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Home My WebLink AboutCouncil Packet - 9/9/2019FINANCE COMMITTEE September 9, 2019 5:10 PM Harold E. Getty Council Chambers Members Chairperson Sharon Juon Vice Chairperson Bruce Jacobs Patrick Morrissey Roll Call: Approval of Agenda Approval of Minutes Minutes of September 3, 2019, as proposed. TRAVEL REQUESTS 1. Rudy Jones, Community Development Director Class/Meeting: State and Entitlement Meeting Destination: Des Moines, IA Dates: September 17, 2019 Amount not to exceed: $115 2. Sgt. Girsch & Officer Wilson Class/Meeting: High Threat Close Quarters Battle Special Weapons and Tactics Training Destination: Waterloo, IA Dates: September 24-26, 2019 Amount not to exceed: $550 3. Tina Schellhorn, Electrical Foreman; Matt Vlasak, Signal Tech Foreman; Craig Hintzman, Signal Tech II; Nate Alderman, Electrician; Kelby Haines, Electrician; Scott Buchanan, Electrician Class/Meeting: Electrical Calculations and Common Violations Destination: Waterloo, IA Dates: October 16, 2019 Amount not to exceed: $900 4. Michelle Weidner, Chief Financial Officer Class/Meeting: League of Cities Annual Conference Destination: Dubuque, IA Dates: September 25-27, 2019 Amount not to exceed: $655 PRE -AUTHORIZATION TO EXPEND OVER $1,000.00 5. Building Maintenance Page 1 of 166 Amount and Estimated S/H: $3,663.77 Expenditure: Removal and replacement of the quarry tile in the main lobby at the Waterloo Center for the Arts. 6. Housing Authority Amount and Estimated S/H: $10,976 Expenditure: Repair to east and north sides of Ridgeway Towers roof. 7. Leisure Services Amount and Estimated S/H: NTE $25,000 Expenditure: Construction design services to include construction drawings and bid documents, onsite job supervision and submittal review for skate park. 8. Police Amount and Estimated S/H: $7,469 Expenditure: Polygraph equipment upgrade for the police department investigations division. 9. Sewer Amount and Estimated S/H: $2,675 + $175 S/H Expenditure: Hoist at Lagoon for placing and pulling pumps. OTHER COMMITTEE BUSINESS 10. Planning & Zoning Department requests an increase in the petty cash account by $100 from the current $200 to allow for additional recording fees and ease the turn -around time for reimbursement of funds. BILLS PAYMENT 11. September 9, 2019 ADJOURNMENT Kelley Felchle City Clerk Page 2 of 166 CITY OF WATERLOO Council Communication Minutes of September 3, 2019, as proposed. City Council Meeting: 9/9/2019 Prepared: REVIEWERS: D epartment Reviewer Action Date (11:11crk Office igby, Nancy Approved 9/4/20119 3:07 PM ATTACHMENTS: Description Type D Mnnutcs of 9/3/19 Backup Mater1a1 Page 3 of 166 FINANCE COMMITTEE September 9, 2019 5:10 p.m. Harold E. Getty Council Chambers Members present: Vice Chairperson Bruce Jacobs, Pat Morrissey, and Chairperson Sharon Juon. Moved by Jacobs seconded by Morrissey that the Agenda, as proposed, be approved. Voice vote - Ayes: Three. Motion carried. Moved by Jacobs seconded by Morrissey that the Minutes of August 26, 2019, as proposed, be approved. Voice vote - Ayes: Three. Motion carried. Moved by Jacobs seconded by Morrissey that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Wendy Drinovsky Managing Police Records Course Cedar Rapids, IA October 11, 2019 $219.99 Investigator Copp Iowa Department of Criminal Investigation Marijuana Identification Course Ankeny, IA September 16-19, 2019 $475 Cheryl Huddleston, Human Resource Manager Iowa Public Employer Labor Relations Association Fall Conference Ankeny, IA September 12-13, 2019 $225 Kathy Skillings, Lab Foreman *AMENDED* Iowa Water Environment Association 2019 Operator/Pretreatment Conference Newton, IA September 4, 2019 $140 Mr. Morrissey questioned item two. Dan Trelka, Chief of Police, explained the item. Mr. Morrissey questioned how much it costs for DC1 to host the conference. Dan Trelka explained that he would need to inquire with DCI. Voice vote - Ayes: Three. Motion carried. Moved by Morrissey seconded by Jacobs that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Building Maintenance $1,500 Fire alarm suppression system plan review - 3rd & Cedar Street - Art Mall. Leisure Services NTE $3,000 Grass seed for three municipal golf courses. Leisure Services $2,120.16 Scorecards for the golf courses. Leisure Services $5,285 Phase 2 Young Arena concourse rail counter/handicap south seating area and counter. Page 4 of 166 Finance Committee September 3, 2019 Page 2 Police $2,400 Intruder G2 ballistic shield for the tactical unit. Sewer $11,802 + $100 S/H New Roots Blower. Street & Sewer $23,274 + $1,700 25 Ton Tilt Tag Trailer. S/H Voice vote - Ayes: Three. Motion carried. Moved by Juon seconded by Morrissey that the project budget for the Local Fire Protection and Emergency Medical Services grant, funded with $7,888.99 in state grant funds to be used for a portable fire extinguisher training system, submitted by the Fire Department, be approved. Voice vote - Ayes: Three. Motion carried. Moved by Juon seconded by Morrissey that the refund request in the amount of $6.80 for yard waste services paid in error on a property located at 1008 W. 7th Street, be approved. Voice vote - Ayes: Three. Motion carried. Moved by Juon seconded by Morrissey that the refund request in the amount of $840 for garbage collection fees billed in error on properties located at 209 and 130 Jackson Street, be approved. Voice vote - Ayes: Three. Motion carried. Mr. Jacobs commented that it would be beneficial to have a policy change so that $6.80 refund does not come before this committee. Mrs. Juon commented that a discussion on the issue has taken place and a change in the process is currently being reviewed. Moved by Juon seconded by Morrissey that Bills Payment, as contained in Accounts Payable Invoice Report, dated September 3, 2019, in the amount of $3,292,586.47 be received, placed on file and approved and forwarded to the full council for approval. Voice vote - Ayes: Three. Motion carried. With no further business before the committee, it was moved by Jacobs seconded by Morrissey that the meeting be adjourned at 5:20 p.m. Voice vote - Ayes: Three. Motion carried. Kelley Felchle City Clerk Page 5 of 166 CITY OF WATERLOO Council Communication Rudy Jones, Community Development Director City Council Meeting: 9/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Community De v61opment Rigby, Nancy Approved 9/4/20'19 3:08 P ATTACHMENTS: Description Type D Department Requests :Backup :Material Page 6 of 166 TRAVEL REQUEST CITY OF WATERLOO FINANCE bEPT. STAFF ONLY LINE ITEM USED 271,3,2 50 /3it F YA1A9 BUDGETED //O(4) EXPENDED YTDTHIS REQUEST /4,,C" LEFT AFTER AFTER THIS , REQUEST /29e/1 NAME(S) AND POSITION(S): Rudy Jones -Community Development Director NAME OF CLASS / MEETING: State and Entitlement Meeting DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: September 17, 2019 RETURN DATE: September 17, 2019 DATE(S) OF MEETING: September 17, 2019 PURPOSE OF TRAVEL/TRAINING: The Iowa Economic Development Authority and the Iowa Finance Authority administer the state allocation of CDBG and HOME. The state is hosting a meeting with all the entitlement representatives who administer CDBG and IIOME. These meetings are an opportunity for all of us to discuss administrative challenges and innovative projects. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: 620 Mulberry Street ESTIMATE OF COST: LODGING TAXI 15.00 MEALS PARKING REGISTRATION 100.00 MILEAGE/FUEL AIRFARE MISCITOLLS TOTAL FOR ALL: 115.00 BUDGET LINE ITEM: 224- 32- 5850.1346 GRANT REIMBURSABLE YES NO BG21A.ADMN x REQUIRED CERTIFICATION YES NO TOTAL: $ 115.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY Of WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD/ MAYOR K:\Shared Goodies\Forms\Travel Request Form January 2010 DATE DATE Page 7 of 166 CITY OF WATERLOO Council Communication Sgt. Girsch & Officer Wilson City Council Meeting: 9/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date P (Ace, 1.:)epart merit igby, Nancy Approved 9/4/2019 3:1 0 P ATTACHMENTS: Description Type D .Department Requests :Backup :Material Page 8 of 166 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Sgt. Michael Girsch & Officer Troy Wilson DATE: NAME OF CLASS / MEETING: High Threat CQB Swat Training c! 44,..) 6 .-00. 2A-rrc -Cr 41- 60-A PO4-' DEPARTURE DATE: 9/24/19 Return Date: 9/26/19 FINANCE DEPT, LINE ITEM USED FY _2020 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance September 3rd, 2019 DESTINATION: Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: STAFF ONLY 010-11-1100-1346 0 - be.cirtmet DATE(S) OF MEETING: September 24 -26th, 2019 PURPOSE OF TRAVEL: Captain McGeough is requesting to send Sgt. Girsch and Officer Wilson to High Threat CQB Swat Training in Waterloo Iowa September 24 -26th, 2019. Both Officers are members of the Waterloo Police Department Tactical Unit as well as Firearms Instructors for the department This school will work on clearing structures safely and sudden high threat encounters as well as spontaneous officer rescue tactics. The skills teamed will be taken back to the Tactical Unit as well as the rest of the department at training. The cost of this school will not exceed $550.00. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ N/A METHOD OF TRAVEL: )00CXXXXX YES NO CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $0.00 LODGING $0.00 MEALS $550.00 REGISTRATION $0.00 MILEAGE/FUEL TOTAL FOR ALL: $ 550.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 275.00 I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO PER PERSON I APPROVE THIS TRAVEL REQUEST D PARTMENT HEAb MAYOR •0 DATE DATE Page 9 of 166 CITY OF WATERLOO Council Communication Tina Schellhorn, Electrical Foreman; Matt Vlasak, Signal Tech Foreman; Craig Hintz Ian, Signal Tech II; Nate Alderman, Electrician; Kelby Haines, Electrician; Scott Buchanan, Electrician City Council Meeting: 9/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Traffic t )peraat.'ions p 1 tthy, Nancy Approved 9/44/2019) ... 3:12 PM: ATTACHMENTS: Description Type D Department Red Backup Maatcanaa. Page 10 of 166 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Tina Schellhorn, Electrical Foreman; Matt Vlasak, Signal Tech Foreman; Craig Hintzman, Signal Tech 11; Nate Alderman, Electrician; Kelby Haines, Electrician; Scott Buchan, Electrician FINANCE DEPT. STAFF ONLY LINE ITEM USED 7(,6 7V,g0 /1)(46. FY 4W,2° BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST eza ,;,Z 0 DATE '7'171 Original - Clerk/Finance Copy - bepartment DATE: October 16, 2019 NAME OF CLASS / MEETING: Electrical Calculations & Common Violations DEPARTURE DATE: October 16, 2019 RETURN DATE: October 16, 2019 DESTINATION: Waterloo, lowa DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: October 16, 2019 PURPOSE OF TRAVEL/TRAINING: Satisfies the requirement for the new State of Iowa Electrical Licensing law. All of the calculations used in the electrical industry including box fill, sizing, raceway fill, derating, romex and many other calculations. Finding problems and solutions to the most common mistakes that are made in the wiring of new facilities. WILL TRAVEL RE UIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE ESTIMATE OF COST: LODGING MEALS $900.00 REGISTRATION MILEAGE/FUEL DEPARTING FROM: PRIVATE VEHICLE TOTAL FOR ALL: $ 900.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 266-17-71204513 GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: 150.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST MAYOR IMEared GoodiesTorms\Travel Request Form January 2010 DATE Page 1 1 of 166 CITY OF WATERLOO Council Communication Michelle Weidner, Chief F inancial 0 ffic er City Council Meeting: 9/9/2019 Prepared: REVIEWERS: D epartment Reviewer Action Date H /by, Nancy Approved 9/6/2,019 ... 91.5 NM: ATTACHMENTS: Description Type D Department R eaia:eaaaa thaw Mama°rnaap. Page 12 of 166 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY V BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE - Clerk/Finance STAFF ONLY 010 03 8400 1346 NAME(S) AND POSITION(S): Michelle Weidner, Chief Financial Officer DATE: 9/5/2019 NAME OF CLASS / MEETING: League of Cities Annual Conference DESTINATION: Dubuque, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 9/25/2019 RETURN DATE: 9/27/2019 DATE(S) OF MEETING: 9/25/2019-9/27/2019 PURPOSE OF TRAVEL/TRAINING: Attend League of Cities Annual Conference WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 300.00 LODGING 55.00 MEALS 255.00 REGISTRATION 40,00 MILEAGE/FUEL 30.00 TOTAL FOR ALL: $ 655.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010 03 8400 1346 x GRANT REIMBURSABLE YES NO x YES NO REQUIRED CERTIFICATION TOTAL: $ 655.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE Page 13 of 166 CITY OF WATERLOO Council Communication Building Maintenance City Council Meeting: 9/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date .13 khn aTarattemot igby, Nancy Approved 9/4/201.9 3:1. 2 P ATTACHMENTS: Description Type D .Department Requests :Backup :Material Page 14 of 166 City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Bldg Maint Department to expend $ 3,663.77 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Removal and replacement of the quarry tile in the main lobby at the Waterloo Cente for the Arts Vendor selected for this purchase: D & W Flooring Bids or written quotes were taken on this purchase, as follows: D & W Floorir $ 3,663.77 Riley's Floors - $ 5,400.00 ri Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: riGeneral Fund 1-1 Bonds Road Use Tax r---1 Sewer Sanitation Federal/other grants[1 Other (specify) This expenditure is to be coded to the following budget line -item: 418-22-8800-2152 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, ignature Dept. Head or Designee $ er6i),a90 $ ,•( Date (Signature Finance Dept. Review) K:\shared goodies\forms\Expenditure Pre -Authorization xis (Mar 2010) Date Page 15 of 166 CITY OF WATERLOO Council Communication Housing Authority City Council Meeting: 9/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Hops ng Authority Elligby, Nancy Approved 9/6/2019 9:1 6 A MI ATTACHMENTS: Description Type D .Department Requests .Backup :Material Page 16 of 166 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Housing Authority Department to expend $ 10,976.00 plus est. shipping costs of $ 0.00 to pay for or purchase Repair to east and north sides of Ridgeway Towers roof. This purchase or expenditure is being made because: Wind damage sustained in early summer has become worse. Vendor selected for this purchase: Black Hawk Roof Company Inc. ElBids or written quotes were taken on this purchase, as follows: Black Hawk Roof Co. Option 1 (replacement) $51,381.00 Option 2 (secure) $16,068.00 Option 3 (lay cover & pavers) $10,976.00 Service Roofing - would only bid on replacement $41,230.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 1:1 General Fund LJBonds El Road Use Tax Sewer 1 1 Sanitation Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 283-13-5451-1382 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (S gnature Dept. Head or Designee) K:'shared goodiesVorms1Pre-Auth for Roof Repair 2010.xls (Mar 2010) Capital Fund Grant 13CAP 2019 (Project Code) $ 68,202.00./ $ 66,589.00 / nature Finance Dept. Review) Date Page 17 of 166 BLACK HAWK ROOF COMPANY INC. 619 E. 19TH ST. CEDAR FALLS, IA 50613 319-277-9355 FAX: 319-277-9360 PROPOSAL SUBMITTED TO: Julie Dawson PROJECT: Ridgeway Towers LOCATION: Waterloo, IA DATE: 9/3/19 BID NO.: BID PKG: PHONE: (319)-230-1256 ATTENTION: ESTIMATING DEPT. EST -TOWERS FAX/EMAIL: Julie.dawson waterloo-ia.org PROPOSAL #: BHR-TOWERS The undersigned proposes to furnish all material, labor and necessary equipment to complete the following: Roof approximately 4800 square feet. EAST SIDE and NORTH SIDE Please note certain qualifications and exclusions: I. Remove insulation and membrane and dispose of at a legal dumpsite 2. Install polyisocyanurate insulation to match existing roof . 3. Fully Adhere 0.060" EPDM per manufacture specifications. 4. All terminations and penetrations per manufacture specifications. 5. Fabricate arid install new 24 ga. pre -finished sheet metal on perimeter as necessary. All above work to be completed in a substantial and workmanlike manner. For the sum of FOURTY THOUSAND EIGTH HUNDRED AND SEVENTY ONE DOLLARS DOLLARS (S 0.871.00) EAST SIDE Unit Cost 1: To complete above scope on the north side THIRTEEN THOUSAND THREE HUNDRED AND SEVENTY SIX DOLLARS ($13,376.00) Unit Cost 2: to complete above scope of work on both the north and east side FIFTY ONE THOUSAND THREE HUNDRED AND EIGHTY ONE ($51,381.00) Option 2: EAST SIDE I. Secure roof with appropriate fasteners per manufactures specifications. ( at locations 2',6' and 14' from perimeter). 2. Strip in fasteners with manufactures approved flashing per manufactures specifications. 3. Re -flash four scuppers per manufactures specifications. (east side only) For the sum of ELEVEN THOUSAND THREE HUNDRED AND THREE DOLLARS ( $11,303.00) Unit Cost 3: to complete the above scope of work on the north side FOUR THOUSAND SEVEN HUNDRED SIXTY FIVE DOLLARS ($4,765.00) Option 3: EAST SIDE I. Loose lay sacrificial slip sheet over existing roof per manufactures specifications. 2. Install ballast pavers over existing slip sheet per manufactures specifications. 3. Re -flash four scuppers per manufactures specifications. (east side only) For the sum of SIX THOUSAND SVEN HUNDRED AND SEVNTY SIX ( $6,776.00) Unit Cost 4: to complete the above scope of work on the north side FOUR THOUSAND TWO HUNDRED DOLLARS ($4,200.00) Page 18 of 166 BLACK HAWK ROOF COMPANY INC. 619 E. 19TH ST. CEDAR FALLS, IA 50613 319-277-9355 FAX: 319-277-9360 Payments to be made as follows monthly progress payements and 100% upon completion.. This contract maybe void if not accepted within 30 days. Qualifications and exclusions: Respectfully submitted by: Michael Kelly • Sales tax included • No payment or performance bonds included • No Snow or ice removal included • No deck replacement included Acknowledged acceptance of this proposal: By: Date: Page 19 of 166 "EXPERIENCE MATTERS" ERVICE ROOFING CO. Since 1936 September 4, 2019 Julie Dawson City of Waterloo 123 Arizona Street PO Box 818 Waterloo, Iowa 50704 Phone: 319.232.4535 Fax: 319.234.7728 Website: www.serviceroofing.nes Re: Wind damage roof repairs at Ridgeway Towers- NORTH END REVISION SERVICE ROOFING COMPANY proposes to furnish material and labor necessary to install, construct, and place the improvements described herein on the Ridgeway Towers at 225 W. Ridgeway in Waterloo, IA (Wind damage area of approximately 16' x 230' along the East edge of the building and across the North Edge of the building). Scope of Work to repair wind damaged area of approximately 16' x 230' along the East edge of the building as well as 16' x 59' along the North End of the building. • Remove the existing membrane and insulation in the repair area. • Install new polyiso insulation to match the existing insulation thickness. • Install new 60 mil EPDM rubber roofing, adhered to the roof insulation. This will be sealed to the existing roofing around the perimeter of the repair area. Price: $41,230.00 Please Note: We do not express or imply any warranty for repairs completed to existing roofs. Further repairs or alterations to this or other roof sections will require additional charges. Respectfully, Date Accepted: Brad Metcalf, Service Roofing Company MEMBERS OF: National Roofing Contractors Association Midwest Roofing Contractors Association Iowa Roofing Contractors Association (Certified Contractors) Page 20 of 166 CITY OF WATERLOO Council Communication Leisure Services City Council Meeting: 9/9/2019 Prepared: REVIEWERS: D epartment Reviewer Action Date 1....eisure Services Hi/by, Nancy Approved 9/4/2,019 3:14 PM ATTACHMENTS: Description Type D Department Requests Backup :Material Page 21 of 166 City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Lesure Services Department to expend $ NTE 25,000 plus est. shipping costs of $ n/a to pay for or purchase construction design services to include construction drawings and bid documents, onsite job supervision and submittal review for skate park. This purchase or expenditure is being made because: the skate park is being moved to a new location after being damaged in flood of 2016. Vendor selected for this purchase: Spohn Ranch, Los Angeles CA x Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Bids not required architectual or Engineering services per chapter 26 of Iowa Code. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: x General Fund Bonds Road Use Tax Federal/other 'grants Sewer Other (specify) This expenditure is to be coded to the following budget line -item: 418-37-4202-2178 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Okir.44/.4<- '9411 (Signature Dep Sanitation (Project Code) $ 75,000.00v' $ 75,000.00 Designee) Date (Signature Finance -Dept. Review) K:\shared goodies\forms\Pre-Authorization Spohn Ranch Skate Park.xls (Mar 2010) Date Page 22 of 166 CITY OF WATERLOO Council Communication Police City Council Meeting: 9/9/2019 Prepared: REVIEWERS: D epartment Reviewer Action Date P (Ace 1.:)epart merit Rigby, Nancy Approved 9/4/2019 3:1 5 P ATTACHMENTS: Description Type D Department Requests :Backup :Material Page 23 of 166 City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 7,469.00 plus est. shipping costs of $ 0.00 to pay for or purchase Upgrade to the polygraph system that is in use by the police department investigations division. This purchase or expenditure is being made because: Polygraph equipment upgrade of the software, wiring and computer. Replacing outdated components to the current system. Vendor selected for this purchase: Lafayette Instrument Bids or written quotes were taken on this purchase, as follows: 7 Bids or quotes were not taken on this purchase because: This upgrade is proprietary to Lafayette Instrument. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: IIGeneral Fund 0 Road Use Tax 7 Sewer Sanitation 0 Bonds 7 Federal/other grants Other (specify) WPD Forfeiture This expenditure is to be coded to the following budget line -item: WPD 010-11-1150-1512 11TRI.WPDF (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submi ted, $ 5,720 267)cl ‘09, del/41c- l./126-ctelli.4 Date 1Sigriature Dept. Head or Designee) Date (Signature Finance Dept. Review) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) Page 24 of 166 CITY OF WATERLOO Council Communication S ewer City Council Meeting: 9/9/2019 Prepared: REVIEWERS: D epartment Reviewer Action Date Waste Management High y 'Nancy Approved 9/4/20119 - 3:1. 6 P M ATTACHMENTS: Description Type D .Department .Requests :Backup :Material Page 25 of 166 City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the SEWER Department to expend $ 2,675.00 plus ext. shipping cost of $ 175.00 HOIST AT LAGOON FOR PLACING AND PULLING PUMPS to pay for or purchase This purchase or expenditure is being made because: REPLACEMENT OF NON -WORKING HOIST AT LAGOON Vendor selected for this purchase: IOWA TOOL PRODUCTS riBids or written quotes were taken on this purchase, as follows IOWA TOOL PRODUCTS - $2850 (WAIVED $200 HOIST EVALUATION FEE) IOWA HOIST & CRANE - $2850 + $200 HOIST EVALUATION FEE CAMPBELL SUPPLY - $2820 + $200 HOIST EVALUATION FEE riBids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ri General Fund: [1 Bo FiRoad Use Tax: ]Sewer: []Sanitation: Federal/other grants: Other(specify): This expenditure is to be coded to the following budget line -item: 520-14-5200-16-7-1 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully-stIbTfiltte51, hature Dep Head Or Designee) Rate (Sign (Project Code) $ /rout) "AAP:A-, f A1/1 ture Finance Dept. Review) (7'(//i Date Page 26 of 166 September 3, 2019 ssunWEurMIwS'TeRmn rDAR *vm.a./wvwA 50613 9) 268-1100 (319) 268-9934 City of Waterloo Waste Managernent Services 3505 Easton Avenue Waterloo, IA 50701 Attn: John Hyman Ref: Our Proposal No. J-5240Revision 1 Harrington Electric Hoist Dear John, J -5240R1 Thank you for the opportunity to quote a replacement hoist for Budgit S/N AH4323VK. Since the hoist is utilized in an outdoor setting, we recommend the Harrington NER as a compatible replacement. Harrington Electric Hoist M/N: NER2-650403 Capacity: 1 -Ton Standard Voltage: 460V-3PH-60HZ Hoist Control: 1 -Speed, Pendant with Pendant Cover Lift: 30'-0" Pushbutton Drop: 15'-O" Chain Type: Nickel Plated Hoist Suspension: Top Hook Trolley: No Power Cable Length: 15'-U"(w/plug connection athoist) Lower Hook: Standard Finish: Yellow Enamel Chain Container: Canvas Case: Sealed Case for Indoor/Outdoor Use, 1P55 Rated Motor: 60 minute, H4 rated motor Price: $2,675.00/each Freight: S175.00/each Lead Time: 1-3 weeks after i•eceipt. of order Lead tirne is approximatedbased ori forecasted and current workloads. This proposal does not include tax, freight, installation or load test after installation and is valid for 30 days. Our terms are net 30 days from date of invoice. If you have any questions, or need additional information, please contact (319) 268'1100 or ITP@IowaToolProducts.com. Yours truly Sara Dale Page 27 of 166 Iowa. .Eloist,': egn, C:!rane, (ER A t Fiq 13;33 IOVVA n 13,4X 1"""(' r,„i3Ln vahon,n,,,,n3,1400 August 22, 2019 IHC -5169R2 City of Waterloo Waste Management Services 3505 Easton Avenue, Waterloo, IA 50701 Attn: John Hyman Ref: Our Proposal No. 111C-5169, Revision 2 Elarrington Electric Hoist Dear John, Thank you for the opportunity to quote a replacement hoist .for Budgit S/N AH4323VK. Since the hoist is utilized in an outdoor setting, we recommend the Harrington NER as a compatible replacement,. Harrington Electric Hoist M/N: Capacity: Standard Voltage: Hoist Control: Lift: Pushbutton Drop: Chain Type: Hoist Suspension: Trolley: Power Cable Length: Lower ['look: Finish: Chain Container: Case: Motor: NER2-650403 I -Ton 460V -3111-6011Z 1 -Speed, Pendant with Pendant Cover 30'-0" 15'-0" Nickel Plated Top Hook No 5'-0" (w/ plug connection at hoist) Standard Yellow Enamel Canvas Sealed Case for Indoor/Outdoor Use, IP55 Rated 60 minute, 114 rated motor Price: $2,675.00/each Freight: 505.00/each Lead Time: 1-3 weeks after receipt of order Lead time is approximated based on forecasted and current workloads. This proposal does not include tax, installation or load test after installation and is valid for 30 days. Our terms are net 30 days from date of invoice If you have any questions, or need additional information, please contact (800) 373-5149 or iheRiowahoistandcranc.com. Yours truly, Sara Dale Page 28 of 166 hutustrial a Contractor Sonnfies Iowa Falls, IA 710 S Oak 641.648,4621 Sell To: Cedar Rapids, IA 2127 N. lowoe Ln, NE 319.395.0091 Sioux City, IA 2650 Brid9epoot 712.252.6120 11113i1111,,,,,,,,1,111":111111.111111'1011.,,,.,,yo,i,o„,1,1„,1,1,111,h1,1 CITY WATERLOO WATER POLL CONTROL 3505 EASTON AVE. WATERLOO, IA 50702 SI i Via Ter Net 30 Days ' 011017111111 Waterloo, IA 325 W.1115 si 319.234,6613 Quote Descri .)t on CHAIN HOIST QUOTE -- JOHN Ship To: Page: Sales Quote Nuinber: Customer Number: Sales Quote Date: CITY WATERLOO WATER POLL CONTROL 3505 EASTON AVE. WATERLOO, IA 50702 Territo, Mana er Inside Sales e so Rhonda Davis Jake Rasbeck Sales 1 SQ- 00005295 CITWWP 8/21/2019 Location Code WL Item No. De c lot Unit ice Total Pric HAR NER2 650044 FREIGHT IN HOIST NER2010L 1TON 30FT LIFT 15FT PENDANT 460V-3PFI- NS Each 60HZ PLUS FREIGHT alARGES Freight In Bound Each PRICES SUBJECT TO CHANGE UPON MANUFACTURER'S PRICE INCREASE 2,650,0000 170,0000 Subtotal: Total Sales Tax Total: 2,650,00 170.00 2,820.00 0.00 2,820.00 Page 29 of 166 CITY OF WATERLOO Council Communication Planning & Zoning Depai intent requests an increase in the petty cash account by $100 from the current $200 to allow for additional recording fees and ease the turn -around time for reimbursement of funds. City Council Meeting: 9/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date P hnnnng & Za rrbnng U fi hy, Nancy Approved 9/44/2019 3:25 P NI ATTACHMENTS: Description Type .p epartrr m. t .Reat13ackuitl2 Mate jai D Memo [1ackiip'b Material SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Planning & Zoning Department requests an increase in the petty cash account by $100 from the current $200 to allow for additional recording fees and ease the turn -around time for reimbursement of funds. Submitted By: Page 30 of 166 CITY OF WATERLOO Council Communication Increase department's petty cash account by S100 from the current S200 to 5300 for recording of documents City Council Meeting: 9/9/2019 Prepared: 9/3/2019 REVIEWERS: Department Reviewer Action Planning & Zoning Schroeder, Aric Approved ATTACHMENTS: Description Type Ct petty cash memo Cover Memo Date 9/4/2019 - 10:45 AM SUBJECT; Increase department's petty cash account by S 100 from the current $200 to $300 for recording of documents. Submitted by: Submitted By:Noel Anderson, Community planning & Development Director Recommended Action: Approval Summary Statement: This additional $100 will allow for additional recordings and also case the turn -around time for reimbursement of funds in the petty cash Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: account. Page 36'`66 TO: Finance Committee Sharon Juon, Chair FROM: Noel Anderson Community Planning & Development Director DATE: August 29, 2019 Finance Committee members: The Planning & Zoning Department requests to increase our office petty cash account from $200 to $300. We have been recording more documents and often times our turn -around, time for the reimbursement causes a delay for more time sensitive documents needing recording. This $100 increase should help us ease the strain of waiting to record additional documents. Page 32 of 166 CITY OF WATERLOO Council Communication September 9, 2019 City Council Meeting: 9/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Finance Highy, Nancy Approved 9/4/2019 3:07 PM ATTACHMENTS: Description Type • 09.09,19 Preliminary Cover Invoice Report Backup Material • 09,09,19 .Pretimin.aty Detail Invoice Rport Backup Material • 09.09.1.9 Preliminny Summary Invoice Report 1:13.1Kup Material. 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M 0 01 7 LC) N CO 01 .--i N 7 01 MD 7 7 .--i M M M M M Cr 7 7 CO QO t.0 t.0 tD '.D t0 P'I: N N N N N N N N N N N N (1) LO '.O 'O �O �O t0 t0 t0 t0 t0 t0 t0 0 N 0 O Ln 0) 0 0 Page 145 of 166 Run by Emily Graham on 09/06/2019 03:02:28 PM 01 a)LP " D 0 CD 0 CD CD Efa R; CU 0 2 04, raVim 01 1 0 IIS ^11 0 Invoice Net Amount 1/40 CO +--i 01 O W O M M u') N O N N O M N M M - CO N M W CO C3 0 CO O U 1/46 M N fR O O O O 01 .-1 O O O O 01 01 01 O O O N N N 00 01 O N O co W 0011 n O O O O 0 0 0 0 Olfl 1- O) CO O co N N EPr ✓5 t„� GNb GN1 Lf) co M 01 01 01 01 01 01 01 ":,,". 01 01 01 ".", 01 01 01 01 01 ".! 01 .".! 01 • 1 ,-1 ,--r '1 ,--r r"a ,--1 ,--1 ,-1 ,- r"a ,- 0 rH N N Ni.: N N N N N N c: N 0011 0011 0011 Q\i 01 O11 O11 Oji 0011 0011 O O O O O O O O O O 01 01 01 01 01 01 01 01 01 01 01 01 01 01 1 001 01 0 0 1 01 01 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O O O O \ \ \ \ \ N N O O O 01 0101 0011 \ O 0 0 O O O O 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 .ti .ti .ti .--r ,ti .--r ,ti .--r .--r .--r .--r ,ti ,ti ,ti ,ti ,--i ,--i 3 O O O O O O O O O O O 0 0 0 0 O O N N N N N N N N N N CA cn cn 01 01 01 Cr, 01 01 01 O O O 0 O O O O 0 0 0\) 001 0011 0011 0\) 0\) 0011 0011 0011 0101 O O O O O O O O O O ug till iso i'�Y,F rw�5 i'tiY ,. .--I O O O 01 O 01 O 01 01 01 W -y 01 t„„ 01 01 01 01 ,5 01 .,.wb 01 J' O O O O O O O O O O O 0 0 0 0 O °° 0 N N N N N N N e N N N N i �p N N N N q,,, N ' �� N " mr0 N N 0 � VIS �C0 IL 01 �'„ C — 0., 0., N N N N N N Co '-4 N 01 �"""� 01 IW" O N N N li 'li N N ��-0 I, �� Om G Call vvvv -0 00 00 00 00 CO CO CO O O O O O 0 O�'� O O O O00 co co co I10O';ri',;;; CO 104 o ,,,,rii„„ HI 00 00 III10,,, IC III^^^ Invoice Date Held Reason N N N N N N CN 0011 0011 0011 01 01 01 0011 O O O O O O O 0 0 0 0 0 0 0 u) Cr! rHGO O M (J} C) u „,,,� IIIA .) 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EP. 102 M„ III ISM, „I u,,,,, IMI CI 11111 0 of 111 „m1Y N .--r .--r m m m u m O O O 1111m M uI m,', k o 0 o IIIA„„ cm 1111„„ Ill,fl 10 1,„11”, M n 1110 DO 1110 III"„„ 110 eq iO el uP„M” GO �^ 01 .--r01 .� 01 x...1' L11 l0 O M M 01 N 0 l0 01 01 C':'U C':'P O .-4 01 !':'Y 01 0 7r 1113 01 01 CO l0 O .--r N ..V"w;.G O O O ..;"::+ n a co l0 I", I", 113 CO N N N N N CO CO O C,tlP 00 00 00 t0 00 O 0i0 ip ip ip a..)O1 GY.P 01 ;:`• 10 > N N N N Page 146 of 166 Run by Emily Graham on 09/06/2019 03:02:28 PM 0 0') a) p X„ sia N3 CU 0 !gm CI 1 Invoice Net Amount CO tD M 00 0 1O O M Ill O 1/40M O) O 7 N M N CO d - n N O N N O l0 mr) co N Lf) um rl 7 O O O O O O N l0 M Cr, Cr, 0 0 O O N N N N CO W O O tie",r v, cc cc C,l 0 NIS cu a) T q.# 6) 0 6) O) a) a) ou a) O S O 4k - :l ..-I °;J ,-1 - - - C:,1 Ti Ti C':1 Ti C) N 5'... N ":.. N N N N i... N N Y... 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