Minutes City of Mechanicsville


March 10, 2014


The Mechanicsville City Council met in regular session on Monday, March 10, 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,  Dee Cook .  Pam Logue arrived at 7:30. Others present included Nick Lange, Lonni Koch, Doug Wolfe, Adam Sandberg, and Kyle Martin, Architect.


Receive visitors/public comment:   Lonni Koch and Doug Wolf requested that tuition and books at a cost of approx. $10,500 each be reimbursed to 2 students who have recently enrolled full time to take the paramedic class.  Since this item was not on the agenda, discussion was tabled until next meeting.


Adam Sandberg provided comment on the accept bid and award contract for the concession stand item stating that in his opinion the bids were too high for the project and  suggested that additional time be taken to see if  other alternatives are available.   Additional comment was made regarding scheduling fields, possible use of portable toilets, fee for use of field, and other items concerning the operations of the concession stand that have not been discussed yet.  Pam Logue arrived.


CONSENT AGENDA:  Pam Cavey motioned, Rob Davis seconded to approve the consent agenda including the agenda, minutes from 2/10/14, finance reports, claims.  Roll call vote: Ayes: Cavey, Taylor, Davis, Cook, Logue.  Nays: None.  Motion carried.


The claims approved were as follows:


IRS                                                             PAYROLL                                                   $1,957.73

COLLECTION SERVICES CENTER                   PAYROLL                                                   $343.22

ACCO                                               CHEMICALS                                              $417.80

ALLIANT ENERGY                                  ELECTRIC/GAS EXPENSE                            $7,922.55

ALTORFER INC.                                   VEHICLE REPAIR                                          $54.24

AMAZON.COM                                     LIBRARY MATERIALS                                   $413.59

AREA AMBULANCE SERVICE                     OTHER PROF SERV EXP                                $100.00

BAKER, RON                                       TRAINING                                                  $64.00

BARCO MUNICIPAL PRODUCTS INC            MINOR EQUIPMENT                                  $1,932.12

BIBLIONIX                                          SUBSCRIPTION & ED MATERIAL                    $1,000.00

BOUND TREE MEDICAL                           OPERATING SUPPLIES                                  $472.30

CAR QUEST AUTO PARTS                        VEHICLE REPAIR                                        $187.79

CARUS CORPORATION                           CHEMICALS                                              $280.05

CASEYS GENERAL STORE                        VEHICLE OPERATIONS                               $1,295.76

CEDAR COUNTY SOLID WASTE                 PAYMENTS TO OTHER AGENCIES                  $1,044.00

CHASE CARD SERVICES                          POSTAGE/SHIPPING                                  $1,215.04

DANS TIRES & MORE                             VEHICLE REPAIR                                        $147.62

EAGLE ENGRAVING, INC                         ALLOWANCES - UNIFORMS                             $20.85

ELLIOTT EQUIPMENT                             VEHICLES                                             $73,450.00

ENTWISLE, ANGIE                                 JANITORIAL EXPENSE                                  $315.00

FRIENDS OF THE ANIMALS                      OTHER CONTRACTUAL SERVICE                       $50.00

HART-FREDERICK CONSULTANTS PC          ENGINEERING EXPENSE                                $127.50

IOWA ASSOCIATION OF MUNICIPAL          OTHER PROF SERV EXP                                $484.32

IOWA DEPARTMENT OF NATURAL RES        TRAINING                                                  $90.00

JOHN DEER FINANCIAL                          VEHICLE REPAIR                                           $3.00

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

KEYSTONE LABORATORIES, INC                OTHER PROF SERV EXP                                $286.00

KIRKWOOD COMMUNITY COLLEGE             TRAINING                                                $115.00

KOCHS SERVICE & SUPPLY LLC                  GROUNDS MAINTENANCE & REPAIR                 $714.27

LIONS CLUB                                        OTHER SUPPLIES                                         $50.00

LUKE OBERBRECKLING & SONS                 OTHER CONTRACTUAL SERVICE                     $700.00

LYNCH FORD                                       VEHICLE REPAIR                                        $866.66

MECHANICSVILLE TELEPHONE CO              TELECOMMUNICATIONS                               $362.26

MERCY                                              TRAINING                                                $159.50

NICK LANGE                                        TRAINING                                                  $72.00

QUILL                                               OFFICE EQUIPMENT                                    $803.77

ROTO-ROOTER                                    OTHER PROF SERV EXP                                $575.00

SEEHUSEN INSURANCE AGENCY                INSURANCE EXPENSE                              $38,190.00

SHEPLEY PHARMACY                              OPERATING SUPPLIES                                   $16.84

TIPTON CONSERVATIVE & ADVERTIS          PRINTING & PUBLISHING EXP                         $288.80

US CELLULAR                                      TELECOMMUNICATIONS                                 $70.77

US POST OFFICE                                  OTHER CONTRACTUAL SERVICE                       $86.00

WALMART                                          OPERATING SUPPLIES                                   $13.74

WELLMARK BC BS                              GROUP INSURANCE                                $2,221.62

ZOLL MEDICAL CORPORATION                 MINOR EQUIPMENT                                     $823.55

IOWA DEPARTMENT OF NATURAL RES        TRAINING                                                  $60.00

PAYROLL                                                          WAGES                                                              $11, 920.81


Total Receipts and Disbursements for month of February by fund







Road Use Tax



Employee Benefit



Local Option Sales Tax



Library Expendable Trust



Ball Park Fund



Ambulance Trust



Perpetual Care



Debt Service



Capital Project



Water Utility



Sewer Utility



Solid Waste



Storm Water Utility



Water Deposit




Open Public Hearing:  For the purpose of hearing comments on the proposed budget for FY15.  Notice had been published and Mayor Butler opened the public hearing.  Moved by Cook, seconded by Davis the hearing was closed.  Ayes all.  Motion carried.



Fire Report:  Lonni Koch reported  fire calls including a motor vehicle rollover on 2/4/14; and a natural gas leak on a farm tap on 2/10/14; 2/20 sprinkler activation at school; 2/20 severe weather watch; 3/3 Lisbon house fire cancelled in route.


Ambulance Report: A total of 8 ambulance calls were reported for the month with 2 being a mutual aid to Clarence.


Public Works Report: Nick Lange reported passing the waste water Grade 1 testing and the city’s water distribution and water treatment permit requirements were changed by the DNR to a Grade 1 from a Grade 2 based on the volume of water pumped annually. 


Administration Report:  Coppess reported contacting Casey’s regarding the standing water; updated council on the state audit being almost completed, and a desktop audit of the Iowa Insurance Division being done on all Perpetual Care Cemeteries in Iowa.  The radio read street machine has malfunctioned and can either be replaced at $5800 or enter an annual maintenance agreement for $1000 per year.  Moved by Cavey, seconded by Cook to authorize the maintenance agreement.  Ayes all.  Motion carried.  A vacation request for 4 days was approved with a motion by Cavey, second by Davis.  Ayes all.


Old business discussion and possible action on:

Recommendation to purchase lawn mower:  Moved by Cook, seconded by Cavey to purchase the 72” Pro commercial 31 hp mower at a cost of $14,525.96 less a trade in of $4500 for the JD1435 and $1500 for the JD455 for a net cost of $8525.95  Ayes all.  Discussion on mowing the cemetery and the ball park resulted in a motion by Davis, second by Logue to continue with the cemetery mowing the same as last year and the ball field will be mowed by the public works department.  Ayes: Cook, Davis, Taylor, and Logue.  Nays:  Cavey.  Motion carried.


New business discussion and possible action on:

Resolution 2014-9 adopting the budget for FY15:  Cook motioned, Davis seconded to adopt the budget as published.  Roll call:  Ayes: Cook, Davis, Taylor, Logue, and Cavey.  Nays:  None.  Motion carried.


Authorize Mayor to sign contingency plan for EMS coverage (2014-10):  Due to the upcoming renewal/inspection it was time to have the plan updated.  Cook motioned, Davis seconded to authorize mayor to sign the agreement for the contingency plan.  Ayes all. 


Resolution to accept the bid and award contract for the concession stand/restrooms:  Council reviewed the results of the sealed bids that were received from Seydel Construction $184,000; City Construction $200,700; and Dan’s Custom Homes $159,060 for the base bids prior to alternates.  Discussion on the bids being substantially higher than the architects estimate and whether there may be other alternatives available, such as a mobile food cart, portable toilets, possibly install utilities such as water, sewer, and electricity without a building.  Cavey motioned, Cook seconded to table taking action on the bids until the next meeting.  Ayes all.  Motion carried.


Resolution 2014-11 for Wage increase for attaining certification:  Motioned by Cavey seconded by Logue to approve $1 per hour increase for Lange attaining the Grade 1 Wastewater operator certification.  Roll call: Ayes: Cook, Davis, Taylor, Cavey and Logue.  Nays:  None.  Motion carried.


Application and Agreement for use of ROW for utilities accommodation (2014-12):  Moved by Davis, seconded by Cook to approve the application and agreement for use of ROW for installation of a fiber optic cable.  Ayes all.  Motion carried.


Street sweeper service/sharing with Stanwood:  Council discussed options of providing the service to Stanwood or the option of a 28E agreement for sharing the sweeper.  Moved by Cavey, seconded by Davis to offer providing the service at a cost of $125/hour for machine and operator and to inquire about how often and how many streets.  Ayes all. Motion carried.


Set date for Spring Clean Up:  April 15


Cable Franchise Ordinance:  Since the Mechanicsville Cable Franchise agreement has expired and a renewal has not been provided, council directed clerk to contact the Iowa Utility Board to inquire.


Accept letter of resignation police:  Logue motioned, Cavey seconded to accept the letter of resignation from Randall Sandhagen.  Ayes all.  Motion carried.  Cavey motioned, Cook seconded to check with Lisbon regarding a potential sharing arrangement, check with Cedar County for a 28E, and also proceed with posting the position with applications due April 10.   Ayes all.  Motion carried.


Committee Reports: Cavey reported on attending the informational meeting put on by Dustin Hinrichs.  Coppess reported setting the date for IC-800 training on 5/14/14 at 6:30 and the Mechanicsville Night at the Kernels on 8/16/14 with information regarding how to obtain tickets available after May 15.


Correspondence was received from Cedar County Sheriff Wethington letting communities know that he does not charge communities for dispatch services nor is he charging them if the county has to come and assist on a call. 


Set next regular meeting date: 4-14-14


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 10:04 p.m. Ayes all.  Meeting adjourned.




____________________________                   ___________________________

Linda K. Coppess, MMC                                    Larry Butler, Mayor

City Clerk/Finance Officer