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Home My WebLink About11/19/2012AMENDED 1. 3. Add FINANCE COMMITTEE November 19, 2012 5:00 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of November 13, 2012 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Mike Schipper Haz mat Technician Class Marshalltown, Iowa November 26-28, 2012 $190.00 Matt Vlasak, Signal Tech Foreman; Craig Hintzman, Signal Tech II; Tina Schellhorn, Electrical Foreman; Roger Wooden, Maintenance Electrician Fiber Optic Cabling for Ethernet Cedar Rapids, Iowa November 19, 2012 $780.00 Pre Authorizations to Expend over $1,000.00 Dept Amount + Est S/FI Expenditure Central Garage $23,008.70 Cutting edges for motor grader and snow plow blades Central Garage $23,821.00 Purchase of one (1) 2013 Ford Police Interceptor for the Police Department Leisure Services $12,589.60 Smithco Tournament ultra roller Planning $2,000.00 Appraisal for properties located at 1027 and 1025 Sycamore Waste Management Services $83.58 Freight cost shortage BUDGET LINE ITEMS TO BE AMENDED 4. Authorization to increase several Line Items on file in the City Clerk's office in the amount of $10,006.00—Submitted by Nancy Gulick Community Development Coordinator. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk 1. 2. 3. FINANCE COMMITTEE November 19, 2012 5:00 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of November 13, 2012 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Mike Schipper Haz mat Technician Class Marshalltown, Iowa November 26-28, 2012 $190.00 Matt Vlasak, Signal Tech Foreman; Craig Hintzman, Signal Tech II; Tina Schellhorn, Electrical Foreman; Roger Wooden, Maintenance Electrician Fiber Optic Cabling for Ethernet Cedar Rapids, Iowa November 19, 2012 $780.00 Pre Authorizations to Expend over $1,000.00 Dept AmountEst Expenditure Central Garage $23,008.70 Cutting edges for motor grader and snow plow blades Leisure Services $12,589.60 Smithco Tournament ultra roller Planning $2,000.00 Appraisal for properties located at 1027 and 1025 Sycamore Waste Management Services $83.58 Freight cost shortage BUDGET LINE ITEMS TO BE AMENDED 4. Authorization to increase several Line Items on file in the City Clerk's office in the amount of $10,006.00 Submitted by Nancy Gulick Community Development Coordinator. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE November 13, 2012 5:00 p.m. Council Chambers Members present: Schmitt, Hart. Absent: Cole. Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that the Minutes of November 5, 2012, as proposed, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Sergeant Fangman; Investigator Mrzljak; Officer Jurgensen; Officer Miller; Officer Savage; Officer Blocker Interview and Interrogation School Waterloo, Iowa December 3-5, 2012 $1,650.00 Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that request of David Chilcote of 414 Edwards Street is requesting garbage reimbursement in the amount of $189.00 because the property had a private hauler and the wrong account was erroneously given the exemption —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that request of Shelli Pint of Bank Iowa located at 3222 Kimball Avenue is requesting sewer reimbursement in the amount of $942.77 because the property has an irrigation system and they were unaware that they could call to have their bill adjusted accordingly —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that request of Erin Harvey of 218 Peoria Street is requesting garbage reimbursement in the amount of $255.00 because the property utilized a medium size can but was charged for a large size can —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that request of Richard and Joyce Capps of 140 Helen Road is requesting garbage reimbursement in the amount of $166.50 because the property utilized a small size can but was charged for a medium size can —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Building/Maintenance $3,222.00 Furnish & install matching cabinets in City Hall Clerk's office Cultural & Arts $8,539.00 Specialized art rack shelving for art collection storage units Finance Committee November 13, 2012 Page 2 Garage $3,950.00 Differential repairs and gear replacement for street dept loader A01 Leisure Services $5,664.48 12 picnic tables for Gates Golf Course Traffic Operations $1,140.00 5 each of 150 watt and 250 watt Cobraheads for street lights Traffic Operations $1,134.60 10 each of 150 watt and 250 watt ballasts Traffic Operations $1,547.00 Aluminum traffic signal cabinet Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that Bills Payment, as contained in Accounts Payable Invoice Report, dated November 13, 2012 in the amount of $1,279,042.83, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Motion carried. Mr. Schmitt abstained from the bills payment to Schmitt Telecom in the amount of $334.66. With no further business before the committee, it was moved by Hart, seconded by Schmitt that the meeting be adjourned at 5:05 p.m. Ayes: Two. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE I MusED i3'/s FY ']I- BUDGETED J56 . EXPENDED YTD - THIS REQUEST Pit', Oi' LEFT AFTER THIS REQUEST j3/0 UC DATE ?'-7L„ Ori.inal - Clerk/Finance Co. - De••rtment NAME(S) AND POSITION(S): Mike Schipper DATE: November 1, 2012 NAME OF CLASS / MEETING: Haz Mat Technician Class DESTINATION: Marshalltown, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 11-26, 27 & 28-12 RETURN DATE: 11-26, 27&28-12 DATE(S) OF MEETING: 11-26, 27&28-12 PURPOSE OF TRAVELITRAINING: To teach Haz Mat Technician Class for Fisher Controls WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 120.00 LODGING TAXI 70.00 MEALS PARKING REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 190.00 BUDGET LINE ITEM: 010-12-1415-1345 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 190.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITYOF WATERLOQ� ®� I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 FINANCE DEPT. LINE ITEM USED TRAVEL REQUEST Fv' r 3 BUDGETED CITY OF WATERLOO EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY / (:- (J:.) /'.5,U1 Z YU, Uri Cow - tment NAME(S) AND POSITION(S): Matt Vlasak, Signal Tech Foreman; Craig Hintzman, Signal Tech 11; Tina Schelihorn, Electrical Foreman; Roger Wooden, Mtnc. Electrician DATE: Wednesday, November 14, 2012 NAME OF CLASS / MEETING: Fiber Optic Cabling for Ethernet DESTINATION: Cedar Rapids, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: t\itkliUc,C 1\11\ (0,4 r i I RETURN DATE: DATE(Sl QF MEETING: Ailacid Al_Q � �_. \ALA.t SC',C{ y I, 1 AiliArtetttliNO i PURPOSE OF TRAVEL/TRAINING: Van Meter Industrial is offering training in Ethernet Cable Infrastructure. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: )0X COST $ YES NO METHOD OF TRAVEL: xx CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING MEALS 780.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 780.00 TAXI PARKING AIRFARE MSC/TOLLS BUDGET LINE ITEM: 266 17 7120 1345 K GRANT REIMBURSABLE YES NO K REQUIRED CERTIFICATION YES NO TOTAL: $ 195.00 PER PERSON 1 BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD November 14, 2012 I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 City Clerk Use Only Finance Committee Approval Date I I l n City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage Department to expend $ 23,008.70 plus est. shipping costs of $ 0.00 Cutting edges for motor grader and snow plow blades 7 - 6 and 5 foot curved and flat cutting edges) to pay for or purchase This purchase or expenditure is being made because: Replacement cutting edges which are bolted/welded onto plow blades and moldboards Vendor selected for this purchase: Altorfer Inc ❑X Bids or written quotes were taken on this purchase, as follows: Altorfer - Cedar Rapids, IA - $23,008.70 CPW - Tinley Park, IL - $27,960 Murphy Tractor Equip - Waterloo, IA - $28,105.90 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 ❑X Road Use Tax I l Sewer n Sanitation nBonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, , //-/5 C/2 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Street Dept - Moldboard Cutting Edges - Nov 12.xls (Mar 2010) (Project Code) $ 200,000.00 ✓ $ /11370Ci — CITY OF WATERLOO Committee Communication FINANCE Committee Meeting: November 19, 2012 Prepared: November 16, 2012 Dept. Head Signature•` e" # of Attachments: t.)+1C.4-4 SUBJECT: Request for authorization to Piggyback from State Bid for the purchase of one (1) 2013 Ford Police Interceptor for the Police Department to replace squad car involved in accident resulting in total loss of vehicle Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Summary Statement Expenditure Required: $23,821 Source of Funds: Insurance Settlement / GO Bond Proceeds Policy Issue Alternative Background Information: Request authorization to piggyback from state bid for the purchase of one 2013 Police Interceptor to replace squad car 099, totaled as a result of accident. 11/14/2012 10:16 3192914297 WATERLOO LEISURE SER PAGE 02/02 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date ti ftcPirt2 � 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 $ 12,589.60 plus est. shipping costs of $ to pay for or purchase Smithco Tournament Ultra Roller. This purchase or expenditure is being made because: to increase the playability and consistency of the greens at Gates Golf Course. Vendor selected for this purchase: Turfwerks, Johnston IA Bids or written quotes were taken on this purchase, as follows: I i ( Bids or quotes were not taken on this purchase because: Purchase isibeing made using the previously bid State contract pricing through Turfwerks. State Pricing is 20% off list price. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 17 General Fund ijRoad Use Tax C( Sewer 0 Sanitation EX Bonds ( Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4120-2174 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 100,000.00 -3949740- 3CO 4a• t t/14/ 7? i . Ci %r/ 2a /l-//' (Signature Dept. Head or Designee) Date (Signature Finance Dept, Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date It ) i 19C1 ✓2--- City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Planning Department to expend $ 2,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase Appraisal for properties located at 1027 and 1025 Sycamore This purchase or expenditure is being made because: Demo of structures in preparation for housing in the Rath neighborhood Vendor selected for this purchase: Rally Appraisal E Bids or written quotes were taken on this purchase, as follows: Rally Appraisal - $2,000 Appraisal Resources Co. - $2,000 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): N/A Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund n Road Use Tax ❑ Sewer Bonds n ElFederaVother grants E Other (specify) This expenditure is to be coded to the following budget line -item: 010 08 5700 2141 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current availa Sanitation (Project Code) $ 3,000.00 ✓ $ 3,000.00 ✓ i, //-/4/;2-0/2 (Signatur iept. He or Designee) Date (Sigriature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 1 of 1 CHRIS WESTERN From: Jim Herink [jherink@rallyappraisal.com] Sent: Thursday, October 25, 2012 10:14 PM To: CHRIS WESTERN Subject: RE: Appraisal of Property located at 1027 and 1025 Sycamore Street Waterloo, vacant lot and lot with garage Chris, Would charge $1,100 for the shop, $300 for house and the $700 combined for the two lots and the garage. Total fee would be would be $2,000 and it would take about four weeks. Jim Herink Certified General Appraiser FHA Certified Rally Appraisal, L.L.C. 2302 W. 1st Street, Suite 201D Cedar Falls, IA 50613 319-266-9373 319-277-5218 (Fax) jherink@rallyappraisal.com "Consistently Exceeding Expectations" From: CHRIS WESTERN [mailto:CHRIS.WESTERN@WATERLOO-IA.ORG] Sent: Wednesday, October 24, 2012 1:55 PM Subject: Appraisal of Property located at 1027 and 1025 Sycamore Street Waterloo, vacant lot and lot with garage Good Aftemoon all, The City of Waterloo is seeking bids for the appraisal of property (see attached). As always the city is pressed for time and would need a quick tumaround on this. Please submit you bids and estimate time of completion via email to me as soon as possible. Thank you and if you have any questions please don't hesitate to call. If I am not available you may ask for Noel Anderson. Chris W. Westem Planner II/Brownfield Coordinator City of Waterloo Office 319-291-4366 Fax 319-291-4262 11/812012 Page 1 of 1 CHRIS WESTERN From: ARCGRD@aol.com Sent: Wednesday, October 24, 2012 2:10 PM To: CHRIS WESTERN Subject: Re: Appraisal of Property located at 1027 and 1025 Sycamore Street Waterloo, ... In response to your request, we can provide you with a complete summary report on the Sycamore Street property for a fee not to exceed $2,000 and the assignment can be completed within 30 days from the date the assignment is awarded. Thank you. George Davis, Appraisal Resources Company George R. Davis, Commercial Real Estate Appraiser Appraisal Resources Company 1500 2"d Ave. SE, Suite 108, Cedar Rapids, Iowa 52403-2368 P.O. BOX 691, Cedar Rapids, Iowa 52406-0691 Phone: (319) 362-4775 Fax: (319) 369-9853 Cell: (319) 551-4059 e-mail: arcgrd@aol com State of Iowa General Certified Appraiser #CG01120 Al' I'ItAISAN_ RI:,5 URc,'S C' MI'ANY In a message dated 10/24/2012 1:49:33 P.M. Central Daylight Time, CHRIS.WESTERN@WATERLOO-IA.ORG writes: Good Afternoon all, The City of Waterloo is seeking bids for the appraisal of property (see attached). As always the city is pressed for time and would need a quick turnaround on this. Please submit you bids and estimate time of completion via email to me as soon as possible. Thank you and if you have any questions please don't hesitate to call. If I am not available you may ask for Noel Anderson. Chris W. Westem Planner II/Brownfield Coordinator City of Waterloo Office 319-291-4366 Fax 319-291-4262 11/8/2012 City Clerk Use Only finance Committee Approval bate /(C/7C12--- 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 $ 83.58 plus ext. shipping cost of $ 0.00 to pay for or purchase Freight cost shortage This purchase or expenditure is being made because: Freight cost were $158.58 not $75.00 short $83.58,the original reguest was approved 10/15/2012 n Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Electric Pump co. is the factory rep for Hayward Gordon Pumps Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: nRoad Use Tax: nSewer: nSanitation: Bonds: ❑Federal/other grants: LOther(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Sig ture apt. Head Or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 200,000.00 / $ 12Z,.94 94 %'j eh, `'.� City Clerk Use Only Finance Committee Approval Date I: - City of Waterloo Expenditure Authorization Request Form Zit f (IS -gP, The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the WMS Department to expend $ 7,037.79 Pump parts plus ext. shipping cost of $ 75.00 to pay for or purchase This purchase or expenditure is being made because: to replace parts that are worn out in a Hayward Gordon pump #3 digester recirculation nBids or written quotes were taken on this purchase, as follows X Bids or quotes were not taken on this purchase because: Electric Pump is the factory rep that handles parts for Hayward Gordon Pumps Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: Road Use Tax: nSewer: nSanitation: Bonds: Federal/other grants: nOther(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, Si / y" / nature Dept. Head Or Designee) Date (Project Code) $ 200,000.00 '' (Sfgaafure/Finance Dept. Review) Date I'aI{r: I ELECTRIC PUMP SOLD TO: CITY OF WATERLOO 715 MULBERRY STREET WATERLOO, IA 50703 UNITED STATES CONFIRM TO: DICK OLSON INV( il('1, -I1to If Tim SIn cI u:;,A -Iclephunr. (.'I.;)'( "')_/IA\(}I)).'oi110T1 full ',ice 1 800 181 PI IMI' wwwcIecIImepump cold IDVOILI MINIM It 08.I6r159 IN IrIVI0)1 1 ll• I I/I/2.017 ( )01FR 1JI JI It)Y2 01III'Ml I'II AIL SAI HSI'I:RSON ( I IS f( )l'l ln2 NO ) SOLD IIY SHIP TO: CITY OF WATERLOO) W WTP 3505 EASTON AVENUE TAG IIWPI3-062 WATERLOO, IA 50702 UNITED STATES REFERENCE: HAYWARD GORDON PARTS 001)6686 10/21/20I2 PETS LIES 201-1323 .IRII CUSTOMER P.O.: WP13-062 SIM" VIA: BESTWAY Terms: Net 30 Days ITEM NO. ORDERED SHIPPED BACK ORD PRICE UNIl' AMOUNT *2026449901 *52515002 *2046705101 *50623 128 *50623159 *50623251 1.00 1.00 0.00 HAYWARD GORDON IMPELLER HIGH CHROME 1.00 1.00 0.00 HAYWARD GORDON GASKET Loo I.00 0.00 HAYWARD GORDON SHAFT SLEEVE #2F 400 SERIES HARDENED 1.00 1.00 0.00 HAYWARD GORDON 0-RING SHAFT SLEEVE 1.00 1.00 0.00 HAYWARD GORDON 0-RING BEARING CAP 1.00 1.00 0.00 HAYWARD GORDON 0-RING BEARING HOUSING 5,807.31 EACFI 5,807.31 35.31 EACH 1,186.08 EACH 1.06 EACH 2.43 EACH 5.60 EACH A 1.5% LATE CHARGE WILL BE ADDED TO ACCOUNTS 30 DAYS AND OLDER. Net Invoice: Beginning October lst, 2008, payments by check may or will be processed as an electronic Freight: fund transfer. Your original check will not be returned. Funds may be debited from the Sales Tax: check writer's bank account on the same day the payment is received. Invoice Total: 35.31 1,186.08 1.06 2.43 5.60 7,037.79 158.58 0.00 7,196.37 ORIGINAL Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mittee approval required? YES NO If so, date approved: I 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 6/30/2013 submitted by the Community Development Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 224 32 5850 1327 resid.rehab BG21AADMN 5,000.00 224 32 5850 1301 temp services BG21AADMN 5,000.00 290 32 5861 3381 personal funds 32JS2 ADMN 5,006.00 290 32 5861 1785 refund payments 32JS2 ADMN 5,006.00 TOTAL This amendment is being requested because: For Kelly Services employees For Jumpstart State refund $10,006.00 TOTAL $10,006.00 Prior Committee Actions (Dates): Signature DeptT lead r Designee' j Date /ltt 4�t 4/.2t6,k/ZGi /3-3.0/a. (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment Request fund 224-5850 9-12-2012.xIs (Apr 2003)