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HomeMy WebLinkAbout03/17/20141. 2. 3. 4. 5. FINANCE COMMITTEE March 17, 2014 5:05 p.m. Waterloo Center for the Arts, Law Court Theater Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt David Jones Approval of Agenda, as proposed. Approval of Minutes of March 10, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Sgt. Camarata & Sgt. Rogers Supervision & St. Paul, MN 04/27/14- $956.00 M Management 04/29/14 Officer Walter & Officer Motorcycle Refresher Moline, IL 04/05/14- $576.00 Bovy Training 04/07/14 John Lenius NAHRO Conference Des Moines, 04/02/14- $200.00 IA 04/04/14 Inv. Monroe & (1) Unknown Marijuana Testing Ankeny, IA 03/31/14- $1,150.00 Officer School 04/03/14 Phillip Schuppert, Storm IDOT Erosion Control Ames, IA 04/10/14- $287.35 Water Specialist Certification Course 04/11/14 6. Carolyn Sorge, Executor of Eleanor Sorge's Estate, 256 Hammond Ave. is requesting a refund of overcharges on a garbage cart in the amount of $63.00 as her mother is deceased with no garbage pickup since July 12, 2013. 7. Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est S/fI Expenditure Building Maint $7,764.00 Fire Station #1—replace two existing doors & frames. Clerk/Finance $1,500.00 Custom Software upgrade with New World Systems. Clerk/Finance $41,203.36 2013 City Election expense. Fire $2,190.00 Yearly technical support for Firehouse Software. Leisure Services $1,897.50 Baseballs for the Optimist Baseball Program. Leisure Services $2,730.00 14 Pagoda Dogwood trees to be supplied, delivered, and planted along Greenhill Rd. Leisure Services $8,212.40 28 trees supplied, delivered, and planted along Home Park Blvd. Leisure Services $2,363.00 Amended preauth — audio equipment & accessories for the Cedar Valley SportsPlex. Changed from $1,663.00 to $2,363.00; additional equipment was needed. Leisure Services $2,443.00 Labor and materials for two (2) concrete dugout pads and bleacher pads at Hellman Field. Leisure Services $1,150.00 Labor and materials to stain and paint two (2) dugouts at Hellman Field. P & Z, Eng & CD $1,137.53 (4) ArcGIS Software Maintenance Agreement. Police $6,875.52 Adjustment to a previously approved contract for printers and printing of documents for the police department. BUDGET LINE ITEMS TO BE AMENDED 8. Approve the project budget for the Cedar Valley's Youth Read project in the amount of $3,515.00, funded with donations. BILLS PAYMENT ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director FINANCE COMMITTEE March 10, 2014 5:05 p.m. Waterloo Center for the Arts, Law Court Theater Members present: Welper, Schmitt, Jones. Absent: Cole. Moved by Welper, seconded by Jones that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Jones that the Minutes of March 3, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Jones that the request for the following travel requests, be approved. Travel Requests Name & Title of Amount Personnel Class/Meeting Destination Date(s) not to Exceed Mark Boesen, Manager of Rehabilitation IAHO Spring Conference Certification & Waterloo, IA 04/02/14- 04/04/14 $900.00 Services, Matt Chesmore Recertification & Jon Martin, Rehabilitation Specialists Craig Denner, Facilities Aquatic CEU Workshop Cedar 05/05/14- $270.00 Specialist, Katy Moeller, Rapids, IA 05/05/14 Aquatic & Member Services Specialist Mike Wilson, Airport Iowa Aviation West Des 04/22/14- $259.00 Director Conference Moines, IA 04/23/14 Dr. Harold Trulear, Building Healthy Waterloo, 04/10/14- $200.00 Director of the Healing Communities IA 04/12/14 Communities Prison Symposium Ministry & Prisoner Reentry Project of the Philadelphia Leadership Foundation Dr. Monica A. Coleman, Building Healthy Waterloo, 04/10/14- $200.00 Associate Professor of Communities IA 04/12/14 Constructive Theology & Symposium African American Religions Hy-Vee Catering Building Healthy Waterloo, 04/11/14- $2,700.00 Communities IA 04/12/14 Symposium Ayes: Three. Motion carried. Mr. Jones received clarification that the Building Healthy Communities Symposium was being paid with federal grant funds. 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 Building Maintenance $1,000.00 Fire Alarm Plan Review — Fairfield Inn & Suites. Finance Committee March 10, 2014 Page 2 Building Maintenance $1,930.00 Purchase of (2) laminate banquet tables for Five Sullivan Brothers Convention Center. Central Garage $4,659.34 Pack Panel — Garbage Truck 710. Central Garage $2,774.41 + Under body supports — Fire Engine 304. Cultural & Arts $2,700.00 Lithographic print by Grant Wood for permanent collection display at Waterloo Center for the Arts. Engineering $38.62 Refreshments for Stormwater public outreach workshop. Human Rights $9,000.00 To cover expenses for The Building Healthy Communities Symposium April 11-12, 2014 at the Area Education Agency 267. Leisure Services $7,500.00 NTE Emergency replacement of Young Arena HVAC heating unit for Black Hawks locker room area. Leisure Services $1,974.00 NTE Projector for the Multi -Purpose Room at the SportsPlex. Police $2,900.00 Five EoTech XPS2-0 MOA with five Troy folding rear sights. Police $5,375.00 Five LMT Defender M4 patrol rifles with 16" inch barrel. Police $2,500.00 2014 Police Officer Cop Cards. WMS $25,784.50 + $800.00 S/H New Impeller & Wear rings for a KRT Easton Raw Wastewater Pump. WMS $24,420.00 Vogelsang VX 136-140OD rotary Lobe Pump, Primary Sludge Pump #2. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that the budget amendment requested by the Police Department to use discretionary hotel/motel funds in the amount of $25,000.00 to fund police overtime used for community events, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that the project budget for the LaPorte Road/San Marnan Traffic Safety Improvements project, funded with a Traffic Safety Grant in the amount of $56,800.00 and city bond funds of $5,000.00, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that the project budget for the Downing/Ansborough Traffic Safety Improvements project, funded with a Traffic Safety Grant in the amount of $47,000.00 and city bond funds of $4,000.00, be approved. Ayes: Three. Motion carried. Moved by Schmitt seconded by Welper that the project budget for the Ridgeway/W. 1 lth Street Pedestrian Safety Improvements project, funded with a Traffic Safety Grant in the amount of $38,000.00, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that the project budget for the Radio Broadcast Traffic Safety Awareness Campaign, funded with a Traffic Safety Grant in the amount of $15,000.00, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that the budget amendment to increase the project budget for Youth Pavilion Tours Bus Transportation, funded with a donation from the McElroy Trust in the amount of $12,600.00, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that the budget amendment for the portion of the new EEOC contract budgeted to be spent in the current fiscal year in the amount of $10,727.00 be approved. Ayes: Three. Motion carried. Also to amend the original finance agenda Scribner's error read in the amount of $17,727.00. Finance Committee March 10, 2014 Page 3 Moved by Schmitt, seconded by Welper that the budget amendment to increase the project budget for the Young Arena Improvements for a rebate received from MidAmerican Energy in the amount of $7,806.00 to be used for HVAC repair be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that Bills Payment, as contained in Accounts Payable Invoice Report, dated March 10, 2014, in the amount of $2,344,083.31, 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 Welper, seconded by Schmitt that the meeting be adjourned at 5:14 p.m. Ayes: Three. Motion carried. Suzy Schares, CMC City Clerk/Human Resource Director 2 f § cr s c :suol;onJ;sui Ieioadg 0 7 CD \ G ONflAal dDVa1`dO 98L6-00179-96-9Z9 2 \ / / :apoo aoafoJdpueao :aweN Jopu9A / / co rr aoueu ppaio CL CT t4OZ'176 40ae1/11 dal ON aopuan co 0.1 ra 0 {/ 0 CITY OF WATERLOO Committee Communication Finance Committee Meeting: March 17, 2014 Prepared: DeAnne Kobliska Dept. Head Signature: Suzy Schares # of Attachments: SUBJECT: Refunds for overcharges on garbage Submitted by: Suzy Schares, City Clerk Recommended Committee Action: Approval of the following refunds: Carolyn Sorge, Executor of Eleanor Sorge's Estate, 256 Hammond Ave. is requesting a refund of overcharges on a garbage cart in the amount of $63.00 as her mother is deceased with no garbage pickup since July 12, 2013. Summary Statement: The above individuals have requested a reimbursement. The letters and account information is attached. Expenditure Required: As indicated above Source of Funds: GARBAGE REFUND Policy Issue: None Alternative: Not give the reimbursements 525-15-5400-1785 •5)(h - O 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. UUG6DFR DISPLAY Acco AcDisplay count No 07 20 1380 8585 Billing Duatnt History Customer SORGE ELEANOR Address 256 HAMMOND AVE 5=Payments ? Billing Consu Water Sewer Date Payment Payment 2/14/14 1 24.47- 37.50- SERV .90- 11/18/13 1 20.44- SERV .90- 8/16/13 10 21.86- 5/16/13 2/14/13 11/15/12 11 12 9 23.37- 24.81- 19.26- 37.50- 39.48- 41.46- 43.44- 37.50- Ph 235-9051 WATERLOO Garbage STORM Payment Payment 30.00- 8.25- 40.50- 40.50- 40.50- 40.50- 40.50- 8.25- 8.25- 8.25- 8.25- 8.25- 3/11/14 15:47:15 Activity F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS Total St Cnd Payment 101.12- 0P 107.59- P 110.09- P 113.58- P 117.00- P 105.51- P F19=Cust DEANNE KOBUSKA From: Annette Shepherd Sent: Tuesday, March 11, 2014 9:31 AM To: DEANNE KOBLISKA Subject: RE: Account #7-20-1380008585 Deanne, Yes she would be due a refund of $63.00 for 2 quarters of garbage service on a vacant home. Hopefully she knows that it will not be credited off automatically but she has to call to get the credit from now on. Annette Water Works From: DEANNE KOBLISKA Sent: Monday, March 10, 2014 10:07 AM To: Annette Shepherd Subject: Account #7-20-1380008585 Annette, Would you please send me verification that a refund in the amount of $63.00 is due to the Estate of Eleanor Sorge, per attached request. Thank you for your help! © DeAnne Kobliska Administrative Secretary for City Clerk City of Waterloo, Iowa 715 Mulberry Street 319-291-4522 Ext 3000 Fax: 291-4571 t City of Finance 715 Mulberry Ave Waterloo, IA 50704 Estate of Eleanor Sorge 256 Hammond Ave Waterloo, IA 50702 To whom it may concern: I spoke to the Waterloo Water Works in regards to my mother's residence @ 256 Hammond Ave, Account # 7-20-1380-008585 on 2/21/2014. My mother passed away on 7/12/2013 and she had 2 garbage cans, the green regular garbage and the blue recycling cans. In speaking with either Amy or Jamie they informed me that we are entitled to a refund of $63.00 since no waste has been picked up at this residence since October 2013. She did credit the account for last month's payment and will adjust going forward till the home is sold. I did speak to an Emily on 2/24/2014 at the Sanitation department and she was to have someone come out to pick up the Blue recycling container, as of today that container has not been picked up. Please let me know if there is anything you need from me in order to get this refund. Sincerely, Carolyn orge, executor r-Q C71 City Clerk Use Only Finance Committee Approval Date ti/i //t 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 $ 7,764.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Fire Station #1 - Replace two existing doors and frames Vendor selected for this purchase: Failor Hurley ❑X Bids or written quotes were taken on this purchase, as follows: Failor Hurley $7,764 ❑ 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 ❑ Sewer Sanitation Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 413-22-1400-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully sub Sigaetu'rrDep .. (Project Code) $ 16 ead or 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 3// 7//f 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 Clerk/Finance Department to expend $ 1,500.00 plus est. shipping costs of $ to pay for or purchase Custom software upgrade with New World Systems This purchase or expenditure is being made because: for our payroll system Vendor selected for this purchase: New World Systems n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax n Sewer Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 411-03-8400 2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res • ectfullyrptl itted, Sanitation (Project Code) $ ,�?UD,t1 O $ J't (dt?'' 6-t �%l� // y .�1),/.e / L �� �`� �Signat e Dept. Head oresignee) Date Signature Finance Dept. Review) Date K:\shared goodies\forms\Copy of Expenditure Pre-Authorization.midwest time.xls (Mar 2010) IFIINew1VOrld Systems` 7.e Pubic Sector 9ojvure Cam/any RFS Authorization Form SOFTWARE MODIFICATIONS / ENHANCEMENTS AT CUSTOMER EXPENSE Customer Name: Waterloo, IA New World Application: HR Ref. # 2047720 Release Level: Next Gen FP9 Date: 11/18/2013 Unless otherwise specified, this project will be scheduled according to New World Systems' normal scheduling practices. Scheduling will take place upon receipt of a signed copy of this document. In response to your Request for Service we are pleased to offer the following estimate. To begin worI on tlm projetd please sign below and return to New World Systems. '', A script is needed to convert the payroll dated 12-28-12. There was a discrepancy between the PayBatch.xls spreadsheet and the other detail files supplied for Go Live. This request is beyond the 30 day warranty period, the Go Live was performed on 1/18/2013. The cost for this program includes programming, quality testing, electronic delivery, and set up assistance. This project is considered custom software. Required upgrades to the custom software required by New World release changes, third party vendor changes, or changes in customer requirements are subject to additional software upgrade fees. Cost, Invoicing & Warranty Information: The Project Cost below includes all technical work including: design, programming, and up to 0 hours of on -site Project design based on up to 0 trip(s) to your location. Travel expenses for this work are estimated at $0.00. Actual travel expenses and any on -site support hours in addition to the amounts above will be invoiced at the actual amounts as provided in Exhibit B of your Software License and Services Agreement. All payments are due within 30 days of the actual invoice date. Estimate good for 30 days. COSTS INVOICING Invoiced Upon Customer Approval To Proceed Invoiced Upon Delivery of Software Project Cost $ $1,500.00 $0 $1,500 Travel Expenses $ $0.00 $0 $0 Budgeted Total Cost: $ $1,500.00 $0 $1,500 or des ttynndtreai»letaancennthealcovema Please test the s'of re it nec atety uprnr icationslenhance»tentsfar30days delivery. IMPORTANT: Please return this signed approval form to New World to start this project. Keep a copy for your records. Customer Liaison Approval: Signature: Date: Title: Phone #: Internal Use Only: Completed By: Date Completed: 2047720-.2 11/18/2013 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ,mil Approval Date ? The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Clerk/Finance Department to expend $ 41,203.36 plus est. shipping costs of $ 0.00 to pay for or purchase 2013 City Election Expense This purchase or expenditure is being made because: Vendor selected for this purchase: Black Hawk County Auditor & Commissioner I I 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: ❑ General Fund riBonds Road Use Tax Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-03-8400-1780 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 35,000.00 $ q-C./l_zezt<' Respectfully. brftitted, 7 : a�/� �3-�� ��i �/✓ f?Zee', /4),cc . ten 3 ire a<y (Signatu ept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Copy of Expenditure Pre-Authorization-BHC ELECTION EXPENSE.xls (Mar 2010) COUNTY AUDITOR AND COMMISSIONER OF ELECTIONS KYLE JENSSON-Election Manager March 5, 2014 Suzy Schares City Clerk 715 Mulberry Street Waterloo IA 50703 GRANT VEEDER ELECTIONS AND VOTER REGISTRATION DIVISION Phone (319) 833-3007 BLACK HAWK COUNTY Fax (319) 833-3119 316 E. 5TH STREET ROOM 210 E-mail election(±,co.blackhawk.ia.us WATERLOO, IOWA 9)703-4774 SUBJECT: 2013 CITY ELECTION EXPENSE This letter is to certify that the following costs were expended for the conduct of the November 5, 2013, Waterloo city elections held in conjunction with the county -wide 1 % Local Option Sales and Services Tax public measures. Please remit the expenses for your city to the Black Hawk County Auditor & Commissioner of Elections. Black Hawk County is responsible for any unincorporated portion. Costs: Waterloo BHCo. Unincorporated $0.00 1. Absentee balloting costs & postage $1,960.97 2. Ballot printing $4,830.80 $0.00 3. Canvass materials $15.30 $0.00 4. Compensation of precinct officials $25,382.17 $0.00 5. Declaration of eligibility & other forms $332.16 $0.00 6. Election Registers & Lists of voters $112.52 $0.00 7. Polling place rental $230.00 $0.00 8. Prep & Install. of voting equipment $6,450.00 $0.00 9. Publication of election notices $1,889.44 $0.00 10. Other: $0.00 $0.00 TOTAL: $41,203.36 $0.00 Non billable costs include: voter registration processing, administration, clerical expenses, and rent for voting equipment. Witness my hand and seal of Black Hawk County this 3rd day of March, 2014. 4yt4.1L rL Kyle Jensson Elections Manager COSTLTR_CITY_2013 Oho Vero /7gr) Approval Date City Clerk Use Only Finance Committee 3%/7 fly 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 $ 2,190.00 i i rE. Department to expend plus est. shipping costs of $ N/A to pay for or purchase Yearly technical support for Firehouse Software. This purchase or expenditure is being made because: Current contract expires on 05/01/14. Vendor selected for this purchase: FIREHOUSE SOFTWARE/XEROX SOLUTION O Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This is a maintenance & support contract for existing software we use to monitor calls. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: �x General Fund n Road Use Tax n Sewer ❑ Sanitation ❑ Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is kre-spec (Project Code) $ 3,000.00 f 356., w 3, 35L $ .1,834.50 1-.36-6, . l 0'z (Signature D t. Hea▪ d or Designee) Date (Signature Finance Dept. Review) Date Sent over on 030514. 03/12/2014 07:14 3192914297 WATERLOO LEISURE SER PAGE 02/02 ap It tt et 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 $ 1,897.50 plus est. shipping costs of $ to pay for or purchase Baseballs for the Optimist Baseball program. This purchase or expenditure is being made because: Games balls are needed for Optimist Baseball games for players in grades 2-8. ❑x Bids or written quotes were taken on this purchase, as follows: AID Starr (Pittsburgh, PA) $1,897.50 BSN (Cedar Falls, IA) $1,914.50 Craft Cochran (Waterloo, IA) Did not submit bid 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 Road Use Tax n Sewer El Sanitation ElBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1566 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, /�t4���e.Lulc ��.���i'r,�/J 312/y ( ignature Dept. Head or Designee) ate (Signature Finance Dept. Review) Date (Project Code) $ 42,000.00 ✓ $ 11,227,00 V users\shared goodies \forms\Expenditure Pre-Authorization-2013 Baseballs(Oct 2004) City Clerk Use Only Finance Committees Approval Date - 11 7/1 I 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 $ 2,730.00 plus est. shipping costs of $ N/A to pay for or purchase 14 Pagoda Dogwood trees to be supplied, delivered, and planted along Greenhill Rd. This purchase or expenditure is being made because: Replace vegetation that has died on city right of way. Vendor selected for this purchase: Jordan's Nursery ❑ Bids or written quotes were taken on this purchase, as follows: Jordan's Nursery: $2730.00 Matthias Landscaping: $3615.50 Meyers Nursery: $6090.00 U 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 Sewer ❑ Sanitation Federal/other grants ❑X Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4105 1536 37RST-MIDA (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 46,160.00 and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) $ 4 92.579a ,365/1 3/ V' 4 -7/ , 4,11 Date (Signature Finance Dept. Review) 3 Date K:\shared goodies\forms\Greenhill rd pre -approval (Mar 2010) City Clerk Use Only Finance Committee Approval Date E / V/4+ 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 $ 8,212.40 plus est. shipping costs of Leisure Services $ N/A 28 trees supplied, delivered, and planted in Home Park Blvd. Department to expend to pay for or purchase This purchase or expenditure is being made because: Replace existing old declining crabapple trees in the boulevard and fill in vacant planting sites. Vendor selected for this purchase: Matthias Landscaping ❑X Bids or written quotes were taken on this purchase, as follows: Matthias Landscaping: $8212.40 Jordan's Nursery: $8868.00 Meyer's Nursery: $9462.00 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 ❑ Sewer ❑ Sanitation Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-41001536 $4,106.48 010-37-4105-1536 37RST-MIDA (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 5,000/46,160 $ 4106.48 40,025.00 ✓' Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Home Park Pre -approval (Mar 2010) City Clerk Use Only Finance Committee Approval Date 3I% 7// u{" 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 $ 2,363.00 plus est. shipping costs of $ to pay for or purchase AMENDED preauth - audio equipment and accessories for the Cedar Valley SportsPlex. changed from $1663 to $2363 additional equipment was needed. This purchase or expenditure is being made because: various audio equipment. Vendor selected for this purchase: Maximum Sight & Sound ❑X Bids or written quotes were taken on this purchase, as follows: Maximum Sight and Sound, Waterloo $2,363.00 DB Acoustics, Marion IA did not submit a bid. ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 12/16/2013 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 El Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: 426-37-4202 2178 37SPLX.GIFT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res. - _ . . ubmit $ 1,984,192.00 $ 224,3'66' (Signature D_�1s" ead or Designee) Date (Signa ure Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date '// iJ/4/- 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 $ 2,443.00 plus est. shipping costs of $ to pay for or purchase Labor and materials for two (2) concrete dugout pads and bleacher pads at Hellman Field. This purchase or expenditure is being made because: pads are needed for new dugouts being constructed. Vendor selected for this purchase: Bowers Masonry n Bids or written quotes were taken on this purchase, as follows: Bowers Masonry, Waterloo $2,443.00 B&B Builders, Waterloo $2,765.00 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: General Fund El Road Use Tax n Sewer n Sanitation 0 Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-4202 2178 37SPT.HFDUG (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respe .tfitlly . ubmitted --T Q/4 (Signature D ead or Designee) Date (Signature Finance Dept. Review) Date $ 14,400.00 ✓ $ 7,733.00 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 3/I 7 Jrz f 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 $ 1,150.00 plus est. shipping costs of $ to pay for or purchase Labor and materials to stain and paint two (2) dugouts at Hellman Field. This purchase or expenditure is being made because: painting and staining of two new construction dugouts at Hellman Field. Vendor selected for this purchase: Mike More Painting Waterloo IA ❑X Bids or written quotes were taken on this purchase, as follows: Mike Moore Painting, Waterloo $1,150.00 Personified Inc., Waterloo $1,440.00 Verbraken's New Look, Waterloo $2,000.00 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 ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-4202 2178 37SPT.HFDUG (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is ubmitted, $ 14,400.00 $-7-33.00 ,2G 7) v L / (/ T melod y (Signature Dept. IEfead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee • Approval Date I/ 7) if 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 P&Z,Eng & CD Department to expend $ 1,137.53 plus est. shipping costs of $ 0.00 to pay for or purchase (4) ArcGIS Software Maintenance Agreement This purchase or expenditure is being made because: The maintenance agreement is a yearly agreement that provides technical support for the software, as well as no -cost upgrades that become available. Vendor selected for this purchase: ESRI ❑ Bids or written quotes were taken on this purchase, as follows: (1 Bids or quotes were not taken on this purchase because: This is a maintenance agreement to current software Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund ❑ Road Use Tax n Sewer ❑ Sanitation ❑ Bonds El Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010 08 5700 1520 ($284.38) & A24 32 5850 1520 ($284.38) (Fund - Department - Activity - Account Number) BG21A ADMN (Project Code) in which the budgeted amount is $ 340/3850s/ 8000'� and the current available —balance is Respe (Signature Dept. Head or Designee) $ 34V 1920V W99-47- /3Lc' Si 10 4, ),u aunt a Id Date (Sign'ature Finance Dept. Review) Date K:\shared goodies\forms\ESRI MtAgree.xls (Mar 2010) esrie Esri Inc 380 New York Street Redlands CA 92373 SUBJECT: MAINTENANCE QUOTE DATE: TO: ORGANIZATION: FAX #: FROM: FAX #: EMAIL: Number of pages transmitted (including this cover sheet): 03/10/2014 Shane Graham City of Waterloo Planning & Zoning Dept 319-291-4262 PHONE #: (319) 291-4366 Hannah Lehmann PHONE #: 909-793-2853 Ext. 3485 hlehmann@esri.com QUOTATION #25623889 3 DOCUMENT DATE: 03/10/2014 Please find the attached quotation for your forthcoming software maintenance term. Keeping your maintenance current entitles you to exclusive benefits, and if you choose to discontinue your coverage, you will become ineligible for these valuable benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your coverage at a later date. For details regarding the maintenance program benefits for your licensing, please visit http://www.esri.com/maintenancebenefits. Customers who have multiple copies of some Esri products may have the option of supporting some of their licenses with secondary maintenance. Please contact Customer Service to find out more about the availability of secondary maintenance. For information about Esri Desktop, Developer software, or Web services terms of use, as well as purchase order terms and conditions, please visit http://www.esri.com/legal/licensing/software-license.html. Do you need training? You can get affordable Esri software training for your entire organization with a subscription to Esri Virtual Campus. To find out how, visit the campus: http://training.esri.com/gateway/index.cfm For details about ECP discounts and waivers for non-profit users please visit http://www.conservationgis.org/grant If you have any questions or need additional information, please contact Customer Service at 888-377-4575 Option 5. • esri ® 380 New York Street Redlands, CA 92373 Phone: 909-793-28533485 Quotation Date•_03/10/2014 Quotation_NLmber:25623889 City of Waterloo Planning & Zoning Dept 715 Mulberry St Waterloo IA 50703 Attn: Shane Graham Customer Number: 159163 For questions regarding this document, please contact Customer Service at 888-377-4575. Item Qty Material# Send Purchase Orders To: Esri, Inc. 380 New York Street Redlands, CA 92373-8100 Attn: Hannah Lehmann Please include the following remittance address on your Purchase Order: Esri, Inc. File #54630 Los Angeles, CA 90074-4630 Unit Price Extended Price 2010 4 87193 ArcGIS for Desktop Basic Single Use Secondary Maintenance Start Date: 02/20/2014 End Date: 01/31/2015 DUNS/CEC: 06-313-4175 CAGE: OAMS3 284.38 1,137.53 Subtotal Estimated Tax Total 1,137.53 0.00 $ 1,137.53 The items on this quotation are subject to the terms set forth herein and the terms of your agreement with Esri, if any, or, where applicable, Esri's standard terms and conditions at www.esri.com/legal. Any estimated sales and/or use tax has been calculated as of the date of this quotation and is merely provided as a convenience for your organization's budgetary purposes. Esri reserves the right to adjust and collect sales and/or use tax at the actual date of invoicing. If your organization is tax exempt or pays state taxes directly, then prior to invoicing, your organization must provide Esri with a copy of a current tax exemption certificate issued by your state's taxing authority for the given jurisdiction. Esri may charge a fee to cover expenses related to any customer requirement to use a third party vendor management, procurement, or invoice program. Issued By: Hannah Lehmann Ext: 3485 To expedite your order, please reference your customer number and this quotation number on your purchase order. [MCGRATHL] esru 380 New York Street ® Redlands, CA 92373 Phone: 909-793-28533485 Quotation Page 2 Data _03/if/2014 Quotation_Ne,2562388_9 Customer No 159163 Item Qty Material# Unit Price Extended Price IF YOU WOULD LIKE TO RECEIVE AN INVOICE FOR THIS MAINTENANCE QUOTE YOU MAY DO ONE OF THE FOLLOWING: • RESPOND TO THIS EMAIL WITH YOUR AUTHORIZATION TO INVOICE • SIGN BELOW AND FAX TO 909-307-3083 • FAX YOUR PURCHASE ORDER TO 909-307-3083 REQUESTS VIA EMAIL OR SIGNED QUOTE INDICATE THAT YOU ARE AUTHORIZED TO OBLIGATE FUNDS FOR YOUR ORGANIZATION AND THAT YOUR ORGANIZATION DOES NOT REQUIRE A PURCHASE ORDER. If there are any changes required to your quotation, please respond to this email and indicate any changes in your invoice authorization. If you choose to discontinue your support, you will become ineligible for support benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your support coverage at a later date. This transaction is governed exclusively by the terms of the above -referenced contract, if any, or Esri's standard terms and conditions at www.esri.com/legal. In order to expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e.g. MPA, ELA, SmartBuy, GSA, BPA) on your ordering document. By signing below, you are authorizing Esri to issue a software support invoice in the amount of $ plus sales tax, if applicable. Please check one of the following: I agree to pay any applicable sales tax. I am tax exempt. Please contact me if Esri does not have my current exempt information on file. Please indicate on your purchase order if this purchase is funded through the American Recovery and Reinvestment Act, and whether Esri is a Prime Recipient, Sub -recipient, or Vendor for reporting purposes. Signature of Authorized Representative Date Name (Please Print) Title [MCGRATHL] City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 3 / j 7 /I I The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 6,875.52 plus est. shipping costs of $ 0.00 to pay for or purchase adjustment to a previously approved contract for printers and printing of documents for the police department. This purchase or expenditure is being made because: to cover additional printing cost that exceeded the original agreement with Access Systems and what was previously approved by the City Council. Vendor selected for this purchase: Access Systems ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: Access Systems has a contract with police department. This is an additional cost to that existing contract. 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 ri Other (specify) This expenditure��U.is to be coded to the following budget line -item: 010-11- .00 - 529. 13.1 ". (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ A0,50 53 Respectfully submitted, (Signattre Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) Budget Amendment Descriptions for 3/17/2014 Finance Committee Meeting Agenda: 1. Approve the project budget for the Cedar Valley's Youth Read project in the amount of $3,515 funded with donations. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Cedar Valley's Youth Read City Contract No. Project Manager Project Budget Total Kelly Stern, Youth Librarian $ 3,515.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name x CFDA # B. State Grant Yes No Grant Name C. City Match x Source of Funding D. Other Entities Yes x No Name Cedar Falls Civic Foundation Lib Endowments % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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) Cedar's Valley's Youth Read brings a notable author to present to all of the fifth graders in Cedar Falls and Waterloo each year. The event promotes reading and writing for pleasure to children before they begin middle school when research shows many children begin to read less often; the event promotes life-long learning. The funds help to pay the author's fee, housing and transportation and for copies of the book for teachers to check out to read to their class before the author's visit. Other funding comes from Waterloo and CF Friends of the Library and from funds held at the Community Foundation by the Waterloo Public Library. This is an annual event. This money was originally deposited to 33GFT MISC in June 2013, but should be kept separately in order to accurately track the project. Funds are expected each year around April from the CF Civic Foundation Library Endowment and some years from the Guernsey Foundation. 0.00% 0.00% 0.00% 100.00% Done None 0 ❑ Yes No ❑ 0 ❑ 0 ❑ 0 ❑ 0 ❑ 0 ❑ 0 ❑ 0 Page 2 must be attached and signed. users\michelle-w\forms\project-worksheets-cvyr.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) Cedar Valley's Youth Read Department No. project will be budgeted under 33 Activity No. project will be budgeted under 3160 City Clerk Use Only Finance Committee 3I) 7Ir Approval Date Iauii3cm-41 065 (Each column should only include amounts by fund) Fund: 010 Fund: REVENUES: 3000 Cash on Hand 35/6, 00 3350 Federal Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant Fund: Fund: Total 3720 Donations - Restricted 3,515.00 3750 Sale of Bonds 3800 Miscellaneous Revenue EXPENDITURES: TOTALS $ 3,515.00 $ 1320 Semi Pro Services 1590 Youth Print $ $ 3,515.00 3,265.00 $ 3,265.00 250.00 250.00 TOTALS $ 3,515.00 $ - $ - $ $ 3,515.00 )) 11141)1 (Signature Dept. He d) 3/C-1J2)1)ilt Da e Signature Finance Dept. Review) e<4 Date users\michelle-w\forms\project-worksheets-cvyr.xls\Page 2 (Donat-non constr) (Mar 2010)