City of Mechanicsville

REGULAR COUNCIL MEETING

March 13, 2006

The Mechanicsville City Council met in regular session on Monday, March 13, 2006 at City Hall.  Mayor David L. Furry called the meeting to order at 7:00 p.m.  .  Those present for roll call were Larry Beck, Karrie Johnson, Thomas Hall, and Jeff Christianson. Pam Logue-Newcomb arrived at 7:45 p.m. Others present included Alan Zerbe, Jim Barber, Sherie Paup, Nate Baker, Lavonne Christianson, Adam Deahl, Tammy & Tracy Bunge, Angela & Andrew Carr, Gene Brown, Dan Paidar, Karrie Poduska, Doug & Deanna Cook, Kim Smith, Wes Strickler, Ron Baker, Dan Kurth, Rhett Taylor, Judy & Jay Hartman.

 

OPPORTUNITY for any citizen present to discuss items not on the agenda: 

Lavonne Christiansen shared with the council information about the Methodist Youth group being willing to volunteer for any service projects that the city might have available.  It was mentioned that any and all help would be welcomed for the park clean up day at the end of April.

 

Public Hearing: Budget Estimate for Fiscal Year Beginning July 1, 2006-June 30, 2007:  Representatives of the fire department asked questions concerning why the proposed fire budget was reduced from $57,000 to $42,300.  The explanation being that the funds are not available to be able to increase the department’s budget over the current year’s budget by almost $15,000.  It was also explained that the proposal for replacing the furnaces in the fire apparatus room were not included in their budget but was taken into consideration to be purchased by using the local option sales tax funds at an estimated cost of $6000.  In addition to the budget expenditures the city has plans to transfer $10,000 from the general fund into the truck reserve fund.

 

The fire department indicated that they were tired of going to the public for money.  They have 2 fundraisers a year which include a pancake breakfast in the fall and a dance in the spring and that money is maintained separately from the city’s budget and is used by the department to purchase jackets, clothing, refreshments, awards and recognition banquets, and etc. (Note: The auditor has indicated that if money is donated to the fire department for a specific purpose or  “has strings attached”; then it is to be deposited with the city clerk and accounted for in the city’s records through the Fire Trust Account.)

 

All were in agreement that everyone wants the best department that the money we have can buy, but there is a concern that the city’s unspent balance in the general fund is shrinking and that we all have to be more prudent with the spending.  The department has the ability to prioritize the needs and to shuffle amounts between the individual line items as necessary, but the bottom line is $42,300.  It was also noted that what has happened in the past does not dictate what will happen in the future.  Both the fire department and the council need to work closer together as a team with open lines of communication with give and take situations.  Everyone wants to be proud of our volunteers and support them as much as we can, but in the end there is only so much money available and items have to be prioritized and planned for.

 

There being no further comments a motion was made by Larry Beck, seconded by Karrie Johnson to close the public hearing at 8:29 p.m.  Ayes all.  Motion carried and the hearing was closed.

 

CONSENT AGENDA: Larry Beck motioned, Jeff Christianson seconded to approve the consent agenda including the agenda, minutes from 2/13/06, finance reports, and claims.  Roll call vote: Ayes:  Beck, Logue-Newcomb, Johnson, Hall, and Christianson. Nays: None.  Motion carried.

The claims approved were as follows:

IA FIREMEN'S ASSN.

300.00

DUES/MEMBE

WAGES

5,116.59

1/2 MONTH

BRIDGE COMMUNITY BANK

3,385.72

PAYROLL TAX

I P E R S

1,493.72

IPERS

DELTA DENTAL

148.97

INSURANCE

US POSTAL SERVICE

59.06

POSTAGE

AMERICAN WATER WORKS IA

25.00

TRAIN/CONF

US POSTAL SERVICE

114.48

POSTAGE

AIRGAS, INC.

11.20

MED SUPPLY

ALLIANCE MEDICAL

339.14

MED SUPPLY

ARAMARK UNIFORM SERVICE

146.29

CLOTH ALLO

ALLIANT ENERGY

7,515.43

UTILITIES

BUSINESS RADIO SALES

274.25

MINOR EQUI

CASEY'S GENERAL STORE

59.76

VEH SUPPLY

CEDAR COUNTY AUDITOR

813.74

ELECTIONS

CEDAR CO. SOLID WASTE

892.50

FEES LANDF

EAGLE ENGRAVING

29.50

SAFETY SUP

ERB'S BUSINESS MACHINES

161.00

MAIN/EQUIP

GATEWAY CENTER

950.16

TRAIN/CONF

I I W ENGINEERS

1,115.00

LAGOON UPG

IA ASSN MUN UTILITIES

417.32

FEES

IOWA WIRELESS

62.80

TELEPHONE

JOHNSON CO REFUSE INC

2,091.50

RECYCLING

KEYSTONE LAB, INC

205.00

TEST FEES

KIRKWOOD COMM. COLLEGE

1,310.00

TRAIN/CONF

DAN KOCH

82.80

MILEAGE

LISBON-MTVERNON AMB SERV

150.00

MUTUAL AID

LYNCH FORD-MT. VERNON

472.96

VEH REPAIR

IA HEALTH PHYSICIANS

66.75

SHOTS/TEST

MECHANICSVILLE TELE. CO.

255.26

TELEPHONE

NEW HORIZON FS INC.

554.03

VEH SUPPLY

QUILL CORPORATION

984.53

MINOR EQUI

SHEPLEY SNYDER PHARMACY

5.67

MED SUPPLY

VENOSCOPE LLC

196.45

AMB EQUIP

WALMART

274.83

MISC SUPPL

SHERIE PAUP

76.80

MILE/CONF

FOLLETT SOFTWARE COMPANY

480.00

MAINTENANC

CHARLES TAYLOR

39.95

BOOKS

NEWSWEEK

39.96

SUBSCRIPT

TIME

26.95

SUBSCRIPT

AMAZON.COM

197.22

BOOKS

LANCE ZERBE

50.00

REFUND DEP

E C I A

5,034.22

LAGOON UPG

CEDAR COUNTY RECORDER

84.00

RECORD FEE

JONES COUNTY RECORDER

21.00

RECORD FEE

WAGES

5,042.38

1/2 MONTH

FIRST MIDWEST TOOL

499.99

METAL SAW

HATTIE CAMPBELL

11.86

WATER REF

CONSERVATIVE PUBLISHING

360.09

PUBLICATION

KELLERS HOME FURNISHINGS

3,430.00

BLDG MNT

 

Total Receipts for the month of February by fund:

Agency-Water

50.00

Ambulance Trust

4098.25

Fire Trust

32.93

General

6,008.96

Library Expendable Trust

15.67

Perpetual Care

90.00

Road Use Tax

8,896.72

Sewer Utility

121,485.27

Solid Waste

7,208.27

Special Revenue

5,376.71

Employee Benefit

124.85

Water Utility

9,823.45

 

Total disbursements for the month of February per fund:

Ambulance Trust

1,145.18

General

32,294.01

Road Use Tax

6,702.11

Sewer Utility

75,834.42

Solid Waste

5,424.38

Special Revenue-Opt Tax

5,376.71

Special Revenue Emp Benefit

3,270.06

Water Utility

3,927.08

 

DEPARTMENT REPORTS:

ADMINISTRATION:  Coppess requested vacation days of August 9-11 and August 24-28 which was approved with a motion by Karrie, second by Pam.  Ayes all.

A Notice of Beneficiary from the Velma Smith Trust was also received for the cemetery in the amount of $1000.  It was suggested that possibly a directory for the cemetery could be purchased in her memory.

 

PUBLIC WORKS REPORT: Work logs were submitted and Zerbe requested to set Spring Clean Up to start April 18, the cemetery clean will begin April 17(If you want to save any grave decorations they will need to be removed prior to this date and may be returned the week of April 24.), and yard waste collection at the city shed will resume the first Saturday of each month at the city shed from 8:00 a.m. – Noon starting April 1. Zerbe also requested vacation for April 26-28 & May 3-5. Pam motioned, Tom seconded to approve the request.  Ayes all.  Motion carried.

 

Beck requested that a list of street repairs and curb and gutter repairs be compiled so that improvements can begin when the weather is good.

 

POLICE REPORT:  Police Chief Jim Barber presented the council with his summary of activity (2/13/06-3/12/06) which included 14 agency assists; 1 alarm; 3 ambulance assist; 1 animal cases; 1 arrest; 2 assist motorist; 1 burglary; 10 citizen assist;1 domestic assault, 1 harassment;  8 - 911, 2 traffic stops with 2 warnings; 4 warnings issued for code violations regarding fire zone violation; abandoned refrigerator, abandoned vehicle, & noise disturbance. Nuisance letters will also be sent out.

 

FIRE DEPARTMENT REPORT: Nate Baker reported that the fire department had 4 calls which included a mutual aid with Tipton for a grass fire; mutual aid standby for Stanwood; Mutual aid for Lisbon and 1 storm watch. 

 

Chief Baker also gave a report on recent training activities which included 4 passing the Fire Fighter I test (Nate, Wes, Brett & Jake); and 12 members trained on air packs, hose loads, address information and tested a new saw for car extrication.

 

A request to purchase cribbing to be use for car accidents at $250 and a circular metal saw at $500 was approved with a motion by Pam, and a second by Larry.  Ayes all. 

 

AMBULANCE REPORT:  Sherie Paup reported that the ambulance had a total of 14 calls for the month with 9 medical, 2 trauma, 1 mutual aid for Adam 4.  Two calls tiered with paramedic from Lisbon-Mt. Vernon.

 

A request to purchase a venoscope II at $196.45 was approved with a motion by Larry and second by Jeff.  Ayes all. Motion carried.

 

Sherie also updated the council on a request she had received from the medical director at Mercy Hospital to have a contract drawn up by the city attorney stating that he would be covered by the city’s insurance policy if he would be named in a lawsuit in conjunction with the ambulance volunteers.  The request is being reviewed by the city’s insurance underwriters and as it currently stands he is automatically covered as a non-paid volunteer.  It is his license that the ambulance runs under and he is the one that establishes the protocols for the EMT’s.  The ambulance trip sheets are sent to him for review.

 

Sherie also informed the council about a grant that has been applied for in the amount of $30,000 for training equipment, including laptop computers, and palm pilots.  The information about the training tool was presented by Annette Carter at Fire School.

Discussion and possible action on:

Turtle trapping proposed agreement:  Council reviewed the proposed agreement for trapping turtles at the lagoon.  The agreement, along with a license from the DNR for commercial trapping & certificate of insurance were all available.  Zerbe indicated that the turtles can become a nuisance and chew through power lines in the lagoon.  Beck motioned, Johnson seconded, to sign the agreement after adding an option to be able to cancel at anytime.  Ayes all.

 

Keep Iowa Beautiful grant- The city received notification that the application for the grant did not rank high enough to receive funds to help with the removal of the tank.  The city will proceed with incurring the costs and having them assessed against the property in the same manner as property taxes.

 

Request for approval of the plans for the proposed work together with a statement of materials to be used at 208 E First Street:  Adam Deahl presented construction plans including a floor plan and materials to be used in altering the former SunRay Chicks building.  Plans include gutting the entire building and adding a second floor to the building with the first floor maintaining an 8 foot ceiling height.  The second floor will contain 2 apartments and the downstairs/main floor will be office space at the front and shop area in the rear.  After review of the plans it was clarified that the zoning for the first floor did not permit it to be “private living quarters” it was to be commercial space for commercial purposes.  The plans were approved for the addition of the apartments upstairs providing a second exit from the upstairs at the rear of the building would be included.  The motion was made by Larry Beck, and seconded by Tom Hall.  Ayes all.  Motion carried.

 

Resolution 2006-7adopting the budget for 06-07 as published:  Larry Beck motioned, Pam Logue-Newcomb seconded, to adopt the budget as published.  Roll call: Ayes: Hall, Johnson, Logue-Newcomb, Christianson, and Beck.  Nays: None.  Resolution adopted.

 

Audit recommendations:

Resolution 2006-8 to review and increase the maximum balance to be on deposit at the designated depository:  Pam Logue-Newcomb motioned, Karrie Johnson seconded, to adopt resolution 2006-8 in reference to the designated depository. Roll call: Ayes: Hall, Johnson, Logue-Newcomb, Christianson, and Beck.  Nays: None.  Resolution adopted.

 

Resolution 2006-9 modifying the policy governing the use of city vehicles: Larry Beck motioned, Karrie Johnson seconded, to adopt the policy governing the use of city vehicles and to have the employee handbook updated to include that information. 

Roll call: Ayes: Hall, Johnson, Logue-Newcomb, Christianson, and Beck.  Nays: None.  Resolution adopted.

 

Resolution 2006-10 approving the review of the investment policy:  Pam Logue-Newcomb motioned, Jeff Christianson seconded to adopt the resolution to approve the revised investment policy.  Roll call: Ayes: Hall, Johnson, Logue-Newcomb, Christianson, and Beck.  Nays: None.  Resolution adopted.

 

Request for a 30-60 day extension for the filing of the audit:  Although the field work is completed for the audit, the auditor recommends filing for an extension of the March 31 deadline in order for the responses and conclusions to the audit to be prepared and published.  It was motioned by Tom and seconded by Larry to file for an extension.  Ayes all.  Motion carried.

 

Preparation and approval of the responses to the recommendations from the auditor’s office:  Council spent some time to review the audit findings and recommendations and a motion was made by Jeff and seconded by Larry to submit the responses as discussed.  Ayes all.  Motion carried.

 

West First Street Improvements:  Council requested information to be gathered in order to determine whether it would be feasible to widen West First Street.  A motion was made by Pam and seconded by Jeff to have the clerk contact the engineer to request the preparation for an estimate for the project.  Ayes all.  Motion carried.

 

Resolution 2006-11 adopting a policy governing use of force by peace officer making an arrest, speed limitations set forth for authorized emergency vehicles, and arrest by peace officers:  A motion to adopt the resolution and have it added to the personnel handbook indicating that the city’s policy will reference the Code of Iowa in these types of situations, was made by Jeff, and seconded by Pam.  Roll call: Ayes: Hall, Johnson, Logue-Newcomb, Christianson, and Beck.  Nays: None.  Resolution adopted.

 

DNR report of recent survey of Public Water Supply 1667076:  Council reviewed and discussed with Zerbe.  He has already corrected a few of the items and will be preparing the response to send to the DNR.

 

Request for donation to LIAH: Council reviewed a request from Tammy Bunge, a representative from Love is A Hug preschool for a donation to their carnival. Council declined to contribute due to setting a precedent for all other organizations coming to request a donation.

 

Committee Reports: 

Memorial Building Committee Meeting-authorization to add storage space to powder room and the purchase of additional shelving units:  Motion was made by Larry, seconded by Karrie to authorize the expenditure of up to $1500 for the construction of the wall, the painting of the 3 areas, and installation of the shelving units.  Ayes all.  Motion carried.

 

MAC Committee requested approval for the following activities: Mechanicsville Action Committee has been selected to receive a Governor’s Volunteer Award for outstanding contribution of civic volunteer service with the community; Alice’s Drive Slide Show & book signing, Sunday, June 11 at 1:30 p.m.; promoting the annual July 4 events (ball games, fireworks, food tents, pedal pull, and the addition of an ice cream social and perhaps a band; Farmer’s Market to start May 9 from 4-6 p.m. $20 for season, $3/week or $2/week for Senior citizens or children, uptown; setting the park clean up day for April 29 to include the scraping of the tennis court, painting of equipment at Pleasant Hill, and a second coat on Cruse Park Equipment, newsletter in mid April; Movie Nights for June 17, July 15, and August 19 with chips and hotdogs; and application of a grant from Casey’s Project Main Street 2006 for assistance with the tennis court repairs; and researching a walkway in the park with the labor and equipment being donated.  A motion was made by Jeff, and seconded by Tom to approve the proposed activities for the upcoming months.

 

Correspondence:  Received correspondence  from Municipal Street Improvement indicating that they also have street sweeping services, USDA Rural Development multi-family housing program; US Hwy 30 Coalition, Notification of Iowa adopting a new State Building Code effective 4-1-06; Tom Harkin correspondence; and Iowa Association of Municipal Utilities Legislative Update.

 

Set next regular meeting date:  4/10/06

 

MAYORS COMMENTS:  Mayor Furry thanked everyone for all their work.

 

ADJOURN:  There being no further business to come before the Council at this time, council member Beck motioned, Logue-Newcomb seconded, to adjourn the meeting at 10:50 p.m. Ayes all.  Meeting adjourned.

 

ATTEST:

 

____________________________                     _______________________________

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

City Clerk/Finance Officer