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08/08/2011
Roll Call: Members: FINANCE COMMITTEE August 8, 2011 5:00 p.m. Council Chambers Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of August 1, 2011 NEW BUSINESS 1. 2. 3. Name & Title of Personnel Mike Bown, Air Service Consultant Captain Mohlis Investigator Galbraith Travel Requests Class/Meeting Travel to Waterloo to attend meetings with Airport Board, Mayor, GCVA or as needed by airport Microsoft Excel Narcoterrorism & Islamic Terrorist Threat Destination Waterloo, Iowa from Minneapolis, Minnesota Mason City, Iowa Johnston, Iowa Date(s) June 2011 through October 2011 August 23-24, 2011 August 15-17, 2011 Amount not to Exceed $800.00 $388.00 $155.00 4. Approval of yard waste refund in the amount of $72.00 for Kathy Graham of 240 Sheridan Road —Submitted by Suzy Schares, City Clerk. of Marion, Iowa in the 5. amountApproval of r37commendrtF.Y.tFlood Control System accept bid from Control eTreesRemoval—Submitted by amount of $37,720.00 for F.. 2012 Jamie Knutson, P.E., Associate Engineer. for five 5) 6. Approval : requesteter seek bfor 1116- 118 Jefferson Street; 129 Ri kerGSreet; 213 (N. structures: 1114 Jefferson Street; Barclay Street; and 135-137 Washington Street —Submitted by Rudy D. Jones, Community Development Director. 7. Approval of recommendation to accept vehicle package bid from C & S of REMOVE Waterloo, Iowa in the amount of $44,800.00 for these of three 3 Company o support Task Force Operations -- Submitted by Mark Rice, Public Works Director. to Dept Airport Airport Building/Maintenance Building/Maintenance Center for Arts Center for Arts Center for Arts Center for Arts Central Garage Leisure Services Leisure Services Traffic Operations Pre Authorizations to Expend over $I, 000.00 Amount + Est. S/H $10,000.00 $14,285.00 $6,420.00 $4,000.00 $6,000.00 $8,500.00 $16,000.00 $5,000.00 $2,644.00 $2,805.04 + $172.40 $6,710.00 $8,000.00 $9,653.73 $22,668.47 $4,839.00 $2,909.19 $2,300.00 $1,134.00 Expenditure Pay for professional services to administer the Passen:er Facili Char Pro ram Purchase sealant and rental of equipment to fill cracks on runways and parking lot per Iowa Department of Trans ' ortation Pavement Maintenance Grant Pay for installation of a new exhaust fan and intake louver for Culture & Art Center Purchase pool chemicals needed for remainder of season for B rnes & Gates i ools FY2012 Blanket authorization for printing expenses for the Center for the Arts and the Phelps Youth Pavilion and the Grants/Pro'ect bud:ets FY2012 Blanket authorization of food purchases FY2012 Blanket authorization for advertising and promotion for the Center for the Arts and the Phelps Youth Pavilion for FY2012 FY2012 Blanket authorization for collection conservation of the I ermanent collection artwork Purchase replacement Turbo Assy - Garbage Truck 710 Purchase spring suspension and steering components for En:' , e 305 Purchase electrical material for Expo Plaza Purchase of a new 20 hp main pump for Young Arena's ice s stem and installation Purchase one (1) walk-in freezer with floor for Public Market buildin Purchase two (2) walk-in coolers for Public Market buildin Purchase seven (7) sinks for Public Market Build Out • ro'ect Purchase nine (9) commercial faucets for Public Market Build Out . ro'ect Pay for installation of Pintle Hooks and brake controllers on new tandem trucks — truck 103 and 104 Purchase four (4) Betaled LED street lights Waste Management Services Waste Management Services $23,610.00 + $700.00 $4,315.00 + $120.00 Purchase yardwaste carts Purchase rebuild parts to repair digester mixer BUDGET LINE ITEMS TO BE AMENDED 1. Authorization to increase Line Item 1319 (Prof Services) and Line Item 3000 (Prj carryover cash) in the amount of $15,444.62--Submitted by Cammie Scully, Director of Cultural & Arts Commission. for the 2 12 s of Bahamas el -motel tax 2 the amount of 1$3,000 00 budget Submitted byOCammie t Scully, Director of grant Approve the of Cultural & Arts Commission. 3. Approve the project budget for the FYE 2012 Youth Pavilion & Holiday Arts Festival Marketing hotel -motel tax grant in the amount of $10,000.00 Submitted by Cammie Scully, Director of Cultural & Arts Commission. 4. Approve the project budget for the Internet Crimes Against Children project in the total amount of $10,000.00 Submitted by Daniel Trelka, Director of Safety Services. 5. Approve the project budget for the FYE 2012 Byrne Justice Assistance Grant for Tri- County in the total amount of $344,709.00 Submitted by Daniel Trelka, Director of Safety Services. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE August 1, 2011 5:00 p.m. Council Chambers Members present: Cole, Hart. Absent: Schmitt. Moved by Hart, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Cole that the Minutes of July 25, 2011, as proposed, be approved. Ayes: Two. Motion carried. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Central Garage $3,204.00 Purchase A/C Recovery and Recharge unit Fire Rescue $3,280.00 + Purchase 4 GTT Opticom 792H Emitters Leisure Services $1,996.00 Purchase 4 player benches for dugouts Leisure Services $10,000.00 Purchase framing materials for the Public Market build out phase Leisure Services $15,000.00 Purchase plumbing and electrical materials for the Public Market build out phase Leisure Services $11,542.00 Purchase Smithco Tournament Ultra Roller Leisure Services $19,900.00 Pay for water blasting and painting of Gates Park Waterslide and zero depth water features; clean and paint diving board structures Mayor $2,500.00 Pay for fiscal 2012 Cedar Valley Coalition Dues Police $1,180.32 Purchase Software Assurance for Windows Server Operating System Waste Management Services $11,395.58 + $300.00 Pay for pump repair Waste Management Services $2,695.00 + $138.00 Purchase Moyno pump parts Waste Management Services $3,048.00 + $175.00 Purchase 4 — 3yd rear loader dumpsters Waste Management Services $2,057.00 Pay for replacement filter belts Ayes: Two. Motion carried. Moved by Hart, seconded by Cole that contract with HR Green in the amount of $7,500.00 to perform necessary environmental work in the acquisition of Forge Industries property generally located near Black Hawk and 18th Streets —Submitted by Noel Anderson, Community Planning & Development Director, be approved. Ayes: Two. Motion carried. Moved by Cole, seconded by Hart that Bills Payment, as contained in Schedule AP642, dated August 1, 2011, pp. 1-71, in the amount of $1,273,139.88, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Motion carried. With no further business before the committee, it was moved by Hart, seconded by Cole that the meeting be adjourned at 5:04 p.m. Ayes: Two. Motion carried. Carol Failor Deputy City Clerk TRAVEL REQUEST CITY OF WATERLOO NAME(S): M•cli L EoUl N TITLE: Se(V I CI✓ ,is ' l-f,i" DATE: EIN4N E bEPT STAFF ONLY LINE ITEM USED ,?//l ,� 771)4) / i • L'/A BUDGETED 35CIZ1.c)O EXPENDED WO THIS REQUEST` LEFT AFTER THIS 2(211 )tJ REQUEST DATE DESTINATION: A--, Fum vifAri PlJi Gs fYir% RETURN DATE DATE(S OF MEETING DEPARTURE DATE ���/ .��ra i y f LS i v � 0Dl — ' o / PURPOSE OF TRAVEL: a g len � % /` `n¢S C(S ilcedeG ro vybocci- -/-;nee per *J • /� I ke a-d e/if ✓/n j.S G11441 i4-I'r o r4- 1©a ri , Q ya:r 6 GVM of BLSo1f f' WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: Yes No COST $ METHOD OF TRAVEL: CITY VEHICLE AIR (COMPLETE FOLLOWING INFORMATION) TRAVEL AGENCY: AIRLINE: CITY OF DEPARTURE: PRIVATE VEHICLE (PER PERSON) ESTIMATE OF COST: DEPARTMENT LINE ITEM : Az% +1_!©Q I.3g6 LODGING TAXI REIMBURSABLE MEALS PARKING YES NO REGISTRATION AIRFARE REQUIRED CERTIFICATION Q MILEAGE pp YES NO TOTAL: $ f�er I BELIEVE THIS TRIP TO BE NECESSARY I APPROVE THIS TRAVEL REQUEST AND BENEFICIAL TO THE CITY 0 WATERLOO MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 '56-00 -vt Lit -4- 3/ 36s der �t�v> *-7- r)/ Co. - Department NAME(S) AND POSITION(S): Captain David Mohlis DATE: July 20, 2011 NAME OF CLASS / MEETING: Microsoft Excel DESTINATION: Mason City, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Aug. 23,2011 Return Date: Aug. 24, 2011 DATE(S) OF MEETING: August 23-24, 2011 PURPOSE OF TRAVEL: Director Trelka is requesting authorization to send Captain David Mohlis to a two-day Microsoft Excel school being held at the Clarion Inn in Mason City Iowa on August 23-24,2011. Captain Mohlis is currently assigned to the Administration Division. He oversees the Police Department finance and budget. This requires him to utilize his computer skills to complete his job. This class will teach him the skills to use Microsoft Excel. The registration for this two-day seminar is $128.00. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $150.00 LODGING $60.00 MEALS $128.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 388.00 TAXI PARKING AIRFARE MISCfTOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 388.00 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 DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Or" • i nal - Clerk/Finance STAFF ONLY 010-11-1100-1346 47'A 3! /S5,,Lk) 727 -i ss 3 7 i 1 Copy - Department NAME(S) AND POSITION(S): Inv. Adam Galbraith DATE: July 20,2011 NAME OF CLASS / MEETING: Narcoterrorism & Islamic Terrorist Threat DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Aug 15,2011 Return Date: Aug 17, 2011 DATE(S) OF MEETING: Aug 15-17, 2011 PURPOSE OF TRAVEL: Lt Cirksena is requesting authorization to send Investigator Galbraith to the Narcoterrorism & Islamic Terrorist Threat course at the Midwest Counterdrug Training Center on Aug 15-17, 2010, in Johnston, Iowa. This school is a free school hosted by the MCTC at Camp Dodge in Johnston. It exposes and illustrates the nexus between foreign terrorist and the drug trade. The participants will learn how to identify fraudulent documents, money laundering schemes and other investigative tools used to identify terrorist and their drug trade. Inv. Galbraith is assigned to the Tri-County Drug Task Force and would benefit from the knowledge he would gain. The cost of registration is $130.00 and hotel stay is paid by the MCTC. The city would be responsible for meals and a city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 0.00 LODGING $105.00 MEALS $0.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 155.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 155.00 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 DEPAR�EAD MAYOR DATE DATE CITY OF WATERLOO Committee Communication Finance Committee Meeting: August 8, 2011 Prepared: July 29, 2011 Dept. Head Signature: Suzy Schares # of Attachments: 2 SUBJECT: Yard Waste Refund for Kathy Graham of 240 Sheridan Road Submitted by: Suzy Schares, City Clerk Recommended Committee Action: Approval of garbage refund for Kathy Graham of 240 Sheridan Road in the amount of $72.00. Summary Statement: The above property was erroneously billed for a yard waste can when in fact never had one. The amount that has been figured for reimbursement is $72.00. Expenditure Required: $72.00 Source of Funds: 525-15-5400-1785 Policy Issue Alternative: Not give the reimbursement Background Information: Our office received a letter requesting that the above property receive a reimbursement for the overpayment of city yard waste services because they were erroneously billed for a can when in fact never had one. City Clerk's Office Department of Finance 715 Mulberry St Waterloo, Iowa 50703 Re: Mischarges on Recycle -Yard Waste Container My Address is 240 Sheridan Road, Waterloo, Iowa. I was wrongly charged for a Blue Bin since February of 2009. I realized this a few months back and contacted the Wateroo Water Works. I was told to write to this finance committee for a refund. They would make a note of this error in my file. I would appreciate any assistance you could give me on this matter. Thank ou, Ka y �. h9,,f7',_. am 240 Sheridan Rd. Waterloo, Iowa 50701 ph# 319 232-7105 UUG6DFR DISPLAY Di Account No 07 60 0560 22496 Customer GRAHAM KATHY Address 240 SHERIDAN 5=Payments ? Billing Consu Water Date Payment 8/16/11 0 5/16/11 10 19.13- 2/14/11 12 21.70- 11/15/10 10 18.04- 8/13/10 13 21.67- 5/13/10 10 18.04- UUG6DFR DISPLAY Di Account No 07 60 0560 22496 Customer GRAHAM KATHY Address 240 SHERIDAN 5=Payments ? Billing Consu Water Date Payment 2/11/10 12 20.48- 11/12/09 12 18.59- 8/13/09 12 18.59- 5/12/09 11 17.49- 2/12/09 15 21.89- _ 11/13/08 9 12.73- splay Account History Billing Date Ph 232-7105 Activity RB RD WATERLOO Sewer Garbage Payment Payment 39.48- 43.44- 39.48- 43.44- 33.33- 31.50- 31.50- 40.50-' 40.50- ' 40.50- 8/U3/11 14:u9:U6 STORM Total St Cnd Payment Payment 8.25- 8.25- 8.25- 8.25- 8.25- 98.36- P 104.89- P 106.27- P 113.86- P 100.12- P 8/03/11 14:09:02 splay Account History Billing Date Ph 232-7105 Activity RB RD WATERLOO Sewer Garbage STORM Total St Cnd Payment Payment Payment Payment 36.69- 40.50 8.25- 105.92- P 36.69- 40.50- 95.78- P 36.69- 40.50- ' 95.78- P 35.01- 40.50- • 93.00- P 41.73- 40.50- 104.12- P 31.65- 31.50- 75.88- P F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS c� ct. 00 yaird� wa Cod t- e r $er rs Ove-r pti& CITY OF WATERLOO Committee Communication t 8 2011 Finance Committee Meeting: Augus � Prepared: Augu_ � 3 2011 Dept. Head Signature: Eric Thorson # of Attachments: _ 0 74-fr"—eck. $(SI20 SUBJECT: F.Y. 2012 FLOOD CONTROL SYSTEM TREE REMOVAL Submitted by: amie Knutson P.E. Associate En meer Recommended City Council Action: I have reviewed the bids for the F.Y. 2012 Flood Control System Tree Removal and recommend that the low bid be accepted. Summary Statement DESCRIPTION: Cutting trees in the riprap in various reaches along the flood control system. PROPOSAL SENT TO: Control Services, Marion, Iowa Top Notch Tree Service, Waterloo, Iowa Expert Tree Service, Waterloo, Iowa Four Seasons Tree Service, Waterloo, Iowa Schaefer Tree & Stump, Waterloo, Iowa Twin City Tree Service, Waterloo, lowa BIDS OPENED: Tuesday, July 19, 2011, 1:30 p.m. THOSE PRESENT: Suzy Schares and Jamie Knutson ENGINEER'S ESTIMATE: $25,000.00 BIDS RECEIVED: Control Services $37,720.00 RECOMMENDED BID: Control Services $37,720.00 Expenditure Required $37,720.00 Source of Funds: G.O. Bonds Policy Issue N/A Alternative N/A Background Information: Cc: Paul Huting, Leisure Services FORM OF BID OR PROPOSAL F.Y. 2012 FLOOD CONTROL SYSTEM TREE REMOVAL CITY OF WATERLOO, IOWA Honorable Mayor and City Council Waterloo, Iowa Gentlemen: 1. The undersigned, being a Corporation existing under the laws of the State of I.) )4 , a Partnership consisting of the following partners: having familiarized (himself) (themselves) (itself) with the existing conditions on the project area affecting the cost of the work, and with the General Specifications and Project Specifications, hereby proposes to furnish all supervision, technical personnel, labor, materials, machinery, tools, appurtenances, equipment, and services, including utility and transportation services required to construct and complete this F.Y. 2012 FLOOD CONTROL SYSTEM TREE REMOVAL, all in accordance with the General Specifications and Project Specifications and for the unit prices for work in place for the following items: ITEM UNIT TOTAL NO. DESCRIPTION UNIT BID PRICE BID PRICE 1. Cedar River - L.S. $ o $ 2. Cedar River - L.S. $ 3 i(--,0 $ . 3 9 G(..} W. 6th St. to W. nth St. 3. Cedar River - L.S. $ / 6 [✓ C' $ f L.i 6 o E. 11th St. to E. 18th St. 4. Cedar River - L.S. $ li t) 3 C) ' $ 6 S3(3 W. nth St. to W. 18th St. 6. Cedar River - L.S. $ 61 0 0 — $ 6/ 0 0 "- W. 18th St. to Hawthorne Ave. 6. Cedar River - L.S. $ / cS V 0 $ /(j 8 S"O E. 18th St. to City Limits 7. Treatment Plant Ring Levee L.S. $ 474 /00 $ 1-/ / 0 0 E. 6th St. to E. 11 m St. ..a Total Bid $ 3 77d O BID PROPOSAL PAGE 1 OF 2 F.Y. 2012 FLOOD CONTROL SYSTEM TREE REMOVAL SUBMITTED BY: SIGNED BY: (Title) ACCEPTED BY CITY OF WATERLOO: SIGNED BY: BID PROPOSAL (Bidder) (Address) (Title) (Date) 14L)C?, 5�411 F.Y. 2012 FLOOD CONTROL SYSTEM TREE REMOVAL PAGE2OF2 Mayor BUCK CLARK CITY OF WATERLOO, IOWA COMMUNITY DEVELOPMENT 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 291-4429 Fax (319) 291-4431 CITY OF WATERLOO COMMITTEE COMMUNICATION 4-7N1sukr-t--kili1P'4"e4k gl8(pc u COUNCIL BUILDING AND GROUNDS & FINANCE COMMITTEES MEMBERS Meeting Date: August 8, 2011 Prepared: August 2, 2011 DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. . HART Ward 4 RON W ELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large Dept. Head Signature: SUBJECT: 141-AS-09-06-11-GO Submitted by: Rudy D. Jones, Community Development Director Recommended City Council Action: Authorize Bids for Asbestos Survey for five (5) structures: • 1114 Jefferson Street • 1116-1118 Jefferson Street • 129 Ricker Street • 213 N. Barclay Street • 135-137 Washington Street on August 8, 2011 set bid due date for August 22, 2011 and award to lowest responsible bidder on September 6, 2011. Staff estimates cost to be below the threshold required for a public hearing. Summary Statement: Staff has identified five (5) structures in need of an asbestos survey as the first phase of asbestos abatement and subsequent demolition. These lots are targeted for potential in -fill housing development or elimination of slum and blight. The five structures were acquired either through the 657A legal process, donation or acquisition. Expenditure Required: Estimated not to exceed $3,500.00 for five units. Source of Funds: G.O. funding for all five (5) sites. Policy Issue: Slum and Blight, Public Safety, Housing Alternative: None. Abatement before demolition required by State and Federal law. J:\LS\Asbestos\141-AS-09-06-11-GO\Council Communication template.doc CITY WEBSITE: www.cityofwaterlociowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer EQUAL HOUSING OPPORTUN TY CITY OF WATERLOO Committee Communication Finance Committee Meeting. August 8, 2011 Prepared: August 1, 2011 Dept. Head Signature: F. # of Attachments: LpfUGI‘er--4ro4,L_ "r41-4 SUBJECT: Purchase of three (3) vehicles to support Task Force Operations Submitted by: Mark Rice, Public Works Director Recommended City Council Action: NA Summary Statement: This purchase is to support Task Force Operations Expenditure Required: $44,800 Source of Funds: Task Force Policy Issue: NA Alternative: NA Background Information: The request for authorization to purchase three (3) late model non- descript vehicles for use by the Task Force, NTE $45,000 was approved by Finance Committee on May 2, 2011. Vehicles packages considered include: Dan Deery Motor Co Cedar Falls, IA 2009 Chrysler Van 2009 Dodge Journey 2008Jeep $14,999 $14,499 ($44997) $15,499 C & S Car Company 2010 Hyundai $14,900 Waterloo, IA 2007 Ford Freestyle $16,000 ($44800) 2007 Dodge Caravan $13,900 Rydell Chevrolet 2008 Chevrolet Uplander $14,500 Waterloo, IA 2008 Chevrolet Trailblazer $15,500 ($45000) 2010 Chevrolet Impala $15,000 It is my recommendation that the vehicle package bid presented by C & S Car Company in the amount of $44,800 be accepted. City of Waterloo Expenditure Authorization Request Form „RittuLa- 4e/wed 01.20« The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 10,000.00 plus est. shipping costs of $ to pay for or puchase Professional services to administer the Passenger Facility Charge (PFC) Program. Costs are funded by the PFC Program. This purchase or expenditure is being made because: ri Bids or written quotes were taken on this purchase, as follows: E1 Bids or quotes were not taken on this purchase because: Mike Bearden was working for Earth Tech before going to Clapsaddle-Garber. We continue to work with Mike as he works with City Finance, FAA, and is familiar with the PFC program. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax n Sewer ❑ Sanitation Federal/other grants n Other (specify) PFC Fund This expenditure is to be coded to the following budget line -item: 291 29 7755 1319 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 10,000.00 $ 10,000.00 (Signature Dept. H or, :-ignee) Date (Sign ture Finance Dept. Review) Date users\shared goodies Worms \Clapsaddle-Garber FY12.xls(Oct 2004) City Clerk Use Only Finance Committe Approval Date 1.61 D p i t( 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 $ 14,285.00 plus est. shipping costs of $ to pay for or purchase sealant and rental of equipment to fill cracks on runways and parking lot, per IDOT Pavement Maintenance Grant. y//i/j/ This purchase or expenditure is being made because: an IDOT grant of up to $10,000 was received to pay for 70% of the cost of sealing cracks on the Airport's runways and parking lot. Vendor selected for this purchase: Logan Contractors Supply, Inc n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Logan is sole supplier in this area of sealant and equipment to rent. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund nBonds ❑X Road Use Tax n Sewer ❑ Sanitation FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 291 29 7760 2169 / 010 29 7700 1371 29PR0 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, ature Dept. jSd,.'4j esignee) K:\shared goodies\forms\IDOT Pavement Maint FY12.xls (Mar 2010) $ 10,000 / $85,000 $ 10,000 / $83,067 / 4)iik12tz> Sigliature Finance Dept. Review) Date City Clerk Use Only City of Waterloo Expenditure Pre -Authorization Request Form Finance Committee Approval Date �� (( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint $ 6,420.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Installation of a new exhaust fan and intake louver for Culture & Art Center Vendor selected for this purchase: Young Plumbing & Heating Company Bids or written quotes were taken on this purchase, as follows: Young Plumbing & Heating - $ 6,420.00 Bid Invitations were sent out to multiple contractors - two showed up for pre -bid meeting. One bid received. I I 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 ❑ Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-22-4205-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res • - ully sub ed, (Project Code) $ /Sg51,29 $ /l�i,�a'8� (Signature Dept Head or Designee) Date (Signatures Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Art Center Exh Fan Project (Mar 2010) • ej INVITATION TO BID DATE: June 29, 2011 TO: Interested Vendors FROM: Craig Clark Building Official/Maintenance Administrator i) Ph4 A NC( Se L i c.Ls 3) i u-(r_n Pleb «cke Fudo&4 Re: EXHAUST FAN PROJECT — WEST BOILER ROOM FOR CULTURE & ARTS CENTER The City of Waterloo is accepting bids for the installation of Rooftop Exhaust fan & Louvers for the West Boiler Room at Culture & Arts Center, 225 Commercial Street, Waterloo, Iowa. CULTURE & ARTS CENTER GENERAL REQUIREMENTS (A) Contractors must attend a pre -bid meeting at Culture & Arts Center, 225 Commercial Street, Waterloo, on July 12, 2011 at 10:00 a.m. Pre -bid meeting is mandatory. (B) Sealed bids are due on July 25, 2011 at 1:00 p.m. Bids can be mailed or dropped off to: City of Waterloo, Clerk's Office, 715 Mulberry Street, Waterloo, Iowa 50703. Bids should be clearly marked: Culture & Arts Center, Exhaust Fan Project. (C) See attached scope of work. \1 SCOPE OF WORK Provide all necessary labor and materials to install a rooftop exhaust fan, louvers with power damper as specified. 1) Install Greenheck GB-101-4 exhaust fan or equivalent. Roof mounted with curb, fan controlled by temp rise in room. 2) Install Greenheck ECD-401 Louvers with power damper or equivalent. End switch to prove open before exhaust fan will start. 3) Permits are required and will be at no charge to the Contractor. July 25, 2011 PLUMBING & HEATING CO. Mechanical Contractors City Of Waterloo Attn: Culture & Arts Center, Exhaust Fan Project. Waterloo, IA 50702 RE: Quote for installing a new exhaust fan and intake louver: PLUMBING HEATING AIR CONDITIONING SHEET METAL PROCESS PIPING EXCAVATING Young Plumbing & Heating is pleased to provide you with our quote to install a new roof exhaust fan and a wall intake louver. This will be controlled by a wall thermostat that will turn on with temperature rise. We will include the roofer, wall cutting and electrician. The cost of this project is $6,420.00. Thank you for the opportunity to provide you with our quote. Please feel free to give me a call at 234-4411 with any questions you may have about this proposal. Sincerely, Young Plumbing and Heating Tim Hanson 750 SOUTH HACKETT ROAD WATERLOO, IOWA 50704 PHONE (319) 234-4411 P.O. BOX 1077 FAX (319) 234-4540 City Clerk Use Only Finance Committ`ee/Q Approval Date bl v( %OLI 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 Building Maint Department to expend $ 4,000.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Pool Chemicals needed for remainder of season for Byrnes & Gates pools Vendor selected for this purchase: ACCO Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: ACCO has been the provider for these pool chemicals this season. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑x General Fund n Road Use Tax 0 Sewer ri Sanitation 111 Bonds n Federatother grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-8800-1513 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) and the current available balance is $ / 7 S-'D Respectfully s fitted, 7-a?9 (Sgnafure Dept. Head or Designee) Date (Sign6ture Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth ACCO pool chems 7-29-11 (Mar 2010) City Clerk Use Only Finance Committ nit Approval Date P9'9V (f 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 $ up to $6,000 plus est. shipping costs of $ 0.00 Department to expend to pay for or purchase FY2012 Blanket authorization for printing expenses for the Center for the Arts and the Phelps Youth Pavillion and the Grants/Proj. budgets. This purchase or expenditure is being made because: Printing for: promotion of Center and Yth Pay. Program events, classes, and exhibitions Vendor selected for this purchase: Bids or written quotes were taken on this purchase, as follows: printing jobs over $1000 are taken individually to Finance Committee Arts printing budget is $2,000, Yth Pay. Printing budget is $2,000 Grants printing budget is $2,000. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): approved annually Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: Arts 4250-1353 & Yth Pay. 4208-1353 & Grants 4265-1353 various project codes (Fund - Department - Activity - Account Number) (Project Code) y,25i `f.2_0B` qvs. ZDoc ;IDo0v 0200r $6,000. For all budgets in which the budgeted amount is and the current available balance is (Signature Dept. Hea Da (Sign ture Finance Dept. Review) Date K:\shared goodies\forms\Blanket authrz-Printing-FY2012 (Mar 2010) City Clerk Use Only Finance Committee Approval Date ��ngr!�0 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 $ up to $8,500 plus est. shipping costs of $ 0.00 to pay for or purchase FY2012 Blanket authorization of,laacia414agg,Jsee attached estimates) This purchase or expenditure is being made because: list of estimated food purchase are attached Vendor selected for this purchase: Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: variety of vendors to be used for different events Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Road Use Tax ❑ Sewer n Sanitation n Bonds ❑ Federal/other grants ❑X Other (specify) This expenditure is to be coded to the following budget line -item: Arts 26-4250-, & Yth Pav 26-4250, & Grants/prj 26-4265- various codes (Fund - Department - Activity - Account Number) (Project Code) $ $8,500 for all in which the budgeted amount is and the current available balance is Resp=- ully s, emitted, (Signs ure ept. Hea esignee) � 4 tiJ�l2 �i 7::41 �tl %✓ (Signature Finance Dept. Review) Date K:\shared goodies \forms\Blanket authrz-FOOD pur-FY2012 (Mar 2010) July 19, 2011 Finance Committee City of Waterloo Waterloo Center for the Arts & Youth Pavilion & Grant Budgets RE: FY2012 Blanket Authorization of Food Purchases Please authorize the following estimated food purchases that could occur in FY2012: 1. Youth & Adult Class supplies for classes that have food purchases. Food costs are paid for by the registrations fees paid to take the class. RANGE: $1-$100. (per each class) Annual Budget: # 1524 010-26-4250-1524 $1000 O10-26-4208-1524 $1000/ 2. Food purchases for: Special Events, programs, promotional Shop Sales, Opening receptions, Art Festival patron party food expenses, Volunteer Events and receptions. RANGE: $1-$800. (per each event) Annual Budget: #1390 010-26-4250-1390 $1000 1- 010-26-4208-1390 $500 3. Visiting Artists food and travel expenses related to programming at the Arts. RANGE: We will use the City's current travel policy rates for guidelines when reimbursing the Visiting Artist for food and other travel expenses. Annual Budget: #1349 (A travel request will be filled out for each event.) 010-26-4265-1349 $1000 4. Food purchased for meetings that are reimbursed by participants attending the meeting. RANGE: $1-$300. (Per each event) Annual Budget: #1390 / 010-26-4250-1390 $1000 5. Food purchased for building rentals such as coffee/sugar and cream products. People who rent rooms at the Center pay for coffee for their meetings. The rental cost for the room adds on extra charges for coffee and/or any equipment used. RANGE: $1-200. (per each purchase) ANNUAL BUDGET# 1539 10-26-4250-1539 $1000 6. Food purchased for special events, Riverside luncheons, symposiums, meetings, and conferences that are funded by registrations. RANGE: $1-500 ANNUAL BUDGET: #1390 / 010-26-4250-1390 $2000}/ Thank you, Cammie Scully Director RECAP: Budget Amt. Food Amt. 010-26-4250- 1390 Art Center Budget 5000 4,000 1524 4000 1,000 1539 5000 1,000 010-26-4265-1349 Grants/Projects 010-26-4208-1390 Yth. Pay. Budget 1524 1500 1,000 1000 500 2000 1,000 8,500 City Clerk Use Only Finance Committe?�`' Approval Date OOGG 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 $ up to $16,000 plus est. shipping costs of $ 0.00 to pay for or purchase FY2012-Blanket authorization for advertising and promotion for the Center for the Arts and the Phelps Youth Pavilion for FY2012 This purchase or expenditure is being made because: To promote the Center's programs, classes, workshops and exhibits. To promote the Phelps Youth Pavilion. Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: These purchases may be with a combination of media outlets. Grants/projects advertising budget is $12,500 (using various project numbers) P.Youth Pavilion advertising budget is $3,500. Prior Committee Actions (Dates): approved annually Please check the following box(es) as appropriate to describe the funding for this expense: Q General Fund n Road Use Tax ❑ Sewer D Sanitation Bonds 0 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: Yth Pay. Adv. 4208-1351 & Grants adv. 4265-1351 various project codes (Fund - Department - Activity - Account Number) (Project Code) 'aa8 ��GS in which the budgeted amount is 3`v i�sv $16,000 for both and the current available balance is a P_L Y Respe • ully ; bmitted, //a/ (Sign- .re Dept. He • • Designee) Date (Signature Signature Finance Dept. Review) Date K:\shared goodies\forms\Blanket authrz-Advertising.-FY2012 (Mar 2010) City Clerk Use Only Finance Committee Approval Date b'(ybl 9vc( 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 $ up to $5,000. plus est. shipping costs of $ 0.00 to pay for or purchase FY2012-Blanket authoization for collection conservation of the permanent collection artwork. This purchase or expenditure is being made because: The importance of perserving the value of the permanent art collection, requires constant upkeep. We will use the annual $5,000 and also any carryover funds in project. Vendor selected for this purchase: ❑x Bids or written quotes were taken on this purchase, as follows: see attached We receive an annual appropriation of $5,000 from the Comm.Foundation to help support the ongoing conservation care and maintenance. ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): approved annually Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ FederaUother grants ❑ Other (specify) Comm.Fnd. Grant This expenditure is to be coded to the following budget line -item: 010-26-4265-1337 Collection Conservation 26-GFT.0001 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head . esignee) $ 5,000.00 `- $ 5,000.00 ()//// Dat (Signature Finance Dept. Review) Date K:\shared goodies \forms\Blanket authrz-CollectionConsv-FY2012 (Mar 2010) From: Kent Shan1de RE: Collection Conservation Care The following is the note to accompany the blanket authorization request: Each year the Waterloo Center for the Arts receives an annual appropriation of $5,000.00 from the Community Foundation to support ongoing collection conservation care and maintenance. We usually work on pieces in small batches throughout the year. The reasons for this are many- it is easier to safely transport smaller batches of work, it is relatively slow and tedious work, we like to keep our potential loss liability limited, and contractors typically have limited storage and work space available. For collection conservation projects we generally choose contractors on a case -by -case basis. While we sometimes use other vendors for specific projects, for our higher value pieces we usually prefer to work with Van Doren's Custom Picture Framing as they have special training in museum standards, offer services such as conservation sewing, and we are satisfied with the professional handling and security that they provide, something that we have not found with other vendors. Kent Shankle, Curator Waterloo Center for the Arts 225 Commercial St. Waterloo, IA 50701 Email kent.shanklenwaterloo-ia.org City Clerk Use Only Finance Committer(ms/ �U0n Approval Date p'f ( 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 $ 2,644.00 plus est. shipping costs of $ 0.00 to pay for or purchase Replacement Turbo Assy - Garbage Truck 710 This purchase or expenditure is being made because: Non -Repairable Vendor selected for this purchase: Great Plains Cummins n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Cummins OEM only Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund r7 Road Use Tax ❑ Sewer E Sanitation ❑ Bonds n Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. He or Designee) 7- 2g - Date (Project Code) $ 175,000.00 $ (5igriature Finance Dept. Review) Date K:\shared goodies\forms\Sanitation - Turbo Assy - 710.xls (Mar 2010) City Clerk Use Only Finance Committee (� (� (( Approval Date C011l 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 Waterloo Fire $ 2,805.04 plus est. shipping costs of $ 172.40 Spring suspension and steering components for Engine 305. Department to expend to pay for or purchase This purchase or expenditure is being made because: Emergency repair on broken spring suspension and draglink for steering on Fire Truck 305 Vendor selected for this purchase: Global Emergency Products n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Single Source Provider Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: �x General Fund n Road Use Tax I 1 Sewer ri Sanitation nBonds I I Federal/other grants I I Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1569 Vehicle Replacement Parts (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is respectfully (Signature DepyHead or Designee) 101 Date (Signature Finance Dept. Review) Date (Project Code) $ 60,000.00 V $ 56,932.G0 56, 7413' K:\shared goodies\forms\Expenditure Pre -Authorization 305 parts (Mar 2010) City Clerk Use Only Finance Committee Approval Date o l 5`POU 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 $ 6,710.00 plus est. shipping costs of $ to pay for or purchase Electrical material for Expo Plaza. Labor to be completed by Leisure Services staff. This is an adjusted preapproval, previously approved at $6,500.00 This purchase or expenditure is being made because: to establish safe electrical hook up for events to be held at Expo Plaza. Working with WESCO for reimbursement on materials. Vendor selected for this purchase: Crescent Electric I ^ 1 Bids or written quotes were taken on this purchase, as follows: Bids were taken from Cresent Electric and Van Meter. nBids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): approved at $6000 on 7/25/2011 Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax ❑ Sewer Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4110-1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is R e s p e ctf_u Uy-s(b m fi tt e d, (4' .Agriure Dept. Sanitation (Project Code) $ 8,361.00 '' $ 8,361.00'V Leh L . •r Designee) Date Signature Finance Dept. Review) -7- / / Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date FqI ?IN( 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 $ 8,000.00 plus est. shipping costs of $ to pay for or purchase A New 20hp main pump for Young Arena's ice system and installation This purchase or expenditure is being made because: The current main pump is 16 years old and has become unreliable. Without this pump we can not maintain the required ice temperature of 16 degrees. Vendor selected for this purchase: All Temp Refrigeration, Cedar Rapids IA ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: All Temp Refrigeration is a Certified Vilter Ammonia Compressor Specialist. It's Staff has performed all maintenance work on the Young Arena ice system since 1994. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund Road Use Tax ri Sewer ❑ Sanitation nBonds Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: LIto- - 9 500 - 177 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Resgectfuly submitted, --(Sig-nature or Designee) $ 15o oa..one' $ 13.tS5y,I$ /-,,�I,..l:e'2-/..emu-'Z k'3 26// Date (Signature Finance Dept. Review) Date K:\shared goodies\fomf8\Glycol Pump 2011.xls (Mar 2010) City Clerk Use Only Finance Committee Q ryry�� Approval Date O 90a 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 $ 9,653.73 plus est. shipping costs of $ to pay for or purchase One walk-in freezer with floor for Public Market building. This purchase or expenditure is being made because: Leisure Services is assisting Riverloop Co-op to establish a co-op at 327 W 3rd, part of CAT grant. Work to be completed by September 30, 2011. Vendor selected for this purchase: Wilson Restaurant Supply X Bids or written quotes were taken on this purchase, as follows: Wilson Restraurant Supply, Cedar Falls IA $9,653.73 Martin Bros, Cedar Falls IA $46,950.00 for 2 coolers and 1 freezer Star -Hobart did not respond to bid request ❑ 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 Bonds Road Use Tax n Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-6880-2151 37RST-MRKT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, t' (Signature Dep or Designee) $ Af'a :7 0 1 $ 41007ay Date (Si nature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee I 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 $ 22,668.47 plus est. shipping costs of $ to pay for or purchase Two walk-in coolers for Public Market building. This purchase or expenditure is being made because: Leisure Services is assisting Riverloop Co-op to establish a co-op at 327 W 3rd, part of CAT grant. Work to be completed by September 30, 2011. Vendor selected for this purchase: Wilson Restaurant Supply X Bids or written quotes were taken on this purchase, as follows: Wilson Restraurant Supply, Cedar Falls IA $22,668.47 Martin Bros, Cedar Falls IA $46,950.00 for 2 coolers and 1 freezer Star -Hobart did not respond to bid request 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 n Sanitation 0 Bonds ❑X Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-6880-2151 37RST-MRKT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ $ ature Dept -.. or Designee) Date Sig ature Finance Dept. Review) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Cleric Use Only Finance Committee Approval Date ic 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 $ 4,839.00 plus est. shipping costs of $ to pay for or purchase Seven (7) sinks for Public Market Build Out project. This purchase or expenditure is being made because: Leisure Services is assisting Riverloop Co-op to establish a co-op at the Public Market building. Part of CAT grant, work to be completed by September 30, 2011. Vendor selected for this purchase: Furguson Enterprises. Bids or written quotes were taken on this purchase, as follows: Martin Bros, Cedar Falls $4,839.00 Wilson Restaurant Supplies, CF $5,577.00 Furguson Ent, Wloo $7,497.25 A.Y. McDonald, Wloo $7,666.00 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: ❑ General Fund ❑ Road Use Tax f Sewer 1 1 Sanitation ❑ Bonds Q Feddreuother grams ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-6880-2151 37RST-MRKT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, gnature Dept. $ �v!/123-;! Designee) Date (Signature Finance Dept. Review) Date K:\shared 000dies\forms\ExDenditure Pre -Authorization (Mar 2010) E0/Z0 39t1d 213S 32111SI31 0012131VM L6ZiI6Z6TE Eb:LO ITOZ/E0/e0 City Clerk Use Only Finance Committee. Approval Date SI% 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 Leisure Services Department to expend $ 2,909.19 plus est. shipping costs of $ to pay for or purchase Nine (9) commercial faucets for Public Market Build Out project. This purchase or expenditure is being made because: Leisure Services is assisting Riverloop Co-op to establish a co-op at the Public Market building. Part of CAT grant, work to be completed by September 30, 2011. Vendor selected for this purchase: Furguson Enterprises. Bids or written quotes were taken on this purchase, as follows: Furguson Enterprises, Waterloo IA $2,909.19 A.Y. McDonald, Hobart Sales, Wilson Restaurant Supplies did not respond to bid request 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 Sewer ❑ Sanitation El Bonds n Federal/other grants1:1 Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-6880-2151 37RST-MRKT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res � - s.-.. _ submitted. $ �F3?o>(17% $ -2c�� gnature Deg—, "a• o :esignee) - Date (Signature Finance Dept. Review) Date K:Isharod goodieslforms E0/E0 39tid ndituro Pro -Authorization (tutor 2010) el3S 3bnSI31 0012131VM L6ZbIBZ6TE EV:L2 II /E0/80 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee �y Approval Date Y1 gi20 I( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ 2,300.00 plus est. shipping costs of $ 0.00 to pay for or purchase Installation of Pintle Hooks and brake controllers on new tandem trucks Truck 103 and 104 This purchase or expenditure is being made because: Necessary for towing of equipment Vendor selected for this purchase: Stuber Enterprises ❑X Bids or written quotes were taken on this purchase, as follows: C & C Welding - Waterloo, IA - $2578 Henderson Truck Mfg - Manchester, IA - $2790 Stuber Enterprises - Waterloo, IA - $2300.. ❑ 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 n Road Use Tax ❑ Sewer n Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-19-7100-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully s miffed, (Signature Dept. Head Designee) (Project Code) $ 398,000.00 $ 398,000.00 r/ Date (Signature Finance Dept. Review) 7- 2S }> I Date K:\shared goodies\forms\Street Dept - Pintle Hooks - Tandems - Jul 11.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee d/ Approval Date ( rD f P--0 (1 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 $ 1,134.00 plus est. shipping costs of $ to pay for or purchase 4 - Betaled LED street lights This purchase or expenditure is being made because: Penneys & San Marnan intersection LED luminaire street light replacement project. MidAmerican Energy grant pays for $1,000.00 of the $2,134.00 project. Vendor selected for this purchase: Mayfield Lighting Series QX Bids or written quotes were taken on this purchase, as follows: Mayfield Lighting Series West Des Moines, IA El 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: 0 General Fund n Road Use Tax 0 Sewer Sanitation ❑X Bonds 0 Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7105-2129 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 18,600.00 r ' and the current available balance is $ 6,945.58 Respectfully submitted, 7 (Sig ature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \2011-July-Expenditure Pre-Authorization-Betaled 4 LED st. Igts. Penneys & SanMaman.xls (Mar 2010) City Clerk Use Only Finance Committ QIX Approval Date V I lJ Vk 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 WMS Departmant to expend $ 23,610.00 Yardwaste carts plus ext. shipping cost'of $ 700.00 to pay for or purchase This purchase or expenditure is being made because: For new accounts and to replace damaged carts ❑ Bids or written quotes were taken' on;ihi: teh4.1reyp as. follows• Bids or quotes were not taken on this purchase because: Mid -Iowa is the supplier we have been using to purchase carts from. 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. Sanitation: []Bonds: ❑Federal/other grants: X jOther(specify): This expenditure is to be coded to the Mlioivinp bitget' line Item: 1717/15/5400/1596 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is and the current available balance:14- Respectfully submitted, $ 80,000.00 $ 80, 000.00 ,g' r.(/z.r/Z (Signature ept. Head Or Designee) Date (Signature Finance Dept. Review) Date M SOLID W Mid -Iowa Solid Waste Co. Inc WA5105 NW Beaver Drive /I� Johnston, IA 515-276-3352 Fax 515-276-2976 Toll Free 800-733-8731 Helping you clean your Planet since 1975. ENT CO, INC. Quote To: City of Waterloo Keith Kearns 3505 Easton Ave Waterloo Iowa 5hiti.To' City of Waterloo Keith Kearns 3505'Easton Ave Waterloo; ,''' Iowa QUOTE Quote # Date Sales Rep. DLMQ1049 07/29/11 Dave Madole This Quote good for 30 days Qty We are pleased to propose the Following for your consideration Description 144 64 Gal Cart Olympia green with hot stamp 144 96 Gal Cart Olympia green with hot stamp 171 96 Gal Yard Waste Cart med blue w/black lid with hot starrip Note: Above prices do not include sales tax. "At Your Disposal", Dave Madole Unit Price $46.00 $52.65 $55.00 Ext. Price $6, 624.00 $7,581.60 $9,405.00 SubTotal Sales Tax Shipping $23,610.60 $0.00 $700.00 Total $24,310.60 [Bonds: City Clerk Use Only Finance Committee J / Approval Date D! ll 20 (( 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 WMS Departmant to expend $ 4,315.00 plus ext. shipping cost of $ 120.00 to pay for or purchase Rebuild parts This purchase or expenditure is being made because: To repair digester mixer Bids or written quotes were taken olYthis purchase, as follows Bids or quotes were not taken on this purchase because: Mc2 is the rep for Eimco RDT mixer these -are direct replacement parts Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: CRoad Use Tax: nSewer: Sanitation: -- Federal/othergrants: DOther(specify): This expenditure is to be coded to the following` budget line -item: 520/14/5200/1571 (Fund - Department - Activity - Account Number) in which budgeted amount is (Project Code) $ 201,422.00 V and the current available balance is; $ 193,677.87 i/ Resp tfully sub itted, ,, ;.:�-.; t41,:..:t,..,. (Si nature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date 07.•21/2011 23:42 4023,:i nd, i'au'E I 1 i 11 Mce, Inc. 2320 S. 156th Circle • Omaha, Nebraska 68130-2511 • Phone (402) 333-9660 • FAX (402) 333-9663 July 22, 2011 Dick Olson Waterloo WPCP 3505 Easton Avenue Waterloo,. IA 50702 RE: Parts Pricing for RDT Mixer Dear Dick - Please find below the parts pricing requested for Eimco RDT Mixer Serial # BAP1115-200. Note there is a $100 minimum order. Description Part No. Quantity Unit Price Extended Price 0-Ring 495113E 2 $13.00 $26.00 Bearing, Needle Roller 24302A264A 1 $156.00 $156.00 Bearing, Inner Ring 24302A264R 1 $84.00 $84.00 Ring, Retaining 24302A265A 1 $8.00 $8.00 Pin, Grooved -type E, 316, i& x 1-1/2 M025850 1 $32,00 $32.00 Seat, Mechanical Grooved Tungsten Carbide 903046A 1 $1,465.00 $1,465.00 Seal, Mechanical Tungsten Carbide 495232G 1 $2,544.00 $2,S44A0 Freight and Handling $120.00 Total $4,435.00 If you have any questions or need any additional information, please contact Roger Gellhaus or Tony Bilek at (402) 333-9660 or myself at (515) 979-4648. Thank You, Marci Whitaker, P.E. Di‘e�i,Ee` /,Ytxi,eeS E-Mail Address: info@mc2h2o.corn Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance mmittee approval required?1� YES NO If so, date approve v l V ! O✓ ( I 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 FY2012 submitted by the Arts-Jr.Art Gallery Budget 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 26 4216 3000 Prj. carryover cash 26-JAG.0001 15,444.62 010 26 4216 1319 Prof.Services 26JAG.0001 15,444.62 TOTAL This amendment is being requested because: $15,444.62 TOTAL $15,444.62 For the golf exhibit construction (to be supplemented by additional funding from corporate sponsors. Fundraising in process ) Prior Committee Actions (Dates): gnature Dept or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\AMEND-FY2012-JAG prj (Apr 2003) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Hotel-Motel-FY2012 Artists of Bahamas Grant City Contract No. Project Manager Project Budget Total Shannon Farlow $ 3,000.00 1. How will this project be funded? A. Federal Grant Yes 0 No Grant Name x CFDA # B. State Grant Yes No Grant Name C. City Match Source of Funding D. Other Entities Yes x No Name x Comm.Fnd.NE IA, Hum.IA, Friends % Paid by federal grant Grant Agreement Number %U Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) Done None ❑x ❑ Yes No Funds awarded for the marketing outlined in the grant application attached for the Artists of the Bahamas event. see attachments. Page 2 must be attached and signed. K:\shared goodies Worms \FY2011-Projbudg-HMT-ArtistsBahamas\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO (Signature Dept. Headb/ Date City Clerk Use Only Finance Committees i Approval Date v(f5 0 Project Name (from page one) Hotel Motel- FY2012 Artists of Bahamas Grant Department No. project will be budgeted under MG-26 Activity No. project will be budgeted under 4265 Grants /Projects Budget 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 3750 Sale of Bonds 3111 HOTEL MOTEL Funds EXPENDITURES: (Each column should only include amounts by fund) Fund: 0/0 Fund: Fund: Fund: 3,000.00 Total 3,000.00 TOTALS $ 3,000.00 $ $ $ $ 3,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1351 Advertising expenses 3,000.00 3,000.00 TOTALS $ 3,000.00 $ $ $ $ 3,000.00 4b2_ 1(-6// (Signature Finance Dept. Review) Date K:\shared goodies Worms \FY2011-Projbudg-HMT-ArtistsBahamas\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name HOTEL -MOTEL FY2012 YP &-Holiday Arts Festival Marketing Fy U4 City Contract No. Project Manager Project Budget Total Shannon Farlow $ 10,000.00 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 No x % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding Vision IA CAT, Comm.Fnd, % Paid by City YP adv.budget funds D. Other Entities Yes x No 0 % Paid by other entity Name 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. Done None ❑x ❑ Yes No ❑ 0 ❑ ❑x ❑ ❑x El El ❑ El ❑ ❑x ❑ ❑x 6. Include a brief description of the project in the space below: (REQUIRED) Funds awarded for marketing outlined in the grant application attached for the FY2012 Holiday Arts Festival & Phelps. Youth Pavilion. See attachments Page 2 must be attached and signed. K:\shared goodies \forms\FY2011 Projbudg-HMT-ArtsFest-adv\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) City Clerk Use Only Finance Committe Approval Date HOTEL MOTEL FY2012 YP & Holiday Arts Festival Marketing Department No. project will be budgeted under Activity No. project will be budgeted under 4265 6026 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 3750 Sale of Bonds 3111 Hotel Motel Funds EXPENDITURES: Grants/Projects budget (Each column should only include amounts by fund) Fund: Cji 0 Fund: Fund: 10,000.00 TOTALS $ 10,000.00 $ 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1351 Advertising TOTALS (Signature Dept. Hea 10,000.00 $ 10,000.00 $ Date Fund: (Signature Finance Dept. Review) Total 10,000.00 $ 10,000.00 10, 000.00 $ 10,000.00 S'"2- c)// Date K:\shared goodies \forms\FY2011 Projbudg-HMT-ArtsFest-adv\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Police Department ICAC Project Director Trelka $ 10,000.00 1. How will this project be funded? A. Federal Grant Yes No 777 CFDA # Grant Name B. State Grant Grant Name C. City Match D. Other Entities Name Yes No Source of Funding Yes17t1No )CAS % Paid by federal grant Grant Agreement Number °A° Paid by state grant Grant Agreement Number % Paid by City °A. Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) This project covers the reimbursement for travel/training for ICAC (Internet Crimes Against Children) with monies being reimbursed. MO 20 Done None ❑ ❑X Yes No ❑ ❑X ❑ 0 ❑ 0 El El ❑ 0 ❑ 0 0 El Page 2 must be attached and signed. K:\shared goodies\forms\)00000000\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance CommittefrA �/ `, Approval Date 0 `p �yfvS1{ Project Name (from page one) Police Department ICAC Project (iMerh of Cti,he'S Department No. project will be budgeted under Activity No. project will be budgeted under 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 3750 Sale of Bonds 3370 School Share Liaison Funded with property tax 3873 Reimburse for services 10,000.00 10,000.00 632g1P-1160 (Each column should only include amounts by fund) Fund: Fund: 1150 1100 NO / Fund: 1160 Total EXPENDITURES: TOTALS $ $ $ 10,000.00 $ $ 10,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1121 FICA 1122 IPERS 1123 Disability 1131 Health 1347 Pension 1130 Empl. Benefits 1114 Overtime 1561 Office supplies 1377 Radio Maintenance 1346 Travel/training 2122 Radio Comm 10,000.00 10,000.00 TOTALS $ $ 10,000.00 $ $ 10,000.00 (Sign r ept. Head) Date (Si nature Finance Dept. Review) Date K:\shared goodies\forms\XI0000000\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Tri County Task Force Byrne City Contract No. Project Manager Project Budget Total 09JAG/ARRA-16993C Director Trelka $ 344,709.00 1 How will this project be funded? A. Federal Grant Yes MI No CFDA # J u 4h cat,, mstom '4t-r-t. 16.803 Grant Name Yes State Grant 1t No X FGde1'a-( Pa.fr-41 y,c_ Grant Name C. City Match D. Other Entities Yes Name owa Byrne -Justice Assistance Grant Program Source of Funding No Prof '7 c e FL/a-o/ a- lidF�rv�- si % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? BE' If yes, employee/position to be covered. Cirksena, Galbraith, officer to 11/4/Mi 6. Include a brief description of the project in the space below: (REQUIRED) 1570 t.4I4 kvie,4 499c Done None ❑x ❑ Yes No ❑ ❑x El El ❑ ❑ ❑ ❑x ❑ ❑x ® ❑ Grant funds the staff (salaries & benefits) of the Tri-County Drug Task Force WPD: Cirksena, Galbraith, officer to be named after interview process CFPD: Bellis BHCSO: Sallis BHCA: Walz This is a 75/25% split grant which has been funded through the Governor's Office of Drug Control for years Federal Grant FY11 Edward Byrne Memorial Justice Assistance Grant Program Local Solicitation will pick up $$ shortfalls Page 2 must be attached and signed. K:\shared goodieslforms\Project Budget Worksheet\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee �t Approval Date 015/Igli I Project Name (from page one) Tri County Task Force - ._. /3yme HOL *SiS1Xhc_ 6tzr-t /tfo&U/.Z.. Department No. project will be budgeted under itt426/ 1 Activity No. project will be budgeted under 11 1150 (WPD) 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 3750 Sale of Bonds 3349 GASA Grant EXPENDITURES: 11 1160 (outside agencies) (Each column should only include amounts by fund) 0%-1/ L/0 // Fund: Fund: 1150 1160 191,909.00 Total 152,800.00 344,709.00 TOTALS $ 191,909.00 $ 152,800.00 $ $ $ 344,709.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1302 Car71176riefits G3,782.e0-2890 /$? too 8479998 19(�io9 126,127. 0' 4 113701 - $ 2.507000700" TOTALS $ 191,909.00 $ 152,800.00 gbh (Signature Dept. Head) $ $ 344,709.00 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet\Page 2 (Donat or NON-constr) (Mar 2010)