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Home My WebLink About02/11/20131. 2. 3. 4. 5. 6. FINANCE COMMITTEE February 11, 2013 5:10 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of February 4, 2013 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Investigator Pohl Cellebrite Training/certification Elkhorn, Wisconsin March 25-28, 2013 $2,308.00 Sergeant Ludwig; Luitenant Campbell Iowa Association of Women Police Training Conference West Des Moines, Iowa March 25-26, 2013 $440.00 Captain Mohlis Northwestern School of Police Staff and Command Webster City, Iowa March 17-May 24, 2013 $8,685.00 Gary Luck, Sewer Maintenance Foreman; Dave Ross, Sewer Maintenance Worker; Todd Gaede, Sewer Maintenance Worker; Forrest Graves, Sewer Maintenance Worker 17th Annual Iowa Collection System Specialty Conference Marshalltown, Iowa March 7- 8, 2013 $440.00 Kent Shankle, Cultural and Arts Director Bahamian Art Pick-up Tallahassee, Florida February 28-March 3, 2013 $840.00 Jon Martin, Rehabilitation/Relocation Specialist MSA Professional Services Refresher Sampling Tech & Inspector and Lead Inspector/Risk Assessor Training Dubuque, Iowa February 21-22, 2013 $780.00 7. 8. 9. 10. Steve Grimm, Rental Housing Inspector IAHO Spring Conference Certification & Recertification Waterloo, Iowa April 3-5, 2013 $250.00 State of Iowa RIC Staff IPERS and Deferred Compensation Employee Updates Waterloo, Iowa February 20, 3013 $195.00 Phillip Schuppert, Storm Water Specialist Iowa Storm Water Conference Ames, Iowa March 4- 6, 2013 $353.46 Pre Authorizations to Expend over $1,000.00 Dept AmountEst. Expenditure Airport $1,500.00 Sand for use on the runways, taxiways and ramps to improve braking action Building/Maintenance $1,000.00 Fire Alarm/Suppression System Plans Review Building/Maintenance $14,970.85 Energy efficient interior lighting for Public Market Culture & Arts $2,200.00 Commercial Print Services Traffic Operations $1,240.40 Keep Right Signs and street name signs Waste Management Services $2,301.38 Variable Frequency Drive (VFD) 20 hp BUDGET LINE ITEMS TO BE AMENDED 11. Approve the project budget for the Airport IDOT Vertical Infrastructure grant in the amount of $103,234.00—Submitted by Bradley Hagen, Airport Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE February 4, 2013 5:10 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 January 28, 2013, 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 Edward Stoffer, Cable TV Production Coordinator Social Media Marketing Conference Waterloo, Iowa March 27, 2013 $199.00 _. Sergeant Howard; Officer Ladage; Probation Officer Dietz 2013 Midwest Gang Investigator Association Merriville, Indiana May 18- 22, 2013 $1,682.44 Rudy D. Jones, Community Development Director Cedar Valley Coalition Washington, D.C. April 18- 23, 2013 $1,725.00 Jamie Knutson, Associate Engineer 2013 Greater Iowa Asphalt Conference Des Moines, Iowa March 7- 8, 2013 $370.00 Ethel Washington Executive Management Training Emeryville, California April 14- 19, 2013 $2,940.00 Bob Ball, Chief Building Inspector Wisconsin Commercial Building Code Madison, Wisconsin February 17-20, 2013 $1,100.00 Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for one (1) New Replacement Forklift for the Sewer Department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for 2013 Cargo Maintenance Van for Building Maintenance Department —Submitted by Mark Rice, Public Works Director, 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. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Building/Maintenance $1,000.00 Helipad Fire $2,200.00 + $17.04 Opticom Phase Selector Fire $3,100.00 Thirty (30) replacement batteries for portable radios Leisure Services $7,586.90 Two (2) rotary tillers for golf Leisure Services $1,696.00 1 pallet Redi-Earth potting mix Finance Committee February 4, 2013 Page 2 Police $8,331.27 Four Nikon D7000 digital cameras with accessories and two Nikon D3100 digital cameras with accessories for the Police Crime Lab Police $13,866.00 + Two Harris P7270 portable radios for LEIN Region 2 $18.00 Information Sharing office Police $5,760.00 Platinum all -in -one 2.0 GPRS package with a three year warranty with Map Agent Pro software Street $8,048.00 Replacement tires for wheel Loader A05 Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Bills Payment, as contained in Accounts Payable Invoice Report, dated February 4, 2013, pp. 1-31, in the amount of $933,740.18, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Hart, seconded by Schmitt that the meeting be adjourned at 5:15 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO I-INANGt DtVT. LINE ITEM USED FY _20I' BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAR ONLY 010-11-1100-1346 3". Ui:i6:1 /.SLd3/ 7� v /3 Copy - Department NAME(S) AND POSITION(S): Investigator J. Pohl DATE: January 17, 2013 NAME OF CLASS / MEETING: Cellebrite Training/certification DESTINATION: Elkhorn, WI. DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: March 25, 2013 Return Date: March 28th, 2013 DATE(S) OF MEETING: March 26th-28th, 2013 PURPOSE OF TRAVEL: Lt McNamee requests to send Invesitgator J. Pohl to Elk Horn, WI. to attend a cellebrite certification course. This course will enable Pohl to conduct much more detailed forensic examinations of cellular phones that are seized during the course of investigating crimes. This course is much more detailed, in depth and technical than other courses he has attended. In addition to this, the course also trains in ways to extract information he otherwise would not be able to attain. He will utilize a city vehicle and be allotted food and lodging during the days he attends. March 25th is a travel day, the course is the 26th through the 28th. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 0.00 YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 250 LODGING $158 MEALS $1800 REGISTRATION $100 MILEAGE/FUEL TOTAL FOR ALL: $ 2308.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 010-11-1100-1346 YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 2308.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENTHEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Sgt. Ludwig and Lt. Campbell FINANCE DEPT. LINE ITEM USED FY _20 /. BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 1/, 5 / ) /, "Jc1 oi3 Co • y - Department DATE: January16, 2013 NAME OF CLASS / MEETING: Iowa Association of Women Police Training Conference DEPARTURE DATE: March 25, 2013 Return Date: March 26th, 2013 DESTINATION: West Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: March 25-26, 2013 PURPOSE OF TRAVEL: Lt. Frana is requesting permission to send Sgt. Ludwig and Lt. Campbell to the Iowa Association of Women Police Training Conference in West Des Moines, IA. On March 25-26, 2013. This conference covers many topics of interest and also issues that this department currently faces now and in the future. Sgt. Ludwig is also a departmental instructor and can pass the knowledge or information she gains at this conference onto other officers through in service training. She will utilize a department vehicle for this conference. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 0.00 YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 130.00 LODGING $130.00 MEALS $150.00 REGISTRATION $30.00 MILEAGE/FUEL TOTAL FOR ALL: $ 440.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-11-1100-1346 YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 220.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND 1S NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR t- 7---v\3 DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT LINE ITEM USED FY _2013_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance . STAFF ONLY 010-11-1150-1512 11TRI WPDF p /06IS6, 7i'e ) Co . - De . ment NAME(S) AND POSITION(S): Capt. David Mohlis DATE: January 31,2013 NAME OF CLASS / MEETING: Northwestern School Of Police Staff and Command DESTINATION: Webster City, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: March 17,2013 Return Date: May 24,2013 DATE(S) OF MEETING: March 18- May 24,2013 PURPOSE OF TRAVEL: Director Trelka is requesting authorization to send Captain David Mohlis to the Northwestern University School of Police Staff and Command school at the Webster City Police Department on March 18- May 24,2013, in Webster City, Iowa. This 10-week course is a University based Command school for Police personnel and is designed to presents skill sets to enhance the proficiency of Officers who command and supervise other personnel.. The cost associated with this training will be tuition, lodging, meal per diem, and fuel. 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: $ 3100.00 LODGING $1735.00 MEALS $3650.00 REGISTRATION $200.00 MILEAGE/FUEL TOTAL FOR ALL: $ 8685.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 8685.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD - DATE I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED hid jy h ZC' J 6tfe, FY At 3 BUDGETED % Y EXPENDED YTD j15 /: CS - THIS REQUEST 614-d, co LEFT AFTER THIS REQUEST DATE r�- Original - Clerk/Finance / Coy - D • • merit NAME(S) AND POSITION(S): Gary Luck — Sewer Maintenance Foreman Dave Ross — Sewer Maintenance Worker Todd Gaede — Sewer Maintenance Worker Forrest Graves — Sewer Maintenance Worker DATE: 1/302013 NAME OF CLASS / MEETING: 17"' Annual Iowa Collection System Specialty Conference DESTINATION: DEPARTURE POINT IF NOT WATERLOO: Marshalltown, IA DEPARTURE DATE: March 7"' & 8th RETURN DATE: March 7ih & 8th DATE(S) OF MEETING: March 7th & 8th PURPOSE OF TRAVEL/TRAINING: Education CEU's These employees had gone to IAWEA Conference January 29"'-30"' but because of the weather January 30"' was cancelled. A refund will be given back to the City but these employees still need additional certified education to be able to maintain their Grade 11 Collection System Certification. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: x CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI MEALS PARKING $110.00 REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 440.00 BUDGET LINE ITEM: 520-14-5200-1346 GRANT REIMBURSABLE YES NO YES NO TOTAL: $ PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO -eQ.tiws- 1 APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR 1--To-13 &A1 cared Goodies\Forms\Travel Request Form Jantiary 2010 DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED o'G 64 EGG'S / ,E4 TRAVEL REQUEST CITY OF WATERLOO FY ;La 3 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori•inal- Clerk/Finance Cou - be ment NAME(S) AND POSITION(S): Kent Shankle, Director DATE: 1/30/12 NAME OF CLASS / MEETING: DESTINATION: Tallahassee, FL DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 2/28/13 RETURN DATE: 3/3/13 DATE(S) OF MEETING: 3/1/13 PURPOSE OF TRAVEL/TRAINING: Travel to pick up, pack and transport works of Bahamian art from WCA collection. Works were part of a touring exhibition organized by WCA and were on view at the Museum of Fine Arts at Florida State University. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 300 140 400 LODGING TAXI MEALS PARKING REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 840 010-26-4265-1346 BUDGET LINE ITEM: 26-STG-OSG x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A • UBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST AND IS NECESSARY AND BEN FICIAL TO THE CITY +F W TERLOO E ' T BAD-, MAYOR Rq ared Goodies\Forms\Travel Request Form January 2010 DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FYv�G'i3 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori•inal - Clerk/Finance STAFF ONLY 5853 Nr/i; 78}" Co, - ••rtment NAME(S) AND POSITION(S): JON MARTIN REHABILITATION / RELOCATION SPECIALIST DATE: FEBRUARY 6, 2013 NAME OF CLASS / MEETING: MSA PROFESSIONAL SERVICES -REFRESHER SAMPLING TECH & INSPECTOR AND LEAD INSPECTOR/RISK ASSESSOR TRAINING DESTINATION: DUBUQUE, IOWA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: FEBRUARY 21, 2013 RETURN DATE: FEBRUARY 22, 2013 DATE(S) OF MEETING: FEBRUARY 21-22, 2013 PURPOSE OF TRAVEL: ATTEND MSA PROFESSIONAL SERVICES REFRESHER TRAINING COURSES FOR THE SAMPLING TECHNICIAN AND INSPECTOR COURSE AND THE LEAD INSPECTOR/RISK ASSESSOR COURSE. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ -D- YES .NO METHOD OF TRAVEL: CITY VEHICLE X PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: 100. 75. 555. 50. LODGING MEALS REGISTRATION MILEAGEJFUEL TOTAL FOR ALL: $ 780.00 TAXI PARKING AIRFARE MISC/TOLLS 224 32 5853 1346 BUDGET LINE ITEM: BGLED TRVL x YES NO x YES NO GRANT REIMBURSABLE REQUIRED CERTIFICATION TOTAL: $ 780.00 PER PERSON I BELIEVE THIS TRIP SERV AND IS NECESSARY AN CITY OF WAXERLOOT RPOSE E I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR FEBRUARY 6, 2013 DATE DATE ared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY ; ti3 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori • final - Clerk/Finance STAFF ONLY O/') i,,2 5-/GD 134(e NAME(S) AND POSITION(S): Steve Grimm, Rental Housing Inspector DATE: 2/4/13 NAME OF CLASS / MEETING: IAHO Spring Conference Certification & Recertification DESTINATION DEPARTURE POINT Waterloo-Hawkeye College IF NOT WATERLOO: DEPARTURE DATE: April3, 2013 RETURN DATE: April 5, 2013 DATE(S) OF MEETING: April 3, thru April 5, 2013 PURPOSE OF TRAVEL/TRAINING Certification WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 250.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 250.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-22-5100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 250.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OFyVATERL00 AD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED G'/U C C7 67: i 6 `r6 FY,2c13 BUDGETED 'C c' ) EXPENDED YTD 30. / 5 THIS REQUEST LEFT AFTER THIS REQUEST DATE 27 2 G- / 3 Original - Clerk/Finance Co. - De..rtment NAME(S) AND POSITION(S): RIC STAFF DATE: 2/4/2013 NAME OF CLASS / MEETING: IPERS AND DEFERRED COMPENSATION DESTINATION: CITY HALL, WATERLOO DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING: 2/20/2013 PURPOSE OF TRAVELITRAINING: UPDATE ON REGULATIONS FOR IPERS AND DEFERRED COMPENSATION FOR EMPLOYEES 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 X PRESENTAT1O MILEAGE/FUEL NFEES MISC/TOLLS TOTAL FOR ALL: $ 195.00 BUDGET LINE ITEM: 010-09-8250-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 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 4 DE RT,T D� MAYOR RM cared Goodies\Forms\Travel Request Form January 2010 DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED h / U7 '7:5 3c FY g-M3 BUDGETED lCCJt' ud EXPENDED YTD THIS REQUEST j �, 4/ ' LEFT AFTER THIS REQUEST / 5 `, / 5 / DATE '7? w . /.. 2 0 /3 Ori•inal - Clerk/Finance Cow - De • • tment NAME(S) AND POSITION(S): Phillip Schuppert, Storm Water Specialist DATE: February 6, 2013 NAME OF CLASS / MEETING: Iowa Storm Water Conference H20: Humans, science and oversight (March 4-5, 2013) DESTINATION: Ames, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: March 4, 2013 RETURN DATE: March 6, 2013 DATE(S) OF MEETING: March 4 — 5, 2013 PURPOSE OF TRAVEL/TRAINING: To attend Iowa Storm Water Conference H20: Humans, science and oversight (March 4-5, 2013; Ames, IA) (Phil will be staying March 5th as well as he is attending another conference in Des Moines on the 6t.) WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 153.46 LODGING TAXI 50.00 MEALS PARKING 150.00 REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 353.46 BUDGET LINE ITEM: 521-07-7830-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 353.46 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 February 6, 2013 DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee �/ Approval Date .72 11 1: ' 1 3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport $ 1,500.00 Department to expend plus est. shipping costs of $ to pay for or purchase Sand for use on the runways, taxiways, and ramps to improve braking action. This purchase or expenditure is being made because: Sand creates traction on runway surfaces to assist aircraft landing and taking off. Vendor selected for this purchase: BMC Aggregates n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: FAA requires a special grade of sand that is only available through BMC. 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 I I Other (specify) This expenditure is to be coded to the following budget line -item: (Fund - Department - Activity -Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, a'77 ature Dept. r Designee) Date '(Signature Finance Dept. Review) Date $ 13541097N /3 3 3 co $ 59,379.83 3, 83&`t" K\ehared goodies\forms\Runway Sand 2013.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 2((,1 2C 157 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 $ 1,000.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Fire Alarm/Suppression System Plans Review - Covenant Medical Center Vendor selected for this purchase: Lund Fire Protection 0 Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: City has a contract with Lund Fire Protection Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: QX General Fund Road Use Tax � Sewer Sanitation nBonds Federalother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-5100-1390 (Fund - Department - Activity -Account Number) in which the budgeted amount is and the current available balance is RespeetfuIly stted, Si re Dept. Head or Designee) (Project Code) $ =//hG`' Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Pre-Auth Lund Fire -Plans Review Covenant Med Center.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committ 7� Approval Date /I/ (�LZ1 2% 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 $ 14,970.85 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Energy efficient interior lighting for Public Market 18 fixtures @ $200.00 each for a rebate of $3600.00 Vendor selected for this purchase: Van Meter E Bids or written quotes were taken on this purchase, as follows: Van Meter was low bidder - ❑ 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: QX General Fund n Road Use Tax ❑ Sewer Sanitation ❑ Bonds FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 412-22-6880-2152 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ ()c c) and the current available balance is $ ;,y 3�G-' Respectful) ubmitted, �� 6 -/$ ;, ,r es (tc Z ),LL, ,,, L ,2- G• ,_ci3 (Signature Dept. Head or Designee) Date (Sigr ature 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 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Culture & Arts Department to expend $ 2200.00 or less plus est. shipping costs of $ N/A to pay for or purchase Commercial Print Services This purchase or expenditure is being made because: to promote Spring and Summer Classes, Workshops and programs for the Center for the Arts, Phelps Youth Pavilion, & RiverLoop Amphitheatre. Vendor selected for this purchase: Pioneer Graphics Bids or written quotes were taken on this purchase, as follows: 1.) $2098.00 - Pioneer Graphics - Waterloo, IA 2.) $1794.00 - La Crosse Graphics Inc. - La Crosse, WI 3.) $3418.00 - Woolverton - Cedar Falls, IA 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 ❑ FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: City Printing Budget: 010 03 8970 1353 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is RpsOctfry,uritt (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 507000700— -" vCc'() $ 6(.3k,, K:\shared goodies\forms\Schedule_Expenditure Pre -Authorization (Mar 2010) CHAWNE PAIGE To: KENT SHANKLE Cc: PAULETTE HAWKENSON Subject March -August - Schedule of Events Mailer After reviewing the submitted quotes, we have selected Pioneer Graphics for the printing of our schedule. The decision was based on the review of pervious performance and to support local business. CHAWNE PAIGE Digital Arts Manager 319.291.4490 Waterloo Center for the Arts www.waterloocenterforthearts.org CHAWNE PAIGE To: Subject: Jim Miller RE: Request for Quote from Pioneer From: Jim Miller[mailto:jmiller@theoioneergrouo.com1 Sent: Thursday, January 31, 2013 1:24 PM To: CHAWNE PAIGE Subject: RE: Request for Quote from Pioneer Chawne Here is pricing for you. ISSUE# 63003 4x9 stitched booklet, 24 total pages print 2/2 on 70# matte text and stitch on long side with proofs and extras delivered to WCA. 6,500 - $1713.94 3 tabs, inkjet sort and mail at Waterloo PO 5,400 - $383.35 -- »` \.___ ---- _.._.- Thanks Chawne. Let me know if I can schedule press time for this one in advance. Jim jim Miller - President Pioneer Graphics Commercial Printing OFFICE HOURS 8 AM TO 4:30 PM Let us print your post cards and mailers - full mailing services available 1 QUOTATION LA CROSSE GRAPHICS INC. 3025 East Avenue South LaCrosse, WI 54601 Phone: 608-788-2500 Fax: 608-788-2660 Quotation Number. 98116 Quotation Date: 2/1/2013 Sales Rep: MICHAEL GARCIA Estimator. CLIF YOUNGBAUE Customer Account Name: Address: Contact Phone: WATERLOOCENT WATERLOO CENTER FOR THE ARTS 225 COMMERCIAL ST WATERLOO IA 50701-1313 CHAWNE PAIGE 319-291-4490 Fax: 319-291-4270 Job Description CLASS SCHEDULE 24 PAGE SELF COVER FLAT— 8 X 9 FINISH— 4 X 9 FILES FURNISHED LOW RES AND HIGH RES PROOFS BINDERY: FOLD, STITCH, TRIM F.O.B. LA CROSSE; NON MAILING TO WATERLOO *ADDITIONAL COST TO INKJET, MAIL PREP, APPLY 3.TABS- $488.00 (5400) *ADDITIONAL COST FOR NCOA- $25.00 + $.002/ ADDRESS INITIAL HERE TO OPT OUT *ADDITIONAL COST FOR POSTAGE IS PAYABLE TO LA CROSSE GRAPHICS AT COST Component 24 PAGES Size: 4 X 9 Ink 2 / 2 Bleed: Yes Stock Description: Color: BWT: MATTE TEXT WHITE 70 Thickness: .0000 eae6 Price iL 6500 $1,269.74 LGI REQUIRES FILES PROVIDED IN PRESS -READY PDF FORMAT, OR $10.00 PER 8.5 X 11 PAGE WILL BE CHARGED. THIS QUOTATION/ESTIMATE IS SUBJECT TO THE TERMS ON THE REVERSE SIDE OF THIS PAGE. QUOTE BASED ON 40 LB CARTONS. SPECIAL CARTONING INSTRUCTIONS REQUIRE A MINIMUM ADDITIONAL COST OF $.32 PER CARTON UNLESS VOTED ABOVE. THIS QUOTATION/ ESTIMATE IS HEREBY ACCEPTED SUBJECT TO ALL TERMS AND CONDITIONS CONTAINED ON THE REVERSE SIDE. DATE: BUYER SIGNATURE: V� To: Woolverton 6714 Chancellor Dr Cedar Falls, IA 50613-6964 Phone (319) 277-2616 Fax (319) 277-8136 estimating@woolverton.com www.woolverton.com Waterloo Center for the Arts 226 Commercial St Waterloo, IA 50701 ATTN: Chawne Paige Phone (319) 291-4490 Email chawne.paige@waterloo-ia.org Date Salesperson Estimator Quotation 14737 01 /31 /2013 Jeff Miller Reed Brenden Dear Chawne Paige We wish to thank you for the opportunity to submit our quotation for this work. If our proposal is accepted you will receive the highest quality workmanship and a prompt delivery. Quotation subject to revision after sixty days or with any changes from below specifications. Paper is subject to price and availability at time and commencement of work. Please feel free to call with any additional questions or changes. Below Is Your Detailed Production Specifications for this Request Description Pages Size Paper Ink Finishing Proofs Prices Class Schedule Booklet 24 Pages self cover Final Size : 4 x 9 70.0 lb House (Flo) Dull Text 2/2+ Dull Aqueous black + 1 pms Fold, collate, stitch 9" edge, trim, tab (3), inkjet and mail approx. 5400, deliver extras after mailing Hi & Lo Res Proofs Quantity 6,500 The above pricing is based on output ready files. Any additional editing needed to process supplied files will bill at $75.00 per hour. Over -runs or under -runs are not to exceed 10% of the quantity ordered. Prices do not include sales tax or postage. Upon acceptance please indicate the quantity required City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee 1�y Approval Date i I t JC 1 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 $ 1,240.40 plus est. shipping costs of $ to pay for or purchase Keep Right Signs and street name signs This purchase or expenditure is being made because: Upgrade and replace damaged signs. Vendor selected for this purchase: Newman Signs QX Bids or written quotes were taken on this purchase, as follows: Newman Signs Jamestown, North Dakota $1,240.40 0 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund 0 Road Use Tax D Sewer Sanitation OX Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) 15,000.00 ✓ $ 11,287.39 '/ ( ignature Dep, Head or Designee) Date (Signature Finance Dept. Review) Date K:.shared goodies\forms\2013-February-Expenditure Pre -Authorization -Keep Right & street name signs.xls (Mar 2010) City Clerk Use Only Finance CommitteR Approval Date `7-(11 1 70i l 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 VVAM3 Departmant to expend $ 2,301.38 plus ext. shipping cost of $ 0.00 to pay for or purchase Variable Frequency Drive (VFD) 20hp This purchase or expenditure is being made because: To control the speed of the pumping rate on the transfer sludge pump in the digester building ElBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: This is a direct replacement of the old one and Van Meter carries this model Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund: Road Use Tax: Sewer. ❑Sanitation: ❑Bonds: ❑Federal/Other grants: ❑Other(specify): This expenditure is to be coded to the following budget line -item: 520/14/5900/1'37'4 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Resp tfully submitted, 74:1 ,2 - /- (3 73,,t c<c,:C(t., (. /,,i.r,> , ,, ,� ,2- -A,'/ 3 ( ig ature ept. Head Or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 10,000.00 $ 6,712.80 Quotation (VM) 125 Courier Street VAN METER Waterloo, IA 50701-1289 I 319-235-9313 Fax 319-235-0365 QUOTE TO: WATERLOO WASTE WATER 3505 EASTON AVE WATERLOO, IA 50702-2000 CIISTOHER H A7dfR 13674 CtfST0 R ORDER N{u48ER 20HP 460V PF400 JOHN QU01 D�,TE 01/29/13 ire NjHRER ;; S7333038 ORDER TO: (2) VAN METER INC. 125 Courier Street Waterloo, IA 50701-1289 319-235-9313 Fax 319-235-0365 PAGE 1 SHIP TO: WATERLOO WASTE WATER 3505 EASTON AVE WATERLOO, IA 50702-2000 AP,M 8Y irI2I TER Norma Barlow WAT 35 ORDER Y lea lea SH:I.P UTA 02CI5 CITY M-F DESCRi! glIo. NET 30 DAYS A-B 22C-D030N103 20HP 480V PF400 A-B 22-JBAC POWERFLEX 40 NEMA-1 CONDUIT BOX KIT TAXES NOT INCLUDED SCHNECKM See Below E?ttf #M€e 2280.000e 21.375e 2 SHFI+'::#;: 2 fREIEItT A1:U No 2280.00 21.38 Wire, conduit, and fluorescent lamp prices in effect at time of shipment. Other items valid 30 days and based on gtyssupplied, unless otherwise specified. All items subject to approval by specifying party. Nonstock items are subject to restocking charges based on manufacturer's terms and conditions. Frt charges or applicable tax not included. Subtotal S&H CHGS 2301.38 0.00 Amount Due 2301.38 Project Name City Contract No. Project Manager Project Budget Total PROJECT BUDGET WORKSHEET - ALL PROJECTS---I"m-4.44:(1"11'4' PAGE ONE ti(21 t7) IDOT Vertical Infrastructure FY13 Grant Brad Hagen $ 103,234.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes X No Grant Name IDOT Vertical Infrastructure Program C. City Match Source of Funding D. Other Entities Yes No Name % Paid by federal grant % Paid by state grant % Paid by City % Paid by other entity Attach copies of any grant agreements that will fund the project (REQUIRED) 2. 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, attach authorization to purchase real property to this document. 3. Please indicate any non -participating expenses that you are aware will be incurred, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 4. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 100.00% Done None 0 ❑ Yes No ❑a El Done None El El Yes None 5. Include a brief description of the project in the space below: (REQUIRED) The purpose of this agreement is for accomplishment of certain improvements at the Waterloo Regional Airport, indentified as: replacement of siding and roofing on existing T-Hangars A & B; installation of waterproof roof on existing Snow Removal Equipment Building; rehabilitation of T-Hangar floors. Page 2 must be attached and signed. users \michelle-w\forms\Project Budget Wkshts_IDOT Vert Infr FY13.xls\Page 1 All Projects (Feb 2007) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO Project Name (from page one) IDOT Vertical Infrastructure FY13 Grant Department No. project will be budgeted under 29 Activity No. project will be budgeted under 7760 REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3353 Federal U-Step Grant 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3750 Sale of Bonds 3800 Miscellaneous Revenue EXPENDITURES: (Each column should only include amounts by fund) Fund: 291 Fund: Fund: Fund: Total 103,234.00 103,234.00 TOTALS $ 103,234.00 $ - $ $ $ 103,234.00 2103 Engineering & Consulting $ 12,400.00 $ 12,400.00 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2156 Bikeway Construction 2161 Bridges 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc 2169 Airport Improv 90,834.00 90,834.00 TOTALS $ 103,234.00 $ $ $ $ 103,234.00 Yip �i,,zc . f Jr gnature De ..t/ Date (Signature Finance Dept. Review) Date users\michelle-w\forms\Project Budget Wkshts_IDOT Vert Infr FY13.xls\Page 2 (Constr Proj) (April 2003)