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HomeMy WebLinkAbout05/29/20121. 2. FINANCE COMMITTEE May 29, 2012 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 May 21, 2012. NEW BUSINESS 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 EEOC Training Institute Des Moines, Iowa June 27, 2012 $1,745.00 Secretary; Sharina Sallis, Commission; Ron Wood, Commission Investigator Tyler; Investigator Duncan Homicide Investigation Los Angeles, California May 13- 16, 2012 $2,155.90 3. Approval of 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. 4. Approval of request to seek bids to Purchase One (1) 2013 Ford Interceptor Utility for the Police Department —Submitted by Mark Rice, Public Works Director. 5. Approval of request to seek bids to Purchase One (1) 2013 Ford Explorer for the Fire Department —,Submitted by Mark Rice, Public Works Director. Pre Authorizations to Expend over $1,000.00 Dept p Amount + Est. S/H 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 Leisure Services $2,045.00 Advertising for the three municipal golf courses Leisure Services $14,274.00 Advertising for the Riverloop Public Market Leisure Services $12,716.00 Paint the flood wall from Mullan bridge to Park Avenue bridge Leisure Services $700.00 Wine and liquor for VGM Gala at Young Arena Police $1,086.00 Audio and respiratory testing for members of the Police Department Police $16,725.00 Three Remington 700 SPS tactical rifles with Leupold Mark 4 ER/T scope and Harris bipod Police $1,566.00 Annual on site tuberculosis testing for officers of the police department Police $5,000.00 Five Shieldware RMS licensesfor access of the police department computers inside the police department and also remote access by patrol car computers BUDGET LINE ITEMS TO BE AMENDED 6. Authorization to increase Line Items on file in the City Clerk's office in the amount of $20,000.00 Submitted by Finance Department. 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 Finance Committee May 29, 2012 Page 2 Leisure Services $2,045.00 Advertising for the three municipal golf courses Leisure Services $14,274.00 Advertising for the Riverloop Public Market Leisure Services $12,716.00 Paint the flood wall from Mullan bridge to Park Avenue bridge Leisure Services $700.00 Wine and liquor for VGM Gala at Young Arena Police $1,086.00 Audio and respiratory testing for members of the Police Department Police $16,725.00 Three Remington 700 SPS tactical rifles with Leupold Mark 4 ER/T scope and Harris bipod Police $1,566.00 Annual on site tuberculosis testing for officers of the police department Police $5,000.00 Five Shieldware RMS licenses for access of the police department computers inside the police department and also remote access by patrol car computers Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that Authorization to increase Line Items on file in the City Clerk's office in the amount of $20,000.00—Submitted by Finance Department, be approved. Ayes: Two. Motion carried. Moved by Cole. seconded by Schmitt that Bills Payment, as contained in Finance Committee Open Invoice Report, dated May 29, 2012, pp. 1-27, in the amount of $1,454,131.27, 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 Schmitt, seconded by Cole that the meeting be adjourned at 5:06 p.m. Ayes: Two. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE bEPT. STAFF ONLY LINE ITEM USED (;/!..2 % ;;12Q4.:‘ /.444,` FY A','/IUDGETED .3 3i c'.cc) EXPENDED YTD THIS REQUEST / 7-?) LEFT AFTER THIS REQUEST DATE ».-.- - Ori. in& - Clerk/Finance Co.y - Department NAME(S) AND POSITION(S):Abraham Funchess, Ex. Director; Becky Johnson, HR Specialist; Shelly Kruger, Adm. Secretary; Sharina Sallis, Commissioner,- Ron Wood, Commissioner DATE: Wednesday, June 27, 2012 NAME OF CLASS / MEETING: EEOC Training Institute DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: Waterloo DEPARTURE DATE: Wednesday, June 27, 2012 RETURN DATE: Wednesday, June 27, 2012 DATE(S) OF MEETING: Wednesday, June 27, 2012 PURPOSE OF TRAVEL: To allow staff and 2 commissioners to attend the EEOC Training Institute in Des Moines, IA on Wednesday, June 27, 2012 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI MEALS PARKING $1745.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 1745.00 BUDGET LINE ITEM: 010-27-2500-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 349.00 PER PERSON 1 BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY Ofr ERLOO 1 APPROVE THIS TRAVEL REQUEST DEAl#TMENT HEAD MAYOR 9-2f-ir6t,2 liketared Uoodies\1 orms\Irave equest Form January 2010 DATE FINANCE DEPT. STAFF ONLY TRAVEL REQUEST CITY OF WATERLOO LINE ITEM USED FY _2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 010-11-1100-1346 5%?C 35- /q 1�; /.3c i V Copy - Department NAME(S) AND POSITION(S): Inv.' s Jeff Tyler & Rob Duncan DATE: May 24,2012 NAME OF CLASS / MEETING: Homicide Investigation DESTINATION: Los Angles, California DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 13,2012 Return Date: May 16,2012 DATE(S) OF MEETING: May 13-16,2012 PURPOSE OF TRAVEL: Inv. Jeff Tyler and Inv. Rob Duncan were investigating a double homicide case, which occurred in January of 1981. Leads were developed and a suspect was arrested for 2 counts of Murder in the 1ST Degree. During the investigation information was gained that there were witnesses in California that needed to be interviewed. The investigators were sent to California to interview the witnesses in this case. The listed costs were for lodging, meals, rental car, fuel and airfare associated with the travel. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE xx AIRFARE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: $404.55 LODGING $ 277.73 MEALS $0.00 REGISTRATION $116.00 MILEAGE/FUEL $ 87.22 Rental Car PARKING $ 1270.40 AIRFARE MISCITOLLS TOTAL FOR ALL: $ 2155.90 BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 1077.95 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 Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director Finance Communication Finance Committee Meeting: May 29, 2012 Prepared: May 22, 2012 Dept. Head Signature: # of Attachments: 3 SUBJECT: Request to approve the purchase of two (2) GIS workstations for the Community Planning & Development Department. Submitted by: Aric Schroeder, City Planner Recommended Finance Committee Action: Approval Summary Statement: Transmitted herewith is a request to purchase two (2) new GIS workstations. The two existing GIS workstations are over 4 years old and are in need of replacement, due to the extensive system requirements that the GIS software requires. The two new workstations have been designed to effectively run our GIS software, which will continue to allow our department to serve the citizens of Waterloo in a timely, efficient manner. The funds would come from GO bond money set aside for GIS/GPS purchases (fund code 409-08-5700-2111, 410-08- 5700-2111, and 411-08-5700-2111). Expenditure Required: $7,032.18 Source of Funds: GIS/GPS Mapping: 409-08-5700-2111 ($5,000) and 410-08- 5700-2111 ($3,000). Policy Issue: n/a Alternative: n/a Background Information: The use of Geographic Information Systems Software is an integral part of the Planning & Zoning Department's daily routine. We utilize GIS to create visuals related to Planning & Zoning Commission and Board of Adjustment meetings, as well as economic development purposes. Legal Description: n/a sg:AS cc: Noel Anderson, Community Planning & Development Director CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer i City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Planning and Zoning Department to expend $ 7,032.18 plus est. shipping costs of $ 0.00 to pay for or puchase Two (2) Dell GIS workstations. This purchase or expenditure is being made because: The two existing GIS workstations are over 4 years old and are in need of replacement, due to the extensive system requirements that the GIS software requires. The upgrade in workstations is needed due to a significant increase in the usage and reliance on GIS software, which is used to produce all of our maps used for the general public, Boards and Commissions, etc. and as an economic development tool. Bids or written quotes were taken on this purchase, as follows: 2 Workstations: Dell - $7,032.18; HP - $9,482.00; Lenovo - $8,857.98 Low: $7,032.18 No additional quotes were taken, as no other companies had a comparible product. Ei Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): This expenditure is to be coded to the following budget line -item: 409-08-5700-2111,410-08-5700-2111 (Fund - Department - Activity - Account Number) in which the budgeted amount is $ 8,000.00 and the current availa Resp (Signature Dept. Head or Designee) e is (Project Code) $ 8,000.00 S�Z ?.IZ Date (Signature Finance Dept. Review) Date users\shared goodieslformsUFile] (April 2003) Dell recommends Windows® 7. View/Print Cart Awl Print Page Waterloo, Iowa E-quote Number: 1005733139149 E-quote Name Saved By: Saved On: Expires On: Premier Page Name Planning3 Matt OBrien matt. obrien©waterloo-ia. org Wednesday, May 16, 2012 Friday, June 15, 2012 Waterloo, Iowa E-Quote Description Phone Number: Purchasing Agent: Notes/Comments: Additional Comments: Planning high end (319) 291-4598 Description leDell Precision T7500 64bit Single Processor Date & Time: May 16, 2012 4:06 PM CST SYSTEM COMPONENTS Dell Precision T7500 64bit Single Processor Qty Dell Precision T7500 Workstation, Genuine Windows® 7 Professional, No Media, Unit Price 64-bit, English Catalog Number: 84 W1755 64 1 $3,474.10 Module Dell Precision T7500 Operating System Processor Memory Keyboard Monitor Graphics Boot Hard Drive Hard Drive Configuration Floppy Drive and Media Card Reader Options Mouse Optical Devices Speakers Power Supplies Documentation Hard Drive Internal Controller Option Description Show Details Dell Precision T7500 Workstation Genuine Windows® 7 Professional, No Media, 64-bit, English Six Core Intel® Xeon® Processor X5660 (2.8GHz,12M L3, 6.4GT/s, turbo) 12GB, 1333MHz, DDR3, RDIMM, 3x4GB, ECC Dell Multimedia Keyboard, English Dell Professional P2210 22in HAS Wide Monitor, VGA/ DVI/ DP 2.0GB AMD FireProTM V5900, Triple Monitor, 2DP & 1DVI 500GB SATA 3.0Gb/s with NCQ and 16MB DataBurst CacheTM C1 All SATA drives, Non -RAID, 1 drive total configuration No Floppy Drive and No Media Card Reader Dell MS111 USB Optical Mouse 16X DVD+/-RW w/ Cyberlink PowerDVDT" /Roxio CreatorT"^, No Media Dell AX210 Speakers Precision T7500 Power Supply Documentation, English, with 125V Power Cord Integrated LSI 1068e SAS/SATA 3.0Gb/s controller Resource DVD Hardware Support Services Ship Packaging Options Quick Reference Guide ACCESSORIES Logitech Anywhere Mouse Dell Part# A2909150 Manufacturer Part# 910-000872 Dell Part# A2909150 No Resource DVD 3 Year Basic Limited Warranty and 3 Year NBD Onsite Service Shipping Material for System Quick Reference Guide, English, Dell Precision T7500 Qty Unit Price $41.99 TOTAL: $3,516.09 Sub -total Shipping & Handling Tax* *Exemptions reflected in final checkout page only Total Price1 $3,727.07 Total Price $3,516.09 $0.00 $210.98 As low as $100/month*2 1 Apply Now I Learn More Why should I apply? © 2012 Dell For customers of the 50 United States and the District of Columbia only. Site Terms I Terms of Sale 1 Privacy 1 Feedback snCM52 Large Text CITY OF WATERLOO Committee Communication Finance Committee Meeting: Mav 29, 2012 Prepared: May 18, 2012 Dept. Head Signature: .� # of Attachments: SUBJECT: Submitted by: Authorization to seek bids to Purchase One (1) 2013 Ford Interceptor Utility for the Police Department Mark Rice, Public Works Director Recommended City Council Action: NA Summary Statement: Pursuit certified utility vehicle for the Police Department Expenditure Required: Based on bid. Estimate $25,000 Source of Funds: 411 CIP Program Policy Issue Alternative Background Information: Provides Police Department with all -wheel drive, pursuit certified utility vehicle for day to day operations. CITY OF WATERLOO Committee Communication Finance Committee Meeting: May 29, 2012 Prepared: May 18, 2012 Dept. Head Signatu # of Attachments: SUBJECT: Submitted by: Authorization to seek bids to Purchase One (1) 2013 Ford Explorer for the Fire Department Mark Rice, Public Works Director Recommended City Council Action: NA Summary Statement: 4-Wheel Drive Vehicle to support Fir Operations Expenditure Required: Based on bid. Estimate $25,000 Source of Funds: 410 CIP Program Policy Issue Alternative Background Information: 4-Wheel drive vehicle to support day to day fire operations, replaces 120321. City Clerk Use Only Finance Committee Approval Date �/ 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 Airport Department to expend $ 7,000.00 plus est. shipping costs of $ to pay for or purchase sealant and rental of equipment to fill cracks on runways and parking lot. This purchase or expenditure is being made because: cracks are becoming a safety issue. Vendor selected for this purchase: Logan Contractors Supply, Inc pi Bids or written quotes were taken on this purchase, as follows: X 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: ❑X General Fund Bonds Road Use Tax Sewer Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010 29 7700 1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, she/ 2- 7 (4/;1 t/t: A Li. _i-'1 ature Dept. At_: esignee) ` ate (Signature Finance Dept. Review) Date Sanitation (Project Code) yv $ 1.1 706B:00 9s .22% $ 26, -11 4 "7L L K:\shared goodies \forms\Crack filling FY12.xls (Mar 2010) El City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date / I/ o2E1, (11 t vZ 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 $ 4,380.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Powerwash & tuckpointing - Center for the Arts Vendor selected for this purchase: Pajic Tuckpointing LLC n Bids or written quotes were taken on this purchase, as follows: Pajic Tuckpointing $4,380.00 Schoonover Tuckpointing Co Inc. $ 5,340.00 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 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: 411-22-4205-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resully sub tted, (Signature Dept. Head or Designee) Date (Signtturre Fir1ance Dept. Review) Date (Project Code) $ 6212uci.9 K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date S 12c-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 Building Maint Department to expend $ 1,500.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Demo Sign - Center for the Arts Vendor selected for this purchase: Stickfort Construction Corporation OX Bids or written quotes were taken on this purchase, as follows: Stickfort Construction Corp. $ 1,500.00 Frickson Excavating $1,600.00 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: ElGeneral Fund n Road Use Tax n Sewer n Sanitation Bonds I ' FederaUother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-22-4205-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ ) 2v &Do $ s'1 Sy Res ully s itted, 7. • nature Dept. Head or Designee) Date (Sigture Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Tuckpointing - Art Center.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 5(ac1,(i moo^ The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Community Devel, Department to expend $ up to $5,000.00 plus est. shipping costs of $ to pay for or purchase 8-hour Lead Safe Renovator training ($200 per person) This purchase or expenditure is being made because: Required course for certification through the State of Iowa Vendor selected for this purchase: Interfaith Housing Ltd. 1-11 Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Trainer will travel to Waterloo 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 Sanitation ❑ Bonds ❑X Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 224-32-5853-1390 BGLED TRVL (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept.1H d o sig ee) c $ Line item budget=$59,00Q $ 6 08:00 6- 5 r Cate (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization lead refresher 5-18-2012.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date C� 6-41 (2-Zi (� 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 $ 10,000.00 plus est. shipping costs of $ to pay for or purchase Additional concrete work at Byrnes pool deck, approximately 2100 square feet. This purchase or expenditure is being made because: replacing deteriorated concrete on the south side of the deck and concrete under the south shade structure. Safety concerns related to condition of the concrete. Vendor selected for this purchase: B&B Builders 15 I Bids or written quotes were taken on this purchase, as follows: B&B Builders $4.50 per sq foot Failor Hurley $9.00 per sq foot ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds Road Use Tax Federal/other grants Sewer ❑ Sanitation 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 R„,esjig.ctfully submitted (Signatur ept. ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) $ 110,000.00 +_ 35 $ 106,54C.00 /03 3(e City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date ?49-Ctif9D f 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 14,000 plus est. shipping costs of $ to pay for or purchase one 24" steel frame hexagon shelter. This purchase or expenditure is being made because: new shelter to the large dog area at the dog park. Leisure Services crew to construct. Vendor selected for this purchase: GameTime Cunningham Recreation Charlotte NC X Bids or written quotes were taken on this purchase, as follows: GameTime - Cunningham Recreation, Charlotte NC $13,478.00 Boland Recreation, Marshalltown, IA $15,900 No response from Fry & Associates, Outdoor Recreation, ABCreative Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax ri Sewer n Sanitation Bonds Federal/other grants I I Other (specify) X This expenditure is to be coded to the following budget line -item: 410-37-4105-2168 010-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respsubmitte /,$ 37RST-SPOT (Project Code) irk r-,1z� She; a7 -e(vo7 6- 360 31 signature D-pt. _..d or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 2st 1 Pa . 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 $ 2,045.00 plus est. shipping costs of $ to pay for or purchase advertising for the three municipal golf courses. City portion will be $1,045. CVB will be paying $1,000 towards the advertising expense. This purchase or expenditure is being made because: to market the City golf courses in an effort to increase rounds at the golfcourses. Vendor selected for this purchase: KWWL n Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: Using KWWL, the local over the air provider. 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) x This expenditure is to be coded to the following budget line -item: 010-37-4120-1351 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 4406 after amendment 3/ 59 and the current available balance is $ 1045 after amendment Respectfully submitted, (Sgnafur/e De ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 5 b\` t /?-, 1 - The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the $ 14,274.00 plus est. shipping costs of $ advertising for the Riverloop Public Market Leisure Services Department to expend to pay for or purchase This purchase or expenditure is being made because: to market the Riverloop and Public Market. Vendor selected for this purchase: The Waterloo Cedar Falls Courier Bids or written quotes were taken on this purchase, as follows: I ^ 1 Bids or quotes were not taken on this purchase because: this is the local newspaper. 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 Federal/other grants Sewer Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: 010-37-4105-1351 37RST-RPMM (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitte $ 55,000.00 $ 55,000.00 ignature Dep toad or Designee) Date (Sibnature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 5/9 c1 /`�d (2-- 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 $ 12,716.00 plus est. shipping costs of $ to pay for or purchase labor and materials to paint the flood wall from Mullen bridge to Park Avenue bridge. This purchase or expenditure is being made because: to completely cover the many years of graffiti repairs. This will provide a consistent finish to the wall improving the downtown appearance. Vendor selected for this purchase: Bids or written quotes were taken on this purchase, as follows: Michael Painting, Waterloo $12,716.00 Verbraken's New Look Painting $14,852.00 nBids 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 Bonds n Road Use Tax Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: flood control bond money 4D53-01'5(d-- �11j (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, . 2-; i ✓ :%d -c%i d— �Slgnature Dept. ad or Designee) Date (Signature Finance Dept. Review) Date K1shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Sanitation (Project Code) of $ / a-7ilo 05/24/2012 12:08 3192914297 WATERLOO LEISURE SER PAGE 01/01 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date $ /9,9126 l a - 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 $ 700.00 plus est. shipping costs of $ to pay for or purchase Wine and liquor for the VGM Gala at Young Arena. This purchase or expenditure is being made because: Young Arena will be selling wine and liquor at the June 6th event. Vendor selected for this purchase: National Cigar Store, Waterloo IA Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: National Cigar Store will allow all unopened bottles to be returned for a credit. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: Fl General Fund n Road Use Tax ❑ Sewer I I Sanitation Bonds n Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1546 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res etfoty-sgbmitted, (Signature Dept. Designee) (Project Code) $TO,C,r' Date (Signature Finance Dept. Review) Date K:\shared goodies\forms • diture Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date ��) 19e,t2 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police .Department to expend $ 1,086.00 plus est. shipping costs of $ 0.00 to pay for or purchase audio and respiratory testing for members of the police department. This purchase or expenditure is being made because: this is annual testing for those members of the departments tactical team, bomb squad, and firearms instructors. Vendor selected for this purchase: Allen Hospital ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Allen Hospital Occupational Health is the provider for medical treatment for the City of Waterloo Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X n General Fund n Road Use Tax ❑ Sewer Bonds nFederal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1314 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respctfully submitted, Sanitation (Project Code) /G't G)0O (Signature ept. Head or Designee) Date (Sighature 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 5/9—P (221 tot The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 16,725.00 plus est. shipping costs of $ 0.00 to pay for or purchase three Remington 700 SPS tactical rifles with Leupold Mark 4 ER/T scope and Harris bipod. This purchase or expenditure is being made because: the current rifles are being replaced by this purchase. The current rifles used by the tactical team are worn which is deminishing accuracy. Vendor selected for this purchase: Law Enforcement Solutions I l Bids or written quotes were taken on this purchase, as follows: Law Enforcement Solutions $16,725.00 PF Custom Guns $17,136.05 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) Forfeiture Funds This expenditure is to be coded to the following budget line -item: 010-11-1150-1512 11 TRI WPDF (Fund - Department - Activity Account Number) in which the budgeted amount is and the current available balance is Respectfully submitt (Project Code) C.!.$ its S� = G; (Signa, re ISept. 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 Approval Date ) /d- !2 p The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,566.00 plus est. shipping costs of $ 0.00 to pay for or purchase annual on site tuberculosis testing for officers of the police department This purchase or expenditure is being made because: testing completed by Allen Hospital Occupational Health to screen employees who may have been exposed to tuberculosis. Vendor selected for this purchase: Allen Hospital Bids or written quotes were taken on this purchase, as follows: I I Bids or quotes were not taken on this purchase because: Allen Hospital is the health care provider for the City of Waterloo Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Li Road Use Tax ri Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1314 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Re ectfully submitted' / J / � � � L+ s`Z Z J e-- Zia- (Sig ature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) (Project Code) $ %U, O'ri $ 673 yY✓ City Clerk Use Only Finance Committee Approval Date f/P-`i f ra-- 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 $ 5,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase five Sheildware RMS licenses for access of the police department computers inside the police department and also remote access by patrol car computers. This purchase or expenditure is being made because: these licenses are for access to Shieldware, the software program that operates the police departments information. Vendor selected for this purchase: Shield Technology Corporation n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: These license are vendor specific to Sheild Technology Corporation. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund Bonds n Road Use Tax n Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1105-1520 Software (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respgctfully submitted, n 4-5 z 2/Z ,7'X;r1( s�,//44,0r 5 )3 '//``— (Signa re Dept. Head or Designee) Date (Sfgrtature rinance Dept. Review) Date Sanitation (Project Code) $ 2, ( d, ✓ $ K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Financepommittee approval required? YES NO If so, date approved: City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 2012 submitted by the Finance Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 010 3000 Cash 20,000.00 010 06 8600 1313 Legal Fees 20,000.00 TOTAL $20,000.00 TOTAL This amendment is being requested because: The City has used more legal services this year than in past years. We need to increase the budget to cover those services. $20,000.00 Prior Committee Actions (Dates): y1 17�F:4't_ Cfil<�'G'� (Signature Dept. Head or Designee) Date —(Sign ture Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodieslforms\adgt Amd Form.xls (Apr 2003)