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Home My WebLink About04/15/20131. 2. 3. FINANCE COMMITTEE April 15, 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 April 8, 2013 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Daniel Rohret, Project Specialist IDIS for CDBG Grantee Training Fort Worth, TX May 2-13, 2013 $1,920.00 Sergeant Devine & Investigator Morley Iowa IAI Annual Spring Conference Training Sioux City, IA April 30- May 3, 2013 $1,090.00 Officer Walter & Officer Bovy Motorcycle Refresher Training Moline, IL April 20- 22, 2013 $526.00 4. Recommendation to accept bid from Pioneer Graphics in the amount of $1,741.26 for the design and production of the Spring 2013 Storm Water Education Brochure —Submitted by Wayne Castle, PLS, El, Associate Engineer. 5. Approval of request to dispose retired technology equipment —Submitted by Matt O'Brien, Director of Technology. 6. Pre Authorizations to Expend over $1,000.00 Dept Amount + Est S/H Expenditure Engineering $665.24 + $400.00 Annual service for two nuclear meters Fire $3,500.00 + New radiator for Engine 303 $350.00 Leisure Services $9,623.00 Safety surface for fitness equipment being placed at Furgerson-Fields Park Leisure Services $1,555.20 Concrete pad at Furgerson-Fields Park Leisure Services $8,045.00 Power Edge R620 server for new registration/membership management software Structural upgrades in the Young Arena ceiling/roof Leisure Services $24,852.00 Leisure Services $6,151.00 Trees purchased for the Plant Some Shade project BUDGET LINE ITEMS TO BE AMENDED 7. Authorization to increase line items on file in the City Clerk's office in the amount of $18,000.00—Submitted by Police Department. 8. Authorization to increase line items on file in the City Clerk's office in the amount of $10,000.00—Submitted by Leisure Services Department. 9. Authorization to increase line items on file in the City Clerk's office in the amount of $657,000.00—Submitted by Community Development Department. 10. Authorization to increase line items on file in the City Clerk's office in the amount of $3,000.00--Submitted by Police Department. 11. Authorization to increase line items on file in the City Clerk's office in the amount of $50,000.00—Submitted by Community Development Department. 12. Approve project budget for the twelfth Plant Some Shade program funded with a IDNR grant through Mid -American Energy & the sale of trees —Submitted by Leisure Services Department. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE April 8, 2013 5:10 p.m. Council Chambers Members present: Cole, Schmitt, Hart. Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the Minutes of April 1, 2013, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officers Walter, Bovy and Sullivan 10th Anniversary Motorcycle Safety Forum Des Moines, Iowa April 25- 26, 2013 $435.00 Steve Jordan, Fire Marshal Commissioning New Occupancies for Code Officials Ames, Iowa April 25- 26, 2013 $199.00 Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that garbage refund in the amount of $790.50 for Hagerman Baptist Church located at 1105 Knoll Avenue —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that yard waste refund in the amount of $12.00 for Andrew & Brittney Hoyer located at 1321 Rainbow Drive —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Fire $3,199.83 + $75.85 400 amp alternator for Aerial 311 Leisure Services $100.00 per unit Portable handicap accessible restrooms placed in various parks Leisure Services $24,525.00 Registration and membership management software for the Cedar Valley Sportsplex Leisure Services $3,871.50 Uniform t-shirts for tee ball and coach pitch programs Traffic Operations $3,700.00 210 Telespar steel sign posts Waste Management $24,420.00 Pump Waste Management $2,000.00 Employee uniform purchase per Collective Bargaining Agreement Ayes: Three. Motion carried. Finance Committee April 8, 2013 Page 2 Moved by Cole, seconded by Schmitt that project budget for the Fitness Rack for Furgerson Fields Park funded with a grant through the BHCo Health Dept in the total amount of $17,600.00—Submitted by Leisure Services Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated April 8, 2013, pp. 1-24, in the amount of $2,429,569.34, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Hart seconded by Schmitt that the meeting be adjourned at 5:14 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY I BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE STAFF ONLY ZZ�► ?1 ) ►3Lf9 7. uo /' Yo. 00 2 )7(1 JS 1-f013 NAME(S) AND POSITION(S): Danielle Rohret , Project Specialist DATE: 4-10-2013 ymw c.w, NJ IJYIR.G r lJ jJul IIIICIII NAME OF CLASS / MEETING: IDIS for CDBG Grantee Training DESTINATION: Ft. Worth, TX DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 2, 2013 RETURN DATE: May 13,2013 DATE(S) OF MEETING: May 7-8,2013 PURPOSE OF TRAVEL/TRAINING: Trainingji,-(for the IDIS HUD website for reporting and Action Plan E.lei`` :d IJ avl ` dr �:} me s�. /11' A,tr `L0 I-l.�dy' WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES X COST $ NO METHOD OF TRAVEL: CITY VEHICLE x AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo ESTIMATE OF COST: 750 220 0 0 LODGING MEALS REGISTRATION MILEAGE/FUEL 150 50 700 50 TOTAL FOR ALL: $ 1920 TAXI PARKING AIRFARE MSC/TOLLS 224-32-5850-1346 BUDGET LINE ITEM: BG21A ADMN X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 1920 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC,PURPOSE AND IS NECESSARY AND BENEFICIPiL T9 THE CITY OF_INATFRL60"/ DEPARTMENT HEAD 4-10-2013 I APPROVE THIS TRAVEL REQUEST MAYOR DATE 1:1NANCY-GWavel\Danielle Ft Worth 4-10-2013.docx DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2013_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 /2 "M). 7� ict C', du /57f ,, Xl7c % Copy - De • • rtment NAME(S) AND POSITION(S): Sgt. Kerry Devine & Lab Inv. Chris Morley DATE: April 8,2013 NAME OF CLASS / MEETING: Iowa IAI Annual Spring Conference Training DESTINATION: Sioux City, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 30,2013 Return Date: May 3,2013 DATE(S) OF MEETING: May 1-3,2013 PURPOSE OF TRAVEL: Lt. McNamee is requesting authorization to send Lab Investigator's Sgt. Kerry Devine & Officer Chris Morley to the Iowa IAI Annual Spring Conference Training on May 1-3, 2013, in Sioux City, Iowa. Both Sgt Devine and Inv. Morley are members of the Waterloo Police Department Crime lab and process very serious crime scenes. They also are both members of the International Association for Identification. This 3- Day course is an annual conference that provides training to lab personnel across the state of Iowa in the area of forensic disciplines and evidence collection. The cost of registration is $60.00 per officer and would require lodging and food. 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: $600.00 LODGING $270.00 MEALS $120.00 REGISTRATION $/00.00 MILEAGE/FUEL TOTAL FOR ALL: $ 1090.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 545.00 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 DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2013_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 ia7tlr.I4 7) J -?-2 /3 Copy - Department NAME(S) AND POSITION(S): Brad Walter & David Bovy DATE: April 8,2013 NAME OF CLASS / MEETING: Motorcycle Refresher Training DESTINATION: Moline, Illinois DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 20,2013 Return Date: April 22, 2013 DATE(S) OF MEETING: April 21-22,2013 PURPOSE OF TRAVEL: Capt Leibold is requesting authorization to send Officers Brad Walter and David Bovy to the Motorcycle Refresher Training seminar at the Moline Illinois Police Department on April 21-22,2013. This 2-day course presents skill sets designed to enhance the proficiency of Officers who ride Police Issued Motorcycles. The Officers will practice riding the motorcycles and enhance their skills to limit the possibility of having an accident. There is no registration cost for this training. The only cost will be meals, lodging, and fuel The city motorcycles will be driven to the training unless there is bad weather. 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 $226.00 MEALS $0.00 REGISTRATION $/00.00 MILEAGE/FUEL TOTAL FOR ALL: $ 526.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 263.00 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 DATE DATE CITY OF WATERLOO Committee Communication Finance Committee Meeting: April 15, 2013 Prepared: April 10, 2013 Dept. Head Signature: Eric Thorson, PE, City Engineer # of Attachments: 0 SUBJECT: Spring 2013 Storm Water Education Brochure Submitted by: Wayne Castle, PLS, EI, Associate Engineer Recommended City Council Action: Accept low bid from Pioneer Graphics to design and produce the Spring 2013 Storm Water Education Brochure. Summary Statement The Spring 2013 Storm Water Education Brochure is the second of two educational mailings for the 2013 permit year as required by our Iowa DNR NPDES General Permit No.2. As stated in previous communications to this committee, the winning bidder would mail the brochures for the City using the winning bidder's bulk mail postage rate. The City will reimburse the winning bidder for the cost of postage. Expenditure Required Pioneer Graphics, Waterloo, IA $1,741.26 Source of Funds: Storm Water Funds Policy Issue N/A Alternative N/A Background Information: Bids Received: Pioneer Graphics, Waterloo, IA Woolverton Printing, Cedar Falls, IA Professional Office Services, Inc., Waterloo, IA Dickey's Printing, Waterloo, IA $1,741.26 $1,876.00 $2,303.00 $7,250.00 MARIA ARMSTRONG From: TRACIA ROSS Sent: Wednesday, April 10, 2013 10:02 AM To: MARIA ARMSTRONG; SUZY SCHARES Subject: 4/15/13 agenda item Attachments: Finance Comm Comm Ltr Spring 2013_Accpt.docx Will send updated communication Friday after bids are opened. Tracia Ross' Secretary City of Waterloo Engineering 715 Mulberry Street Waterloo, IA 50703 Ph: 319-291-4312 Fax: 319-291-4262 CITY OF WATERLOO Committee Communication Finance Committee Meeting: April 15, 2013 Prepared: April 10, 2013 Dept. Head Signature: Eric Thorson, PE, City Engineer # of Attachments: 0 SUBJECT: Spring 2013 Storm Water Education Brochure Submitted by: Wayne Castle, PLS, EI, Associate Engineer Recommended City Council Action: Accept low bid from Pioneer Graphics to design and produce the Spring 2013 Storm Water Education Brochure. Summary Statement The Spring 2013 Storm Water Education Brochure is the second of two educational mailings for the 2013 permit year as required by our Iowa DNR NPDES General Permit No.2. As stated in previous communications to this committee, the winning bidder would mail the brochures for the City using the winning bidder's bulk mail postage rate. The City will reimburse the winning bidder for the cost of postage. Expenditure Required TBD Source of Funds: Storm Water Funds Policy Issue N/A Alternative N/A Background Information: TDB Bids Received: To be opened Friday, April 12, 2013 1:30 pm Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 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 HALL • 715 MULBERRY STREET 50703 MEMORANDUM Date: April 9, 2013 To: Carolyn Cole, Finance Committee Chairperson and Finance Committee Members From: Matt O'Brien, Director of Technology Re: Disposal of retired technology equipment I respectfully request your approval to dispose of the following retired technology equipment: • 30 monitors (mostly CRT) • PowerEdge 4600 server • Toshiba Sat Pro 425CDT laptop • IBM ThinkPad Laptop • 7 bubble jet printers • 2 Dell Inspiron 3000 laptops • 3 Dimension 4400 desktops • Dimension XPS M233s desktop • Dimension XPS T800r desktop • Dimension XPS 650r desktop • LaserJet 3500 printer • 3 LaserJet 4000 printers • OKI Microline dot matrix printer • Microstar MSCICSS • Dimension 4600 desktop All of this equipment will be recycled. The equipment ranges in age from 7-16 years old. None of the equipment has any value, and most of the equipment is not in working order as parts have been stripped from it or there are other issues with it. WE'RE WORKING FOR YOU!111 An Equal Opportunity/Affirmative Action Employer City Clerk Use Only Finance Committee Approval Date I(� (9-(.' i7.2 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 Engineering Department to expend $ 665.24 plus est. shipping costs of $ 400.00 to pay for or purchase of annual service for two nuclear meters This purchase or expenditure is being made because: the nuclear meters are required to be serviced every year Vendor selected for this purchase: Aguinaga Technical Services, Inc. n Bids or written quotes were taken on this purchase, as follows: Aguinaga Technical Services $975.00 El Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): NA Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund Qx Road Use Tax ❑ Sewer D Sanitation n Bonds I l Federal/other grants El Other (specify) LOST This expenditure is to be coded to the following budget line -item: 266-07-7830-1378 205-07-7830-1378 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, ( (Project Code) <&� $ 950.00 ✓ $1000.00 $ 950.00V $1000.00 '''" <de ( of (1 1\4rt-ed"- iG ignature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodieslformsExpenditure Pre-Authorization.xls (Mar 2010) Aguinaga Technical Services, Inc.. 4235 E. Parke Ridge Lane Sheboygan, WI 53083 E-mail rich@atsnuc.com BILL TO: City of Waterloo Jeff Murphy 715 Mulberry Street Waterloo, IA 50703 Invoice DATE INVOICE # 4/1/2013 4302 P.O. NO. \ o \ w �tER S:-= Net 30 ITEM QUANTITY DESCRIPTION RATE AMOUNT 10012 1 Wintertime Special; 3-Block Cal. & Leak Test,MC s/n 300.00 300.00T M320100671 20008 4 Bottom Plate Screw 0.58 2.32T 20022 1 Wear Ring 3.30 3.30T 20068 1 MC-3 Batt Assy 54.00 54.00T 10012 1 Wintertime Special; 3-Block Cal. & Leak Test,MC 300.00 300.00T M340401975 20008 4 Bottom Plate Screw 0.58 2.32T 20022 1 Wear Ring 3.30 3.30T 10006 Shipping & Handling TO AND FROM WATERLOO IA 400.00 400.00T Out-of-state sale, exempt from sales tax 0.00% 0.00 Please make check payable to and mail to the above address. Total $1,065.24 City Clerk Use Only Finance Committee Approval Date 4 1.r) I .7C1 i 7 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Waterloo Fire Department to expend $ 3,500.00 plus est. shipping costs of $ 350.00 to pay for or purchase New Radiator for Engine 303 This purchase or expenditure is being made because: complete failure of radiator Vendor selected for this purchase: Global Emergency Products, Inc. ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: Single Source 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 ri Sanitation Bonds Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 410-12-1400-2117 Engine 305 Replacement (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 600,000.00 tf and the current available balance is $ 48,148.42 t' tf I submitted, kl 1It 3 JIWO U� /'�1 -kti -' L; q (Signatu a Dept. Head or Designee) Date (Signatut Finance Dept. Review) Date K:\shared goodieslforms\Expenditure Pre -Authorization For 303 Radiator (Mar 2010) City Clerk Use Only City of Waterloo Expenditure Pre -Authorization Request Form Finance Committe Approval Date ��2 (.7z (7i 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 $ 9,623.00 plus est. shipping costs of $ to pay for or purchase safety surface for fitness equipment being placed at Furgerson-Fields Park. This purchase or expenditure is being made because: safety surface is required to meet playground requirements. Vendor selected for this purchase: Fry & Associates North Kansas City MO Bids or written quotes were taken on this purchase, as follows: Fry & Associates, North Kansas City MO $9,623.00 Outdoor Rec, Elk Horn NE $10,128 Recreation Brands Ankeny IA $10,660.60 Boland Rec, Marshalltown IA $10,800 All Inclusive Rec, Monroe IA $12,306.00 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: General Fund Bonds Road Use Tax Federal/other grants ❑X Sewer ❑ Sanitation Other (specify) BH Cnty Project This expenditure is to be coded to the following budget line -item: 010-37-4105-2168 371MP-FITFURG (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, /1J �r✓' ✓V i [(lie ci/13_ `(Signature Dept,__ftefd or Designee) Date (Sig ure Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) $ 17,600.00 1� $ 17,600.00 1/ City Clerk Use Only Finance Committee Approval Date I l) ) :7Ci 77 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 $ 1,555.20 plus est. shipping costs of $ to pay for or purchase Concrete pad at Furgerson-Fields Park. This purchase or expenditure is being made because: A pad is needed for the new fitness structure being placed at Furgerson-Fields. Vendor selected for this purchase: DC Corporation ❑X El Bids or written quotes were taken on this purchase, as follows: DC Corporation Waterloo $1,555.20 Mike Dolan Concrete, Wloo $1,890.54 Boulder Contracting Grundy Cnt $1,900.00 B&B Builders Waterloo $2,065.50 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 ri Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑X Other (specify) BH County Project This expenditure is to be coded to the following budget line -item: 010-37-4105 2168 371MP-FITFURG (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 17,600.00 and the current available balance is Respectfufl submitted (Signature Dept, or Designee) Date (Signature/Finance Dept. Review) V $ 47-7 G6: 1?7 o V-/2 Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 14( F:7I 7 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 8,045.00 plus est. shipping costs of $ N/A to pay for or purchase a Power Edge R620 server for new registration/membership management software. This purchase or expenditure is being made because: The server is needed to make the new registration/membership management software operational. Vendor selected for this purchase: Dell Computer I I Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: A quote was taken by Dell, our computer supplier. By making purchases with a single vendor, we save considerable money by receiving volume discounts. Additionaly, we save City resources by standardizing and simplyfying support. 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 Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-4100-24e3 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 2,"�/3 -(Signature Dept. He or Designee) Date Sanitation (Project Code) $ 20,000.00 1/ $ 14,680.00 V (Signature Finance Dept. Review) Date K:\shared goodies\forms\Server Pre-Authorization.xls (Mar 2010) in which the budgeted amount is and the current available balance is Respectfully submitte City Clerk Use Only Finance Committee Approval Date 4(i ��C-1?� 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 LeisureServices Department to expend $ 24,852.00 plus est. shipping costs of $ 0.00 Structural upgrades in the Young Arena Ceiling/roof. to pay for or purchase This purchase or expenditure is being made because: The Young Arena ceiling /roof must be modified in order to support the new video board /scoreboard. Vendor selected for this purchase: Don Gardner Construction -Waterloo Iowa n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: Don Gardner Contruction is the Midwest contractor for Behlen Roof systems. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax n Sewer ❑ Sanitation El Bonds FederaWother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-4500-2177 (Fund - Department - Activity - Account Number) (Project .Code) $ 165,000.00 v $ 64,405.00 V J2nfd ignature i -pt. H -d or Designee) Date (Sig?saturFinance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) 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 Leisure Services Department to expend $ 6,151.00 plus est. shipping costs of $ to pay for or puchase trees purchased for the Plant Some Shade project. This is a project with the Iowa DNR and MidAmerican Energy. This purchase or expenditure is being made because: The tree distribution project that offers trees to MidAmerican Energy customers at $30 per tree. Iowa DNR will reimburse the City for the remaining expense of the trees. Bid decision was made by Iowa DNR. nBids or written quotes were taken on this purchase, as follows: Trees will be purchased from vendors as selected by Iowa DNR. 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: El General Fund n Road Use Tax n Sewer Bonds Sanitation nFederal/other grants n Other (specify) DNR - MidAm customers This expenditure is to be coded to the following budget line -item: 010-37-4105-1536 37RST-PSyi (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respftct ully submitte (Signature Dept.,✓ 8 or Designee) $ 6,151.00 V $ 6,151.00 Date (Signii re F nance Dept. Review) Date '-)-r}cy-t4 %ell users\shared goodies\forms\Pre Auth PS11.xls(Oct 2004) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finan Co mittee approval required? YES NO If so, date approved: Lk. I F.) l .2 t 117 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 POLICE Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount j,Yd Dept Activity Acct # Acct Name Proj Code Amount 010 11-1160 3000 Tri County Forf. 11TRI TRIF 10,000.00 010 11 1160 1512 Tri County Forf 11TRI TRIF 10,000.00 do Cash 010 11 1150 1346 Travel 11GRT LEN7 �� 1,000.0c 0j,0 11 1150 1376 Equip. Maint 11GRT LEN7 1,000.00 010 11 1150 1346 Travel 11GRT LEN7 7,000.001,010 11 1150 1387 Radio Reltd Equip 11GRT LEN7 7,000.00 TOTAL $18,000.00 This amendment is being requested because: This is to conform with the City's budget line item control policy. TOTAL $18,000.00 Prior Committee Actions (Dates): (-t- �q-1 D'I 3 ignature Dept. Head or Designee) Date ignat a Finance Dept. Review) Date Date Posted (Finance Dept.) K:lusers\shared goodies\forms\csbudgetamendregform (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Financ4 Cgtffmittee approval required? YES _ NO {�-� If so, date approved: \ `5 VC 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 2013 submitted by the Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity�� Acct # Acct Name Proj Code Amount _ yund Dept Activity Acct # Acct Name Proj Code Amount ) Ul.�1 tiu1' UTj 3481 Concessions Rev 10,000.00 OW 37 'r/DO 1553 Mech For Resale 10,000.00 TOTAL This amendment is being requested because: To fix line item overages $10,000.00 TOTAL $10,000.00 Prior Committee Actions (Dates): (Signature Dept. Head or Designee) / ?/Date (Si ature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Financ Cpt mittee approval required? YES_ NO !I If so, date approved: _; 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 6/30/2013 submitted by the Community Development Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount /Fund Dept Activity Acct # Acct Name Proj Code Amount 290 32 5856 3373 Fed.Pass thru 32NS3 ADM3 110,000.00 290 32 5856 1316 Admin Allocation 32NS3 ADM3 10,000.00 290 32 5856 1390 Other Contrac. Sery 32NS3 ADM3 100,000.00 / 224 32 5850 3350 Federal Grant BG2IAADMN 175,000.06' 224 32 5850 1327 Res. Rehab BG2IAADMI` 75,000.00 224 32 5850 1379 Interim Asst BG21AADMN 50,000.00 224 32 5850 1393 Contrib & Subs BG21AADMh 50,000.00 224 32 5854 3373 Fed. Pass Thru 32NC3 ADM3 I✓ 272,000.00 224 32 5854 1706 Housing Asst 32NC3 ADM3 262,000.00 224 32 5854 1316 Admin Allocation 32NC3 ADM3 10,000.00 224 32 5870 3350 Federal Grant HM21A 0001 100,000.00 224 32 5870 1327 Res Rehab HM21A 0001 100,000.00 TOTAL This amendment is being requested because: Balance line items $657,000.00 TOTAL $657,000.00 Prior Committee Actions (Dates): (Signature Dept. e igne Date ( ignature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment Request fund 224-5850,5854,5870,290-5856 4-8-2013.xlsx (Apr 2003) Completed forms should be routed directly to the Finance Dept. Fina Co FINANCE DEPT. ONLY ittee approval required? YES V NO If so, date approved \,l t` l 7Z') 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 POLICE Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code,/ Amount , fund Dept Activity Acct # Acct Name Proj Code Amount 010 11 1150 3873 Reimburse Serv. 11 GRT.TRNG 3,000.00 010 11 1150 1346 Travel 11 GRT TRNG 3,000.00 TOTAL This amendment is being requested because: To conform with the City's budget line item control policy. $3,000.00 TOTAL $3,000.00 Prior Committee Actions (Dates): (Signature Dept. Head or esignee) Date (S gnature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\csbudgetamendregforrn (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mittee approval required? YES IOC NO —ray, If so. date approved: ` ! - ( 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 6/30/2013 submitted by the Community Development Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount G,fdnd Dept Activity Acct # Acct Name Proj Code Amount 224 32 5870 3350 Federal Grant HM21A 0001 50,000.00 224 32 5870 1393 Contrib & Subs HM21A 0001 50,000.00 TOTAL $50,000.00 TOTAL $50,000.00 This amendment is being requested because: Balance line items lac 5=e I/�. fill/le/Litt 1)11. t d / 1)61-Im7;d �?) 0-71- (/ �, c1:ed /d e_ Prior Committee Actions (Dates): (Signature Dep . He ad • Designe Date (S nature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment Request fund 224-5870 4-11-2013.xlsx (Apr 2003) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name IA DNR - MidAmerican Energy Plant Some Shade #12 Gity Contract No. Project Manager Project Budget Total $ Todd Derifield 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes X No Grant Name C. City Match Source of Funding D. Other Entities Yes No Name 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. 31 R sr - Subproject No. PS ra. % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) Done None ❑ 0 Yes No ❑ ❑X ❑ ❑ ❑ ❑ ❑ Q ❑ ❑ ❑ Q ❑ ❑ This project is with the Iowa DNR and Mid -American Energy. Trees are offered for sale at $30.00 to customers of Mid -American Energy. IA DNR reimburses the City for the expense of the trees, plus an administrative fee. This will be the twelfth time the City has participated in the Plant Some Shade project. Page 2 must be attached and signed. K:\shared goodies\forms\PSS Project Budget Workshee.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 4 ( (� L (7) Project Name (from page one) IA DNR - MidAmerican Energy Plant Some Shade #12 Department No. project will be budgeted under Activity No. project will be budgeted under 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 3750 Sale of Bonds 3712 Sale of Trees EXPENDITURES: 37 Leisure ServicE 010 37 4105 To be assigned by the Finance Dept. Project No. 31 Subproject No. 93 V . (Each column should only include amounts by fund) Fund: 010 Fund: Fund: Fund: Total 2,651.00 2,651.00 4,500.00 4,500.00 TOTALS $ 7,151.00 $ - $ - $ - $ 7,151.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1536 Trees 1,000.00 $ 1,000.00 6,151.00 6,151.00 1541 Cleaning Supplies 0.00 TOTALS $ 7,151.00 (Signature Dept. Head) $ - $ - $ - $ 7,151.00 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\PSS Project Budget Workshee.xls\Page 2 (Donat or NON-constr) (Mar 2010)