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Home My WebLink About09/10/20121. 2. 3. 4. FINANCE COMMITTEE September 10, 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 September 4, 2012 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Steve Jordan, Fire Marshal 2012 Hawkeye State Fire Safety Association Fire Prevention Education Conference Ankeny, Iowa October 16-19, 2012 $675.00 Officer Pohl ICAC Computer Forensic Training Conference Ankeny, October 23-25, 2012 $480.00 Iowa Mark Boesen IAHO Fall Conference Certification & Recertification Waterloo, Iowa October 3- 5, 2012 $250.00 Laura Milkins, Visiting Artist Vertigo: Wonder Women — Performance Art Series Travel to Waterloo, Iowa from Tuscon, Arizona September 27-30, 2012 $150.00 5. Approval of sewer refund in the amount of $971.88 for Shannon Bloom of 3541 E. Shaulis Road Submitted by Suzy Schares, City Clerk. 6. Approval to allow the establishment of petty cash in the amount of $200.00 for the Planning Department —Submitted by Aric Schroeder, City Planner. 7. Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Building/Maintenance $2,500.00 Fire alarm/suppression system plan review Cultural & Arts $1,200.00 Performance fee for the "Galactic Cowboy Orchestra from Minnesota" Engineering $1,400.00 Mobile Connect and Mobile license maintenance renewal for the PAVEPLUS view and the map director ARC GIS software Engineering $2,500.00 Phase 1 pedestrian survey and historic properties survey of two locations on Dry Run Creek from Tallgrass Historians Leisure Services $9,000.00 Fasteners, roofing lumber, screening lumber and roof steel for dugouts at Riverfront Sports Park Leisure Services $20,000.00 Two concrete bleacher pads and two concrete sidewalks at Riverfront Sports Park Police $1,785.00 + $100.0 Eight Uway Night Trakker NT50B infared scouting cameras for LEIN region 2 information sharing office Waste Management Services $24,123.00 + $750.00 Garbage and yard waste carts BUDGET LINE ITEMS TO BE AMENDED 8. Approve the project budget for the Black Hawk gaming Assn grant for Sportsplex marketing in the amount of $50,000.00 Submitted by Paul Huting, Leisure Services Director. 9. Approve the project budget for the airport pavement mtce program for FY13 funded with $19,000.00 from Iowa Department of Transportation and $4,285.00 from the airport operating budget —Submitted by Brad Hagen, Airport Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE September 4, 2012 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 August 27, 2012, 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 Lt. Frana, Sgt Hoelscher, Sgt Richter, Sgt McClelland, Officer Erie AR15 Armorer Class Waterloo, Iowa October 29-30, 2012 $1,125.00 Investigator Saunders, Planner/Analyst Wilson LEIN Conference Des Moines, Iowa October 1- 3, 2012 $870.00 9 officers LEIN Conference Des Moines, Iowa October 1- 3, 2012 $4,665.00 S. Maureen Newbill Riverwalk & Greenwich Village Arts Festivals Naperville & Rockford, Illinois September 15-16, 2012 $275.00 Eric Thorson, City Engineer American Public Works Association Fall Conference Iowa City, Iowa September 19-21, 2012 $500.00 Cheryl Huddleston Human Iowa Public Employer Labor Relations Association Annual Conference Urbandale, Iowa September 12-14, 2012 $219.08 Resources Manager Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that authorization to piggyback from bids received for one (1) Ford Police Interceptor Utility from Bill Colwell Ford for the Police Department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that authorization to dispose of excess equipment Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that approval of bid for survey services to survey a portion of City owned land along Northeast Drive, just south of MLK Jr. Drive —Submitted by Noel Anderson, Community Planning & Development Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that approval of several refunds —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Finance Committee September 4, 2012 Page 2 Moved by Hart, seconded by Schmitt to accept low bid from Pioneer Graphics of Waterloo, Iowa in the total production cost of $2,324.23 to design and produce the Fall 2012 Storm Water Education Brochure —Submitted by Wayne Castle, PLS, EI, Associate Engineer, 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 $1,523.00 Wireless router update at Five Sullivan Brothers Convention Center Building/Maintenance $5,385.00 Change order for additional asbestos removal for City Clerk's office Engineering $1,275.00 2013 Annual NPDES fee permit for facility #079001 Fire $3,500.00 Used Hurst Trimo Power Unit Leisure Services $4,655.00 Broadleaf control chemicals for turf at City parks and ball parks Leisure Services $2,700.00 900 tee shirts for the participants in the Mayor's Fun Run Leisure Services $7,980.00 Bleachers and participant benches for tennis center Leisure Services $4,396.12 Grass seeder Traffic Operations $1,714.68 HPS (high pressure sodium) lamps Traffic Operations $1,520.65 + $370.00 1 street light pole with arm and hardware Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Authorization to increase Line Item 1314 (Health Services) and Line Item 1555 (Minor Equipment) in the amount of $2,000.00—Submitted by Sandie Greco, Traffic Operations Superintendent, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Authorization to increase Line Item 1314 (Health Services) and Line Item 1111 (Salaries) in the amount of $15,000.00—Submitted by Sandie Greco, Traffic Operations Superintendent, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that the project budget for the Hart National League of Cities Training FY13 project budget in the amount of $1,705.00—Submitted by Michelle Weidner, Chief Financial Officer, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated September 4, 2012, pp. 1-24, in the amount of $1,052,780.81, 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 5:06 p.m. Ayes: Three. Motion carried. Carol Failor Deputy City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY,A1/3 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE STAFF ONLY c7t. /.2 /`/vo 7 /O. CO / ya'6). 0 NAME(S) AND POSITION(S): Steve Jordan, Fire Marshal DATE: 1 I9I IRA v I nwrn.G rr GFIYI I MG.11 September 4, 2012 NAME OF CLASS / MEETING: 2012 Hawkeye State Fire Safety Association Fire Prevention Education Conference. DESTINATION: Ankeny, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 16, 2012 RETURN DATE: October 19, 2012 DATE(S) OF MEETING: October 16-19, 2012 PURPOSE OF TRAVEL: Attend Fire Safety Conference, CEU's needed to maintain Fire Inspector Certificates. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 300.00 LODGING TAXI 100.00 MEALS PARKING 225.00 REGISTRATION AIRFARE 50.00 MILEAGE/FUEL MISCfTOLLS TOTAL FOR ALL: $ 675.00 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 EC ARY AND BENEFICIAL TO THE CITY OF WATER Op—, I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR 7l / r DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Officer Jeremy Pohl DATE: FINANCE DEPT. STAFF ONLY 010-11-1160- LINE ITEM USED 1346 11PRO ICAC FY 2011 BUDGETED 6 j EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST /S/` DATE 7>>o% Original - Clerk/Finance Copy - Department August 30, 2012 NAME OF CLASS / MEETING: ICAC Computer Forensic Training Conference DESTINATION: Ankeny, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 23, 2012 RETURN DATE: October 25,2012 DATE(S) OF MEETING: October 23-25,2012 PURPOSE OF TRAVEL: Sgt. Rogers is requesting to send Officer Jeremy Pohl to an ICAC Computer Forensic Training Conference in Ankeny, IA., October 23-25, 2012. This training Conference is a yearly training put on by the Electronic Crime Institute and will cover such topics such as cell phone analysis and Microsoft Windows 8 artifacts. This training is necessary for Officer Pohl to stay updated on the latest technology. !CAC will reimburse the city of Waterloo for all listed expenses except fuel. A city vehicle will be required to drive top the training location. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 00.00 YES NO METHOD OF TRAVEL: xx CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $300.00 LODGING TAXI $105.00 MEALS PARKING $0.00 REGISTRATION AIRFARE $75.00 MILEAGE/FUEL MSC/TOLLS TOTAL FOR ALL: $ 480.00 010-11-1160-1346 BUDGET LINE ITEM: 11PRO ICAC XX xx GRANT REIMBURSABLE YES NO xx REQUIRED CERTIFICATION YES NO TOTAL: $ 480.00 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 DEMENT HEAD MAYOR 6`LI' v ., DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 6u C' /27c/-/.v FYI/3 BUDGETED j'OoC.C'U EXPENDED YTD / %5. 6''0 THIS REQUEST of 57.1, ad LEFT AI- I tit THIS REQUEST (v 5 6.Gu DATE 7 4.4) ,- Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Mark Boesen DATE: 9-4-2012 NAME OF CLASS / MEETING: IANO Fall Conference Certification & Recertification DESTINATION: Waterloo, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 3, 2012 RETURN DATE: October 5, 2012 DATE(S) OF MEETING: October 3-5, 2012 PURPOSE OF TRAVEL/TRAINING: Fall conference classes WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE X PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: 0 LODGING 0 TAXI 0 MEALS 0 PARKING 250.00 REGISTRATION 0 AIRFARE 0 MILEAGE/FUEL 0 MISC/TOLLS TOTAL FOR ALL: $ 250.00 224-32-5850-1346 BUDGET LINE ITEM: BG2IA ADMN X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 250.00 PER PERSON I BELIEVE THIS TRIP SER AND IS NECESSARY A CITY OF UBLIC PURPOSE- I APPROVE THIS TRAVEL REQUEST TO THE DEPARTMENT HEAD 9-4-2012 MAYOR DATE J:\NANCY-G\travel\Mark IAHO 9-4-2012.doc DATE FINANCE DEPT. STAFF ONLY TRAVEL REQUEST CITY OF WATERLOO LINE ITEM USED r;u, p6; FY ;u) i.h BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 3u� LfgSd,c } /S L).dct vfJ /O t r Copy - Department NAME(S) AND POSITION(S): Laura Milkins Visiting Artist DATE: September 4, 2012 NAME OF CLASS / MEETING: Vertigo: Wonder Women --Performance Art Series DESTINATION: Waterloo Center for the Arts, Waterloo, IA DEPARTURE POINT IF NOT WATERLOO: Tuscon, Arizona DEPARTURE DATE: Thursday, September 27th RETURN DATE: Sunday, September 30th DATE(S) OF MEETING: Friday, September 28th PURPOSE OF TRAVEL/TRAINING: Ms. Milkins will be performing as a part of the Vertigo: Wonder Women --Performance Art Series hosted at the Waterloo Center for the Arts in partnership with the University of Northern Iowa Department of Art. As a part of this partnership, the WCA is responsible for covering the lodging expenses for the artist, while the University is responsible for all other travel expenses, including airfare, mileage and food. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ - YES NO METHOD OF TRAVEL: CITY VEHICLE _ PRIVATE VEHICLE X (Paid for by UNI) AIRFARE DEPARTING FROM: Tuscon, Arizona ESTIMATE OF COST: $150 LODGING MEALS REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 150 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: ova aG V.265-'316 ..26,.576.us� 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 DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 MARIA ARMSTRONG From: Shannon Bloom [shannonmattson77@gmail.com] Sent: Wednesday, August 22, 2012 3:20 PM To: MARIA ARMSTRONG Subject: Sewer Bill Mistake Dear Maria Armstrong, I am writing to you in regards to our sewer bill. After going to the city water works, many phone calls with Rita at Waste Management, and 2 emails to Suzy Schares, it seems as though our problem has been passed on to you. I am sure you have been brought up to speed with the issue, but just to recap.... We bought our home in August of 2007. It was not disclosed to us that we had a septic tank. The previous owners did not know this either, and they, too, were paying the city for sewage services. Since 2007 until the present, we have incurred charges totaling $971.88. This is all for services that we did not use! We are seeking reimbursement for all sewer services we have paid for since 2007. I have been trying to find somebody in charge of the issue, and I am constantly getting pushed on to the next person. I do realize there are proper channels that need to be navigated first, but, here I am over a month later, still writing emails! I would like to have this matter resolved immediately. You can contact me at my email address shannonmattson77@gmail.com or call me at (319) 231- 6959 Please respond at your earliest convenience! Thank you, Shannon Bloom by`i%"\`) �Sy I t Svo-ASts 8/22/2012 Account No 15 75 2770 Customer BLOOM JASON Address 3541 E SIIAULIS :5=Payments ? Billing Consu Water Date Payment 7/02/12 22 37.20- 4/03/12 30 1/04/12 24 10/03/11. 16 7/01/11 16 4/04/11 18 UUG6DFR DISPLAY 50.12- 41.21- 26.84- 28.09- 30.83- Display Account History 56307 Billing Date Ph 269-4407 Activity RD WATERLOO Sewer Payment '82.44- 69.77- 51.36- 53.93- ' 58. 19- ' Garbage STORM Payment Payment 31.50- 8.25- 33.08- 33.08- 31.50- 33.08- 33.08- Display Account History Account No 15 75 2770 56307 Billing Date Customer BLOOM JASON Address 3541 E SIIAULIS 5-Payments ? Billing Consu Water Sewer Garbage Date Payment Payment Payment _- 1/04/11 19 32.49- 59.57- 1 33.08- 10/01/10 27 38.62- 45.42- ' 7/01/10 20 31.58- 47.69- 4 4/01/10 13 22.68- 40.29- ' 1/04/10 14 22.92- 40.05-7 1.0/01/09 16 22.98- 43.41- 31.50- 33.08- 33.08- 31.50- 31.50- 8.66- 8.66- 8.25- 8.66- 8.66- Tota1 Payment 76.95- 174.30- 152.72- 117.95- 123.76- 130.76- St Cnd O RT P P * P RT* P RT P 8/30/12 14:58:01 Ph 269-4407 Activity RD WATERLOO STORM Total St Payment Payment 8.66- 133.80- P 8.25- 123.79- P 8.66- 121.01- P 8.66- 104.71- P 94.47- P 97.89- P F3-Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS Cnd RT* RT RT Di Account No 15 75 2770 56307 Customer BLOOM JASON Address 3541 E SHAULIS 5-Payments ? Billing Consu Water Date Payment 7/01/09 17 24.11- 4/01/09 28 1/02/09 22 10/01/08 18 7/02/08 20 4/01/08 22 UUG6DFR DISPLAY Account No 15 75 2770 Customer BLOOM JASON Address 3541 E SHAULIS 5-Payments ? Billing Consu Date 1/02/08 17 10/02/07 5 F3=Exit F F20=Meter 37.59- 30.58- 20.99- 23.93- 24.65- splay Account History Billing Date Ph RD 269-4407 WATERLOO Sewer Garbage Payment Payment 45.09-. 31.50- 66.24- 55.83- r 46.77- 52.64- 53.49- : 33.08- 33.08- 31.50- 33.08- 31.50- Display Account History 56307 Billing Date Ph 269-4407 Activity RD WATERLOO STORM Payment Activity Total St Cnd Payment 100.70- P 136.91- P 119.49- P RT* 99.26- P RT* 109.65- P RT 109.64- P 8/30/12 14:58:18 Water Sewer Garbage Payment Payment Payment 20.59- 45.79-' 41.18- Date of Service 4/3/2012 1/4/2012 10/3/2012 7/1/2011 4/4/2011 1/4/2011 10/1/2010 7/1/2010 4/1/2010 1/4/2010 10/1/2009 7/1/2009 4/1/2009 1/2/2009 10/1/2008 7/2/2008 4/1/2008 1/2/2008 10/2/2007 10.68- 13.91- c 13.50- Amount Charged $ 82.44 $ 69.77 $ 51.36 $ 53.93 $ 58.19 $ 59.57 $ 45.42 $ 47.69 $ 40.29 $ 40.05 $ 43.41 $ 45.09 $ 66.24 $ 55.83 $ 46.77 $ 52.64 $ 53.49 $ 45.79 $ 13.91 STORM Payment $ 971.88 Total Amount To Refund Total St Cnd Payment 107.56- P 38.09- P * 119=Cust Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward I CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director Committee Communication Finance Committee Meeting: 9/10/12 Prepared: 9/5/12 A' Dept. Head Signature: # of Attachments: 2 SUBJECT: Review and Approval of the establishment of $200 of petty cash for the Planning Department. Submitted by: Aric Schroeder, City Planner Recommended City Council Action: Approval to allow the establishment of petty cash in the amount of $200 for the Planning Department. Summary Statement: The purpose of the petty cash will be for payments to the Black Hawk County Recorder's Office for documents recorded by the Planning Department. Previously, the Recorder's Office allowed the Planning Department to be billed monthly for documents we recorded. However, effective 9/1/12, the Recorder's Office will no longer allow for billing and will require that payment be submitted at the time of recording of each document. Expenditure Required: $200 Source of Funds: 010-08-5700.1710. Policy Issue: None Alternative: Background Information: The petty cash will be maintained in a locked box, with access to the box limited to the Department Head, Assistant Department Head, and Administrative Assistant, and used for payment to record documents. Prior to the Recorder's Office allowing a charge account, all items to be recorded required obtaining a check for the recording payment, which caused delays in getting documents recorded and significant problems occurred where the recording fee was quoted wrong, and new checks or additional checks were required to cover the difference. Because use of a charge account system will no longer be allowed, the use of petty cash would appear to be the most efficient way to record documents. cc: Noel Anderson, Community Planning & Development Director Path: K:\USERS\ARIGS\City of Waterloo\council letters \Finance \09-04-12 Finance Communication Establishing Petty Cash.doc CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer SANDIE SMITH DEPUTY 319 833 3173 DEBORAH DOWD DEPUTY 319 833 3172 JUDITH A. MCCARTHY 316 E. 5TH ST. ROOM 208 WATERLOO, IOWA 50703-4474 PHONE: 319 833 3171 OR 833 3012 FAX: 319 833 3170 AUGUST 9, 2012 To Whom It May Concern: 00 & ZO,ylNc, 4Z7. RECEIVED AUG 1 4 2012 1?. 'LOQ, 4P According to the Code of Iowa 331.602 (See Attached copy) I should not be recording without payment at the time of the recording. Therefore, I will not be charging anymore recordings after September 1, 2012. I will still charge for copies and you will be billed monthly for those. If you would like to have us speak to the council about E-filings, we would be more than happy to do that. That would be the easiest way for you to record. Otherwise we require a check with all recordings. 616.7Y- Judith McCarthy Black Hawk County Recorder 8/9/12 NXT 4 PRINT Document 1 of 1 Source: Iowa Code/IOWA LAW 2011 MERGED IOWA CODE AND SUPPLEMENT/2011 MERGED IOWA CODE AND SUPPLEMENT/TITLE IX LOCAL GOVERNMENT/SUBTITLE 1 COUNTIES/CHAPTER 331 COUNTY HOME RULE IMPLEMENTATION/331.602 General duties. 331.602 General duties. The recorder shall: 1. Record all documents or instruments presented to the recorder's office for recordation upon payment of the proper fees and compliance with other recording requirements as provided by law. 2. Rerecord an instrument without fee upon presentation of the original instrument by the owner if an error is made in recording the instrument. The recorder shall also note on the new record a reference to the original record and on the original record a reference to the new record. 3. If an error is made in indexing an instrument, reindex the instrument without fee. 4. Reserved. 5. Reserved. 6. Carry out duties as a member of a nomination appeals commission as provided in section 44.7. 7. Carry out duties relating to the recordation ()foil and gas leases as provided in sections 458A.22 and 458A.24 8. Endorse on each notice of an unemployment contribution lien the day, hour, and minute that the lienis filed for recording and the document reference number, index the notice of lien, and record the lien as provided in section 96.14, subsection 3. 9. Carry out duties relating to the registration of vessels as provided in sections 462A.5, 462A.23, 462A.51, 462A.52, 462A.54, and 462A.55. 10. Carry out duties relating to the issuance of hunting, fishing, and fur harvester licenses as provided in sections 483A.10, 483A.12, 483A.13, 483A.14, 483A.15, and 483A.22. 11. Collect migratory game bird fees as provided in chapter 484A. 12. Record the orders and decisions of the fence viewers and index the record in the name of each adjoining owner of land affected by the order or decision as provided in section 359A.10. The recorder shall also note that a judgment has been rendered on an appeal of an order or decision of the fence viewers as provided in section 359A.24. 13. Reserved. 14. Reserved. 15. Record without fee a sheriffs deed for land under foreclosure procedures as provided in section 257B.35. 16. Issue snowmobile and all -terrain vehicle registrations and user permits as provided in sections 321G.4, 321G.4A, 321G.6, 321G.21, 321I.4, 3211.5, 321I.7, and 321I.22. 17. Record the measure and plat of a zoning district, building line, or Bre limit adopted by a city as provided in section 380.11. 18. Can-y out duties relating to the platting of land as provided in chapter 354. 19. Submit monthly to the director of revenue a report of the real property transfer tax received. 20. Carry out duties relating to the endorsement, indexing, and recording of income tax liens as provided in section 422.26. 21. Carry out duties relating to the taxation of real estate transfers as provided in chapter 428A. search. legls.state. ia.us/printasp/pnnt.asp?v id=default&N )CrS aipt=nxt/gateway .dll&N XTH ost=search. le... City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 91 I020(7 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 2,500.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Fire Alarm/Suppression System Plan Review for 2280 Bishop Ave Ryder Logistics Vendor selected for this purchase: Lund Fire Protection n Bids or written quotes were taken on this purchase, as follows: n 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: General Fund n Road Use Tax Sewer n Sanitation Bonds n Federalother grants n 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 Respectfully submitted, (Signature pt. Head or Designee) (Project Code) �LCCI GCc CL/F�a C"� C�'`a 'IJ- Date (Signature Finance Dept. Review) Date K:\shared goodieslforms\Pre-Auth Lund Fire - 2280 Bishop Ryder Logistics.xls (Mar 2010) City Clerk Use Only Finance Committee,tt Approval Date tlfi0(7C`I",`a 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 Department to expend $ 1,200.00 plus est. shipping costs of $ 0.00 to pay for or purchase performance fee for the " Galactic Cowboy Orchestra, from MN....to play at the Riverloop Amphitheatre on August 31, 2012 from 5:30 to 9:30 pm Friday This purchase or expenditure is being made because: We received a Hotel Motel award to cover advertising and inaugural season expenses for the new Riverloop Ampitheatre for advertising and some performances fees Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: x 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 ❑ Sanitation Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-26-4265-1390- other contractual exps -Grants budget 26-HMT.ADVFY2013 (Fund - Department - Activity - Account Number) (Project Code) $ 37,000 HMT AWARD in which the budgeted amount is and the current available balance is Respectfully submitted, $ A2014 (Signature Dept. Head or Designee) v Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Exp-Authz-Galactic Band 83112 (Mar 2010) RiverLoop 2012 Entertainment Contract to as Agent agrees Elisa Wright,o hereinafter WCAinto this agreement on August 3, 2012, whereby Ag Arts, rhereinafter t referred to as "WCA" enterappear in person and be a featured entertainer for the eprovide described Cowboy Orchestra, withaccordance o the eentsreferred below in herein as the Perfomance". tAgent ge tr represents that Entertainer has participation in the agreedvont is to to be bound by said terms and conditions as described in this agreement. Section I — Description of Performance Date of Entertainer's Performance: Au ust 31 2012 _ - - 5.30p m — 9:30a.m. Performance Period for * Entertainer must arrive, be set-up and be ready to perform promptly at this time RiverLoop Amphitheatre Place/Address of Performance: Waterloo Center for the Arts 225 Commercial Street Waterloo, IA 50701 he RiverLoop e Details: Entertainerwill breaks, each twenty (20) minutes in length and spaced rm four (4) hours of live musical entertainment at t therec or RiverLoop Amphitheatre,eawith two (2) riod evenlyghthroughout covere performance t e and no compensation other than outlined . The performance is offered f in this Agreement t will be might be a small 9 offered by WCA to either Agent or Entertainer. It is understood, based on the propoosal ts sbmpres, that one Entertainer is a 4 piece Band with 3 vocalists. Compensation is bpsed $1,200 Entertainer's Fee: • Melissa McKean Center for the Arts Contact: RiverLoop Event Manager Waterloo Center for the Arts 225 Commercial Street Waterloo, IA 50701 Email: melissa mckeafl@waterloo-ia.orq Galactic Cowboy. Orchestra Agent Contact: New Folk Booking c/o Elisa Wright 13715 Rhode Island Ave. S Savage, MN 55378 RAI Initial Agent Initial 2012 Outdoor Band Contract City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby nee n requested to au peize thertment followiexpng d purchase or expenditure submitted by the to pay for or purchase $ 1,400.00 plus est. shipping costs of $ 0.00 This is the Mobile Connect and Mobile License Maintenance renewal fort e PAVEPLUS View and the Map Director ARC GIS software. This purchase or expenditure is being made because: This is the software used for the Pavement Mana ement S stem. Vendor selected for this purchase: Cartegraph S stems Bids or written quotes were taken on this purchase, as follows: This is a technical assistence and maintenance contract for existing software. 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 finding for this expense: [I �I General Fund u Road Use Tax Sewer Sanitation I Option Bonds Federal/other grants I I Other (specify) Local O p 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, 0 nature Dept. iea or Designee) (Project Code) $ 1,400.00V $ 1,400.00 Date '(Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) Cartegraph 3600 DIGITAL DRIVE DUBUQUE IA 52003 FEIN: 42-1419553 Bill To: City of Waterloo Eric Thorson 715 Mulberry Street Waterloo IA 50703 Billing questions call Kevin at 800-688-2656 x5298 or kevinkline@cartegraph.com Support Exp Date Customer ID Payment Terms 9/26/2012 WATERCIIA Net 30 Invoice # R-08006 Date 6/19/2012 Page: 1 LICENSEE (if different than above) Item Number Modules Covered Qty Unit Price Extended Price MCONNEPLSRL0000 Mobile Connect Maint Renew 1.00 $880.00 $880.00 MLICENPLSRL0000 Mobile License Maint Renew 1.00 $520.00 $520.00 ACH Information: PREMIER BANK 2625 NW ARTERIAL DUBUQUE, IA 52002 E-mail Remittance to: achremit@cartegraph.com ROUTING NUMBER: 073922652 ACCOUNT NAME: Cartegraph Systems, Inc ACCOUNT NO.: 90122410 Subtotal $1,400.00 Sales Tax $0.00 Total $1,400.00 Credit card payments: http://www.cartegraph.com/payments Please note the invoice # from above with payment. This renewal notice is being sent to remind you that your maintenance, subscription or support agreement will expire on the support expiration date listed above. To continue your agreement without interruption please return payment within 30 days. If the agreement lapses the renewal will be the list price plus a 40% fee. ..P : , City of Waterloo 61(6ziy2' Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering $ 2,500.00 plus est. shipping costs of $ Department to expend to pay for or puchase Phase 1 pedestrian survey and historic properites survey of two locations on Dry Run Creek from Tallgrass Historians. This purchase or expenditure is being made because: The EDA and the City have agreed on a change in scope for the work on Dry Run Creek. This requires additional survey work to meet federal requirments. C Bids or written quotes were taken on this purchase, as follows: x 1 Bids or quotes were not taken on this purchase because: Tall Grass Historians did the original survey work. Prior Committee Actions (Dates): This expenditure is to be coded to the following budget line -item: 409-07-5300-2103 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 60,000.00 and the current available balance is $ 11,950.71 Respectfully submitted, (Signature Dept. Head or Designee) Q%y/lz Date (Signature Finance Dept. Review) Date users\shared goodies\forms\[File] (April 2003) 09/05/2012 08:48 3192914297 WATERLOO LEISURE SER PAGE 02/03 City Clark Use Only Finance Committee Approval Date tj lf) I''t1 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 Leisue Services Department to expend $ me 9,000 plus est. shipping costs of $ to pay for or purchase Fasteners, roofing lumber, screening lumber and roof steel for dugouts at Riverfront Sports Park. This purchase or expenditure is being made because: This will cover materials to complete the 10 dugouts that were started in the Spring and construct the final 2 dugouts on diamond #4. Vendor selected for this purchase: various vendors n Bids or written quotes were taken on this purchase, as follows: Pro -Build, Fastens!, Lowes, Home Depot, ABC Supply, Arbor Forest Products. Various vendors will be used based on product availabilty and pricing. 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 Bonds Road Use Tax U Sewer Sanitation Federal/other grants I ^I Other (specify) BH Gaming Grant This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 37RST-CRYS (Fund - D'epartment - Activity - Account Number) (Project Code) in which the budgeted amount is $ and the current available balance is $ / 3 "i 5a Respectfully submitted, S— (Sigrsattire Dept. d or Designee) Date (Signature Finance Dept. Review) Date K:',shared goodies\forrns\dugout pre auth.xls (Mar 2010) 9/05/2012 08:48 3192914297 WATERLOO LEISURE SER PAGE 03/03 City Clerk Use Only Finance Committee Approval Date - 1 Ii 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 $ me 20,000 plus est. shipping costs of $ to pay for or purchase Two concrete bleacher pads and two concrete sidewalks at Riverfront Sports Park. Bid includes labor and material. This purchase or expenditure is being made because: New bleachers are needed for diamonds #Land #2. Vendor selected for this purchase: Bowers Masonry ❑ Bids or written quotes were taken on this purchase, as follows: Bowers Masonry $15,461.25 $3.99 for addl Mike Dolan Concrete $15,500.00 $4.00 for addl DC Corp $16,468.75 $4.25 for addl. B&B Builders $16,468.75 $4.25 for addl Quality Concrete $17,243.75 $4.45 addl 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: LJ General Fund' Bonds n Road Use Tax IJ Sewer I I Sanitation Federal/other grants I X� Other (specify) BH Gaming Grant This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 37SPT-CRYS (Project Code) $ l E `5?4' (Signature Dept. d or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee, ji Approval Date CI( t2l,7 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,785.00 plus est. shipping costs of $ 100.00 to pay for or purchase eight Uway Night Trakker NT5OB infared scouting cameras for LEIN region 2 Information Sharing Office This purchase or expenditure is being made because: equipment to be used by LEIN Region 2 Information Sharing Office for night time surveillance. Vendor selected for this purchase: HCO Outdoor Products x Bids or written quotes were taken on this purchase, as follows: HCO Outdoor Products $1875.00 Bow Viper $2011.60 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 n Road Use Tax n Sewer ❑ Sanitation Bonds nFederal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1563 11GRT LENT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res ectfully submitted, V i i`i ,� ,(I �� (p1� 77 .+(��<a�fC /ii�l_C_()� r2 YG�vj (Signs tufe Dept. Head or Designee) Date (Signbture Finance Dept. Review) Date $ r $ (3.6o'I- K:\shared goodies \fors\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date '1I (C(9-01 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 VVNI3 Department to expend $ 24,123.00 plus ext. shipping cost of $ 750.00 to pay for or purchase Garbage and yardwaste carts This purchase or expenditure is being made because: To replace damaged and new cart accounts Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Mid- Iowa is the company we have been ordering carts from 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: Sanitation: nBonds: nFederaVother grants: X EOther(specify): This expenditure is to be coded to the following budget line -item: 57.5/15/5400/1596 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 80,000.00 $ 52,804.18 7,27/ C"v`.t_.C. =i (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date Mid -Iowa Solid Waste 5105 NW Beaver Dr WA Johnston, IA 50131 ENT CO, INC. 515-276-3352 Fax 515-276-2976 Toll Free 800-733-8731 Helping you clean your Planet since 1975 Quote To: j f Ship To: City of Waterloo City of Waterloo Keith Kearns Keith Kearns 3505 Easton Ave 3505 Easton Ave Waterloo IA 50702 Waterloo IA 50702 QUOTE Quote # SI_GQ1085 Date tl- ;r _,L Sales Rep Steve FOB Waterloo This Quote good for 30 days We are pleased to propose the following for your consideration Qty Description IL 220 96 Gallon Olympia Green Hot Stamp Logo with Serial Number - Start numbering with 220 96 Gallon Med Blue w/black lid Pierced Hot Stamp Logo with Serial Number - Start numbering with Unit Price I Ext. Price $53.65 $11,803.00 $56.00 $12,320.00 1 Freight $750.00 $750.00 SubTotal $24,873.00 Sales Tax $0.00 Shipping $0.00 Total $24,873.00 Terms Net 30 Customer must verify Serial Number Sequence Applicable Taxes not included Lead Time 10-12 Weeks "At Your Disposal", Steve Gould s PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name SportsPlex Marketing City Contract No. Project Manager Project Budget Total Mark Gallagher $ 50,000.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name x CFDA # B. State Grant Yes No Grant Name C. City Match Source of Funding D. Other Entities Yes X No Name x BHC Gaming Association 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. 37SPtX Subproject No. *RLX M/6/6 (3 % 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) This project will allow for a comprehensive marketing and public relations plan for the Cedar Valley SportsPlex. The focus will be on membership sales (both corporate and household) as well as drawing tournament organizers of the venue. Done None Ili El Yes No ❑ E1 ❑ ❑ ❑ ❑ ❑ ❑x El E ❑ ❑x ❑ El Page 2 must be attached and signed. K:\shared goodies\forms\37HMT SPLX.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) SportsPlex Marketing l _' 1 Department No. project will be budgeted under 37 Leisure ServicE Activity No. project will be budgeted under 4202 City Clerk Use Only Finance Committee O Approval Date r To be assigned by the Finance Dept. Project No. 37SPtX Subproject No. /Y1faaf l3 (Each column should only include amounts by fund) Fund: 010 Fund: REVENUES: 426-37-4202 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 BHCGA 3111 Hotel Motel EXPENDITURES: 50, 000.00 0.00 Fund: Fund: Total 50,000.00 TOTALS $ 50,000.00 $ $ - $ - $ 50,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1351 Advertising 50,000.00 TOTALS $ 50,000.00 $ 50, OUl.D $ $ $ 501 000 moue 1 c1 ". i/ )- (Signature Finance Dept. Review) Date K:\shared goodies\forms137HMT SPLX.xls\Page 2 (Donat or NON-constr) (Mar 2010) Project Name City Contract No. Project Manager Project Budget Total PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Pavement Maintenance Program FY13 Brad Hagen $ 14,285.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes X No Grant Name IDOT Pavement Maintenance Grant C. City Match Source of Funding Airport General Fund 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. 70.00% 30.00% Done None ❑X ❑ Yes No ❑ ❑XEl 0 Done None ❑ ❑ Yes None 5. Include a brief description of the project in the space below: (REQUIRED) This is an agreement between the City of Waterloo and the Iowa Department of Transportation for the purpose of funding Pavement Maintenance at the Waterloo Regional Airport. Page 2 must be attached and signed. users\michelle-w\forms\Project Budget Wkshts_IDOT Pavement Grant FY13.xls\Page 1 All Projects (Feb 2007) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO Project Name (from page one) Pavement Maintenance Program FY13 Department No. project will be budgeted under 29 Activity No. project will be budgeted under 7760 / 7700 (Each column should only include amounts by fund) Fund: Fund: 291 010 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 10,000.00 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3750 Sale of Bonds 3800 Miscellane�ous Revenue A q)00" 12-eV d ,Ub Yss. co Fund: Fund: Total 10,000.00 EXPENDITURES: TOTALS $ 10,000.00 $t.L» - cD $ - $ - $ 1#01500 2103 Engineering & Consulting 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 1371 Bldg Grnds Maint TOTALS $ 10,000.00 10, 000.00 10, 000.00 4,285.00 4,285.00 (Signature Dept. 4,285.00 $ - $ - $ 14,285.00 (Signature Finance Dept. Review) Date users\michelle-w\forms\Project Budget Wkshts_IDOT Pavement Grant FY13.xls\Page 2 (Constr Proj) (April 2003)