HomeMy WebLinkAbout10/03/2016 FINANCE COMMITTEE
October 3, 2016
5:10 PM
Harold E. Getty Council Chambers
Members
Chairperson Ron Welper
Vice Chairperson Bruce Jacobs
Tom Powers
Roll Call:
Approval of Agenda
Approval of Minutes
Minutes of September 26, 2016, as proposed.
NEW BUSINESS
TRAVEL REQUESTS
1. Lt. Ferguson
Class/Meeting:Rough in and final inspections for Fire Sprinkler Systems.
Destination:West Allis, WI
Dates: Oct. 31 -Nov. 1, Amount not to exceed: $295.00
2016
2. Refund request for property located at 1312 Wallgate Avenue for garbage can fees
billed in error totaling $97.50.
3. Pre-Authorizations to Expend over$1,000.00
Airport
Amount and Estimated S/H: $2,900.00
Expenditure: Staff is requesting the approval to perform airfield painting services
to the runway centerline on Runway 18-36 to allow for refreshed reflectivity on the
centerline for aircraft ops.
Center for Arts
Amount and Estimated S/H: $1,400.00
Expenditure:Advertising with Lamar(4)billboards to promote Holiday Arts
Festival 2016.
Clerk's Office
Amount and Estimated S/H: $5,401.00
Expenditure:Membership renewal with National League of Cities for 2017.
Leisure Services
Amount and Estimated S/H: $2,780.00
Expenditure: Transport of baseball/softball infield material.
Leisure Services
Amount and Estimated S/H: $2,040.00
Expenditure:Infield material for baseball/softball fields.
Safety Committee
Amount and Estimated S/H:NTE$2,850.00
Expenditure:HR Connect training for Safety Fair. (Team building)
Sanitation
Amount and Estimated S/H: $25,650.00
Expenditure:New engine and rebuild transmission.
Traffic Operations
Amount and Estimated S/H: $15,940.00
Expenditure: (4) Controllers, (6)BIUs, (2)Nema MMU2s.
BUDGET LINE ITEMS TO BE AMENDED
4. Approve the project budget for the Alcohol Incentive Grant Task 54, funded with a
federal grant passed through from the State of Iowa in the total amount of$55,000, as
submitted by the Police Department.
5. Approve the project budget amendment for the Laserfiche scanning project funded
with energy rebates, to use $9,260.13 in refunds received in the prior fiscal year and
$7,800 additional refunds received in the current year, as submitted by the Facilities
Maintenance Department.
BILLS PAYMENT
6. October 3, 2016.
ADJOURNMENT
Suzy Schares, CMC
City Clerk/Human Resource Director
Sent over 091516 FINANCE DEPT. STAFF ONLY
LINE ITEM USED UM a;L /1/4)b /�3ekv
TRAVEL REQUEST FY I 1 BUDGETED Ivo )
CITY OF WATERLOO EXPENDED YTD /3.Fv'41-
THIS REQUEST , 3--''Y
LEFT AFTER THIS
REQUEST .�. Jf
D1TG 1. , �t 1 1—1 6,
NAME(S) AND POSITION(S): DATE:
Chris Ferguson, Lieutenant 09/15/16
NAME OF CLASS/ MEETING: DESTINATION: West Allis, WI
Rough in and final inspections for Fire Sprinkler Systems. DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
10/31/16 11/02/2016 11/01/2016
PURPOSE OF TRAVEL:
One Day seminar providing attendee's information on how to conduct the field inspection for new fire sprinkler and
standpipe systems. (EU's available)
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
CITY VEHICLE x PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 010-12-1400-1346
250.00 LODGING TAXI x GRANT REIMBURSABLE
20.00 MEALS PARKING YES NO
25.00 REGISTRATION AIRFARE x REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ $295.00 TOTAL: $ 295.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF V A RLO•
Oki'
--..14111E211E0 A4
DEPARTMENT HEAD MAYOR
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DATE DATE
T.... FSA Seminar Information Sheet
Seminar Title: Rough and Final Inspections of Fire Sprinkler Systems
Seminar Description: This one-day seminar provides attendees with vital information on how to
conduct the field inspections for new fire sprinkler and standpipe systems.
Fire sprinklers and standpipes are installed in stages and inspections are required before
commencing to the next stage. The codes require periodic on-site inspections as the work
progresses, to be installed according to the approved construction documents. This work is
required to be inspected and approved before being covered or before the system is
commissioned. This course points out the visual and physical inspection requirements of the
latest codes and standards.
Special Notes: Bring latest edition of NFPA 13,NFPA 14 and IBC or IFC to presentation.
Bring materials for writing and taking notes.
Intended Audience: AHD's,plan reviewers, for new fire sprinkler systems
Duration: 1 Day- 7 hours
Total Instructional Contact Minutes: 390 min. (.7 CEU)
Professional Approvals: AIA-Provider#: G131, Course#: NFSA08, 7 LU/HSW
Learning Objectives:
At the conclusion of this seminar the participant will be able to:
1. Compare the actual fire sprinkler installation with approved construction documents and
current codes and standards.
2. Recognize the duties of the inspector through on-site evaluations of the installed systems.
3. Employ contemporary techniques of field inspections.
4. Understand the stages of fire sprinkler installation and the need to correlate and interact
with contractors and the authorities having jurisdiction.
Seminar Format(s): Lecture, discussion and in-class activity
Participant Materials: Checklist
Instructors Resources: Slides notes
Assessment Method(s): Review and discussion of in-class exercises
Key Words: 4 for search purposes:
1
ONF
SA Seminar Information Sheet
Tho Voic f tho Fire$pr(nkier fntlu5py
Seminar Schedule
Module 1—Inspector, Codes and Standards Module 8:00—9:30
Break 9:30-9:40
Module 2 -Rough Inspection Module 9:40 — 10:40
Break 10:40— 10:45
Module 2 - Continued 10:45— 11:45
Lunch 11:45 — 12:45
Module 4—Final Inspection Standpipe Module 12:45— 1:15
Module 5 -Final Inspection Fire Sprinkler Module 1:15—2:30
Break 2:30—2:45
Module 5 - Continued 2:45-4:00
2
The Voic NFS Seminar Information Sheet
f Na Flre Sprinkler Intlosiry
Module Information
Title: Module 1 -The Inspector, Codes and Standards
Duration (min.): 90
Learning Outcomes:
At the conclusion of this module the participant will be able to:
1. Identify the structure of NFPA 13 and select chapters of the IBC/IFC.
2. Recognize the attributes of a professional field inspector.
3. Express code violations in writing in a clear and concise manner.
Title: Module 2—Rough Inspection
Duration (min.): 90
Learning Outcomes:
At the conclusion of this module the participant will be able to
1. Recognize the requirements for fire sprinklers at the rough-in stage of construction.
2. Assess sprinkler piping and system for code compliance prior to being concealed.
3. Express code violations in writing in a clear and concise manner.
Title: Module 3—Final Inspection of Standpipes
Duration (min.): 30
Learning Outcomes:
At the conclusion of this module the participant will be able to:
1. Recognize the requirements for standpipes at the fmal stage of construction.
2. Assess standpipe piping and system for code compliance prior to being put into service.
Title: Module 4—Final Inspections of Fire Sprinkler Systems
Duration (min.): 140
Learning Outcomes:
At the end of this module the participant will be able to:
1. Recognize the requirements for fire sprinklers at the final stage of construction prior to
occupancy.
2. Assess sprinkler piping and system for code compliance prior to being concealed or
occupied.
3. Express code violations in writing in a clear and concise manner.
3
CITY OF WATERLOO
Committee Communication
Finance Committee Meeting: 10/03/2016
Prepared: Nancy Higby
Dept. Head Signature: Kelley Felchle
# of Attachments:
SUBJECT: Refunds
Submitted by: Kelley Felchle, City Clerk
Recommended Committee Action: Approval of the following refunds:
Refund request in the amount of$97.50 for fees paid on a C sized garbage can which was billed in
error, for property located at 1312 Wallgate Avenue from February 2015 to present.
Summary Statement: The resident is requesting reimbursement of fees paid due to a billing error.
The Water Works has provided documentation of overpayment with a total refundable amount of
$97.50.
Expenditure Required: As indicated above
Source of Funds: GARBAGE REFUND 525-15-5400-1785
Policy Issue: None
Alternative: Not give the reimbursement.
Background Information: Recommendation for reimbursements are only made after Waterloo
Water Works, Sanitation, and Waste Management Services have been contacted to verify the
information given by the individual.
hle. K CLERKf)Al-''Council&l'inanceConiniunicationsOCoune-ilCommunicationSto0'ouncil&Orinance':2015\FinanceCommuni
cation y030915.aarba_c.refund.doc
Nancy Higby
From: SUZY SCHARES
Sent: Wednesday, September 28, 2016 9:36 AM
To: MARY RATKOVICH; Nancy Higby
Cc: Amber Stephens
Subject: RE: Refund for city services
Hi Mary,
We will get the refund request put on next week's finance agenda. Thanks for letting us know.
Suzy Schares, CMC
City Clerk/HR Director
City of Waterloo
715 Mulberry Street
Waterloo, Iowa 50703
(319)291-4323
From: MARY RATKOVICH
Sent: Wednesday, September 28, 2016 9:20 AM
To: SUZY SCHARES
Cc: Amber Stephens
Subject: Refund for city services
Suzy, RE: Brandt Nikolas, 1312 Wallgate Ave, Waterloo, IA 50701 Account:113768-521986
We had a very upset customer call yesterday that has been trying to get his billing straight since February 2015. Back in
February 2015 Brent requested that his C garbage can be replaced with an A can and also have the yard waste can
picked up. The call was transferred to the respective city department for processing and follow-up. The charges for the
yard waste can were dropped from his account but the garbage charges were never adjusted accordingly. At this time
we are asking that a refund check for$97.50 be sent to Brent,the amount he has overpaid as the attached paperwork is
proof. We normally don't get involved with this refund and customer process but since I feel that this was an error
stemming from the Water Works/City and because he was so upset, I decided to request the refund on his behalf.
Thank you and if you have any questions please let me know.
Mary-Office Manager
Waterloo Water Works
319-232-6280 ext 3903
1
WATERLOO WA WORKS Phone:(319)232-6280
•,. www.waterloowater.org
325 Sycamore Street Pane 1 of 1
P.O.Box 27
Waterloo,Iowa 50704 STATEMENT OF SERVICES
ACCOUNT SUMMARY
Customer Name: Brandt Nikolas Billing Frequency: Quarterly
Account Number: 113768-521986 Billing Date: 05/27/2016
Service Address: 1312 WALLGATE AVE Billing Due Date: 06/20/2016
Waterloo Water Works Services
Water $30.45 Previous Balance $132.81
Credits/Payments -$132.81
Sales Tax $2.14
Late Penalty $6.55 Water Works Subtotal $39.14
Water Works Subtotal $39.14
City of Waterloo Subtotal $102.10
City of Waterloo Services
Total Current Service Charges $141.24
Sanitary Sewer $47.35 Total Amount Due $141.24
Storm Water Fee $8.25 Amount Due After 06/20/2016 $147.87
Garbage $46.50
City of Waterloo Subtotal $102.10
110/1 5 21 Oc)
1C/, 50 oft"? p
Previous Read Date Current Read Date Previous Read Previous Read Type Current Read Current Read Type Usage(CCF)
02/19/2016 05/19/2016 1,580 Actual 1,592 Actual 12
12 SPECIAL MESSAGES
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Please detach and return the bottom portion with your payment.See reverse side for additional Information
MAKE CHECKS PAYABLE TO: • Account Number: 113768-521986
WATERLOO WAT WORKS Total Amount Due: 141.24
�-. Amount Due After: 147.87
P.O.Box 27 Billing Due Date: 06/20/2016
Waterloo,Iowa 50704
Phone:(319)232-6280 Amount Enclosed:
ADDRESSEE:
Brandt Nikolas
1312 Wallgate Ave REMIT TO:
Waterloo,IA 507012457 WATERLOO WATER WORKS
P.O.BOX 27
❑Please check box if contact information requires WATERLOO, IOWA 50704
updating and indicate the change(s)on reverse side
•WATERLOO WAT WORKS Phone:(319)232-6280
www.waterloowater.org
325 Sycamore Street Page 1 of 1
P.O. Box 27
Waterloo.Iowa 50704 STATEMENT OF SERVICES
ACCOUNT SUMMARY
Customer Name: Brandt Nikolas Billing Frequency: Quarterly
Account Number: 113768-521986 Billing Date: 02/26/2016
Service Address: 1312 WALLGATE AVE Billing Due Date: 03/18/2016
Waterloo Water Works Services
• Previous Balance $130.40
Water $28.70 Credits/Payments -$136.83
Sales Tax $2.01 Balance Forward -$6.43
Late Penalty $6.43
Water Works Subtotal $37.14 Water Works Subtotal $37.14
City of Waterloo Services City of Waterloo Subtotal $102.10
Sanitary Sewer $47.35 Total Current Service Charges $139.24
Storm Water Fee $8.25 Total Amount Due $132.81
Garbage $46.50 Amount Due After 03/18/2016 $132.81
City of Waterloo Subtotal $102.10
5l9 i)c) civ?/).#0/P
Previous Read Date Current Read Date Previous Read Previous Read Type Current Read Current Read Type Usage(CCF)'
•
11/18/2015 02/19/2016 1,569 Actual 1,580 Actual 11
12
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Please detach and return the bottom portion with your payment.See reverse side for additional information
MAKE CHECKS PAYABLE TO: Account Number: 113768-521986
WAT ERLOOWA =R WORKS Total Amount Due: 132.81
.rte _ Amount Due After: 132.81
P.O.Box 27 Billing Due Date: 03/18/2016
Waterloo,Iowa 50704
Phone:(319)232-6280 Amount Enclosed:
ADDRESSEE:
Brandt Nikolas
1312 Wallgate Ave REMIT TO:
Waterloo,IA 507012457 WATERLOO WATER WORKS
P.O.BOX 27
❑Please check box if contact information requires WATERLOO.IOWA 50704
updating and indicate the change(s)on reverse side
WATERLOO WA R WORKS Phone:(319)232-6280
www.waterloowater.org
325 Sycamore Street Paee 1 of 1
P.O. Box 27
Waterloo,Iowa 50704 STATEMENT OF SERVICES
ACCOUNT SUMMARY
Customer Name: Brandt Nikolas Billing Frequency: Quarterly
Account Number: 113768-521986 Billing Date: 12/17/2015
Service Address: 1312 WALLGATE AVE Billing Due Date: 01/07/2016
Waterloo Water Works Services CHARGE SUMMARY
Water $26.44 Water Works Subtotal
$28.30
Sales Tax
$1.86
Water Works Subtotal $28.30 City of Waterloo Subtotal $102.10
City of Waterloo Services Total Current Service Charges $130.40
Total Amount Due $130.40
Sanitary Sewer $47.35 Amount Due After 01/07/2016 $130.40
Storm Water Fee $8.25
Garbage $46.50
City of Waterloo Subtotal $102.10
)0 61,/ti(?)/iD
Previous Read Date Current Read Date Previous Read Previous Read Type Current Read Current Read Type Usage(CCF)
08/17/2015 11/18/2015 1,558 Actual 1,569 Actual 11
12
LL 110
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Please detach and return the bottom portion with your payment.See reverse side for additional information
MAKE CHECKS PAYABLE TO: Account Number: 113768-521986
WATERLOO WA WORKS Total Amount Due: 130.40
Amount Due After: 130.40
P.O.Box 27 BillingDueDate:
Waterloo,Iowa 50704 01/07/2016
Phone:(319)232-6280 Amount Enclosed:
ADDRESSEE:•
Brandt Nikolas
1312 Wallgate Ave REMIT TO:
Waterloo,IA 507012457 WATERLOO WATERWORKS
P.O.BOX 27
IDPlease check box if contact information requires WATERLOO.IOWA 50704
updating and indicate the change(s)on reverse side
UULTULrlt L1JULt1I / (/ 10 10. 14.44
Display Account History
Account No 09 60 0620 56289 Billing Date
Customer BRANDT NIKOLAS ' Ph 529-3735 Activity
Address 1312 WALLGATE AVE WATERLOO
5-Payments
? Billing Consu Water Sewer Garbage STORM Total St Cnd
Date Payment Payment Payment Payment Payment
8/28/15 11 29.63- 49.72- 48.83-v\50 8.66- 136.84- P RT
_ 5/28. 15 8 25.88- 39.38- 51.61- fP8.88- 125.75- P RT
2/26/15 r 11 29.63- 43.53- 55.50- CA.44- 137. 10- P RT*
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City Clerk Use Only
Finance Committee /
Approval Date t o/3 A b
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 Airport Department to expend
$ 2,900.00. plus est. shipping costs of $ N/A to pay for or purchase
Staff is requesting the approval to perform airfield painting services to the runway center-
line on Runway 18-36 to allow for refreshed reflectivity of the centerline for aircraft ops.
This purchase or expenditure is being made because:
Provide for enhanced reflectivity of the runway centerline for nighttime aircraft operations
until the full runway is painted with FAA funds during the spring / summer of CY-2017.
Vendor selected for this purchase: Even Quality Works, LLC of Waverly, Iowa
X Bids or written quotes were taken on this purchase, as follows:
Staff received three (3) quotes for runway painting services as follows:
1). Even Quality Works of Waverly at $2,900 2). Quality Striping of Des Moines at
$5,695; and, 3. Iowa Plains Signing, Inc. of Slater, Iowa at $20,134.00.
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates): N/A
Please check the following box(es) as appropriate to describe the funding for this expense:
X General Fund Road Use Tax Sewer Sanitation
Bonds Federal/other grants Other(specify)
This expenditure is to be coded to the following budget line-item:
010-29-7700-1371
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 110,773.00 I/ j
and the current available balance is $ 80-,-362-.00 q. 5-7q V
i
es• tfully submitted,
-= °' _.�.. � q '26"/1
(Signature D + . H-aai or Designee) Date (Signature Finaip,
nce Dept. Review) Date
K:\shared goodies\forms\FY-2017 Runway 18-36 Centerline Repainting.xls(Mar 2010)
Even Quality Works, L.L.C.
P.O BOX 431
Waverly, IA 50677
(319) 269-1178
evenqualityworks@hotmail.com
Nta
ESTIMATE
ADDRESS SHIP TO ESTIMATE# 1698
KEITH AIRPOT RUNWAY DATE 09/23/2016
ACTIVITY QTY
DESCRIPTION
RUNWAY 18-36
PAINT CENTER LINE WHITE WITH GALSS BEADS
PAINT BOARDLINE BLACK WITH NO GLASSBEADS
Price does not include any work not TOTAL $2,900.00
specified above.
If you have any questions concerning this
estimate please contact us at 319-269-1178
or evenqualityworks@hotmail.com
Accepted By Accepted Date
1704 E. Euclid Ave.
Des Moines,Iowa 50313
Phone: 515-289-1370
Fax: 515-289-1373
jake@qualitystriping.com
Quality Striping, Inc.
Waterloo Airport Date: 9-22-16
Attn: Keith Kaspari Runway 18-36
Airport Road Job Location:
Waterloo, Iowa 50703
1-319-291-4483 Fax Waterloo, Iowa
Cell Keith.Kaspari@waterloo-ia.org
WE ARE PLEASED TO QUOTE THE ABOVE REFRENCED PROJECT.
Restripe 26 Runway 18-36 centerline markings to include painting white and black outline markings.
This quotes excludes any surface preparation.
All work to be done in one mobilization. Waterloo Airport to provide all necessary traffic control and
escorts for the project and especially for the intersection work. This quote excludes any time for the
badging process since we will be under direct airport supervision.
Amount for above work using Iowa waterborne traffic marking paint and Iowa Department of
transportation glass beads or Type 1 FAA spec beads with one mobilization. $5,695.00
All traffic control to be provided by Waterloo Airport.
NO WARRANTY ON PAVEMENT MARKINGS
Quality Striping Inc will furnish and perform,in accordance with the owner's specifications,all labor,material,equipment,and services reasonably
necessary to complete the work identified above. This proposal may be withdrawn or cancelled if not accepted within 30 days. Unless stated
otherwise,prices are based on completion during the current construction season. Payment terms: Net within 30 days after receipt of invoice.
This bid proposal is a proposal only and upon execution by both parties hereof,each of Contractor and General Contractor intends to enter into a
subcontract agreement providing additional terms relating to payments,insurance,mutual indemnifications and other risk allocation provisions,and
other customary general conditions. In the event that the parties are not able to agree upon the terms and conditions of such subcontract agreement
within 30 days after acceptance hereof,then either party at its option may by written notice terminate this bid proposal,provided that the
indemnification set forth in the next paragraph shall not be affected by such termination and that upon any such termination, General Contractor
shall pay to Contractor the amounts bid for labor,materials and other inputs for any work completed to the date of termination.
Each party to this bid proposal shall indemnify,defend and hold harmless the other party and its employees,affiliates,officers and directors from and
against any loss,damage or expense(including reasonable attorney fees and excluding consequential damages)arising out of or resulting from the
first party's negligence,wrongful acts or omissions to the extent of the scope of work and price described above and the other matters contemplated
by this bid proposal.
QSI
���-sir.-a���`�`:.::.,.�•-:c.'-"'
BY
Kevin"Jake"Jacob,Commercial Supervisor
The undersigned hereby accepts this proposal and agrees to be bound by the terms and conditions contained herein.
DATE: BY:
"QUALITY AND PROMPTNESS SINCE 1968"
,From: lowa Plains Signing 5156853530 09/2212016 12:14 #567 P.001 /001
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KkS
I G 111�}ilv,6Th AVENUE(HWY.210W)
RQ. OX 554,
SLATER, IOVA 50244-0654
1 i TELEPHONE; (515)685-3536
FAX: (51 5)685-3530
I
Project: Regional Airport (Paint Skips) Ailit :
ked-11%
City: Waterloo, Iowa
Bid Date: September 22nd, 2016
Bid Description Units Quantity Per Unit Total
item #
Runway C.L. Dashes - Restripe SF 12584 $1.60 $20,134.40
Conditions or Notes:
Price does not include any surface preparation, traffic control or pavement marking removal.
This quote does not include fiaggers.
A'.e.. AdOr.
ason Baker Acceptance Signature
Cell # 515-371-2942
jbakernp iowanlains.com
TRAFFIC CONTROL'TEMPORARY TRAFFIC SIGNALS
TEMP BARRIER RAIL*PAINT STRIPING , TAPE STRIPING
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 Center for Arts Department to expend
$ 1,400.00 plus est. shipping costs of $ to pay for or purchase
Advertising with Lamar- 4 billboards to promote Holiday Arts Festival 2016.
This purchase or expenditure is being made because:
Vendor selected for this purchase:
Bids or written quotes were taken on this purchase, as follows:
I x l Bids or quotes were not taken on this purchase because:
Marketing funds are awarded through a City of Waterloo Hotel-Motel Tax Grant. The
grant necessitates using specific or pre-determined vendors including a variety of
media outlets in accordance with the approved Hotel-Motel grant marketing plan.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund Road Use Tax n Sewer Sanitation
Bonds x Federal/other grants Other(specify) HOTEL-MOTEL FUNDS
This expenditure is to be coded to the following budget line-item:
010-26-4265-1351 Advertising 26HMT.ADVFY1 7
(Fund - Department-Activity -Account Number) (Project Code)
in which the budgeted amount is $ 19,122.00 4f
and the current available balance is $ % :23'
55-
Respectfully submit d,
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(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
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Finance Committee
Approval Date 1 C/3/I U
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 City Clerk Department to expend
$ 5,401.00 plus est. shipping costs of $ to pay for or purchase
Membership renewal with National League of Cities for 2017
This purchase or expenditure is being made because:
The National League of Cities gives us voice in passage of national legislation, adoption
of federal policies favorable to local governments, access resources and information.
Vendor selected for this purchase:
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Annual dues set by organization.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
nGeneral Fund n Road Use Tax n Sewer n Sanitation
Bonds n Federal/other grants n Other(specify)
This expenditure is to be coded to the following budget line-item:
010-03-8400-1391 (Dues & Membership)
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ /01 '`26{)
and the current available balance is $ 5i r6q
Res ectfully s mitted,
,,b)4100.42.1( q-254&I
(Signatur pt. ead or Designee) Date (:.i•' atu e Finance Dept. Review) Date
K:\shared goodies\forms\National League of Cities Membership Dues 2017.Expenditure Pre-Authorization(Mar 2010)
{
is I
City Clerk Use Only
Finance Committee
is
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 Leisure Services Department to expend
$ 2,780.00 plus est.shipping costs of $ to pay for or purchase
Transport of baseball/softball infield material.
This purchase or expenditure is being made because:
to upkeep the playing surface of baseball/softball fields. This is an amended preauth.
Product was estimated, they delivered more than the original estimate.
Vendor selected for this purchase: Falkstone St. Ansgar Iowa
X Bids or written;quotes were taken on this purchase, as follows:
Falkstone (St. Ansgar, IA) $2,725.00
Bryan Road Products, Inc. (Shakopee MN) $5,120.00
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates): approved 8/22/16 by Finance Committee
Please check the following box(es)as appropriate to describe the funding for this expense:
General Fund Road Use Tax _J Sewer —1 Sanitation
I "J Bonds Federal/other grants — Other(specify)
This expenditure is to be coded to the following budget line-item:
415-37-4202 2178
(Fund-Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 90,000.00
and the current available balance is $ 36,048.20
RespectfGit fitted,
LE),"((,0
(,0
(Signature Dept. &ad o :es':. ee) DafeSi nature Fi ance Dept. Review)9 D ate
Klshared goodieslformslExpenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date !(43/11,
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 Leisure Services Department to expend
$ 2,040.00 plus est.shipping costs of $ to pay for or purchase
Infield material for baseball/softball fields.
( This purchase or expenditure is being made because:
to upkeep the playing surface of baseball/softball fields. This is an amended preauth.
Product was estimated, they loaded more than the original estimate.
Vendor selected for this purchase: Bryan Rock Products Shakopee MN
n Bids or written quotes were taken on this purchase, as follows:
PTI Bids or quotes were not taken on this purchase because:
Bryan Rock Products is the company that has supplied the infield material for all
baseball/softball fields.
I �
Prior Committee Actions (Dates): approved 8/22116 by Finance Committee
Please check the following box(es)as appropriate to describe the funding for this expense:
General Fund [] Road Use Tax [] Sewer Sanitation
[2_1( Bonds fl Federal/other grants Other(specify)
This expenditure is to be coded to the following budget line-item:
415-37-4202 2178
(Fund- Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 90,000.00
and the current available balance is $ -36704&20-- ZS
Respectful!
Respectful) submitted, fl
( `2/21 .116)
(S • : re Dept. ea• a • nee) ate (S nacre il'nc`e Dep. Review) Date
K:lshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date ,i -
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 Safety Committee Department to expend
$ 2,850.00 N.TF plus est. shipping costs of $ to pay for or purchase
HR Connect training for Safety Fair. Managing Conflict: Change an Interaction
Change a Relationship (Teambuilding)
This purchase or expenditure is being made because:
Vendor selected for this purchase: HR Connect/ PDCM
n Bids or written quotes were taken on this purchase, as follows:
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:
x General Fund Road Use Tax n Sewer Sanitation
Bonds n Federal/other grants In Other(specify)
This expenditure is tcl be coded to the following budget line-item:
010-09-8255-1315
(Fund - Department-Activity-Account Number) (Project Code)
f
in which the budgeted amount is $ 15,000.00
and the current available balance is $ 15,000. 04' 11 000 C
Respectfully s fitted,
(
(Signature De . ead br Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forrns\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 10 3/11,,
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 Sanitation Department to expend
$ 25,650.00 plus est. shipping costs of $ to pay for or purchase
New Engine and rebuild transmission
This purchase or expenditure is being made because:
106 - 2009 lnternation Garbage Side Loader Truck - 5-day turn around locally
$4,500.00 will be rebated when old engine turned back in
Vendor selected for this purchase:
X Bids or written quotes were taken on this purchase, as follows:
Thompson Truck & Trailer, Inc. Waterloo, IA $25,650.00
Thompson Truck & Trailer, Inc. Waterloo, IA $43,350.00
O'Halloran International Chicago, IL $20,842.23
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:
General Fund Road Use Tax n Sewer Sanitation
Bonds Federal/other grants Other (specify)
This expenditure is to be coded to the following budget line-item:
010-18-7955-1569
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $
3/
and the current available balance is $ !�/ "Z5 a
—
Respectfully submitted,
16:
(Signature Dept. ea.or Designee) bate (Signature Finance Dept. Review) Date
K:\shared goodies\forms\2016-September-Expenditure Pre-Authorization-Thompson Truck-New Engine,Rebuilt transmission,$25,650-106
truck-010-18-7955-1569.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date �b(3/I b
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 Traffic Operations Department to expend
$ 15,940.00 plus est. shipping costs of $ to pay for or purchase
4 - Controllers, 6 BIUs, 2 Nema MMU2s
This purchase or expenditure is being made because:
Lightening damage due to storm on 9/22/16.
Vendor selected for this purchase: Mobotrex
n Bids or written quotes were taken on this purchase, as follows:
Mobotrex Davenport, IA $15,940.00
❑ 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:
ri General Fund n Road Use Tax n Sewer n Sanitation
nBonds n Federal/other grants n Other(specify)
This expenditure is to be coded to the following budget line-item:
415-17-7161-2125
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 86/-66D
and the current available balance is $ 66,453.47
Respectfully submitted,
alikeitc()
Ateej
Signature Dept. He d or Designee) Da (Signatur Finance Dept. Review) Date
K:\shared goodies\forms\2016-September-Expenditure Pre-Authorization-Mobotrex-controllers, BIUs, MMU2,storm damage-9-22-$15,940.00-
415-17-7161-2125.xls(Mar 2010)
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 City Clerk Department to expend
$ 5,401.00 plus est. shipping costs of $ to pay for or purchase
Membership renewal with National League of Cities for 2017
This purchase or expenditure is being made because:
The National League of Cities gives us voice in passage of national legislation, adoption
of federal policies favorable to local governments, access resources and information.
Vendor selected for this purchase:
Bids or written quotes were taken on this purchase, as follows:
X Bids or quotes were not taken on this purchase because:
Annual dues set by organization.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
X General Fund Road Use Tax Sewer n Sanitation
Bonds Federal/other grants Other(specify)
This expenditure is to be coded to the following budget line-item:
010-03-8400-1391 (Dues & Membership)
(Fund - Department-Activity-Account Number) (Project Code)
dam,
in which the budgeted amount is $ 2-01 i-, 1
and the current available balance is $ 5 6 f
Res ectfully s mitted,
,,,,- A
(.., Awit't scit, ,v ,),_.
614-.Q5
ignatur pt. ead or Designee) 1\
Date ( nature Finance Dept. Review) Date
{
K:\shared goodies\forms\National League of Cities Membership Dues 2017.Expenditure Pre-Authorization(Mar 2010)
Budget Amendment Descriptions for 10/3/2016 Finance Committee Meeting Agenda:
1. Approve the project budget for the Alcohol Incentive Grant Task 54,funded with a federal grant
passed through from the State of Iowa in the total amount of$55,000, as submitted by the
Police department.
2. Approve the project budget amendment for the Laserfiche scanning project funded with energy
rebates,to use$9,260.13 in refunds received in the prior fiscal year and $7,800 additional
refunds received in the current year, as submitted by the Facilities Maintenance department.
Please use this for project budget descriptions on Finance agenda. Do not need to include this cover
sheet in the Finance Committee packet.
''.. PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION
b
PAGE TWO
City Clerk Use Only
Finance Committee
Io/
Approval Date 3/
Project Name (from page one) Police Grant-Alcohol Incentive Grant Task 54
Department No. project will be budgeted under 11 To die as tg)ec her the Finance Dept.
Activity No. project will be budgeted under 010 11 1150 Project Ntpk%2,. `, 1GRT
Subprojecko. IDCTK54 --,
(Each column should only include amounts by fund)
Fund: 010- Fund:_010-
11 11
1150 1160 Bond Fund Total
REVENUES:
3000 Cash on Hand $ -
3350 Federal Grant -
3352 Federal HUD Grant _ -
3354 Shared Program - Local -
3357 Shared Program -County -
3358 Shared Program -City -
3360 Shared Program -State -
3361 State Grant -
3720 Donations - Restricted -
3370 School Share Liaison -
3373 Fed Pass thru for Iowa 55,000.00 55,000.00
Funded with property tax -
TOTALS $ 55,000.00 $ - $ - $ - $ 55,000.00
EXPENDITURES:
1111 Salaries- Regular $ -
1112 Salaries - Part Time -
1125 Overtime 45,000.00 45,000.00
1346 Travel Training 1,000.00 1,000.00
1561 Educational Materials -
1563 In Car Video Camera 9,000.00 9,000.00
TOTALS $ 55,000.00 $ - $ - $ 55,000.00
N.
I !_I ate_ -_ i 7 �.6/1..d.ite . 4J,u i� �7-1
ature Dep Hea IIa e (Signature Finance Dept. Review) Date
K:\shared goodies orms\Project Budget Worksheetl5\Page 2 TK57(2) (Mar 2010)
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE
Project Name Police Grant-Alcohol Incentive Grant Task 54
City Contract No. To be assigned by ate Finance Dept.
Project Manager Captlin Joe Leibold Project No. 11GRT
Project Budget Total $ 55,000.00 Subproject No. IDCTK54
1. How will this project be funded?
A. Federal Grant Yes No X CFDA# % Paid by federal grant
Grant Name Grant Agreement Number
B. State Grant Yes X No % Paid by state grant 100.00%
Grant Name Grant Agreement Number PAP 17-405d-M6OT
C. City Match Source of Ilunding % Paid by City
D. Other Entities Yes No x % Paid by other entity
Name
Done None
2. Attach copies of any grant agreements that will fund the project(REQUIRED) ✓f Ex ❑
601,416„1 (1,0(, C 7 -((p Yes No
3. Does the project include the purchase of right of way or other real property? �X
If yes, will real property purchses be reimbursable under the grant? El ❑X
If yes, have you attached authorization to purchase real property to this document? El 0
4. Will this project include any no0-participating expenses, such as:
A. Stormwater permit fees X
B. Publication, or printing costs ❑ EX
C. Others, list EX
5. Does this project cover any regular full-time salaries or benefits? ❑ EX
6. Include a brief description of thle project in the space below: (REQUIRED)
This grant will cover directed overtime enforcement, training related travel & 2 in-car video cameras.
Page 2 must be attached and signed.
K:\shared goodies\forms\Project Budget Worksheetl5\Traffic TH57(2) (Mar 2010)
e
Completed forms should be routed dirctly to the Finance Dept. FINANCE DEPT.ONLY
Financ4 Cpimittee approval required?
YES t/ NO I, .
If so,date approved: '
City of Waterloo
Line-Item Budget Amendment Request Form
The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line-item budget
amendment for FYE 2017 submitted by the Finance Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES(INCREASE REVENUE) INCREASE EXPENDITURES(DECREASE REVENUE)
Fund Dept Activity Acct# Acct Name Proj Code Amount Fund Dept Activity Acct# Acct Name Proj Code Amount
010 22 8820 3000 Cash on Hand 9,260.13 010 22 8820 1112 Salaries-PT 22FAC LASER1E 9,260.13
010 22 8820 3722 Refunds 22FAC LASER1E 7,800.00 010 22 8820 1112 Salaries-PT 22FAC LASER1E 7,800.00
TOTAL $17,060.13 TOTAL $17,060.13
This amendment is being requested becOuse:
Refund budgeted for Laserfische scannir}g project was not completed in FY16. Carryover balance is$9260.13 to be used in FY17.
Additional refund received in FY17 to be used for this project as well in the amount of$7800.00(rec'd 8-10-16).
Prior Committee Actions(Dates):
I
6,,, i
ii, 00ej,,,,7-- ,.
,e... ,,),„,..,2„,-, ,27-/t9
(Sig a'fure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendments_FY17(Apr 2003)