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Home My WebLink About04/09/20121. 2. FINANCE COMMITTEE April 9, 2012 5:00 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of April 2, 2012. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officer Bose & Officer Girsch Basic Tactical Unit Minneapolis, Minnesota May 20- 25, 2012 $2,321.00 Officer Moore Interview & Interrogation Johnston, Iowa April 30- May 4, 2012 $270.00 3. Approval of Asbestos Abatement Contract with Advanced Environmental for the abatement of 320 West 2°d Street and 218 West Mullan Avenue in the amount of $880.00 Submitted by Noel Anderson, Community Planning & Development Director. 4. Pre Authorizations to Expend over $1,000.00 Dept Amount + Est S/H Expenditure Building/Maintenance $3,319.80 (2) 20 hp 240V 3 Phase Pumps for Byrnes Pool City Clerk $3,333.00 Medical director mal-practice liability insurance Cultural & Arts $6,175.50 Automated blinds to control light in Schoitz Rooms to replace dilapidated metal blinds which were discarded with replacement of new doors and windows Fire $1,200.00 + V31 Aramid Liftbag Leisure Services $8,320.00 Trees purchased for the Plant Some Shade project Leisure Services $3,500.00 Cross country ski grooming device Leisure Services $1,175.00 Fine brick chips for Riverfront Stadium Leisure Services $3,700.00 Approximately 150 tone of 9" — 18" rip rap for Riverview Recreation Area Leisure Services $2,925.00 Five (5) picnic tables Leisure Services $1,700.00 Turface and diamond chalk Police $2,200.00 Repair and replace electronic equipment on surveillance van, to include installing additional new equipment Police $1,050.00 + Replacement 8-pack enclosure batteries for GPS unit $20.00 BUDGET LINE ITEMS TO BE AMENDED 5. Authorization to increase Line Item 3361 (State Grant) and Line Item 1537 (Horticulture) in the amount of $15,000.00—Submitted by Paul Huting, Leisure Services Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE April 2, 2012 5:00 p.m. Council Chambers Members present: Cole, Schmitt. Absent: Hart. Moved by Schmitt, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole that the Minutes of March 26, 2012, as proposed, be approved. Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Suzy Schares, City Clerk; Mark Rice, Public Works Director; Dan Trelka, Director of Safety Services Fundamentals of Risk Management for Government Entities Davenport, Iowa May 14- 16, 2012 $665.00 Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that request to seek bids for conversion of city-wide 2 way radio system to Narrow Banding —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Airport (added) $6,950.00 One year rental for mower and rotary cutter Building/Maintenance $6,000.00 Season long maintenance of flower beds, planters & overgrown vegetation around Five Sullivan Brothers Convention Center including mulch & plants Building/Maintenance $3,975.00 Bird netting for Skywalk at Waterloo Building — Five Sullivan Brothers Convention Center Building/Maintenance $3,300.00 + Carlyle compressor for Young Arena Engineering $4,776.62 Postage for Storm Water Brochures Engineering $2,386.77 Printing of Storm Water Brochures Information Services $5,686.02 McAfee Anti-virus/Anti-spam software Leisure Services $1,300.00 Repair ID sign at Highland Park Leisure Services $1,000.00 Chemicals and fertilizers for turf at City parks, ball parks and downtown areas Leisure Services $105.00 per unit Portable handicap accessible restrooms placed in various parks Leisure Services $4,400.00 Roof steel for baseball field dugouts at Riverfront Sports Park Leisure Services $3,000.00 Lumber for East & West Exchange dugouts at Riverfront Sports Park Finance Committee April 2, 2012 Page 2 Leisure Services $7,000.00 Services to revamp the website for Waterloo Leisure Services Leisure Services $5,000.00 Rental of various heavy equipment Traffic Operations $1,404.00 10-rolls of 6" x 30 yds of 3M Stamark Pavement Marking Tape Traffic Operations $1,637.50 Simple Signs — Sign Inventory Management Software Traffic Operations $1,500.00 + $19.95 ArcView 10 — GIS Software Traffic Operations $13,910.89 15 — 30 ft street light poles and hardware Waste Management Services $1,828.00 100hp softstart Mr. Schmitt questioned why Leisure Services has a separate website. Bill Bachman, Assistant Leisure Services Director, reported that their website is linked to the City website but it accommodates online enrollment. Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt to increase Line Items 11TRI TRIF (Tri County Forf) and Line Items 11TRI WPDF (Forf. Property) in the amount of $50,000.00—Submitted by Captain Mohlis, be approved. Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that project budget for the Byrnes Park Drainage Project in the total amount of $742,000.00 including a gaming grant in the amount of $642,000.00— Submitted by Paul Huting, Leisure Services Director, be approved. Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Schedule AP642, dated April 2, 2012, pp. 1-56, in the amount of $1,193,522.14, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Motion carried. With no further business before the committee, it was moved by Schmitt, seconded by Cole that the meeting be adjourned at 5:08 p.m. Ayes: Two. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Officer Steve Bose & Officer Mike Girsch DATE: FY _2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance March 29,2012 FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 Sf3 3-2i% Copy - Department NAME OF CLASS / MEETING: Basic Tactical Unit SWAT School DESTINATION: Minneapolis, Minnesota DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 20, 2012 Return Date: May 25,2012 DATE(S) OF MEETING: May 21-25,2012 PURPOSE OF TRAVEL: Lt Frana is requesting authorization to send Officer's Steve Bose and Mike Girsch to the Basic Tactical Unit School at the Camp Ripley on May 21-25, 2012, near Minneapolis, Minnesota. Both Officers have recently been chosen to be members of the Waterloo Police Department Tactical Unit and completed a training 3-day training with the Waterloo Police Department Tactical Unit. Both Officers need to attend a Basic Tactical Unit SWAT to complete their training so they can be utilized on our tactical unit. This 5-day School, which is taught by the Minneapolis Police Department SWAT Team, will be hands on school, which will teach the attendees about special weapons and tactics used by the tactical unit. The cost of registration is $550.00 per officer and would require lodging the night before the class and food. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $625.00 LODGING TAXI $496.00 MEALS PARKING $1100.00 REGISTRATION AIRFARE $/00.00 MILEAGE/FUEL MSC/TOLLS TOTAL FOR ALL: $ 2321.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 1160.50 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 1t/, 700 Copy - Department NAME(S) AND POSITION(S): Officer Marc Moore DATE: April 2, 2012 NAME OF CLASS / MEETING: Interview & Interrogation DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 30,2012 Return Date: May 4, 2012 DATE(S) OF MEETING: April 30-May 4, 2012 PURPOSE OF TRAVEL: Lt Frana is requesting authorization to send Officer Marc Moore to the MCTC Interview and Interrogation course on April 30-May 4, 2012 at the Midwest Counter Drug Training Center, in Johnston, Iowa. This 5-Day course is designed to enable police professionals to enhance their ability to gain information and determine the truth through the interview and Interrogation process. This course is provided by the Midwest Counter drug Training Center and provided at no registration cost. This training was approved by Council on 2/13/12 and originally set for March 5-9,2012 but was cancelled at the last minute due to an illness in the instructors family. It is now rescheduled and MCTC will now pay for the lodging of Officer Moore. The only cost to the city will be meals. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 0.00 LODGING $195.00 MEALS $0.00 REGISTRATION $75.00 MILEAGE/FUEL TOTAL FOR ALL: $ 270.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 270.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE Mayor BUCK CLARK CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director Finance Communication Finance Committee Mee Prepared: April 4. 2012 Dept. Head Signature: # of Attachments: 1 COUNCIL MEMBERS SUBJECT: Approval of Asbestos Abatement Contract with Advanced Environmental for 4Iie abatement of 320 West 2"d Street and 218 West Mullan Avenue in the amount of $880.00. DAVID JONES Wards Submitted by: Noel Anderson, Community Planning & Development Director CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 Recommended Finance Committee Action: That the Finance Committee approve the Contract with Advanced Environmental for the asbestos abatement of 320 W. 2"d Street and 218 West Mullan Avenue in the amount of $880.00 Summary Statement: The City of Waterloo will be demolishing the Iowa Community Credit Union building at 320 W. 2"d Street and the former Happy Chef building at 218 W. Mullan Avenue in preparation of the future Sports Complex. State laws require that all asbestos containing material be removed prior to demolition. I Expenditure Required: $880.00 Source of Funds: G.O. Bonds BOB GREENWOOD At -Large olicy Issue: Cedar Valley Sports Plex Construction STEVE SCHMITT At -Large Alternative: N/A Background Information: N/A Cc: Aric Schreoder, City Planner Noel Anderson- Community Planning and Development Director CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Proposal Proposal Submitted To: City of Waterloo Attn: Chris Western 715 Mulberry Street Waterloo, IA 50703 Project & Address: Asbestos Removal Old Happy Chef Restaurant 218 West Mullan Waterloo, IA Phone: 319-291-4366 Date: 03/29/2012 Fax: 319-291-4262 ED ENVIRONMENTAL" TESTING AND ABATEMENT. INC. -1 803 Ricker St. Waterloo, IA 50703 Phone: 319-287-4447 Fax: 319-287-4449 (FAX) We hereby propose to furnish all the materials, equipment and perform all labor for the completion of: removal & disposal of all the acm listed in the asbestos inspection report from ATC. It includes the flashing over the trash room, tar on roof penetrations, and HVAC dampener material on the HVAC connections. Proposal Includes: (1) daily OSHA required personal & excursion air monitoring. State of Iowa requires a ten (10) working day notification by the contractor prior to commencement of work. WE PROPOSE to furnish material and labor, complete in accordance with the above specifications for the sum of: Eight Hundred Eighty Dollars ($ 880.00*) Terms: Net 30 Days! All accounts subiect to 1.5% monthly charge after 30 days. All work is guaranteed to be as specified. All work to be completed in a workmanlike manner according 10 specified practices. Any alteration or deviation from the above specifications involving extra costs will be executed only upon written orders and will become on extra charge above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado. and other necessary insurance. We carry general liability insurance and our workers are fully covered by workers compensation insurance. NOTE: This proposal may be withdrawn by us if not accepted within 30 days. ACCEPTANCE OF PROPOSAL The prices, specifications and condi You are authorized to do the work as specified. Payment(s) will be m Respectfully Submitted, ADVANCED ENVIRONMENTAL TASTING AND ABATEMENT, INC. y Llewellyn re satis a' tory and are hereby accepted. e as outlined above. Signature: Date: Name & Title (PRINT): Mayor BUCK CLARK CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director Finance Communication Finance Committee Mee Prepared: April 4, 2012 Dept. Head Signature: # of Attachments: 1 COUNCIL MEMBERS SUBJECT: Approval of Asbestos Abatement Contract with Advanced Environmental for .the abatement of 320 West 2" Street and 218 West Mullan Avenue in the amount of $880.00. DAVID JONES Wards Submitted by: Noel Anderson, Community Planning & Development Director CAROLYN COLE Ward 2 IiA.ROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 Recommended Finance Committee Action: That the Finance Committee approve the Contract with Advanced Environmental for the asbestos abatement of 320 W. 2"d Street and 218 West Mullan Avenue in the amount of $880.00 Summary Statement: The City of Waterloo will be demolishing the Iowa Community Credit Union building at 320 W. 2"d Street and the former Happy Chef building at 218 W. Mullan Avenue in preparation of the future Sports Complex. State laws require that all asbestos containing material be removed prior to demolition. I Expenditure Required: $880.00 Source of Funds: G.O. Bonds BOB GREENWOOD At -Large Policy Issue: Cedar Valley Sports Plex Construction STEVE Alternative: N/A SCHMITT At -Large Background Information: N/A CC: Aric Schreoder, City Planner Noel Anderson- Community Planning and Development Director CITY WEBSITE: www:ci.waterloaia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer City Clerk Use Only Finance Committee Approval Date I ci 211 Pi'' City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 3,319.80 plus est. shipping costs of $ to pay for or purchase (2) 20hp 240V 3 Phase Pumps for Byrnes Pool This purchase or expenditure is being made because: Vendor selected for this purchase: Electrical Engineering & Equipment Co. O Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: Emergency repair 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 El Sanitation I ^ I Bonds El FederaUother grants 0 Other (specify) T tis expenditure is to be coded to the following budget line -item: .440-22-4200-2132 (Fund - Department - Activity - Account Number) in which the budgeted amount is $ (Project Code) !/0, 00 c.) and the current available balance is $ /06,, 5-4 r5 Respectfully s ubnyt'tted, ( .. ( .. 4.1 ) fl 72,c4 ,Lt. %%lam/i,//) (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) 3- i?- Date K:\shared goodieslforms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee( Approval Date 1-1l°l.Il�`� 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 $ 3,333.00 plus est. shipping costs of $ to pay for or purchase medical director mal-practice liability insurance This purchase or expenditure is being made because: 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 ❑ Road Use Tax Bonds ❑ Federal/other grants Sewer Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-03-8900-1364 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature De ead or Designee) (Project Code) $ 70(: ;G'C Q' T '7165y /4276/f6.3 $ _?'S33' Date (Signature Finance Dept. Review) 3/-5 Date K:\shared goodies \forms\MMIC.medical director mal-practice.Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 4 (47( (9-C 1 9-- 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 Cultural & Arts Department to expend $ 6,175.50 plus est. shipping costs of $ included to pay for or purchase Automated blinds to control light in Schoitz Rooms to replace dilapidated metal blinds which were discarded with replacement of new doors and windows. This purchase or expenditure is being made because: Blinds are necessary to control light for media presentations for WCA events and for rental groups using the Schoitz Rooms. Vendor selected for this purchase: Storey Kenworthy ❑x Bids or written quotes were taken on this purchase, as follows: Storey Kenworthy: $6,175.50; Kirk Gross: $9,687.56; Office Concepts: $9,512.94 Original plans called for purchase of electric blinds from Kirk Gross for $11,402.89. Based on user feedback, it was determined that the battery option is preferred. ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 3/12/2012 Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund Road Use Tax n Sewer ❑ Sanitation ❑ Bonds El Federal/other grants pi Other (specify) This expenditure is to be coded to the following budget line -item: Capital Improvement Fund 411-26-4205.2152 Capital Improvement (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 80,000.00 and the current available balance is Respectful submitted, (Signature Dept. H or Designee) Date $ 64,200.00 C/L, ,LLC (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 1 of 1 KENT SHANKLE From: Lori Knaack [Iknaack@storeykenworthy.com] Sent: Friday, March 30, 2012 11:45 AM To: KENT SHANKLE; MIKE GUILD Subject: QMotion Pricing I don't believe I've given you pricing on this option yet. Shades 3ea 72"w x 47"h 5ea 72"w x 120"h Requires field verification of measurements: Material Costs: $5,575.50 Freight: Included Installation: $600.00 Total: $6175.50 I'll work on additional references. Lori Knaack, IIDA NCIDQ Certificate No: 014454 Storey Kenworthy 514 Bratnober Street Waterloo, IA 50703 319-433-4308 3/30/2012 Waterloo Center for the Arts, Schoitz Room - Battery Powered Shades 319 Broadway St office conceptsltd Proposal February 21, 2012 Line Qty Part Number Part Description ph 319.234.1221 Waterloo, IA 50703 f 319.234.6506 Alias I Alias 2 Sell Ext Sell Components for battery powered shades, itemized below A $8,904.94 $8,904.94 Qmotion Battery Operated Roller Shade; W73" x L48" (VERIFY) TBD EScreen 1% IM Inside Mount Bronze 4"Fascia B $0.00 $0.00 Qmotion Battery Operated Roller Shade; W73" x L84" (VERIFY) TBD £Screen 1% IM Inside Mount Bronze 4"Fascia C $0.00 $0.00 Multi -Channel Remote D $0.00 $0.00 SUBTOTAL $8,904.94 Installation Services $608.00 $608.00 GRAND TOTAL: $9,512.94 <54 gcr7 .414-ee or Waterloo Center for the Arts, Schoitz Room - Battery Pov Jennifer Nabholz 2/21/2012 Page 1 of 1 CO 0, 0 t, COMPANY KIRK GROSS COMPANY 4015 Alexandra Dr. P.O. Box 2097 Phone 319-234-6641 Waterloo, IA 50704 Fax 319-234-7901 Quotation Page 1 of 1 Quote Number Quote Date Customer Order Number Customer Number Account Representative Protect Number 10055 02/16/12 BATTERY POWERED WAT222 GREG VANDERSEE QUOTE TO: Terms: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 P: 1.319.291.4490 NET 15 DAYS SHIP TO: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 P: 1.319.291.4490 Line, Quantity: Catalog NoiDescription Unit Price. Extended Amount BEG . Subsection Battery Powered and or Manual Roller Shades 1 1 Q-MOTION POWERED ONTHANK 9,102.56 9;102.56 Q-MOTION BATTERY AND OR MANUAL POWERED ROLLER SHADES ESCREEN FABRIC WITH A 1% OPENNESS 4.5" FASCIA OUTSIDE MOUNT CONSISTING OF: (5) 72" WIDE X 47.5" HIGH (5) 72" WIDE X 121" HIGH (3) 72" WIDE X 47.5" HIGH (above door) Subsection Sub Total 9;102.:56 Subsection Total '9,102.56 END Subsection QUOTATION TOTALS Sub Total 9,102.56 KIRKGROSS INSTALLATION 585.00 Grand Total 9,667.56 *******End of Quotation******* f7 an PP 14-7Teirq Accepted by Title Date Finance Committee/�1/ Approval Date 3/ c 12Qr L 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 submTed by the Cultural and Arts Department to expend $ 11,402.89 plus est.'shipping costs of $ 0 to pay for or purchase For Schoitz Room automated shades for windows. Kirk Gross was selected although a few dollars higher tha The lowest bid, they provide automated shades for the Youth Pavilion that have been very effective. This purchase or expenditure is being made because: New windows and doors were just installed. Old & dilapidated shades were discarded with old windows now Must be replaced. Vendor selected for this purchase: Bids were not taken. xx Kirk Gross Company Bids or quotes were taken on this purchase: Kirk Gross $11,402.89, Storey Kenworth 12,369.00, Office Concepts 11,321.59 Prior Committee Actions (Dates):. Please check the following box(es) as appropriate to describe the funding for this expense: xx General Fund Bonds Road Use Tax Sewer FederaUother grants Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: Capital Impr.Fund 411-26-4205.2152 Cap.lmpr. (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is 411 $ 4343—szziat44' 4 Resgextfully submitted, (Signature Dept. Head or Designee )%, Date (Signature Finance Dept. Review) Da City Clerk Use Only Finance Committee ((�� Approval Date 4( 1 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 WFR Department to expend $ 1,200.00 plus est. shipping costs of $ 100.00 to pay for or purchase of a V31 Aramid Liftbag. (purchase not to exceed $1,300.00) This purchase or expenditure is being made because: to replace a damaged, non repairable liftbag for Truck #306. Vendor selected for this purchase: Alex Air Apparatus, Inc. n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This is a single source provider. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Road Use Tax n Sewer n Sanitation EBonds n FederaVother grants El Other (specify) This expenditure is to be coded to the following budget line -item: 410-12-1400-2128 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) $ 75,000.00 current available balance is $ 71,000.00 v d 1-3-0 % 'ti/" <rl-L�:3 Via/ (Si: nature ►ept. Head or Designee) K:\shared goodies \forms\Aramid Liftbag for 306 (Mar 2010) Date (Signature Finance Dept. Review) Date Alex Air Apparatus, Inc. 11897 Co. Rd. 87 SE Alexandria, MN 56308 Phone: 320-763-7803; 800-264-2320 Fax: 320-763-9077; 800-204-8682 PRICE QU DATE ### SALES REP. Karl Leslein QUOTE NO. 6 PAGE 1 CUSTOMER NAME Waterloo Fire Dept/ City of Waterloo ATTENTION: Darryl Hartema ADDRESS 715 Mulberry St PHONE 319-291-4459 CITY, STATE, ZIP CODE Waterloo, Iowa 50703 FAX ITEM QTY DESCRIPTION UNIT PRICE EXTENDED PRICE 1 1 1314002800 V31 Aramid Liftbag List $1100 $990.00 2 1 Shipping approx $40.00 Shipping. Pre -paid and Charged Back TERMS: NET 30 Days Upon Credit Approval OFFER VALID FOR 30 DAYS FROM DATE OF QUOTE TAX: TOTAL: $1,030.00 Signed: Karl Leslein 2010 GENERAL OBLIGATION BOND PROCEEDS FUND 410 PURPOSE FUND PAYING CODE AMOUNT AMENDMENTS BALANCE American Disabilities Act (Taxable) 410-22-8755-2152 25,000.00 25,000.00 Bikeway Maintenance 410-07-7355-2157 50,000.00 2,915.40 Boating Center Improvements 410-37-4207-2175 25,000.00 25,000.00 Bridge Inspections 410-07-7400-2103 25,000.00 3,500.00 CAPITAL EQUIPMENT / VEHICLES: ��\�� ` \�� Building Inspection Truck 410-22-5100-2117 18,000.00 2,389.62 Center for the Arts Truck 410-26-4205-2117 35,000.00 35,000.00 Central Garage Truck 410-18-7950-2117 25,000.00 1,607.56 Code Enforcement Truck 410-22-5125-2117 25,000.00 (4,610.38) Leisure Services Trucks 410-37-4100-2117 200,000.00 (9,396.40) 25,485.97 Motor Pool Vehicles 410-18-7950-2117 45,000.00 (3,206.44) 3,180.66 Police Investigation Vehicles 410-11-1100-2117 20,000.00 (1,746.00) Police Patrol Cars 410-11-1100-2117 160,000.00 1,145.00 Police Vehicle Equipment 410-11-1100-2117 20,000.00 Street Department Vehicles 410-19-7100-2117 435,000.00 9,997.40 Traffic Department Truck 410-17-7120-2117 50,000.00 3,819.64 Central Garage Facility Improvements 410-18-7950-2152 35,000.00 35,388.14 60,578.15 Central Garage Impr-New Public Works Bldg 410-18-7950-2103,2152 700,000.00 661,999.96 Central Garage Fuel Software 410-18-7950-2106 45,000.00 (35,388.14) City Facilities Improvements (Taxable) 410-22-8800-2152 122,000.00 21,050.22 Cultural Arts Building Impr 410-22-4205-2152 185,000.00 Cultural Arts/Youth Pavilion Impr 410-26-4205-2152 63,000.00 26,275.48 Downtown Dev Plan Consulting (Taxable) 410-08-6100-2103 60,000.00 (6,827.00) Downtown Property Acquisitions (Taxable) 410-08-6100-2140 450,000.00 62,827.00 536.31 Downtown Off Road Mtce Equipment 410-37-4110-2113 73,000.00 Fire Aerial #311 Repair 410-12-1400-2117 69,000.00 69,000.00 Fire Ambulance Replacement 410-12-1410-2117 0.00 4,000.00 Fire Breathing App. Replacement 410-12-1400-2128 75,000.00 (4,000.00) 71,000.00 Fire Department Equip & Uniforms 410-12-1400-2112 25,000.00 13,454.23 Fire Engine #305 Replacement 410-12-1400-2117 600,000.00 114,868.38 Fire Station #5 Door Improvements 410-12-1400-2152 28,000.00 28,000.00 Fire Station Improvements 410-22-1400-2152 70,000.00 14,790.45 Five Sullivans Center (Taxable) 410-22-4900-2152 50,000.00 Flood Control Improvements 410-07-5600-2171 50,000.00 50,000.00 GIS/GPS Mapping 410-08-5700-2111 3,000.00 3,000.00 GO Bond Costs (Taxable) 410-03-8980-1750 32,250.00 649.40 GO Bond Costs (Tax -Exempt) 410-03-8980-1750 143,850.00 90,005.92 Golf Course Improvements 410-37-4120-2174 100,000.00 53,929.44 Golf Course Maintenance Equip (Taxable) 410-37-4120-2113 190,750.00 Kimball Avenue Traffic Improvements 410-07-7500-2103 10,000.00 Library Improvements 410-22-3100-2152 55,000.00 55,000.00 Library Radio Frequency ID Conversion 410-33-3100-2106 100,000.00 7,586.82 Logan TIF (Taxable) 410-08-6280-2103 100,000.00 252.40 MIS Department Computers 410-01-8225-2106 68,000.00 Northeast Industrial Park TIF (Taxable) 410-08-6220-2140 200,000.00 (200,000.00) Nuisance Abatement/Demo (Taxable) 410-08-5150-1396 200,000.00 Parking Meter Replacement 410-17-7910-2126 50,000.00 Parking Ramp Repairs 410-22-7960-2180 100,000.00 Parks Department Improvements 410-37-4105-2168 80,000.00 5,655.12 Parks Dog Park Improvements 410-37-4105-2168 25,000.00 4,607.64 1 of 2 City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 8,320.00 plus est. shipping costs of $ to pay for or puchase trees purchased for the Plant Some Shade project. This is a project with the Iowa DNR and MidAmerican Energy. This purchase or expenditure is being made because: The tree distribution project that offers trees to MidAmerican Energy customers at $30 per tree. Iowa DNR will reimburse the City for the remaining expense of the trees. Bid decision was made by Iowa DNR. ❑X Bids or written quotes were taken on this purchase, as follows: Trees will be purchased from vendors as selected by Iowa DNR. 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: 111 General Fund ❑ Road Use Tax n Sewer n Sanitation n Bonds 0 Federal/other grants E Other (specify) DNR - MidAm customers This expenditure is to be coded to the following budget line -item: 010-37-4105-1536 (Fund - Department - Activity - Account Number) 37RST-PS11 (Project Code) in which the budgeted amount is $ 8,320.00'". and the current available balance is $ 8,320.00 Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date users\shared goodies\forms\Pre Auth PS11.xls(Oct 2004) City Clerk Use Only Finance Committee�J Approval Date t (o('91(o— City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 3,500.00 plus est. shipping costs of $ to pay for or purchase Cross country ski grooming device. This purchase is part of a grant from the Cedar Trails Partnership. This purchase or expenditure is being made because: to groom trails for cross country skiing at Gates and Warren golf courses. Vendor selected for this purchase: Tidd Tech Ltd. Fraser CO ❑ 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 ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds I I Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4105-1555 37GFT-PARK (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 3,500.00 and the current available balance is $ 3,500.00 ✓ Respectfully submitted, 1 QD , Ki (L`t/'12- (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) March 21, 2012 JB Bolger Golf & Downtown Area Maintenance Mgr 1101 Campbell Ave. Waterloo, IA 50701 Sent via email: James.Bolger@Waterloo-IA.ORG Re: Cross Country Ski Trail Groomer DeariB, Thank you for the Cross Country Ski Trail Groomer grant application . The Cedar Trails Partnership committee is pleased to announce grant support in the amount of $3,500. The approved grant is a reimbursement grant. For reimbursement, submit a copy of the invoice and copy of a statement showing the invoice was paid by the City of Waterloo. The snow committee of the Cedar Trails Partnership wanted to add the following comment: "Congratulations on receiving full funding requested for the cross country ski trail groomer. This trail groomer will provide an excellent counterpart to the snowmobile that you already own. With these two pieces of equipment you will be able to provide some of the best groomed ski trails in Iowa and keep them groomed longer. "This new groomer, if you were not already aware, provides an opportunity to revitalize rutted old snow and even icy snow to make nearly perfect skiing conditions. After a freeze thaw cycle surface conditions are usually less than ideal and can be a little unsafe. The double row of knife edge teeth at the front of the groomer are there to address those conditions. "Your personnel have done an excellent job of grooming on Iry Warren and Gates with new snow. However, working with old and icy snow can be a challenge. Hopefully the TiddTech Groomer will come with a guide on how to set tracks under these adverse conditions. If not the Snow Committee of the Cedar Trails Partnership is willing to help you in any way possible to make the most of your new equipment. There is even the possibility of obtaining a mini - grant through the CTP which could be used for training material. Please feel free to call Jerry Green 266-6165 or Roger DeGroot 266-6718 for any support that you might need. We look forward to skiing on Iry Warren and Gates Golf Courses this next winter and many years to come." We are pleased to support your organization with this grant approval. Sincerely, Bob Manning CTP Grants Chairperson Address of record: Cedar Trails Partnership c/o Cedar Falls Visitors and Tourism Center 6510 Hudson Rd Cedar Falls, IA 50613 CITY OF WATERLOO Council Communication City Council Meeting: 1/9/12 Prepared: 1/3/12 Dept. Head Signature, # of Attachments: SUBJECT: Resolution -to approve and authorize Leisure Services Golf Manager to apply for Cedar Trails Partnership grant funds for a cross-country ski grooming device in the amount not to exceed $4,000. A copy of the grant request will be available for review in the City Clerk's Office. Submitted by: JB Bolger, Golf Manager Recommended City Council Action: Pass Said Resolution Summary Statement This grooming device would be pulled behind a City owned snowmobile to create cross-country skiing opportunities at Iry Warren and Gates Park Golf Courses. Expenditure Required No City funds would be requested as "matching funds" for this grant. The City's prior investment in the snowmobile and the operators labor hours are the match listed in the grant request. Source of Funds NA Policy Issue NA Alternative NA Background Information: When snow conditions have allowed, Golf Maintenance employees have groomed classical cross country ski trails at Iry Warren and Gates Park Golf Courses for many years. This new grooming device will speed up the grooming process and allow for a ski skating lane to be created at the same time. City Clerk Use Only Finance Committee Approval Date . (abt% 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 $ 1,175.00 plus est. shipping costs of $ to pay for or purchase fine brick chips for Riverfront Stadium. Shipped by Benton's, we will receive a separate billing for the shipping. This purchase or expenditure is being made because: to fill in where needed at the Stadium, warning track. Vendor selected for this purchase: United Brick & Tile Sioux City IA ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: need to match the chips currently being used. This is where the chips were originally purchased. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund UBonds Road Use Tax Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4400-2170 37STA-0001 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 200,000.001"-- and the current available balance is $ 1407060 /3,93o— Respectfully submitted, C� � T A/ /i 2 �< f;,�?rc l i �:c y� F 3 poi2 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) 04/03/2012 14:57 3192914297 WATERLOO LEISURE SER City of Waterloo Expenditure Pre -Authorization Request Form PAGE 02/02 40( City Clerk Use Only Finance Camille( Approval Date 1( l ( - The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ me 3,700 plus eat, shipping costs of $ to pay for or purchase approximately 150 ton of 9" - 18" rip rap for Riverview Recreation Area. This purchase or expenditure is being made because: rip rap is needed along bank at Riverview Recreation Area where the lake connection was made wider. Vendor selected for this purchase: Stickfor Construction Hudson IA Bids or written quotes were taken on this purchase, as follows: Stickfort Construction, Hudson IA $23.75 per ton Benton's, Cedar Falls IA Frickson Backhoe, Evansdale IA $24.00 per ton $27.66 per ton Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax ❑ Sewer ElSanitation ❑X Bonds n FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-4700-2168 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 40,000.00 v and the current available balance is $ 31,120.00 Respectfully submitted, (Signature Dept. ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) 04/04/2012 07:56 3192914297 WATERLOO LEISURE SER PAGE 03/03 City Clerk Use Only Flnence Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 2,925.00 plus est. shipping costs of $ to pay for or purchase Five (5) picnic tables. This purchase or expenditure is being made because: To place in Gates and Byrnes swim pools. Vendor selected for this purchase: Kay Park n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: Kay Park brought tables to the IPRA conference. They offered to sell these display tables at a reduced rate. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: t1 General Fund ❑ Road Use Tax 0 Sewer Sanitation Bonds Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 411-22-4200-2132 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) 110,000.00 kf t-06 110 /e Respectfully submitted, -12.00 (Signature Dept.mead or Designee) Date (Signature Finance Dept. Review) Date K;\shared goodies\formslExpenditure Pre-Autherjzation.xls (Mar 2010) 04/04/2012 07:56 3192914297 WATERLOO LEISURE SER PAGE 02/03 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date l lc) (2613 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 $ nte 1,700 plus est. shipping costs of $ to pay for or purchase Turface and diamond chalk. This is AMENDED from $1,160 to nte $1,700 More product is needed than previously requested. This purchase or expenditure is being made because: to maintain youth ball diamonds. Vendor selected for this purchase: Pace Supply Fairfax IA E Bids or written quotes were taken on this purchase, as follows: Pace Supply, Fairfax IA $8.67 per 50 lbs, $4.86 per 50 lbs Agrium Advanced Tech, Ankeny IA $9.90 per 50 lbs, $6.50 per 50 Ibs Li Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): approved at $1,160 3-26-2012 Please check the following box(es) as appropriate to describe the funding for this expense: QX General Fund Road Use Tax n Sewer Sanitation Bonds Federal/other grants ❑ . Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1566 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) $ 39,000.00 and the current available balance is $ 22,213.00 V Respectfully submitted, 414/12 : 77-1L/7 r,d : 1 ` (Signature Dept. Head or Designee) Date (Sign ature Finance -Dept. Review) Date K:\shared goodies \forma\Expenditure Pra-AuthorizatIon.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date k ( I 9611`J 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 $ 2,200.00 plus est. shipping costs of $ 0.00 to pay for or purchase repair and replace electronic equipment on surveillance van, to include installing additional new equipment. This purchase or expenditure is being made because: the equipment in the surveillance van is in need of repair to make it function as designed. Expenditure has been approved by Tri-County Board of Directors. Vendor selected for this purchase: Frontier Technology Inc. n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Frontier Technology Inc. is the only company that works on this type of specialized vehicle and electronic equipment that is installed inside. 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 I I Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1512 11TRI WPF toPL( (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ $ 3(6/3G b dazi� )urri rc C�Jc�yu ),� (Sign re Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,050.00 plus est. shipping costs of $ 20.00 to pay for or purchase replacement 8-pack enclosure batteries for GPS unit. City Clerk Use Only Finance Committee� t Approval Date 1 h (9— This purchase or expenditure is being made because: replace battery unit that is no longer functioning Vendor selected for this purchase: Coleman Technologies, LLC nBids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This battery unit is specific to the unit we are purchasing them for. These batteries are proprietary to this company. 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 nBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-2122 11GRT LEN6 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ AL., 6 7 and the current available balance is $ ,' G, 7o ? Respectfully suubbmmitted, 7 l, , (Signa t De/pt. Head or Designee) ��G ate (Signature Finance Dept. Review) Date/� K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) Completed forms should be routed directly to the F-iniitice FINANCE DEPT. ONLY Finance Cpmmitlee approval required? YES NO If so, date approved: `` Llff (OI (961 v- 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 b the Y Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount 010 37 4105 3361 State Grant 371MP-WTRA 15,000.0 0 010 37 4105 1537 Horticulture 371MP-WTRA 15,000.00 TOTAL This amendment is being requested because: $15,000.00 TOTAL $15,000.00 to carry over project budget from FY 2011. 74-dg4.1Led b&r i pt 5-7-G1-c i� !Q u.. - h'/ �y� 2 N-e-c d dd tv �7, - bi-dye t, Prior Committee Actions (Dates): (Signature Dept. Hea gnee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls (Apr 2003)