HomeMy WebLinkAbout08/13/20121.
2.
3.
FINANCE COMMITTEE
August 13, 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 August 6, 2012.
NEW BUSINESS
Travel Requests
Name & Title of Personnel
Class/Meeting
Destination
Date(s)
Amount not
to Erreed
Chief Dan Trelka; Tim Pillack,
Captain; Todd Wilson,
Planner/Analyst
MOCIC Conference
Dubuque,
Iowa
September
18-20,
2012
$1,140.00
8 Law Enforcement Officers
from 5 different agencies
MOCIC Conference
Dubuque,
Iowa
September
18-20,
2012
$1,750.00
Pre Authorizations to Expend over $1,000.00
Dept.
Amount + Est
S/fI
Expenditure
Airport
$11,544.48
Paint striping machine, line driver and 2 gun bead
dispensers
Airport
$1,750.00
Professional engineering services to provide cost
comparison of AECOM construction phase
engineering services for Taxiway E project
Engineering
$4,000.00
Production for the Fall 2012 Storm Water Education
Brochure
Engineering
$7,000.00
Postage for the Fall 2012 Storm Water Education
Brochure
Engineering
$1,830.00 +
$50.00
Autoturn software
Leisure Services
$2,660.00
Install a pipe at Riverfront Sports Park
Leisure Services
$10,000.00
Infield soil and warning track material for youth
diamonds
Leisure Services
$4,700.00 +
Approximately 28,000 square feet of sod for Riverfront
$810.00
Sports Park diamond #4 renovation project
Leisure Services
$9,759.00
A buffalo blower for maintenance of downtown area
Police
$4,215.00 +
Five Tactical Unit ballistic helmet for the tactical team
$20.00
Police
$3,369.65 +
Active shooter training kits to include M4 parts and
$250.00
magazines
Police
$1,486.80 +
A Bulldog 120 volt 1000 watt floodlight with tower
$300.00
Police
$2,189.91
8 Canon ELPH 110 hs digital cameras and 1 Nikon 70-
300mm f4-5.6 VR camera lense
Waste Management
$3,139.74 +
Repair parts for tub grinder
Services
$150.00
BUDGET LINE ITEMS TO BE AMENDED
4. Authorization to increase Line Items on file in the City Clerk's office in the amount of
$126,658.05 Submitted by Aric Schroeder, City Planner.
5. Approve project budget for FYE2013 DART grant in the amount of $34,587.00—
Submitted by Daniel Trelka, Director of Safety Services.
6. Approve the project budget for the Traffic Safety Awareness campaign in the amount of
$50,000.00 Submitted by Sandie Greco, Traffic Operations Superintendent.
BILLS PAYMENT
ADJOURNMENT
Suzy Schares
City Clerk
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT.
LINE ITEM USED
FY,.<7/3 BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original - Clerk/Finance
STAFF ONLY
010 11 1150 LEIN
11GRTLEN7
:3
//g
/A 3
7776.,
Copy - Department
NAME(S) AND POSITION(S): Dan Trelka, Chief, Tim
Pillack, Captain, Todd Wilson, Planner
DATE:
August 3, 2012
NAME OF CLASS / MEETING:
MOCIC Conference
DESTINATION: Dubuque, Iowa
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
September 18, 2012
RETURN DATE:
September 20, 2012
DATE(S) OF MEETING:
September 18-20, 2012
PURPOSE OF TRAVEL: 8 Law Enforcement officers from 5 different agencies in the LEIN Region to attend the
2012 Mid -States Organized Crime Information Center (MOCIC) Conference. The conference is being held in
Dubuque, Iowa September 18-20, 2012. The conference will have training sessions that include: Cyber-Bullying,
Social Networking as an Investigative Tool, Roadside Interviews, Management and Control of Property and
Evidence. The Conference has been approved the Homeland Security and will be funded through the LETPP 2010
Grant
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
YES NO
COST $
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST:
$ 675.00 LODGING
$315.00 MEALS
$150.00 REGISTRATION
MILEAGE/FUEL
TOTAL FOR ALL: $ 1140.00
TAXI
PARKING
AIRFARE
MISCITOLLS
010 11 1150 LEIN
BUDGET LINE ITEM: 11GRT LEN7
X 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
}
1 APPROVE THIS TRAVEL REQUEST
DEPARTMENT HEAD MAYOR
DATE DATE
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT.
LINE ITEM USED
FY)'G'/. BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original - Clerk/Finance
STAFF ONLY
010 11 1150 LEIN
11GRTLEN7/,3�
-
Copy - Department
NAME(S) AND POSITION(S): Greg Peterson, Chief Clear
Lake PD., Rick Caldwell, Lt. Forest City PD., Ken
Yoemans, Deputy Grundy County S.O., Frank Stearns,
Lt. Mason City
DATE:
August 3, 2012
NAME OF CLASS / MEETING:
MOCIC Conference
DESTINATION:
Dubuque, Iowa
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
September 18, 2012
RETURN DATE:
September 20, 2012
DATE(S) OF MEETING:
September 18-20, 2012
PURPOSE OF TRAVEL: 8 Law Enforcement officers from 5 different agencies in the LEIN Region to attend the
2012 Mid -States Organized Crime Information Center (MOCIC) Conference. The conference is being held in
Dubuque, Iowa September 18-20, 2012. The conference will have training sessions that include: Cyber-Bullying,
Social Networking as an Investigative Tool, Roadside Interviews, Management and Control of Property and
Evidence. The Conference has been approved the Homeland Security and will be funded through the LETPP 2010
Grant
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
YES NO
COST $
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST:
$ 1500.00 LODGING
MEALS
$250.00 REGISTRATION
MILEAGE/FUEL
TOTAL FOR ALL: $ 1750.00
TAXI
PARKING
AIRFARE
MISCITOLLS
010 11 1150 LEIN
BUDGET LINE ITEM: 11GRT LEN7
X 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
I APPROVE THIS TRAVEL REQUEST
DEPARTMENT HEAD MAYOR
- 7
DATE DATE
City Clerk Use Only
Finance Committeee
Approval Date DI r3I9' C 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 Airport Department to expend
$ 11,544.48 plus est. shipping costs of $ to pay for or purchase
Paint striping machine, line driver & 2 gun bead dispenser
This purchase or expenditure is being made because:
Airport is required to paint numerous runway, taxiway, and ramp markings for safety
continuously. This will save money rather than hiring it out every year.
Vendor selected for this purchase: Sherwin Williams
n Bids or written quotes were taken on this purchase, as follows:
Sherwin Williams $11,544.48
Diamond Vogel $12,676.06
Black Hawk Rental $15,379.00
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:
EGeneral Fund n Road Use Tax n Sewer
n
n Bonds n Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
010 29 7700 1371
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Sanitation
(Project Code)
$ 135,000.00
$ 133 740.$4 /2
Respectfully submitted,
/i) r:,; 7') c/ c.alc-- -`'
gnature Dept. ad7/6 esignee) 11 Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Paint Striping Machine (Mar 2010)
City of Waterloo 5t(3(7r (9-
Expenditure Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Airport Department to expend
$ 1,500.00 plus est. shipping costs of $ to pay for or puchase
Professional engineering services to provide cost comparison of AECOM construction
phase engineering services for Taxiway E project.
This purchase or expenditure is being made because:
FAA requires cost comparison on engineering contracts over $100,000
Bids or written quotes were taken on this purchase, as follows:
Ament Engineering of Waterloo $1,500
Clapsaddle Garber of Marshalltown $1,750
VJ Engineering unresponsive
I I 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
Federal/other grants
Sewer
Sanitation
Other (specify) FAA Grant/PFC Funds
This expenditure is to be coded to the following budget line -item:
291 29 7750 1319/291 29 7755 1319
29AIP0041 (Projected)
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
or Designee)
$ 3,174.00
$ 3,174.00
Date `(Signature Finance Dept. Review) Date
users\shared goodies\forms\Cost Comparison Engineering.xls(Oct 2004)
City of Waterloo ,
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committe
Approval Date
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Engineering Department to expend
$ 4,000 (est) plus est. shipping costs of $ 0.00 to pay for or purchase
Production of the Fall 2012 Storm Water Education Brochure
This purchase or expenditure is being made because:
Requirement of City's NPDES permit to mail two (2) Storm Water Education Brochures
each year
Vendor selected for this purchase: Vender & costs to be determined once bids are opened
Bids or written quotes were taken on this purchase, as follows:
Bids are based on brochure production costs only
Winning production bid for the last brochure was $2,386.77 from Pioneer
Graphics of Waterloo, Iowa.
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 furiding for this expense:
nGeneral Fund 0 Road Use Tax n Sewer n Sanitation
❑ Bonds ❑ FederaVother grants E Other (specify) Storm Water Fund
This expenditure is to be coded to the following budget line -item:
521-07-7830-1353
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Project Code)
$ 10,000.00
$ 10,000.00 v'
8//1,2- // '; / ,'. e .�,
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:lshared goodies \formsTall 2012 Brochure_Pre-Auth Production (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Engineering Department to expend
$ 7,000 (est) plus est. shipping costs of $ 0.00 to pay for or purchase
Postage for the Fall 2012 Storm Water Education Brochure
City Clerk Use Only
Finance Committee
Approval Date /I*3l i
This purchase or expenditure is being made because:
Requirement of City's NPDES permit to mail two (2) Storm Water Education Brochures
each year
Vendor selected for this purchase: Vender & costs to be determined once bids are opened
n Bids or written quotes were taken on this purchase, as follows:
Bids are based on brochure postage costs only
Postage cost from the winning bid for the last brochure was $4,776.62 from
Pioneer Graphics of Waterloo, Iowa.
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 n Sewer n Sanitation
Federal/other grants n Other (specify) Storm Water Fund
This expenditure is to be coded to the following budget line -item:
521-07-7830-1343
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Signature Dept. Head or Designee)
(Project Code)
$ 25,000.00
$ 25,000.00 _;(313
1j1t2- 7 rrem() t,I;a Y ;r)
Date Signature Finance Dept. Review) Date
K:\shared goodies\formswall 2012 Brochure_Pre-Auth Postage (Mar 2010)
City of Waterloo
Expenditure Authorization Request Form
(0(9( 2
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Engineering Department to expend
$ 1,830.00 plus est. shipping costs of $ 50.00 to pay for or puchase
Autoturn software
This purchase or expenditure is being made because:
This is to upgrade our driving simulation software to run on our new Autocad software.
x
Bids or written quotes were taken on this purchase, as follows:
Bids or quotes were not taken on this purchase because:
This software is only available from one company.
Prior Committee Actions (Dates):
This expenditure is to be coded to the following budget line -item:
411-07-7830-2106
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Signature Dept. Head or Designee)
$ 45,000.00
$ 45,000.00
( (" ( i 4 / ,-(,K;4;
Date (Signature Finance Dept. Review)
Date
users\shared goodies \forms\File] (April 2003)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee r
Approval Date $(i -N ,w 12
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Leisure Services Department to expend
$ 2,660.00 plus est. shipping costs of $ to pay for or purchase
install a pipe at Riverfront Sports Park.
This purchase or expenditure is being made because:
the pipe will be used to winterize water service at the diamonds.
Vendor selected for this purchase: Midwest Irrigation East Dubuque IL
X
Bids or written quotes were taken on this purchase, as follows:
Bids or quotes were not taken on this purchase because:
Midwest Irrigation is already working at Riverfront Exchange Park. Running this pipe
is a separate project.
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 n Sewer n Sanitation
Federal/other grants
Other (specify)
This expenditure is to be coded to the following budget line -item:
426-37-4202-2178 37SPT-CRYS
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Re.pectfully submitted, ,
gnature Del:AM or Designee) Date (Sign`ature Finance Dept. Review) Date
K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010)
$c%
City Clerk Use Only
Finance Committee
Approval Date $1(g70 2—
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Leisure Services Department to expend
$ me 10,000 plus est. shipping costs of $ to pay for or purchase
Infield soil and warning track material for youth diamonds, approximately 200 tons.
This purchase or expenditure is being made because:
material is needed for reconstruction of diamonds.
Vendor selected for this purchase: Dakota Transport Hampton MN
X
Bids or written quotes were taken on this purchase, as follows:
Bryan Rock, Shakopee MN $45.65 per ton delivered
Falkstone LLC St. Ansgar $56.00 per ton Bruening Rock Decorah IA, $58.00 per ton
Dakota Transport, Hampton MN $43.50 per ton plus fuel surcharge after $3 per gallc
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
Bonds
X
Federal/other grants
Sewer n Sanitation
Other (specify) BH Gaming Grant
This expenditure is to be coded to the following budget line -item:
426-37-4202-2178 37SPT-CRYS
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
00 O
$ I,;(1 58
Respectfully submitted,
,C1f01 CIA, 'i:Yll 12_ 1 4,•f' ; r: t% ,1 � , /)-
(Signature Dept. Head or Designee) Dateghature Finance Dept. Review) Date
K:\shared goodies\forms\PreAuth Bryan Rock.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
i
Approval Date 'b/ . i' O 1 ►r
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the
$ me 4,700.00 plus est. shipping costs of
Leisure Services
$ 810.00
Department to expend
to pay for or purchase
Approximately 28,000 square feet of sod for Riverfront Sports Park diamond #4 renovation
project.
This purchase or expenditure is being made because:
Diamond #4 is the last field to be renovated at the Riverfront Sports Park. This sod is
needed to replace old turf that was removed to remedy grade issues.
Vendor selected for this purchase: Blue Grass Enterprises Alburnett, Iowa
Bids or written quotes were taken on this purchase, as follows:
Blue Grass Enterprises $0.1540/square + shipping
Oleson Sod does not cut larger rolls
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund
Bonds
Road Use Tax
Sewer Sanitation
Federal/other grants x Other (specify) BH Gaming Grant
This expenditure is to be coded to the following budget line -item:
426-37-4202-2178 37SPT-CRYS
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,'
L-(.signature Deft. ad or Designee) Date (Signature Finance Dept. Review) Date
$
$ .2 I/ 5 L(
K:\shared goodies\forms\Expenditure Pre -Authorization RSP4 sod.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date ✓f •'' i�
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
$ 9,759.00 plus est. shipping costs of $ to pay for or purchase
a buffalo blower.
This purchase or expenditure is being made because:
for maintenance of the downtown area.
Vendor selected for this purchase: Great American Outdoor (Van -Wall Equip) Urbandale IA
X
Bids or written quotes were taken on this purchase, as follows:
Great American Outdoor, VanWall, Urbandale IA $9,759.00
Buffalo Turbine, LLC, Springville NY $10,495.00 plus $400 shipping
n Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund Road Use Tax
Bonds
Federal/other grants
Sewer
Other (specify)
This expenditure is to be coded to the following budget line -item:
411-37-4110-2113
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Res
suu bmitted, %
(Signature Dept. F , .r Designee) Date (Signature Finance L ept. Review) Date
K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010)
Sanitation
(Project Code)
$ 29,000.00
$ 26,47-0.06 /1 ,SiG
City Clerk Use Only
Finance Committee
Approval Date 302101J'
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Police Department to expend
$ 4,215.00 plus est. shipping costs of $ 20.00 to pay for or purchase
five Tactical Unit ballistic helmet for the tactical team.
This purchase or expenditure is being made because:
replace aging ballistic helmets for five tactical team members. These helmets are rated
for five years of service.
Vendor selected for this purchase: Streichers
❑x
Bids or written quotes were taken on this purchase, as follows:
Streichers $4235.00
Chief Supply Co. $4363.89
Galls LLC $4650.00
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
n
General Fund
Bonds
n
Road Use Tax Sewer 1 Sanitation
Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
010-11-1150-1512 11TRI-WPDF
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respec fully submi ted,
/if
$ r , 6) i3 &
clEY• /? .
7/7 ii itz l � fw2
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review)
Date
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 7 j 1 I90 12-
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
$ 3,369.65 plus est. shipping costs of $ 250.00 to pay for or purchase
Active shooter training kits to include M4 parts and magazines.
This purchase or expenditure is being made because:
for LEIN Region 2 to train officers in active shooter situations.
Vendor selected for this purchase: Strategos International, L.L.0
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
The training kit is proprietary to this company. No other company offers this type
of training system.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund 0 Road Use Tax n Sewer n Sanitation
❑ Bonds �x Federal/other grants Ej Other (specify)
This expenditure is to be coded to the following budget line -item:
010-11-1150-1573 11GRT-LEN7
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitt
(Sign ure Dept. Head or ) DateDesignee) nature Finance Dept. Review Date
9 (Si( 9 P )
$
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
City Clerk Use Only
Finance Committee
e �L
Approval Date U ! ( '90i 9-
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
$ 1,486.80 plus est. shipping costs of $ 300.00 to pay for or purchase
a Bulldog 120 Volt 1000w Floodlight with tower.
This purchase or expenditure is being made because:
this is a portable light system for emergency situations.
Vendor selected for this purchase: Grainger
Q Bids or written quotes were taken on this purchase, as follows:
Grainger $1486.80
Drillspot $1603.41
❑ 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 pi Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-11-1150-1573 11GRT-LEN7
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitte
n
(Sign ure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
$ 2//, 3 `/3
$ /J 05
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Police Department to expend
$ 2,189.91 plus est. shipping costs of $ 0.00 to pay for or purchase
eight Canon ELPH 110 hs digital cameras and one Nikon 70-300mm f4-5.6 VR camera
lense.
City Clerk Use Only
Finance Committee Approval Date Cq (-3I Dl a+L
This purchase or expenditure is being made because:
equipment to be used by LEIN Region 2 Information Sharing Office.
Vendor selected for this purchase: Porters Camera
! ^ I Bids or written quotes were taken on this purchase, as follows:
Porters Camera $2189.91
Canon Direct $2199.91
❑ 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
❑X
Road Use Tax ❑ Sewer ❑ Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-11-1150-1575 11GRT LENT
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submi
._...-
$ 7(3-4
$
(v /L� 5k) 7) �' � � )-
(Si a r Dept. Head or Designee) Date (Signature Finance Dept. Review)
Date
K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance CommitteeI
Approval Date Sll�jf90i2-
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the
Wf► k S Department to expend
$ 3 ,13 .'bt4 plus est. shipping costs of $ f 0 a 00 to pay for or purchase
p r+s r G-s-2s TiAb &rl- der
This purchase or expenditure is being made because:
" em.re_ owNot aeotari howsiry _ 0"0-1..e"m11l
Vendor selected for this purchase:
��rlm e.,.r E0-5+"ern
Bids or written quotes were taken on this purchase, as follows:
1711 Bids or quotes were not taken on this purchase because_
Vender I -ei- Oink)
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
n
General Fund
Bonds
Road Use Tax Sewer El Sanitation
Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
5ZS - iS 5` OO- )5"1 i
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully subs
�,I '" / `,,
/ innot, c florit nr rlcc innccl rhto /✓;'innatnrc [=incnrc rlcnf R=mio,o \ Into
$ oZ�t ao0 dV
$ (9,_��Z.�
Aug 06 2012 3:26PM HP Fax
page 1
VERMEER EASTERN IOWA
101 COMMERCE BLVD
TIPTON
563-886-2444
Account#
31135
Work Ord
Brc
03
Sls
33
Sold To:
CITY OF WATERLOO
CITY CLERK & FINANCE DEPT
715 MULBERRY ST
WATERLOO
000
IA 52772
SALES ORDER
QUOTE
IA 50703
Date Time
08-06-12 10:03
Order #
55603
Page
1
Ship To:
CITY OF WATERLOO
CITY CLERK & FINANCE DEPT
715 MULBERRY ST
WATERLOO
Ship Via
IA 50703
Entered By
Brandon
Customer Purchase Order
RICK
Customer Contact
319-404-1588
Ord Date
08-06-12
Model
Serial Number
Equip ID
Customer Job number
319-2914523 FAX
Customer Phone #
Ord
Ship B/O Mfg Part Number Description Bin
Unit Price UM
Extended
WE DO ACCEPT VISA AND MASTERCARD.
CD 8 8 VER 86510001 CA1-7
WASHER-1/2 FLT HARDENED
Of A 1 Y VER 160754001
1 Y VER SEAL-C/R 49998
21 1 1 Y VER 160753001 N
BEARING END CAP
�j !'-f 2 Y VER 118657001
0-RING-AS 368
27) 1 1 Y VER 148160001 N
BEARING HOUSING - HAMMERMILL
X 1 Y VER 72036001
BEARING
a 1 Y VER 600425
SNAP RING-4 1/4" EXTERNAL
e 1 1 Y VER 160755001 N
BEARING END CAP
T8 8 Y VER 358044
bt S' a 1 Y VER
-- a 1 Y VER
SNAP RING 6.406 OD X .265W X
118647001
1/2-13X4 1/2"GRADE#5 HEX BOLT
160752001
SNAP RING 5.831 OD X .225W X .
1625115
SEAL -OIL SPICER 070HH120
0.15EA 1.20
5.22EA 5.22
25.92EA 25.92
323.37EA 323.37
1.29EA 2.58
1,784.15EA 1,784.15
265.59EA 265.59
16.61EA 16.61
309.98EA 309.98
2.38EA 19.04
4.38EA 4.38
19.08EA 19.08
ALL RETURNED PARTS ARE SUBJECT TO A 15 PERCENT
RESTOCKING CHARGE. Total Amount
TERMS: NET 30 DAYS
NO WARRANTY CREDIT ON PARTS RETURNED AFTER 30 DAYS
RECEIVED BY;
SIGNATURE
Continued
Aug 06 2012 3:26PM HP Fax
page 2
VERMEER EASTERN IOWA
101 COMMERCE BLVD
TIPTON
563-886-2444
Account#
Work Ord
Brc
Sls
31135
03
33
Sold To: 000
CITY OF WATERLOO
CITY CLERK & FINANCE DEPT
715 MULBERRY ST
WATERLOO
IA 52772
SALES ORDER
QUOTE
IA 50703
Date Time
08-06-12 10:03
Order #
55803
Page
2
Ship To:
CITY OF WATERLOO
CITY CLERK & FINANCE DEPT
715 MULBERRY ST
WATERLOO
Ship Via
IA 50703
Entered By
brandon
Customer Purchase Order
RICK
Customer Contact
319-404-1588
Ord Date
08-06-12
Model
Serial Number
Equip ID
Customer Job number
319-2914523 FAX
Customer Phone #
Ord
Ship B/O Mfg Part Number Description Bin
Unit Price UM Extended
WE DO ACCEPT VISA AND MASTERCARD.
I/so /1 eeca
® -- s77-067l
EXEMPT01 Sales Tax Number -
0.00
5A
g S „(03-1 +z A,13=5R only it yr orezCfL°
fig scre,v a0.f.0$
ALL RETURNED PARTS ARE SUBJECT TO A 15 PERCENT
RESTOCKING CHARGE. Total Amount
TERMS: NET 30 DAYS
NO WARRANTY CREDIT ON PARTS RETURNED AFTER 30 DAYS
RECEIVED BY: Total Weight
195.9
SIGNATURE
2,777.12
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance CowlMee approval required?
YES NO d �x
If so, date approvedT/ //96 i'2-
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 13 submitted by the PLANNING Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES (INCREASE REVENUE)
INCREASE EXPENDITURES (DECREASE REVENUE)
Fund Dept Activity Acct #
Acct Name
Proj Code
Amount ,
and Dept Activity Acct #
Acct Name
Proj Code
Amount
290 08 6213 3361
state grant
08GRT CH11
126,358.05
290 0/8 6213 2103
engineering
08GRT CH11
14,554.48
2,90 08 6213 2146
demo
08GRTCH11
111,803.57
010 08 5700 1313
legal
300.00
010 08 5700 1785
refunds
300.00
TOTAL
$126,658.05
This amendment is being requested because:
to carryover expenses into fy13 for the CH11 grant and to increase refund line to cover expenses.
TOTAL
$126,658.05
cN if q5 Hl, -3 6
/?4 3s8', �; `
Prior Committee Actions (Dates):
(Signature Dept. Head or Designee)
Date
(Signature Finance Dept. Review)
Date
Date Posted (Finance Dept.)
K:\users\shared goodiesYorms\chamb grant carryover fyl3.xls (Apr 2003)
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE
Project Name
City Contract No.
Project Manager
Project Budget Total
Police Grant - Federal Violence Against Women
Director Trelka
$ 34,587.00
1. How will this project be funded?
A. Federal Grant Yes x No
Grant Name
CFDA # 16.588 % Paid by federal grant
B. State Grant Yes
Grant Name
C. City Match
D. Other Entities Yes
Name
x
No
Pass through Dept. of Crime Victim Asst. Division
Source of Funding
No
Grant Agreement Number VW-13-76B
% Paid by state grant
Grant Agreement Number
Property tax - $11,529.00 % Paid by City
Paid by other entity
2. Attach copies of any grant agreements that will fund the project (REQUIRED)
3. Does the project include the purchase of right of way or other real property?
If yes, will real property purchases be reimbursable under the grant?
If yes, have you attached authorization to purchase real property to this document?
4. Will this project include any non -participating expenses, such as:
A. Stormwater permit fees
B. Publication, or printing costs
C. Others, list
5. Does this project cover any regular full-time salaries or benefits?
If yes, employee/position to be covered. DART/Investigator
Done None
❑x ❑
Yes No
❑ ❑X
❑ ❑X
❑ ❑X
❑ ❑X
❑ ❑X
❑ ❑X
❑x ❑
6. Include a brief description of the project in the space below: (REQUIRED)
This grant is a continuation of previous grant awards that will be applied towards funding the Waterloo Police Department
Domestic Abuse Reponse Team (DART) program, providing salary & benefits for one full-time DART Investigator.
The purpose of the grant is to provide immediate support, perpetrator accountability, and ongoing system advocacy for
victims of domestic violence and their children.
Page 2 must be attached and signed.
K:\shared goodies\forms\Project Budget Worksheetl0\Page 1 All Projects (Mar 2010)
PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION
PAGE TWO
Project Name (from page one) Police Grant - Federal Violence Against Women
Department No. project will be budgeted under 11
Activity No. project will be budgeted under 010 11 1150
010 11 1100
City Clerk Use Only
Finance Committee
Approval Date 5-10/ ?Ill
ms01(ot n-i)
(Each column should only include amounts by fund)
Fund: Fund:_
_010_ 010
1150 1100
REVENUES:
3000 Cash on Hand
3350 Federal Grant
3352 Federal HUD Grant
3354 Shared Program - Local
3357 Shared Program - County
3358 Shared Program - City
3360 Shared Program - State
3361 State Grant
3720 Donations - Restricted
3373 Fed pass thru from state 34,587.00
Bond Fund
Total
34,587.00
Funded with property tax 62,448.00 62,448.00
EXPENDITURES:
TOTALS $ 34,587.00 $ 62,448.00 $ $ - $ 97,035.00
1111 Salaries - Regular
1112 Salaries - Part Time
1121 FICA
1122 IPERS
1123 Disability
1131 Health
1347 Pension
1130 Empl. Benefits
1114 Overtime
1579 Wearing Apparel
2128 Guns & Body Armor
34,587.00 25,712.00 $ 60,299.00
36,736.00 36,736.00
TOTALS $ 34,587.00 $ 62,448.00
(Signature Dept. Head)
2�, •L
Date
$ $ 97,035.00
%�r lac Pic tx., - ' L
(Signature Finance Dept. Review)
Date
K:\shared goodies \forms\Project Budget Worksheetl0\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
Traffic Safety Awareness Campaign - Drive Safe Cedar Valley
Sandie Greco
$ 62,440.00
To be assigned by the Finance Dept.
Project No,
Subproject No.
1. How will this project be funded?
A. Federal Grant Yes No 1 CFDA # 20.205 % Paid by federal grant 80.00%
Grant Name STP-U-8155(710) FEDERAL HIGHWAY FUNDS Grant Agreement Number 02-09-STPU-031
X
B. State Grant Yes LJ No
Grant Name
C. City Match
D. Other Entities
Name
Source of Funding GO BONDS
Yes I 1 No
% Paid by state grant
Grant Agreement Number
% Paid by City
% Paid by other entity
2. Attach copies of any grant agreements that will fund the project (REQUIRED)
3. Does the project include the purchase of right of way or other real property?
If yes, will real property purchases be reimbursable under the grant?
If yes, have you attached authorization to purchase real property to this document?
4. Will this project include any non -participating expenses, such as:
A. Stormwater permit fees
B. Publication, or printing costs
C. Others, list
5. Does this project cover any regular full-time salaries or benefits?
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
20.00%
Done None
❑X ❑
Yes No
El M
El El
0 El
❑ ❑X
El El
❑ ❑X
❑ ❑X
Our goal is to reduce traffic fatalities and reduce the number of accidents by raising public awareness of traffic safety.
Professional assistance will be hired to carry out the capital campaign. Advertisements will be sponsored.
Promotional items to publicize and promote traffic safety will be distributed to the public. Volunteers will be recruited.
Presentations will be made to many different organizations.
Page 2 must be attached and signed.
K:\shared goodies \forms\Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010)
CONSTRUCTION PROJECT BUDGET WORKSHEET
PAGE TWO
City Clerk Use Only
Finance Committee r1
Approval Date '510 I n r p
Project Name (from page one) Traffic Safety Awareness Campaign - Drive Safe Cedar/Salley
Department No. project will be budgeted under
"7
Activity No. project will be budgeted under 71 & /
REVENUES:
To be assigned by the Finance D
Dept
Project No.
Subproject No. (WO
((/
(Each column should�only include amounts by fund)
Fund: 01go Fund: /#O Fund: Fund:
3000 Cash on Hand
3112 Local Option Sales Tax
3350 Federal Grant 50,000.00
3357 Shared Program - County
3358 Shared Program - City
3360 Shared Program - State
3361 State Grant
3365 State RISE Grant
3368 EPA Grant
3377 EDA Grant
3720 Donations - Restricted ����
3750 Sale of Bonds 12,4"40.00 12,440.00
Total
50,000.00
EXPENDITURES:
yy2��0 51)
TOTALS $ 50,000.00 $ 12,440.00 $ $ $ 62,44010
2103 Engineering & Consulting $ 31,220.00 �1, •, OD
2125 Traffic Control Equipment
2140 Land Acquisition
2144 Land Improvements
2146 Demolitions
2151 Building Construction
2156 Bikeway Construction
2162 Storm Sewers
2163 Sanitary Sewers
2164 Sidewalks
2165 Streets & Roadways
2199 Non -participating Misc
PROMOTIONAL ITEMS ) '7 O 31 220 00 tt 405
(Signature Dept. Hea
q GA S
$ 01,220.00
93) '7I£'LE'OC
TOTALS $ "82,'14u uT $ (2-, ir100 $ - $ - $ 620.000E
50, on
-a/C /28/2012 �1/YLeGi tev
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Project Budget Worksheet.xls\Page 2 (Constr Proj) (Mar 2010)