The URL can be used to link to this page

Home My WebLink About06/10/2013FINANCE COMMITTEE June 10, 2013 5:10 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of June 3, 2013. NEW BUSINESS 1. Approval of request to dispose of fencing at Dunsmoor House --Submitted by Michelle Weidner, Chief Financial Officer 2. Pre Authorizations to Expend over $1,000.00 Dept. P Amount + Est. S/hi Expenditure Human Rights $2,350.00 2013 CV Conference on Human Rights Leisure Services $1,620.00 + Infotronics barcode time clock terminal, including programming & fees (amended to include shipping) Police $6,550.00 Software upgrade to current Police Dept. website Traffic Operations $12,810.00 + Steel sign tubing Parking Maintenance $5,050.00 + Single & double meters with decorative bases Airport $2,500.00 (up to) Carpet cleaning in the airport terminal Building Maintenance $2,540.00 Installation of 2 new wood dock bumpers at UNI-CUE Waste Management Services $2,290.00 + $31.20 Effluent Lagoon Meter Leisure Services $5,000.00 Emergency repairs to Young Arena ice to replace 2 piston sleeves, bearings and liners Police $8,525.00 Trade of 33 Glock Generation 3 duty pistols for 40 Glock Generation 4 duty pistols carried by officers BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk Mayor BUCK CLARK COUNCIL MEMBERS DAVID ,TONES f1%ard I CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA CITY CLERK AND FINANCE DEPARTMENT 715 Mulberry Street • Waterloo, IA 50703 • (319) 291-4323 Fax (319) 291-4571 SUZY SCHARES • City Clerk MICHELLE WEIDNER, CPA • Chief Financial Officer Finance Committee Communication City Council Meeting: Prepared: Dept. Head Signature: June 10, 2013 May 30, 2013 Number of Attachments: None SUBJECT: Disposal of Fencing at Dunsmoor House Submitted by: Ron Welper, Council Member Recommended Committee Action: I request that the Finance Committee authorize the disposition of the fencing at the Dunsmoor House. Summary Statement: The current fencing in place at the Dunsmoor House is not needed. Parties interested in acquiring the fencing should file a written bid with the City Clerk's Office by June 26, 2013. The fencing will be offered for sale subject to the buyer removing it and filling the post holes. Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: None N/A None The City could pay to dispose of the fencing. CITY WEBSITE: www.cityofwaterlooiowa_com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee . Approval Date (0 l l0 11 J The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Human Rights Department to expend $ 2,350.00 plus est. shipping costs of $ to pay for or purchase the 2013 CV Conference on Human Rights. This purchase or expenditure is being made because: to help fund the 2013 CV Conference on Human Rights. March Conference (i--ao :°r;=, .+ Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: x Bids or quotes were not taken on this purchase because: We're having it at the University of Northern Iowa, Maucker Union. There is no charge for the facilities. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund Bonds ❑X Road Use Tax ❑ Sewer ❑ Federallother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-27-2510-1303/010-27-2510-1351 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is ctfully % bmitted, ignature Dept. He r Designe ) Sanitation (Project Code) $ 8326.00 / 14,508/ $ 8126.0a 41.40 ✓ Date (Signature Finance Dept. Review) -3l-2;3 Date K:\shared goodies \forms\Expendit'r Pre -Authorization 2013 Conference.xls (Mar 2010) There is no $0.00 $850.00 $150.00 $1,050.00 $300.00 $2,350.00 Revenue registration this year so there will be no revenue associated with this conference. Expenses Randall L. Kennedy, Keynote Speaker (UNI CME will be covering the cost) Continental Breakfast for 150 - UNI Catering Parking passes * Advertising through the Waterloo Courier * Stipend for 3 workshop presenters Total cost for Waterloo Commission on Human Rights * The advertising bill and stipends have already been paid. City Clerk Use Only Finance Committee Approval Date (' 1 ja `1 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 $ 1,620.00 plus est. shipping costs of $ 21.83 to pay for or purchase Infotronics IT3100 barcode time clock terminal, including programming and annual fees. AMENDED to include shipping. This purchase or expenditure is being made because: Vendor selected for this purchase: Midwest Automated Time Systems, Davenport IA ❑ Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: Midwest Automated Time System is the City's contracted service provider for all payroll software and hardware purchases. Prior Committee Actions (Dates): Approved $1620 on 5/13/13 Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds El Road Use Tax Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500 1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) $ 23T000 e0 and the current available balance is $ 10 409700 /! 17 Respectfully submitted, (Signature Dept. H ad Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date le1 I b if 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 Police Department to expend $ 6,550.00 plus est. shipping costs of $ 0.00 to pay for or purchase to upgrade the software to the current website for the police department. This purchase or expenditure is being made because: the current website for the police department has outdated software and to continue the functionality as a responsive website an upgrade is required. Vendor selected for this purchase: ACES ri Bids or written quotes were taken on this purchase, as follows: x Bids or quotes were not taken on this purchase because: this is proprietary to ACES company that is the host of the police department website. 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 Federal/other grants Other (specify) This expenditure is to be coded to the following budget line-item: —010-1--1-00-1-32-1- 1-040 1-1 1100 1r21 / / 1 ! / (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ //1/0� $ ) q/S `C 26 (Signat e 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 Committee ( Approval Date f D 1 1 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 $ 12,810.00 plus est. shipping costs of $ 200.00 to pay for or purchase 610 - Steel Sign Tubing This purchase or expenditure is being made because: For installation of traffic and snow emergency signs Vendor selected for this purchase: IDOT Bids or written quotes were taken on this purchase, as follows: Iowa Department of Transportation Ames, Iowa $21.00 ea. ❑ 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 ❑ Sewer ❑X Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-17-7120-2125 & 412-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Signature Dept. He Sanitation (Project Code) 15,000.00'` 15,000.00:/ 6,897.14'I 15,000.00 (Signature Finance Dept. Review) ,1U! ra Date K:\shared goodies\forms\2013-May-Expenditure Pre -Authorization - TO -Steel Tubing-IDOT.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee 1i Approval Date (o' 1 I t7 I i 3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Parking Maint. $ 5,050.00 plus est. shipping costs of $ 200.00 4 - Single meters, 2 - double meters and decorative bases Department to expend to pay for or purchase This purchase or expenditure is being made because: Complete the new meter installation on the east side. Vendor selected for this purchase: POM QX Bids or written quotes were taken on this purchase, as follows: POM Russellville, AR $5,050.00 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: E1 General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 412-17-7910-2126 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitte Date (Signature Finance Dept. Review) Date (Project Code) $ 70,000.00 V $ 69,146.50 V ignafure Dept. Hdad or Designee) K:\shared goodies\forms\2013-June-Expenditure Pre -Authorization - PM -Meters & Bases-POM.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ApprovalDate CO `{ p 13 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ up to 2,500 plus est. shipping costs of $ to pay for or purchase cleaning the carpets in the terminal This purchase or expenditure is being made because: regular cleaning extends the useful life of the carpet Vendor selected for this purchase: Stanley Steemer ❑X Bids or written quotes were taken on this purchase, as follows: Stanley Steemer .13 per sq ft Hambly & Sons .14 per sq ft Servicemaster by Harris - unresponsive ❑ 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: ❑X General Fund Bonds Road Use Tax n Sewer ❑ Sanitation 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 Respectfully submitted, (Signature De or Designee) (Project Code) $ 133,300.00 V $ 20,950.13 V ) (Signature Finance Dept. Review) ->' SIG/.J Date Klshared goodies\forms\Carpet Cleaning 2012.xls (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 Building Maint Department to expend $ 2,540.00 plus est. shipping costs of $ to pay for or purchase City Clerk Use Only Finance Committee Approval Date L% 1 I c 1 3 i 3 This purchase or expenditure is being made because: Install two (2) new wood dock bumpers at Uni-Cue Vendor selected for this purchase: Failor Hurley Construction ❑ Bids or written quotes were taken on this purchase, as follows: ❑ 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: 0 General Fund Bonds El Road Use Tax I I Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 407-22-8800-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respec ly submitted, (SiC rsature Dep5rHead or Designee) Date (Project Code) $ /Oij; f,U,1 LJ:/'/.'; it( /i' . (/j Signature Finance Dept. Review) Date K:lshared goodieslformslExpenditure Pre-Authorization.xls (Mar 2010) INVOICE CONSTRUCTION Sold To: City of Waterloo 715 Mulberry Street Waterloo, Iowa 50703 First and Final Invoice Date: May 25, 2013 Invoice # 13-0009 Job Location: UNI - CUE Waterloo, Iowa Job #13-003 Furnish all material, labor, and equipment required to install two (2) new wood dock bumpers at UNI — CUE in accordance with Craig Clark's request and our proposal dated April 2, 2013. Work Completed to Date $2,540.00 Less Previous Payments 0.00 Amount Due $2,540.00 A FINANCE CHARGE Computed by a Periodic rate of 1 Yz% per month, which is an ANNUAL PERCENTAGE OF 18%, will be added to unpaid balance of any purchase after 30 days. Detach and Return with Payment City of Waterloo 715 Mulberry Street Waterloo, Iowa 50703 Amount Due: $2,540.00 Job #13-003 Invoice #13-0009 Failor Hurley Construction 3337 Marnie Avenue Waterloo, Iowa 50701 3337 Marnie Avenue, Waterloo, IA 50701 I Office 319-883-3036 I Fax 319-883-3037 I FailorHurley.com City Clerk Use Only Finance Committee Approval Date (011 0 1 i 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 Departmant to expend $ 2.290.00 plus ext. shipping cost of $ 31.20 to pay for or purchase Effluent Lagoon Meter This purchase or expenditure is being made because: Meter failed due to lighting nBids or written quotes were taken on this purchase, as follows n Bids or quotes were not taken on this purchase because: We have other meters of this brand and are familiar how to program and repair them. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund: nRoad Use Tax: OSewer: nSanitation: nBonds: nFederalrother grants: nother(specify): This expenditure is to be coded to the following budget line -item: 570/14/_5200/1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted ature Ddpt. Head Or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ z00,000.00 ,;?50UC' $ 237711.t3 / // GREYLINE instruments inc. Bill To: John Hyman City of Waterloo 3505 Easton Avenue Waterloo, IA 50702 Ship To: City of Waterloo Waste Management Services 3505 Easton Avenue Waterloo, IA 50702 CONFIRMATION 105 Water Street Massena, NY 13662 Tel: 315-788-9500 Fax: 315-764-0419 www.greyline.com P.O. #: Our Ref. #: 0517755577 Entry Date: June 3, 2013 Ship Date: 1 Week After Receiving Order Item Description Qty Unit Price Subtotal 1.00 DFM 5.0-A-1-A-1-A-1-A-1-A Doppler Flow Meter TAG: PROJECT: APPLICATION: ?? A - power input - standard 100-240VAC 50/60Hz 1 - enclosure - standard watertight NEMA4X (IP66) polycarbonate A - enclosure temperature - standard -5° to 140°F / -20° to 60°C I - electronics protection - standard, not tropicalized A - sensor - SE4 standard strap on for 1/2" (12.5 mm) ID pipes or larger 1 - rated non-incendive for Div 2, Groups A,B,C,D A - sensor cable - 20 ft / 7.6m RGI74U shielded coaxial pair 1 - datalogging - none, standard A - control relays - qty 2 standard 1 $1,975.00 $1,975.00 2.00 DXC Extra Doppler Sensor Cable - shielded, RG174U coaxial pair - max cable length: 500 ft (150 m) 180 ft. $1.50 $270.00 3.00 DJB Doppler Sensor Cable Junction Box Sensor cable Junction Box, NEMA4 (IP 66) steel with: - cable connection terminals - compression fittings for cable entries 1 $45.00 $45.00 Subtotal $2,290.00 Shipping & Handling UPS $31.20 US$ Total $2,321.20 Terms & Conditions Payment Terms Net 30 Days Shipping Method UPS FOB Massena, NY Shipping Terms Prepaid and Added to Invoice F//'� • Za5 b Page 1 of 3 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 13 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 $ 5,000.00 plus est. shipping costs of $ n/a to pay for or purchase Emergency repairs to the Young Arena Ice to replace (2) piston sleeves bearings and liners This purchase or expenditure is being made because: Discovery of the defective parts were found during the annual summer prevenative and must be repaired to safely start up and operate the system for the upcoming ice season. Vendor selected for this purchase: All Temp Refrigeration ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: All Temp Refrigeration is a Certified Vilter Ammonia Compressor Specialist. It's Staff has performed all maintenance work on the Young Arena ice system since 1994 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds El Road Use Tax ❑ Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1388 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully.submitted V nature DePt. -=d or Designee) Date —'� 9 ) (Signature Finance Dept. Review) Date K:lshared goodies\forms\Ice System 2013 repairs Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) $ 19,250.00 ' $ 5,931.00 C� k . ( c:. z, City Clerk Use Only Finance Committee '^ Approval Date 1 iL ( 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 Police Department to expend $ 8,525.00 plus est. shipping costs of $ 0.00 to pay for or purchase trade thirty three Glock Generation 3 duty pistols that are worn and need replacement for forty Glock Generation 4 duty pistols that are carried by department officers. This purchase or expenditure is being made because: this is a scheduled replacement of duty weapons that are carried by department police officers. Vendor selected for this purchase: Jacks Uniform and Equipment Rd l Bids or written quotes were taken on this purchase, as follows: Jacks Uniform and Equipment $8525.00 Keepers $8895.00 ❑ 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: ❑x General Fund ❑ Road Use Tax n Sewer ❑ Sanitation Bonds Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 412-11-1100-2128 Police -Guns, Body armor & Tasers (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully subrpitted,/ 05°5li 7 77/l , iS (Signature et. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)