Loading...
HomeMy WebLinkAbout10/13/20141. 2. 3. 4. 5. FINANCE COMMITTEE October 13, 2014 5:10 p.m. Harold E. Getty Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Vice Chair Steve Schmitt David Jones Approval of Agenda, as proposed. Approval of Minutes of October 6, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Captain Leibold, Captain Police Liability in IA Clive, IA 11/6/14 $632.00 Mohlis, & Lt. Payne Keith Kaspari, Director of Interview Waterloo, IA 9/18/14- $801.00 Aviation Candidate -Amended 9/20/14 Libby Rowe, Performance Vertigo Performance Waterloo 11/13/14- $125.00 Artist Art Series Center for the 11/15/14 Arts Jimmy James Canales & Matt Vertigo Performance Waterloo 11/14/14- $250.00 Kubo, Performance Artists Art Series Center for the 11/16/14 Arts Officer Lyons CTK Interview & Waterloo, IA 10/27/14- $300.00 Interrogation School 10/29/14 6. Brian Schwickerath, 320 Four Seasons Drive, is requesting a refund in the amount of $790.50 because he has been charged for both a medium and large garbage cart and only has a medium cart. 7. Pre Authorizations to Expend over $1,000.00 Dept. AmountEst Expenditure Center for the Arts $1,500.00 Billboard advertising for Waterloo Center for the Arts events. Center for the Arts $4,056.20 Advertising online with the Des Moines Register for August, 2014. Leisure Services $3,277.50 Ten six foot park benches for use as memorial benches on golf courses. Leisure Services $1,266.28 Metal roofing and materials for Valleyview Shelter. Leisure Services $4,067.22 Emergency repairs to Young Arena's Ice System—(1) Bridge CPU & (1) Processor board. Parking Maintenance $7,900.00 NTE 6 - Parking Meters — 6 — decorative sleeves and bases. Police $695.00 One 45 gallon Jamco self -closing flammable cabinet. Police $2,145.00 + Thirteen sections of shelving for the property & $100.00 S/H evidence section. Police $1,900.00 One MPH Bee III Ka -Band Dual antenna radar package. BUDGET LINE ITEMS TO BE AMENDED BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE October 6, 2014 5:10 p.m. Harold E. Getty Council Chambers 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 September 22, 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 Dan Youngblood, Chief 2014 Fall IAEI Iowa Ames, IA 10/9/14- $260.00 Combination Inspector & Chapter Meeting 10/10/14 Tim Moyer, Chief Electrical Inspector Steve Jordan, Fire Marshal 2014 Fire Prevention & Ankeny, IA 10/21/14- $672.84 Education Conference 10/24/14 Craig Denner, Facilities CEU Workshop Cedar Falls, IA 1/26/15 $270.00 Specialist & Katy Moeller, Member Services/Aquatics Specialist Inv. Wittmayer & Inv. Interview Robbery Lafayette, IN 9/16/14- $267.82 Miller Suspect 9/17/14 Officer Pohl Essential Mobile Webinar — 08/27/14 $149.00 Forensics: Getting Past the Android Passcode Waterloo Angi Reid, Education Art Educators of IA Tama, IA 10/10/14 $190.00 Coordinator Conference Buck Clark, Mayor Cedar Valley Coalition Washington, 04/28/14- $1,460.00 Trip D.C. 04/30/14 Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that the refund request by Michael Gray, 1834 Huntington Road, in the amount of $360.00 for overcharges for a yard waste container he didn't have, be approved. Ayes: Three. Motion carried. Finance Committee October 6, 2014 Page 2 Moved by Schmitt, seconded by Jones that the refund request by Ronald Wood, 229 Clay Street, in the amount of $198.46 for garbage services that were not provided, be approved. 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/HExpenditure Building Maintenance $3,089.50 Tuckpointing — Center for the Arts. Building Maintenance $7,100.00 Exterior painting — Veteran's Memorial Hall. Building Maintenance $3,100.00 Perform 5 year testing & internal insp @ Wloo PD Garage — wet fire sprinkler system; install sprinklers under 5 overhead doors; 1 mezzanine; 1 sprinkler under ductwork. Building Maintenance $3,135.00 Professional fees for Five Sullivan Brothers Convention Center Planning. Central Garage $2,024.66 + $200.00 S/H Hydraulic Cylinder — Fire #303. Central Garage $9,702.07 + $150.00 S/H Wheel Drive Assembly — Sweeper 008. Clerk/Finance/Engineering $4,554.00 Copier Maintenance Agree. 9/10/14-9/09/15. Leisure Services $5,700.00 NTE Flooring for the family locker room hallway and pool hallway. Leisure Services $13,575.00 Grandstand painting at Riverfront Stadium. Leisure Services $5,300.00 NTE Design services for Riverfront Stadium grandstand party decks. Leisure Services $14,191.25 One Smithco Tournament Ultra Roller. Sanitation $24,000.00 Contract brush grinding at yard waste site. Traffic Operations $2,421.25 + $70.00 S/H Access point kit for Valence POD System inc. sensor pods, sealant, cable & applicator. Traffic Operations $1,400.00 NTE Heater/Cooling unit. Waste Management Srv. $4,458.00 6" Dezurik plug valves, 3 each, replacement valves for Digester heat interchanger #2 and Sludge storage tank. Waste Management Srv. $5,488.29 + $300.00 S/H Cable Assy, 1050 ft. for TV Van 2010. Waste Management Srv. $3,764.00 Replacement of check valves and discharge valves at Highway 63 S. lift station. Finance Committee October 6, 2014 Page 3 Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that the project budget for the 2015 Byrne Justice Assistance Grant for the Tri-County Drug Task Force in the amount of $98,518.00 for the Waterloo Police Department and $93,982.00 for the external agencies for a total of $192,500.00, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that the project budget for the 2013 Bureau of Justice Assistance Grant to be used for the Tri-County Drug Task Force in the amount of $40,845.00 for the Waterloo Police Department and $33,418.00 for the external agencies for a total of $74,263.00, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that the project budget for the 2014 Riverfront Stadium Grandstand Painting Project to be funded with a donation of $13,575.00 from the Waterloo Ballclub, LLC, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that authorization to dispose of retired equipment, list on file in City Clerk's office, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated October 6, 2014, in the amount of $3,420,896.45, 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 5:21 p.m. Ayes: Three. Motion carried. Carol Nemmers Deputy City Clerk CITY OF WATERLOO Committee Communication Finance Committee Meeting: October 13, 2014 Prepared: DeAnne Kobliska Dept. Head Signature: Suzy Schares # of Attachments: 4ifr SUBJECT: Refunds for overcharges on garbage Submitted by: Suzy Schares, City Clerk Recommended Committee Action: Approval of the following refunds: Brian Schwickerath, 320 Four Seasons Drive, is requesting a refund in the amount of $790.50 because he has been charged for both a medium and large garbage cart and only has a medium cart. 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 GARBAGE REFUND 525-15-5400-1785 Alternative: Not give the reimbursements 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. e a7� J a g'te 5 ae / o J %.7 /A-,/ 2 //eo/ /-) %a 7.(-4. P e ce ,Prj / ',tY 1440 e elf lie ///eel �o/ h qr' G( -, q/ q / (/(// tS (/r�+ c c- "� P �Y/� .� -�/ S �c 1/o/,,., 'Z�.;/ Tr- sc, o/ S'Gi©u �N /4'e /?P i-,./y � � co,��c-!� 1/✓: !/c,r/ �, GIh tr" c-- �4 v1 0 / / ti IV I I OY / L � Gt 7 a-J PZe //j"/ia r�� �w� ZYgs e2(1.- / SX � I yrl _/G/ 72, S Q-..7a., �d I kv cc e/ ee �� tea// kelj2R �![v ) c-74t- dhe 37 3a;o',t, 5-; /�4SaZr5 �� Gl/, �� 1� a � D 70/ ,,7l9- o23�-y FJ' UUG6DFR DISPLAY Display Account History Account No 11 60 1630 42129 Billing Date Customer SCHWICKERATH BRIAN J Ph 233-4797 Address 320 FOUR SEASONS DR WATERLOO 5=Payments ? Billing Consu Water Sewer Garbage STORM Date Payment Payment Payment Payment 9/11/14 16 33.77- 78.00- 8.25- 6/11/14 3/11/14 12/12/13 9/12/13 6/11/13 15 32.16- 14 30.56- 15 29.21- 19 35.05- 20 38.27- 78.00- 78.00- 78.00- 78.00- 81.90- 8.25- 8.25- 8.25- 8.25- 8.66- 10/06/14 8:56:16 Activity Total St Cnd Payment 120.02- P 118.41- P 116.81- P 115.46- P 121.30- P 128.83- P RT F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bill/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His au-ck Jy-c 50 ce7vi,oe u) to attx,so (2�v790 � (jo4'- Wctth Watt. Woda4, UUG6DFR DISPLAY . Display Account History Account No 11 60 1630 42129 Billing Date Customer SCHWICKERATH BRIAN J Ph 233-4797 Address 320 FOUR SEASONS DR WATERLOO 5=Payments ? Billing Consu Water Sewer Date Payment Payment 3/11/13 16 30.66- 12/11/12 16 28.92- 9/12/12 22 38.94- 6/12/12 20 34.44- 3/12/12 18 31.68- 12/12/11 21 33.26- Garbage Payment 78.00- 78.00- 81.90- 78.00- 78.00- 78.00- STORM Payment 8.25- 10/06/14 8:56:16 Activity Total St Cnd Payment 116.91- P 8.25- 115.17- P 8.66- 129.50- P RT 8.25- 120.69- P 8.25- 117.93- P 8.25- 119.51- P F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His UUG6DFR DISPLAY 10/06/14 8:56.16 Display Account History Account No 11 60 1630 42129 Billing Date Customer SCHWICKERATH BRIAN J Ph 233-4797 Activity Address 320 FOUR SEASONS DR WATERLOO 5=Payments ? Billing Consu Water Sewer Garbage STORM Total St Cnd Date Payment Payment Payment Payment Payment 9/12/11 22 34.54- 78.00- 8.25- 120.79- P 6/10/11 25 38.39- 78.00- 8.25- 124.64- P 3/09/11 18 29.40- 78.00- 8.25- 115.65- P 12/09/10 23 33.80- 78.00- 8.25- 120.05- P 9/09/10 25 36.18- 78.00- 8.25- 122.43- P _ 6/10/10 21 31.36- 31.50- 8.25- 71.11- P F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His Payment voucher prepared by: DeAnne Kobliska October 13, 2014 Vendor Name: Address: City and State: BRIAN SCHWICKERATH 320 FOUR SEASONS DRIVE WATERLOO, IA 50701 Vendor No. Temp. Department: Grant/Project Code: Finance Dept. Only Batch No. Keyed by Clerk/Finance Invoice Date 8/25/2014 Special Instructions: Submitted by Invoice No, Amount Total: $790.50 $ 790.50 16-1 Li —I y Date Description GARBAGE REFUND Approved by G/L Distribution 525-15-5400-1785 Date 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 Center for Arts Department to expend $ up to $1,500 plus est. shipping costs of $ 0.00 to pay for or puchase Billboard advertising for Waterloo Center for the Arts events. This purchase or expenditure is being made because: To promote the Center's upcoming Holiday Arts Festival. n Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: Marketing funds are awarded through a City of Hotel -Motel Tax Grant. The grant necessitates using specific or pre -determined vendors including a variety of media outlets in accordance with the approved Hotel -Motel Grant Marketing Plan. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund nBonds ❑X Road Use Tax Sewer ❑ Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-26-4265-1351 Advertising 26HMT.ADVFY15 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res ectf lly s bmi d 1 natur ept. Hea or Desig nee) g Date $ z/ 3,Y $ A3,1/`i ,/ A-1 /V nature Finance Dept. Review) Date users\shared goodies\forms\Expenditure Authorization - Lamar Advertising FY15(Oct 2004) City Clerk Use Only Finance Committee Approval Date /03%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 Center for Arts Department to expend $ 4,056.20 plus est. shipping costs of $ -- to pay for or purchase Advertising online with the Des Moines Register for August 2014. This purchase or expenditure is being made because: Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: Marketing funds are awarded through a City of Waterloo Hotel -Motel Tax Grant. The grant necessitates using specific or pre -determined vendors including a variety of media outlets in accordance with the approved Hotel -Motel grant marketing plan. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax 0 Sewer n Sanitation ❑ Bonds E Federal/other grants ❑ Other (specify) HOTEL -MOTEL FUNDS This expenditure is to be coded to the following budget line -item: 010-26-4265-1351 Advertising 26HMT.ADVFY15 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 41,328.00 and the current available balance is Respectfylly submitt $ .7y,/,V,/75.33 ignature Dept. Head or Designee) Date (Sig ature Finance Dept. Review) Date K:\shared goodies \forms\FY2015-Adv.Bill-Finance DM 9-12-14 (Mar 2010) -. 'o%//y ? • j'REGISTER I Register Media !! MEDIA I 400 Locust Street, Suite 500 AEAFMETT<a,,..W Des Moines, IA 50309 (PAGE 1) STATEMENT FOR ADVERTISING CLIENT NAME: WATERLOO CENTER FOR THE ARTS •'r. 225 CONM4ERCIAL ST WATERLOO IA 50701-1313 T 4 cf-410r76' .0 S bb 14-k mil. 14-6 lTL kt' A PLEASE DETACH AND RETURN TOP PORTION WITH PAYMENT. 50394701 09/15/14 08/04/14 0008082399 7,166.20 08/31/14 REGISTER MEDIA S770 P.O. BOX 677357 DALLAS, TX 75267-7357 5039470100000000000000080823990071662011504 0804 0811 0807 PKG5 0807 PKG5 0807 PKG5 0807 9999 0803 PKG5 0803 PKG5 0803 9999 0821 PKG5 0821 PKG5 0821 PKG5 0821 9999 0829 ONLN 9999 50394701 � REGISTER 4 MEDIA BALANCE FORWARD PAYMENT - THANK YOU SS WEEKLY PACKAGE DMRG DATEBOOK 3 X 5 SOLSELL 3C-40% DMRG IA IN-DEPTH CHAPTER FRON SOLSELL 3C-40% SS WEEKLY PACKAGE DMRG DATEBOOK 3 X 5 SOLSELL 3C-50% Waterloo Center for the Arts 5.00 3.00 5.00 5,290.00 2,180.00- 15.00 46.00 690.00 276.00 18.00 51.00 918.00 367.20 15.00 58.00 ALL ACCOUNTS ARE DUE 15 DAYS AFTER THE END OF THE BILLING PERIOD WATERLOO CENTER FOR THE ARTS Register Media 400 Locust Street, Suite 500 Des Moines, IA 50309 BILLING INQUIRIES: (877)556-0332 E-MAIL: desm@ccc.gannett.com 0008082399 870.00 435.00 500.00 OPEN RETL TERR A LATE PAYMENT FEE OF 11f2% PER BILLING PERIOD WILL BE ADDED FOR PAST DUE BALANCES. KENT SHANKLE From: LAURA STAMMLER Sent: Monday, October 06, 2014 5:05 PM To: KENT SHANKLE Cc: PAULETTE HAWKENSON Subject: RE: invoices/payments Attachments: DMReg_ad_SweetCornFest_2014-03.jpg; dsmregister_ad_SweetCornFest_2014-1.jpg; HolidayArtsFestival_2014_AD-04.jpg; HolidayArtsFestival_2014_AD-03.jpg; v2- WaterlooCenterArts-eBlast.png; DM-9000419603 FINAL.pdf I understand the new process and will follow it moving forward. At the time these ads were placed, that process was not in place and I was under the impression we still had our blanket pre authorization for marketing that we have had ever since I have been in this position. With that said, I will attempt to get all statements broken down into individual invoices (if over $1,000) and will submit a finance request for any single ad over $1,000 before it is placed/contract signed. Des Moines Register Invoice Explanation - The Des Moines Register billing was for ads placed using our Hotel -Motel Tax Dollars, which specifies that the majority of those dollars are to be spent outside of Black Hawk County. Advertising in the Des Moines Register (a readership of 434,000) was part of a marketing plan put together to best utilize those grant dollars and attract out -of -county visitors to the Waterloo Center for the Arts, RiverLoop facilities and downtown Waterloo. Here is a breakdown of what was purchased with the $4,056.20. This was not one ad but several ads and promotion throughout July and August. Within those months, we had two major events/festivals at the RiverLoop Expo Plaza that we promoted in the Des Moines Register and digitally online. Placing online ads allow us to better target who our ads are reaching and collect important marketing data — such as number of impressions and click thru rates. This information helps us determine the effectiveness of these campaigns. We promoted the Phelps Youth Pavilion and Great BiCycle ReCycle exhibit, the Iowa Sweet Corn Festival, Stem & Stein, and the upcoming Holiday Arts Festival. Our performance from promoting the Phelps Youth Pavilion with the Des Moines Register online is as follows: 300,031 impressions were served on DMR.com and we received 142 clicks (to our PYP/WCA website). I've attached a few ads for your reference. On a personal note, I would like to attend the finance meeting but cannot make the evening of Oct. 14. That is Sophie's birthday and we have dinner/party plans with friends & family. If this goes in for the following week, I can attend it. Let me know about that and/or if you need any further information. Thanks, Laura LAURA STAMMLER Development/Marketing Manager Waterloo Center for the Arts 225 Commercial Street Waterloo, Iowa 50701 1319.291.4490 waterloocenterfprthearts. org phelpsyouthgavilicn org face000kcom%waterloocentertorthea rts 1 Celebrate Summer with Fresh Sweet Corn, Farmer's Market, Arts & Chalk Festival, Kids' Activities & Inflatables, Bean Bag Tournament, Live Music, Food & Beverages. Celebrate Summer with Fresh Sweet Corn, Farmer's Market, Arts & Chalk Festival, Kids' Activities & Inflatables, Bean Bag Tournament, Live Music, Food & Beverages. L. —if.]J • W waterloo center for the arts U IFoo. PRESENTS • STEIN FOOD BEER AND WINE FEST RIVERLOOP EXPO PLAZA SATURDAY, AUGUST 16, 2014 4:00-8:OOPM TICKETS FESTIVAL ADMISSION $35 ON SALE NOW $40 DAY OF EVENT VIP ADMISSION Includes exclusive access to the VIP Tent and premier wine. beer & food tastings. $50 ON SALE NOW PURCHASE TICKETS HERE All proceeds benefit the Waterloo Center for the Arts. WWWCVSTEMAN DSTE I N .COM WATERLOO CENTER FOR THE ARTS HOLIDAY ARTS FESTIVAL HOLIDAY ARTS FESTIVAL aterloc Hotel -Motel Tax Grant rye 1141100100100.0:,s700.4.4 k Area artists were commissioned to create art using recycled bicycle parts. The results are on display in this fun exhibition. Kids will have hands-on opportunities to learn about "going green" and making eco-friendly choices. Phelpsyouth pavilion J 329.292.4490 • www.phelpsyouthpavilion.org ❑ PROOF O.K. BY: ❑ O.K. WITH CORRECTIONS BY: PLEASE READ CAREFULLY • SUBMIT CORRECTIONS ONLINE ADVERTISER: WATERLOO CENTER FOR THE PROOF CREATED AT: 6/4/2014 5:59 PM SALES PERSON: Carey Callaway PROOF DUE: - PUBLICATION: DM-DATEBOOK NEXT RUN DATE: 06/12/14 SIZE: 3 col X 5 in DM-9000419603.INDD City Clerk Use Only Finance Committee Approval Date /0%3//9 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 $ 3,277.50 plus est. shipping costs of $ to pay for or purchase Ten six foot park benches for use as memorial benches on golf courses. This purchase or expenditure is being made because: Purchasing benches in bulk dramatically lowers the cost vs buying each individually. Vendor selected for this purchase: Kay Park Recreation Corporation, Janesville IA QX Bids or written quotes were taken on this purchase, as follows: Kay Park Recreation Corporation, $3,277.50. Fry & Associates Inc. $3,888.00 Recreation Brands of Iowa $4,055.04 Cunningham Recreation $4,489.08 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: ElGeneral Fund n Road Use Tax ❑ Sewer El Sanitation �X Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 414-37-4120-2174 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 50,000.00 and the current available balance is Respectfutty- ub•: tted (Signature Dept. r Designee) $ -48 000-8t 31, o 3 �7 `L AyL (-E c . c t LGL) /4' Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\ e-Auth Golf Course Memorial Benches.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date /to/ry- 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 $ 1,266.28 plus est. shipping costs of $ to pay for or purchase metal roofing and materials for Valleyview Shelter This purchase or expenditure is being made because: To repair damaged and deteriating roof on shelter Vendor selected for this purchase: ABC Supply Co. Bids or written quotes were taken on this purchase, as follows: El Bids or quotes were not taken on this purchase because: This roof steel and accessories matches existing inventory at Leisure Services. This allows Leisure Services to save $400 by using up extra materials in storage at the shop. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax Sewer Sanitation Bonds Federal/other grants � Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4105-1312 01 HL-37HAIL (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 262,374.00 $ 98,427.32 Respectfully submitted M Cam.-lY r/Ai 1 >,,,c.6'�rr/7 ."oL1 (Signature Dept. Hed r Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Authorization Valleyview Roof Steel (Mar 2010) 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 $ 4,067.22 plus est. shipping costs of $ n/a to pay for or purchase Emergency repairs to Young Arena's Ice System-- (1)Bridge CPU & (1)Processor board City Clerk Use Only Finance Committee Approval Date / G /13 This purchase or expenditure is being made because: without the repairs we would have lost the ice sheet & incurred the expense of repainting and loss of revenue from user groups and public skating. Vendor selected for this purchase: All Temp Refrigeration --Cedar Rapids, IA ❑ Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: All Temp Refrigeration is a Certified VilterAmmonia Compressor Specialist. It's Staff has performed all maintenance work on the Young Arena ice system since 1994 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 FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1388 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. H d esignee) Date (Signature Finance Dept. Review) Date (Project Code) $ 10,000.00'� $ 8,359.00 K:\shared goodies \forms\2014 Emg Repairs Ice System (Mar 2010) All Temp Refrigeration 5907 - 4th Street SW, Suite 250 ALL TEMP Cedar Rapids, IA 52404 Phone #: 319-362-8367 Fax #: 319-247-7087 Bill To Young Ice Arena 125 Commercial Street Waterloo, IA 50701 Invoice Vendor # Date Invoice # 9!8/2014 14-8465 Terms Net 30 Job Site Young Ice Arena 125 Commercial Street Waterloo, IA 50701 Date(s) Serviced Make Model Serial# P.O. No. Quote No. Description Amount 8/ 18/ 14-- not reading. Checked system, voltage good. Talked with Logic on problem. They suggested Started and tested system. computer apart. Installed new processor board. Started and tested 882.00 3,107.22 Control system down. All analogs changing Bridge CPU. Ordered. Installed new Bridge CPU. Shut system down and pulled Service Labor Materials Trip Charge78.00 Remit To: All Temp Refrigeration PO Box 246 Marion, IA 52302-0246 Subtotal $4,067.22 Sales Tax (0.0%) $0.00 A FINANCE CHARGE OF 1-1/2% PER MONTH, OR 18% PER YEAR, WILL BE CHARGED ON ALL ACCOUNTS 30 DAYS OR MORE PAST DUE. MINIMUM FINANCE CHARGE OF S.50 PER MONTH. Payments/Credits $0.00 Balance Due S4,067.22 City Clerk Use Only Finance Committee Approval Date 1611.311 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 Parking Maint. Department to expend $ NTE 7,900.00 plus est. shipping costs of $ 300.00 to pay for or purchase 6 - Parking Meters - 6 decorative sleeves and bases This purchase or expenditure is being made because: On -going project of replacing parking meters in the downtown district - Commercial St. Vendor selected for this purchase: POM E Bids or written quotes were taken on this purchase, as follows: POM Russellville, AR $7899.84 + shipping 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 n Road Use Tax 0 Sewer ❑ Sanitation 111 Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 412-17-7910-2126 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 70,000.00 $ /(j /1st Res ectfully submitted, Signature Dept. H ad or Designee) ate' (Signature Finance Dept. Review) Date K:\shared goodies\forms\2014-October-Expenditure Pre -Authorization- 6 - Parking meters, sleeves & bases.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date /%3// it The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 695.00 plus est. shipping costs of $ 0.00 to pay for or purchase one 45 gallon Jamco self closing flammable cabinet. This purchase or expenditure is being made because: storage of evidence and chemicals that are flammable and need to be stored for extended time periods. Vendor selected for this purchase: Welter Storage Equipment Co. Inc ❑x Bids or written quotes were taken on this purchase, as follows: Welter Storage Equipment Co. Inc. $695.00 U Line $989.00 ❑ 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: ❑X General Fund Bonds El Road Use Tax ❑ Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 414-11-1100-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is ectfully submi ib--2-S`f (Project Code) $ �S,-cc."C $ 3 3 1 ✓ c_4.7, Gc L (Signa'T e Dept. Head or Designee) Date (Signature Finance Dept. Review) A 1 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 r 6%3/,IL The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,145.00 plus est. shipping costs of $ 100.00 to pay for or purchase thirteen sections of shelving for the property and evidence section. This purchase or expenditure is being made because: This shelving will be used to storage and safekeeping of evidence that is collected by the police department. Vendor selected for this purchase: Welter Storage Equipment Co. Inc Q Bids or written quotes were taken on this purchase, as follows: Welter Storage Equipment Co. Inc. $2245.00 Menards $3988.48 ❑ 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 0 Road Use Tax ❑ Sewer 0 Sanitation EBonds ❑ Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 414-11-1100-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resp4ctfully submitted, (Signatur Dept. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ $ 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 t(�/ 3/� /�[ The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,900.00 plus est. shipping costs of $ 0.00 to pay for or purchase one MPH Bee III Ka -Band Dual antenna radar package This purchase or expenditure is being made because: This speed radar unit is to replace an older outdate unit used by the department for traffic enforcement. Vendor selected for this purchase: MPH Industries ❑ Bids or written quotes were taken on this purchase, as follows: Qx Bids or quotes were not taken on this purchase because: MPH Industries is sole provider of the Bee III radars that the officers of the police department are trained and certified to operate. 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 EBonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 413-11-1100-2120 (Fund - Department - Activity - Account Number) (Project Code) r in which the budgeted amount is $ 5614 d and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) Date (Sign ture Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)