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HomeMy WebLinkAbout06/04/20121. 2. FINANCE COMMITTEE June 4, 2012 5:00 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of May 29, 2012. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officer Hundley Integrated Drug and Contraband Interdiction Johnston, Iowa July 17- 19, 2012 $155.00 Pre Authorizations to Expend over $1,000.00 Dept. AmountEst Expenditure Building/Maintenance $24,219.00 Remove and replace the single -bottom underground hydraulic cylinder assembly on freight elevator at Five Sullivan Brothers Convention Center to meet current code requirements Building/Maintenance $23,622.00 Remove and replace the single -bottom underground hydraulic cylinder assembly on freight elevator at Five Sullivan Brothers Convention Center to meet current code requirements Building/Maintenance $23,622.00 Remove and replace the single -bottom underground hydraulic cylinder assembly on freight elevator at Five Sullivan Brothers Convention Center to meet current code requirements Leisure Services $2,800.00 Walk behind vacuum with attachments, gas powered unit Leisure Services $3,100.00 20 gallon overhead door with'/: horsepower overhead operator, installation and material Leisure Services $4,499.50 Garbage cans to be placed throughout areas at Byrnes and Gates swimming pools MIS $10,214.82 Dell r710 server Police $3,683.80 EDACS access fee for Fusion Center, LEIN Region 2, radio access for portable radios Police $1,764.00 Annual renewal fee for AT&T GRPS broadband data services for GPS tracking devices Street $13,572.90 Rubber track for track hoe Street $1,926.80 Traffic signs and barricades BUDGET LINE ITEMS TO BE AMENDED 3. Approve the project budget for the Summer Harmony Days Event in the amount of $2,353.00 funded with federal Fair Housing dollars —Submitted by Abraham Funchess, Human Rights Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE May 29, 2012 5:00 p.m. Council Chambers Members present: Cole, Schmitt. Absent: Hart. Moved by Schmitt, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole that the Minutes of May 21, 2012, as proposed, be approved. Ayes: Two. Motion carried. Moved by Cole, 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 Abraham Funchess, Executive Director; Becky Johnson, Human Rights Specialist; Shelly Kruger, Administrative Secretary; Sharina Sallis, Commission; Ron Wood, Commission EEOC Training Institute Des Moines, Iowa June 27, 2012 $1,745.00 Investigator Tyler; Investigator Duncan Homicide Investigation Los Angeles, California May 13- 16, 2012 $2,155.90 Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that request to purchase two (2) GIS workstations for the Community Planning & Development Department in the amount of $7,032.18—Submitted by Aric Schroeder, City Planner, be approved. Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that request to seek bids to Purchase One (1) 2013 Ford Interceptor Utility for the Police Department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that request to seek bids to Purchase One (1) 2013 Ford Explorer for the Fire Department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Two. Motion carried. Moved by Schmitt seconded by Cole 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 Airport $7,000.00 Sealant and rental of equipment to fill cracks on runways and parking lot Building/Maintenance $4,380.00 Powerwash & tuckpointing at Center for the Arts Building/Maintenance $1,500.00 Demo sign for Center for the Arts Community Development $5,000.00 8 hour lead safe renovator training Leisure Services $10,000.00 Additional concrete work at Byrnes pool deck Leisure Services $14,000.00 One 24" steel frame hexagon shelter TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2013 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original- Clerk/Finance STAFF ONLY 010-11-1100-1346 %iA,) 3--,;?a "A; /;L Co.y- Department NAME(S) AND POSITION(S): Jarid Hundley DATE: May 25,2012 NAME OF CLASS / MEETING: Integrated Drug and Contraband Interdiction DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: July 17,2012 Return Date: July 19, 2012 DATE(S) OF MEETING: July 17-19,2012 PURPOSE OF TRAVEL: Lt Frana is requesting authorization to send Officer Jarid Hundley to the Integrated Drug and Contraband Interdiction seminar at the Midwest Counter Drug Training Center on July 17-19,2012, at Camp Dodge. This 3-day course presents skill sets designed to enhance the proficiency of Officers who make drug interdiction stops and conduct drug investigations. The cost of registration is free and lodging is provided by the Midwest Counter Drug Training Center. Meals and a city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ 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 MISC/TOLLS 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 DEPARTMENT HEAD MAYOR DATE DATE City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 0/ 1,6r, 2- 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 $ 24,219.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Labor & material to remove and replace the single -bottom underground hydraulic cylinder assembly on freight elevator to meet current code requirements - 5 Sul Bros Vendor selected for this purchase: Schumacher Elevator Company ❑ Bids or written quotes were taken on this purchase, as follows: 1 1 Bids or quotes were not taken on this purchase because: No bids were taken - it is a proprietory system through Schumacher Elevator Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑X Bonds Road Use Tax ❑ Sewer ❑ Sanitation FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 412-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) • $ $ //,yr.�) c)O Respe ctfully submitted, (S nature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth - Schumacher Freight Elevator.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ���� ( Approval Date 7 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint $ 23,622.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Labor & material to remove and replace the single -bottom underground hydraulic cylinder assembly on guest elevator to meet current code requirements - 5 Sul Bros Vendor selected for this purchase: Schumacher Elevator Company ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: No bids were taken - it is a proprietory system through Schumacher Elevator 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 ❑ Sanitation • Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 412-22-4900-2152 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 6'0 c) and the current available balance is $ /0o 7 c,-I Respe ully submitted, F i 1 (Si ature Dept. Head or Designee) Date (Sign ure Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth - Schumache Guest Elevator.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee / Approval Date L ((, ('- 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 $ 23,622.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Labor & material to remove and replace the single -bottom underground hydraulic cylinder assembly on kitchen elevator to meet current code requirements - 5 Sul Bros Vendor selected for this purchase: Schumacher Elevator Company n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: No bids were taken - it is a proprietory system through Schumacher Elevator Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Ei Road Use Tax Sewer 0 Sanitation EBonds Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 412-22-4900-2152 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ / �`(;,)0 and the current available balance is Respectfully submitted, ia �_ �% �? , /j ),(mot ; 75 ,90 (Signature Dept. Head or Designee) ' Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Pre-Auth - Schumacher Kit Elevator.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date Li/Lib-Li (' 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 $ me 2,800 plus est. shipping costs of $ to pay for or purchase walk behind vacuum with attachments, gas powered unit. This purchase or expenditure is being made because: to clean around play structure and the Expo Plaza upper plaza area. Vendor selected for this purchase: Black Hawk Rental EBids or written quotes were taken on this purchase, as follows: Black Hawk Rental, Waterloo $2,724.00 Sled Shed, Waterloo $3,040.00 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: • General Fund Li Road Use Tax n Sewer Sanitation • Bonds I I FederaUother grants El Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-4100-2113 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is submitted, (Signature D- (Project Code) $ 106,000.00 $ 20,051.00 � ad or Designee) Date Signature Finance Dept. Review) Date K:\shared goodieslforms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date Ui14( 26 ( 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 $ 3,100.00 plus est. shipping costs of $ to pay for or purchase 20 ga. Overhead door with 1/2 horsepower overhead operator, installation and material. This purchase or expenditure is being made because: Replacement door for ROW building at the shop, will make a wider opening to reduce future damage. Leisure Services crew to rough in and wire. Vendor selected for this purchase: Christie Door, Cedar Falls n Bids or written quotes were taken on this purchase, as follows: Christie Door Company, Cedar Falls $2,799 + $250 for key opener Overhead Door Company, Waterloo $3,412.00 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Finance apprvd 3-19 at me $3,000 Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund ❑ Bonds Road Use Tax Federal/other grants Sewer n Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1378 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitte (Project Code) $ 13,000.00fr' $ 8,046.00 7/2/W/A 1(- (,1cc Buz s i� ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee / Approval Date 1 ii I / r 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 $ 4,499.50 plus est. shipping costs of $ na to pay for or purchase garbage cans to be placed throughout areas at Bynres and Gates Swimming Pools. This purchase or expenditure is being made because: this purchase will assist in the overall aesthetic appearance of the pool areas. Vendor selected for this purchase: Kay Park Janesville, Iowa ❑X Bids or written quotes were taken on this purchase, as follows: Kay Park (Janesville, IA) $4,499.50 Iowa Direct Equipment (Cedar Falls, Iowa) $4,500.00 Fry & Associates (N. Kansas City, MO) $5,254.00 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 ❑ Sewer ❑ Sanitation ❑ Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-22-4200-2132 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted c�,4, / /R%. %3-e) /a (Stgrfture Dept. H or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 110,000.00 3 Yv $ 106,546.00 c� I /4-, K:\shared goodies\forms\garbage can pre auth.xls (Mar 2010) • City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Approval Date (114I 19- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the MIS Department to expend $ 10,214.82 plus est. shipping costs of $ 0.00 to pay for or purchase a Dell r710 server This purchase or expenditure is being made because: The city's mail server is in desperate need of replacement. Vendor selected for this purchase: Dell n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: A quote was taken from Dell, our computer supplier. By making purchases with a single vendor, we save considerable money by receiving volume discounts. Additionally, we save city resources by standardizing and simplifying support. 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 I I Sanitation Bonds n Federal/other grants n Other (specify) T,his expenditure is to be coded to the following budget line -item: 410-01-8225-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 100,000 (next yr) $ 107,200.45 (this yr & next Respecffully �'j submitted, ��^ { ) N/lf 2 `y (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) Find a Laptop, Notebook, Desktop, Server, Printer, Software, Service, Monitor or TV at ... Page 1 of 2 Dell recommends Windows® 7. View/Print Cart WI Print Page Waterloo, Iowa E-quote Number: 1007059258107 E-quote Name Saved By: Saved On: Expires On: Premier Page Name Exchange Matt OBrien matobrien@waterloo-ia.org Wednesday, May 23, 2012 Friday, June 22, 2012 Waterloo, Iowa E-Quote Description Exchange Phone Number: (319) 291-4598 Purchasing Agent: Notes/Comments: Additional Comments: Description Dell PowerEdge R710 - Enhanced lib Date & Time:May 23, 2012 1:16 PM CST SYSTEM COMPONENTS Dell PowerEdge R710 - Enhanced Qty Chassis for Up to 8, 2.5-Inch Hard Drives, Windows Server 2008 R2 SP1, Unit Price Enterprise Edition,x64,Includes 10 CALs Catalog Number: 84 W1481 $10,214.82 Module PowerEdge R710 Operating System SHIP Memory Feature Upgrades for Embedded NIC Ports Processor Additional Processor 1st Hard Drive Internal Controller BIOS Setting Embedded Management Internal Optical Drive Bezel Riser Card System Documentation Hard Drive Configuration Description Show Details Chassis for Up to 8, 2.5-Inch Hard Drives Windows Server 2008 R2 SP1, Enterprise Edition,x64,Includes 10 CALs PowerEdge R710 Shipping 48GB Memory (6x8GB), 1333MHz, Dual Ranked LV RDIMMs for 2 Procs, Optimized Dual Two -Port Embedded Broadcom® NetXtreme II 5709 Gigabit Ethernet NIC Intel® Xeon® E5649 2.53GHz, 12M Cache, 5.86 GT/s QPI, 6C Intel® Xeon® E5649 2.53GHz, 12M Cache, 5.86 GT/s QPI, 6C HD Multi -Select PERC H200 Integrated RAID Controller, x8 Power Saving BIOS Setting iDRAC6 Enterprise DVD ROM, SATA, Internal Bezel Riser with 2 PCIe x8 + 2 PCIe x4 Slot Electronic System Documentation and OpenManage DVD Kit No RAID for H200 or SAS 6AR Controllers http://premierecomm. dell. corn/dellstore/PopUps/popup_print_cart. aspx?cis&CS=rc 11580... 5/31 /2012 Find a Laptop, Notebook, Desktop, Server, Printer, Software, Service, Monitor or TV at ... Page 2 of 2 Rails Hardware Support Services Proactive Systems Management Installation Services Proactive Maintenance Power Supply Power Cords Power Cords Power Cords Hard Drives ReadyRailsTM Sliding Rails With Cable Management Arm 5 Year ProSupport 4HR 7x24 Onsite: Non Mission Critical Dell Proactive Systems Management No Installation Maintenance Declined High Output Power Supply, Redundant, 870W No Additional Power Cords NEMA 5-15P to C13 Wall Plug, 125 Volt, 15 AMP, 10 Feet (3m), Power Cord 2x 10 feet (3m) Power Cords, 125 volt 15 AMP NEMA 5-15P to C13 Wall Plug (8) 300GB 15K RPM SAS 6Gbps 2.5in Hot -plug Hard Drive TOTAL: $10,214.82 Sub -total Shipping & Handling Tax* *Exemptions reflected in final checkout page only Total Pricer Total Price 10,214.82 $0.00 $�=12. $10,827.72 As low as $287/month*2 I Apply Now 1 Learn More Why should I apply? © 2012 Dell For customers of the 50 United States and the District of Columbia only. Site Terns 1 Terms of Sale I Privacy I :'Feedback snCM56 Large Text http://premierecomm. dell. com/dellstore/PopUps/popup_print_cart. aspx?cis&cs=rc 11580... 5/31/2012 City Clerk Use Only Finance Committee Approval Date (_J2 (c((RI ( City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 3,682.80 plus est. shipping costs of $ 0.00 to pay for or purchase EDACS access fee for Fusion Center, LEIN Region 2, radio access for portable radios. This was previously approved by council on 05/07/12 for an amount of $1188.00. This purchase or expenditure is being made because: this was approved by council on 05/07/12. The amount on the original invoice was $1188.00, however a correct invoice was submitted for an amount of $3682.80. Vendor selected for this purchase: RACOM Corporation Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This agreement is vendor specific. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation 0 Bonds ❑X Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1387 11GRT LEN 6 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is e;pectfully sub itt $ L 2,/`/4 $ A', 6)11 c)s---e9/2_ i? 4 4,.?i& - 1 ra (Sig c ture Dept. Head or Designee) 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 goo P) Approval Date c,%g I o a The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,764.00 plus est. shipping costs of $ 0.00 to pay for or purchase Annual renewal fee for AT&T GRPS broadband data services for GPS tracking devices. This was previously approved by council on 05/07/12. Additional unit has been added. This purchase or expenditure is being made because: this maintenance agreement was approved by council on 05/07/12. A ttiird GPS unit has been added to the agreement increasing the cost from $1176.00 to $1764.00. Vendor selected for this purchase: Team Intel, LLC El Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This agreement is vendor specific. Prior Committee Actions (Dates): 6 i( l �- Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation 0 Bonds ❑x Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1387 11GRT LEN 6 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Re ctfully sub $ (`),/C"L✓ 452-%/ Z 77., 4, �'l /iJl � r?,��� 3/ ; ( ign� re Dirpt. Head or Designee) Date (Sign ture 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 Approval Date Lac(( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ 1,926.80 plus est. shipping costs of $ 0.00 to pay for or purchase Traffic Signs and Barricades This purchase or expenditure is being made because: Replacement signs and barricades Vendor selected for this purchase: Newman Signs In n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Vendor recommendation from Traffic Dept - 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 • Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 266-19-7100-1577 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfullys':••" e (Project Code) $ 11, 911.00 $ 2,085.55 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \Street Dept - Traffic Signs & Barricades - May 2012.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date L1-1 ! 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 Street Department to expend $ 13,572.90 plus est. shipping costs of $ 0.00 to pay for or purchase Rubber Track for Track Hoe This purchase or expenditure is being made because: Guides broken on one track side Vendor selected for this purchase: Murphy Tractor ❑ Bids or written quotes were taken on this purchase, as follows: El Bids or quotes were not taken on this purchase because: OEM Part Only Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund nBonds ❑X Road Use Tax n Sewer ❑ Sanitation This expenditure is to be coded to the following budget line -item: 266-19-7100-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 90,000.00 v. and the current available balance is $ 23,546.69 Respectfully ubmitted, (Signature Dept. Head r Designee) -3o-12 l '!a f./ . %/;,oti- ri. Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Street Dept - Rubber Track for Track Hoe.xls (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total $ Summer Harmony Days 2012 Abraham Funchess 1. How will this project be funded? A. Federal Grant Yes No 1 1 CFDA # Grant Name Federal HUD Grant B. State Grant Yes No Grant Name C. City Match Source of Funding D. Other Entities Yes 1 1 No Name 2. Attach copies of any grant agreements that will fund the project (REQUIRED) assigned -by the Finance Dept. Protect No. Subproject % 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. 100.00% Done None 0 ❑ Yes No 6. Include a brief description of the project in the space below: (REQUIRED) Waterloo Commission on Human Rights, in conjunction with this year's Juneteenth Celebration committee, is sponsoring another Summer harmony Day in Lincoln Oark on Thursday, June 14, 2012, from 10 a.m. - 3 p.m. Summer Harmony Day is a free event which has historically attracted many persons of diverse backgrounds together in a day of explosive fun and harmony with games, enriching conversation, and good food. An exciting feature of the event appreciated by all event participants is the opportunity for area businesses and organizations to share their stories as to what makes each a unique contributor to our community. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet Summer Harmony Day 2012.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) Summer Harmony Day 2012 Department No. project will be budgeted under 27 Activity No. project will be budgeted under 2510 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 EXPENDITURES: City Clerk Use Only Finance Committe `/ / may, Approval Date � a(`tl p- 19- a be assigned the Finance Dept. Project No. SubprojectNo (Each column should only include amounts by fund) Fund: _2510_ Fund: Fund: $ 2,353.00 Fund: Total 2,353.00 TOTALS $ 2,353.00 $ $ - $ $ 2,353.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1303 Meetings & Workshops 2,353.00 2,353.00 TOTALS $ 2,353.00 $ - $ $ $ 2,353.00 nature Dept. Head) 5/30/2012 � .�.r. '�� (,c„ .d'- Date (Signature Finance Dept. Review) Date Kr\shared goodies • r Project Budget Worksheet Summer Harmony Day 2012.xls\Page 2 (Donat or NON-constr) (Mar 2010) Summer Harmony Day Budget KBOL Radio Special Occasions Paul's Potties Harold Patterson T-Shirts $500.00 5 hours of music/entertainment $573.00 Inflatables $220.00 Porta-potties $900.00 Vendor Services $160.00 $2,353.00 Assistance Award/Amendment U.S. Department of Housing and Urban Development Office of Administration 1. Assistance 0, Instrument Cooperative Agreement ❑ Grant 2. Type of Action Award ❑ Amendment ►ZI 3. Instrument Number FF207K117014 4. Amendment Number 2 5. Effective Date of this Action 02/21/2012 6. Control Number 7. Name and Address of Recipient Waterloo Commission on Human Rights 620 Mulberry Street, Suite 101 Waterloo, IA 50703 TIN: 42-6005327 8. HUD Administering Office Kansas City, Kansas Regional Office 400 State Avenue Kansas City, KS 66101-2406 8a. Name of Administrator Gregory Bernard King 8b. Telephone Number (913) 551-5447 10. Recipient Project Manager Abraham Funchess, Executive Director (319) 291-4441 9. HUD Government Technical Representative Gregory Bernard King . 11. ❑ ❑ /ZI Assistance Arrangement Cost Reimbursement Cost Sharing Fixed Price 12. ❑ ❑ ►ZI Payment Method Treasury Check Reimbursement Advance Check Automated Clearinghouse 13. HUD Payment Office DHUD, Ft, Worth Accounting 801 Cherry Street - PO Box 2905 Ft. Worth, TX 76113 Division 14. Assistance Amount Previous HUD Amount $ 23,554.00 HUD Amount this action $ 66,000.00 15. HUD Accounting and Appropriation 15a. Appropriation Number Data 156. Reservation number FHEO-07-11-14 Total HUD Amount $ 89,554.00 Recipient Amount $ -0- Total Instrument Amount $89,554.00 Amount Previously Obligated $23,554:00 16. Description: This FY 2011 Cooperative Agreement is being amended to increase funding from $23,554.00 to $89,554.00. This amount represents partnership funding to the Waterloo Commission on Human Rights to utilize the services of individuals and/or public, private, for -profit, or not -for -profit organizations that have expertise needed to effectively carry out the provisions of the FHAP agency's substantially equivalent fair housing law. Order of Precedence: Notwithstanding any provisions to the contrary, a conflict among any of the documents pertaining to the duties and responsibilities of the parties, the Statement of Work shall take precedence over the Schedule of Articles. All other provisions of the original Memorandum of Understanding dated 4/6/00 also remain in effect. 17. J Recipient is required to sign and return three (3) copies of this document to the HUD Administering Office 19. Recipient Name) r, .m S;„ at Funchess, xecutive Director tle Date (mm/dd/yyyy) 2-- 27—2-012_, 18. Lf Recipient is not required to sign this document. 20. HUD (By Name) Gregory Bernard King, Acting Cooperative Agreement Officer Signature & Title Acting Cooperative Agreement Officer Date (mmlddlyyyy) form HUD-1044 (8/90) ref. Handbook 2210.17 Waterloo Commission on Human Rights, Statement of Work Identifying Deliverables and Dates, December 2011 Proposed Funding Deliverable/Date $23,000 FT Housing Investigator, Mar -Sept 2012. Immediate, upon learning of the commitment of funding. She serves as a conduit between Waterloo Commission on Human Rights and Community Development. Additionally, two graduate assistants to assist in our campaign--website and program design and implementation, community forums/Open House development, and conference coordination 20,000 Advertising/Marketing Strategy We aim to use newspaper, radio, billboard, television advertisements, as well as HS sponsorship opportunities in this campaign Newspaper ads, Waterloo Courier: By the end of each month-- Feb, Mar, Apr, May, June, July ($9000 [$1500 each, Uncontested Strip ad on front pg of newspaper, plus recognition on website]) Television, KWWL: A concentrated campaign that brings attention to our agency and National Fair Housing Month. Mid March —Mid April ($5000); another TV blast in June —July, $2500. Radio, KBBG and KBOL. $3500 split between the two (2) radio stations —programming, commercials, interviewing time —advertising our FHAP program, AAFH initiatives, and collaborations. Time frame: Each month (2x each station/month), February —September 2012. 17,000 Conferences We have two planned. A mini conference in February 2012, in which film will be used to highlight housing discrimination and other abuses in the housing/mortgage industries. Another conference is planned for April 2012, during National Fair Housing Month. We wanted to once again invite professors like Todd Swanstrom and Gregory Squires to share current and historical trends, new policy implications and potential impact on today's consumers. Between the two conferences, the monies will be used for speaker fees, hotel and travel accommodations, etc. 3,000 The director and investigator will take classes toward National Fair Housing Training Certification (online classes when offered, Week 2 and Week 4, respectively) 3,000 Electronics: I -PAD and Blackberry to facilitate Director's ability to conveniently and quickly access/disseminate information, especially when conducting business from spaces outside of the office TOTAL FUNDING REQUEST: $66,000