HomeMy WebLinkAbout03/18/20131.
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FINANCE COMMITTEE
March 18, 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 March 11, 2013
NEW BUSINESS
Travel Requests
Name & Title of Personnel
Class/Meeting
Destination
Date(s)
Amount not
to Exceed
Lieutenant Frana; Lieutenant
Campbell; Sergeant Hoelscher;
Sergeant Richter
Glock Armorer Course
Cedar
Rapids, Iowa
April 11,
2013
$840.00
Luke Even, Forestry Foreman
Minnesota Shade Tree
Short Course
Arden Hills,
Minnesota
March
12-13,
2013
$445.00
Ben Wagner, Draftsperson
Iowa Geographic
Information Council
(IGIC) Biennial
Conference
Cedar
Rapids, Iowa
April 2-4,
2013
$295.78
Mark A. Boesen, Manager of
Rehabilitation Services; Jon
Martin, Rehab/Relocation
Specialists; Matt Chesmore,
Rehab/Relocation Specialists
IAHO Spring
Conference
Waterloo,
Iowa
April 3-5,
2013
$750.00
Larry N. Smith, Waste
Management Services
Superintendent
22' Annual IAWEA
Biosolids Conference
Ankeny,
Iowa
March
20, 2013
$115.00
Brian Rath, Treatment
Operator Supervisor
22nd Annual IAWEA
Biosolids Conference
Ankeny,
Iowa
March
20, 2013
$115.00
Pat Treloar, Chief of Fire
Services
Spring Chiefs
Conference
Ames, Iowa
April 9-
10, 2013
$184.00
8. Approval of request to seek bids for the production of the Spring 2013 Storm Water
Education Brochure —Submitted by Wayne Castle, PLS, El, Associate Engineer.
9. Approval of postage costs associated with the distribution of the Spring 2013 Storm
Water Education Brochure —Submitted by Wayne Castle, PLS, El, Associate Engineer.
10. Recommendation to accept bid from Electronic Engineering at a cost not to exceed
$11,003.80 per squad car for the FYE 14 Equipment Installation in squad cars and
purchase of needed equipment to outfit six new squad cars —Submitted by Dan Trelka,
Director of Safety Services.
11.
Pre Authorizations to Expend over $1,000.00
Dept
AmountEst.
Expenditure
Airport
$5,850.00 +
$199.51
New heater coil for airport deicer truck
Building/Maintenance
$8,402.14
Dell r620 server
Leisure Services
$2,150.00
Lumber for the completion of the dugouts at Tibbitts
Park
Leisure Services
$24,130.51
LUMEC lighting fixtures for walk paths throughout
Riverfront Sports Park
Leisure Services
$56,894.50
Chemicals and fertilizers for turf management at
municipal golf courses
Planning
$3,810.00
Asbestos removal & window/door caulk of ICCU — 320
West 2°d Street
BUDGET LINE ITEMS TO BE AMENDED
12. Authorization to increase several line items on file in the City Clerk's office in the amount
of $5,165.48 Submitted by Waterloo Housing Authority Department.
13. Authorization to increase several line items on file in the City Clerk's office in the amount
of $8,195.07—Submitted by Waterloo Housing Authority Department.
14. Authorization to increase several line items on file in the City Clerk's office in the amount
of $121,379.00 Submitted by Community Development Department.
BILLS PAYMENT
ADJOURNMENT
Suzy Schares
City Clerk
FINANCE COMMITTEE
March 11, 2013
5:10 p.m.
Council Chambers
Members present: Schmitt, Hart. Absent: Cole.
Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Two.
Motion carried.
Moved by Hart, seconded by Schmitt that the Minutes of March 4, 2013, as proposed, be
approved. Ayes: Two. 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
Robin Means, Fair Housing
Coordinator
National Fair Housing
Training Academy
Washington,
D.C.
May 19-
25, 2013
$2,800.00
Abraham Funchess, Jr., Executive
Director
National Fair Housing
Training Academy
Washington,
D.C.
May 5-11,
2013
$2,800.00
Eight (8) Police Officers
Interview and
Interrogation School
Waterloo,
Iowa
April 29-
May 1,
2013
$1,800.00
Captain Mohlis; Lieutenant
Carrier
2013 Iowa Employment
Training and Benefits
Conference
Altoona, Iowa
April 24-
25, 2013
$770.00
Ayes: Two. Motion carried.
Mr. Schmitt questioned if we have sent two individuals in the past to the Fair Housing Training.
Michelle Weidner, Chief Financial Officer, replied that they have typically sent two individuals.
Moved by Hart, seconded by Schmitt that increase of petty cash for the Leisure Services office
for a total cash drawer of $200.00—Submitted by Madonna Welsh, Leisure Services Office
Coordinator/Bookkeeper, be approved. Ayes: Two. Motion carried.
Moved by Hart, seconded by Schmitt that Recommendation to accept bid from Deery Motors of
Pleasant Hill, Iowa in the amount of $25,744.46 each for the purchase of three (3) Full Size 4-
wheel drive pickup trucks for the Sewer Department —Submitted by Mark Rice, Public Works
Department, be approved. Ayes: Two. Motion carried.
Moved by Hart, seconded by Schmitt that request to seek bids for one (1) Portable Dynamic
Message Sign in an amount not to exceed $20,000.00—Submitted by Sandie Greco, Traffic
Operations Superintendent, be approved. Ayes: Two. Motion carried.
Finance Committee
March 11, 2013
Page 2
Moved by Hart, 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.
Amount + Est. S/H
Expenditure
Leisure Services
$2,549.70
Deck chairs for Byrnes and Gates pools
Leisure Services
$2,000.00
Staining and painting of two new dugouts at Riverfront
Sports Park
Traffic Operations
$2,653.00
Four aluminum poles, transfer bases, bolt sets, pole caps,
LED replacement bulbs for 3M signal heads
Traffic Operations
$1,564.00 +
$100.00
Back-up battery system
Ayes: Two. Motion carried.
Moved by Schmitt, seconded by Hart that Authorization to increase Line Item 3722 (refunds)
and Line Item 1785 (refund payment) in the amount of $5,200.00—Submitted by Community
Development Department, be approved. Ayes: Two. Motion carried.
Moved by Schmitt, seconded by Hart that Bills Payment, as contained in Accounts Payable
Invoice Report, dated March, pp. 1-23, in the amount of $2,380,024.30, be received, placed on
file and approved and forwarded to the full council for approval. Ayes: Two. 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: Two. Motion carried.
Suzy Schares
City Clerk
FINANCE DEPT. STAFF ONLY
TRAVEL REQUEST
CITY OF WATERLOO
NAME(S) AND POSITION(S):
Lt. Monty Frana, Lt. Lisa Campbell, Sgt. Brian Hoelscher,
& Sgt. Kye Richter
NAME OF CLASS / MEETING:
Glock Armorer Course
DEPARTURE DATE:
April 11, 2013
LINE ITEM USED 010-11-1100-1346
FY _2013_ BUDGETED
EXPENDED YTD i /. 'i ' - .7
THIS REQUEST ` ! d
LEFT AFTER THIS
REQUEST /7 f e/S ;1 6
DATE ,; '. -l/ 2L /D
Original - Clerk/Finance Copy - be. •rtment
DATE:
March 11,2013
DESTINATION: Cedar Rapids, Iowa
DEPARTURE POINT
IF NOT WATERLOO:
Return Date:
April 11, 2013
DATE(S) OF MEETING:
April 11,2013
PURPOSE OF TRAVEL:
Lt Krogh is requesting authorization to send LtFrana, Lt. Campbell, Sgt. Richter, and Sgt. B. Hoelscher to the Glock
Armorer course at the Cedar Rapids Police Department on April 11,2013. This 1-day course presents skill sets designed
to enhance the proficiency of Officers who dismantle, repair and Armorer the Glock firearms that the members of the
Waterloo Police Department carry. All of these Officers are department firearms instructors and currently are certified as
Glock Armorers. This course is necessary to recertify these Officers as Glock Armorers. The cost of class is registration
and lunch. A city vehicle will be needed for travel to the training facility.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
METHOD OF TRAVEL:
XX CITY VEHICLE
x COST $
YES NO
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
$ 0.00 LODGING
$60.00 MEALS
$780.00 REGISTRATION
$0.00 MILEAGE/FUEL
TOTAL FOR ALL: $ 840.00
TAXI
PARKING
AIRFARE
MISC/TOLLS
BUDGET LINE ITEM:
YES
YES
x GRANT REIMBURSABLE
NO
x REQUIRED CERTIFICATION
NO
TOTAL: $ 210.00 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
MAYOR
DATE
DATE
TRAVEL REQUEST
CITY OF WATERLOO
LINE ITEM USED
FY , Zi' /. BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original - Clerk/Finance
FINANCE DEPT. STAFF
(, 7
G-(/U
Co • -
-/;2 - C/3
De••rtment
NAME(S) AND POSITION(S):
Luke Even, Forestry Foreman
NAME OF CLASS / MEETING:
Minnesota Shade Tree Short Course
DATE:
3/11/13
DESTINATION: Bethel University, Arden Hills,
Minnesota
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
3/12/13
RETURN DATE:
3/13/13
DATE(S) OF MEETING:
3/12/13 — 3/13/13
PURPOSE OF TRAVEL/TRAINING:
• Educational in the field of Arboriculture
• Required CEU's offered for Certified Arborist Training.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
YES
X COST $
NO
METHOD OF TRAVEL:
CITY VEHICLE
X PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST:
$100 LODGING
MEALS
$190 REGISTRATION
$155 MILEAGE/FUEL
TOTAL FOR ALL: $ 445
TAXI
PARKING
AIRFARE
MSC/TOLLS
BUDGET LINE ITEM: 010-37-4100-1346
X GRANT REIMBURSABLE
YES NO
X
YES NO
TOTAL: $ 445
REQUIRED CERTIFICATION
PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
DEPARTMENT HEAD
I APPROVE THIS TRAVEL REQUEST
MAYOR
RAared Goodies\Forms\Travel Request Form January 2010 DATE
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT.
LINE ITEM USED
FY;-Z)i7.BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Or' inal - Clerk/Finance
STAFF ONLY
2G'G c' i 7S3(:/3'/�
c SL[7=,;r�l
;eel(' 'f7S;
i5G--eJ
Co - De.. rtment
NAME(S) AND POSITION(S):
Ben Wagner
Draftsperson
DATE:
March 12, 2013
NAME OF CLASS / MEETING:
Iowa Geographic Information Council (IGIC) Biennial
Conference
DESTINATION: Cedar Rapids, IA
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
April2, 2013
RETURN DATE:
April2, 2013
DATE(S) OF MEETING:
April 2 — 4, 2013
PURPOSE OF TRAVEL/TRAINING:
To attend IGIC Biennial Conference and attend educational workshops that are part of the conference
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
X COST $
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
LODGING
$ 12.00 MEALS
283.78 REGISTRATION
MILEAGE/FUEL
TOTAL FOR ALL: $ 295.78
TAXI
PARKING
AIRFARE
MISCITOLLS
BUDGET LINE ITEM: 266-07-7830-1346
X GRANT REIMBURSABLE
YES NO
X REQUIRED CERTIFICATION
YES NO
TOTAL: $ 295.78 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
AZ41-,
DEPARTMENT HEAD
March 12, 2013
I APPROVE THIS TRAVEL REQUEST
MAYOR
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT.
LINE ITEM USED
FY 2013 BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Ori.final- Clerk/Finance Co b •• tment
STAFF ONLY
i3-fG
711 ;?
4i5/7G
2974-, ,..17--/4 2 3_
NAME(S) AND POSITION(S):
MARK A. BOESEN, Manager of Rehabilitation Services
JON MARTIN and MATT CHESMORE,
Rehabilitation/Relocation Specialists
DATE:
March 11, 2013
NAME OF CLASS / MEETING:
IAHO SPRING CONFERENCE
DESTINATION: Waterloo, Iowa
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
April 3, 2013
RETURN DATE:
April 5, 2013
DATE(S) OF MEETING:
April 3-5, 2013
PURPOSE OF TRAVEL:
Attend IAHO Spring Conference Certification and Recertification — Courses on Radon, Mold & Indoor Air Quality and
Structural — Certification and Re -certification.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
COST $ -D-
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
LODGING TAXI
MEALS PARKING
$750.00 REGISTRATION AIRFARE
MILEAGE/FUEL MISCITOLLS
TOTAL FOR ALL: $ 750.00
224 32 5850 1346
BUDGET LINE ITEM: BG14H 0001
X GRANT REIMBURSABLE
YES NO
X
YES NO
REQUIRED CERTIFICATION
TOTAL: $ 250.00 PER PERSON
I BELIEVE THIS TRIP SERVES ► PUBLIC PURPOSE
AND IS NECESSARY AND-BENEIA L 1 O THE
CITY OF WATERLOO
I APPROVE THIS TRAVEL REQUEST
NOEL ANDERSON, CPD DIRECTOR MAYOR
DEPARTMENT HEAD
R cared Goodies\Forms\Travel Request Form January 2010 DATE
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT. STAFF ONLY
LINE ITEM USED h 2� It y zl o /3 4-6
FY <l.'l3 BUDGETED
EXPENDED YTD %fsy 5
THIS REQUEST
LEFT AFTER THIS
REQUEST J r/f•>, G'
DATE '77-7>i . 315 - Pev 3
Original - Clerk/Finance Ca y - ► - .. rtment
NAME(S) AND POSITION(S):
Larry N. Smith — WMS Superintendent
DATE:
03/15/2013
NAME OF CLASS / MEETING:
22nd Annual /AWEA Biosolids Conference
DESTINATION: FFA Enrichment Center,
DEPARTURE POINT DMACC, Ankeny
IF NOT WATERLOO:
DEPARTURE DATE:
03/20/13
RETURN DATE:
03/20/13
DATE(S) OF MEETING:
03/20/13
PURPOSE OF TRAVEL:
Education CEU's
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
x COST $
YES NO
METHOD OF TRAVEL:
x CITY VEHICLE
AIRFARE DEPARTING FROM: Waterloo
PRIVATE VEHICLE
ESTIMATE OF COST:
LODGING TAXI
MEALS PARKING
$115.00 REGISTRATION AIRFARE
MILEAGE/FUEL MISC/TOLLS
TOTAL FOR ALL: $ 115.00
BUDGET LINE ITEM: 520-14-5200- /3` -(e
GRANT REIMBURSABLE
YES NO
x
YES NO
REQUIRED CERTIFICATION
TOTAL: $ 115.00 PER PERSON
1 BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
I APPROVE THIS TRAVEL REQUEST
DELAD MAYOR
DATE DATE
K:\Shared GoodiesTorms\Travel Request Form January 2010
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT. STAFF ONLY
LINE ITEM USED %.'i' jy 5 c. /.3 -1G.
FY �` / itUD6ETED
EXPENDED YTD y,S `%
THIS REQUEST // 5 T. s•4'
LEFT AFTER THIS
REQUEST
DATE -��� _3 /s"" -,p_4/3
Ori.inal - Clerk/Finance `Co. - be. •rtment
NAME(S) AND POSITION(S):
Brian Rath — Treatment Operator Supervisor
DATE:
03/15/2013
NAME OF CLASS 1 MEETING:
22nd Annual IAWEA Biosolids Conference
DESTINATION: FFA Enrichment Center,
DEPARTURE. POINT DMACC, Ankeny
IF NOT WATERLOO:
DEPARTURE DATE:
03/20/13
RETURN DATE:
03/20/13
DATE(S) OF MEETING:
03/20/13
PURPOSE OF TRAVEL:
Education CEU's
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
x COST $
YES NO
METHOD OF TRAVEL:
CITY VEHICLE
AIRFARE DEPARTING FROM: Waterloo
PRIVATE VEHICLE
ESTIMATE OF COST:
LODGING TAXI
MEALS PARKING
$115.00 REGISTRATION AIRFARE
MILEAGE/FUEL MISC/TOLLS
TOTAL FOR ALL: $ 115.00
BUDGET LINE ITEM: 520-14-5200-4i3 We
GRANT REIMBURSABLE
YES NO
x
YES NO
TOTAL: $ 115.00 PER PERSON
REQUIRED CERTIFICATION
1 BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
I APPROVE THIS TRAVEL REQUEST
Cji1?i
DEPA TMENTHEAD MAYOR
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
TRAVEL REQUEST
CITY OF WATERLOO
FY, 2C/3 BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
FINANCE DEPT. STAFF ONLY
LINE ITEM USED c9/? /.0 / /d d /3567
3'71 c', e 6
)3 7Ue>
/344do
:44/ ' S
NAME(S) AND POSITION(S):
Pat Treloar, Chief of Fire Services
DATE:
DAIt
Original- Clerk/Finance 'Copy- Department
March 12, 2013
NAME OF CLASS / MEETING:
Spring Chief's Conference
DESTINATION: Ames, IA
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
040913
RETURN DATE:
041013
DATE(S) OF MEETING:
040913 to 041013
PURPOSE OF TRAVEL:
Attend 2013 Iowa Professional Fire Chief's Conference.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
YES NO
COST $
METHOD OF TRAVEL:
CITY VEHICLE
AIRFARE
PRIVATE VEHICLE
DEPARTING FROM: Waterloo, Iowa
ESTIMATE OF COST:
$94.00 LODGING
$20.00 MEALS
$70.00 REGISTRATION
MILEAGE/FUEL
TOTAL FOR ALL: $ 184.00
TAXI
PARKING
AIRFARE
MSC/TOLLS
BUDGET LINE ITEM: 010-12-1400-1346
x GRANT REIMBURSABLE
YES NO
x REQUIRED CERTIFICATION
YES NO
TOTAL: $ 0 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE'.
AND IS NECESSARY AND BENEFICIAL TO THE
CI r : RLOO
DEPAR MEIt't HEAD
I APPROVE THIS TRAVEL REQUEST
MAYOR
DATE DATE
CITY OF WATERLOO
Committee Communication
Finance Committee Meeting: March 18, 2013
Prepared: March 12, 2013
Dept. Head Signature: Eric Thorson, PE, City Engineer
# of Attachments: 0
SUBJECT: Spring 2013 Storm Water Education Brochure - Production
Submitted by: Wayne Castle, PLS, EI, Associate Engineer
Recommended City Council Action:
Approve to allow City Engineer to seek bids for the production of this brochure.
Summary Statement
This brochure would be the second of two storm water educational brochures required to be
distributed to the public each permit year. City staff are currently working to create the brochure.
The winning bidder would produce the brochures and then mail the brochures with their bulk
mail postage rate. The City will reimburse the winning bidder for the cost of postage.
Expenditure Required
None at this time. Production is estimated to be $3,500.
Source of Funds: Storm Water Utility Fee
Policy Issue N/A
Alternative N/A
Background Information:
The City of Waterloo is required by our Iowa DNR NPDES General Permit No.2 to mail two
storm water educational brochures to the public each permit year. These brochures provide
information to the public on ways they can help improve water quality through changes in
behavior or implantation of devices. This will be the 18th brochure produced and distributed to
the public.
CITY OF WATERLOO
Committee Communication
Finance Committee Meeting: March 18, 2013
Prepared: March 12, 2013
Dept. Head Signature: Eric Thorson, PE, City Engineer
# of Attachments: 0
SUBJECT: Spring 2013 Storm Water Education Brochure - Postage
Submitted by: Wayne Castle, PLS EI, Associate Engineer
Recommended City Council Action:
Approve postage costs for distribution of this brochure.
Summary Statement
This brochure would be the second of two storm water educational brochures required to be
distributed to the public each permit year. City staff are currently working to create the brochure.
The winning bidder would produce the brochures and then mail the brochures with their bulk
mail postage rate. The City will reimburse the winning bidder for the cost of postage.
Expenditure Required
None at this time. Postage is estimated at $7,000.
Source of Funds: Storm Water Utility Fee
Policy Issue N/A
Alternative N/A
Background Information:
The City of Waterloo is required by our Iowa DNR NPDES General Permit No.2 to mail two
storm water educational brochures to the public each permit year. These brochures provide
information to the public on ways they can help improve water quality through changes in
behavior or implantation of devices. This will be the 18th brochure produced and distributed to
the public.
CITY OF WATERLOO
Committee/Council Communication
Finance, Public Safety Committee, City Council Meeting: 03/18/2013
Created on 03/08/2013
Dept. Head Signature: Dan Trelka. Director of Safety Services
# of Attachments: None
SUBJECT: Accept bid from Electronic Engineering for FYE 14 Equipment Installation
in squad cars and purchase of needed equipment to outfit six new squad cars.
Submitted by: Dan Trelka, Director of Safety Services
Recommended City Council Action: Accept bid from Electronic Engineering from FYE 14
Equipment Installation and purchase of needed equipment to outfit six new squad cars.
Summary Statement: We requested bids from a total of four vendors for the installation of
equipment in Waterloo Police marked and unmarked vehicles. Only two vendors submitted
timely bids, and those bids meet all specifications. We recommend we accept Electronic
Engineering's bid of up to $11003.80 per squad car.
Expenditure Required: Yes
Source of Funds: General Obligation Bonds and General Funds as needed
Policy Issue: None
Alternative: None
Background Information: This vendor has been providing this service to the City of Waterloo for
the past several years. It is a very unique business with very little competition within the industry.
Electronic Engineering has provided us with exceptional and reliable service for our public safety
needs.
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee/
SIX
Approval Date . 1 S IX (3
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Airport Department to expend
$ 5,850.00 plus est. shipping costs of $ 199.51 to pay for or purchase
new heater coil for airport deicer truck.
This purchase or expenditure is being made because:
the original coil is inoperative. The Airport owns the deicing vehicle and leases it to
American Airlines and Livingston Aviation to perform de-icing operations.
Vendor selected for this purchase: Ground Support Specialist
❑ Bids or written quotes were taken on this purchase, as follows:
❑X Bids or quotes were not taken on this purchase because:
Ground Support Specialist is sole provider
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 I I Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010 29 7700 1571
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
nature Dept.
signee)
34f /3
(Project Code)
$ 15,000.00 r G�G� /.GOoi'�
$ 6,978.71 Get = /� (73-
Date (Signature Finance Dept. Review)
Date
K:\shared goodies \forms\Deicer Heater Coil.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee /!
Approval Date 22 cf 10
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Building/Maintenai Department to expend
$ 8,402.14 plus est. shipping costs of $ 0.00 to pay for or purchase
a Dell r620 server
This purchase or expenditure is being made because:
Server is needed to host eSuite application.
Vendor selected for this purchase: Deli
❑ Bids or written quotes were taken on this purchase, as follows:
Bids or quotes were not taken on this purchase because:
A quote was taken from Dell, our computer supplier. By making purchases with a
single vendor, we save considerable money by receiving volume discounts.
Additionally, we save city resources by standardizing and simplifying support.
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 ❑ Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
oK
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Resp ctfully s mitted,
nature . Head or Designee) Date (Signature Finance Dept. Review) Date
(Project Code)
$
$ %l� /// -
K:\shared goodieslforms\Dell esuite server 3-18-13 (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee ppi
Approval Date / �p l 7613
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
$ NTE 2,150.00 plus est. shipping costs of $ to pay for or purchase
lumber for the completion of dugouts at Tibbitts Park. This is an AMENDED preauth.
Was previously approved at me 1,900.00 on 2-25-2013.
This purchase or expenditure is being made because:
lumber is needed to enclose 6 dugouts at Tibbitts Park. Materials only. Work is being
completed by Leisure Services staff.
Vendor selected for this purchase: Pro Build Waterloo IA
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Pro Build is the only vendor that can supply matching lumber for previously installed
lumber and our desire is to have the lumber match.
Prior Committee Actions (Dates): 2-25-13 approved at $1900.
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund n Road Use Tax I I Sewer n Sanitation
nBonds I I Federal/other grants 0 Other (specify)
x
This expenditure is to be coded to the following budget line -item:
010-37-4200-1549
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
ully submitted,
(Signature,"-pt. Head or Designee
Date (Sigt ature Finance Dept. Review) Date
(Project Code)
2167.53 after amend.
2167.53 after amend.
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 13 i t S.06
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
$ 24,130.51 plus est. shipping costs of $ N/A to pay for or purchase
LUMEC lighting fixtures for walk paths throughout Riverfront Sports Park.
This purchase or expenditure is being made because:
path lighting will enhance both the aesthetic appeal of the renovated facility as well as
increase the safety of our patrons.
Vendor selected for this purchase: Crescent Electric Supply (Waterloo, Iowa)
Bids or written quotes were taken on this purchase, as follows:
Crescent Electric Supply (Waterloo, Iowa) $24,130.51
Van Meter Inc. (Waterloo, Iowa) $24,387.23
Wesco Distribution (Cedar Rapids, Iowa) $24,813.00
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:
TiGeneral Fund
❑ Bonds
Road Use Tax ❑ Sewer
Federal/other grants ri Other (specify)
Sanitation
This expenditure is to be coded to the following budget line -item:
426-37-4202 2178 $17,000 412-37-4202 2178 $7130.51 37SPT-LIGHT
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted;
'�
fir- . �c"f i 1
g ature Dep ad or Designee) Date (Signature Finance
$ 27,000.00 after amend
$ 27,000.00�
ept. Review)
Date
K:\shared goodies\forms\Copy of path light pre auth.xls (Mar 2010)
(Sig ature Dept. Freed or Designee)
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
$ 56,894.50 plus est. shipping costs of $ to pay for or purchase
Chemicals and fertilizers for turf management at municipal golf courses.
This purchase or expenditure is being made because:
These products are needed to properly maintain Waterloo's three municipal golf courses.
Products will be purchased from vendors based on bid prices for that product.
Vendor selected for this purchase: Various
❑X
Bids or written quotes were taken on this purchase, as follows:
Bids received from D&K Des Moines, Van Diest Webster City, Agrium Advanced
Technologies Ankeny, JD Landscapes Cleveland OH, Pace Supply Fairfax,
MTI Distrib Bettendorf, Contract Speciality Des Moines, Specialty Turf Grd Meadow MN
nBids 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 n Sanitation
Bonds El Federal/other grants 0 Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4120-1537
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Project Code)
$ 58,000.00
$ 56,894.50 "".
✓� `; i a-zt'<r LEA tit;'Gc , 3 ! 3
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Golf chemical preauth.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Planning Department to expend
$ 3,810.00 plus est. shipping costs of $ to pay for or purchase
Asbestos removal & window/door caulk of ICCU - 320 West 2nd
This purchase or expenditure is being made because:
Preparation of site clearance of ICCU
Vendor selected for this purchase: Advanced Environmental
❑ Bids or written quotes were taken on this purchase, as follows:
QX Bids or quotes were not taken on this purchase because:
Extreme time constraints in relation to the relocation of bank employees and the
Cedar Valley Sportsplex construction schedule
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund l l Road Use Tax ❑ Sewer
❑ Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure��is to be coded to the following budget line -item:
Lill 940-08-43�b 1396
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current avai
Respectfully bmitted,
i f
(Signature Dept. Head or Designee)
Sanitation
(Project Code)
$ 800,000.00v-
$ 318,791.81 '---
Date (Signature Finance Dept. Review)
// -Vic%/.'
Date
K:lshared goodies\forms\Advanced Env demo-$3,810.xls (Mar 2010)
'1 _N.VTINR�0
803 Ricker St Waterloo, IA 50703 319.287-4447
Bill To
City of Waterloo
Attn: Accounts Payable
715 Mulberry St.
Waterloo, IA 50703
Invoice
Date
Invoice #
9/12/2012
4633
Work Completed
Asbesto Removal
Window/door caulk
IA Community Credit Union
320 W 2nd St
Waterloo, IA
P.O. No.
Terms
Project
Contact Person
Net 30
V18249
Chris Western
Description
Qty
Rate
Amount
Asbestos removal at above referenced project
'e. tryl f% r 1 '.
-pa,'GV 1.e, . hilla,o-e- `(Waif'ee-IvU_ la,
NOTICE: Please pay from this invoice -Thanks
1
. 0l'1
3,810.00
0.00
3,810.00
0.00
Total $3,810.00
Balance Due $3,810.00
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance 9ommittee approval required?
YES // NO
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 2013 submitted by the Waterloo Housing Authority 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
283
13
5452
1710
Claim & Co
315.00/283
13
5452
1520
Software
315.00
283
13
5452
1710
Claim & Co
4,850.48�83
13
5453
1706
FSS HAP
4,850.48
TOTAL
This amendment is being requested because:
To adjust expenses
$5,165.48
TOTAL
$5,165.48
Prior Committee Actions (Dates):
(Si • • -ture Dept. Head or D I • nee)
/%1e%, j '7
Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendment 03-01-13 (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance Committee appryial required?
YES NO
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 2013 submitted by the Waterloo Housing Authority 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
283 13 5452 1710
Claim & Co
8,195.07'-J
283 13 5453 1706
FSS HAP
8,195.07
TOTAL
This amendment is being requested because:
To adjust expenses
$8,195.07
TOTAL
$8,195.07
Prior Committee Actions (Dates):
(Signature Dept�o esig�� Date
(Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendment 03-11-13 (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance mittee approval required?
YES NO
If so, date approved: _ r3
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
224
32
5850
3381
personal funds
BG21AADMN
✓
25,440.00
4 32 5850 1327
BG2IAADMN
BG21AADMI'
70,879.00
224
32
5850
3722
Refunds
BG21AADMN
8,160.00��/
224
32
5850
3873
Reimb for sery
BG21A ADMN
3,300.00V
i
224
32
5850
1130
Employee Reimb
BG21AADMI'
1,179.01N/
224
32
5850
1301
Temp Agency
BG21AADMN
3,440.00�
224
32
5850
1317
AuditExp.
BG21AADMP
4,360.00
11
224
32
5850
1379
Interim Asst
BG21AADMN
25,000.00�V//
224
32
5854
1706
Housing payments
32NC3 ADM.?
20,000.00
224
32
5854
1316
Admin Allocation
32NC3 ADM
20,000.00
224
32
5870
1346
Travel
HM21A 0001
500.00"
2,?4
32
5870
1313
legal sery
HM21A 0001
500.00
224
32
5870
1706
Housing Asst
HM21A 0001
30,000.00\424
32
5870
1393
Contrib & Subs
HM21A 0001
30,000.00
TOTAL
This amendment is being requested because:
Balance line items
$121,379.00
TOTAL
$121,379.00
Prior Committee Actions (Dates):
(Signature/Depg Head n"Designee
Date ii (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:Wsers\shared goodiesVorms\Budget Amendment Request fund 224-5850,5854,5870 3-11-2013.xls (Apr 2003)
City of Waterloo
Finance Committee Open Invoice Report
For March 18, 2013 Approval
Finance Committee Accounts Payable Open Invoice Report Total
As of Friday, March 15, 2013
EFT Transactions:
1,184,664.55
Subtotal - as of Monday, March 18 24313
1,184,664.55
Workers Compensation Claims Issued by TPA
Gross Payroll
Housing Authority Housing Assistance EFT's
Housing Authority Housing Assistance EFT's
886.40
3,045.13
Bill Payment Total - Monday, March 18, 2013
1,188,596.08
Payment to Council members or related entities:
Schmitt Telecom $394.90