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Home My WebLink About04/04/20111. 2. 3. 4. 5. FINANCE COMMITTEE April 4, 2011 5:00 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of March 28, 2011 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Freed Steve Jordan, Fire Marshal R220: Fire Inspection Principals Emittsburg, Maryland April 30- May 14, 2011 $234.48 Pat Treloar, Chief of Fire Services Spring IAPFC Conference Ames, Iowa April 12- 14, 2011 $170.00 plus tax Suzy Schares, City Clerk; Carol Failor, Deputy City Clerk 2011 Iowa Employment Conference Des Moines, Iowa April 26- 27, 2011 $378.00 Brent Cirksena, Lieutenant; Edward Savage, Officer; Thomas Frein, Officer; Jamie Sullivan, Officer 2011 Midwest Gang Investigators Association: National Gang Conference Dubuque, Iowa May 22- 25, 2011 $2,359.20 Dana Jaeger, UNI Police; Mark Howard, Cedar Falls Police; Matthew Drucker, Black Hawk Sheriff's Office; Nicholas Smith, Black Hawk Sheriff's Office 2011 Midwest Gang Investigators Association: National Gang Conference Dubuque, Iowa May 22- 25, 2011 $2,175.20 6. Approval of Change Order No. 1 to amend the 140-AS-02-28-11-GO contract to include additional Asbestos Survey for one structure located at 347 California Street at a cost not to exceed $250.00—Submitted by Louis Starks, Contracts and Grants Coordinator. 7 Pre Authorizations to Expend over $1,000.00 Dept Amount + Est S/fI Expenditure Fire Rescue $2,190.00 Firehouse support from May 1, 2011 to May 1, 2012 Fire Rescue $1,548.36 Data mobile plan with Verizon for 3 laptops in ambulances Leisure Services $2,100.00 Moving 14 trees out of Gates Golf nursery to the golf course Leisure Services $7,000.00 Replacement of air conditioning unit at Gates Pro Shop lower area Leisure Services $5,000.00 New fireplace insert for Gates Pro shop Police $21,500.00 Support and monitoring of all police and computer servers for FY2012 Police $5,400.00 Instructor fee for John Giduck instructing terrorism and tactics to LEIN Region 2 along with Emergency Management Region 2 Traffic Operations $1,144.65 Various regulatory signs Waste Management Services $6,220.00 + $250.00 Fairbanks pump to replace a pump at Virginia lift station Waste Management Services $3,733.00 + $200.00 Pump parts to rebuild pump for lift station BUDGET LINE ITEMS TO BE AMENDED 1. Approve project budget for Leisure Services Forestry Building upgrades in the total amount of $60,000.00—Submitted by Paul Huting, Leisure Services Director. 2. Approve project budget for FY2011 MidPort Boulevard Extension — Phase II in the total amount of $462,885.00—Submitted by Eric Thorson, City Engineer. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE March 28, 2011 5:00 p.m. Council Chambers Members present: Cole, Schmitt, Hart. Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the Minutes of March 21, 2011, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Paul Huting, Leisure Services Director Iowa Park and Recreation Association Davenport, Iowa April 10- 13, 2011 $598.64 Officer Eryn Hageman Technical Accident Investigation School Johnston, Iowa April 3- 15, 2011 $470.00 Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that garbage refunds for several Pheasant Meadows Condo Association private owner accounts for a total amount of $174.00—Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Central Garage $3,250.00 Replacement of front differential on garbage truck 708 Fire Rescue $4,379.58 + Three sets of firefighter gear Information Services $4,986.00 Anti -virus and Anti-spam software Police $15,215.00 Eighteen Tactical PTT Neckband Headsets with mic and ear cup pads; four finger PTT Sniper switchs Police $1,926.50 + Ten Taser digital power magazines, ten Taser extended digital power magazines, fifty Taser XP air cartridges Police $1,216.25 Installation of reflective graphics for seven new patrol vehicles Traffic Operations $6,000.00 Two Eagle M-50 Controllers Traffic Operations $5,591.35 One signal pole, mast arm, t-base and associated hardware Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Authorization to increase Line Item Forf. Property (3900) and Line Item WPD Forf. (1512) in the amount of $40,000.00—Submitted by Captain David Mohlis, be approved. Ayes: Three. Motion carried. Finance Committee March 28, 2011 Page 2 Moved by Cole, seconded by Schmitt that Authorization to increase Line Item Fed Grants (3350) and Line Item O. Contr Exps (1390) in the amount of $1,471.00—Submitted by Cammie Scully, Director of Cultural & Arts, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Authorization to increase Line Item Cash Carryover (3000) and Line Item Printing (1353) in the amount of $2,231.00—Submitted by Cammie Scully, Director of Cultural & Arts, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Authorization to increase Line Item State Grant (3361) and Line Item Advertising (1351) in the amount of $4,790.00—Submitted by Cammie Scully, Director of Cultural & Arts, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Authorization to increase Line Item State Grants (3361) and Line Items Prof sery (1319), Travel (1346), Artist exp (1349), Exh. Exps (1350) in the amount of $4,400.00—Submitted by Cammie Scully, Director of Cultural & Arts, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Schedule AP642, dated March 28, 2011, pp. 1-55, in the amount of $2,754,430.77, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. Mr. Schmitt abstained from the $91.60 payment to Schmitt Telecom. With no further business before the committee, it was moved by Hart, seconded by Cole that the meeting be adjourned at 5:05 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FYD/I BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE STAFF ONLY /1/( f`o. /ft) �✓f y NAME(S) AND POSITION(S): Steve Jordan, Fire Marshal DATE: GIN 1 11NIIlG NY 1.141 I IIR.fi March 23, 2011 NAME OF CLASS / MEETING: R220: FIRE INSPECTION PRINCIPALS DESTINATION: Emittsburg, Maryland DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: RETURN DATE: April 30, 2011 May 14, 2011 PURPOSE OF TRAVEL: Attend National Fire Academy course on fire inspection principals. DATE(S) OF MEETING: May 2- May 13, 2011 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE x DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: LODGING 234.48 MEALS REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 234.48 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-12-1400-1346 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE C OF ATE DEPARTMENT HEAD DATE I APPROVE THIS TRAVEL REQUEST MAYOR DATE 3/2 //) K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED E ), q FY ^ iI BUDGETED EXPENDED YTD 1 `/ i / G 3 THIS REQUEST / 7L'. oC LEFT AFTER THIS REQUEST?(• t �� DATE NAME(S) AND POSITION(S): Pat Treloar, Chief of Fire Services DATE: IymU I MI IIIYIII.G WF+r pcFYI InIG March 25, 2011 NAME OF CLASS / MEETING: Spring IAPFC Conference DESTINATION: Ames, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 04/12/2011 RETURN DATE: 04/12/14 DATE(S) OF MEETING: April 12-14, 2011 PURPOSE OF TRAVEL: Attend Iowa Professional Fire Chiefs Conference.. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: $70.00+ tax LODGING TAXI $40.00 MEALS PARKING $60.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ $170.00/tax BUDGET LINE ITEM: 010-12-1400-1346 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITYQEINATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 'v G ��`s✓c e 0 I ttii FYBUDGETED 117ai,,GU lcl ii EXPENDED YTD U%' —0 THIS REQUEST /56, 00 / e et, LEFT AFTER THIS REQUEST : 4 { / S r(A) DATE //io: J -aC Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Suzy Schares, City Clerk Carol Failor, Deputy City Clerk DATE: March 29, 2011 NAME OF CLASS / MEETING: 2011 Iowa Employment Conference DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April26, 2011 RETURN DATE: April 27, 2011 DATE(S) OF MEETING: April26-27, 2011 PURPOSE OF TRAVEL/TRAINING: Meeting in Des Moines, Iowa with TPA for health care and 2011 Iowa Employment Conference WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 70.00 LODGING $ 60.00 MEALS $198.00 REGISTRATION $40.00 MILEAGE/FUEL $ 10.00 TOTAL FOR ALL: $ $378.00 TAXI PARKING AIRFARE MISC/TOLLS 010-03-8400-1346-$180 BUDGET LINE ITEM: 010-03-8900-1346-$198 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 189.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTME T HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USEDati // Q i -4/ (,' FY .f2G! Ili l BUDGETED y 6, z), G'c,', EXPENDED YTD / (/;7 )'%, ,' g THIS REQUEST35%, 2 6' LEFT AFTER THIS REQUEST (5L;" /. 7 DATE %?i 2 3L'' l l Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Brent Cirksena- Lt. Edward Savage -Officer, Thomas Frein-Officer, Jamie Sullivan -Officer DATE: March 28, 2011 NAME OF CLASS / MEETING: 2011 Midwest Gang Investigators Association: National Gang Conference DESTINATION: Dubuque, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 22, 2011 RETURN DATE: May 25, 2011 DATE(S) OF MEETING: May 22-25, 2011 PURPOSE OF TRAVEL: To attend the 2011 Midwest Gang Association annual conference in Dubuque, Iowa. The conference will provide instructions on combating International Gang Crimes, Transnational Gangs, Chicago Street Gangs, Gang -related Homicides, Gang Interview/Interrogations, Corrections -Probation. The conference has been approved through the Iowa Homeland Security and the funding will be reimbursed through the LETPP Homeland Security Grant. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: $/00.00 CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $1075.20 LODGING TAXI $84.00 MEALS PARKING $1 /00.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 2359.20 010 11 1150 LEIN 7BET LINE ITEM: 11 GRT LENS X GRANT REIMBURSABLE YES NO YES NO TOTAL: $ PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE FINANCE DEPT. STAFF ONLY TRAVEL REQUEST CITY OF WATERLOO LINE ITEM USED FY / BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance c::'io i/ //5'='/3`IC /i�.�0 3 34( 3S , / /iw L3- 3 / Copy - Department NAME(S) AND POSITION(S): Dana Jaeger-UNI Police, Mark Howard -Cedar Falls Police, Matthew Drucker -Black Hawk SO, Nicholas Smith -Black Hawk SO, DATE: March 28, 2011 NAME OF CLASS / MEETING: 2011 Midwest Gang Investigators Association: National Gang Conference DESTINATION: Dubuque, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: t` uj --Argsfeh 22, 2011 RETURN DATE: 6^ Maxett 25, 2011 DATE(S) OF MEETING: /r4i 22-25, 2011 PURPOSE OF TRAVEL: To attend the 2011 Midwest Gang Association annual conference in Dubuque, Iowa. The conference will provide instructions on combating International Gang Crimes, Transnational Gangs, Chicago Street Gangs, Gang -related Homicides, Gang Interview / Interrogations, Corrections -Probation. The conference has been approved through the Iowa Homeland Security and the funding will be reimbursed through the LETPP Homeland Security Grant. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $1075.20 LODGING TAXI MEALS PARKING $1 /00.00 REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 2175.20 010 11 1150 LEIN BUDGET LINE ITEM: 11GRT LENS /X GRANT REIMBURSABLE YES NO YES NO TOTAL: $ PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large 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 BUILDING AND GROUNDS & FINANCE COMMITTEES Meeting Date: April 7, 2011 Prepared: March 30, 2011 Dept. Head Signature: -‘1/4/ ( K-C Rudy .Jone SUBJECT: 140-AS-02-28-11-GO Change Order No. 1 Submitted by: Louis Starks, Contracts and Grants Coordinator Recommended City Council Action: Authorize Change Order No. 1 amending contract to include additional Asbestos Survey for one (1) structures: 347 California Street. Staff estimates cost to be below the threshold required for public hearing. Summary Statement: Community Development Rehab Staff is implementing a housing rehab project at 347 California Street, to abide by OSHA requirements, Staff needs an asbestos survey to determine if exterior siding on the structure is in need of asbestos abatement, a Survey is needed to make that determination. Expenditure Required: Estimated not to exceed $250.00. Source of Funds: HUD-CDBG. Policy Issue: Slum and Blight, Public Safety, Housing Alternative: None. OHSA requires licensed workers to abate/remove asbestos siding as required by State and Federal law. J:\LOUIS-S\Asbestos\140-AS-02-28-11-GO\Council Communication template.doc CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer EQUAL NOOSING OPPORTUNITY n City of Waterloo Expenditure Authorization Request Form I��vta,�ce59� ��rarc� The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WFR Department to expend $ 2,190.00 plus est. shipping costs of $ 0.00 to pay for or puchase Firehouse support from 05/01/2011-05/01/2012 This purchase or expenditure is being made because: This is a yearly fee for the complete system we use to store all our ambulance, fire and inspections for the year. Also supports 7 additional users for this system which are at subhouses. n Bids or written quotes were taken on this purchase, as follows: N/A 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: General Fund Road Use Tax ❑ Sewer I I Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1520/010-12-1410-1520 (Each half the cost) (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submit COMPUTER SOFTWARE (Project Code) /D l Sio o $ $2500.00/ $1380.00 (Signature Dept. Hea r esignee) Date (Signature Finance Dept. Review) Date users\shared goodies\forms\Expenditure AuthorizationFirehouse support(Oct 2004) City of Waterloo lfiq{aocf Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WFR Department to expend $ 1,548.36 plus est. shipping costs of $ to pay for or puchase Data mobile plan with Verizon for 3 laptops in ambulanes. This purchase or expenditure is being made because: To transmit EKG's and run reports from laptops to the Emergency Room. ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: When we applied for the BHC Gaming Grant the City was under contract with Verizon. We are now with US Cellular. The Toughbook laptops internal modem is only compatable with Verizon. (See attached explanation) Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund n Bonds u Road Use Tax n Sewer Federal/other grants n Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: 426-12-1400-2109 12GRTEPCR (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 70,000.00 V and the current available balance is $ 2,370.18 spe ully - bmitted, (Sig ature D . Head or Designee) Date (Signature Finance Dept. Review) Date 3-31-►I users\shared goodies\forms\tOUGHBOOK MODEMS(Oct 2004) When WFR originally applied for the BHC Gaming Grant, the City of Waterloo was under contract with Verizon for cell phone service. Since that time we have contracted with US Cellular. The Toughbook 19 laptops we purchased have an internal modem that Panasonic installs. Panasonic only contrasts with Verizon, ATT or Sprint. In order to use US Cellular we would have to purchase external Internet cards. I feel that with the external cards, there is the possibility of loss to the card and also breakage of the cards. The computers will be in and out of the docking stations in the ambulance throughout the day making this more likely. With the external cards transmissions out of the internal modem once the computer is docked it by passes the box through the antenna on the roof. Verizon has the best coverage for this area and our needs. Waterloo Police use Verizon for their service in patrol cars for this reason. Verizon is the only service that offers an unlimited Data Plan, which is what we will need to operate. City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee) Approval Date �19 19114 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 $ 2,100.00 plus est. shipping costs of $ to pay for or purchase Moving 14 trees out of Gates Golf nursery to the golf course This purchase or expenditure is being made because: Trees are ready to be moved out of the nursery. Vendor selected for this purchase: Dierks Tree Transplant, Inc. X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Only vendor that has a 90" tree spade available. 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 Bonds Federal/other grants xj Sanitation Other (specify) MidAmerican grant This expenditure is to be coded to the following budget line -item: 010-37-4105-1536 37RST-M I DA (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, C (bignature IDel5t d 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 41 `�90" 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 $ 7,000.00 plus est. shipping costs of $ to pay for or purchase Replacement of air conditioning unit at Gates Pro Shop lower area, to include labor and material. This purchase or expenditure is being made because: Replace and relocate 1994 air handler and compressor at Gates Pro Shop as recommended by City Building Maintenance staff. Vendor selected for this purchase: Mike Fereday, Waterloo U Bids or written quotes were taken on this purchase, as follows: Mike Fereday, Waterloo $6,820.00 H&H Heating & Air, Wloo $9,890.00 Young Plumbing & Heating, Wloo $9,145.00 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 0 General Fund ❑ Road Use Tax ❑ Sewer n Sanitation Bonds riFederal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4120-2174 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted C (Signature ead or Designee) (Project Code) $ 100,000.00 $ 93,894.50 '$ j • G _z/ >'i 1,t f11f%Lf C, !,l/.kki t f/ Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee�te Approval Date -1 `4'7j 0 4 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 $ 5,000.00 plus est. shipping costs of $ to pay for or purchase New fireplace insert for Gates Pro shop, to include labor and material. City crews will need to wire this job, and that price is not included in this preauth. This purchase or expenditure is being made because: The original fireplace at Gates Pro Shop has not been operational. The fireplace requires doors & insert to prevent heat lost in upstairs part of the pro shop. Vendor selected for this purchase: Fireplace Creations, Waterloo ❑X Bids or written quotes were taken on this purchase, as follows: Fireplace Creation, Waterloo $4,876.84 Dalton's did not place a bid. Rick Curran met with Chris from Daltons, they did not bid. 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 n Sewer n Sanitation �X Bonds u Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4120-2174 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 100,000.00 and the current available balance is $ 93,894 ,r„; 3 j (:) Respectfully submitted, ( 2 2y (Signature Dept., a or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Ex enditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date Lit Lti ?-0 c( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the $ 21,500.00 plus est. shipping costs of Police Department to expend $ 0.00 to pay for or purchase and enter into master agreement and service schedule for support and montoring of all police and computer servers for FY2012. This purchase or expenditure is being made because: Critical computer support of the police department computer network. Provides 24 hour support, maintenance and repair of the network and computer systems. Vendor selected for this purchase: Computer Pros, Inc. dba ACES ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: This system and the software bundle is proprietary to ACES's, our network vendor. They are the only vendor that can provide this level of network security, support and monitoring of public safety operations. 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 ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1105-1321 Police Comp Service/Data Proc (Fund - Department - Activity - Account Number) in which the budgeted amount is 4°/ 2•�1 and the current available balance is 3,066% Respectfully submitted, (Signature Dept. Head or Designee) Date (Project Code) $ 67 ifyl ' $ ' fr0(? (Signature Finance Dept. Review) 3 8" )// Date K:\shared goodies\forms\ACES Computer sup pre-auth (Mar 2010) City Clerk Use Only Finance Committee Approval Date i-t14176t-1 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 $ 5,400.00 plus est. shipping costs of $ 0.00 to pay for or purchase instructor fee for John Giduck instructing terrorism and tactics to LEIN Region 2 along with Emergency Management Region 2. This purchase or expenditure is being made because: LEIN region 2 and Emergency Management region 2 sponsored this course it is being paid for by LEIN grant funding to teach school educators, and emergency responders. Vendor selected for this purchase: John Giduck, n Bids or written quotes were taken on this purchase, as follows: Qx Bids or quotes were not taken on this purchase because: This course instructed by John Giduck is specific to School Safety and Security developed for schools, police, fire and first responders. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund 0 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: 010-11-1150-1346 Travel/Train 11-GRT-LEN5 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Date (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) $ $ i %;7 iD K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee f Approval Date 4(c1lo(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 $ 1,144.65 plus est. shipping costs of $ to pay for or purchase Various regulatory signs. This purchase or expenditure is being made because: Upgrading signs that have been damaged and those loosing their reflectivity. Vendor selected for this purchase: Newman Traffic Signs Bids or written quotes were taken on this purchase, as follows: Newman Traffic Signs Jamestown, North Dakota Iowa Prison Industries Anamosa, Iowa $1,144.54 $1,908.00 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 E Road Use Tax El Sewer El Sanitation ❑ Bonds ❑ FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-177-94492126 1s5 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 50799i}90 it(i;vc $ ,99�90 i ult 5�L 483t) Y // -4;r'/ (Signature Dept He=d or Designee) D=te (Signature Finance Dept. Review) Date K:\shared goodies\forms12011-March-Expenditure Pre -Authorization -Regulatory signs - Newman.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 4tgf rf4 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 $ 6,220.00 Fairbanks pump plus ext. shipping cost of $ 250.00 to pay for or purchase This purchase or expenditure is being made because: The pump The Fairbanks 4" pump at Virgina lift station is wornout and needs replaced. nBids or written quotes were taken onthis'purchase, as follows Bids or quotes were not taken on this purchase because: Zimmer &Francescon is the representitive for Fairbanks pumps. Staying with this make of pump will keep the cost down because the piping and base will not need to be 're c (mac 4 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: nRoad Use Tax: nSewer: Sanitation: Bonds: nFederal/other grants: DOther(specify): This expenditure is to be coded to the following budget line -item: 570/14/5700/137'3 (Fund - Department - Activity - Account: Number) in which budgeted amount is and the current available balance is Respectfully submitted, • (Sigfiatur 'Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 11,000.00 l/ $ 7,656.73 I/ FEB/18/2011/FRI 09:10 AM ZIMMER & FRANCESCON FAX No, 877 244 2508 P. ID1 Fax Quotation Zimmer & Francescon, Inc. 6200 65th Avenue Moline IL 61265 309-797-1117 877-244-2508 Fax rexle4immerfrancescon.COM Job Description: Fairbanks pumps QUOTATION # 110215 Date: 02/18/2011 To: Waterloo WWTP Attention: Richard Olson Fax 11 319-291-4523 From: REX LARSON QUANTITY UNIT DESCRIPTION PRICE TOTAL Is. 1 ea 4" 85413 completepump,CW, less standard base and elbow to $6,220.00 :66,220:00 match sn K4D1-076719 . 1 ea Estimated freight for 4" B5413 $250.00 :•:: • ., ' : $250.00 - I/ 042//k.1,4 L 5- 7 ?T 9L . • 6 y9.0';/� 1 ea 4" B 1,'`{ complete pump, As standard base and elbow to . •: •,; " . i r -- $6:015:00 match s 13392, CW gr'sn 413394, CCW \ /' ......• 1 ea Estimated freig fiaf 4' B5412 - —$200700 ' . . _:$20G.00 ....- 7-71-le / Please copt6rm rotation ired at time of order. Delivery 14-16 weeks ARO Materials Tota 1 City Clerk Use Only Finance Committee Approval Date `(Lt19-0‘t 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 $ 3,733.00 plus ext. shipping cost of $ 200.00 to pay for or purchase Pump parts This purchase or expenditure is being made because: To rebuild pump for lift station • r , r ti[ t•p I .'� r El Bids or written quotes were taken this purcFta e,` as follows Bids or quotes were not taken on this purchase because: Zimmer and Francescon is the rep for Fairbank pumps. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: Road Use Tax: nSewer: Sanitation: nBonds: OFederaVother grants: ElOther(specify): This expenditure is to be coded to thO following budget line -item: 520/14/5200/1373 (Fund - Department - Activity - Account Number) (Project Code) $ 11, 000.00 /. in which budgeted amount is and the current available balance is Respectfully submi $ 7,656.00 �J z_ c;) (Signature Finance Dept. Review) Date MAR/29/2011/TUE 07:14 AM ZIMf1ER & FRANCESCON FAX No. 877 244 2508 P. 001 Fax Quotation Zimmer & Francescon, Inc. QUOTATION # 110336 6200 65th Avenue Moline IL 61265 Date: 03/29/2011 309-797-1117 877-244-2508 Fax To: Waterloo WWTP rexl@zimmerfrancescon.com Attention: Richard Olson Fax # 319-291-4523 From: ROC/ ARSON Job Descr/ptlon: FM 4" B5423, sn K4D1-076719 QUANTITY UNIT DESCRIPTION PRICE TOTAL 1 1 ea ea Impeller, OW 1 Shah sleeve 14 $2,390.00 $300.00 $2,390.00 $300.00 1 1 ea ea V olute gasket 156 Pump shaft 4 $8.00 $1,035.00 $8.00 $1,035:00 • ,7 ///RG/.sr-iA L.5 F'k,vr/o /Z FP 4„4-G Delivery 4-6 weeks ARO Materials Tote $3,733,00 j re.t4fi Zcao V33 4-` PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Leisure Services Forestry Building upgrades Rick Curran $ 60,000.00 1. How will this project be funded? A. Federal Grant Yes Grant Name No CFDA # B. State Grant Yes Grant Name C. City Match No Source of Funding CIP bond funds D. Other Entities Yes Name No 2. Attach ments that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. 37//!'lr Subproject No. F13t/ % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 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) 100.00% Done None Yes No ❑ ❑X ❑ ❑ ❑ El ❑ ❑ ❑ ❑ This project will upgrade the forestry building at 1117 Campbell Avenue. This will include constructing an awning over the west side overhead doors, replacing doors, insulation, paint, etc. Architect services will be paid from Park operating budget $5,000 There is a possible rebate from Mid -American energy in the amount of $10,000. Page 2 must be attached and signed. K:\shared goodies\forms\Proj Budget Forestry Bldg\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO Project Name (from page one) Leisure Services Forestry Building upgrades Department No. project will be budgeted under 37 Activity No. project will be budgeted under 4105 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 City Clerk Use Only Finance Committee Approval Date '4/4'90t To be assigned by the Finance Dept. Project No. Subproject No. 37imP Foof (Each column should only include amounts by fund) Fund: Fund: .o4tr 409 Fund: 016 Fund: Total 3720 Donations - Restricted 50ycx.) '5, 1. LJ.Lu> 3750 Sale of Bonds 4.5 498 89- 45,9014$4- 4100 Operating Budget-5;9eit00" 3722 MidAmerican Rebate 10,000.00 10,000.00 TOTALS $ f';0137f� $ 45;9A0.00 $ 10,000.00 $ $ 60,000.00 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 1390 Contract Services-5766077 -5799671515- 2152 31d9 Zfrie, <,, 3 96d 0(T 10,000.00 /o) .56,000.00 $ 5.,49(3.00_ `. " { '45;9965II $ 10,000.00 $ $ 60,000.00 TOTALS igniature Dept. Head Date (iL e..6- (Signature Finance Dept. Review) Date K:\shared goodies\forms\Proj Budget Forestry Bldg\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name FY 2011 MidPort Boulevard Extension - Phase II RM-8155(722)-9D-07 City Contract No. Project Manager Project Budget Total 802 Jeff Bales $ 462,885.00 1. How will this project be funded? A. Federal Grant Yes No g. CFDA # Grant Name B. State Grant Yes x No Grant Name RISE Project C. City Match D. Other Entities Name Source of Funding Local Option Tax To be: assigned by the Project No; br, Subproject Nc 42"- % Paid by federal grant Grant Agreement Number % Paid by state grant 50.00% Grant Agreement Number 2011-R-006 % Paid by City 50Z Yes No %; % 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. Done None O ❑ Yes No ❑ ❑ ❑ ❑ O ❑ 0 ❑ ❑ ❑ ❑ 0 6. Include a brief description of the project in the space below: (REQUIRED) Construction of approximately 700 lineal feet of MidPort Boulevard northwest from West Airline Highway Page 2 must be attached and signed. K:\shared goodies\forms1MidportBlvdProjBudget802.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Commilne rr Approval Date .1114 l� ft Project Name (from page one) FY 2011 MidPort Boulevard Extension - Phase II RM-8155(722)-9D-07 Department No. project will be budgeted under ps 0? Activity No. project will be budgeted under .2465 150O 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 EXPENDITURES: To be assigned by the Finance Project No. Subproject No. iId Dept (Each column should only include amounts by fund) Fund: 290 Fund: 205 Fund: 231,442.00 Fund: Total 231,442.00 231,443.00 231,443.00 TOTALS $ 231,443.00 $ 231,442.00 $ $ - $ 462,885.00 2103 Engineering & Consulting $ 19,750.00 $ 19,750.00 $ 39,500.00 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 211,693.00 211,692.00 423,385.00 2199 Non -participating Misc - TOTALS $ 231,443.00 $ 231,442.00 $ $ - $ 462,885.00 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:lshared goodies \forms\MidportBlvdProjBudget802.xls\Page 2 (Constr Proj) (Mar 2010)