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Home My WebLink About05/27/20141. FINANCE COMMITTEE May 27, 2014 5:05 p.m. Waterloo Center for the Arts, Law Court Theater Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt David Jones Approval of Agenda, as proposed. Approval of Minutes of May 19, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Mark Boesen, Manager of IAHO Spring Waterloo, IA 10/02/2013- $150.00 Rehabilitation Services Conference 10/04/2013 2. Rick Gautney with Pillar Properties of Waterloo, Iowa is requesting a refund in the amount of $450.00 for sewer charges billed for property located at 727 W Park Avenue that is still under construction. 3. Motion to receive bids for the sale and removal of fence located at 902 Logan Avenue, Dunsmore House -Submitted by Suzy Schares 4. Pre Authorizations to Expend over $1,000.00 Dept. AmountEst. Expenditure Leisure Services $7,000.00 NTE Approximately 150 tons of USGA #2 premium top dressing sand for the golf courses. This will include green tinted bag sand for repairs on greens. Leisure Services $1,500.00 NTE Airing of television commercials for June 2014. Leisure Services $11,400.00 Electronic scoreboards to be placed at fields 1-2 at Percy Danes Baseball Complex. BILLS PAYMENT ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director FINANCE COMMITTEE May 19, 2014 5:05 p.m. Waterloo Center for the Arts, Law Court Theater Members present: Cole, Schmitt, and Jones. Moved by Schmitt, seconded by Jones that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that the Minutes of May 12, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that the request for the following travel requests, be approved. Travel Requests Amount Name & Title of Personnel Class/Meeting Destination Date(s) not to Exceed Janet Wessels HCV Housing Quality Des Moines, 07/07/2014- $1,279.74 Standards IA 07/09/2014 Sonia Mayer, HCV Financial Las Vegas, 07/21/2014- $2,020.27 Bookkeeper/Admin. Asst. Accounting & NV 07/24/2014 Reporting Abraham Funchess, 2014 EEOC EXCEL San Diego, 08/11/2014- $9,430.00 Executive Director; Conference CA 08/15/2014 Rebecca Johnson, Human Rights Specialist; Shelly Kruger, Adm. Secretary Ayes: Three. Motion carried. Ms. Cole noted that the training is grant reimbursable. Moved by Jones, seconded by Schmitt that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Central Garage $2,820.08 + $204.00 S/H Mobile Support Stands. Central Garage $2,710.53 + $550.00 S/H (est.) Cradle, crossmember and frame liners for fire engine 304. STATE OF IOWA, } Black Hawk County, SS CITY OF WATERLOO CLERKS OFFICE IS TAKING BIDS FOR THE SALE .AND REMOVAL OF FENCE LOCATED AT 902 LOGAN AVENUE - DUNSMORE HOUSE The City of Waterloo is seeking bid for the Sale and Removal of Fence and Posts, located at 902 Logan Avenue - Dun- smore House. Work to be completed by August 18, 2014. Sealed bids must be received by the City Clerk of the City of Waterloo at her office at City Hall, 715 Mulberry Street, Waterloo, Iowa 50703 no later than Thursday, July 17, 2014 at 1:00 p.m., at which time bids will be opened in the First Floor Conference Room at City Hall, for Sale and Removal of Fence and Posts, located at 902 Logan Avenue - Dun- smore House. When submitting bid, please not on the lower left hand comer of envelop: Sale /Removal Fence. If you have any questions, please contact Cram Clark, Building OfficiaVMaintenance Administrator, at 291-4319, Monday through Friday, 0:00 a.m. to 5:00 p.m. By order of the Finance Committee of the City of Waterloo this 27th day of May, 2014. Suzy Scharee City Clerk/Human Resources Director I do solemnly swear that the annexed copy of legal City of Waterloo Bids for Sale and Removal of fence at 902 Logan Ave — Dunsmore House Notice was published in the Waterloo -Cedar Falls Courier, a daily newspaper printed in Waterloo, Black Hawk County, Iowa, once commencing on the 8th day of July, 2014 in the name of said newspaper, and that the annexed rate of advertised is the regular legal rate of said newspaper, and that the following is a correct bill for publishing said notice. Printer's Bill $15.95 Signed Subscribed and sworn to before me this 1 Day of .{ LO j] A.D., 20 1y L/hCL!DC YYl(]Li.44Jq Received of Notary Public the sum of Dollars. In full for publication of the above notice. JODI E MCKINST E'i COMM SS!ON NO.73r;1 7 3 Finance Committee May 19, 2014 Page 2 City Clerk $1,500.00 Parking Tickets Leisure Services $6,021.26 Repair and replacement of plants in beds at 6th Street Plaza. Leisure Services $6,570.00 Advertising & advertising spot production to promote the Cedar Valley SportsPlex during Monday Night Football and various other programming. Leisure Services $1,208.88 + $36.26 S/H Additional jerseys for Optimist Baseball & Softball. Leisure Services $4,762.38 (3) Beverage coolers with casters for Young Arena's concessions operations. Leisure Services $1,575.00 Preparation and painting of Young Arena outside main entrance railings. Management Information Systems $6,135.00 Barracuda spam/virus email filter (model BSF300A55). Traffic Operations $6,200.00 Installation of 6 traffic detection cameras. Traffic Operations $1,020.00 + $200.00 S/H 2 — Aluminum Signal Heads and Hardware. Ayes: Three. Motion carried. Paul Huting, Leisure Services Director, explained that they are replacing landscaping ruined during the flood. Moved by Cole, seconded by Jones that authorization to increase Line Item Building Maintenance (1371) and decreasing Line Item donation (3720) in the amount of $2,600.00 as submitted by the Leisure Services Department, be approved. Ayes: Three. Motion Carried. Moved by Cole, seconded by Jones that authorization to increase several line items on file in the City Clerk's office in the amount of $51,874.00 as submitted by the Finance Department, be approved. Ayes: Three. Motion Carried. Moved by Cole, seconded by Jones that authorization to increase Line Item Refunds (1785) and decrease Line Item cash on hand (3000) in the amount of $517,600.00 as submitted by the Finance Department, be approved. Ayes: Three. Motion Carried. Moved by Cole, seconded by Jones that authorization to increase several line items on file in the City Clerk's office in the amount of $70,000.00 as submitted by the Finance Department, be approved. Ayes: Three. Motion Carried. Finance Committee May 19, 2014 Page 3 Moved by Cole, seconded by Jones that authorization to increase several line items on file in the City Clerk's office in the amount of $35,430.00 as submitted by the Finance Department, be approved. Ayes: Three. Motion Carried. Moved by Cole, seconded by Jones that authorization to increase Line Item land acq. (2140) and decrease Line Item cash on hand (3000) in the amount of $70,300.00 as submitted by the Finance Department, be approved. Ayes: Three. Motion Carried. Moved by Cole, seconded by Jones that authorization to increase Line Item building maintenance (1371) and decrease Line Item fund balance (3000) in the amount of $44,000.00 as submitted by the Finance Department, be approved. Ayes: Three. Motion Carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated May 19, 2014, in the amount of $2,550,899.48, 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 Schmitt, seconded by Jones that the meeting be adjourned at 5:11 p.m. Ayes: Three. Motion carried. Suzy Schares, CMC City Clerk/Human Resource Director CITY OF WATERLOO Committee Communication Finance Committee Meeting: May 27, 2014 Prepared: DeAnne Kobliska Dept. Head Signature: Suzy Schares # of Attachments: SUBJECT: Refunds Submitted by: Suzy Schares, City Clerk Recommended Committee Action: Approval of the following refunds: Rick Gautney with Pillar Properties of Waterloo, Iowa has requested a refund for property located at 727 W. Park St., in the amount of $450.00. The property owner has been charged for sewer services and the property is currently under construction and not utilizing sewer. Summary Statement: The above individuals have requested a reimbursement. The letters and account information is attached. Expenditure Required: As indicated above Source of Funds: SEWER REFUND Policy Issue: None Alternative: Not give the reimbursements 520-14-5200-1785 i,1 `1 �f f tilltJ� / Background Information: Recommendation for reimbursements are only made after Waterloo Water Works and Waste Management Services have been contacted to verify the information given by the individual. CITY OF WATERLOO Committee Communication Finance Committee Meeting: 05/27/2014 Prepared: DeAnne Kobliska Dept. Head Signature: Suzy Schares # of Attachments: SUBJECT: Sale and Removal of Fence. Submitted by: Suzy Schares, City Clerk Recommended Committee Action: Approval of the following request: Councilman Welper has received requests to purchase the fence located at 902 Logan Avenue, Dunsmore House. We are requesting the approval to seek bids for the sale and removal of fence. Summary Statement: Expenditure Required: As indicated above Source of Funds: N/A Policy Issue: None Alternative: Not give the reimbursements Background Information: 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 Leisure Services Department to expend $ NTE 7,000.00 plus est. shipping costs of $ to pay for or purchase Approximately 150 tons of USGA #2 premium top dressing sand for the golf courses This will include green tinted bag sand for repairs on greens. This purchase or expenditure is being made because: Top dressing is necessary to maintain the quality of the greens at the three municipal golf courses. Vendor selected for this purchase: Acme Materials, Muscatine Iowa ❑ Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: Acme is the only provider that can deliver material that meets specifications. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund El Road Use Tax n Sewer ❑ Sanitation ❑ Bonds ri Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4120 1537 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 58,000.00 and the current available balance is $ .-42 (9g6.O(c t" V Respectfully submitted, • _camp �__ SZ,/t4 t 1�� 4W/1 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Top Dressing Sand (Mar 2010) 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 /r ax,ppnditure submitted by the Leisure Services Department to expend $ NTE 31Q OEC plus est. shipping costs of $ to pay for or purchase Airing of television commercials. / It jl't C Zt / Y This purchase or expenditure is being made because: To promote the City of Waterloo golf courses, increase play, and revenue. Vendor selected for this purchase: KWWL, Waterloo Iowa ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: KWWL is the only local over -the -air television company. 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 ❑ Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) Hotel/Motel Funds This exp, ndi,ure is to be cod to�the folio ing budget line -item: �Iut (/��/c�37�/u 010-379' Hotel/Motel Cou cif"Discreclonary Funds (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is Prte""m i/6019 $ .9 eG //Gdb and the current available balance is /0cj .p y $ 0,000.00. '� w7 C/ Respectfully submitted 5/at f t 62- (Signature Dept. Head or Designee) Date (Signat a Finance Dept. Review) 5_ 6-22 /`/ Date K:\shared goodieslforms\Pre-Auth KWWL (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form Cry Gent 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 Leisure Services Department to expend $ 11,400.00 plus est shipping costs of $ na to pay for or purchase electronic scoreboards to be placed at fields 1-2 at Percy Danes Baseball Complex. This purchase or expenditure is being made because: this product is necessary to improve the visual appeal of the Percy Danes Baseball Complex. This project is funded by BHCGA, the City of Waterloo and B.O.B. Vendor selected for this purchase: Iowa Direct Equipment Cedar Falls, IA ❑x Bids or written quotes were taken on this purchase, as follows: Iowa Direct Equipment (Cedar Falls, IA) $11,400.00 Fair -Play Scoreboards (Des Moines, IA) $12,980.00 Baum Sign Inc. (Sheridan, IL) $22,080.00 ❑ 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 ❑ Road Use Tax ❑ Sewer ❑ Sanitation ❑X Bonds ❑ Federal/other grams ❑ Other (specify) This expe diture is to b coded to the following budget line -item: /13,37-zG2 - 2/7g (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted,- du mance Dept. Review) Date ignature or Designee) Date (Si K:\shared goodiesltormsOnes scoreboards (Mar 2010) 57sr �. (Project Code) $ ""O $ -1/9, 6W -4,z