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09/12/2016
FINANCE COMMITTEE September 12, 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 6, 2016, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Officers Rulapaugh, Girsch and McClleland Class/Meeting:Firearms Instructor Recertification Destination:Johnston, IA Dates: October 14, 2016 Amount not to exceed: $495.00 2. Lt. McClelland Class/Meeting:Rifle Instructor Recertification Destination:Johnston, IA Dates:October 13, 2016 Amount not to exceed: $190.00 3. Pre-Authorizations to Expend over$1,000.00 Building Inspection Amount and Estimated S/H:$2,000.00 Expenditure:Fire Alarm Suppression System Plan Review-45 W. Jefferson St. (Grand Crossing Apartments). Building Inspection Amount and Estimated S/H: $1,000.00 Expenditure:Fire Alarm Suppression System Plan Review- 500 E. 4th Street (KWWL Bldg). Central Garage Amount and Estimated S/H: $2,799.17+ $125 S/H Expenditure:Electronic Control Module-Fire 304 Finance Amount and Estimated S/H: $12,000.00 Expenditure:Preparation of 509A report and hi-annual OPEB valuation. Leisure Services Amount and Estimated S/H: $11,550.00 Expenditure:Advertising and advertising spot production to promote the Cedar Valley SportsPlex during Monday Night Football, MLB Playoffs, College Football and other programming. Legal Department Amount and Estimated S/H: $4,680.50 Expenditure:McQuillin Municipal Law Report Newsletter- $1,188.00; McQuillin 2016 Pocket Parts - $3,269.50 and McQuillin 2016 Index Pamphlet- $223.00. MIS Amount and Estimated S/H:Not to exceed $3,000.00 Expenditure:Fiber Optic enclosures and racks. Planning Amount and Estimated S/H: $24,000.00 Expenditure: Concrete wall/footing removal at former Chamberlain site; removal of concrete wall and footing per ton. Planning Amount and Estimated S/H: $3,000.00 Expenditure:Monitoring for demo of the former Chamberlain site. Police Amount and Estimated S/H: $3,500.00 Expenditure:Purchase and install an incinerator with after burner to destroy evidence, drugs and prescription drugs turned in by the community. Sanitation Amount and Estimated S/H:NTE$10,500.00 Expenditure:Road stone for compost site drive. BUDGET LINE ITEMS TO BE AMENDED 4. Approve the project budget amendment for the Young Arena Miscellaneous Improvements Fund to use cash received in prior years in the amount of$12,366.90 for building improvements that will be made in the current year, as submitted by Leisure Services. 5. Approve the project budget amendment for the Leisure Services Memorial Fund project to use cash received in prior years in the amount of$1,868.93 for memorials that will be purchased and installed in the current year, as submitted by Leisure Services. 6. Approve the project budget for the SportPlex Marketing Project funded with a Council Discretionary HoteUMotel grant in the amount of$11,000, as submitted by Leisure Services. 7. Approve the project budget amendment for the Tri-County Forfeitures Fund to use cash received in prior years in the amount of$60,000, as submitted by the Police Department. BILLS PAYMENT 8. September 12, 2016 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 TRAVEL REQUEST FY _2017 BUDGETED `f r'Oen(J CITY OF WATERLOO EXPENDED YTD / C"ft) 4-1- THIS LTHIS REQUEST LEFT AFTER THIS REQUEST 47, R DATE Original-Clerk/Finance Copy-Department NAME(S) AND POSITION(S): DATE: Officers Rulapaugh, M. Girsch and McClelland Se,tthber 2nd, 2016 NAME OF CLASS/ MEETING: DESTINATION: Johnston, Iowa Firearms Instructor Recertification DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Return Date: DATE(S) OF MEETING: October 14th October 14th, 2016 October 14th, 2016 PURPOSE OF TRAVEL: Lt. Cirksena is requesting permission to send the above listed officers to ILEA for firearms recertification. It is an 8 hour course and is required for them to keep their certifications through the state of Iowa.All are trainers at the department in firearms. Cost for each is$150.00. A city vehicle will be used and filled up with fuel at the city pumps. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ YES NO METHOD OF TRAVEL: XX CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: BUDGET LINE ITEM: $0.0 LODGING TAXI x GRANT REIMBURSABLE $45.00 MEALS PARKING YES NO $450.00 REGISTRATION AIRFARE x REQUIRED CERTIFICATION $0.00 MILEAGE/FUEL MISC/TOLLS YES NO TOTAL FOR ALL: $ 495.00 TOTAL: $ 165.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO i DEPARTMENT HEAD"" MAYOR — 2 — 7,19 1 --11 L DATE DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 TRAVEL REQUEST FY 2017 BUDGETED 4/14006) CITY OF WATERLOO EXPENDED YTD ;1,436"-1- THIS REQUEST LEFT AFTER THIS REQUEST 4 31"f 5- DATE 2774/ Original-Clerk/Finance Copy-Department NAME(S) AND POSITION(S): DATE: Lieutenant McClelland _ 3e,= ber 2nd, 2016 NAME OF CLASS/ MEETING: DESTINATION: Johnston, Iowa Rifle Instructor Recertification DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Return Date: DATE(S) OF MEETING: October 13th October 13th, 2016 October 13th, 2016 PURPOSE OF TRAVEL: Lt. Cirksena is requesting permission to send the above listed officer to ILEA for firearms recertification. It is an 8 hour course and is required to keep certification through the state of Iowa. McClelland is a firearms trainer. Cost is$175.00. A city vehicle will be used and filled up with fuel at the city pumps. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ YES NO METHOD OF TRAVEL: XX CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: BUDGET LINE ITEM: $0.0 LODGING TAXI x GRANT REIMBURSABLE $15.00 MEALS PARKING YES NO $175.00 REGISTRATION AIRFARE x REQUIRED CERTIFICATION $0.00 MILEAGE/FUEL MISC/TOLLS YES NO TOTAL FOR ALL: $ 190.00 TOTAL: $ 190.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO at —ret7A DEPARTMENT HEAD MAYOR Ct) 2- (,(2. C*1‘ 2,-/! t,e DATE DATE 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 Bldg lnsp Department to expend $ 2,000.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Fire Alarm Suppression System Plan Review - 45 W Jefferson St (Grand Crossing Apartments) Vendor selected for this purchase: Lund Fire Protection n Bids or written quotes were taken on this purchase, as follows: nBids or quotes were not taken on this purchase because: City of Waterloo has a contract with Lund Fire Protection Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund n Road Use Tax n Sewer n Sanitation Bonds Federal/other grants n Other(specify) This expenditure is to be coded to the following budget line-item: 010-22-5100-1390 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ /006. f and the current available balance is $ 52I v Respectfully submitted, HG- .r� 22/t,iiin,r.1A (4)/X-620 ?I (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth-Lund Fire-Grand Crossing Fire alarm.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 Bldg Insp Department to expend $ 1,000.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Fire Alarm Suppression System Plan Review - 500 E 4th Street (KWWL Bldg) Vendor selected for this purchase: Lund Fire Protection n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: City of Waterloo has a contract with Lund Fire Protection 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 n Bonds 7 Federal/other grants n Other(specify) This expenditure is to be coded to the following budget line-item: 010-22-5100-1390 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ -Zik,)p and the current available balance is $ Spp ✓ Respectfully submitted, 46,6 tdi444.01 7-74 (Signature Dept. Head or Designee) Date ( ig ature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth-Lund Fire-Grand Crossing Fire alarm.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 Central Garage Department to expend $ 2,799.17 plus est. shipping costs of $ 125.00 to pay for or purchase Electronic Control Module - Fire 304 This purchase or expenditure is being made because: ECM experiencing internal failure Vendor selected for this purchase: Interstate Power Systems Bids or written quotes were taken on this purchase, as follows: x Bids or quotes were not taken on this purchase because: OEM Only 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 Sanitation Bonds Federal/other grants Other(specify) This expenditure is to be coded to the following budget line-item: 010-18-1405-1571 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 85,000.00 / and the current available balance is $ /7g, 8 = Respectfully submitted, e.,.� - i.> ndA -K16 K:\shared goodies\forms\Central Garage-Fire 304 ECM-Sep 2016.xls(Mar 2010) City Clerk Use Only Finance Committee Q Approval Date /ZJi tw 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 Finance Department to expend $ 12,000.00 plus est. shipping costs of $ to pay for or purchase Preparation of 509A report and bi-annual OPEB valuation. This purchase or expenditure is being made because: Vendor selected for this purchase: I-1 Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Gallagher Benefit Services, Inc. has provided these services to the Plan in prior years and has our information in their system. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: I ^I General Fund 0 Road Use Tax n Sewer n Sanitation nBonds [] Federal/other grants n Other(specify) This expenditure is to be coded to the following budget line-item: 010-03-8950-1390 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 11,500 plus 500 Map t00 y I/ and the current available balance is $ 11,500 plus 500 /% )O/ Respectfully submitted, I/', ,A`id (�Jt��t�, ,� j�:2-d�O C .G' 1 irbeN.f' 9: 110 (Signature Dept. Head or Designee) Date (Signature inance Dept. Review) Date K:\shared goodies\forms\Cedar Valley Coalition FYE17 Dues Pre auth.xls(Mar 2010) City Clerk Use Only Finance Committee Approval Date //L//tr 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 $ 11,550.00 plus est. shipping costs of $ N/A to pay for or purchase advertising and advertising spot production to promote the Cedar Valley SportsPlex during Monday Night Football, MLB Playoffs, College Football and other programming. This purchase or expenditure is being made because: early Fall through Winter are crucial time periods to attempt to grow our membership base. Vendor selected for this purchase: OnMedia (Cedar Falls, IA) Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: OnMedia is the only vendor with this package. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax Sewer n Sanitation Bonds X Federal/other grants Other(specify) This expenditure is to be coded to the following budget line-item: 010-37-4105-1351 010-37-4180-1351 Advertising 37 HMT.SPLX17 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 11,000.00/4,850.00'' and the current available balance is $ 11,000.00 / 50.00`'- Respectfully submitted, 9.-7-1/ � e/-1- (Signature Dept. Head esignee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2016 plex advertising(Mar 2010) 4 4 s 4 y 4 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 LEGAL Department to expend $ 4,680.50 plus est. shipping costs of $ 0.00 to pay for or purchase McQuillin Municipal Law Report Newsletter for year $1,188.00 McQuillin 2016 Pocket Parts $3,269.50; McQuillin 2016 Index Pamphlet $223.00 This purchase or expenditure is being made because: It is yearly updating of 19 Volumes plus Index for McQuillin Municipal Law Books 1 Vendor selected for this purchase: Thomson West n Bids or written quotes were taken on this purchase, as follows: It is ongoing annually. Delivery of the pocket parts and cost is unknown each yr. XBids or quotes were not taken on this purchase because: Automatically renews, year to year Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: ILII General Fund Road Use Tax n Sewer n Sanitation n Bonds ri Federal/other grants Other(specify) This expenditure is to be coded to the following budget line-item: 010-06-8600-1584 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 10,000 07 I and the current available balance is $ 1% Ci 00 '/ Respectfully submitted, fr ,,,:: -------_, 7-446 (SignDept. ad or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization(Mar 2010) I SUBSCRIPTION INVOICE SUMMARY THOMSON REUTERS Bill To: From: WATERLOO CITY ATTORNEY Thomson Reuters - West 715 MULBERRY ST P.O. Box 64833 WATERLOO IA 50703-5714 St. Paul, MN 55164-0833 Page 1 of 1 04 IMPORTANT NEWS Thank you for your business. For more information about us, or your account, please visit us on the web at legalsolutions.thomsonreuters.com PLEASE MAKE CHECKS PAYABLE TO: THOMSON REUTERS-WEST PUBLISHING CORP. Customer Service: 1/800-328-4880 See reverse side for contact and payment information BILLING ACCOUNT # INVOICE Nth INVOICE.,©ATE BILLINt"ir:PERIOD PAYMENT DUE T?TAL INVOICE W0t 399283 834527675 0$/O4/2016 IUL 05� 2015 09/03/2016 AMOUNT IN USD. 4,i68{JSQ Descriptlon PRIG1 IN U D TAX IN U D TOTAL ilk USO ANNUAL/MONTHLY CHARGES 1,188.00 0.00 1,188.00S SUBSCRIPTION PRODUCT CHARGES 3,492.50 0.00 3,492.50 S TOTAL INVOICE AMOUNT 4,680.50 T RETURN BOTTOM PORTION WITH PAYMENT - THANK YOU INVOICE # 834527575 ACCOUNT # 1000399283 VENDOR # 41-1426973 VAT REG # EU826006554 PAYMENT DUE 09/03/2016 AMOUNT DUE IN USD 4,680.50 AMOUNT ENCLOSED IN USD Thomson Reuters - West WATERLOO CITY ATTORNEY Payment Center 715 MULBERRY ST P.O. Box 6292 WATERLOO IA 50703-5714 Carol Stream, IL 60197-6292 0834527575 0000000000000000000000 20160804 ZCMI 000468050 0010 1000399283 7 SUBSCRIPTION INVOICE DETAIL THOMSON REUTERS' Bill To: From: WATERLOO CITY ATTORNEY Thomson Reuters - West 715 MULBERRY ST P.O. Box 64833 WATERLOO IA 50703-5714 St. Paul, MN 55164-0833 Page 1 of 1 04 Customer Service: 1/800-328-4880 BILLING ACCOUNT #. INVOICE INVQICE DATEa B#LUNG PERIOP PAYME(}T DUE: TOT*L INVQ VE 100039928 634527578 05/041201.6 JUL 05, 2016 AUG 04 20.16 09/03/2016 AMOUNT IN USP A.X84>5f� S#11P/POST DATE DELIVERY DESCR!P11ON QTY UNi`f' TAX TOTAL. POSTING NUMBER NUMBER PRICE IN USO IN USD: �0H PAYMEt 1 fiEff ENCS IIIA'US..D ANNUAL/MONTHLY CHARGES Aug 01, 2016 - Jul 31, 2017 08/01 6109512264 MCQUILLIN MUNICIPAL LAW REPORT 1 1,188.00 0.00 1,188.00S NEWSLETTER SUB PO# 23978 ANNUAL/MONTHLY CHARGES TOTAL 1,188.00 T SUBSCRIPTION PRODUCT CHARGES 07/28 6109262235 424591698 MCQUILLIN MUN CORP 3D 16 PP AND INDEX MCQUILLIN LAW OF MUNICIPAL 1 223.00 223.00 CORPORATIONS 3D 2016 INDEX PAMPHLET MCQUILLIN LAW OF MUNICIPAL 1 3,269.50 3,269.50 CORPORATIONS 3D 2016 PP Subtotal 3,492.50 0.00 3,492.50 S SUBSCRIPTION PRODUCT CHARGES 3,492.50 T TOTAL Thank You City Clerk Use Only Finance Committee Approval Date 6/1&/r 4, 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 MIS Department to expend $+Mt<$3,000 plus est. shipping costs of $ to pay for or purchase Fiber Optic enclosures and racks. Total not to exceed more than $3,000. This purchase or expenditure is being made because: County is replacing the tower that is outside City Hall. This equipment is needed to run fiber inside of City Hall and terminate in proper locations. Vendor selected for this purchase: Van Meter Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: Van Meter is standard supplier for fiber optic equipment at City Hall. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax Sewer n Sanitation X Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line-item: 415-01-8225-2106 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 70,000.00 / and the current available balance is $ 70,000.00 Respectfully submitted, ,, (f , / 9 '7.-Hp 4 i < ii),( 4, 4._(;) r i( (Signature Deep. HeVd or Designee) Date tSignature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Fiber Insatllation City Hall.xis (Mar 2010) VAN METER Quotation ....._ BAR LO£tiM_.L,tYANGV:4tIVP?.^' 125 Courier Street Waterloo, IA 50701-1289 08/31/16 S9420406 319-235-9313 Fax 319-235-0365 ORDERVAN ME: e`;71 (2j VAN METER INC. 125 Courier Street 1 Waterloo,IA 50701-1289 319-235-9313 Fax 319-235-0365 QUOTE TO: SHIP TO CITY OF WATERLOO - MIS DEPARTMENT CITY OF WATERLOO - MIS DEPARTMENT 715 MULBERRY STREET 715 MULBERRY STREET ATTN: CHRIS YOUNGBLUT ATTN: CHRIS YOUNGBLUT WATERLOO, IA 50703-5783 WATERLOO, IA 50703-5783 lzwromOvOirotit §'`•' >,'CUSTOMER-ORM N1OPERAS,.. ,..* . N PRICEBR SHIP BR 78993 CITY HALL CHRIS YOUNGBLUT REITERS 2 10 `ir' • 41. swVIA �H*ARMS BID EXP DATE FRIGHTALLOWED '. Susan Kneppe WAT 3520 02C15 CITY M-F NET 30 DAYS See Below No ORM OTT tea' d..` ��� �.� PTktM a; zt � LOOT PRICE EXTENSION;,,. ********* Shipping Instructions ********** * * * * * * * * * * ****************************************** lea KENDALL-HOWARD 1915-3-301-12 12U 135.000e 135.00 18"D V-LINE FIXED WALL RACK 2ea PAN-NET FCE2U 2U RACK MOUNT FIBER 282.742e 565.48 CASSETTE ENCLOSURE (OPTICOM QUICKNET); HOLDS UP TO 8 PANELS 8ea PAN-NET FAP3WAGDSCZ (3) SM DUPLEX 65.673e 525.38 ANGLE POLISH ADAPTER PANEL 2ea B-LINE SB556084XUFB RELAY RACK, 130.026e 260.05 ALUM., SELF-SUPPORTING, CUSTOMER PREMISE STYLE, 19-IN. RACK WIDTH, 8 2ea PAN-NET FOSMF FIBER OPTIC SPLICE 53.405e 106.81 MODULE FOR 24 FUSION SPLICES 2ea PAND FOSMH2U PANNET FIBER OPTIC 44.973e 89.95 SPLI 48ea AFL FP-60 60MM SPLICE PROTECTION 0.393e 18.86 SLEEVE 48ea PAND F9B3A-NM1 SC APC TO PIGTAIL 14.697e 705.46 SINGLEMODE 900MN BUFFER Wire, conduit,and fluorescent lamp prices in effect at time of shipment. Other items valid Subtotal $2406.99 30 days and based on qtys supplied, unless otherwise specified.All items subject to approval SS&H CHGS $0.00 by specifying parry. Nonstock items are subject to restocking charges based on manufacturer's Tax To be Determined terms and conditions. Freight charges or applicable tax not included. For complete terms and conditions as well as EEO Compliance regulations please go to: Amount Due $2406.99 https://vanmeterinc.comiterms-conditions.html City Clerk Use Only Finance Committee j Approval Date l 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 Planning Department to expend $ 24,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase Concrete wall/footing removal at former Chamberlain site; removal of concrete wall and footing per ton This purchase or expenditure is being made because: An attempt to complete the remaining demolition of the former Chamberlainn site Vendor selected for this purchase: Lehman Trucking & Excavating EX Bids or written quotes were taken on this purchase, as follows: Lehman - $27 per ton Vieth - $28 per ton n 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: n General Fund n Road Use Tax El Sewer n Sanitation nBonds n Federal/other grants Other(specify) This expenditure is to be coded to the following budget line-item: 224 32 5851 1396 BGEDI 9191 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 380,000.00 and the current available • a .- is $ 26,819.04 Respec . . Op Si nature Dept. Head � ���/��� ��/������� el-714o ( g p . or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\$7500 Lehman water kill.xls(Mar 2010) CHRIS WESTERN From: Laverne Lehman <jddigger@gmail.com> Sent: Monday, August 15, 2016 10:28 PM To: CHRIS WESTERN Subject: Re: Chamberlain Demo Chris, Lehman Trucking and Excavatings bid would be $27.00 per ton to tear out haul away, rough grade and seed. Thanks Laverne On Tue, Aug 2, 2016 at 2:56 PM, CHRIS WESTERN<CHRIS.WESTERN@waterloo-ia.org>wrote: All, The city has some remaining funds to complete the removal of the railroad spur trench at the former Chamberlain Manufacturing site. However, the funds must be expended by September 1 so time is of the essence and this will not be your typical formal bidding process as bids can be submitted by mail, email or hand delivered to my office. I would like to have a walk through tomorrow at 9 am. If you cannot make it tomorrow just let me know and I will meet with you whenever. I will have the bid specs available tomorrow at the walk through. Thanks and sorry for the extremely short notice. It was just recently brought to our attention these funds were remaining and needed to be spent. Call or email with questions. Christopher W. Western Planner II/Brownfield Coordinator Community Planning and Development 715 Mulberry Street Waterloo, Iowa, 50703 Email chris.westei i iwaterloo-ia.org Office 319-291-4366 1 vcc VIETH CONSTRUCTION CORPORATION 6419 NORDIC DRIVE CEDAR FALLS IA. 50613 Contact: TONY VIETH Phone: 319-277-1006 OR 319-415-3470 CELL Fax: 319-277-3383 EXCLUSIONS: Job Name: CHAMBERLAIN CONCRETE 1. BOND. REMOVAL 2016 2. EROSION OR TRAFFIC CONTROL. 3. REMOVAL OR REPLACING UNSUITABLE MATERIALS. PRICE PER TON TO REMOVE FOOTINGS=$28/TON. PRICE NOT TO EXCEED S24,000 TOTAL, ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE , AMOUNT I MOB. W/SEMI TRACTOR& LOWBOY TRLR. 8.00 HR. 135.00 1,080.00 2 CAT. 315 EXCAVATOR W/BREAKER 90.00 HR. 168.00 15.120.00 3 DUMP TRUCKS TO HAUL AWAY CONCRETE 50.00 HR. 90.00 4,500.00 4 SEEDING 1.00 LS 1,900.00 1,900,00 GRAND TOTAL S22,600.00 Page 1 of 1 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 Planning Department to expend $ 3,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase monitoring for demo of the former Chamberlain site This purchase or expenditure is being made because: Due to site contamination, environomental monitoring is necessary to protect the contractor and surrounding neighborhood in case of contaminated soil exposure Vendor selected for this purchase: HR Green n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: time was of the essence in addition HR Green the most extensive experience with the site. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund n Road Use Tax n Sewer ❑ Sanitation pi( Bonds n Federal/other grants n Other(specify) This expenditure is to be coded to the following budget line-item: 224 32 5851 1396 ($2819); 415 08 6213 2103 ($181) BGEDI 9191 (Fund - Department-Activity-Account Number) (Project Code) \ir in which the budgeted amount is $ 380,000 ." 30,000 "f and the current available balance is $ x,819.04 ,,,- 29,136 s ' Respectfully sub ed, (Signature Dept. i-14 or Designee) Date (Sig'iature Finance Dept. Review) Date K:\shared goodies\forms\Lehman Trucking-Chamb remaining demo.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 Police Department to expend $ 3,500.00 plus est. shipping costs of $ 0.00 to pay for or purchase and install a incinerator with after burner to destroy evidence, drugs, and prescription drugs turned in by the community. This purchase or expenditure is being made because: in aggreement with Black Hawk County Sheriff's Office and Cedar Falls Police to each pay for 1/3 of the purchase of an incinerator to destroy evidence and narcotics Vendor selected for this purchase: Black Hawk County Sheriff's Office Bids or written quotes were taken on this purchase, as follows: x Bids or quotes were not taken on this purchase because: Lewis Repair is a proprietary company to this incinerator which is custom made. 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 riBonds ri Federal/other grants n Other(specify) WPD Forfiture This expenditure is to be coded to the following budget line-item: 010-11-4114&1512 11TRIWPDF (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ and the current available balance is $ 9'/ / s- Respectfully submitted, C017mor / (Signature Dept. _• or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization(Mar 2010) City Clerk Use Only Finance Committee Approval Date RI 416 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 $ NTE 10,500 plus est. shipping costs of $ 0.00 to pay for or purchase Road Stone This purchase or expenditure is being made because: Road stone for compost site drive Vendor selected for this purchase: BMC Aggregates Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: Limited quarry vendors Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax Sewer X Sanitation Bonds Federal/other grants Other(specify) This expenditure is to be coded to the following budget line-item: 525-15-5400-2182-19166' (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 175,000.00" and the current available balance is $ //7 --(00o- Respectfully submitted, 7-14 yid IJ K:\shared goodies\forms\Sanitation-Road Stone-Compost Facility-Sep 2016.xls(Mar 2010) Budget Amendment Descriptions for 9/12/2016 Finance Committee Meeting Agenda: 1. Approve the project budget amendment for the Young Arena Miscellaneous Improvements Fund to use cash received in prior years in the amount of$12,366.9 for building improvements that will be made in the current year, as submitted by Leisure Services. 2. Approve the project budget amendment for the Leisure Services Memorial Fund project to use cash received in prior years in the amount of$1,868.93 for memorials that will be purchased and installed in the current year, as submitted by Leisure Services. 3. Approve the project budget for the SportsPlex Marketing Project funded with a Council Discretionary Hotel/Motel grant in the amount of$11,000, as submitted by Leisure Services. 4. Approve the project budget amendment for the Tri-County Forfeitures Fund to use cash received in prior years in the amount of$60,000, as submitted by the Police Department. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY Financ C mittee approval required? YES NO If so,date approved: Z)l 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 Leisure Services 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 (y' 010 37 4105 38-00 cash 37RST.YAMI J,,1,2178:8-7 010 37 4105 1382 Bldg Impr 37RST.YAMI 1 .87 !c) l 3t�4,9. TOTAL -3"1$87 TOTAL This amendment is being requested because: to carry over the Fiscal Year End 2016 balance for expenses to be incurred in fiscay year 2017. This is for the Young Arena Miscellaneous Improvement project coded. 3a 2 ( -3/:/.4( = lg 3 .'96 Prior Committee Actions(Dates): (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls(Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY Financ Co ttee approval required' YES NO If so,date approved: CVI"j((p 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 Leisure Services 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 37 4105 cash 37GFT.0008 1,868.010 37 4105 1567 Bldg lmpr 37GFT.0008 1,868.93 TOTAL $1,868.93 TOTAL $1,868.93 This amendment is being requested because: to carry over the Fiscal Year(End 2016 balance for expenses to be incurred in fiscay year 2017. f``Q.fvntc.c..\ +eaP - .,-\45, Prior Committee Actions(Dates): Si nat De 1! t/ZCzi" ( g pt � d or Designee) Date ( (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls(Apr 2003) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date (VI Project Name (from page one) SportsPlex Marketing Department No. project will be budgeted under 37 Leisure Services To be assigned by the Finance�iDept. ' Activity No. project will be budgeted under 4105 Project No. �'j�j7/y�r- Subproject No. 9 "/ /7 (Each column should only include amounts by fund) Fund: 010 Fund: Fund: Fund: Total REVENUES: 3000 Cash on Hand $ - 3112 Local Option Sales Tax _ 3350 Federal Grant 3357 Shared Program - County - 3358 Shared Program - City - 3360 Shared Program - State _ 3361 State Grant _ 3365 State RISE Grant _ 3368 EPA Grant _ 3377 EDA Grant _ 3720 Donations - Restricted _ 3750 Sale of Bonds 3111 Hotel/Motel Discretionary 1,000.00 10,000.00 TOTALS $ 10,000.00 $ - $ - $ - $ 1p,000.00 EXPENDITURES: 2103 Engineering & Consulting $ - 2125 Traffic Control Equipment _ 2140 Land Acquisition _ 2144 Land Improvements _ 2146 Demolitions _ 2151 Building Construction 2156 Bikeway Construction _ 2162 Storm Sewers _ 2163 Sanitary Sewers _ 2164 Sidewalks _ 2165 Streets & Roadways _ 2199 Non-participating Misc 1351 Advertising 10,000.00 1 i,000.00 TOTALS $ 10,000.00 $ - $ - $ - $ 11,000.00 (Signature Dept. ead) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\plex hm disc project budget\Page 2(Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Pro;-e; NameSportsPlex Marketing ,P 2 C)/I City Contract No. To be assigned by the Finance De t. Project Manager Mark Gallagher Project No. Project Budget Total $ 11,000.00 Subproject No. S/''�)[ / 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 I I No x % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding N/A % Paid by City D. Other Entities Yes No I x I % Paid by other entity Name Done None 2. Attach copies of any grant agreements that will fund the project(REQUIRED) 0 &' DW tU-i et-t ii a- -/ 5 _1lr Yes No 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? El If yes, have you attached authorization to purchase real property to this document? E 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees ❑ E B. Publication, or printing costs ❑ El C. Others, list ❑ ❑ 5. Does this project cover any regular full-time salaries or benefits? El E If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) This project will allow for a comprehensive marketing plan for the Cedar Valley SportsPlex. The focus will be on driving membership numbers. Page 2 must be attached and signed. K:\shared goodies\forms\plex hm disc project budget\Page 1 All Projects (Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT,ONLY Finance C mittee approval required? YES V NO lr , If so,date approved: 7/I1 1,.,„ 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 17 submitted by the POLICE 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 11 1160 3.,60130617 Tri.Ccr°-rf. ( , 60,000.00 010 11 1160 1512 Tri Co. Forf anti Tf]i 60,000.00 TOTAL $60,000.00 TOTAL $60,000.00 This amendment is being requested because: This is to conform with the City's budget line item control policy. Using revenues to increase the FY17 expense line. ("-3a'ito 12A-.l6L4 t e .2 /87 9/6. j u %� 0,au • A.,fc..ri 04,1,17 ea, in 111 7, -'A 7 will I,/;e_ oche d7.e U cry, 1,3 ef/ it vier CA(CA Prior Committee Actions(Dates): / 1 (Signature D t. Head e ' ee) ) VIISignature Finance Dept.g Revlew) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\csbudgetamendreqform(Apr 2003)