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Home My WebLink About10/21/20131. 2. 3. FINANCE COMMITTEE October 21, 2013 5:10 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of October 14, 2013 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officer Brandt Trial Preparation, Des Moines, 2/19/2014- $355.00 Presentation and Iowa 2/21/2014 Testimony Officer Moore Highway Drug Des Moines, 12/2/2013- $155.00 Investigations for Iowa 12/4/2013 Patrol Matt Vlasak, Craig Hintzman, Tina Schellhorn, Roger 2012-NFPA70E & OSHA Update Waterloo, Iowa 11/8/2013 $630.00 Wooden, Nate Alderman, Kelby Haynes — Signal Technicians and Electricians 4. Approval to seek bids for the rental of three (3) motor graders to support snow operations for the period Nov. 15, 2013 to March 15, 2014 — Submitted by Mark Rice, Public Works Director. 5. Pre Authorizations to Expend over $1,000.00 Department P Amount + Est. S/H Expenditure Building Maintenance $16,470.00 Re -roof main roof area w/sheathing; cap fascia w/color clad metal plus sheathing repair — Gates Pool House Building Maintenance $3,381.11 Mulch at Five Sullivan Brothers Convention Center Leisure Services $3,000.00 Material for the drainage system at the playground in Gates Park — 3/8 chipped rock Engineering $5,000.00 NTE Replacement of the existing culverts on Foulk Rd crossing Sink Creek clean roadstone Engineering $15,000.00 NTE Replacement of the existing culverts on Foulk Rd crossing Sink Creek-culvurt pipe Leisure Services $1,000.00 Petty cash will be needed at the SportsPlex for two front desk "cash drawers", cash for the concessions area, and cash for the vending area Leisure Services $3,000.00 NTE Architect to address roof damages caused by hail earlier this spring Traffic Operations $6,000.00 NTE Replace and upgrade — No Parking, Center Lane, Hazard marker signs, street name signs Waste Management $7,777.00 + Repair parts for #1 Easton RAS Pump Services $150.00 shipping BUDGET LINE ITEMS TO BE AMENDED 6. Approve the project budget for the Police Federal Violence Against Women Grant (DART FY14), with $36,180 in grant funding and $66,738 in city matching funds. — Submitted by Captain Dave Mohlis BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk 1. 4. FINANCE COMMITTEE October 14, 2013 5:10 p.m. Council Chambers Members present: Cole, Schmitt. Absent: Hart. — Jones filled in. Moved by Schmitt, seconded by Jones that the Agenda as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that the Minutes of October 7, 2013 as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones 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 Dan Youngblood, Chief 2013 IAEI Iowa Chapter Altoona, IA 10-17-13 — $140.00 Combination Inspector Fall Educational & 10-18-13 Business Meeting Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that Approval to dispose of retired vehicles and equipment that have been or are scheduled to be replaced through this year's vehicle acquisition process, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that Approval to seek bids for One (1) 2014 Chipper Truck for the Parks Department, be approved. Ayes: Three. Motion carried. Moved by Jones, 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. p Amount + Est. S/H Expenditure Airport $2,500.00 FAA approved paint & glass beads for painting taxiways and aircraft ramps Central Garage $3,500.00 NTE + $350.00 shipping Replacement tracks for Bombardier Community Development $5,000.00 Matching funds for the Waterloo Housing Trust Fund Leisure Services $11,283.94 Trash cans, garbage carts and recycling stations for Cedar Valley SportsPlex Leisure Services $21,142.95 Kitchen equipment for Cedar Valley SportsPlex Leisure Services $6,689.00 Repair to transmission on John Deere tractor Leisure Services $3,210.57 Replacement of 15 ton roof top compressor at Young Arena Sign & Traffic $1,500.00 NTE Employee uniform purchase per Collective Bargaining Agreement Street $3,666.00 NTE Employee uniform purchase per Collective Bargaining Agreement Waste Management Services $5,159.45 + $72.00 shipping Aries PC1170 power supply Finance Committee August 5, 2013 Page 2 Waste Management Services $2,500.00 NTE Employee uniform purchase per Collective Bargaining Agreement Ms. Cole stated that the Sportsplex equipment is a gift not general fund. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that project budget for the 2013 Conference on Human Rights in the amount of $4,000.00 be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that project budget for the 2013 Conference on Human Rights in the amount of $4,000.00 be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt the authorization to increase Line Item Resid Rehab (1327) and Line Item Contrib & Subsid (1393) in the amount of $5,000.00. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that the Bills Payment, as contained in Accounts Payable Invoice Report, dated October 14, 2013, in the amount of $2,843,911.88, be received, placed on file, approved, and forwarded to the full council for approval. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Schmitt, seconded by Jones that the meeting be adjourned at 5:15 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2014 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original- Clerk/Finance STAFF ONLY 010-11-1100-1346 yL 3t,7 /0-'5 12/3 Copy - Department NAME(S) AND POSITION(S): Officer Justin Brandt DATE: Oct 11,2013 NAME OF CLASS / MEETING: Trial Preparation, Presentation and Testimony DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Feb. 19,2014 Return Date: Feb 21,2014 DATE(S) OF MEETING: Feb. 19-21,2014 PURPOSE OF TRAVEL: Lt Campbell is requesting authorization to send Officer Justin Brandt to the Trial Preparation, Presentation and Testimony seminar at the Midwest Counter Drug Training Center on February 19-21, 2014, in Johnston, Iowa. This 3-Day course presents skill sets designed to enhance the proficiency of officers and prepare them for court testimony. This class is taught through MCTC so there is no cost of registration. The cost associated with this training would be lodging, meals and fuel. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 200.00 LODGING $105.00 MEALS $0.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 355.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 355.00 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 DEPARTMENT HEAD MAYOR (. 2� - (S - DATE DATE TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Officer Marc Moore FINANCE DEPT. LINE ITEM USED FY _2014 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 </ 7lJ GG' (• / 6 1-› 22 -) / s -/3 Copy - Department NAME OF CLASS / MEETING: Highway Drug Investigations for Patrol DEPARTURE DATE: Dec. 2, 2013 DATE: Oct 11,2013 DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: Return Date: Dec. 4,2013 DATE(S) OF MEETING: Dec. 2-4, 2013 PURPOSE OF TRAVEL: Lt Frana is requesting authorization to send Officer Marc Moore to the Highway Drug Investigations for Patrol seminar at the Midwest Counter Drug Training Center on December 2-4, 2013, in Johnston, Iowa. This 3-Day course presents skill sets designed to enhance the proficiency of officers who make drug interdiction stops. This class is taught through MCTC so there is no cost of registration. Officer Moore has relatives who live in the area so he is not requesting lodging. The only cost will be meals and fuel. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 0.00 LODGING $105.00 MEALS $0.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 155.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 155.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO D TMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED .266, I 'i %/.W 13 V•5 FY '?IL BUDGETED EXPENDED YTD THIS REQUEST 4' LEFT AFTER THIS REQUEST DATE Ori.inol - Clerk/Finance , /c / ;24/3 ado'De. rtment NAME(S) AND POSITION(S): Matt Vlasak, Craig Hintzman, Tina Schellhorn, Roger Wooden, Nate Alderman, Kelby Haynes Signal Technicians and Electricians DATE: October 16, 2013 NAME OF CLASS / MEETING: 2012-NFPA70E & OSHA Update DESTINATION: Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: November 8, 2013 RETURN DATE: November 8, 2013 DATE(S) OF MEETING: November 8, 2013 PURPOSE OF TRAVELITRAINING: Bring awareness of the hazards involved with the installation and use of electrical equipment as well as a refresher for those who have previously attended in depth NFPA70E/OSHA 1910 training seminars. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS $630.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ $630.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 266-17-7120-1345 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 105.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO EPARTMENT HEA 101&/i3 DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE CITY OF WATERLOO Committee Communication Finance Committee Meeting: October 21, 2013 Prepared: October 15, 2013 Dept. Head Signature:�� # of Attachments: SUBJECT: Submitted by: Request to accept bids for the rental of three (3) motor graders to support snow operations for the period Nov 15, 2013 to March 15, 2014 Mark Rice, Public Works Director Recommended City Council Action: NA Summary Statement: Additional graders to support snow operations for the upcoming winter. Expenditure Required: Estimated $5500 per month, per unit Source of Funds: Road Use Tax Funds Policy Issue: NA Alternative: NA Background Information: Expense associated with this equipment rental is budgeted annually. City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date i0/at /0t3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ NTE 6,000.00 plus est. shipping costs of $ to pay for or purchase Various signs and square tubing This purchase or expenditure is being made because: Replace and upgrade - No Parking, Center Lane, Hazard marker signs, street name signs Vendor selected for this purchase: Newman Traffic Signs QX Bids or written quotes were taken on this purchase, as follows: Newman Traffic Signs Jamestown, ND NTE $6,000.00 Iowa Prison Industries Anamosa, IA • Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: • General Fund ❑ Road Use Tax 0 Sewer Sanitation QX Bonds Federallother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 412-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted '`-1 /C/tr L 1�,'�(. ('1( �'t��' e"— -) /0'/G ,eC/3 (Signature Dept. a or Designee) to (Signature Finance ept. Review) Date (Project Code) $ 15,000.00 ✓ $ 15,000.00 ✓ K:\shared goodies\forms12013-October-Expenditure Pre -Authorization - sign replacement and upgrade.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date to/ law 3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WMS Department to expend $ 7,777.00 plus est. shipping costs of $ 150.00 to pay for or purchase repair parts for #1 Easton RAS pump This purchase or expenditure is being made because: pump is worn-out lowering the pumping gpm/capacity of the pump Vendor selected for this purchase: Hutcheson Engineering Products Inc. n Bids or written quotes were taken on this purchase, as follows: Two written quotes were taken. Hutcheson Engineering Products Inc. $7927.00 and Electric Pump. Electric Pump was a higher quote of $ 11,503.59 with freight. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund ❑ Road Use Tax E Sewer ❑ Sanitation nBonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 520-14-5200-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 250,000.00 ✓ $ 196,758.12 JS') i i cy Respectfully submitted, io (t/26(3 /.c.1Lt_ „Lc/3Signature Dept. Head or Designee Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Easton #1 RAS Pump Rebuilt 10-13.xls (Mar 2010) From:Hutcheson Engineering 402 455 1846 10/15/2013 09:36 #011 P.001/001 QUOTATION # RP1010438-1 Company Name: City of Waterloo Phone: 319-291-4523 Name : Richard Fax: ITEM I QTY I i DESCRIPTION Allis Chalmers Parts (manufactured by ABBA) 1 1 Impeller, cast iron, ACA-1401-1651. 2 1 Sleeve, ACF-7B14-0000, 410 SS. 4 1 Shaft oring, CO2495A234. 5 1 Suction wear plate, ACA-1416-0000. 6 1 Gasket 52-431-816-085. **The suction wear plate OEM number is the wear ring that goes in the suction cover, if you need the suction cover, please let me know. Leadtime: 5-6 weeks 7 **Please double check rotation viewed from the motor. -0/4'75�/< Thank you, Ray Potts 1 Freight for above items. Contact Hutcheson Engineering for your pump repairs. Hutcheson Engineering offers complete pump surveys. INET I NET EACH TOTAL $6,521.00 $611.00 $017.00 $24.00 $590.00 $31.00 $150.00 DATE: 10/15/13 TOTAL 1 Please contact us if you have any questions. www.hutchesonenciineering.com ray@hutchesonengineering.com 6405 Pershing Drive Omaha, NE 68112 Phone (402) 455-2000 Fax (402) 455-1848 • ,E 82 013 17:03:05 BBB-388-2118 —> 319 291 4523 Inside Sales Electri Page HE ELECTRIC PUMP QUOTED ED TO; CITY op WATERLOO 715 MULBERRY STREET WATERLOO, IA 50703 CONFIRM '1'O DICK OLSON QUOTATION 1;*) I. 1141 Atrw11 Ik., Moinr IA FO11;2691 II SA 'Palk l>I Wluc: 0131 E61-«'.:^o - FAN 0151'30.I10i9 "NI Rre t.8,04.0 KL3K; p4' www.dacuitpoop.ce. 1 Attn: Richard Olson QUOTE NUMBER: 01034 I I QUOTE DATE; 10/2.12013 REQUESTED DATE: 11'2/2013 SALESPERSON: CUSTOMER NO: QUOTED I3Y; JUB L('X1A'I'ION: CITY OF WATERLCx) W W -TP 3505 EASTON AVENI.11?. WATERLOO, IA 50702 JOHN 'MILLER 2914323 jrh JOYC F *** QUOTE ORDER- DO NOT PAY *** CUSTOMER P.O. SIIII' VIA FO.N. TERMS RICHARD OLSON I3E'STWAY O1.IG N Net 301:)ays TTE\I NUMBER UNIT ORDERED SII1P1'ED BAC) CIRI)t;li PRICE AMOt'N'l' WEARS: PLEASED TOOFFER 'I'H.l FOLLOWING (1UOTATI(>N FOR RIPE ACEMENT.AC- MODIiI., 150 I4XI4X17 5 NSY SN: 237C448 PUMP PARTS: *52-2.39-143-701 EACH 1.00 0.00 0.01) 9,520.00 9,52000 AC IMPELLER ASM CCW'1)iPER FIORE WITH WIE.AR RING ASSEMBLED "52-109-471.001 EACFI 1.00 0.0(1 0.00 1,219.00 1219.00 AC SHAFT SLEEVE "CO2495A2345302 HACH I.00 (1.00 (1.00 14,50 14.50 AC 0-RING "52-1.1.0-247-0003 HACH 1.00 0.00 0.(0 560.00 .560.00 AC WEAR PLATE, SUCTION COVER "52-431-S16-085 EACH 1.00 0.00 0.00 65.09 65.09 AC STUFFING BOX C)ASKE T ESTIMATED LEAD TIME. IS 6 WEEKS FOR IMPELLER. REST OF PAR'E'S2To3 WEEKS ARO. Electric Pump is committed to supplying you, our uuiwmer_ the highest quality products & service, joyech4el ectricpuntp,com THANK YOU, JOYCE::IJANSON 7fe/ £ems AR(:1VI.. PRICING l: FFLCTIVE FOR 30 DAYS Net Order; 11.371(.59 l., Discoanu 0,00 Freight: 125.00 Satin Tax: 0.00 Order Total: 11,503.59 PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 10/cRi / 13 Project Name (from page one) Police Grant - Federal violence Against Women FY20 4 (DART) Department No. project will be budgeted under 11 Activity No. project will be budgeted under 010 11 1150 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 3370 School Share Liaison 3373 Fed Pass thru for Iowa Funded with property tax EXPENDITURES: 010 11 1100 (Each column should only include amounts by fund) Fund: 010- Fund: _010- 11 11 1150 1100 Bond Fund Total 36,180.00 36,180.00 66,738.00 66,738.00 TOTALS $ 36,180.00 $ 66,738.00 $ $ $ 102,918.00 1111 Salaries - Regular 1112 Salaries - Part Time 1125 Overtime 1346 Travel/training 1561 Education Materials 1130 Employee Benefits 36,180.00 25,388.00 $ 61,568.00 41,350.00 41,350.00 TOTALS $ 36,180.00 $ 66,738.00 "v`- -- {I RO I� (Signature ept. Head) Date $ $ 102,918.00 y1/414/9/ ,eiLL.,..et2i�r,2 (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheetl0\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Police Grant - Federal Violence Against Women P,/hux- $ 36,180.00 1 How will this project be funded? A. Federal Grant Yes Grant Name No CFDA # 16.588 % Paid by federal grant Homeland Security Investigations B. State Grant Yes Grant Name C. City Match D. Other Entities Yes Name x No Grant Agreement Number VW-14-92-CJ Pass thru % Paid by state grant Pass through Dept. of Crime Victim Asst. Division Grant Agreement Number Source of Funding Property Tax - $12,060.00 % Paid by City No 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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? 6. Include a brief description of the project in the space below: (REQUIRED) Done None ❑x ❑ Yes No ❑ ❑X ❑ ❑X ❑ 0 ❑ 0 ❑ ❑X ❑ ❑X ❑X ❑ This grant is a continuation of previous grant awards that will be applied towards funding the Waterloo Police Department Domestic Abuse Response 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)