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Home My WebLink About07/08/20131. 2. 3. FINANCE COMMITTEE July 8, 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 July 1, 2013. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Elizabeth Andrews, Registrar, Waterloo Center for the Arts & Volunteer TBD Pick up artwork Sheboygan, Wisconsin July 14- 15, 2013 $325.00 Sgt. Hector Camarin & Inv. Adam Wittmayer Investigative Strategies for Missing and Abducted Children St. Paul, Minnesota July 21- 25, 2013 $506.00 Pre Authorizations to Expend over $1,000.00 Dept Amo SJH Est Expenditure Airport $10,000.00 Professional services to administer the Passenger Facility Charge (PFC) Program. Costs are funded by the PFC Program. City Clerk's Office $7,066.97 Medical Transport Liability Insurance. Fire Rescue $2,136.50 Entry Level Firefighter testing and answer sheets. Leisure Services $994.24 + $29.88 Major League replica hats and visors. Leisure Services $4,300.00 Four (4) garbage receptacles for the Mark's Park area. Traffic Operations $1,642.65 + $200.00 Street light pole and hardware. Waste Management Services $4,431.92 Repair parts for the tub grinder. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk Qf jV^t( 8.a-oi3 City of Waterloo 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 $ 10,000.00 plus est. shipping costs of $ to pay for or puchase Professional services to administer the Passenger Facility Charge (PFC) Program. Costs are funded by the PFC Program. This purchase or expenditure is being made because: ❑ Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Mike Bearden was working for Earth Tech before going to Clapsaddle-Garber. We continue to work with Mike as he works with City Finance, FAA, and is familiar with the PFC program. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund ❑ Road Use Tax ❑ Sewer El Sanitation Bonds piFederal/other grants n Other (specify) PFC Fund This expenditure is to be coded to the following budget line -item: 291 29 7755 1319 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfi.k submitt d, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) (Project Code) $ 10,000.00 10,000.00 / If(Atk 1 (\ `� i r 1.,; , . r r:c G• ,e. GeL/u'i 7-.2.103 Date users\shared goodies\forms\Clapsaddle-Garber FY14.xls(Oct 2004) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date T ""'/) d-6' 5 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the City Clerk's Office Department to expend $ 7,066.97 plus est. shipping costs of $ 0.00 to pay for or purchase Medical Transport Liability Insurance This purchase or expenditure is being made because: Vendor selected for this purchase: PDCM Insurance n Bids or written quotes were taken on this purchase, as follows: 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: nGeneral Fund n Road Use Tax n Sewer Sanitation Bonds 1 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-03-8900-1364 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ rj. coo ?-a- I % -kti1i-, (Signature epC Head or Designee) Date (Signature Finance Dept. Review) Date K:'.shared goodiesUorms\Expenditure Pre-Authorization.Medical Transport Liability.xls (Mar 2010) Date: To: Attn: From: Applicant State: Policy Type: Policy Period: groin 1501 42nd Street West Des Moines, IA 50265 515-225-6066 www. scobieg roup. com 06/27/2013 PDCM INSURANCE JANET DECKER Marcia Williams CITY OF WATERLOO IA Renewal Of: NPP1309649 Professional Liability 07/01/2013 - 07/01/2014 PREMIUM SUMMARY: General Liability ................ Total Premium Total Taxes Total Fees Grand Total $ 6,532.00 $ 6,532.00 $ 69.97 $ 465.00 $ 7,066.97 14748 W. Center Road Omaha, NE 68144 800-825-4855 i PLEASE BIND t EFFECTIVE Circle Desired Premium Option(s) Below. No coverage is bound until confirmed by our office! Quote is Valid for 60 DAYS. Signature Taxes SL Tax 69.97 Fees POLICY FEE 465.00 Quoted By: Westem World Insurance Company (BEST RAl1NG: A+ SUPERIOR; Non -Admitted) We offer the following quote subject to: The attached "NOTICE OF TERRORISM INSURANCE COVERAGE" (WW405D) must be completed and signed by the insured. No coverage may be bound without this completed and signed notice. APPLICATION LIST: Application Number A13 ED Date Application Name 05/08 Emergency and Non -Emergency Medical Transport Professional Liability and/or CGL GENERAL LIABILITY LIMITS OF INSURANCE: General Aggregate Limit (Other Than Products — Completed Ops) Products — Completed Ops Aggregate Limit Personal and Advertising Injury Limit Each Occurrence Limit Damage To Premises Rented To You Medical Expense Limit Each Professional Incident Limit (ifapplicable) Deductible EXPOSURES: Code Class Name Basis Exposure W1201 Ambulance and EmergencyAmbulance Care Services - Non -Profit (IA P1/B1) 2,000, 000 Not Covered Not Covered Not Covered Not Covered Not Covered Any One Person 1,000, 000 250 BI/PD Pr/Co PrfCO' All:Other- All Other Rate Premium: Rate Premium 6 Not Not 1,089.000 6,532.00 Covered Covered ADDITIONAL COVERAGE NOTES: WW183 (05/12) Minimum -Earned Premium %:25 WW204A (02113) Standard Provisions Endorsement Minimum and Deposit Premium % : 100 Additional Premium for Certified Acts of Terrorism Coverage: $327.00 plus tax SUBJECT TO THE FOLLOWING ENDORSEMENTS: Form Number ED Date Form Name C00001 12/07 Commercial General Liability Coverage Form C00068 05/09 Recording And Distribution Of Material Or Information In Violation Of Law Exclusion II0017 11/98 Common Policy Conditions 1IA021 09/08 Nuclear Energy Exclusion Endorsement (Broad Form) WW1 06/12 Deductible Endorsement WW13 06/12 Classification Limitation WW172 03/88 Communicable Disease Exclusion WW183 05/12 Minimum -Earned Premium WW192 04/13 Premium Basis Endorsement WW204A 02/13 Standard Provisions Endorsement WW213A 03/10 Additional Insured and Off Duty Coverage WW214. 07/92 Amendment - Professional Liability Only WW220 03/10 Professional Liability Coverage WW230 08/11 Common Policy Declarations WW232 01/12 Commercial Liability Coverage Part Declarations WW397 11/10 War Liability Exclusion WW401 06/12 Total Asbestos Exclusion WW424 09/10 Exclusion of Nuclear, Biological and Chemical Injury or Damage WW456 01/12 Commercial General Liability Amendatory Endorsement WW6061A 03/11 Iowa Changes -Cancellation and Nonrenewal If the insured accepts Certified Acts of Terrorism Coverage for Professional Liability and pays the appropriate premium the following endorsement applies: WW404 - Exclusion of Certified Nuclear, Biological, Chemical or Radiological Acts of Terrorism; Cap on Losses from Certified Acts of Terrorism If the insured rejects Certified Acts of Terrorism Coverage for Professional Liability and does not pay the appropriate premium the following endorsement applies: WW403 - Exclusion of Certified Acts of Terrorism These rates, terms and conditions are valid for 60 days from the date of this Quote. We are pleased to offer the preceding quotation which should be reviewed carefully as the terms and conditions of coverage may differ from those requested on your application / submission. WESTERN WORLD INSURANCE GROUP POLICYHOLDER DISCLOSURE NOTICE OF TERRORISM INSURANCE COVERAGE You are hereby notified that under the Terrorism Risk Insurance Act, as amended, that you have a right to purchase insurance coverage for losses resulting from acts of terrorism, as defined in Section 102(1) of the Act: The term "act of terrorism" means any act that is certified by the Secretary of the Treasury — in concurrence with the Secretary of State, and the Attorney General of the United States — to be an act of terrorism; to be a violent act or an act that is dangerous to human life, property, or infrastructure; to have resulted in damage within the United States, or outside the United States in the case of certain air carriers or vessels or the premises of a United States mission; and to have been committed by an individual or individuals as part of an effort to coerce the civilian population of the United States or to influence the policy or affect the conduct of the United States Govemment by coercion. YOU SHOULD KNOW THAT WHERE COVERAGE IS PROVIDED BY THIS POLICY FOR LOSSES RESULTING FROM CERTIFIED ACTS OF TERRORISM, SUCH LOSSES MAY BE PARTIALLY REIMBURSED BY THE UNITED STATES GOVERNMENT UNDER A FORMULA ESTABLISHED BY FEDERAL LAW. HOWEVER, YOUR POLICY MAY CONTAIN OTHER EXCLUSIONS WHICH MIGHT AFFECT YOUR COVERAGE, SUCH AS AN EXCLUSION FOR NUCLEAR EVENTS. UNDER THIS FORMULA, THE UNITED STATES GOVERNMENT GENERALLY PAYS 85% OF COVERED TERRORISM LOSSES EXCEEDING THE STATUTORILY ESTABLISHED DEDUCTIBLE PAID BY THE INSURANCE COMPANY PROVIDING THE COVERAGE. THE PREMIUM CHARGED FOR THIS COVERAGE IS PROVIDED BELOW AND DOES NOT INCLUDE ANY CHARGES FOR THE PORTION OF LOSS THAT MAY BE COVERED BY THE FEDERAL GOVERNMENT UNDER THE ACT. YOU SHOULD ALSO KNOW THAT THE TERRORISM RISK INSURANCE ACT, AS AMENDED, CONTAINS A $100 BILLION CAP THAT LIMITS U. S. GOVERNMENT REIMBURSEMENT AS WELL AS INSURERS' LIABILITY FOR LOSSES RESULTING FROM CERTIFIED ACTS OF TERRORISM WHEN THE AMOUNT OF SUCH LOSSES IN ANY ONE CALENDAR YEAR EXCEEDS $100 BILLION. IF THE AGGREGATE INSURED LOSSES FOR ALL INSURERS EXCEED $100 BILLION, YOUR COVERAGE MAY BE REDUCED. Acceptance or Rejection of Terrorism Insurance Coverage ❑ I hereby elect to purchase Terrorism coverage for a prospective premium of 5% ($327.00 plus tax) of the quoted policy premium subject to a $100 minimum. ❑ I hereby decline to purchase Terrorism coverage. I understand that I will have no coverage for losses resulting from acts of terrorism. CITY OF WATERLOO Policyholder/Applicant's Signature Account Name Print Name Date Policy Number Westem World Insurance Company — Tudor Insurance Company — Stratford Insurance Company 400 Parson's Pond Drive, Franklin Lakes, NJ 07417-2600 Telephone: (201) 847-8600 Reprinted from: 2007 National Association of Insurance Commissioners ww405o (05/08) City Clerk Use Only Finance Committee Approval Date 9 a' ;3'f20/3 City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the WMS Department to expend $ 4,431.92 plus ext. shipping cost of $ 0.00 to pay for or purchase Repair parts for tub grinder This purchase or expenditure is being made because: Parts to be replaced that are wornout 3 chain sprokets, roller chain, tub sproket sections and bushing Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Vermeer is the vender for these parts Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: ['Road Use Tax: Sewer: nSanitation: Bonds: ❑FederaVothergrants: ❑Other(specify): This expenditure is to be coded to the following budget line -item: 525/1475400/2140- 1h�1 (Fund - Department - Activity - Account Number) in which budgeted amount is (Project Code) $ 210,000 /Crr' and the current available balance is $ 21-0,000.00 2/, (6) Resp ully s miffed, • .t vim_ 2' Z Yi �`c'�GUI fi / i %' 2c/3 (Sig ature Dep . Head Or Designee) Date (Signature Finance Dept. Review) Date Jul 01 .2,,013 7:15PM HP Fax page 1 VERMEER E 101 COMME TIPTON 563-886-2 Account# Work Ord Brc Sls 31135 03 33 >old To: ;ITY OF WATERLOO :ITY CLERK & FINANCE DEPT ?15 MULBERRY ST ?ATERLOO 001 IA STERN IOWA CE BLVD 4 ALES E S T I 50703 ORDER MATE Date Time Order # Page 07-01-13 14:01. 57905 1 Ship To: CITY OF WATERLOO WATERLOO WASTE MANAGEMENT 3505 EASTON AVE WATERLOO Ship Via IA 50707 Entered By brandon Customer Purchase Order QUOTE Customer; Contact Ord Date 06-28-13 Model Serial Number Equip ID Customer!Job nuniper Customer Phone # Ord Ship B/0 Mfg Part umber Description Bin Unit ?rice UM Extended WE DO ACCEPT VISA AND MA 1 1 VER 43700 NUT-1 2 2 VER 18350 BSHG. 1 1 Y VER 11867 BOLT- 1 1 Y VER 11037 TUBE- 1 1 Y VER 18000 SPROC 1 1 Y VER 18000 SPROC 1 1 Y VER 15660 ROLLE 12 OPP TUB S EXEMPT01 LL RETURNED PARTS ARE SUBJE ESTOCKING CHARGE. ERMS: NET 30 DAYS 0 WARRANTY CREDIT ON PARTS ECEIVED BY: s TERCARD. NC HEX JAM 7 ST.-1 1/2 001 DLER 001 DLER 631 ET - 632 ET - 001 CHAIN - RC160-1 ROCKET SECTION Sales Tax Number T TO A 15 PERCENT SPRKT CA1-7! CA2-3, X 1 1/4 X 2 SPACER 160BB12 1" BORE 160B12 2" BORE RIV. i8 0.81EA 0.81 17.32EA 34.64 48.16EA 48.16 24.79EA 24.79 258.78EA 258.78 309.81EA 309.81 1 126.93EA 1,126.93 219.00 2,628.00 0.00 Total Amount ETURNED AFTER 30 DAYS Total Weight GNATURE 332.2 4,431.92 City Clerk Use Only Finance Committee Approval Date, 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 Waterloo Fire $ 2,136.50 plus est. shipping costs of $ N/A Entry Level Firefighter testing and answer sheets. Department to expend to pay for or purchase This purchase or expenditure is being made because: To create a current hiring list for Waterloo Fire Rescue. Vendor selected for this purchase: CPS HR CONSULTING Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: Testing materials are ordered through the Human Resources Department. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1319 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectful (Project Code) $ 5,000.00 $ 5,000.00/ ---> 7a; //? L/Vt�Lt%� (i //r lr OL, / ./' G/,3 (ature Det. Head esignee) ate (Signature Finance Dept. Review) Date K:\shared goodies\forms\BLANK EXPENDITURE PRE aUTHORIZATION FORM.xls (Mar 2010) City Clerk Use Only Finance Committee City of Waterloo Expenditure Pre -Authorization Request Form Approval Date 444- /3 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 $ 994.24 plus est. shipping costs of $ 29.88 to pay for or purchase Major League replica hats and visors. This purchase or expenditure is being made because: Participants in our second session of coach pitch and tee ball receive hats as part of their registration fee. Vendor selected for this purchase: AD Starr Pittsburgh, PA x Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: AD Starr is honoring their low bid from our Spring order and is the only vendor that can have the product delivered in time for our next session that starts in July. 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 [1 Sanitation n Bonds ri Federal/other grants ri Other (specify) x This expenditure is to be coded to the following budget line -item: 010-37-4200-1566 Optimist Equipment (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res submitted (Project Code) $ 42,000.00 f $ 42,000.00/ '-Signature Dept lead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization-2013 hats.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date C :G/ ,i ,;26/3 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 $ 4,300.00 plus est. shipping costs of $ to pay for or purchase Four (4) garbage recepticals for the Mark's Park area. This purchase or expenditure is being made because: to provide trash cans for the high volume of people using the Mark's Park splash pad area. Vendor selected for this purchase: Landscape Forms Kalamazoo MO ❑X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: The original trash recepticals were purchased from Landscape Forms. We would like to match the originals fixtures, so we need to purchase from this vendor. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund El Road Use Tax Bonds Federal/other grants Sewer n Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4110 1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully\submitted, C 3 /--55) y',.;. 1.,t1� 7-2 (gignature Dept. Head or D lgnee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\ExpenditurePre-Authorization.xls (Mar 2010) (Project Code) $ 18,790.00 ✓ $ 18,790.00 iV City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date „c2,/ 3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,642.65 plus est. shipping costs of $ 200.00 to pay for or purchase Street Light Pole and hardware This purchase or expenditure is being made because: To replace a damaged pole due to a crash Vendor selected for this purchase: 3-E � Bids or written quotes were taken on this purchase, as follows: 3-E Crescent Electric Supply Company Van Meter Supply Company Waterloo, IA Waterloo, IA Waterloo, IA Bids or quotes were not taken on this purchase because: $1,642.65 $1,715.00 $1,800.71 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund E Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1521 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resp-ctfully submitted, (Project Code) $ 32,000.00� $ 32,000.00 / Signature Dept. Hear Designee) Da (Sign-ture Finance Dept. Review) Date K:lshared goodieslforms12013-June-Expenditure Pre -Authorization - TO -Street light pole.xls (Mar 2010)