City of Mechanicsville


December 13, 2010


The Mechanicsville City Council met in regular session on Monday, December 13, 2010 at the Memorial Building.  Mayor Boyd A. Stine called the meeting to order at 7:00 p.m.  Council members present for roll call were Larry Beck, Calvin Paup, Deanna Cook, Carla Barnhart and Gene Brown.Others present included Alan Zerbe, Jim Barber, Tom Albaugh, Michelle Finnegan, Judy Hartman, Shannon Walshire, Lonni Koch, Don Griffith, Ashley McCormick, Rob Davis, Sherri Paup, Pam Cavey, Pat Albaugh, Doug Cook, Scott Bishop, Stephanie Kamberling, Luke Oberbreckling,Dennis Coppess, Janet Barber; Doug Simkin, City Attorney; and Jeff Kaufman.


Receive visitors/public comment:None.


Jeff Kaufman arrived around 8:15 p.m. to make his annual visit to update the council on the issues of the upcoming session.He expects a lot of time to be spent working on the budget issues.


CONSENT AGENDA: Larry Beck requested to remove the payment to Johnís Lock and Key from the Claims list for discussion under the topic on the MB keys.The ambulance incentive payments listed for resigned members was pulled for further discussion in reference to Resolution 2004 -17. Deanna Cook motioned, Carla Barnhart seconded to approve the remaining items under the consent agenda including the agenda, finance reports, minutes from 11/09/10, claims and ambulance incentive payments. Roll call vote: Ayes:  Beck, Cook, Paup, Barnhart and Brown. Nays: None. Motion carried.


The claims approved were as follows:

BRIDGE COMMUNITY BANK†††††††††††††††††††† OTHER CONTRACTUAL SERVICE††††††††††††††††††††† $21.64

GALLS†††††††††††††††††††††††††††††††††††††††††††† ALLOWANCES - UNIFORMS†††††††††††††††††††††††††† $162.98

CEDAR COUNTY RECORDER†††††††††††††††††† COURT & RECORDING FEES†††††††††††††††††††††††††† $153.40

CHASE CARD SERVICES-USPS††††††††††††††† POSTAGE/SHIPPING†††††††††††††††††††††††††††††††††††† $194.56

KOCH, LONNI††††††††††††††††††††††††††††††††††††† AMBULANCE RAINING††††††††††††††††††††††††††††††††† $285.00

AGVANTAGE FS INC††††††††††††††††††††††††††† VEHICLE OPERATIONS†††††††††††††††††††††††††††††††† $977.11

ALLIANT ENERGY††††††††††††††††††††††††††††††† ELECTRIC/GAS EXPENSE††††††††††††††††††††††††††† $5,542.13

AMAZON.COM††††††††††††††††††††††††††††††††††† LIBRARY MATERIALS††††††††††††††††††††††††††††††††† $244.83

BAKER, TERA†††††††††††††††††††††††††††††††††††† AMBULANCE TRAINING††††††††††††††††††††††††††††††† $100.00

BARNES & NOBLE††††††††††††††††††††††††††††††† LIBRARY MATERIALS††††††††††††††††††††††††††††††††† $149.42

BISHOP, AMY†††††††††††††††††††††††††††††††††††† OFFICE EQUIPMENT†††††††††††††††††††††††††††††††††††††† $47.69

BRIDGE COMMUNITY BANK†††††††††††††††††††† POSTAGE/SHIPPING††††††††††††††††††††††††††††††††††††† $55.03

BUDS AUTO & TRUCK REPAIR†††††††††††††††† VEHICLE REPAIR†††††††††††††††††††††††††††††††††††††††† $282.69

BUSINESS RADIO SALES & SERVICE†††††††† MINOR EQUIPMENT††††††††††††††††††††††††††††††††††††† $405.76

CASEYS GENERAL STORE†††††††††††††††††††† VEHICLE OPERATIONS†††††††††††††††††††††††††††††††† $429.71

CEDAR COUNTY SOLID WASTE†††††††††††††† PAYMENTS TO OTHER AGENCIES††††††††††††††††† $1,131.00

CITY OF CLARENCE††††††††††††††††††††††††††††† JETTER VEHICLE REPAIR†††††††††††††††††††††††††††††† $123.48

COOK, DOUG†††††††††††††††††††††††††††††††††††† OPERATING SUPPLIES†††††††††††††††††††††††††††††††††† $57.72

DOUGLAS W SIMKIN LAW FIRM††††††††††††††† LEGAL EXPENSE††††††††††††††††††††††††††††††††††††††† $487.08

ENTWISLE, ANGIE††††††††††††††††††††††††††††††† JANITORIAL EXPENSE††††††††††††††††††††††††††††††††† $240.00

FRIENDS OF THE ANIMALS†††††††††††††††††††† OTHER CONTRACTUAL SERVICE††††††††††††††††††††† $50.00

HARTMAN, JUDY†††††††††††††††††††††††††††††††† OTHER SUPPLIES†††††††††††††††††††††††††††††††††††††††† $99.61

HEINAN, AMY†††††††††††††††††††††††††††††††††††† AMBULANCE TRAINING††††††††††††††††††††††††††††††† $130.50

INTL INST OF MUNICIPAL CLERKS†††††††††††† OTHER PROF SERV EXP††††††††††††††††††††††††††††††† $300.00

IOWA OFFICE SUPPLY†††††††††††††††††††††††††† OTHER SUPPLIES††††††††††††††††††††††††††††††††††††††† $109.97

IRS†††††††††††††††††††††††††††††††††††††††††††† PAYROLL TAXES††††††††††††††††††††††††††††††††††† †††††††††††††$3,533.30

IPERS††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† EMBPLOYEE BENEFITS†††††††††††††††††††††††††††††† $1,895.02

IWIRELESS†††††††††††††††††††††††††††††††††††††††† TELECOMMUNICATIONS†††††††††††††††††††††††††††††††† $69.65

JIMS AUTO BODY††††††††††††††††††††††††††††††† VEHICLE REPAIR††††††††††††††††††††††††††††††††††††††††† $51.07

JOHNS LOCK & KEY†††††††††††††††††††††††††††† BLDG MAINT & REPAIR†††††††††††††††††††††††††††††††† $313.50

JOHNSON COUNTY REFUSE INC†††††††††††††† OTHER PROF SERV EXP†††††††††††††††††††††††††††† $2,887.50

JOHNSON, LORI††††††††††††††††††††††††††††††††††††††††††† WATER DEPOSIT REFUND††††††††††††††††††††††††††††††† $11.21

KEYSTONE LABORATORIES, INC††††††††††††† OTHER PROF SERV EXP††††††††††††††††††††††††††††††† $275.40

KIRKWOOD COMMUNITY COLLEGE†††††††††† TRAINING†††††††††††††††††††††††††††††††††††††††††††††††† $930.00

KOCH, LONNI††††††††††††††††††††††††††††††††††††† AMBULANCE TRAINING††††††††††††††††††††††††††††††† $271.58

KOCHS PAINT & LUMBER†††††††††††††††††††††† BLDG MAINT & REPAIR†††††††††††††††††††††††††††††††† $545.60

LYNCH FORD†††††††††††††††††††††††††††††††††††† VEHICLE REPAIR††††††††††††††††††††††††††††††††††††††††† $32.87

MECHANICSVILLE TELEPHONE CO††††††††††† TELECOMMUNICATIONS††††††††††††††††††††††††††††††† $310.15

MORAVEK, MATT††††††††††††††††††††††††††††††† AMBULANCE TRAINING††††††††††††††††††††††††††††††† $100.00

NEW CREATIONS†††††††††††††††††††††††††††††††† BLDG MAINT & REPAIR†††††††††††††††††††††††††††††† $5,364.48

ODD JOBS INC††††††††††††††††††††††††††††††††††† OTHER PROF SERV EXP††††††††††††††††††††††††††††††† $400.00

PAIDAR, STACY††††††††††††††††††††††††††††††††† AMBULANCE TRAINING††††††††††††††††††††††††††††††† $100.00

PODUSKA, STEFANI†††††††††††††††††††††††††††† AMBULANCE TRAINING††††††††††††††††††††††††††††††† $100.00

QUILL†††††††††††††††††††††††††††††††††††††††††††††† OFFICE SUPPLIES††††††††††††††††††††††††††††††††††††††† $142.32

RADIO COMMUNICATIONS††††††††††††††††††††† OPERATING SUPPLIES†††††††††††††††††††††††††††††††††† $47.75

ROTH, RYAN††††††††††††††††††††††††††††††††††††† AMBULANCE TRAINING††††††††††††††††††††††††††††††† $100.00

SANDRY FIRE SUPPLY LLC†††††††††††††††††††† MINOR EQUIPMENT††††††††††††††††††††††††††††††††††††† $846.26

SMITH, ANALLYN†††††††††††††††††††††††††††††††††††††††††† WATER DEPOSIT REFUND†††††††††††††††††††††††††††††† $50.00

SNO-GO INC†††††††††††††††††††††††††††††††††††††† OPERATING SUPPLIES††††††††††††††††††††††††††††††††† $254.25

TIPTON CONSERVATIVE & ADVERTIS††††††† PRINTING & PUBLISHING EXP††††††††††††††††††††††††† $147.87

TIPTON ELECTRIC MOTORS INC††††††††††††††† SEWER JETTER REPAIR††††††††††††††††††††††††††††† $1,346.54

WALMART†††††††††††††††††††††††††††††††††††††††† OPERATING SUPPLIES††††††††††††††††††††††††††††††††† $300.69

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

MECHANICSVILLE TELEPHONE CO††††††††††† AMB UPS CHARGES††††††††††††††††††††††††††††††††††††† $12.83

PAYROLL†††††††††††††††††††††††††††††††††††††††††††††††††††††† WAGES†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† $11,703.01


Total Receipts and Disbursements for month of November by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax






Library Expendable Trust



Ambulance Trust



Fire Trust



Debt Service



Capital Project



Water Deposits



Water Utility



Sewer Utility



Solid Waste



Water Sinking Fund





Administration Report:Coppess provided information on the projected changes needed for the current fiscal years budget and included the following items:Purchase land/ROW acquisitions for SRTS $5400; sewer & jetter repairs $1,771; Walk this Way Park Project $6,000; library roof repair, $10,672; recording fees, library purchases made for the Kelly Eby Memorial Fund and the Library Teen Read Program $8,500; Water tower roof repair and cleaning, $31,075;Ambulance Wages included payroll taxes and IPERS $17,190; Ambulance Training an increase of $2,300; medical expenses and ambulance office supplies $400; Theisenís Grant received in the amount of $2,500; a transfer from the Library trust to the General Fund and a transfer from the LOST to the Capital Project fund for the ROW acquisitions.An inquiry was made of the council of any additional changes, Larry Beck motioned, Gene Brown seconded to authorize the notice of hearing for the budget amendment to be published.Ayes all.Motion carried.


Budget Worksheets for the upcoming 2012 fiscal year were provided to begin working on prior to the next meeting.


Freedom of Communication Policy:Coppess reported that the employee handbook has a Freedom of Communication Policy and it is under this policy that she was again reporting to the council another incident involving the Mayor and Gene Brown coming into the work place and upon providing the details of the situation, she requested that the city council consider this the second official notice that they have received regarding a female being harassed in the work place and that it is a pattern of behavior creating an ongoing issue of harassment and a hostile work environment.In addition, each time someone comes in to say their key does not work to the Memorial Building; she would have to explain to them that the Mayor did this without any prior notification or approval from the council.


Library report:Judy Hartman provided the council with a copy of the proposed budget requests for the library and made notification that the front of the building needs some attention and requested that they look at it to make a determination as to what to do about it.It may just need a coat of paint or cleaned.


Michelle Finnegan addressed the council with a concern that was brought up at their last library board meeting and raised questions on the equitable way in which employees are being paid. On behalf of the library board a request was made that a fair and equitable means be determined when it comes to calculating pay increases for all employees of the city.


Police Report:  Police Chief Barber reported 1 accident, 3 agency assists, 1 animal case, 2 arrests, 1 assist motorist; 1 assault; 9 citizen assist; 1 criminal mischief; 4-911 calls, 2 thefts; 4 traffic stops with 4 warnings.Thirteen warnings for code violations on illegal parking and curfew violations; 6 citations issued for illegal parking, disorderly conduct, and assault.


Ambulance Report: Lonni Koch reported 4 BLS calls, 3 ALS calls, 4 refusals, 1 call to Stanwood, Mutual aid with Clarence and 157.Five students passed their test and will be taking the practical which will cost $100 to cover the IDPH fees.Julie Beard has accepted to become the Medical Director for the ambulance services.


Fire Report:Lonni Koch reported a total of 2 calls which included 10-50 PI car rollover and lift assistance for Adam 3.The Iowa State Fire Marshals 100 year 100% project working towards 2 working smoke detectors in every home has resulted in 18 homes requesting detectors.


Public Works Report: Zerbe reported finished picking up leaves, and now doing snow removal. A vacation request for Dec 29 -31 was approved with a motion by Calvin Paup, second by Gene Brown.Ayes all.Motion carried.


Old Business:

Resolution 2010-17 on setting effective date for change in Employee Benefits and whether the cost share is to be done on a pre-tax basis:Resolution 2010-17 was motioned by Calvin Paup, and seconded by Deanna Cook: ††

WHEREAS, the City Council of Mechanicsville, Iowa elects to have the full time employees participate in sharing the cost of the premium for health and dental insurance;WHEREAS, the City Council has determined that the city will provide 95% of the premium costs for a family health plan; and WHEREAS, the employees will contribute 5% of the premium for the health insurance;WHEREAS, the employees will contribute 100% of the cost of the dental insurance premium; WHEREAS, the employees share is eligible to be deducted as a pre-tax payroll deduction, the city council hereby elects to establish a Section 125 Cafeteria Plan POP (Premium Only Plan) for this purpose; WHEREAS, November 19 was the deadline for the Council to take action on making any change to the plan selected and to provide notification to Wellmark, therefore, the group plan selected remains as the Blue Choice Code JPB for Health Insurance and the Benefit Code 207 for Dental Benefits by default under the Wellmark contract; WHEREAS, the effective date for the employee contribution to begin sharing in this cost is hereby set as 12-31-10 payroll with Ĺ of the premium amount being deducted each payroll, and the clerk is hereby authorized to begin making the corresponding payroll deductions based on the age group that the employee is in;NOW, THEREFORE, BE IT RESOLVED that the City Council hereby authorizes the City Clerk to make these updates to the personnel handbook and to notify each of the full time employees of this change in policy.Roll call vote:Ayes:Cook, Barnhart, Paup, Beck, and Brown.Nays:None.Resolution adopted.


Section 125 Cafeteria Plan:Action was included in the above Resolution.


Resolution setting the effective date for the salary increase for the Ambulance Coordinator position:Discussion regarding the notice that the City of Tipton had in the paper being the same type of job.Calvin Paup motioned, Gene Brown seconded to table until January as the Veteranís Preference law under Chapter 35C requires that the position be posted for 10 days.Ayes all.Motion carried.Clerk was directed to post the opening at City Hall, Bank, and Post office.


New Business:

Setting date for Christmas Holiday and New Years Holiday (Friday or Monday):Carla Barnhart motioned, Larry Beck seconded to set both holidays for Friday.Ayes all.Motion carried.


Keys to access Memorial Building:Invoices from Johns Lock and Key indicated that on 11/24/10 an order to rekey, swap out locks and 8 keys was made by the Mayor at a cost of $240; on 11/29/10 there were 6 more keys were cut $73.50.Council determined that there were still several people that needed to have access to the building (legion members, scout leaders, auxiliary members, and city hall) who still didnít have keys.Larry Beck motioned, Calvin Paup seconded to have 21 more keys made and that the City Clerk is in charge of the keys.Ayes all.Motion carried.


Calvin Paup motioned, Deanna Cook seconded to authorize the payment of the invoices to Johnís Lock and Key in the amount of $313.50. Ayes all.Motion carried.


Harassment is Forbidden Policy:Council member Beck read a statement previously regarding the city employees many duties and responsibilities. Some see these as authority or power.These are responsibilities that have been given to them by this council and previous councils.Whether we agree or disagree with this, no one person can change that without the approval of a majority vote by this council.Many rules have to be followed with this responsibility as set forth by councils, state and federal mandates.When these are not followed because someone wants to change things without the proper authority, but rather insist belligerently or forcefully, thus creating a hostile environment it is in my mind harassment.This has to stop.We can either take care of it now or it will be taken care of.


Council member Beck asked if anything was going to be done or will it be slipped away in the file.Attorney Simkin stated that he was not prepared for this and needed more time.Beck and Paup will review.


Request for change in the zoning ordinance from R-2 to C-2: Lots 7-12 Block 10 and Lots 1-6 in Block 11:Motioned by Larry Beck, seconded by Gene Brown to request a recommendation from P&Z.Ayes all.Motion carried.


Request for high chair to be made available in the Memorial Building:Larry Beck motioned, Carla Beck seconded to not do this at this time due to the high number of recalls being made on high chairs and who would be responsible to make sure that it is sanitized and cleaned.Ayes all.Motion carried.


Approval of Liquor license for Caseyís General Store:Larry Beck motioned, Carla Barnhart seconded to approve the liquor license for Caseyís.Ayes all.Motion carried.


Authorize the Mayor to sign the renewal of Shelter Agreements with American Red Cross:Calvin Paup motioned, Deanna Cook seconded to authorize the Mayor to sign the renewal of the shelter agreement.Ayes all.Motion carried.


Authorize the Mayor to sign the renewal of the lease with Iowa Health Physicians and Clinics:Deanna Cook motioned, Gene Brown seconded to approve the renewal of the lease.Ayes all.Motion carried.


Request to plant memorial tree in cemetery:Calvin Paup motioned, Deanna Cook seconded to authorize the planting on the west side or south end with the placement to be reviewed by the Culture and Recreation committee of Deanna Cook and Carla Barnhart.Ayes all.Motion carried.


Proposal from LL Pelling:Larry Beck motioned, Calvin Paup seconded to accept the proposal from LL Pelling for street maintenance.The pricing remained the same as the current year.Ayes all.Motion carried.


Review of post office lease and snow removal in front of the post office:Deanna Cook reported that the post office was having a difficult time in finding someone to remove the snow in front of it, per the lease they are responsible for taking care of it and Cook was directed to let them know.


Request to go into closed session to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individualís reputation and that individual requests a closed session:Deanna Cook made a motion to go into closed session and when asked with who, individual declined.The meeting remained open to the public and no action taken.


Correspondence:More for Your Community Grant $2500 was received from Theisenís and Coppess was asked to obtain clarification from the Senior Citizens as to the intent of their donation towards the walkway/benches, Ament updated the council on the December 21 bid letting by the IDOT; and information from the Iowa Statewide Interoperable Communications System Board was received.


Set next regular meeting date: Monday, January 10, 2010


Mayor Comments: None.Attorney Doug Simkin received clarification indicating that the council wished for him to review the implications of the incentive payments not being paid to ambulance personnel who resign prior to Nov. 30 per Resolution 2004-17.


ADJOURN:  There being no further business to come before the Council at this time, council member Calvin Paup motioned, Gene Brown seconded, to adjourn the meeting at 10:16 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

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

City Clerk/Finance Officer