

 

____________________________                     _______________________________

Linda K. Coppess, CMC                                         David L. Furry, Mayor

City Clerk/Finance Officer