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HomeMy WebLinkAbout01/03/20121. 2. 3. 4. 5. FINANCE COMMITTEE January 3, 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 December 19, 2011. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Kyle Bauch, Park Maintenance II — Forestry ACRT Inc. Line Clearance Manual and Certification Test No Travel Required $167.09 Mayor Buck Clark Cedar Valley Coalition Washington, D.C. February 25-29, 2012 $1,925.00 Rudy D. Jones, Community Development Director Cedar Valley Coalition Washington, D.C. February 24-29, 2012 $2,120.00 Investigator Pohl ICAC Forensics of Internet Related Evidence Ankeny, Iowa January 10-12, 2012 $405.00 Noel Anderson, Community Planning & Development Director Cedar Valley Coalition Washington, D.C. February 26-29, 2012 $2,360.00 6. Approval of garbage refund in the amount of $27.00 for Mrs. Alfred Gardner of 1747 Easton Avenue- Submitted by Suzy Schares, City Clerk. 7. Pre Authorizations to Expend over $1,000.00 Dept. AmountEst Expenditure Airport $13,560.00 Pay for airport general liability insurance for CY 2012 Airport $1,698.40 Purchase replacement lamps for runway lights Building/Maintenance $4,480.00 + $200.00 Pay for emergency repair of B & G mounted pump at Five Sullivan Brothers Convention Center Building/Maintenance $10,750.00 Pay for painting at City Hall Building/Maintenance $2,584.39 Pay for emergency repair service call for air handler at Five Sullivan Brothers Convention Center City Clerk $5,401.00 Pay for membership renewal with National League of Cities for 2012 Leisure Services $2,100.00 Pay for renewal of annual subscription to Tree Keeper 7.7 Leisure Services $5,000.00 Purchase flower seeds and supplies needed to start the seeds for park and golf course flower beds and flats Leisure Services $8,800.00 Pay for design and construction (oversight) related services for new irrigation system at Riverfront Sports Park Leisure Services $8,000.00 Pay for labor and materials for new sewer system at Cedar River/Exchange Park Planning & Zoning $9,500.00 Pay for contract with Howard R. Green to prepare Phase I ($3,500.00) and Phase II ($6,000.00) Environmental Assessments at 2005 Westfield Avenue Police $4,100.00 + $45.00 Purchase two (2) MPH Bee III moving radar systems with automatic same direction technology Waste Management Services $2,635.50 + $150.00 Purchase pump parts for primary sludge pump BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE December 19, 2011 5:00 p.m. Council Chambers Members present: Schmitt, Jones. Absent: Hart, Cole. Moved by Schmitt, seconded by Jones that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Jones that the Minutes of December 12, 2011, as proposed, be approved. Ayes: Two. Motion carried. Moved by Jones, 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 Robert Stringer, Human Resources Director 2012 NPELRA Annual Training Conference Lake Buena Vista, Florida April 15- 19, 2012 $2,045.61 Tom Klein, Golf Maintenance III Iowa Turfgrass Conference and Tradeshow Des Moines, Iowa January 17-19, 2012 $140.00 Cammie Scully, Cultural & Arts Commission Director; Kent Shankle, Curator Travel to research and purchase for collection Oaxaca, Chiappas, Mexico January 14-31, 2012 $7,922.00 Greg Ahlhelm, Plans Examiner B3 Building Plans Examiner 2009 Des Moines, Iowa February 16, 2012 $180.00 Mark Suchy, Golf Maintenance III Iowa Turfgrass Conference and Tradeshow Des Moines, Iowa January 17-19, 2012 $185.00 Ayes: Two. Motion carried. Moved by Jones, seconded by Schmitt that garbage refund in the amount of $43.05 as requested by Patricia L. Rooff for Black Hawk Contracting & Development Co. for the following properties: 204 and 208 East 8th Street —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Two. Motion carried. Moved by Jones, seconded by Schmitt that request to dispose of Byrnes diving board to Victor Laughlin in the amount of $100.00—Submitted by Rick Curran, Leisure Services Facilities Manager, be approved. Ayes: Two. Motion carried. Moved by Jones, seconded by Schmitt that Change Order/Extra Work Order No. 1 for a net increase of $800.00 for the addition of 319 West 2nd Street for work performed by Hawkeye Environmental of Solon, Iowa in conjunction with FY 2011 Asbestos Survey of the following properties: 212 Jefferson, 302 Jefferson, 306-308 Jefferson and 312 Jefferson —Submitted by Christopher Western, Planner II, be approved. Ayes: Two. Motion carried. Noel Anderson, Community Planning and Development Director, noted that a building was added at the same cost as the primary properties. Moved by Jones, seconded by Schmitt that request to seek bids to replace rooftop heater unit on the Bar Screen Building —Submitted by Larry N. Smith, Waste Management Services Superintendent, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Jones that the request for the following pre -authorizations to expend over $1,000.00, be approved. Finance Committee December 19, 2011 Page 2 Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Building/Maintenance $20,850.00 Pay for labor/materials to remove existing pumps Building/Maintenance $1,197.00 Pay for alarm system repairs at Five Sullivan Brothers Convention Center Building/Maintenance $3,724.00 Pay for emergency repair for Street Department door Building/Maintenance $2,358.94 Pay for carpet installation in offices of Legal Secretary and Director of Safety Services Building/Maintenance $4,400.00 Purchase and installation of new light fixtures on 2nd floor of Waterloo Public Library Building/Maintenance $3,099.00 Pay for carpet at Fire Station #1 Leisure Services $2,600.00 Purchase fencing to store empty plastic bottles at the Young Arena Leisure Services $6,000.00 Pay for the rental of maintenance building space located at 304 W. 5th Street Leisure Services $1,135.00 Pay for labor and material for 20 feet of guard rail for the forestry building located at 1117 Campbell Avenue Leisure Services $750.00 Pay for training for the Expo Plaza lighting system Police $3,767.00 Pay for annual support renewal for 24/7 firewall for computer system, to include hardware replacement and software upgrade agreement Street $4,500.00 Pay to recondition rear axle assembly, ring gear and bearing replacement Street $3,200.00 Pay to install rear axle cooler assembly Waste Management Services $6,156.00 + $800.00 Purchase drive gears for filter press Craig Clark, Building Official, noted that the carpet being replaced in Fire Station #1 is in the Chief's office and in the sleeping quarters. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Jones that Bills Payment, as contained in Schedule AP642, dated December 19, 2011, pp. 1-87, in the amount of $3,185,388.58, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Motion carried. Mr. Schmitt abstained from the bills payment to Schmitt Telecom. With no further business before the committee, it was moved by Schmitt seconded by Jones that the meeting be adjourned at 5:09 p.m. Ayes: Two. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED O/' % WO /:34-6: FY '. BUDGETED GL'C, 6`c EXPENDED YTD / a /4 94 THIS REQUEST GI LEFT AFTER THIS REQUEST / (' 7 i tI DATE ? '/wJ /) / iLG / Ori.inal - Clerk/Finance Cop - Department NAME(S) AND POSITION(S): Kyte-,Bauch, PM 11 DATE: 12/15/2011 NAME OF CLASS / MEETING: ACRT Inc. Line Clearance Manual and certification test DESTINATION: 1101 Campbell Avenue DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: N/A RETURN DATE: N/A DATE(S) OF MEETING: N/A PURPOSE OF TRAVELITRAINING: Forestry is required to be certified to trim trees within the 10-foot safety zone of power lines. The training manual is purchased for employees to learn and study. The certification test is also purchased. This is OSHA required training. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO ,METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING TAXI MEALS PARKING REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS 167.09 for manual,test, TOTAL FOR ALL: $ freight BUDGET LINE ITEM: 010-37-4100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION 167.09 TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DIFAIRTMENT HEA y I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Buck Clark, Mayor FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-01-8200-1345 FY 12 BUDGETED 2500.00 EXPENDED YTD 355.36 THIS REQUEST 1,925.00-' LEFT AFTER THIS REQUEST 219.64' DATE 12/22/2011 2; ,;u Original - Clerk/Finance Co. - Deportment NAME OF CLASS / MEETING: Cedar Valley Coalition DEPARTURE DATE: Feb. 25, 2012 DATE: December 21, 2011 DESTINATION: Washington, DC DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: Feb. 29, 2012 DATE(S) OF MEETING: Feb. 26, 27, 28, 29, 2012 PURPOSE OF TRAVEL/TRAINING: Travel with the Cedar Valley Coalition Group to meet with Congressional Delegation Members ***On 12/21/2011, Mayor Clark received verbal approval from Harold Getty, Carolyn Cole, Bob Greenwood, Steve Schmitt and Ron Weiner for this Travel Request in the amount of $1,925.00 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: COST $ YES NO X CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 975.00 LODGING $100.00 TAXI 300.00 MEALS 0 PARKING 0 REGISTRATION $550.00 AIRFARE 0 MILEAGE/FUEL MSC/TOLLS TOTAL FOR ALL: $ 1,925.00 BUDGET LINE ITEM: 010 01 8200 1345 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ $1,925.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR /Q" 02 /- a2d// DATE TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Rudy D. Jones Community Development Director NAME OF CLASS / MEETING: Cedar Valley Coalition DEPARTURE DATE: February 24, 2012 FINANCE DEPT LINE ITEM USED FY ti/ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance Copy - - .. rtment . STAFF ONLY 3•' 7 / r: 222,/ 71'd 2,,)/ DATE: December 20, 2011 DESTINATION: DEPARTURE POINT IF NOT WATERLOO: Washington, D.C. RETURN DATE: February 29, 2012 DATE(S) OF MEETING: February 27-28, 2012 PURPOSE OF TRAVEL: Travel with the Cedar Valley Coalition group to meet with Congressional Delegation members. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ -0- METHOD OF TRAVEL: CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa (*$530.80 quoted 12-20-11) ESTIMATE OF COST: 950.00 LODGING 150.00 220.00 MEALS .00 .00 REGISTRATION 700.00* .00 MILEAGE/FUEL 100.00 TOTAL FOR ALL: $ 2,120.00 I BELIEVE THIS TRIP SE A AND IS NECESSARY D ENEFI CITY TAXI PARKING AIRFARE MISC/TOLLS BLIC P - POSE IAL TO HE Noel Anderson, Community Planning & Development Director - DEPARTMENT HEAD December 20, 2011 224 32 5850 1346 BUDGET LINE ITEM: BG21A ADMN GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 2,120.00 PER PERSON I APPROVE THIS TRAVEL REQUEST MAYOR feared GoodiesWorms\Travel Request Form January 2010 DATE TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Inv. Jeremy Pohl NAME OF CLASS / MEETING: ICAC Forensics of Internet Related Evidence DEPARTURE DATE: January 10, 2012 DATE: FINANCE DEPT. LINE ITEM USED FY 2012 BUDGETED EXPENDED YID THIS REQUEST LEFT AFTER THIS REQUEST STAFF ONLY - 010-11-1160- 1346 11PRO ICAC 1� 3 57 DATE %/. Original - Clerk/Finance Copy - Department December 27, 2011 DESTINATION: Ankeny, Iowa DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: January 12,201 DATE(S) OF MEETING: Jan. 10-12, 2012 PURPOSE OF TRAVEL: Sgt. Rogers is requesting to send Officer Jeremy Pohl to an ICAC Forensics of Internet Related Evidence course in Ankeny, IA., January 10-12, 2012.This training is an advanced course designed to familiarize the student with the many artifacts left behind on a Windows based media from Internet browsers and Instant messengers. It is the next step in Officer Pohl becoming a Forensic Computer Examiner. Iowa ICAC will reimburse the city of Waterloo for all listed expenses except fuel. A city vehicle will be required to drive top the training location. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 00.00 YES NO METHOD OF TRAVEL: xx CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $250.00 LODGING 105.00 MEALS $0.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 405.00 TAXI PARKING AIRFARE MISC/TOLLS 010-11-1160-1346 BUDGET LINE ITEM: 11PRO ICAC XX xx GRANT REIMBURSABLE YES NO xx REQUIRED CERTIFICATION YES NO TOTAL: $ 405.00 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 FINANCE DEPT. STAFF ONLY TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): LINE ITEM USED FY v(U/,2-, BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance M. 6-7/ i/S 6)U (1? t tfGJ`� W/ m3/fU /56'-3.- Co - Department Noel Anderson , Community Planning & Development Dir. NAME OF CLASS / MEETING: Cedar Valley Coalition DEPARTURE DATE: Feb. 26, 2012 DATE: December 28, 2011 DESTINATION: Washington, DC DEPARTURE POINT IF NOT WATERLOO: PURPOSE OF TRAVEL/TRAINING: RETURN DATE: Feb 29, 2012 DATE(S) OF MEETING: Feb. 27-28, 2012 Travel with the Cedar Valley Coalition Group to meet with Congressional Delegation Members WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: COST$ 0 YES NO CITY VEHICLE X AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: 990.00 LODGING 220.00 MEALS 0 REGISTRATION 0 MILEAGE/FUEL $150.00 TAXI 0 PARKING $900.00 AIRFARE $/00.00 MISC/TOLLS TOTAL FOR ALL: $ 2,360.00 BUDGET LINE ITEM: 010 08 5700 1345 YES YES NO TOTAL: $ 2,360.00 x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD MAYOR ( :)` /r�' q / I DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST DATE December 14, 2011 City of Waterloo - Garbage Fee 715 Mulberry St. Waterloo, IA 50703 Dear Reader: This letter is to request a refund for my Mother's garbage fee. She lived at 1747 Easton Ave., Waterloo 50702 and July 17 entered the Cedar Valley Hospice House and has now gone to the Ravenwood Nursing and Rehab Center for the remainder of her life. Her house has been sold and I am trying to get the loose ends taken care. I paid the Water/Sewer/Garbage bill in October so am requesting a refund for the amount pro -rated to July. I contacted the Water Works about July 20th and have now advised me to write you regarding this refund. Thank you for your assistance. If you require any further information I may be contacted at 319-234-0519 or my cell phone is 319-415-4047. My address is 1827 Locke Ave., Waterloo, IA 50702. Sincerely, Cleo A. Farris Daughter and Power ofAttorney for Bernadine A Gardner aka Mrs. Alfred Gardner UUG6DFR DISPLAY Di Account No 14 50 0610 20688 Customer GARDNER MRS ALFRED R Address 1747 EASTON 5=Payments ? Billing Consu Water Date Payment 12/07/11 0 17.87- 9/27/11 2 17.87- _ 6/27/11 3/28/11 _ 12/28/10 9/27/10 8 17.87- 9 17.87- 7 16.85- 13 21.67- splay Account History Billing Date Ph 232-2981 AVE WATERLOO Sewer Garbage Payment Payment 37.50- 37.50- 37.50- 27.00- 37.50- 27.00- 37.50- 27.00- 37.50- 27.00- 27.00- , 12/28/11 14:31:52 Activity F STORM Total St Cnd Payment Payment 8.25- 63.62- P 8.25- 90.62- P 8.25- 90.62- P 8.25- 90.62- P 8.25- 89.60- P 8.25- 94.42- P F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS (9- 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 Airport Department to expend $ 13,560.00 plus est. shipping costs of $ to pay for or puchase Airport general liability insurance for CY 2012. This purchase or expenditure is being made because: Liability insurance is necessary for risk management of airport operations. x Bids or written quotes were taken on this purchase, as follows: The City has bid Insurance and PDCM is currently the City's insurance agent. PDCM has bid our insurance through several aviation insurance companies. ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund ❑ Road Use Tax El Sewer ❑ Sanitation ❑ Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010 29 7700 1361 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 2 gnature Deor Designee) D-te (Signature Finance Dept. Review) Date (Project Code) $ 22, 000.00 V $ 22,000.00 users\shared goodies\forms\PDCM-12.xls(Oct 2004) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 1,698.40 plus est. shipping costs of $ to pay for or purchase replacement lamps for runway lights. City Clerk Use Only Finance Committee Approval Date t I3 l'av(a This purchase or expenditure is being made because: lamps on Runway 12-30 hadn't been replaced since runway was resurfaced several years ago. All were very dim & in need of replacement. Vendor selected for this purchase: Blueglobes r� Bids or written quotes were taken on this purchase, as follows: I ^ I Bids or quotes were not taken on this purchase because: Blueglobes is sole supplier of correct type of lamps. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ri Road Use Tax n Sewer n Sanitation nBonds ri Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 010 29 7700 1371 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 85,000.00 and the current available balance is Respectfully submitted, Ignature Dept, r Designee) $ 41 500 .364, ti ate (Signature Finance Dept. Review) Date K:\shared goodies \forms\Blueglobes 121911.xis (Mar 2010) City Clerk Use Only (Slg`nature Dept. Head or Designee) 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 $ 4,480.00 plus est. shipping costs of $ 200.00 to pay for or purchase B & G mounted pump for Five Sullivan Brothers Finance Committee Approval Date i (9D(a-- This purchase or expenditure is being made because: Emergency repair Vendor selected for this purchase: WBC Mechanical Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: WBC Mechanical $4,680.00 Emergency repair Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund 1.1 Road Use Tax n Sewer El Sanitation ri Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget Tine -item: 010-22-6860-1373 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) Reeppctfully submitted, 9-7/ (cw_ce-/u i__ Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth -5 Sull Bros Pump Repair.xls (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 Building Maint Department to expend $ 10,750.00 plus est. shipping costs of $ to pay for or purchase City Clerk Use Only Finance Committee Approval Date ('!j 19017- This purchase or expenditure is being made because: City Hall Painting Vendor selected for this purchase: Michael Painting & Decorating Inc ❑X Bids or written quotes were taken on this purchase, as follows: Michael Painting & Decorating Inc. $10,750.00 Modem Painting Inc. $ 12,253.00 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federalother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-22-8800-2152 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respec ully submitted, ,ram $ MCC $ �1.o ' 2 2 -»71,'1// (Sigftature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth City Hall Painting.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date b1 1('- 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 $ 2,584.39 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Service call - emergency repair for Air Handler for Five Sullivan Brothers Vendor selected for this purchase: Hupp Electric Motors Bids or written quotes were taken on this purchase, as follows: EX 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: ❑X General Fund ❑ Road Use Tax n Sewer Sanitation EiBonds 1 1 FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-6860-1373 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respe suu tted, ^7 s /i,{ /, f+, 19i/Z. /ri'`4 !'-U".(l } ) (Signatt—re Dept. Head or Designee) Date (Sighature Finance Dept. Review) Date (Project Code) $ 7C�[1r $ ,5(:55 - K:\shared goodies\fomis\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ((��,_ ApprovakQate ''J 19019' 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 $ 5,401.00 plus est. shipping costs of $ to pay for or purchase Membership renewal with National League of Cities for 2012 . This purchase or expenditure is being made because: The National League of Cities gives us voice in passage of national legislation, adoption of federal policies favorable to local governments, access resources and information. Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: They are the only entitiy that can provide these services to the city. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: [Xl General Fund ❑ Bonds Road 11se Tax ❑ Sewer 11 Sanitation FederaUother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-03-8400-1391 (Dues & Membership) (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Lept. Head or Designee) Date (Project Code) /goo( - i6efuL-(.. ()LeAz ;j,2 /)-16 26-1/ '(Signature Finance Dept. Review) Date K:\shared goodies\forms\GENERAL.Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee 2 Approval Date i17`!� 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 $ 2,100.00 plus est. shipping costs of $ to pay for or purchase Renewal of annual subscription to Tree Keeper 7.7 This purchase or expenditure is being made because: Tree Keeper 7.7 software is used by Leisure Services personnel to efficiently manage Waterloo's tree inventory. Data and software available at any internet accessable site. Vendor selected for this purchase: Davey Resource Group n Bids or written quotes were taken on this purchase, as follows: ri Bids or quotes were not taken on this purchase because: Davey Resource Group was chosen in 2010 to manage Waterloo's tree inventory with Tree Keeper 7.7 software after evaluating all vendors and bids. This payment is an annual renewal of that subscription. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EllGeneral Fund I I Road Use Tax ❑ Sewer Sanitation Bonds ri Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget Tine -item: 010-37-4100-1319 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ i4oco `- $ 1 0h,d1.1.t. r.:l,c. '% / l(i-,;2‘'// Signat ead or Designee) Date Si nature Finance Dept. Review) Date K:\shared goodie •rms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 11.b J'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 Leisure Services $ 5,000.00 plus est. shipping costs of $ Department to expend to pay for or purchase flower seed for park and golf course flower beds, flats, and supplies needed to start the seeds. This purchase or expenditure is being made because: to beautify the parks. Vendor selected for this purchase: Park Seed, Greenwood, SC I J Bids or written quotes were taken on this purchase, as follows: l ^ I Bids or quotes were not taken on this purchase because: Park Seed Wholesale, Greenwood SC, has the varieties we use. By placing the order now, we receive a 43% discount. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax n Sewer C Sanitation ❑X Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1537 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 20,000.00V $ 11;87300 ,r ? GLAIL_.(. -L.Grilr`'? /-2--Zi- 2F;i ignature Dept. or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\ ark Seed Preauth.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date tC3 f 6Ot2-- 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 $ NTE $8,800 plus est. shipping costs of $ to pay for or purchase Design & construction (oversight) related services for new irrigation system at Riverfront Sports Park. This purchase or expenditure is being made because: Waterloo Leisures Services is working with Build Our Ballpark to irrigate six (6) diamonds at Riverfront Sports Complex Vendor selected for this purchase: ARTS of Waterloo X C Bids or written quotes were taken on this purchase, as follows: AHTS Architects -Waterloo $8,000 plus reimbursables Craig Ritland Landscape Architects -Waterloo $13,900.00 plus reimbursables Invision-Waterloo and Modus-Waterloo - do not furnish this type of services 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: CGeneral Fund n Road Use Tax n Sewer n Sanitation n Bonds ri Federal/othergrants I I Other (specify) BH Gaming Grant This expenditure is to be coded to the following budget line -item: 37SPT-CRYS (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, gnature Dept. n $ 57,-6-6'00 $ r Designee) Da e (Sigrfature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date t13 ( 2 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ NTE $8,000 plus est. shipping costs of $ to pay for or purchase Labor & material for new sewer system at Cedar River/Exchange Park This purchase or expenditure is being made because: Replacement of septic tank & drain system at Cedar River/Exchange Park. Contractor to install to Black Hawk County requirements. Vendor selected for this purchase: All Star Plumbing 15 I Bids or written quotes were taken on this purchase, as follows: All Star Plumbing & Heating -Hudson $7,780.00. Sent out bids 12/8/11 to: Al Gordon Plumbing, Hudson Hardware Plumbing, Black Hawk Plumbing, Curran Plumbing, Bergen Plumbing, Young Plumbing & Heating -- Did not return bids. 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: I ^ I General Fund n Road Use Tax n Sewer 0 Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1390 None (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 144,000.00 and the current available balance is $ 72,926.51 V Respectfully submitted, //`-i ,- z`._X / /%'J-r," %1. (/,1/ ' Y'/7 is 1 /)- ,2Y r I (Signature DePtiHead or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodies1forms\2011 DEC ALL STAR PLUMBING CRExchange Park Pre-Auth.xls (Mar 2010) 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 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, Commwriry Planning & Development Director Finance Communication Finance Committee Meeting: December 26, 2011 Prepared: Tanuary 3, 2011 Dept. Head Signature: # of Attachments: SUBJECT: Contract with HRG to prepare Phase 1 and II Environmental Assessments. Submitted by: Noel Anderson, Community Planning & Development Director Recommended Finance Committee Action: That the finance Committee approve the Contract with HRG to conduct Phase I and II environmental assessments at 2005 Westfield Avenue. Summary Statement: A company that is looking to relocate to Waterloo has approached Staff for assistance with conducting environmental assessments on their preferred location of 2005 Westfield Avenue. The city has approximately $200,000 in the BCRLF account which could be used to pay for the Environmental Assessments as this is an eligible activity. Expenditure Required: Hourly rates with a maximum not to exceed sum in the amount of $3,500.00 for Phase I and $6,000.00 for Phase II. BOB Source of Funds: BCRLF GREENWOOD At -Large Policy Issue: Brownfield Redevelopment STEVE SCHMITT At -Large Alternative: N/A Background Information: N/A Cc: Ark Schreoder, City Planner Nod Anderson- Community Planning and Development Director f/>(,-° / 4 CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affinnatfve Action'mployer City Clerk Use Only Finance Committee Approval Date `!3 (a612' 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 $ 4,100.00 plus est. shipping costs of $ 45.00 to pay for or purchase two MPH Bee III moving radar system with automatic same direction technology This purchase or expenditure is being made because: these new radar units will replace older police radar units that are aged and loosing their functionality and reliability. Vendor selected for this purchase: MPH Industries Inc. n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: These radar units are vendor specific to MPH Industries Inc. The police department has these same units in use in the patrol vehicles and it is what the officers are trained and certified to operate for speed enforcement 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 Bonds El ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-11-1100-2120, 411-11-1100-2120 Police Radar units (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signs ure Dept. Head or Designee) Date Sanitation (Project Code) X! (loll r % 1: ~e (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 3 (90( 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 Department to expend $ 2.635.30 plus ext. shipping cost of $ 150.00 to pay for or purchase pump parts ?r: /na7 e"vo This purchase or expenditure is being made because: parts are wornout. nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Wastecorp Pumps is the manufacturer for Marlow pump parts Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: Road Use Tax: X Sewer: nSanitation: nBonds: nFederal/other grants: 111Other(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 201,422.00 $ 70,961.67 i�' Z/i,fid; //t /2-.2Y2c/i (Signature Finance Dept. Review) Date (Si ature ept. Head Or Designee) Date lei/12 2011 11:46 FAX i] 0 2 WASTECORP. Pumps P.O. Box 70, Grand Island, NY 14072 Tell -Free: 1.388.829.2783 Toll -Frees Fax: 1.888.883.3320 Website: www.Wastecorp.com E-ma 1: into©wastocerp.com QUOTATION NO. 9033 NAME: Richard Company: City of Waterloo WWTP Fax: 319-291-4523 anal Remit To: Wa,lecurpPumps I'.O Box 200481) Pillsbunlh, PA 15251 0480 DATE, in Dec-11 Given By: JIM D QUOTE EXPIRES WITHIN 30 DAYS ACT NOW Cuutomor Tel: 319-291-4553 oRIP"VIA ° +n PREIGHT COSTS ' .'...: `PROMOTION `:...-- INCOTERMS -: BESTWAY EX.WORKS OUR PLANT) PART NO. QTv PREPAID & ADD UNIT DESCRIPTION TERMS DISCOUNT CREDIT CARD 5% KEY N0 ;MhPPoCE POI U10.11n,6 OIWCO{INT Extension LEAD TIME 15041-14 36943-00 20592-00 15376-00 2 2 Ea. Ea. Fa. Ea. PLUNGER, 9" DUCTILE IRON (GROUND & POLISHED, NITRIDE HARDENED) GASKET, 0-RING (STUFFING BOX/SPACER) PIN, WRIST-HPE BUSHING, CONN ROD HPE 1 1 492;4, /e HANuIACTUR R WASTECORP. PUMP MODEL: HPE 82W SPEC: 0874700 SERIAL it 980259 SALE PRICES QUOTED INCLUDE CURRENT PROMOTIONS Item lead dines are subject to prior sale of items. All Shipping and Handiina Charms are Extra $940.50 1,891"00 539.90 79.80 $17100 34200 $166.25 332.50 2-3 days 2-3 days 2-3 days 2-3 days Subtotal' 92,835.30 'a0 appllca7le yes are n9lb Iity of the purchaser. THIS QUOTATION IS NOT TO BE DISSEMINATED WITHOUT PRIOR WRITTEN CONSENT FROM WASTECORP PUMPS LEG. PLEASE NOTE THAT THERE IS A 90% RESTOCKING CHARGE ON ALL RETURNED PARTS. FREIGHT CHARGES ON RETURNS ARE THE RESPONSBILITY OF PURCHASER WASTECORP TERMS & CONDITIONS OF SALE APPLY TO ALL. ORDERS.