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Home My WebLink About05/07/20121. FINANCE COMMITTEE May 7, 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 April 23, 2012. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Two Waterloo Police Officers Lenco Bearcat Delivery Pittsfield, Massachusetts End of May 2012— First part of June 2012 $3,475.00 2. Approval of request for Howard R. Green to perform environmental work for acquisition of property located at 1823 Black Hawk Street —Submitted by Noel Anderson, Community Planning & Development Director. 3. Approval of request to seek bids to Purchase One (1) 2012 Cargo Van for the Center for the Arts —Submitted by Mark Rice, Public Works Director. 4. Pre Authorizations to Expend over $1,000.00 Dept. AmountEst Expenditure City Clerk $$4,880.20 THE Personnel/Payroll Yearly Software Maintenance Engineering $8,750.00 Asphalt approach and taper work at the West Donald Street railroad crossing Garage $1,079.90 Replacement patrol car tires Leisure Services $1,278.00 Dram Shop insurance to sell liquor at VGM Gala Leisure Services $1,579.00 Supplying 38 trees Leisure Services $1,400.00 Transplanting 7 large Norway Spruce trees from Grand Hotel property to Byrnes Park with 90 inch tree spade Leisure Services $5,108.00 Young Arena ammonia ice system annual preventative maintenance and safety improvements Leisure Services $1,524.00 Plaque for Mark's Park Police $997.50 + $16.00 Fifty taser training cartridges Police $27,700.00 + $50.00 Thirty five Voice link plus 2 wireless microphone system with transmitter and docking stations, and forty seven voice link plus 2 transmitters with chargers Police $1,732.41 Repair and maintenance on two Segways used by the patrol division Police $1,176.00 Annual renewal fee for AT&T GRPS broadband data service for GPS tracking Police $1,188.00 EDACS access fee for Fusion Center, LEIN Region 2 center, radio access for portable radios Street $8,000.00 + $250.00 Crack sealer sealant Traffic Operations $4,785.25 Telespar sign posts Traffic Operations $2,354.96 Conduit, adaptors, straps and misc. supplies Traffic Operations $3,540.24 Early warning siren batteries Waste Management Services $3,898.15 + $300.00 Pump rebuild BUDGET LINE ITEMS TO BE AMENDED 5. Authorization to increase Line Items on file in the City Clerk's $26,100.00 Submitted by Joyce Schroeder, Financial Anaylyst. 6. Authorization to increase Line Items on file in the City Clerk's $18,967.68—Submitted by Eric Thorson, City Engineer. 7. Authorization to increase Line Items on file in the City Clerk's $398,355.37—Submitted by Captain Mohlis. 8. Authorization to increase Line Items on file in the City Clerk's $29,469.00 Submitted by Paul Huting, Leisure Services Director. 9. Authorization to increase Line Items on file in the City Clerk's $6,410.45 Submitted by Paul Huting, Leisure Services Director. office in the office in the office in the office in the office in the amount of amount of amount of amount of amount of 10. Authorization to increase Line Items on file in the City Clerk's office in the amount of $1,500.00 Submitted by Paul Huting, Leisure Services Director. 11. Authorization to increase Line Items on file in the City Clerk's office in the amount of $1,693.79—Submitted by Paul Huting, Leisure Services Director. 12. Authorization to increase Line Items on file in the City Clerk's office in the amount of $20,060.21 Submitted by Paul Huting, Leisure Services Director. 13. Authorization to increase Line Items on file in the City Clerk's office in the amount of $1,639.21—Submitted by Paul Huting, Leisure Services Director. 14. Authorization to increase Line Items on file in the City Clerk's office in the amount of $2,524.00 Submitted by Paul Huting, Leisure Services Director. 15. Authorization to increase Line Items on file in the City Clerk's office in the amount of $7,500.00 Submitted by Paul Huting, Leisure Services Director. 16. Authorization to increase Line Items on file in the City Clerk's office in the amount of $6,015.00 Submitted by Paul Huting, Leisure Services Director. 17. Approve the project budgets for Sportsplex marketing for the hotel -motel tax grant in the amount of $16,250.00 and the hotel -motel discretionary grant in the amount of $10,000.00 Submitted by Paul Huting, Leisure Services Director. 18. Approve the project budget for the Secure Our Schools grant in the amount of $71,390.00 Submitted by Police Department. 19. Approve the project budget for the Ridgeway Towers FY2012 Capital Funds allocation in the amount of $46,822.00—Submitted by Ethel Washington, Housing Director. 20. Approve the project budget for the Riverloop Public Market Marketing Program in the total amount of $66,605.00—Submitted by Paul Huting, Leisure Services Director. 21. Approve the project budget for the Library IPTV Kids Lab grant in the amount of $8,000.00 Submitted by Kim Chapman, Library Business Office Administrator. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE April 23, 2012 5:00 p.m. Council Chambers Members present: Schmitt, Hart. Absent: Cole. Moved by Hart, seconded by Schmitt that the Agenda, as amended removing items 3 and 4, be approved. Ayes: Two. Motion carried. Moved by Hart seconded by Schmitt that the Minutes of April 16, 2012, as proposed, be approved. Ayes: Two. 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 Investigator Morley 2012 Forensic Savannah, Georgia June 3-9, 2012 $579.00 Officers Keller; Harrington; Newell and Oliver 2012 School Safety Conference Johnston, Iowa June 11- 12, 2012 $620.00 Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that request for payment to Greater Cedar Valley Alliance for work on the environmental site assessment for City -owned land in the San Marnan TIF District, in the amount of $5,999.28—Submitted by Noel Anderson, Community Planning & Development Director, be approved. Ayes: Two. Motion carried. Noel Anderson, Community Planning and Development Director, reported the City is working on a large project and it was necessary to do an environmental assessment quickly and confidentially so Greater Cedar Valley Alliance paid the bill with the hope that the City would reimburse them later. Moved by Hart, seconded by Schmitt 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 Fire $2,555.00 Respiratory physicals and TB testing Information Services $4,000.00 Quantum Superloader 3 Tape Library Leisure Services $2,100.00 Baseball/softball pants Leisure Services $6,000.00 Concrete overlay at Riverfront Stadium for new box seats, to include labor and material Leisure Services $11,000.00 Retaining wall at Riverfront Sports Park near West Exchange and concession stand Leisure Services $9,500.00 Erosion control matting for the new pond at South Hills golf course Leisure Services $1,289.64 + $250 Water control structure for South Hills pond Traffic Operations $1,798.00 Various traffic signs Ayes: Two. Motion carried. Finance Committee April 23, 2012 Page 2 Moved by Schmitt, seconded by Hart that Authorization to increase Line Item 3000 (Cash) and Line Item 2103 (Engineering) in the amount of $12,345.00—Joyce Schroeder, Financial Analyst, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that Authorization to increase Line Item 3720 (donation) and Line Item 3180 (adult print) and 2106 (computer equip) in the amount of $223,826.00—Kim Chapman, Library Business Office Administrator, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that Bills Payment, as contained in Schedule AP642, dated April 23, 2012, pp. 1-51, in the amount of $5,360,767.00, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Motion carried. With no further business before the committee, it was moved by Hart, seconded by Schmitt that the meeting be adjourned at 5:08 p.m. Ayes: Two. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY 11 LINE ITEM USED 010-11-1100-1346 FY _2012_ BUDGETED y/ 7 )t_) EXPENDED YTD ;Z 75 / THIS REQUEST 5,4"73 LEFT AFTER THIS 7 REQUEST /J; c 73 bATE :;z0/ Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): 2 Waterloo Police Officers DATE: April 27,2012 NAME OF CLASS / MEETING: Lenco Bearcat Delivery DESTINATION: Pittsfield, Massachusetts DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Date to Be Determined Return Date: Date to Be Determined DATE(S) OF MEETING: End of May -First part of June,2012 PURPOSE OF TRAVEL: Captain Leibold is requesting authorization to send two Waterloo Police Officers to Lenco Industries in Pittsfield, Massachusetts on date to be determined at a later date sometime the end of Mayor early June of 2012. The Waterloo Police Department has purchased a BearCat armored personnel carrier for the Tactical Unit. The vehicle was manufactured in Pittsfield, Massachusetts at LenCo Industries. Officers need to travel to LenCo Industries to receive training on the use of the vehicle and take possession of it. The Officers will then drive the vehicle back to Waterloo. The cost associated with this travel includes, airfare, car rental, lodging, fuel, and meals for the Officers to transport the vehicle back to Waterloo.. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE xx AIRFARE DEPARTING FROM: Waterloo, IA ESTIMATE OF COST: $ 375.00 LODGING $/00.00 Rental Car $300.00 MEALS PARKING $0. 00 REGISTRATION $1600.00 AIRFARE $1000.00 MILEAGE/FUEL $/00.00 MISC/TOLLS TOTAL FOR ALL: $ 3475.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 3475.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPA TMENT 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 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 CITY OF WATERLOO Committee Communication Finance Committee Meeting: May 7, 2012 Prepared: May 2, 2012 Dept. Head Signature: Noel Anderson, Community Planning & Development Director # of Attachments: 1 SUBJECT: Request for approval for environmental work for acquisition of property — 1823 Black Hawk Street Submitted by: Noel Anderson, Community Planning & Development Director Recommended City Council Action: We ask that the Finance Committee approve the contract for an environmental consultant to do necessary environmental work. Summary Statement: The City Council has approved the acquisition of 1823 Black Hawk Street, in the former Rath area. The acquisition contract and City Council action approve the need for environmental due diligence. The City had previously chosen Howard R Green for environmental work on parcels in this area (Forge Industries donation), and has submitted the attached proposal for this parcel abutting that previous parcel completed. Expenditure Required: $2,650 Source of Funds: bonds and TIF cash Policy Issue: Acquisition of Property Alternative: NA Background Information: The City has previously approved the acquisition of this site. This cost would be taken out of the funds as previously dedicated for "closing and other costs" in the original approval. This site will allow for the continued redevelopment of lots near the 18th Street Bridge, in the Rath TIF District. CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Page 1 of 1 NOEL ANDERSON From: Husman, Robin [rhusman@hrgreen.com] Sent: Friday, April 20, 2012 4:37 PM To: NOEL ANDERSON Cc: CHRIS WESTERN; PATTIE MAGEE; Temeyer, Don; Prideaux, Stephen Subject: Phase I - 1823 Black Hawk Street Attachments: HR GREEN contract - 1823 Black Hawk St.pdf Hi Noel, Attached is the proposal for a Phase I ESA for the 1823 Black Hawk Street. We will start the Phase I on Monday based on your schedule. Steve Prideaux will be completing the work and will contact you or Chris regarding owner information and site access. We should have the report completed next week. Thank you for the opportunity. Have a good weekend. Robin Husman Project Director HR GREEN, INC. 8710 Earhart Lane SW Cedar Rapids, IA 52404 Direct: 319-841-4424 Fax: 319-841-4017 Learn more at HRGreen.com The contents of this transmission and any attachments are confidential and intended for the use of the individual or entity to which it is addressed. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication is prohibited. 4/27/2012 H RG reen PROFESSIONAL SERVICES AGREEMENT For Phase I Environmental Site Assessments for 1823 Black Hawk Street, Waterloo, Iowa Environmental Site Assessment Mr. Noel Anderson City of Waterloo 715 Mulberry Street Waterloo IA 50703 Phone: 319-291-4366 Robin Husman, Project Director HR Green 8710 Earhart Lane SW Cedar Rapids, IA 52404 HR Green Project Number: 10110105.06 April 20, 2012 TABLE OF CONTENTS 1.0 PROJECT UNDERSTANDING 2.0 SCOPE OF SERVICES 3.0 DELIVERABLES AND SCHEDULES INCLUDED IN THIS AGREEMENT 4.0 ITEMS NOT INCLUDED IN AGREEMENT/SUPPLEMENTAL SERVICES 5.0 SERVICES BY OTHERS 6.0 CLIENT RESPONSIBILITIES 7.0 PROFESSIONAL SERVICES FEE 8.0 TERMS AND CONDITIONS Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 1 of 8 THIS AGREEMENT is between the City of Waterloo (hereafter "CLIENT") and HR GREEN, INC. (hereafter "COMPANY"). to Project Understanding 1.1 General Understanding The City of Waterloo is working to redevelopment area along Black Hawk Street in Waterloo, Iowa. The CLIENT has entered into a purchase agreement for the property at 1823 Black Hawk Street, Waterloo, Iowa. 1.2 Design Criteria/Assumptions HR Green assumes that the CLIENT will have legal access to enter the property under the real estate purchase agreement between the CLIENT and property owner at 1823 Black Hawk Street. 2.0 Scope of Services The CLIENT agrees to employ COMPANY to perform the following services: • Complete a Phase I Environmental Site Assessment (ESA) in accordance with ASTM Standard E1527-05 on the property located at 1823 Black Hawk Street. • Complete required eligibility documentation for funding under the CLIENTS Brownfield Revolving Loan Fund. Once this AGREEMENT is authorized, the COMPANY can proceed with the Phase I ESA upon notification by the CLIENT that site access is available. From notification, the Phase I ESA report will be completed within 21 working days. Phase II ESA activities are considered extra work if recommended. This schedule was prepared to include reasonable allowances for review and approval times required by the CLIENT and public authorities having jurisdiction over the project. This schedule shall be equitably adjusted as the project progresses, allowing for changes in the scope of the project requested by the CLIENT or for delays or other causes beyond the control of COMPANY. 3.0 Items not included in Agreement/Supplemental Services The following items are not included as part of this agreement: This AGREEMENT does not include revisions of our Phase I ESA report following CLIENT review, the preparation of a historical site inventory, or an asbestos survey. Supplemental services not included in the agreement can be provided by COMPANY under separate agreement, if desired. Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 2 of 8 4.0 Services by Others The COMPANY utilizes companies which specialize in regulator and historical data searches. The COMPANY will use Iowa certified drilling and laboratory contractors for Phase II activities. 5.0 Client Responsibilities CLIENT will provide documentation of legal site access to the subject property which allows the COMPANY to enter the property of the purpose of conductive project activities. 6.0 Professional Services Fee 6.1 Fees The fee for services will be based on COMPANY standard hourly rates current at the time the agreement is signed. These standard hourly rates are subject to change upon 30 days' written notice. Non salary expenses directly attributable to the project such as: (1) living and traveling expenses of employees when away from the home office on business connected with the project; (2) identifiable communication expenses; (3) identifiable reproduction costs applicable to the work; and (4) outside services will be charged in accordance with the rates current at the time the work is done. 6.2 Invoices Invoices for COMPANY's services shall be submitted, on a monthly basis. Invoices shall be due and payable upon receipt. If any invoice is not paid within 15 days, COMPANY may, without waiving any claim or right against the CLIENT, and without liability whatsoever to the CLIENT, suspend or terminate the performance of services. The retainer shall be credited on the final invoice. Accounts unpaid 30 days after the invoice date may be subject to a monthly service charge of 1.5% (or the maximum legal rate) on the unpaid balance. In the event any portion of an account remains unpaid 60 days after the billing, COMPANY may institute collection action and the CLIENT shall pay all costs of collection, including reasonable attorney's fees. 6.3 Extra Work Any work required but not included as part of this contract shall be considered extra work. Extra work will be billed on a Time and Material basis with prior approval of the CLIENT. 6.4 Exclusion This fee does not include attendance at any meetings or public hearings other than those specifically listed in the Scope of Services. These work items are considered extra and are billed separately on an hourly basis. 6.5 Payment The CLIENT AGREES to pay COMPANY on the following basis: Hourly rates with a maximum not -to -exceed sum in the amount of: $2,650 • Phase I ESA for 1823 Black Hawk Street $2,400 • Brownfield RLF eligibility documents $ 250 Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 3 of 8 Terms and Conditions The following Terms and Conditions are incorporated into this AGREEMENT and made a part of it. 6.6 Standard of Care Services provided by COMPANY under this AGREEMENT will be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing at the same time and in the same or similar locality. 6.7 Entire Agreement This Agreement, and its attachments, constitutes the entire understanding between CLIENT and COMPANY relating to professional engineering services. Any prior or contemporaneous agreements, promises, negotiations, or representations not expressly set forth herein are of no effect. Subsequent modifications or amendments to this Agreement shall be in writing and signed by the parties to this Agreement. If the CLIENT, its officers, agents, or employees request COMPANY to perform extra work or services pursuant to this Agreement, CLIENT will pay for the additional services even though an additional written Agreement is not issued or signed. 6.8 Time Limit and Commencement of Work This AGREEMENT must be executed within ninety (90) days to be accepted under the terms set forth herein. The work will be commenced immediately upon receipt of this signed Agreement. 6.9 Suspension of Services If the Project or the COMPANY'S services are suspended by the CLIENT for more than thirty (30) calendar days, consecutive or in the aggregate, over the term of this Agreement, the COMPANY shall be compensated for all services performed and reimbursable expenses incurred prior to the receipt of notice of suspension. In addition, upon resumption of services, the CLIENT shall compensate the COMPANY for expenses incurred as a result of the suspension and resumption of its services, and the COMPANY'S schedule and fees for the remainder of the Project shall be equitably adjusted. If the COMPANY'S services are suspended for more than ninety (90) days, consecutive or in the aggregate, the COMPANY may terminate this Agreement upon giving not less than five (5) calendar days' written notice to the CLIENT. If the CLIENT is in breach of this Agreement, the COMPANY may suspend performance of services upon five (5) calendar days' notice to the CLIENT. The COMPANY shall have no liability to the CLIENT, and the CLIENT agrees to make no claim for any delay or damage as a result of such suspension caused by any breach of this Agreement by the CLIENT. Upon receipt of payment in full of all outstanding sums due from the CLIENT, or curing of such other breach which caused the COMPANY to suspend services, the COMPANY shall resume services and there shall be an equitable adjustment to the remaining project schedule and fees as a result of the suspension. 6.10 Book of Account COMPANY will maintain books and accounts of payroll costs, travel, subsistence, field, and incidental expenses for a period of five (5) years. Said books and accounts will be available at all reasonable times for examination by CLIENT at the corporate office of COMPANY during that time. 6.11 Insurance COMPANY will maintain insurance for claims under the Worker's Compensation Laws, and from General Liability and Automobile claims for bodily injury, death, or property damage arising from the negligent performance by COMPANY's employees of the functions and services required under this Agreement. 6.12 Termination or Abandonment Either party has the option to terminate this Agreement. In the event of failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party, then the obligation to provide further services under this Agreement may be terminated upon seven days written notice. If any portion of the work is terminated or abandoned by CLIENT, the provisions of this Schedule of Fees and Conditions in regard to compensation and payment shall apply insofar as possible to that portion of the work not terminated or abandoned. If said termination occurs prior to completion of any phase of the project, the fee for services performed during such phase shall be based on COMPANY's reasonable estimate of the portion of such Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 4 of 8 phase completed prior to said termination, plus a reasonable amount to reimburse COMPANY for termination costs. 6.13 Waiver COMPANY'S waiver of any term, condition, or covenant or breach of any term, condition, or covenant, shall not constitute a waiver of any other term, condition, or covenant, or the breach thereof. 6.14 Severability If any provision of this Agreement is declared invalid, illegal, or incapable of being enforced by any Court of competent jurisdiction, all of the remaining provisions of this Agreement shall nevertheless continue in full force and effect, and no provision shall be deemed dependent upon any other provision unless so expressed herein. 6.15 Successors and Assigns All of the terms, conditions, and provisions hereof shall inure to the benefit of and be binding upon the parties hereto, and their respective successors and assigns, provided, however, that no assignment of this Agreement shall be made without written consent of the parties to this Agreement. 6.16 Third -Party Beneficiaries Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the CLIENT or the COMPANY. The COMPANY's services under this Agreement are being performed solely for the CLIENT's benefit, and no other party or entity shall have any claim against the COMPANY because of this Agreement or the performance or nonperformance of services hereunder. The CLIENT and COMPANY agree to require a similar provision in all contracts with contractors, subcontractors, subconsultants, vendors and other entities involved in this project to carry out the intent of this provision. 6.17 Governing Law and Jurisdiction The CLIENT and the COMPANY agree that this Agreement and any legal actions concerning its validity, interpretation and performance shall be governed by the laws of the State of Iowa without regard to any conflict of laws provisions, which may apply the laws of other jurisdictions. It is further agreed that any legal action between the CLIENT and the COMPANY arising out of this Agreement or the performance of the services shall be brought in a court of competent jurisdiction in the State of Iowa. 6.18 Dispute Resolution Mediation. In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the CLIENT and COMPANY agree that all disputes between them arising out of or relating to this Agreement shall be submitted to non -binding mediation unless the parties mutually agree otherwise. The CLIENT and COMPANY further agree to include a similar mediation provision in all agreements with independent contractors and consultants retained for the project and to require all independent contractors and consultants also to include a similar mediation provision in all agreements with subcontractors, sub -consultants, suppliers or fabricators so retained, thereby providing for mediation as the primary method for dispute resolution between the parties to those agreements. Arbitration. In the event the parties to this Agreement are unable to reach a settlement of any dispute arising out of the services under this Agreement, involving an amount of less than $50,000, in Mediation, then such disputes shall be settled by binding arbitration by an arbitrator to be mutually agreed upon by the parties, and shall proceed in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association currently in effect. If the parties cannot agree on a single arbitrator, then the arbitrator(s) shall be selected in accordance with the above -referenced rules. 6.19 Attorney's Fees If litigation arises for purposes of collecting fees or expenses due under this Agreement, the Court in such litigation shall award reasonable costs and expenses, including attorney fees, to the party justly entitled thereto. In awarding attorney fees, the Court shall not be bound by any Court fee schedule, but shall, in the interest of justice, award the full amount of costs, expenses, and attorney fees paid or incurred in good faith. Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 5 of 8 6.20 Ownership of Instruments of Service All reports, plans, specifications, field data, field notes, laboratory test data, calculations, estimates and other documents including all documents on electronic media prepared by COMPANY as instruments of service shall remain the property of COMPANY. COMPANY shall retain these records for a period of five (5) years following completion/submission of the records, during which period they will be made available to the CLIENT at all reasonable times. 6.21 Reuse of Documents All project documents including, but not limited to, plans and specifications fumished by COMPANY under this project are intended for use on this project only. Any reuse, without specific written verification or adoption by COMPANY, shall be at the CLIENT's sole risk, and CLIENT shall defend, indemnify and hold harmless COMPANY from all claims, damages and expenses including attomey's fees arising out of or resulting therefrom. Under no circumstances shall delivery of electronic files for use by the CLIENT be deemed a sale by the COMPANY, and the COMPANY makes no warranties, either express or implied, of merchantability and fitness for any particular purpose. In no event shall the COMPANY be liable for indirect or consequential damages as a result of the CLIENT's use or reuse of the electronic files. 6.22 Failure to Abide by Design Documents or To Obtain Guidance The CLIENT agrees that it would be unfair to hold COMPANY liable for problems that might occur should COMPANY'S plans, specifications or design intents not be followed, or for problems resulting from others' failure to obtain and/or follow COMPANY'S guidance with respect to any errors, omissions, inconsistencies, ambiguities or conflicts which are detected or alleged to exist in or as a consequence of implementing COMPANY'S plans, specifications or other instruments of service. Accordingly, the CLIENT waives any claim against COMPANY, and agrees to defend, indemnify and hold COMPANY harmless from any claim for injury or losses that results from failure to follow COMPANY'S plans, specifications or design intent, or for failure to obtain and/or follow COMPANY'S guidance with respect to any alleged errors, omissions, inconsistencies, ambiguities or conflicts contained within or arising as a result of implementing COMPANY'S plans, specifications or other instruments of services The CLIENT also agrees to compensate COMPANY for any time spent and expenses incurred remedying CLIENT's failures according to COMPANY'S prevailing fee schedule and expense reimbursement policy. 6.23 Opinion of Probable Construction Cost COMPANY shall submit to the CLIENT an opinion of probable cost required to construct work recommended, designed, or specified by COMPANY, if required by CLIENT. COMPANY is not a construction cost estimator or construction contractor, nor should COMPANY'S rendering an opinion of probable construction costs be considered equivalent to the nature and extent of service a construction cost estimator or construction contractor would provide. This requires COMPANY to make a number of assumptions as to actual conditions that will be encountered on site; the specific decisions of other design professionals engaged; the means and methods of construction the contractor will employ; the cost and extent of labor, equipment and materials the contractor will employ; contractor's techniques in determining prices and market conditions at the time, and other factors over which COMPANY has no control. Given the assumptions which must be made, COMPANY cannot guarantee the accuracy of his or her opinions of cost, and in recognition of that fact, the CLIENT waives any claim against COMPANY relative to the accuracy of COMPANY'S opinion of probable construction cost. 6.24 Design Information in Electronic Form Because electronic file information can be easily altered, corrupted, or modified by other parties, either intentionally or inadvertently, without notice or indication, COMPANY reserves the right to remove itself from of its ownership and/or involvement in the material from each electronic medium not held in its possession. CLIENT shall retain copies of the work performed by COMPANY in electronic form only for information and use by CLIENT for the specific purpose for which COMPANY was engaged. Said material shall not be used by CLIENT or transferred to any other party, for use in other projects, additions to this project, or any other purpose for which the material was not strictly intended by COMPANY without COMPANY's expressed written permission. Any unauthorized use or reuse or modifications of this material shall be at CLIENT'S sole risk. Furthermore, the CLIENT agrees to defend, indemnify, and hold COMPANY harmless from all claims, injuries, damages, losses, expenses, and attomey's fees arising out of the modification or reuse of these materials. Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 6 of 8 The CLIENT recognizes that designs, plans, and data stored on electronic media including, but not limited to computer disk, magnetic tape, or files transferred via email, may be subject to undetectable alteration and/or uncontrollable deterioration. The CLIENT, therefore, agrees that COMPANY shall not be liable for the completeness or accuracy of any materials provided on electronic media after a 30 day inspection period, during which time COMPANY shall correct any errors detected by the CLIENT to complete the design in accordance with the intent of the contract and specifications. After 40 days, at the request of the CLIENT, COMPANY shall submit a final set of sealed drawings, and any additional services to be performed by COMPANY relative to the submitted electronic materials shall be subject to separate AGREEMENT. The CLIENT is aware that differences may exist between the electronic files delivered and the printed hard -copy construction documents. In the event of a conflict between the signed construction documents prepared by the COMPANY and electronic files, the signed or sealed hard -copy construction documents shall govem. 6.25 Information Provided by Others The CLIENT shall furnish, at the CLIENT's expense, all information, requirements, reports, data, surveys and instructions required by this AGREEMENT. The COMPANY may use such information, requirements, reports, data, surveys and instructions in performing its services and is entitled to rely upon the accuracy and completeness thereof. The COMPANY shall not be held responsible for any errors or omissions that may arise as a result of erroneous or incomplete information provided by the CLIENT and/or the CLIENT'S consultants and contractors. COMPANY is not responsible for accuracy of any plans, surveys or information of any type including electronic media prepared by any other consultants, etc. provided to COMPANY for use in preparation of plans. The CLIENT agrees, to the fullest extent permitted by law, to indemnify and hold harmless the COMPANY from any damages, liabilities, or costs, including reasonable attorneys' fees and defense costs, arising out of or connected in any way with the services performed by other consultants engaged by the CLIENT. COMPANY is not responsible for accuracy of topographic surveys provided by others. A field check of a topographic survey provided by others will not be done under this contract unless indicated in the Scope of Work. 6.26 Force Majeure The CLIENT agrees that the COMPANY is not responsible for damages arising directly or indirectly from any delays for causes beyond the COMPANY's control. CLIENT agrees to defend, indemnify, and hold COMPANY, its consultants, agents, and employees harmless from any and all liability, other than that caused by the negligent acts, errors, or omissions of COMPANY, arising out of or resulting from the same. For purposes of this Agreement, such causes include, but are not limited to, strikes or other labor disputes; severe weather disruptions or other natural disasters or acts of God; fires, riots, war or other emergencies; failure of any government agency to act in timely manner; failure of performance by the CLIENT or the CLIENT'S contractors or consultants; or discovery of any hazardous substances or differing site conditions. Severe weather disruptions include but are not limited to extensive rain, high winds, snow greater than two (2) inches and ice. In addition, if the delays resulting from any such causes increase the cost or time required by the COMPANY to perform its services in an orderly and efficient manner, the COMPANY shall be entitled to a reasonable adjustment in schedule and compensation. 6.27 Job Site Visits and Safety Neither the professional activities of COMPANY, nor the presence of COMPANY'S employees and subconsultants at a construction site, shall relieve the General Contractor and any other entity of their obligations, duties and responsibilities including, but not limited to, construction means, methods, sequence, techniques or procedures necessary for performing, superintending or coordinating all portions of the work of construction in accordance with the contract documents and any health or safety precautions required by any regulatory agencies. COMPANY and its personnel have no authority to exercise any control over any construction contractor or other entity or their employees in connection with their work or any health or safety precautions. The CLIENT agrees that the General Contractor is solely responsible for job site safety, and warrants that this intent shall be made evident in the CLIENT's AGREEMENT with the General Contractor. The CLIENT also agrees that the CLIENT, COMPANY and COMPANY'S consultants shall be indemnified and shall be made additional insureds on the General Contractor's and all subcontractor's general liability policies on a primary and non-contributory basis. Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 7 of 8 6.28 Hazardous Materials CLIENT hereby understands and agrees that COMPANY has not created nor contributed to the creation or existence of any or all types of hazardous or toxic wastes, materials, chemical compounds, or substances, or any other type of environmental hazard or pollution, whether latent or patent, at CLIENT's premises, or in connection with or related to this project with respect to which COMPANY has been retained to provide professional engineering services. The compensation to be paid COMPANY for said professional engineering services is in no way commensurate with, and has not been calculated with reference to, the potential risk of injury or loss which may be caused by the exposure of persons or property to such substances or conditions. Therefore, to the fullest extent permitted by law, CLIENT agrees to defend, indemnify, and hold COMPANY, its officers, directors, employees, and consultants, harmless from and against any and all claims, damages, and expenses, whether direct, indirect, or consequential, including, but not limited to, attomey fees and Court costs, arising out of, or resulting from the discharge, escape, release, or saturation of smoke, vapors, soot, fumes, acid, alkalies, toxic chemicals, liquids gases, or any other materials, irritants, contaminants, or pollutants in or into the atmosphere, or on, onto, upon, in, or into the surface or subsurface of soil, water, or watercourses, objects, or any tangible or intangible matter, whether sudden or not. It is acknowledged by both parties that COMPANY'S scope of services does not include any services related to asbestos or hazardous or toxic materials. In the event COMPANY or any other party encounters asbestos or hazardous or toxic materials at the job site, or should it become known in any way that such materials may be present at the job site or any adjacent areas that may affect the performance of COMPANY'S services, COMPANY may, at its option and without liability for consequential or any other damages, suspend performance of services on the project until the CLIENT retains appropriate specialist consultant(s) or contractor(s) to identify, abate and/or remove the asbestds or hazardous or toxic materials, and warrants that the job site is in full compliance with applicable laws and regulations. Nothing contained within this Agreement shall be construed or interpreted as requiring COMPANY to assume the status of a generator, storer, transporter, treater, or disposal facility as those terms appear within the Resource Conservation and Recovery Act, 42 U.S.C.A., §6901 et seq., as amended, or within any State statute governing the generation, treatment, storage, and disposal of waste. 6.29 Certificate of Merit The CLIENT shall make no claim for professional negligence, either directly or in a third party claim, against COMPANY unless the CLIENT has first provided COMPANY with a written certification executed by an independent design professional currently practicing in the same discipline as COMPANY and licensed in the State in which the claim arises. This certification shall: a) contain the name and license number of the certifier; b) specify each and every act or omission that the certifier contends is a violation of the standard of care expected of a Design Professional performing professional services under similar circumstances; and c) state in complete detail the basis for the certifiers opinion that each such act or omission constitutes such a violation. This certificate shall be provided to COMPANY not less than thirty (30) calendar days prior to the presentation of any claim or the institution of any judicial proceeding. 6.30 Limitation of Liability The CLIENT agrees, to the fullest extent permitted by law, to limit the liability of COMPANY and COMPANY's officers, directors, partners, employees, shareholders, owners and subconsultants to the CLIENT for any and all claims, losses, costs, damages of any nature whatsoever or claims expenses from any cause or causes, including attorneys' fees and costs and expert witness fees and costs, so that the total aggregate liability of COMPANY and its officers, directors, partners, employees, shareholders, owners and subconsultants to all those named shall not exceed COMPANY'S total fee received for services rendered on this project or $50,000.00, whichever is less. It is intended that this limitation apply to any and all liability or cause of action however alleged or arising, unless otherwise prohibited by law. 6.31 Environmental Audits/Site Assessments Environmental Audit/Site Assessment report(s) are prepared for CLIENT's sole use. CLIENT agrees to defend, indemnify, and hold COMPANY, its consultants, agents, and employees harmless against all damages, claims, expenses, and losses arising out of or resulting from any reuse of the Environmental Audit/Site Assessment report(s) without the written authorization of COMPANY. Professional Services Agreement Phase 11823 Black Hawk Street April 20, 2012 Page 8 of 8 This AGREEMENT is approved and accepted by the CLIENT and COMPANY upon both parties signing and dating the AGREEMENT. Work cannot begin until COMPANY receives a signed agreement. The effective date of the AGREEMENT shall be the last date entered below. Sincerely, HR GREEN, INC. Authorized by: %G✓ilu v Printed/Typed Name: Robin Husman Title: Project Director Date: 04/20/12 City of Waterloo Accepted by: Printed/Typed Name: Ernest G. Clark Title: Mayor Date: CITY OF WATERLOO Committee Communication Finance Committee Meeting: May 7, 2012 Prepared: May 1, 2012 Dept. Head Signature: # of Attachments: SUBJECT: Submitted by: Authorization to seek bids to Purchase One (1) 2012 Cargo Van for the Center for the Arts Mark Rice, Public Works Director Recommended City Council Action: NA Summary Statement: Cargo van to support day to day operations at Center for the Arts. Expenditure Required: Based on bid. Estimate $25,000 Source of Funds: 410 CIP Program Policy Issue Alternative Background Information: Cargo van to support day to day operations at Center for the Arts. City Clerk Use Only Finance Committee Approval Date 5h ((b1'- 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 City Clerk Department to expend $ 4,880.20 plus est. shipping costs of $ to pay for or purchase HTE Personnel/Payroll Yearly Software Maintenance This purchase or expenditure is being made because: this fee is a yearly maintenance fee payed to Black Hawk County for the AS400 financial system that the city utilizes Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: 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 Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature ept. Head or Designee) Date (Signature Finance Dept. Review) Date Sanitation (Project Code) $ 1?sO loco. 00 $ Lj } LI I R , 31 ./ K:\shared goodies\forms\2012 BHC software maintenance fees.Expenditure Pre-Authorization.xls (Mar 2010) Billing date. - April 2, 2012 Billing name and address: Suzy Schares City of Waterloo 715 Mulberry Street Waterloo, IA 50703 Please remit payment to: BLACK HAWK COUNTY MIS DEPARTMENT 316 EAST 5th STREET WA 1'tRLOO IA 50703 50% of HTE PersonneUPayroll Yearly Software Maintenance Maintenance Period 5-1-2012 thru 4-30-2013 Total Amount Due Annual Cost $9,760.40 50/50 $4880.20 $4880.20 Make check payable to BLACK HAWK COUNTY TREASURER A $15.00 Fee Will Be Charged For Each Dishonored Check Received PUBLIC SECTOR 1000 Business Center Drive Lake Mary, FL 32746 800-727-8088 www.sungardps.com Bill To: Black Hawk County 316 East Fifth Avenue WATERLOO, !A 50703 United States Attn: Robert J. Canney 319-291-2467 Invoice Company LG Document No Date 48623 30/Mar/2012 Page 1 of 1 Ship To: Black Hawk County 316 East Fifth Avenue WATERLOO, IA 50703 United States Attn: Robert J. Canney 319-291-2467 Customer Grp/No. Customer Name 1 112OLG Black Hawk County Customer PO Number Currency USD Terms NET30 Due Date 29/Apr/2012 No { SKUDode/Description/Comments Contract No.:9612009 1 Payroll/Personnel Maintenance Start 01/May/2012, Retrofit_ Modification Option Maintenance Start 01/May/2012, End: 30/Apr/2013 End: 30/Apr/2013 Remit Payment To: SunGard Public Sector Inc. Bank of America 12709 Collection Center Drive Chicago, IL 60693 PSA Reference Number. Units Rate Extended 8,460.40 1,300.00 Subtotal Sales Tax Invoice Total Payment Received Balance Due 9,760.40 o.Oo 9,760.4D. k 0.00;! 9, 760.40--.I City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 8,750.00 plus est. shipping costs of $ 0.00 to pay for or purchase Asphalt approach and taper work at the West Donald Street railroad crossing. The City will be reimbursed for 80% of these costs. City Clerk Use Only Finance Committeeete Approval Date �1 .7I.3L (.2-• This purchase or expenditure is being made because: This work is part of a cooperative agreement with the CC&P Railroad to reconstruct the surface crossing (that is failing) under one track at the W. Donald St. crossing. Vendor selected for this purchase: Aspro, Inc. Bids or written quotes were taken on this purchase, as follows: $8750 -Aspro, Inc. 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: nGeneral Fund n Road Use Tax n Sewer n Sanitation n Bonds I I Federal/other grants ri Other (specify) Local Option Sales Tax This expenditure is to be coded to the following budget line -item: 205-07-7500-2165 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respecjfully su (Signature Deyit. Head or -Designate) ' (Project Code) $ l �' C. �Ca >2-�t4/7.6..c._ 3-24'r3— (Signature Finance Dept. Review) Date K:\shared goodies1forms1WDonaIdRRCrossingAsphaltPre-Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 61/ ( (2-- City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage $ 1,079.90 plus est. shipping costs of $ 0.00 Replacement patrol car tires Department to expend to pay for or purchase This purchase or expenditure is being made because: Necessary for serviceability Vendor selected for this purchase: Wingfoot Commercial Tire l l Bids or written quotes were taken on this purchase, as follows: I I Bids or quotes were not taken on this purchase because: State Bid Pricing Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: UGeneral Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7950-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 4-3o •iz (Signature Dept. Head or Designee) Date (Project Code) $ 15,000.00 $ 4,221.01 '/ (Sigriature Finance Dept. Review) 4i 2cy 2 Date K:\shared goodies\forms\Central Garage -Patrol Car Tire Replacements - Apr 12.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 71/-7/2D1d 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 $ 1,278.00 plus est. shipping costs of $ NA to pay for or purchase Dram Shop insurance to sell liquor at VGM Gala. This purchase or expenditure is being made because: Young Arena will be selling Liquor at the June 6th VGM event. Vendor selected for this purchase: PDCM Insurance n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: PDCM is our current insurance carrier for our Dram Shop Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund n Road Use Tax n Sewer 0 Sanitation nBonds n FederaVother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1364 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Ry_spectfult submitted (Project Code) $ t?s cTD; $ 33.2, -'-(Sitlnature Dep d or Designee) Date (Sigriature 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 ✓h I9t�� 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 $ 1,579.00 plus est. shipping costs of $ to pay for or purchase Supplying 38 trees. Green Scene will be paying $2,500 directly to the vendor for this project. Total invoice will be $4,078.58 City portion is $1,578.58 This purchase or expenditure is being made because: Trees will be replaced in several publicly owned areas. Vendor selected for this purchase: Matthias Landscaping Co. ❑X Bids or written quotes were taken on this purchase, as follows: Matthias Landscaping Co. $4,078.58 Jordans Nursery $4,260.00 Meyers Nursery $5,618.00 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: n 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: 010-37-4100-1536 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is ly submitted, ,,.- -> -7 )4f.f7,r/,6, j4!.l.l�.44 iit 4a14.,L'%rij;1 ignatur- • - Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre authorization - trees 2012 (2).xls (Mar 2010) (Project Code) $ 4,887.47 / $ 2,924.00 / City Clerk Use Only Finance Committee I Approval Date 5h (2 it 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 $ 1,400.00 plus est. shipping costs of $ to pay for or purchase Transplanting 7 large Norway Spruce trees from Grand Hotel property to Byrnes Park with 90" tree spade. This purchase or expenditure is being made because: This planting is being done to fill a void in the line of Norway Spruce trees along Hwy 63 in Byrnes Park. Vendor selected for this purchase: Dierks Tree Transplant Bids or written quotes were taken on this purchase, as follows: I ^ I Bids or quotes were not taken on this purchase because: Only 90" tree spade in the area and this size is required for trees of this size. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds Federal/other grants X Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4105-1536 37RST-MIDA (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is RespeotfuJlysubmitted, $ Y0,060.00 $ zv,VVe.ro l'% -J %7r; v yes i� Yi u /tL/ L r'J ),r_L (Signature Dept.,: .d or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Dierks planting 2012.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee/ Approval Date Jl� l O�y0t i% 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 $ 5,108.00 plus est. shipping costs of $ to pay for or purchase Young Arena ammonia ice system annual preventative maintenance and safety improvements. NOTE - additional expenses may be incurred for any worn or broken parts. This purchase or expenditure is being made because: The ice system preventative maintenance program is completed each summer in preparation for the upcoming ice season. Vendor selected for this purchase: All Temp Refrigeration Cedar Rapids IA n Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: All Temp Refrigeration is a certified vilter ammonia compressor specialist. This vendor has performed all maintenance work on the Young Arean ice system since 1994. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Road Use Tax Bonds n Federal/other grants n Sewer n Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1388 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature (Project Code) $ 10,000.00 r/ $ 5,108.00 / ead or Designee) Date (Signature Finance Dept. Review) -2o4 2 Date K:\shared goodies Worms \Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 71 t�t `00I9-- 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 $ 1,524.00 plus est. shipping costs of $ to pay for or purchase Plaque for Mark's Park. The cost is being paid with a donation from the Community Foundation. This purchase or expenditure is being made because: To add names to the recognition plaque for Mark's Park. Vendor selected for this purchase: Signs & Designs n Bids or written quotes were taken on this purchase, as follows: I ^ 1 Bids or quotes were not taken on this purchase because: Signs & Designs made original plaque. They will remake to plaque to add names. 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 n Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4105-1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is Sanitation 37GFT-PARK (Project Code) 1,524.00 and the current available balance is $ 1,524 after amendment Respectfully submitted, 7 (Signature Dept ad or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xis (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committe l� Approval Date S 111 �y012L The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 997.50 plus est. shipping costs of $ 16.00 to pay for or purchase fifty Taser training cartridges This purchase or expenditure is being made because: used for annual training and certification for the use of the Taser that is carried by officers of the police department. Vendor selected for this purchase: Ed Roehr Safety Products Co. ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: Taser cartridges are vendor specific to Ed Roehr Safety Products Co for the State of Iowa. 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 ri Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1542 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ I'? r 1,2 Respectfully submitted, C'Ac\f„.,?,-y (Signature Dept. Head or Designee) Date (Sighature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee ��nn Approval Date I✓u 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 $ 27,700.00 plus est. shipping costs of $ 50.00 to pay for or purchase thirty five Voice link plus 2 wireless microphone system with transmitter and docking stations, and forty seven voice. link plus 2 transmitters with chargers. This purchase or expenditure is being made because: to replace aging transmitters and add additional transmitters to be assigned to the patrol uni+ officers for video and audio recording by the in car digital video recorders. Vendor selected for this purchase: L3 Mobile -Vision, Inc. ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: This purchase is vendor proprietary to the recording equipment that we have installed in the patrol car fleet. 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: 410-11-1100-2127 / 411-11-1100-2127 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Sig ctfully sub ture Dept. Head or Designee) Date (Project Code) $ `/z'cct ` 35 6uv $ S l7j'7 7J L+.c Uc <_, tzt (Signature Finance Dept. Review) Date K:\shared goodieslforms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date Sh i '10- 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 $ 1,732.41 plus est. shipping costs of $ 0.00 to pay for or purchase repair and maintenance on two Segways used by the patrol division. This is an amendment to a prior request approved by council on 2/6/12 for $1475.00. This purchase or expenditure is being made because: both segways were repaired and additional items were in need of repair that were not listed on the original estimate adding $257.41 to the invoice. Vendor selected for this purchase: B2B Segway I I Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: this maintenance and repair is proprietary to the Segway company. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 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: 010-11-1100-1375 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ %^COt2' a �Si $ .3 Respectfully submitted, 46-- OffZ7(2- )j &,-t;4,61 1/4v -)-- (Signakie Dept. Head or Designee) Date (Signa ure Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) 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 $ 1,176.00 plus est. shipping costs of $ 0.00 to pay for or purchase Annual renewal fee for AT&T GRPS broadband data service for GPS tracking devices. City Clerk Use Only Finance Committee Approval Date 5I111 0-- This purchase or expenditure is being made because: the current maintenance agreement will expire in the near future and this is a renewal to those GPS devices. Vendor selected for this purchase: Team Intel, LLC n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This purchase is vendor proprietary. 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/othergrants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1387 11GRT LENS (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Re pectfully submitted, 6- :2, (c6S (SignqtUtept. Head or Designee) Date `(Si6nature 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 Committe Approval Date �(�es- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,188.00 plus est. shipping costs of $ 0.00 to pay for or purchase EDACS access fee for Fusion Center, LEIN Region 2 center, radio access for portable radios. This purchase or expenditure is being made because: this is a system user fee for EDACS access to the RACOM system utilized by officers to communicate by radio. Vendor selected for this purchase: RACOM Corporation • Bids or written quotes were taken on this purchase, as follows: Qx Bids or quotes were not taken on this purchase because: This purchase is vendor proprietary. 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 E Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1387 11GRT LEN6 (Fund - Department - Activity- Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted (St nature Dbpt. Head 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 Ci (i LQt 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 $ 8,000.00 plus est. shipping costs of $ 250.00 to pay for or purchase Crack Sealer Sealant This purchase or expenditure is being made because: Sealant for Crack Seal Program Vendor selected for this purchase: Logan Contractors n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because:. Mfg recommended sealant for use with new Crack Seal Unit 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) Local Option This expenditure is to be coded to the following budget line -item: 205-19-7110-1513 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 155,000.00 and the current available balance is 11,453.54 Respectfully submitted, -l2- -7? z_; o, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Street Dept - Crack Sealer Sealant (5 Pallets) - Apr 2012.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee(( r' Approval Date I1 (Syr/mot/2 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 $ 4,785.25 plus est. shipping costs of $ to pay for or purchase Telespar sign posts This purchase or expenditure is being made because: Replace wood 4 x 4 posts Vendor selected for this purchase: Iowa DOT ❑X Bids or written quotes were taken on this purchase, as follows: Iowa DOT $4,785.25 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): $24,336.70 approved on January 23, 2012 Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund 0 Road Use Tax n Sewer Sanitation Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7120-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 23,000.00 and the current available balance is Res•ectfully submitted (Signature Dept. ea. or Designee) / D-te $ 19,995.00 'V 2.- ignature Finance Dept. Review) 5-3 Date K:\shared goodies\forms\2012-April-Expenditure Pre-Authorization-telespar posts-IDOT.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committeei Approval Date 5 tl I 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 $ 2,354.96 plus est. shipping costs of $ to pay for or purchase Conduit, adaptors, straps and misc. supplies This purchase or expenditure is being made because: Electrical needs for the viewing area of the airport for the My Waterloo Days, airshow and other planned events. Vendor selected for this purchase: 3E E Bids or written quotes were taken on this purchase, as follows: 3E (electrical, engineering & equipment) Waterloo, IA $2,354.96 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: 0 General Fund E Road Use Tax n Sewer 0 Sanitation 0 Bonds n Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1521 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 28,800.00 and the current available balance is Respectfully submitted, $ 21,731.33 V- (Signature Dept. 'Head or Designee) / Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2012-May-Expenditure Pre -Authorization -electrical needs for airport viewing area events.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Commit?� Approval Date914`-' 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 $ 3,540.24 plus est. shipping costs of $ to pay for or purchase Early Warning Siren batteries This purchase or expenditure is being made because: Replacement of batteries is required every 5 years Vendor selected for this purchase: IWI Motor Parts El Bids or written quotes were taken on this purchase, as follows: IWI Motor Parts Waterloo, IA $3,540.24 ❑ 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: O General Fund n Road Use Tax Sewer Sanitation • Bonds ri Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1377 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (./i/Gr� C - !l //,7 2),(, %.T//-_- )i )- (Signature Dept. Head or Designee) r Date (Signature Finance Dept. Review) Date (Project Code) $ 7,575.00 V $ 3,999.18 K:lshared goodies\forms12012-May-Expenditure Pre-Authorization-IWI-Batteries-Siren Maint.xls (Mar 2010) City Clerk Use Only Finance Committee/�1 n Approval Date �I L O ' 1 2- 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 $ 3,898.15 plus ext. shipping cost of $ 300.00 pump rebuild Departmant to expend to pay for or purchase This purchase or expenditure is being made because: Pump for Con -Agri mechanical seal failure, upper bearing failed and shorted out motor. Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Quality Pump & Control are the repair rep for Flygt 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: nSanitation: Bonds: oFederauothergrants: nOther(specify): This expenditure is to be coded to the following budget line -item: 590/14/5200/1555 13/t' (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully subm. ted, (Project Code) $ 97 58796, -:,fit% L u $ 7,55834- (Signature Dept. Head Or Designee) Date (ignature Finance Dept. Review) Date Y Q�q s ag I ti 1 N � Uw z• g 1 Rebuild of pump 1 O LIST PRICE O QE O O h ti 0 En 04 0 d 4 i � J Completed fors should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance mmittee approval required? YES NO ("AO - 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 07 7650 3443 SW Repr Fee 18,000.00 010 07 7650 2164 Sidewalks 18,000.00 010 07 7650 3885 Assessment -SW 8,100.00 010 07 7650 2164 Sidewalks 8,100.00 TOTAL $26,100.00 TOTAL $26,100.00 This amendment is being requested because: Sidewalk repair assessment contract for FY12 was higher than originally budgeted. We have collected revenue from the property owners that covers these expenses. Prior Committee Actions (Dates): ure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies forms \Budget Amendment_Sidewalks.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance ommittee approval required? YES _ NO rr If so, date approved: " Jh (9n t- 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 Engineering 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 521-07-7830-3000 Cash 18,967.68 521-07-7830-2117 Motor vehicle 18,967.68 TOTAL $18,967.68 TOTAL This amendment is being requested because: The vehicle for the Storm Water Specialist was budgeted in FYE 11, but was not able to be paid for until FYE 12. $18,967.68 Prior Committee Actions (Dates): None (Signature Dept. Head or Designee) Y/23 l .�6Cc(2ui1 Date ( (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) Kttuserslshared goodieslforms\Budget Amendment Request Form (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Financ mittee approval required? YES NO It so, date approved: 1 (gCl 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 12 submitted by the POLICE Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount fund Dept Activity Acct # Acct Name Proj Code Amount 010 11 1160.ase9- Tri County Forf.. 11TRI TRIF 105,000.00 010 11 1160 1512 Tri Co. Forf. 11TRI TRIF 105,000.00) Li rJccy►` / 010 11 1160 3873 • Events 11PRO EVNT 53,355.37✓/010 11 1160 1114 Events 11PRO EVNT 53,355.371 010 11 1150 3350 Stimulus Recovery 11GRT STIM .4000.00 010 11 1150 2117 Stimulus Recovery 11GRT STIM ,000.00‘ I!00 3350 '' t' 20000 ✓ 0610 iJo,3 outside Ayeh, t f lay OD. TOTAL $398,355.37 TOTAL $398,355.37 This amendment is being requested because: This is to conform with the City's budget line item control policy using FY12 revenue received and grant monies. egec.htc ilutiet disW4i4c.h'artl -fb 1rt -Co Gq-ei, ieS be ye tfv.30. EIVA/7- Yudlte fir rei er h 1,e related it rerMl i'r wPA 07" Ca e 5rl M bLAtig.o rbir s -t cjo .e c/ d to 6e rite d T/ arcI e��e... eg ipine.rt 0 pa vu i G 1cr eS �G ) jCre (a .30. Prior Committee Actions (Dates): 6 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \ forms \csbudgetamendregform (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finances76mmittee approval required? YES i/ NO mot/� If so, date approved( t 701T- 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 010 37 4500 1112 Part time 5,000.00 010 37 4500 3481 concessions 29,469.00 010 37 4500 1114 Time & Half 409.00 010 37 4500 1373 Fixed Equip 1,000.00 010 37 4500 1375 Auto Equipment 2,000.00 010 37 4500 1390 Contractual 3,000.00 010 37 4500 1391 Dues Membership 180.00 010 37 4500 1533 Fuel 500.00 010 37 4500 1546 Beer 5,702.00 010 37 4500 1553 Resale Merch 10,000.00 010 37 4500 1555 Minor Equip 500.00 010 37 4500 1558 Skate Equip 779.00 010 37 4500 1561 office supplies 399.00 TOTAL This amendment is being requested because: $29,469.00 TOTAL $29,469.00 to budget for anticipated revenue and expenses related to the upcoming hockey playoff games, and correct budget lines that are currently overdrawn. Prior Committee Actions (Dates): (Signature Dept. eadesignee) r� & /iJ , 61,-6(2u11-- Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance p mittee approval required? YES NO If so, date approve�1 d: 1 t ifir, (2 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount LZ''' cash 37RST-YAMI 796.45 010 37 4105 1382 37RST-YAMI 6,410.451. 010 37 4105 3724 r Restricted.Denatien 37RST-YAMI 5,614.00✓ e ICz{-u,nd.5 TOTAL This amendment is being requested because: $6,410.45 TOTAL $6,410.45 to carry forward a portion of the balance from FYE 2011, and to budget current year expenses and revenues We do not plan on any more expenses for fiscal year 2012. Prior Committee Actions (Dates): (Signature D, ead or Designee) j/ �.rlu L /�%l tLr✓2 J 3 -9.1;11 Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\userslshared goodies \forms\Budget Amendment Request Form.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finan e C mittee approval required? YES If so, date approved: 3h l / 01 0 !], 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 010 37 4105 3720 Restricted Donation 37GFT-0008 1,500.00 010 37 4105 1567 Rec Equip 37GFT-0008 1,500.00 TOTAL This amendment is being requested because: $1,500.00 TOTAL $1,500.00 to budget for projected requests for memorial trees and benches. We have had conversations with folks that are interested in a memorial tree or bench. The donations MAY happen yet this fiscal year. Prior Committee Actions (Dates): (Signature . Head or Designee) • Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance mmittee approval required? YES NO / If so, date approved: ' h 1"O�y]� �0i- 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 951) CASH 37RST-MVLC 1,693.73 010 37 4105 1567 Rec Equip 37RST-MVLC 1,237.63t, 010 37 4105 1112 Part Time Salary 37RST-MVLC 423.751' 010 37 4105 1121 FICA 37RST-MVLC 32.41 i TOTAL This amendment is being requested because: $1,693.79 TOTAL $1,693.79 to carry over the Fiscal,Year End 2011 balance for expenses incurred in fiscal year 2012. ettb vr��y1,>v1 ti fv 4d� Prior Committee Actions (Dates): ✓�� / %'�r [ l i �' Z ( l <%L,c.-d 2t., . 5-3 - ..v1 (Signature Uept. H r Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) Kiuserslshared goodies\forms\Budget Amendment Request Form.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mittee approval required? YES NO �/, If so, date approved: [ J j ^ / I Ag-- 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount J" CASH 37RST-MIDA 1/1 20,060.24 010 37 4105 1536 Trees Shrubs 37RST-MIDA 20,060.24 TOTAL This amendment is being requested because: $20,060.24 TOTAL $20,060.24 to carry over the Fiscal Year End 2011 balance for expenses incurred in fiscal year 2012. t!,1 � '1'N.id - l.'iu tce ce v ,.- r h- ; r'cr t Prior Committee Actions (Dates): (Signature or Designee) Date (Signature Finance Dept. Review) -.2dr 3 Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Financynmittee approval required? YES NO ,^, If so, date approved: IIl1-1 I w �yf"�t✓,/]_ 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount tit) 31 r/Q> 37x POIL44.5 37RST-SPOT 1,639.21 010 37 4105 1567 Rec Equp 37RST-SPOT 213.33V 010 37 4105 1535 Hardware 37RST-SPOT 1,425.88t/ TOTAL This amendment is being requested because: $1,639.21 TOTAL $1,639.21 to budget current year expenses. ` (iy14h � ?5 r-ad.:l°d 41r- Prior Committee Actions (Dates): t Yes 72-.0 lc,ce 2 G� e La�17 t L "-3 k7 (SignatureHead or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment Request Form.zls (Apr 2003) 04/27/2012 14:34 3192914297 WATERLOO LEISURE SER PAGE 02/02 1. L) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance CgrRmlttee approval required? YE8 NO'�'7' ^ n� If so, dale approvetl� J' 1 U -tr 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept. Activity Acct# Met Name . Proj Code Amount Fund Dept Activity A�ctct# Acct Name, Pro) Code Amount o 37 4105 3720 Restricted Donate aror._CT P "K 4524.00 37 4105 ` 113r1 aldq Maim57E3F•41PARK 1,524.00 Amp AO- a� nirmFMRPJL TOTAL ,524.00 TOTAL ,..524.00 This amendment is being requested because: ` to budget for donation to be received from the Community Foundation, for the reprinting of the plaque for Marks Park. C%7/1 /ed 1tu/(�? 1 Fyfior Committee Actions (Dates): (-slgnature`Dept. Head esignee) 7J Date/ //' -_i L LGC� Ct1 (Signature Finance Dept. Review) -r/y Date Date Posted (Finance Dept.) K:luscrslsharod goodieslforms\Budget Amndm rd Request Form•xls (Apr2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mittee approval required? YES NO / If so, date approved: JI' l O(L p City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 2012 submitted by the Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 010 37 4105 3873 Reimburse Sery 3,16Kfe- 7,500.00 010 37 4105 1390 Cont Sery 316(1 PPS 7,500.00 TOTAL This amendment is being requested because: $7,500.00 TOTAL $7,500.00 to budget for fence repairs to be made at Riverview Recreation Area, expense to be reimbursed by Iowa DNR. Prior Committee Actions (Dates): (Signature Dept. Head or Designee) I21.CCAZr`,f<1�1� �i.%✓,L ZG2 5 _3- 42- Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment Request Form.xls (Apr 2003) Page 1 of 1 MADONNA WELSH From: Downing, David [DNR] [David.Downing@dnr.iowa.gov] Sent: Monday, March 19, 2012 1:50 PM To: MADONNA WELSH; Wayne Swarts Cc: PAUL HUTING; RICK CURRAN Subject: RE: pre-auth for fencing at Riverview Madonna: Just pay for the repair and invoice the IDNR. We will then cover the repair costs. Thanks David From: MADONNA WELSH [mailto:MADONNA.WELSH@WATERLOO-IA.ORG] Sent: Monday, March 19, 2012 7:24 AM To: Wayne Swarts; Downing, David [DNR] Cc: PAUL HUTING; RICK CURRAN Subject: RE: pre-auth for fencing at Riverview The preapproval sent to and approved by council shows the following bids: Miller Fence, Waterloo $7,190.47 D&N Fence, Cedar Rapids $9,000.00 Iowa Fence Master did not return the bid request. Madonna From: PAUL HUTING Sent: Friday, March 16, 2012 9:45 AM To: MADONNA WELSH; RICK CURRAN Cc: Wayne Swarts; David Downing Subject: pre-auth for fencing at Riverview Madonna, Can you find the amount of the pre -authorization for fencing repairs at Riverview and get that info. to Wayne Swartz of the Trailblazers? I believe Miller Fence had the low bid. I think Wayne will be working with David Downing at IDNR for funding for these repairs. Thanks, Paul 3/19/2012 Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Co ittee approval required? YES NO If so, date approved: 5 I-1 ( j� 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 Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount FFuund Dept Activity Acct # Acct Name Proj Code Amount ' 010 37 4100 3474 Reservation Fee V 6,015.00 010 37 4100 1785 Refunds 6,015.00 TOTAL This amendment is being requested because: $6,015.00 TOTAL $6,015.00 to budget for revenue actually received for Boat House rental fees. A portion of the rental fee is for the damage deposit. The damage deposit is then refunded to the renter after their event. This amendment is estimated through FY2012 year end. Prior Committee Actions (Dates): ignature Dep . ead or ignee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls (Apr 2003) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name SportsPlex Marketing City Contract No. Project Manager Project Budget Total Mark Gallagher $ 26,250.00 1 How will this project be funded? A. Federal Grant Yes No Grant Name x CFDA # B. State Grant Yes No Grant Name x C. City Match Source of Funding D. Other Entities Yes X No Name Hotel Motel Tax Grant Program and Discretionary 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. 37HMT Subproject No. SPLX % 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) This project will allow for a comprehensive marketing and public relations plan for the Cedar Valley SportsPlex. The focus will be on membership sales (both corporate and household) as well as drawing tournament organizers of the venue. Done None ❑x ❑ Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 0 ❑ 0 ❑ 0 ❑ 0 Page 2 must be attached and signed. K:\shared goodies\forms\37HMT SPLX.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) SportsPlex Marketing Department No. project will be budgeted under 37 Leisure Service Activity No. project will be budgeted under 4105 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 City Clerk Use Only Finance Committee fI Approval Date "`_1 I7bt' To be assigned by the Finance Dept. Project No. 37HMT Subproject No. SPLX (Each column should only include amounts by fund) Fund: _010 Fund: 010 Fund: Fund: 010-37-4105 -113 ISC(L. 1r4)4- rit' Total 3111 Hotel Motel /01060.2.6,2+A49— /(o 9,50, D 26,250.00 TOTALS $ . .•• :L) $ /(p ?SB, 00 $ $ $ 26,250.00 EXPENDITURES: 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1351 Advertising gnature Dep 10.01)02C,25e.00 1419-50,60 26,250.00 TOTALS $ f4 00 $AO, 0-S4 OD $ $ $ 26,250.00 Date (Signature Finance Dept. Review) Date K:lshared goodies\forms\37HMT SPLX.xls\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Police Grant - Secure Our Schools City Contract No. Project Manager Project Budget Total 2011 CKWX0008 Director Trelka $ 71,390.00 1. How will this project be funded? A. Federal Grant Yes x No Grant Name CFDA # % Paid by federal grant B. State Grant Yes No Grant Name C. City Match x Source of Funding D. Other Entities Yes X No Name Waterloo School District Grant Agreement Number 2011CKWX0008 % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) This grant allows the Waterloo School District to encourage the continuation and enhancement of school safety equipment and/or programs to encourage the continuation and enhancement of school safety efforts. 50.00% Done None ❑x ❑ Yes No ❑ ❑X ❑ ❑X ❑ ❑X El El ❑ ❑X ❑ El Page 2 must be attached and signed. K:\shared goodies \forms\XI0000000\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee, e Approval Date ✓I7 1915i9' Project Name (from page one) Police Grant - Secure Our Schools Department No. project will be budgeted under 11GRT SOS5 Activity No. project will be budgeted under 290-11-1150 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds 3370 School Share Liaison Funded with property tax 3873 Reimburse for services EXPENDITURES: (Each column should only include amounts by fund) Fund: Fund: 1150 1100 1160 290 71,390.00 Total 71,390.00 TOTALS $ $ - $ - $ 71,390.00 $ 71,390.00 1111 Salaries - Regular 1112 Salaries - Part Time 1121 FICA 1122 IPERS 1123 Disability 1131 Health 1347 Pension 1130 Empl. Benefits 1114 Overtime 1561 Office supplies 1377 Radio Maintenance 1346 Travel/training 1393 Subsidies TOTALS 71,390.00 71,390.00 $ $ 71,390.00 $ 71,390.00 (Signature Dedt. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\XI0000000\Page 2 (Donat or NON-constr) (Mar 2010) Project Name City Contract No. Project Manager Project Budget Total PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGEONE �j 13CAP FY12 !� /, 0/Q . ei f� r% t li tiw S /1 LLo CA- /6 (\/ Ethel Washington $ 46,822.00 1. How will this project be funded? A. Federal Grant Yes X No Grant Name CFDA # B. State Grant Yes I 1 No Grant Name C. City Match Source of Funding D. Other Entities Yes 0 No Name % Paid by federal grant 100.00% Grant Agreement Number IA05P05050112 % Paid by state grant 0.00% Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) These funds are to be used for projects at Ridgeway Towers .......Detention Pond Done None a❑ Yes No ❑ ❑x ❑ a ❑ ❑x ❑ ❑x ❑ ❑x ❑a Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet - CAP12\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO Project Name (from page one) 13CAP FY12 Department No. project will be budgeted under J3 Activity No. project will be budgeted under REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 33519 Federal Grant -/f lj1) 33 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 Fund: City Clerk Use Only Finance Committee /� Approval Date l �� I O" 9- tat l 'l)S A)CA-7/o vJ (Each column should only include amounts by fund) 46,822.00 Fund: Fund: Fund: Total 46, 822.00 TOTALS $ 46,822.00 $ $ $ $ 46,822.00 EXPENDITURES: fill Orr, ohs I Oda„v 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 Ridgeway Towers 91,151.(00 .46, 822.00 TOTALS $ 46,822.00 $ (Signature ept. Head) h2- Date $ 46, 822.00 $ $ 46,822.00 (Si nature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet - CAP12\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Riverloop Public Market Marketing Program $ 66,605.00 1. How will this project be funded? A. Federal Grant Yes Grant Name B. State Grant Grant Name C. City Match No CFDA # Yes No BH Gaming Grant 1258 Source of Funding H/M Discretionary D. Other Entitie Yes No Name Public Market Co-op 2. Attach copies of any grant agreements that will fund the project (REQUIRED) X To be assigned by the Finance Dept. Project No. 31 SST Subproject No. % 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) Done None 0 ❑ Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 0 ❑ 0 ❑ 0 ❑ Q To develop, and implement a plan to market the Riverloop Public Market Co-op. The plan will include direct marketing, mass market advertising, development of promotional items, and marketing/public relations staff support. Page 2 must be attached and signed. K:\shared goodies\forms\Public Market Marketing.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) Riverloop Public Market Marketing Program Department No. project will be budgeted under 37 Leisure Service Activity No. project will be budgeted under 1-1f 05 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds 3111 Hotel Motel Discretionary EXPENDITURES: Project No. Subproject No. City Clerk Use Only Finance Committees Approval Date ✓'7 I7619— To be assigned by the Finance Dept. .r7 r i APi4 itot (Each column should only include amounts by fund) Fund: (�(0 Fund: olo Fund: 60e Fund: BH Gaming 55,000.00 t:Y Ufr1r D 1SC H/M Dscretionary Matching Funds Public Mrk Co-op Total 5,000.00 60,000.00 3,000.00 3,000.00 3,605.00 3,605.00 TOTALS $ 55,000.00 $ 3,605.00 $ 3,000.00 $ 5,000.00 $ 66,605.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1351 Advertising ) (Signature Dept. 252.00 5,000.00 5,252.00 55,000.00 3,353.00 3,000.00 61,353.00 TOTALS $ 55,000.00 $ 3,605.00 $ 3,000.00 $ 5,000.00 $ 66,605.00 7 71 22�„,�' �' � C J c , �� '� /)- Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Public Market Marketing.xls\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total IPTV Kids Lab Kelly Stern, Youth Librarian $ 8,000.00 1. How will this project be funded? A. Federal Grant Grant Name Yes No x CFDA # B. State Grant Yes Grant Name No x C. City Match Source of Funding D. Other Entities Yes Name x No Iowa Public Television 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. Subproject No. 33GRT Ieti2P I PTV % 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. 0.00% 0.00% 0.00% 100.00% Done None ❑x ❑ Yes No ❑ ❑x ❑ 0 ❑ ❑x ❑ ❑x ❑ ❑x ❑ ❑x ❑ 0 6. Include a brief description of the project in the space below: (REQUIRED) This is an after -school program with IPTV's Kids Lab. It begins Monday, May 14, 2012, and runs through October 2012. It will be held on Mondays and Thursdays from 4:00-5:00 p.m. during the school year, and from 3:00-4:00 p.m. during the summer. There will be thirteen netbooks provided by PBS for children to play games that are specially developed to target math and literacy skills for ages 2-8. We will also assist parents in downloading the games to their mobile devices, free of charge, regardless of income. The netbooks cannot be used for anything other than the Kids Lab during the grant period. At the end of the period, the Director, the Technical Systems Administrator and the Youth Librarian will decide the future use of the notebooks. Page 2 must be attached and signed. users\michelle-wlforms\project-worksheets-ipty-grant.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) IPTV Kids Lab Department No. project will be budgeted under 33 Activity No. project will be budgeted under 3160 REVENUES: 000 ash on Hand 'n 3,351 Federal Grant -f (SS 011.ti- 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 3800 Miscellaneous Revenue EXPENDITURES: City Clerk Use Only Finance Committee Approval Date To be assigned by the Finance Dept. Project No. Subproject No. 33GRT IP N (Each column should only include amounts by fund) Fund: 010 8,000.0 Fund: Fund: Fund: Total 8,000.00 TOTALS $ 8,000.00 $ $ - $ $ 8,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services -2-1e@ Computer Equipment 15I (a TOTALS 8,000.00 8,000.00 $ 8,000.00 $ �a41ao�� (Signature Dept. Head) ' Date $ $ $ 8,000.00 >,Le./LLI/t.. (4-16� � ' (Signature Finance Dept. Review) Date users \michelle-w\forms\project-worksheets-iptv-grant.xlsPage 2 (Donat-non constr) (Mar 2010)