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Home My WebLink About09/19/20111 2 3. 4. 5. 6. 7. 8. FINANCE COMMITTEE September 19, 2011 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 September 12, 2011 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Steve Jordan, Fire Marshal State Fire Marshal Fire Prevention Education Ankeny, Iowa October 18-21, 2011 $695.00 Steve Grimm, Fire Inspector IAIIO Conference Cedar Falls, Iowa October 6- 7, 2011 $125.00 Investigator Chopard Homicide Investigation Course Cedar Rapids, Iowa October 17-28, 2011 $1,395.00 Darryl Hartema, Fire Department Mechanic Inspection of new fire truck chassis at Spartan Chassis Charlotte, Michigan September 21-22, 2011 $405.00 Officers Bovy & Bose Criminal Interdiction Sioux City, Iowa October 16-20, 2011 $284.00 Abraham L. Funchess, Human Rights Executive Director National Fair Housing Training Academy — Washington D.C. October 2- 7, 2011 $3,194.91 Jeff Siebel, Building Maintenance P1-Residential Plumbing Inspector Des Moines, Iowa September 13, 2011 $160.00 Greg Ahlhelm, Plans Examiner 2011 Hawkeye State Fire Safety Assoc Fire Prevention Education Conference Ankeny, Iowa October 20, 2011 $125.00 Pre Authorizations to Expend over $1,000.00 Dept.Amount + Est. S/H Expenditure Building/Maintenance $1,104.00 + Purchase Pit Sanitizer for Five Sullivan Brothers Convention Center Engineering $1,215.00 Pay for Mobile Connect and Mobile License Maintenance renewal for PavePlus View and Map Director ARC GIS software Leisure Services $8,500.00 Pay for trees purchased for the Plant Some Shade project Leisure Services $5,293.00 Pay for concrete work at Sullivan Park around the new play structure Leisure Services $1,400.00 Pay for concrete cutting and grinding the diving board areas at Byrnes and Gates swimming pools Leisure Services $4,300.00 Purchase of Ryan Jr. sod cutter Leisure Services $4,000.00 Purchase stainless steel tables for the Public Market build out Leisure Services $5,705.00 Purchase Western MVP snowplow and V blade for an F450 truck Leisure Services $12,600.00 Purchase Magic Mix Top Dressing - 84 tons delivered to Riverfront Stadium Leisure Services $7,250.00 Pay for Riverfront stadium field improvements Leisure Services $1,120.00 Purchase fill needed as preparation for new play structure in Sullivan park Leisure Services $24,990.00 Purchase red ballfield lime for reconstruction of Cedar river Exchange Youth Sports complex Leisure Services $1,600.00 Purchase ten (10) 4' x 10' pre -cast slats for water trail access Leisure Services $12,500.00 Purchase bleachers to replace worn out and unsafe bleachers at the Byrnes Park Tennis Center Police $11,424.39 Pay for upgrade and installation for existing digital video recording system with new hard drives, a DVD burner and two new cameras Traffic Operations $5,000.00 Pay for concrete for traffic signal bases Traffic Operations $2,950.00 Pay for Emergency Vehicle Pre-emption System Waste Management Services $3,000.00 Purchase uniforms Waste Management Services $1,353.38 Purchase uniforms 10. Approval of request to seek bids for the Rental of Three (3) Motor Graders to Support Snow Removal Operations —Submitted by Mark Rice, Public Works Director. BUDGET LINE ITEMS TO BE AMENDED 1. Authorization to increase Line Item 3000 (Cash) and Line Item 1512 (WPD Forf) in the amount of $30,000.00--Submitted by Captain David Mohlis. 2. Approve the project budget for MidAmerican Energy Plant Some Shade in the amount of $9,444.75 Submitted by Paul Huting, Leisure Services Director. 3. Approve the project budget for the Bahamas Target grant in the amount of $1,000.00— Submitted by Cammie Scully, Cultural & Arts Commission Director. 4. Approve the project budget to use BCRLF revenue for the Forge Industries site environmental work in the amount of $3,200.00 Submitted by Noel Anderson, Community Planning & Development Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE September 12, 2011 5:00 p.m. Council Chambers Members present: Cole, Schmitt, Hart. Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the Minutes of September 6, 2011, as proposed, be approved. Ayes: Three. 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 Larry Ticknor, Rusty Zey, Randy Shepard, Troy Deeds Live Fire Training Cedar Rapids, Iowa September 29, 2011 & September 30, 2011 $3,200.00 Mark Boesen, Manager of Rehab Services; Jon Martin, Rehab/Relocation Specialist; Matt Chesmore, Rehab/Relocation Specialist IAHO Fall Conference Certification & Recertification Waterloo, Iowa October 5- 7, 2011 $750.00 9 Law Enforcement Officers Law Enforcement Intelligence Network Johnston, Iowa October 2- 5, 2011 $3,389.40 Investigator Saunders; Officer Pohl; Planner/Analyst Wilson Law Enforcement Intelligence Network Johnston, Iowa October 2- 5, 2011 $1,497.44 Investigator Frana; Investigator Hageman; Officer Lippert; Officer Roberts; Officer Wittmayer; Officer Bush; Officer Frein Interview and Interrogation School Waterloo, Iowa October 17-19, 2011 $1,650.00 Officer Zubak & Officer Nissen Clandestine Laboratory Safety Class Johnston, Iowa September 19-23, 2011 $440.00 Mr. Schmitt clarified if the fire training is required due to having commercial flights. Brad Hagen, Airport director, concurred. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that garbage refund in the amount of $67.42 for Payne Memorial AME Church located at 1044 Mobile Street —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by. Schmitt that garbage refund in the amount of $283.50 for R C Management properties located at 2451, 2453 and 2455 Edgemont Avenue —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Schmitt seconded by Hart that the request for the following pre -authorizations to expend over $1,000.00, be approved. Finance Committee September 12, 2011 Page 2 Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Cultural & Arts $4,350.00 + $30.00 Purchase Adobe Creative Suite 5.5 Design Premium & Adobe Font Folio 11 software Cultural & Arts $2,000.00 Purchase Dell Precision Workstation Cultural & Arts $2,400.00 Pay for printing and mail service from Pioneer Graphics Leisure Services $6,140.00 Purchase backstop padding to be placed on backstops throughout the Cedar River Youth Sports Complex Leisure Services $12,500.00 Purchase bleachers to be placed near backstop areas throughout the Cedar River Youth sports Complex Leisure Services $4,174.90 Purchase pro style foul poles to replace old foul poles throughout the Cedar River Youth Sports Complex Leisure Services $2,098.96 Purchase player benches to be placed in new dugouts throughout the Cedar River Youth Sports Complex Leisure Services $4,499.50 Purchase garbage cans to be placed throughout the Cedar River Youth Sports Complex Leisure Services $2,520.00 Purchase mound/home plate clay for Cedar River Youth Sports Complex Leisure Services $4,840.80 Purchase picnic tables to be placed in gathering areas throughout the Cedar River Youth Sports Complex Leisure Services $21,200.00 Purchase electronic scoreboards to be placed at fields throughout the Cedar River Youth Sports Complex Leisure Services $4,800.00 Purchase six (6) produce tables and one (1) produce cart for Waterloo Public Market Leisure Services $2,940.00 + $300.00 Purchase two (2) benches to place at Veteran's Memorial Hall Police $2,173.32 Purchase a repeat order of the five part uniform traffic citations Waste Management Services $5,810.00 + $300.00 Purchase pump rotating assembly for Douglas Lift Station Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that project budget for the Law Enforcement Terrorism Prevention grant in the amount of $323,364.00—Submitted by Daniel Trelka, Director of Safety Services, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Schedule AP642, dated September 12, 2011, pp. 1-114, in the amount of $4,070,919.43, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. Mr. Schmitt abstained from the bills payment to Schmitt Telecom in the amount of $415.00. 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: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED /j,') /, /7t/6) 1.,.3 , FY,g0a BUDGETED ch�0 C?. on EXPENDED YTD NAME(S) AND POSITION(S): Steve Jordan, Fire Marshal DATE: THIS REQUEST LEFT AFTER THIS REQUEST DATE vr,“ C�ci A/frrwrwc 49(it. 22 ) 67-y F'Y Nur irncni September 7, 2011 NAME OF CLASS I MEETING: State Fire Marshal Fire Prevention Education Conference DESTINATION: Ankeny, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: RETURN DATE: 10-18-11 10-21-11 PURPOSE OF TRAVEL: Attend State Fire Marshal Fire Prevention Education Conference. DATE(S) OF MEETING: October 18-21 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: 280.00 LODGING 90.00 MEALS 225.00 REGISTRATION 100.00 MILEAGE/FUEL TOTAL FOR ALL: $ 695.00 TAXI PARKING AIRFARE MSC/TOLLS BUDGET LINE ITEM: 010-12-1400-1346 GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CFI'f-OF TERLOO gg,, DEPARTMENT HE D DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY O/ 2-BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY O/i1 /2 /466 l (./& 0 1 / 5 e Lv Sc /2,, -Y' uil Copy - Department NAME(S) AND POSITION(S): Steve Grimm) DATE: 090811 NAME OF CLASS / MEETING: IAHO Conference DESTINATION: Cedar Falls, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Oct.6 and 7 RETURN DATE: Oct.6 and 7 DATE(S) OF MEETING: Oct.6 and 7 PURPOSE OF TRAVEL: Attend IAHO Fall Conference- Certification & Recertification For Rental Inspectors WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ 0 YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS $125.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ $125.00 TAXI PARKING AIRFARE MSC/TOLLS BUDGET LINE ITEM: 010-12-1400-1346 x GRANT REIMBURSABLE YES NO x YES NO TOTAL: $ REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE . C1-PLOF WATERLOO DEPARTMENT HRAD DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR 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 %,t /Jlh:G)U j '2u 5'� 1 Copy - Department NAME(S) AND POSITION(S): Inv. Jason Chopard DATE: September 6,2011 NAME OF CLASS / MEETING: Homicide Investigation Course DESTINATION: Cedar Rapids, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 17,2011 Return Date: October 28, 2011 DATE(S) OF MEETING: October 17-28,2011 PURPOSE OF TRAVEL: Lt McNamee is requesting authorization to send Investigator Chopard to the Homicide Investigation course at the Cedar Rapids Police Department on October 17-28, 2010, in Cedar Rapids, Iowa. Investigator Chopard is assigned to the Investigative Division. Part of his duties is to investigate serious crimes such as Homicides. This 2-week course by the Southern Police Institute will teach the participants with the advanced knowledge and skills to investigate death investigations to a successful resolution. The cost of registration is $1195.00 and would require lunch each day. There will be no lodging cost as Investigator Chopard will drive to the training each day. The 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 $150.00 MEALS $1195.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 1395.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 1395.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO � � J I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED �`/) /i( Ate;/; - {� FYo`(6I- BUDGETED 2=,?Gd.Ut� EXPENDED YTD 1G, Uv THIS REQUEST - 2 G' LEFT AFTER THIS - REQUEST / DATE /I NAME(S) AND POSITION(S): Darryl Hartema 114 it ("Jr. r,z r- -661, ..1i _ - DATE: 1 Iyl11LL rr September 12, 2011 NAME OF CLASS / MEETING: DESTINATION: Charlotte, Michigan DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 09/21/22 RETURN DATE: 09-22-11 DATE(S) OF MEETING: 09/21/11 to 09/22/11 PURPOSE OF TRAVEL: Inspect new fire truck chassis at Spartan Chassis Incorporated. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 130.00 LODGING TAXI 110.00 MEALS PARKING REGISTRATION AIRFARE 165.00 MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ $405.00 BUDGET LINE ITEM: 010-12-1400-1346 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES?UBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST ANQ-IS-NF,CESS AND B ICIAL TO THE CITY OF ^TE DEPART VIENT HE MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2012_ BUDGETED EXPENDED YID THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 Copy - Department NAME(S) AND POSITION(S): Officers Al Bovy & Steve Bose DATE: September 8„2011 NAME OF CLASS / MEETING: Criminal Interdiction DESTINATION: Sioux City, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 16,2011 Return Date: October 20, 2011 DATE(S) OF MEETING: October 17-20, 2011 PURPOSE OF TRAVEL: Sgt. Farmer is requesting authorization to send Officer's Al Bovy and Steve Bose to a Criminal Interdiction course at the National Training Center on Oct 17-20, in Sioux City, Iowa. This 4-day school is designed for Patrol Officers and K9 handlers who are proactive in the seizure of narcotics. It will teach officers how to develop the skills to conduct criminal interdictions and develop probable cause for traffic stops that lead to the seizure of narcotics, money and the arrest of the individuals transporting these items. The class will teach the attendees about search and seizure, deployment and use of the K9's. The cost of registration, lodging and some meal cost are provided by NTC for free. The city would be responsible for dinner meal and gas. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 0.00 LODGING $184.00 MEALS $0.00 REGISTRATION $100.00 MILEAGE/FUEL TOTAL FOR ALL: $ 284.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 142.00 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 DEPARTM N HEAD MAYOR DATE DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED d/) 7.25/U +' TRAVEL REQUEST CITY OF WATERLOO FYa�`!i BUDGETED :9.2610--CD EXPENDED YTD THIS REQUEST / 1'c/_ t/ LEFT AFTER THIS REQUEST DATE 7/16-.' ` -/(,. ; o/ / Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Abraham L. Funchess, Executive Director DATE: October 2, 2011— October 7, 2011 NAME OF CLASS / MEETING: National Fair Housing Training Academy — Investigation Training. DESTINATION: Washington D.C. DEPARTURE POINT IF NOT WATERLOO: Cedar Rapids, IA DEPARTURE DATE: October 2, 2011 RETURN DATE: October 7, 2011 DATE(S) OF MEETING: October 3, 2011— October 7, 2011 PURPOSE OF TRAVEL/TRAINING: Week One Investigation Training at the National Fair Housing Training Academy WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE X AIRFARE DEPARTING FROM: Cedar Rapids ESTIMATE OF COST: 1717.45 LODGING 50.00 TAXI 275.00 MEALS 35.00 PARKING NA REGISTRATION 1070.00 AIRFARE $47.46 MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 3194.91 BUDGET LINE ITEM: 010-27-2510-1346 X GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ 3194.91 PER PERSON I BELIEVE THIS T' SERVES A PUBLIC PURPOSE AND IS N - ES A AND BENEFICIAL TO THE CITY OF ' A R • O n I APPROVE THIS TRAVEL REQUEST D PA" ' ENT HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Jeff Siebel„ Building Maintenance NAME OF CLASS / MEETING: P1-Residential Plumbing lnsp DEPARTURE DATE: September 13, 2011 FINANCE DEPT. LINE ITEM USED FY XX I "1-BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original- Clerk/Finance STAFF ONLY TI UU /(A'.., O � // ; .Cc) Copy - Department DATE: September 13, 2011 DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: PURPOSE OF TRAVEL/TRAINING: Residential Plumbing Inspector Exam RETURN DATE: September 13, 2011 DATE(S) OF MEETING: September 13, 2011 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: X COST $ YES NO CITY VEHICLE AIRFARE X PRIVATE VEHICLE DEPARTING FROM: ESTIMATE OF COST: LODGING MEALS 160.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 160.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-22-8800-1346 YES NO X YES NO GRANT REIMBURSABLE REQUIRED CERTIFICATION TOTAL: $ 160.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DE TMENT HEAD // DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED (%/(' r a l C (c((a FY N G'/ 2-BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST l0 DATE 7 //6 ' //'2)// Original - Clerk/Finance ` Co.y - Department NAME(S) AND POSITION(S): Greg Ahlhelm, Plans Examiner DATE: October 20, 2011 NAME OF CLASS / MEETING: 2011 Hawkeye State Fire Safety Assoc Fire Prevention Education Conference DESTINATION: Ankeny, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 20, 2011 RETURN DATE: October 20, 2011 DATE(S) OF MEETING: October 20, 2011 PURPOSE OF TRAVEUTRAINING: Fire Safety Prevention Education WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 125.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 125.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 010-22-5100-1346 YES NO GRANT REIMBURSABLE x REQUIRED CERTIFICATION YES NO TOTAL: $ 125.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO (f47 DEPARTMENT HEAD / 7( DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 1 APPROVE THIS TRAVEL REQUEST MAYOR DATE CITY OF WATERLOO Committee Communication Finance Committee Meeting: September 19, 2011 Prepared: September 9, 20 11, Dept. Head Signature: # of Attachments: SUBJECT: Submitted by: Request for authorization to seek bids for Three (3) Motor Graders to support Snow Removal Operations Mark Rice, Public Works Director Recommended City Council Action: Summary Statement: Expenditure Required: Est $50,000 Source of Funds: Road Use Tax Budget Policy Issue Alternative Background Information: This is a continuation of an equipment rental program to support snow removal operations. Based on designated snow routes, these graders perform an essential function in the snow and ice control program. The purchase of three additional graders to the fleet for year round operations is not justified. Recommend continued use of this lease program. City Clerk Use Only Finance Cornier Approval Date(a 1 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 Building Maint Department to expend $ 1,104.00 plus est. shipping costs of $ 130.27 to pay for or purchase This purchase or expenditure is being made because: Pit Sanitizer (chemicals for grease pit) for Five Sullivan Brothers Convention Center Vendor selected for this purchase: Continental Research Corporation n Bids or written quotes were taken on this purchase, as follows: I I Bids or quotes were not taken on this purchase because: No bids were taken - have used Continental Research in the past. 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 Sewer n Sanitation nBonds I 1 Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-6860-1371 22 FAC 5Sul (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respect illy submitted, (Signature Dept. $ 9-/3=1 1 , H >sad or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Commit( / Approval Date l (c ( (( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 1,215.00 plus est. shipping costs of $ 0.00 to pay for or purchase This is the Mobile Connect and Mobile License Maintenance renewal for the PavePlus View and Map Director ARC GIS software This purchase or expenditure is being made because: These are maintenance renewals needed for the Pavement Management System 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: This is a technical assistance and maintenance contract for existing software Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund El Road Use Tax 0 Sewer n Sanitation ❑ Bonds FederaVother grants pi Other (specify) L.O.S.T. This expenditure is to be coded to the following budget line -item: 205-07-7830-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 1,100.00 r(f,72/5 $ ,-41-00 00 /2,6 Sr`c . �R. � 9/ /ij 7/2 !� .i`� L i ignature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) Alatet City of Waterloo cl<<61 (26Expenditure 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 $ 8,500.00 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. n 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: General Fund n Road Use Tax n Sewer n Sanitation Bonds n Federal/other grants X Other (specify) DNR - MidAm customers This expenditure is to be coded to the following budget line -item: 010-37-4105-1536 37RST-PS10 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 8,500.00 $ 8,500.00 (Signature De9YHead or Designee) Date (Signature Finance Dept. Review) Date users\shared goodies\forms\Pre Auth PS10(Oct 2004) City Clerk Use Only Finance Committee eQ� Approval Date `, ` l t( 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 $ 5,293.00 plus est. shipping costs of $ to pay for or purchase Concrete work at Sullivan Park, around the new play structure. Approximately 1,240 sq ft. This purchase or expenditure is being made because: border is needed around new play structure at Sullivan Park. Working with Comm Dev, part of grant for new structure. Leisure is responsible for the border. Vendor selected for this purchase: Bowers X Bids or written quotes were taken on this purchase, as follows: Bowers Masonry quoted $3.90 per sq ft. Bowers is under contract with Play Equipment installer for the base. Leisure Services has used Bowers before and wanted the same contractor for border and the base. n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax n Sewer n Sanitation nBonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, or Designee) Date (Project Code) $ 607000 00 $ I-3784-37GO 46—co L, j li.r/,,fGt Lie 42✓'.2. (Signature Finance Dept. Review) - Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date `[ (I°! (21/0 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 $ na to pay for or purchase concrete cutting and grinding the diving board areas at Byrnes and Gates Swimming Pools. This purchase or expenditure is being made because: high diving boards at each pool are being removed at each pool for safety reasons. Vendor selected for this purchase: Iowa Wall Sawing Systems n Bids or written quotes were taken on this purchase, as follows: nBids or quotes were not taken on this purchase because: This is specialty work and this company is available to complete this project this fall. They are the only vendor in this area that does this type of specialty work. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax I I Sewer I I Sanitation x Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: zfi o -F�c%U -,„2/3 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, (mature De. 'ead or Designee) Date (Signature Finance Dept. Review) Date $ 150;0007GO / 30, (() '- $ 1-28,044 '7 g / / 1 "313 K:\shared goodies\forms\diving board concrete pre auth (Mar 2010) City Clerk Use Only Finance Committee O� Approval Date atL( Llow City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 4,300.00 plus est. shipping costs of $ to pay for or purchase Ryan Jr. Sod Cutter. This purchase or expenditure is being made because: this equipment is used to repair turf at the municipal golf courses. Vendor selected for this purchase: Black Hawk Rental pi( Bids or written quotes were taken on this purchase, as follows: Black Hawk Rental, Waterloo IA $4,300.00 Turfwerks, Johnston IA $4,373.75 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 I ^ I Bonds Road Use Tax n Sewer Sanitation Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-4120-2113 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, _ (Signature Dept.r Designee) Date (Signature Financetdept. Review) (Project Code) 229,500.00 217,957.00 Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date el 1 let (20" City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 4,000.00 plus est. shipping costs of $ to pay for or purchase Stainless steel tables for the Public Market build out phase. This purchase or expenditure is being made because: Leisure Services is assisting Riverloop Co-op to establish a co-op at the Public Market building. Part of a CAT grant, work to be completed by September 30, 2011. Vendor selected for this purchase: Wilson Restaurant Q Bids or written quotes were taken on this purchase, as follows: Wilson Restaurant Supply, Cedar Falls IA $3,865.68 Martin Bros, Cedar Falls IA $5,057.93 Dupey Equipment, Clive IA $6,455.50 ❑ 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 ❑ El Federal/other grants Sewer ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 408-07-6880-2110 37RST-MRKT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, � / low l Vj; �;,; %,t'L / h / o / (Signatur pt. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Preauth Public Market (Mar 2010) City Clerk Use Only Finance Committee Approval Date ot (ia (/ 2-0 q 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 $ 5,705.00 plus est. shipping costs of $ to pay for or purchase Western MVP snowplow, V blade for an F450 truck. This purchase or expenditure is being made because: needed for snow removal in the downtown area. Vendor selected for this purchase: C&C Welding, Waterloo IA n Bids or written quotes were taken on this purchase, as follows: C&C Welding, Waterloo $5,705.00 Stuber Enterprises, Inc, Waterloo $6,650.00 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 n Road Use Tax n Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410 and then 411-37-4110-2113 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted - %/ `7"/. ' /7 1) i. i.L(%L /:. .l.c,y .l L 2, j -13 , '// (nature Dept. d or Designee) Date `(Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) (Project Code) ✓ $ 73,000 ✓ 29,000 $ 2,920.40 29,000 City Clerk Use Only Finance Committee Approval Date "I Ft t 12011 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 $ 12,600.00 plus est. shipping costs of $ to pay for or purchase Magic Mix Top Dressing - 84 ton Delivered to Riverfront Stadium. This purchase or expenditure is being made because: Riverfront Stadium infield mix is needed to maintain a quality field for Waterloo Bucks and other Riverfront Stadium users. Vendor selected for this purchase: HK Sports Fields n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: There is one supplier of the infield material that is used at Riverfront Stadium. This material must match existing material. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds u Road Use Tax n Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: Li ID --2)-1- Li LI oO -a\7b 3`7574 - cD3 t (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted -------_------: �/ 0- > - , `-��/ / / l5 '(Sigttattire Depf.,FH d or Designee) Date $ aOo, onto . $ 3.3,'ago 7 (Signature Finance Dept. Review) /5 cif Date K:\shared goodies\forms\Riverfront stadium magic mix preauth 2011 (Mar 2010) City Clerk Use Only Finance Committee Approval Date � ( t 1 (20 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 Leisure Services Department to expend $ 7,250.00 plus est. shipping costs of $ to pay for or purchase Riverfront stadium field improvements: Re -build home plate area, remove lips in infield, Laser level infield skins and baselines, Re -build 4 bullpen mounds, Rebuild mound. This purchase or expenditure is being made because: To maintain a Quality field for Waterloo Bucks and other Riverfront Stadium users. Vendor selected for this purchase: Midwest Athletic Fields X I Bids or written quotes were taken on this purchase, as follows: Midwest Athletic Fields - $7250 ❑ 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 1-7 ❑ Road Use Tax ❑ Sewer ❑ Sanitation FederaVother grants [ ] Other (specify) This expenditure is to be coded to the following budget line -item: ►to-37-4++co -a no 375i4--ocoi (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ UnO, 000 gnatur De . Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date `l Il°1120Cf 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 $ 1,120.00 plus est. shipping costs of $ to pay for or purchase Fill needed as preparation for new play structure in Sullivan Park. This purchase or expenditure is being made because: to prepare the area where a new play structure is being installed at Sullivan Park. Vendor selected for this purchase: Basic Materials nBids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Basic Materials is the only vendor in this area. 1 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 n Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 407-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submittgd, (Project Code) $ 12,939.56 $ 12,939.56 (Signature Dept. or Designee) Date (Signature Finance Dept. Review) '1-/i-2'// Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) 09/14/2011 08:17 3192914297 WATERLOO LEISURE SER PAGE 02/02 City Clerk Use Only Finance Committee Approval Data I II(1 I20 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 $ 24,990.00 plus est. shipping costs of $ included to pay for or purchase red ballfield lime for reconstruction of Cedar River Exchange Youth Sports complex, approximately 580 ton. This purchase or expenditure is being made because: Reconstruction of South Annex, East and West Exchange diamonds. Vendor selected for this purchase: Bryan Rock El Bids or written quotes were taken on this purchase, as follows: Bryan Rock, Shakopee MN $43.45 per ton Randall Ready Mix, Northwood IA has not retumed their bid Dakota Transport, MN $46 per ton Bentons Ready Mix, IA $47.45 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 LiSewer ❑ Sanitation ❑ Bonds a Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget Tine -item: 426-37-4202-2178 37SPT-CRYS (Fund - Department - Activity -Account Number) (Project Code) in which the budgeted amount is $ 65,000.00 and the current available balance is $ Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) 09/14/2011 07:49 3192914297 WATERLOO LEISURE SER PAGE 02/02 City Clerk Use Only Finance Committeg Approval Date l L l to1 l 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 $ 1,500.00 plus est. shipping costs of $ to pay for or purchase (10) 4' x 10' Pre -cast slats This purchase or expenditure is being made because: Slats will be used for water trail access at Ranchero Rd. Purchase will be reimbursed as part of Iowa DNR Grant. Vendor selected for this purchase: Hog Slat, inc. nBids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Only local supplier. 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: 010-37-4105-1537 371MP-WTRA (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 15,000.00 V and the current available balance is $ 15,000.00 Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Slats pre authorization (Mar 2010) 09/14/2011 06:59 3192914297 WATERLOO LEISURE SER PAGE 02/02 City Clerk Use Only Finance Committee ,� Approval Date i91119,(120 (,( 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 $ 12,500.00 plus est. shipping costs of $ na to pay for or purchase bleachers to replace worn out and unsafe bleachers at the Byrnes Park Tennis Center. This purchase or expenditure is being made because: this product is necessary to improve both the visual appeal and safety of the Byrnes Park Tennis Center. Vendor selected for this purchase: Iowa Direct Equipment Cedar Falls, IA Bids or written quotes were taken on this purchase, as follows: Iowa Direct Equipment (Cedar Falls, IA) $12,500.00 Kay Park (Janesville, IA) $12,815.25 Fry & Associates (N. Kansas City, MO) $13,818.00 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 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 407-37-4410-2176 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, >74) -56 r ..� 'VI 4 j (Signature Dept, Head or Designee) Date 155,000.00vf $ 34,750.00 i/ Signature Finance Dept. Review) Date K:\shared goodies\for ns\tennls bleacher pre auth (Mar 2010) in which the budgeted amount is and the current available balance is City Clerk Use Only Finance Committee r p� / Approval Date 61( ! l 26 (t 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 $ 11,424.39 plus est. shipping costs of $ 0.00 to pay for or purchase upgrade and installation of existing digital video recording system with new hard drives, a DVD burner and two new cameras. This purchase or expenditure is being made because: replacing aging and outdated video storage hard drives used in the interview rooms and add two new cameras to the property section for additional interior security. Vendor selected for this purchase: RC Systems Co. ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: This is propriety to the equipment that we currently have in place. This equipment will replace older and outdated equipment that we currently are using. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund Road Use Tax Sewer ❑ Sanitation nBonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 409-11-1100-2106/410-11-1100-2106 Police Information Systems (Fund - Department - Activity - Account Number) (Project Code) $ /7a, 000 $ /coou0 /00,1) 0 Respectfully submitted, 1u bb\mitted, / j ^a j (Signa re Dept. Head or Designee) Date (Signiature Finance Dept. Review) Date v K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee/ �y�t Approval Date allq (l (2a (1 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 5,000.00 plus est. shipping costs of $ to pay for or purchase Not to exceed the amount above for Concrete for traffic signal bases This purchase or expenditure is being made because: IDOT - Traffic Safety Grant - traffic signal improvements at the intersections of Williston & Baltimore and Williston & W. 9th St. 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 El ❑X Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 290-17-7161-2125 CS-TSF-8155(717)-85-07 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 96,100.00 $ 96,100.00 (Signature Dept. ea• or Designee) late (Signature Finance Dept. Review) Date K:\shared goodies\forms\2011-September-Expenditure Pre -Authorization -Concrete for 9th & Williston, Williston & Baltimore Project.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee / Approval Date 11.(9(961( 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 $ 2,950.00 plus est. shipping costs of $ to pay for or purchase EVP (Emergency Vehicle Pre-emption) System This purchase or expenditure is being made because: To be installed with the new traffic signals at the intersection of W. 9th & Williston Vendor selected for this purchase: Traffic Control Corporation QX Bids or written quotes were taken on this purchase, as follows: Traffic Control Corporation Ankeny, IA $2, 950.00 El 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 0 Road Use Tax n Sewer ❑ Sanitation Bonds n FederaVother grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 290-17-7161-2125 CS-TSF-8155(717)--85-07 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitte nature Dept. ead or Designee) $ 96,100.00 $ 96;-49eeo 7.4 1' I _ ate (Sigr(ature Finance Dept. Review) o_( / Date K:\shared goodies\forms\2011September-Expenditure Pre-Authorization-EVP for 9th & Williston Project.xls (Mar 2010) City Clerk Use Only Finance Committee Q( Approval Date -t I to 19 tf 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 Departmant to expend $ 3,000.00 plus ext. shipping cost of $ 0.00 to pay for or purchase uniforms This purchase or expenditure is being made because: per union contract ❑X Bids or written quotes were taken on this purchase, as follows ARAMARK $2560.96, G&K Services $2814.35, City Laundry $3207.98 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: nRoad Use Tax: nSewer: nSanitatlon: Bonds: ❑Federal/other grants: ElOther(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1579 (Fund - Department - Activity - Account Number) in which budgeted amount is (Project Code) $ 2,500.00 and the current available balance is $ 2,351.45 Respectfully submitted, (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date ARAMARK SS POLO S-XL 2XL 3XL 4XL SS COTTON S-XL 2XL-6XL LT - 5XLT LS COTTON S-XL 2XL-5XL LT-XLT 2XLT-5XLT SS Class 2 Safety T-Shirt M-XL 2XL 3XL 4X 5X LS Class 2 Safety T-Shirt S-XL 2XL-3XL 4X-5X MENS JEANS 28-42 44-54 WOMENS JEANS Sizes 6-16 Size 18 VESTS S - XL 2XL-5XL COST QUANITY TOTAL COST $11.99 13 $155.87 $19.99 9 $179.91 $19.99 3 $59.97 $19.99 $0.00 Code Enforcement $5.00 each for logo $10.99 $17.65 $17.65 $10.99 $17.65 $17.65 $17.65 16.99 20.99 29.99 20.99 24.49 33.99 29 $318.71 18 $317.70 $0.00 $75.00 15 $164.85 6 $105.90 $0.00 $0.00 $1,302.91 21 5 1 $356.79 $104.95 $29.99 3 $62.97 $0.00 $0.00 $491.73 $62.97 $15.99 97 $1,551.03 $19.00 $0.00 $1,551.03 $15.00 3 $45.00 $19.00 $0.00 $45.00 $13.99 30 $419.70 $16.99 18 $305.82 $725.52 Shipping & Handling TOTAL COST $4,254.16 G&K Services SS POLO COST QUANITY TOTAL COST S-XL $17.99 13 $233.87 2XL $19.99 9 $179.91 3XL $21.99 3 $65.97 4XL $0.00 SS COTTON S-XL $12.99 29 $376.71 2XL - 6XL $15.99 18 $287.82 LT - 5XLT $15.99 $0.00 LS COTTON S-XL $14.99 15 $224.85 2XL-5XL $17.99 6 $107.94 LT-XLT $17.99 $0.00 2XLT-5XLT $19.66 $0.00 SS Class 2 Safety T-Shirt M-XL 21.99 21 $461.79 2XL 3XL 24.99 5 $124.95 4X 5X 27.99 1 $27.99 LS Class 2 Safety T-Shirt S-XL 24.99 3 $74.97 2XL-3XL 27.99 $0.00 4X-5X 27.99 $0.00 $1,477.07 $614.73 $74.97 MENSJEANS 28-42 $18.99 97 $1,842.03 44-54 $21.99 $0.00 $1,842.03 WOMENS JEANS Sizes 6-16 $21.99 3 $65.97 Size 18 $23.99 $0.00 $65.97 VESTS S - XL $9.99 30 $299.70 2XL-5XL $12.99 18 $233.82 $533.52 Shipping & Handling TOTAL COST $4,608.29 City Laundry SS POLO COST QUANITY TOTAL COST S-XL $24.00 13 $312.00 2XL $27.00 9 $243.00 3XL $27.00 3 $81.00 4XL $0.00 SS COTTON S-XL $22.50 29 $652.50 2XL - 6XL $24.50 18 $441.00 LT - 5XLT $24.50 $0.00 LS COTTON S-XL $24.00 15 $360.00 2XL-5XL $27.00 6 $162.00 LT-XLT $27.00 $0.00 2XLT-5XLT $27.00 $0.00 $2,251.50 SS Class 2 Safety T-Shirt M-XL 15.5 21 $325.50 2XL 3XL 22.5 5 $112.50 4X 5X 22.5 1 $22.50 $460.50 LS Class 2 Safety T-Shirt S-XL 21.95 3 $65.85 2XL-3XL 25.95 $0.00 4X-5X 25.95 $0.00 $65.85 MENS JEANS 28-42 $21.79 97 $2,113.63 44-54 $25.95 $0.00 $2,113.63 WOMENS JEANS Sizes 6-16 $21.79 3 $65.37 Size 18 $25.79 $0.00 $65.37 - VESTS S - XL $11.55 30 $346.50 2XL-5XL $11.55 18 $207.90 $554.40 Shipping & Handling TOTAL COST $5,511.25 • City Clerk Use Only Finance Committeeee [� Approval Date l l tr) 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 Departmant to expend $ 1,353.38 plus ext. shipping cost of $ 0.00 to pay for or purchase Uniforms This purchase or expenditure is being made because: Per Union contract C Bids or written quotes were taken on this purchase, as follows ARAMARK $1353.38; G&K Services $1481.12; City Laundry $1904.62 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: []Federal/other grants: ElOther(specify): This expenditure is to be coded to the following budget line -item: 525/15/5400/1579 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 1,600.00 $ 1,600.00 (Sigrfatur ept. Head Or Designee) Date (Signature Finance Dept. Review) Date ARAMARK SS POLO COST QUANITY TOTAL COST S-XL $11.99 13 $155.87 2XL $19.99 9 $179.91 3XL $19.99 3 $59.97 4XL $19.99 $0.00 Code Enforcement $5.00 each for logo $75.00 SS COTTON S-XL $10.99 29 $318.71 2XL - 6XL $17.65 18 $317.70 LT - 5XLT $17.65 $0.00 LS COTTON S-XL $10.99 15 $164.85 2XL-5XL $17.65 6 $105.90 LT-XLT $17.65 $0.00 2XLT-5XLT $17.65 $0.00 $1,302.91 SS Class 2 Safety T-Shirt M-XL 16.99 21 $356.79 2XL 3XL 20.99 5 $104.95 4X 5X 29.99 1 $29.99 $491.73 LS Class 2 Safety T-Shirt S-XL 20.99 3 $62.97 2XL-3XL 24.49 $0.00 4X-5X 33.99 $0.00 $62.97 cr MENS JEANS 28-42 $15.99 97 $1,551.03 44-54 $19.00 $0.00 $1,551.03 4 WOMENS JEANS Sizes 6-16 $15.00 3 $45.00 Size 18 $19.00 $0.00 $45.00 <, VESTS S - XL $13.99 30 $419.70 2XL-5XL $16.99 18 $305.82 $725.52 Shipping & Handling 339 V.560 TOTAL COST $4,254.16 G&K Services SS POLO COST QUANITY TOTAL COST S-XL $17.99 13 $233.87 2XL $19.99 9 $179.91 3XL $21.99 3 $65.97 4XL $0.00 SS COTTON S-XL $12.99 29 $376.71 2XL - 6XL $15.99 18 $287.82 LT - 5XLT $15.99 $0.00 LS COTTON S-XL $14.99 15 $224.85 2XL-5XL $17.99 6 $107.94 LT-XLT $17.99 $0.00 2XLT-5XLT $19.66 $0.00 $1,477.07 SS Class 2 Safety T-Shirt M-XL 21.99 21 $461.79 2XL 3XL 24.99 5 $124.95 4X 5X 27.99 1 $27.99 $614.73 LS Class 2 Safety T-Shirt S-XL 24.99 3 $74.97 2XL-3XL 27.99 $0.00 4X-5X 27.99 $0.00 $74.97 MENS JEANS 28-42 $18.99 97 $1,842.03 44-54 $21.99 $0.00 $1,842.03 WOMENS JEANS Sizes 6-16 $21.99 3 $65.97 Size 18 $23.99 $0.00 $65.97 VESTS S - XL $9.99 30 $299.70 2XL-5XL $12.99 18 $233.82 $533.52 Shipping & Handling 3721. , $, 1_ _;; 3 TOTAL COST $4,608.29 WOMENS JEANS Sizes 6-16 $21.79 3 $65.37 Size 18 $25.79 $0.00 VESTS S - XL $11.55 30 $346.50 2XL-5XL $11.55 18 $207.90 City Laundry SS POLO COST QUANITY TOTAL COST S-XL $24.00 13 $312.00 2XL $27.00 9 $243.00 3XL $27.00 3 $81.00 4XL $0.00 SS COTTON S-XL $22.50 29 $652.50 2XL - 6XL $24.50 18 $441.00 LT - 5XLT $24.50 $0.00 LS COTTON S-XL $24.00 15 $360.00 2XL-5XL $27.00 6 $162.00 LT-XLT $27.00 $0.00 2XLT-5XLT $27.00 $0.00 SS Class 2 Safety TShirt M-XL 15.5 21 $325.50 2XL 3XL 22.5 5 $112.50 4X 5X 22.5 1 $22.50 LS Class 2 Safety T-Shirt S-XL 21.95 3 $65.85 2XL-3XL 25.95 $0.00 4X-5X 25.95 $0.00 MENS JEANS 28-42 $21.79 97 $2,113.63 44-54 $25.95 $0.00 $2,113.63 $2,251.50 $460.50 $65.85 Shipping & Handling $65.37 $554.40 TOTAL COST $5,511.25 nf, Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance /mmittee approval required? YES V NO �r /p (/ If so. date approved: l `1. I,(� r/ 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 /und Dept Activity Acct # Acct Name Proj Code Amount 010 11 1150,906- 11TRI WPDF j 30,000.d6 010 11 1150 1512 WPD Forf. 11TRI WPDF 30,000.00 WP8-Furl. C'OD CQSGZ TOTAL $30,000.00 This amendment is being requested because: This is to conform with the City's budget line item control policy using extra FY11 revenue received. TOTAL $30,000.00 Prior Committee Actions (Dates): Ci°1 ignature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\csbudgetamendregform (Apr 2003) t ROJECT BUDGET WORKSHEET- NON -CONSTRUCTION P PAGE TWO Project Name (from page one) IA DNR - MidAmercian Ener• Plant Some Shade Department No. project will be budgeted under 37 Leisure Servit 010 37 4105 Activity No. project will be budgeted under City Clerk Use Only Finance Committeeot� Approval Date To be assigned by the Finance Dept. Project No. Subproject No. (Each column should only include amounts by fund) Fund: Fund: Fund: 010_ Fund: 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 2,694.75 3720 Donations - Restricted 3750 Sale of Bonds 3712 Sale of Trees 6,750.00 TOTALS $ 9,444.75 $ EXPENDITURES: 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1536 Trees 1541 Cleaning Supplies 74.75 925.00 8,445.00 (Signature Dept. TOTALS $ 9,444.75 ' -lr Date Total 2,694.75 6,750.00 $ 9,444.75 $ 925.00 8,445.0C 74.7f $ $ 9,444.7: (Signature Finance Dept. Review) ff Da K:\shared goodies\forms\PSS Project Budget Workshee\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name IA DNR - MidAmerican Energy Plant Some Shade City Contract No. Project Manager Project Budget Total $ Todd Derefield 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes X No Grant Name C. City Match Source of Funding D. Other Entities Yes X No Name tree purchase by MidAmerican customers 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. 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 ❑ ❑X ❑ El El ❑ El ❑X ❑ ❑ ❑ ❑ 0 This project is with the Iowa DNR and Mid -American Energy. Trees are offered for sale at $30.00 to customers of MidAmerican Energy. IA DNR reimburses the City for the expense of the trees. This will be the tenth time the City has participated in the Plant Some Shade project. Page 2 must be attached and signed. K:\shared goodies\forms\PSS Project Budget Workshee\Page 1 All Projects (Mar 2010) Project Name City Contract No. Project Manager Project Budget Total PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE TARGET GRANT-BAHAMAS "Junkanoo Art to Cedar Valle " worksho • rant r Shannon Farlow-grant writer $ 1,000.00 1. How will this project be funded'? A. Federal Grant Yes No CFDA # Grant Name B. State Grant Yes I No Grant Name C. City Match Source of Funding D. Other Entities Yes �� No L1 Name x �ryef 2. Attach copies of any grant agreements that will fund the project (REQUIRED) x x 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) °AD Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity ,?0 /2- Done None Target Grant application is attached: this grant will help to provide a free family Junkanoo workshop in conjunction with the other Bahamas Symposium events planned. Help cover travel costs for up to 2 artists and the supplies needed to provide this free family workshop. Page 2 must be attached and signed. K:\shared goodies \forms\FY2012 Projbudg-Target-Bahamas Wkshp\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee � � Approval Date 4 L90 Project Name (from page one) TARGET GRANT-BAHAMAS "Junkanoo Art to Cedar Valley" workshop grant F7020/A Department No. project will be budgeted under Activity No. project will be budgeted under REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: 010-26 4265- (Each column should only include amounts by fund) Fund: Fund: Fund: Fund: 1,000.00 Total 1,000.00 TOTALS $ 1,000.00 $ - $ $ - $ 1,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1 j (Signature De . ead) 750.00 750.00 250.00 250.00 TOTALS $ 1,000.00 $ $ - $ $ 1,000.00 Date CCA L (,),C4,1/41 (Signature Finance Dept. Review) Date K:\shared goodies\forms\FY2012 Projbudg-Target-Bahamas Wkshp\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name BCRLF Program - Forge Industries Acquisition S,K 7Z6M14 r6.7�0,- City Contract No. Project Manager Project Budget Total Noel Anderson $ 8,200.00 1. How will this project be funded? A. Federal Grant Grant Name B. State Grant Grant Name Yes I 1 No X CFDA # Yes l 1 No C. City Match Source of Funding D. Other Entities Yes X No Name BCRLF Closeout Assistance BL-98708301-020 % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity /000 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) Done None CI CI Yes No ❑ ❑X ❑ ❑ ❑ ❑ ❑ ❑X ❑ ❑X ❑ 0 ❑ ❑ Created by the repayment of the BCRLF loan which can be used for eligible BF projects within the city of Waterloo according to the closeout agreement. The acquisition covers environmental and abstracting/legal work to acquire the site. Page 2 must be attached and signed. K:\shared goodies\forms\Forge Industries.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committe Approval Date �(I 2 (97) (1 Project Name (from page one) BCRLF Program - Forge Industries Acquisition Department No. project will be budgeted under 08 Activity No. project will be budgeted under 6501 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: (Each column should only include amounts by fund) Fund: 426 Fund: Fund: Fund: $ Total $ 8,200.00 TOTALS $ .1 $ $ $ $ 8,200.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 3,200.00 3,200.00 2140 Land Acq 54g9fItOli 5,000.00 $ TOT S (Signature Dept. ead) $ $ - $ $ 8,200.00 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet.xls\Page 2 (Donat or NON-constr) (Mar 2010)