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Home My WebLink About02/10/20141. 2. 3. 4. 5. FINANCE COMMITTEE February 10, 2014 5:05 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt David Jones Approval of Agenda, as proposed. Approval of Minutes of February 3, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Sgt. Farmer, Officer Bovy, USPCA Narcotics Marshalltown, 03/18/14- $605.00 Officer Bose Recertification IA 03/19/14 Steve Wareham or other Interim management Waterloo, IA 01/01/14- $2,000.00 Principal of Trillion Aviation services 06/30/14 Interim Mgmt. Consultant, Waterloo Reg. Airport Dave Ross, Al Delagardelle, 18ts Annual IAWEA Marshalltown, 03/06/14- $440.00 Joe Jones, Jr., Gary Luck — Collection System IA 03/07/14 Sewer/Storm Maintenance Specialty Conference - Worker's/Foreman Collection System Exam Craig Clark, Building Fire Plans Examiner Des Moines, 05/04/14- $875.00 Official IA 05/09/14 Officer Pohl ICAC Regional Law Denver, CO 03/10/14- $1,630.00 Enforcement Training on Child Exploitation 03/14/14 6. Dolly James, LLC is requesting sewer charge reimbursements in the amount of $1,804.20 for the properties located at 820 Sycamore St., 824 Sycamore St., 910 Sycamore St., 914 Sycamore St., 920 Sycamore St., and 924 Sycamore St. for accounts that should have been marked sewer exempt and were not —Submitted by Suzy Schares, CMC, City Clerk 7. Approval to dispose of Typewriter, Microfilm maker, and Blueprint machine (Rapid Reproductions, Inc. disposing of this item) —Submitted by Eric Thorson, PE, City Engineer. 8. Pre Authorizations to Expend over $1,000.00 Dept AmountEst.Expenditure Airport $8,616.00 + $250.00 Shipping New engine for deicer truck. Amended from the 01/21/14 agenda. Shipping inadvertently missed. Airport $5,226.50 Installation of new engine for deicer truck. Mayor $3,233.32 Two goal setting sessions. Amended from the 12/02/13 agenda. Additional costs of $83.32 were incurred. Police $1,754.80 + $25.00 Shipping Two Taser model X26 with holsters. Street $2,734.78 + $150.00 Shipping Replacement chain and sprockets for Blower. Traffic Operations $1,072.64 1,000 ft. THHN 4 black stranded and 500 ft. THHN 6 green stranded wire. WMS $24,997.00 Carts: Garbage 218 — 95 gallon, 90 — 65 gallon, and 60 — 35 gallon. Carts: Yard Waste 160 — 95 gallon. BUDGET LINE ITEMS TO BE AMENDED 9. Approve the budget amendment requested by the Building Official to use fund balance reserved for the Five Sullivan Brothers Convention Center to pay for painting project in the amount of $18,204.00. Please note that this will bring the reserve amount down to $213,729.00, which could be low if we need to complete any emergency HVAC repairs. 10. Approve the budget amendment requested by the Airport to record additional anticipated expenses and related grant reimbursement revenue in the amount of $1,231,118.00 and also to record additional anticipated expenses to be funded with passenger facility charges cash collected in prior years in the amount of $136,602.00. BILLS PAYMENT ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director 1. 2. 3. 4. FINANCE COMMITTEE February 3, 2014 5:10 p.m. Council Chambers Members present: Cole, Schmitt, 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 January 27, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Schmitt 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 Lt. Payne, Sgt. Feaker, Inv. Iowa Narcotics Officer W. Des 03/25/14- $1,370.00 Girsch Assoc. Conference Moines, IA 03/27/14 Abraham L. Funchess, Jr., National Fair Housing Washington, 03/09/14- $3,150.00 Executive Director Training Academy Week D.C. 03/15/14 Five Investigations Training Officer Morley & Officer Crash Investigation 1 Evanston, IL 03/09/14- $4,442.00 Jacobson 03/21/14 Ms. Cole noted that the fair housing academy is grant reimbursed. Mr. Jones clarified that this will work towards allowing Mr. Funchess to complete housing investigations. Ayes: Three. Motion carried. Moved by Jones, seconded by Cole 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 Airport $1,491.56 Removal of transformers & disconnect power to old airfield lighting vault. Airport $1,200.00 Sand for use on the runways, taxiways, and ramps to improve braking action. Finance Committee February 3, 2014 Page 2 Building Maint $3,749.18 Preparation of pool surface for painting; application of red break lines at Byrnes & Gates pools; application of black racing lines at Byrnes pool. Building Maint $14,490.00 Asbestos removal of ceiling texture in City Hall Council Chambers & Frank Mollenhoff room. Building Maint $2,500.00 Painting & touch up of walls & columns on second floor of Library. Central Garage $2,793.44 + $97.68 Freight 1" Hydraulic Hose (Roll). Central Garage $1,593.16 Replacement manifold for DF#1 Pump. Central Garage $3,718.50 Replacement controller Board for Fuel Site Card Reader System. Clerk/Finance $2,160.00 + $80.00 Shipping 6-Waterloo Polk City Directories; 2-Cedar Falls Polk City Directories. Engineering $3,990.16 Autocad Infrastructure Design Suite Software support. Leisure Services $1,160.00 Baseball/Softball socks. Leisure Services $3,082.00 Baseball/Softball pants. Leisure Services $7,312.00 Major League replica jerseys for participants in Optimist Baseball & Softball offered for grades 2-8. Leisure Services $7,313.00 Major League replica hats & visors. Leisure Services $4,495.00 A walk behind scrubber for the Cedar Valley SportsPlex. Planning $2,000.00 Appraisal services for 619 Franklin Street (American Legion) & parking lot near intersection of East 5th & Franklin Streets. Public Works $2,236.98 Fiber optic rack & switches. Traffic Operations $1,052.00 + 150.00 Freight 1-Valmont aluminum pole & truss arm. WFR $15,600.00 Uniforms & accessories expenditures for firefighters for the remainder of this fiscal year & next fiscal year. Mr. Schmitt questioned if the asbestos removal was part of the Council renovations. Craig Clark, Building Official, noted that it is part of the renovations and has to be a separate contract. Ayes: Three. (Nays: Cole — Planning request for appraisal service for 619 Franklin Street and Schmitt — Building Department request for asbestos removal for the Council Chambers. Motion carried. Moved by Cole, seconded by Schmitt that the budget amendment request by Leisure Services to use donated funds received in prior years and not spent for the SportsPlex to purchase furniture, fixtures and equipment in the total amount of $525,711.36, be approved. Ayes: Three. Motion carried. Finance Committee February 3, 2014 Page 3 Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated February 3, 2014, in the amount of $525,711.36, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. Mr. Schmitt abstained from the bills payment to Schmitt Telecom in the amount of $403.00. With no further business before the committee, it was moved by Schmitt, seconded by Cole that the meeting be adjourned at 5:20 p.m. Ayes: Three. Motion carried. Suzy Schares, CMC City Clerk/Human Resource Director CITY OF WATERLOO Committee Communication Finance Committee Meeting: 02/10/2014 Prepared: Dept. Head Signature: Suzy Schares # of Attachments: SUBJECT: Refunds for several properties Submitted by: Suzy Schares, City Clerk Recommended Committee Action: Approval of the following refunds: Dolly James, LLC is requesting sewer charge reimbursement in the amount of $1,804.20 because the accounts for properties located at 820 Sycamore St., 824 Sycamore St., 910 Sycamore St., 914 Sycamore St., 920 Sycamore St., and 924 Sycamore St. should have been marked sewer exempt and were not. This oversight has since been corrected. Summary Statement: The above individuals have requested a reimbursement. The letters and account information is attached. Expenditure Required: As indicated above Source of Funds: Policy Issue: None SEWER REFUND 520-14-5200-1785 Alternative: Not give the reimbursements Background Information: Recommendation for reimbursements is only made after Waterloo Water Works and Waste Management Services have been contacted to verify the information given by the individual. WATERLOO WATER WORKS DENNIS D. CLARK, P.E. General Manager 325 SYCAMORE STREET • P.O. BOX 27 319-232-6280 WATERLOO, IOWA 50704 FAX: 319-232-1962 January 28, 2014 City of Waterloo: TRUSTEES: TERRY M. KUNTZ, Chair RODGER L. BURRIS, Vice -chair MARY H. POTTER RE: Dolly James, LLC refund request for sewer charges paid on six irrigation accounts: 16-12-1144 820 Sycamore Street 16-12-1193 824 Sycamore Street 16-12-1323 920 Sycamore Street 16-12-1381 910 Sycamore Street 16-12-1410 914 Sycamore Street 16-12-1436 924 Sycamore Street I have verified the $1,621.54 total to be correct sewer charges paid on the provided copies of bills of the six different accounts. Two of these accounts were actually billed in December, 2012. They have not included copies of these two bills to ask for the sewer refund. I've attached screen prints of these two bills proving total sewer charges paid were $182.66. Grand total of sewer charges actually paid on these six irrigation accounts: $1,804.20. These six accounts were changed to be sewer exempt October 22, 2013 and have not been charged sewer fees since that date. Brenda Volker Billing Clerk Waterloo Water Works (319) 232-6280 Extension *3905 .UUXQEFR• CHANGE Edit Customer Bill 1/28/14 12:13:20 Account 16 12 1193 Customer 63920 Bill Date 122112 Account 16 12 1193 00824 SYCAMORE ST WATERLOO IA 50703 Customer 63920 HIGH YIELD LLC Schedule W Mon/Qtr Q Status P Ctrl Flag Est Bill Winter Con _ Dates: Bill 122112 Due 1/14/13 Read Date 121012 Water Cons 29 Readings : Sm 29 Med 0 Lg 0 Sewer Cons 29 Prev Read: Sm 0 Med 0 Lg 0 Prev Read Date: 9/25/12 Months Billed: Wat/Sew 3 Gar 3 Units Billed: Gar 1 Sew 1 Overdue Sent Red Tag: Sent Due Delivered by Taxable Non -Tax Sales Tax Net Penalty Gross WATER 43.80 3 07 46.87 46.87 SEWER 77.10 77.10 77.10 GARBAGE 31.50 31.50 31.50 STORM 8.25 8.25 8.25 SERVICE FIRE MISC. TOTALS 160.65 3.07 163.72 163.72 F3=Exit F9=Add mode F10=Bill List F14=Mthly Bill F15=Acct His F16=ACCT INFO F18=BILL/PMT F19=CUST F20=MTR F21=CUS HIS F22=BILL HIS F23=STRM Last option was: DAILY OPERATIONS 0•* 77.10+ 105.56+ 002 Also Snov ri ape f° yr i. UUXQEFR CHANGE Edit Customer Bill 1/28/14 12:12:57 Account 16 12 1144 Customer 63920 Bill Date 122112 Account 16 12 1144 00820 SYCAMORE ST WATERLOO IA 50703 - 4730 Customer 63920 HIGH YIELD LLC Schedule W Mon/Qtr Q Status P Ctrl Flag Est Bill Winter Con _ Dates: Bill 122112 Due 1/14/13 Read Date 121012 Water Cons 50 Readings : Sm 51 Med 0 Lg 0 Sewer Cons 50 Prev Read: Sm 1 Med 0 Lg 0 Prev Read Date: 11/02/12 Months Billed: Wat/Sew 1 Gar 1 Units Billed: Gar 1 Sew 1 Overdue Sent Red Tag: Sent Due Delivered by _ Taxable Non -Tax Sales Tax Net Penalty Gross WATER 71.28 4.99 76.27 76.27 SEWER 105.56 105.56 105.56 GARBAGE 10.50 10.50 10.50 STORM 2.75 2.75 2.75 SERVICE FIRE MISC. TOTALS 190.09 4.99 195.08 195.08 F3=Exit F9=Add mode F10=Bill List F14=Mthly Bill F15=Acct His F16=ACCT INFO F18=BILL/PMT F19=CUST F20=MTR F21=CUS HIS F22=BILL HIS F23=STRM Last option was: DAILY OPERATIONS RECEIVED 17z Dolly James, LLC PO Box 128 Cedar Falls, IA 50613 City of Waterloo: 1/27/2014 It was recently brought to our attention that you have charged our property for sewer under our bulk account when sewer was not in use. At each of our six buildings at our River Trail Development, there is an outside water access we use for landscaping and any other needs we have. Though units should have sewer charged, our outside water access does not involve sewer and should be exempt. Though this was corrected for bills going forward, I have enclosed our bills from this summer. This line item was billed to us in error and, though we paid it, the money never went to any particular purpose. As we never received what we paid for and you never used the money to cover those costs, we would like it promptly retumed to us. The total I come to is $1621.54. Please be welcome to review my math and let me know of any corrections that need to be made. If everything matches your records and we agree on the math, then please let me know when this money can be returned to us. A check should be made payable to Dolly James and can be mailed to the address listed above. If you have any questions or clarifications, please contact me via email or phone at the numbers listed below. Email would be preferred so that a written dialogue may be established. Thank you, Brian Dahlstrom Dolly James, LLC p: 319-883-9282 e: rivertraildevelopment@gmail.com IUt f vvAi triLuLi t 3U/l/4 AATEF —,--„ ..,AREAciE 3TORMWATER 1.4 NT iJA 1308 27 WATERLOO IA 50704 READiNGS USAGE PER FT. ; 44 Tc7 : C.:AR DAr24:. WATER SEWER ARBAGE STORMWA'T ER I 4 .!.••=,. NET 5rJ 9. 25 trilT nc:z: ACCOUNT ADDRESS 24 SYC AMOR WATERLOO 4a SILL DATE muczT ------------------------- POB 27 WATERLOO IA 50704 AA 9 I NS it3=5GE P Ir 'fi ..s. te.7 (zARFA;TriF .,.- ,..• - ,,-..."..-.. i=-..—. • ;-„, -...-• 2 , rt ACCOUNT ADDRESS 4 SYCA ER KEEP THIS SIDE FOR YOUR RECORDS KEEP THIS SIDE FOR YOUR RECORDS — - _ RFAD I MSS / USAQE PER 100 CU FT GARBAGIE C.,ROSS " • S.' EWER GARBAGE ETOR MWA TER TA X TOTAL EXEMPTION 1 00. 94 31 rr SEWER '77 11.4'. 7.17. --- l' 7‘..r., 1 . J. S. 1 .72,i1 .r 97. %-•0-2 ••41 ACCOUNT ADDRESS $71 4 SYCAMORE ST WATERLOO I6-1-1410-067195 BILLING DATE 6/24/13 NET MUST BE RECELVED, BY 7 /15 / 1 0/1' #0 "'V if. 7/9//3 POB 27 WATERLOO IA 50704 FiEAD INGE 1 .1 / 1 :3 ]..iSAGE P ER L4ARBAGE 1c,': SEWER DSNET • E; AATER SEWER GARBAGE TORMWAT ER vn 0.4 1 Or-1: mL EX EMP T I ON :71 . • 9 7 1`; 3i- .7-4-1T.Ai rP AL AA 19 ACCOUNT A 1 7) A 1 1 4 4 — 063920 ADDRESS 020 SYCAMORE WATERLOO C-7 R RFCORDS (7: KEEP THIS SIDE FOR YOUR RECORDS LING nA T /24/13 NET MUST 2r RECEIVED EY 7/15/13 POB 27 WATERLOO IA 50704 READ \IGE 11113 6/10/1T, USAGE PER 100 CU FT UNITS: GARBAGE 1 GROSS WATER 314, 21 500. 91 GARBAGE 31. SO STORMWATER 8. 66 TAX 20. 9S TOTAL 876.23 EXEMPTION 31.50- 231 SEWER NFT 299. 25, 477. 06v 31. SO S. 25 2 O. 9 5 E:.137. 01 31. SO- q0TAL DUE 844,113 51../ ACCOUNT 16-12-1410-067195 K ADDRESS 914 SYCAMORE ST WATERLOO KEEP THIS SIDE FOR YOUR RECORDS BILLING PATE 9/24/13 NET MUST BE RECEIVED BY 10/15/13 POB 27 WATERLOO IA 50704 READINGS 9/11/13 6/12/13 USAF PER 100 CU FT UNITS: GARBAGE 1 GROSS WATER 20.06 SEWER 39.38 GARBAGE 31.50 TAX ION E9AT 1. 34 92. 28 31. SO- 0 SEWER 1 NET • 19. 10v/ 37.50 31.50 1, 34 139. 44 31. so TOTAL DUE 60.78 57.94 ACCOUNT 16-12-1381-06719 ADDRESS 910 SYCAMORE ST WATERLOO BILLING DATE 9/24/13 NET MUST BE RECEIVED BY 10/15/13 POB 27 WATERLOQ 4 0704 READINGS 9/11/13 W10/13 USAGE PER 100 CU FT UNITS: GARBAGE 1 GROSS WATER 368.39 SEWER 590.31 GARBAGE 31.50 STORMWATER 8.66 TAX TOTAL EXEMPTION 56 1023.42 31. 50- Th P7q 274 SEWER 1 NET 350. 65 S62. 2O 31.50 B. 25 24. 56 977. 36 31. SO- 'j-OTAL DUE 991 92 ACCOUNT ADDRESS 924 SYCAMORE $T WATERLOO 945 86 } 16-12-1426-06719G K ; POS Z1 W,LMEFIL&.) [ A Kci tll t READINGS 911111 0' F), LAAGE P ER WO CU rt. UN I TS : GARS(: 1 Et OROSS mt WATER 20.06 D I o SEWER 39.38 ✓ 31.SO „, GARBAGE o• ti_ 66 STORMWATER 8. w 0 Fn x TAX TOT a.AL w EXEMPTION w BILLING DATE 9/24/13 NET MUST BE RECEIVED BY 10/15/12 POB 27 WATERLOO IA 50704 READINGS 9/11/13 6/10/13 USAGE PER 100 CU FT UNITS: GARBAGE 1 GROSS 174.3t 270.14 31.50 WATER SEWER GARBAGE STORMWATER Tg IXEAkTION 8.66 21L. .59 31. T DUE 464.77 171 51 120 SEWER NET 166_ OS , 257. 28v 31. 50 8. 25 1.1.62 474.70 31.50- 443.20 ACCOUNT 16-12-1144-063920 ADDRESS $20 SYCAMORE ST ! WATERLOO BILONG DATE 9/24/13 NET MUST BE RECEIVED BY 10/15/13 100, 94- ;31 . 50- t„) SEWER NET 1 19, 10 37. 50 31, 50 B. 25 1. 34 97. 6.71 31, 50- TIAL DUE •69 44] ACCOUNT ADDRESS 024 SYCAMORE ST WATERLOO 0 0 cc cc . 9 0 cc 0 cr, 66. 19_./ 16-12-1193-063920 BILLING DATE 9/24/13 NET MUST BE RECEIVED BY 10/15/13 POB 27 WATERLOO IA 50704 READINGS 9/11/13 8/01/13 USAGE PER 100 CU FT UNITS: GARBAGE GROSS EUT 15.44 13.13 GARBAGE 10,50 TAX TOTAL EXEMPTION 1. 03 40. 10 10. 50- 0 NET 1 4 . 70 12. SO 1.0. SO 1. 03 38. 73 10. 50- ACCOUNT 16-12-1323-067195 ADDRESS 920 SYCAMORE ST WATERLOO BILLING DATE NET MUST BE RECEIVED BY 9/24/1: 10115/1: • POB 27 WATERLOO IA .50704. r S./1J 4-1 (T:a E-TET.J.P1'117 7,22, 7 7_7 7 7-772 2 '1 17_ 2272-2II7227.2 ;17,•;...E • •-••• • • 1.'77 .••) ACCOUNT • • - • •• ADDRESS WATt.REOU NET KEEP THIS SIDE FOR YOUR RECORDS H,RACiE P'rP ...i00 CU FT 1-47-17'1's: CI.e.l.i..7,,C Nkl W;TER ,.......). ,,... -1 ' ' .;•'-' :7%. -7''', '174AKI:SOI''t v.:, 4.- . ......: .6.- : --n . '....-r'.0-"N-i.: : t...TZ....... .I:77,,-.7N1:777:r-7774-. f- VA:"'TTC=N <TOTAL DUil .•••66;• ACCOUNT ADDRESS 224 SYCAMOREST ATTRI-GO • ; ..: LT1.7.; Pc17-7:FIVED POB 27 WATERLOO IA 50704 H17:ADINCS TWEP :3AL EXEMP7-11:.. \DZITAL 22. 25 j ACCOUNT IA -i2 -141 ADDRESS AATERLD NET MUS7 KEEP THIS SIDE FOR YOUR RECORDS 10 Eox CeLc ci(s, :IA SO6 ( 'WAITE RLOO LP SU 7.7 • 11/4A••• :74:71,14 • pm i• • T fer 1,4rEs To J30,c )7 Liot,-1-er 00A 070`/( I nininii II ). CITY OF WATERLOO Committee Communication Finance Committee Meeting: February 10, 2014 Prepared: February 3, 2014 Dept. Head Signature: Eric Thorson # of Attachments: 0 SUBJECT: PERMISSION TO DISPOSE OF OLD EQUIPMENT Submitted by: Eric Thorson, PE, City Engineer Recommended City Council Action: Requesting permission to dispose of the following equipment: • Typewriter • Microfilm maker • Blueprint machine (Rapid Reproductions Inc. disposing of this item) Summary Statement Expenditure Required 0 Source of Funds: N/A Policy Issue N/A Alternative N/A Background Information: City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee/ j!//q Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 8,616.00 plus est. shipping costs of $ 250.00 to pay for or purchase ` , Emergency Repair -New engine for deicer truck. $8,616.00 was approved on the January 21, 2014 Finance Agenda; However, the shipping was not included. This purchase or expenditure is being made because: et,It tU Vendor selected for this purchase: d n 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): 1/21/2014 Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Bonds El El 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 Respectf Hy submitted, etA: /i4 (Signature Dept. Head or Designee) ate Sig{iature Finance Dept. Review) Date (Project Code) $ 15,000.00 / $ 10,376.48 K:lshared goodies lforms \Copy of Expenditure Pre-Authorization-airport.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date ( , D 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 Airport Department to expend $ 5,226.50 plus est. shipping costs of $ to pay for or purchase installation of new engine for deicer truck. This purchase or expenditure is being made because: deicer broke down 1/15/14. Deicer is used by airline employees to deice aircraft for winter operations. Vendor selected for this purchase: Altorfer, Inc ❑ Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: attempted to get 3 quotes but it was determined that initial start-up of new engine must be by an authorized Cat dealer. Altorfer is only authorized dealer in this area. Also deicer is critical for flight ops & Altorfer will deliver & install as soon as rec'd. Prior Committee Actions (Dates): 1/21/14 Finance approved Pre-Auth for engine 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 29 7700 1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respec ully\submitted. 0734A)1/ (Signature Dept. Head or Designee) I J Date (SignatOre Finane Dept. Review) K:\shared goodies\forms\Deicer Engine Install 2014.xls (Mar 2010) (Project Code) $ 15,000.00 '7- $ 10,376.48 v Date A MEN City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Datet9 /c// 7- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Mayor Department to expend $ 3,233.32 plus est. shipping costs of $ to pay for or purchase fees for two goal setting sessions. The first, 1/7/14 for department heads; the second on 1/23/14 is for Council This purchase or expenditure is being made because: Training for staff/council. Was originally approved 12/2/13 in the amount of $3150. Vendor selected for this purchase: Institute of Public Affairs ❑x Bids or written quotes were taken on this purchase, as follows: Mr. Jeff Schott, Program Director of the Institute of Public Affairs at the University of Iowa, is well-known for his sessions to municipalities. ❑ Bids or quotes were not taken on this purchase because: n/a Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: El General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-8200-1391 1'3) c/ (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 3,233.32 ✓ and the current available balance is $ 3,233.32 V Respectfully submitted, • y�//1//i /�� 9� )i' .C6,. LCiII' '.La G') /36' Ave./ (Signature Dept. Head or Designee) Dat ' (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date i The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the $ 3,150.00 plus est. shipping costs of $ Department to expend to pay for or purchase fees for putting on two goal setting sessions. The first, 1/7/14 is with department heads the second, 1/23/14 is for Council. This purchase or expenditure is being made because: Training for staff/council. Vendor selected for this purchase: ri Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Mr. Jeff Schott, Program Director of the Institute of Public Affairs at the University of Iowa, is well-known for his sessions to municipalities. Prior Committee Actions (Dates): n/a Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund n Road Use Tax n Sewer n Sanitation nBonds n Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-8200-1319 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully sjtbmitted, (Project Code) $ 2,500.00 (r, SZ; ,3/ O J t_,_ $ 2,500.00 r (0671` 2 at,i)` r // /•6rei� l Uc-iL i//2(.� a6, �- iy,- /ry-ce , � / f_ `lam%/ r , t/ ).P c. aeA__ /r olh ,.%t0%3 (Si nature Dept. Head 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 / 0 et City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,754.80 plus est. shipping costs of $ 25.00 to pay for or purchase two Taser model X26 with holsters. This purchase or expenditure is being made because: replace two older models that are not repairable. Vendor selected for this purchase: Ed Roehr Safety Products Co. n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Ed Roeher Safety Products Co. is the sole distributor of for Taser International products. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 412-11-1100-2128 (Fund Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signat re Dept. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ di/6-v o $ g7�7�a� 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 / The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ 2,734.78 plus est. shipping costs of $ 150.00 to pay for or purchase Replacement chain and sprockets for Blower This purchase or expenditure is being made because: Replacement chain size is no longer available - requires replacement of chain & sprockets Vendor selected for this purchase: Trans Iowa n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: OEM Only Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Bonds ❑X Road Use Tax ❑ Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-19-7200-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfu I submitted, /-29�/-/ $ 80,000.00 V ;?-.3 ;47 K:\shared goodies\forms\Street Department - Sno-Go Blower Chain and Sprockets (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date :2 // D/ The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,072.64 plus est. shipping costs of $ to pay for or purchase 1,000 ft. THHN 4 black stranded and 500 ft. THHN 6 green stranded wire This purchase or expenditure is being made because: Repair underground wire for street lights. Vendor selected for this purchase: 3E E Bids or written quotes were taken on this purchase, as follows: 3E Waterloo, IA $1,072.64 ❑ 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 ❑ Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1521 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res ectfully submitted, (Project Code) $ 324)00.0O.Ri6CO $ 21,040.64 Signature Dept. ead or Designee) Qate (Signature Finance Dept. Review) Date K:\shared goodies\forms\2014-February-Expenditure Pre -Authorization - TO-#4 & #6 wire- 3E.xls (Mar 2010) Approval Date City Clerk Use Only Finance Committee 6 r City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the WMS Departmant to expend $ 24,997.00 plus ext. shipping cost of $ 0.00 to pay for or purchase Carts, Garbage 218 95-gallon, 90 65-gallon, and 60 35-gallon. Carts, Yard waste 160 95-gallon. This purchase or expenditure is being made because: To replace damaged carts and new accounts for garbage and yard waste carts. Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Bids had been take with last order. OTTO Environmental Systems total cost including freight $24,997.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: nRoad Use Tax: nSewer: nSanitation: Bonds: nFederal/othergrants: ElOther(specify): This expenditure is to be coded to the following budget line -item: 57515-5400-1596 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 84,000.00 5y'lE/ '75 $ "7,961.25 (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date ACCOUNT QUOTATION DATE: TO: COMPANY: Brian 2/4/14 Mr. Brian Rath City of Waterloo, Iowa 3505 Easton Ave Waterloo, IA 50702 PHONE: 319-230-4204 E-MAIL: brian.rath@waterloo-ia.org PAGES: One FROM: PHONE: E-MAIL: Scott Smith OTTO Environmental Systems 12700 General Dr. Charlotte, N.C. 28273 847-732-0772 (Mobile) ssmith@otto-usa.com Please see below for your quotation on our 95 gallon Millennium, 65 gallon Edge and 35 gallon Evolution residential roll out carts. (218) Otto MSD-95M "Millennium" garbage carts @ $49.50 each (160) Otto MSD-95M "Millennium" yard waste carts @ $52.00 each (90) Otto MSD-65E "Edge" garbage carts @ $42.00 each (60) Otto MSD-35E "Evolution" garbage carts @ $35.10 each All carts include the following: -freight charges FOB Charlotte, NC to Waterloo, IA - 10" diameter injection molded wheels, solid steel axle, and metal front bar -includes custom logo hot stamp on each side of cart body -includes sequential serial number hot stamp on each container - includes 10 year non -prorated warranty on any manufacturer defects - 95 gallon Yard Waste carts will be equipped with two (2) vents $10,791.00 $8,320.00 $3,780.00 $2,106.00 TOTAL $24,997.00 Pricing is valid for 30 days from date of quotation and is subject to any applicable taxes. Thank you for the opportunity to quote on this project and please contact me any time with questions prior to placing the order. Our current lead time would be approximately 3-4 weeks. Sincerely, Scott Smith Director of Sales Otto Environmental Systems (NC), LLC Budget Amendment Descriptions for 2/10/2014 Finance Committee Meeting Agenda: 1. Approve the budget amendment requested by the Building Official to use fund balance reserved for the Five Sullivan Brothers Convention Center to pay for painting project in the amount of $18,204. Please note that this will bring the reserve amount down to $213,729, which could be low if we need to complete any emergency HVAC repairs. 2. Approve the budget amendment requested by the Airport to record additional anticipated expenses and related grant reimbursement revenue in the amount of $1,231,118 and also to record additional anticipated expenses to be funded with passenger facility charges cash collected in prior years in the amount of $136,602. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance.Co ee 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 2014 submitted by the Building Maintenance 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 010-22-6860-3000 Cash 18,204.00 010-22-6860-1382 Bldg Improv 220C 5i4f 18,204.00 TOTAL $18,204.00 TOTAL This amendment is being requested because: /, /' L Line item over budget /J C��Y��)✓� l /wkl ' id7'� z4,72l 2 2l ,t%f�/ U 71 at //i,/(ic, Z1DS, G� $18,204.00 -f,l}- ki,,,A5 -11-ri A,aUiLt-z-1 fit r.2�c ii L i- a44..r k., A:3 ,� 4;.. c - U.ct,--c(k ,,, Prior Committee Actions (Dates): l-� (STgnature Dept. Head or Designee) 11—y. ,ill -Jo v r3 7;4% -C ) 'L��CrcG ij /41,14C Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment Request - 1-30-14.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Financia Coprrnittee 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 6/30/2014 submitted by the WATERLOO REGIONAL AIRPORT Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount 6und Dept Activity Acct # Acct Name Proj Code Amount 291 29 7750 3350 Fed Grant 29AIP0040 vP 606,496.00,291 29 7750 2103 Eng & Cons 29AIP0040 38,554.00 291 29 7750 3350 Fed Grant 29AIP0041 624,622.0021 29 7750 2169 Airport Improv 29AIP0040 567,942.00 291 29 7755 3000 Cash on Hand 29AIP0040 67,389.00 291 29 7755 2103 Eng & Cons 29AIP0040 4,284.00 291 29 7755 3000 Cash on Hand 29AIP0041 69,213.0cT 291 29 7755 2169 Airport Improv 29AIP0040 63,105.00 010 29 7700 291 29 7750 2103 Eng & Cons 29AIP0041 103,280.00 010 29 7700 291 29 7750 2169 Airport Improv 29AIP0041 521,342.00 010 29 7700 291 29 7755 2169 Airport Improv 29AIP0041 57,737.00 010 29 7700 291 29 7755 2103 Eng & Cons 29AIP0041 11,476.00 010 29 7700 291 29 7750 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 TOTAL 3,,,,,,, o This amendment is being requested because: remaining amounts on grants started in prior fiscal years need to be carried forward TOTAL „diu/n �iit�rrtla Prior Committee Actions (Dates): NONE (Signature Dept Head or Designee) P(/)1 ,r /,u41,lt (I! „I.42-ku4, i-3i- 1 (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\formsWmendment FY14 Projects.xls (Apr 2003)