Minutes City of Mechanicsville


December 10, 2012


The Mechanicsville City Council met in regular session on Monday, December 10, 2012 at City Hall.  Mayor Boyd A. Stine called the meeting to order at 7:00 p.m.   Council members present for roll call were Pam Cavey, Calvin Paup, Deanna Cook, Rob Davis, and Pam Logue.  Others present included Alan Zerbe, Jim Barber, Lonni Koch, Doug Wolf, Doug Cook, Ashley McCormick, Dan Paidar, Bobby Kaufman, Angie Entwisle, Jen Smith, Amanda Smith, and Shelise Parsley.


Receive visitors/public comment: Dan Paidar requested council to review a recent utility bill that he has not paid due to him disputing the accuracy of the meter reading for one month.  Lonni Koch also spoke on behalf of Jake Koch and stated that he had 3 months of readings being disputed.  Zerbe was asked to contact the vendor for additional information on testing that can be done on the meters to test for accuracy.


Bobby Kaufman, Iowa State House Representative, provided introduction and information on his plans to vote for things that are good for Cedar County, things that are good for small towns, and plans to remain accessible and available to Cedar County voters.


LIAH Preschool Community Involvement, Amanda Smith, Secretary; Jen Smith President; and Angie Entwisle, Treasurer were present to provide information regarding the Love Is A Hug Preschool program and to provide awareness of the Before and After School Program and to seek ways to collaborate with the city to ensure the sustainability of an essential community service.


Shelise Parsley, CCEDCO, Executive Director, introduced herself and shared her 5 year strategic plan with the council.


CONSENT AGENDA:  Pam Logue motioned, Pam Cavey seconded to approve the consent agenda including the agenda, minutes from 11/13/12, finance reports, annual report, claims, and partial pay estimate number 2 for Horsfield Contracting.  Roll call vote: Ayes: Logue, Davis, Cook, Paup, and Cavey. Nays: None. Motion carried.


The claims approved were as follows:

ACCO                                               CHEMICALS                                              $417.80

AGVANTAGE FS INC                               VEHICLE OPERATIONS                               $3,788.35

AIRGAS NORTH CENTRAL                        OPERATING SUPPLIES                                  $101.58

ALLIANT ENERGY                                  ELECTRIC/GAS EXPENSE                            $5,669.84

AMAZON.COM                                     LIBRARY MATERIALS                                   $324.38

BARNES & NOBLE                                  OPERATING SUPPLIES                                  $179.00

BLOOMBERG BNA                                  OPERATING SUPPLIES                                   $66.00

BOUND TREE MEDICAL                           OPERATING SUPPLIES                                   $76.78

BRIDGE COMMUNITY BANK                      POSTAGE/SHIPPING                                    $394.27

CAR QUEST AUTO PARTS                        MINOR EQUIPMENT                                      $26.37

CASEYS GENERAL STORE                        MEETINGS & CONFERENCES                          $925.85

CEDAR CHIROPRACTIC                                DEPOSIT REFUND                                          $50.00

CEDAR COUNTY SOLID WASTE                 PAYMENTS TO OTHER AGENCIES                  $1,008.00

CHASE CARD SERVICES                          POSTAGE/SHIPPING                                    $152.32

CHILDRENS PLUS INC                             LIBRARY MATERIALS                                   $329.57

CJ COOPER & ASSOCIATES INC                MEDICAL/WELLNESS EXPENSE                          $52.00

CONSUMER REPORTS                            SUBSCRIPTION & ED MATERIAL                        $29.00

COOK, DOUG                                      TRAINING                                                $328.50

DANS TIRES & MORE                             VEHICLE REPAIR                                      $1,333.62

DAVE SCHMITT CONSTRUCTION CO I         OTHER CAPITAL EQUIP                              $1,750.00

DOHMEN, JACOB                                         DEPOSIT REFUND                                           $50.00

DORSEY & WHITNEY                              LEGAL EXPENSE                                       $5,000.00

ENTWISLE, ANGIE                                 JANITORIAL EXPENSE                                  $330.00

GALLS                                               OPERATING SUPPLIES                                  $169.92

GRONEWOLD TILING AND EXCAVATIN         OTHER PROF SERV EXP                                $774.06

HARTMAN, JUDY                                  OPERATING SUPPLIES                                   $86.21

HAWKEYE INTERNATIONAL TRUCKS           VEHICLE REPAIR                                        $459.40

HORSFIELD CONTRACTING                      STORM DRAINAGE                                $156,219.07

INSTACODE INSTITUE                            MINOR EQUIPMENT                                     $179.00

ION EXCHANGE INC                               GROUNDS MAINTENANCE & REPAIR                  $19.21

IOWA ONE CALL                                   OTHER PROF SERV EXP                                  $18.00

IWIRELESS                                         TELECOMMUNICATIONS                                 $57.86

JOHN DEER FINANCIAL                          MINOR EQUIPMENT                                      $17.70

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

KEYSTONE LABORATORIES, INC                OTHER PROF SERV EXP                                $217.10

KOCHS SERVICE & SUPPLY LLC                  MINOR EQUIPMENT                                     $375.70

MCCORMICK, ASHLEY                            TRAINING                                                $180.00

MECHANICSVILLE TELEPHONE CO              TELECOMMUNICATIONS                               $311.81

MISSISSIPPI VALLEY PUMP                       OTHER PROF SERV EXP                                $426.60

ODD JOBBER                                       GROUNDS MAINTENANCE & REPAIR              $5,650.00

P & K MIDWEST                                    VEHICLE REPAIR                                        $156.12

PEOPLE                                             SUBSCRIPTION & ED MATERIAL                        $44.50

QUILL                                               OFFICE SUPPLIES                                        $84.76

SANDRY FIRE SUPPLY LLC                       MINOR EQUIPMENT                                     $872.00

SHEPLEY PHARMACY                              OPERATING SUPPLIES                                     $5.46

TARGET                                             OPERATING SUPPLIES                                  $449.30

TECHSOUP GLOBAL                               OFFICE SUPPLIES                                        $22.00

TIPTON CONSERVATIVE & ADVERTIS          PRINTING & PUBLISHING EXP                         $215.22

US CELLULAR                                      TELECOMMUNICATIONS                                 $64.50

WALMART                                          OPERATING SUPPLIES                                   $37.37

WEBER, WENDY                                           DEPOSIT REFUND                                           $50.00

WELLMARK BC BS                                 GROUP INSURANCE                                  $2,953.20

ZOLL MEDICAL CORPORATION                 OTHER CONTRACTUAL SERVICE                   $1,966.41

PAYROLL                                                          WAGES                                                               $12,903.12


Total Receipts and Disbursements for month of November by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Ball Park Fund



Ambulance Trust



Fire Trust



Debt Service



Capital Project



Perpetual Care



Water Utility



Sewer Utility



Solid Waste



Storm Water Utility



Water Sinking Fund



Water Deposits





Fire Report:  Lonni Koch reported 3 fire calls including a Mutual Aid with Lisbon for a trailer fire, 11/30 Motor vehicle accident, and 12/3 control burn of the ditch on X-40.  The new fire tanker arrived on 11/30 and volunteers are working to get it put into service by transfer equipment and doing training on it.  Four nozzles were requested at a cost of $370 each, Doug Cook requested mileage of 730 miles to Laverne, Minnesota to pick up the new fire truck, a pair of fire boots at a cost of $160, and discussion on adjusting the speed governor from 60 mph to 65 mph at a cost of $150 and whether the insurance company would permit and what affect it would might have on the warranty.  Calvin Paup motioned, Pam Cavey seconded to approve the fire report. Ayes all.  Motion carried.


Ambulance Report: Lonni Koch reported 9 ambulance calls with 5 being advanced medical and 4 basic calls, Tammy Nehring resigned from ambulance, and requested council to approve an ambulance incentive pay package that includes $50 per shift per holiday for each person scheduled; requested that it be retroactive to last year December 1, 2011, and the per call rate to be set at $30 per call for a paramedic; $25 for an Advanced EMT, $20 for Basic EMT, and $15 for the driver and each additional crew member for a total of $13,770 before taxes. Approved by resolution 2012-14 below.


Public Works Report: Zerbe reported that the 4 inch sewer pipe patch was completed, pulled pump at lift station, storm sewer project is nearing completion; the water main valve that he wanted to try to save, needed to be removed as it was lead jointed back to the main; and snow equipment is ready.


Police Report:  Police Chief Barber reported the calls for the month which included 12 agency assists, 1 animal case, 1 arrest, 5 citizen assist, 1 harassment; 5 – 911, 2 thefts, 5 traffic stops, 2 citations and 3 warnings; 2 warnings for code violations abandoned refrigerator and illegal parking, 3 citations issued for speeding, driving while revoked, and theft.


Administration Report:  Coppess informed council of a citizen concern received on the storm sewer project which had been forwarded to the engineer to review; the narrowband radio programming is scheduled for Dec 17, IPERS Compliance review was completed and a report of no findings made.


Old Business: Review Public Works Job Description and sample interview questions.  Council discussed in more detail the entry requirements for the position including living within the city limits or willing to relocate within 6 months of hire, completing a pre-employment drug test, length of time necessary to complete Grade 1 and Grade 2 certifications.  Dee Cook motioned, Pam Logue seconded to have Coppess make updates to the job description and distribute to council members for one more review and then proceed with posting the position and accepting the applications.  Ayes all.  Motion carried. Additional interview questions would also be researched.


New business

Ball field project update and grant money (tiling, water, sewer lines):  Council discussed applying for another grant and whether matching funds would be available.  It was suggested that the recently pledged funds could be used as the match for 2013 application.  The tiling was installed by Gronewald Tiling and Excavating with the labor being donated, and information had been requested from the engineers regarding alternative sizing for the water and sewer pipes of which it was determined that the sewer would stay at 6 inches as proposed and that water could be reduced from a 4 inch service line to a 2 inch line and still have adequate pressure for watering the field and servicing a concession stand.


Proposal from Elliott Equipment regarding demo of street sweeper:  Council reviewed and discussed some possible alternatives and then Calvin Paup motioned, Dee Cook seconded, to just file the information for future budgetary use.  Ayes all.  Motion carried.


Resolution 2012-14 to Change the rates for the Stipend/incentive program for Mechanicsville Ambulance Personnel:  Council added a statement to clarify that if ambulance personnel terminate prior to December the incentive payment will still be made to them, but will be held if equipment has not been returned, students will start earning incentive pay upon completion of certification and they are able to stand on there own merit.  Dee Cook motioned, Pam Cavey seconded to approve the resolution as modified.  Roll call vote:  Ayes:  Davis, Cavey, Paup, Logue, and Cook.  Nays:  None.  Resolution adopted.


Council further discussed the existing holiday pay policy as well as on call pay for other employees within the city.  Upon review of the Designated Holidays listed in the Personnel Handbook a motion was made by Pam Cavey and seconded by Calvin Paup to add the statement “Resolution 2012-14 is an exception to this policy.”  Ayes all.  Motion carried.


Resolution for mileage rate (IRS 56 ½ cents):  Council reviewed current resolution at 45 cents per mile and determine to leave it as is and not make any changes at this time.

LL Pelling Proposal:  Rob Davis motioned, Pam Logue seconded to accept the LL Pelling proposal for street seal coating.  Ayes all.  Motion carried.


Storm Sewer update on project and if council will concur with a 1 week extension: Due to the extra work of 2 additional intakes added along Cedar St near John and Jackson Street; construction required removal of buried concrete not shown on the plans, mainly as 18” thick reinforced concrete foundation wall from an old FS scale platform located in the ROW which slowed progress by about two days; unexpected wet soil conditions somewhat slowed progress at times, unexpected utility conflicts with water main and telephone cables somewhat slowed progress at times, the gas company took 1 day longer than expected to reroute a small section of gas main, the project has consistently progressed at a good pace and they intend to remain on this project uninterrupted until project is substantially complete, and extending the completion date by 1 week should not incur any damages for the City.  A change order for the extra cost of removing the concrete foundation and adjustment from estimated quantities due to some minor design changes and actual quantities required to complete the project will be prepared for next meeting.  The final construction cost should come in very close to the bid price.  Calvin Paup motioned, Rob Davis seconded to concur with giving a 7 day extension to Horsfield at no additional charge.  Ayes all.  Motion carried.


Committee Reports: 

Preliminary Library budget was looked at with Pam Cavey being asked to gather more information about the needs of the building for foundation repair, painting on the outside, and some trim work inside that has been damaged.  Inquiry was made on the status of getting security window installed.


Correspondence:  Copy of the letter from IPERS Compliance Review was shared.


Set next regular meeting date: Monday, January 14, 2013


Mayor Comments: None.


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 10:15 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

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

City Clerk/Finance Officer