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Home My WebLink About09/22/20141. 2. 3. 4. 5. FINANCE COMMITTEE September 22, 2014 5:10 p.m. Harold E. Getty Council Chambers Roll Ca1I: Members: Chairperson Carolyn Cole Vice Chair Steve Schmitt David Jones Approval of Agenda, as proposed. Approval of Minutes of September 15, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Sgt. Richter & Officer Bram Firearms Instructor Johnston, IA 10/9/14 $330.00 Recertification School Jacob Frederick, Fitness Club Industry Show Chicago, IL 10/22/14- $765.00 Specialist 10/24/14 Sgt. Richter & Officer Erie Advanced Sniper Des Moines, 11/3/14- $2,340.00 Course IA 11/7/14 Brian Baker, Chief HVAC 2015 IBC Significant Cedar 11/19/14 $480.00 Inspector; Bob Ball, Chief Changes Seminar Rapids, IA Bldg. Inspector; Greg Ahlhelm, Plans Examiner; Dan Youngblood, Combination Inspector Pre Authorizations to Expend over $1,000.00 Dept. AmountEst.Expenditure Community Development Resourcing the XRF for lead paint testing. $6,000.00 NTE Engineering $4,284.00 Replacement deck planks for the Cedar Valley Lakes Trail Bridge south of east Brinker Lake. Fire Rescue $26,848.70 Repair Pierce Fire Truck #306. Leisure Services $5,000.00 Playground mulch. Leisure Services $3,908.00 200 gallons of broadleaf spray for turf areas throughout the City. Police $5,917.00 Five Taser model X28P to replace old and unrepairable models. BUDGET LINE ITEMS TO BE AMENDED 6. Approve the project budget for the Police Alcohol Incentive Grant Task 57 in the amount of $56,500.00 from the State. 7. Approve the budget for the donation of $1,500.00 received for exercise equipment for the fire department. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE September 15, 2014 5:10 p.m. Harold E. Getty Council Chambers Members present: Schmitt, Welper, and 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 September 8, 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 Amount Name & Title of Personnel Class/Meeting Destination Date(s) not to Exceed Officer Lyons Advanced Criminal Patrol Tactics Cedar Rapids, IA 11/07/14 $144.00 Kent Shankle, Chawne Paige, Iowa Museum Assoc. Cedar Rapids, 10/13/14- $845.00 Angi Reid, Laura Stammler, Annual Conference IA 10/14/14 Elizabeth Andrews, & Ben Rendall Sergeant Devine, Inv. Morley, Int'l Assoc. for Marshalltown, 11/05/14- $470.00 Shawn Monroe, & Eryn Identification 2014 IA 11/07/14 Hageman Annual Conference David Jones, City Council League of Cities Council Bluffs, 09/24/14- $565.00 Annual Conference IA 09/26/14 Mark Boesen, Manager of IAHO Fall Waterloo, IA 10/01/14- $900.00 Rehabilitation Srv., Jon Conference 10/03/14 Martin, Relocation/Rehab Specialist, & Matt Chesmore, Relocation/Rehab Specialist Certification & recertification courses Mr. Schmitt questioned sending six individuals to the museum conference. Kent Shankle, Culture and Arts Director, explained that it is a local conference and there are several new employees and employees will attend classes pertinent to their area of expertise. Mr. Schmitt expressed concern with Councilmember Jones attending the League Conference at the Cities expense. Finance Committee September 15, 2014 Page 3 Convention & Visitors Bureau to be used for architect's fees, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that Bills Payment, as contained in Accounts Payable Invoice Report, dated September 15, 2014, in the amount of $888,163.05, 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 Jones that the meeting be adjourned at 5:25 p.m. Ayes: Three. Motion carried. Suzy Schares, CMC City Clerk/Human Resource Director City Clerk Use Only Finance Committee �"! Approval Date /i tf- City of Waterloo Expenditure Pre -Authorization Request Form SEP 11 2014 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Community Devel Department to expend $ up to $6,000 plus est. shipping costs of $ to pay for or purchase resourcing the XRF for lead paint testing. This purchase or expenditure is being made because: XRF response time is slow and it needs to be resourced. Vendor selected for this purchase: Thermo Scientific Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Our XRF is a Thermo Scientific. 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 El Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: Sanitation Lead Grant 224-32-5853-1390 BGLED ADMN (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 60,000.00 t_/ $ 43,957.64 i" (Signaturdf Dept. Head or,De signeea' Dat (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization XRF 9-4-2014.xlsx (Mar 2010) City Clerk Use Only Finance Committee Approval Date C/122414 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 Engineering Department to expend $ 4,284.00 plus est. shipping costs of $ included to pay for or purchase replacement deck planks for the Cedar Valley Lakes Trail bridge south of East Brinker Lake. This purchase or expenditure is being made because: The City of Waterloo maintains this section of trail. Existing deck planks are 20 years old and the City has received several complaints about the plank conditions. Vendor selected for this purchase: Arbor Forest Products, LLC, Waterloo, Iowa X Bids or written quotes were taken on this purchase, as follows: Arbor Forest Products, LLC - $4,284.00 Lowe's Home Centers, LLC - $4,791.20 Leisure Services to provide labor and screws nBids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund n Road Use Tax n Sewer Sanitation ElBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 413-07-7355-2157 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, iC)--,/,14/11,u ?Nils/ 244e.Z de, 6..ir,ad-L(/) 7-.42/ (Signature Dept. Head or Designee) ate (Signature Finance Dept. Review) Date (Project Code) $ 50,000.00 $ 14,411.31 K:\shared goodies \forms\CV Trail Bridge deck.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee t Approval Date If The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the $ 26,848.70 plus est. shipping costs of Repair Pierce Fire Truck 306. WFR Department to expend $ none to pay for or purchase This purchase or expenditure is being made because: Truck was struck and damaged on Highway 20. Vendor selected for this purchase: Pierce Manufacturing Inc. ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: Single Source Provider Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax n Sewer ❑ Sanitation Bonds ❑ Federal/other grants ❑X Other (specify) Insurance This expenditure is to be coded to the following budget line 010-12-1412-1378/410-12-1400-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is ullysaipmit (Signature DQ¢t. Head or Designee 94/ -item: 03INS 12TRK306 (Project Code) f ✓ 25,449.00/69,000.00 25,449.00/13,419.29 �- t r�j:��,i�e`r �c�«l,/t Date(Signature Finance ept. Review) /04 Date Sent over 091814. 2010 GENERAL OBLIGATION BOND PROCEEDS FUND 410 PURPOSE FUND PAYING CODE AMOUNT AMENDMENTS BALANCE Cap Equip -Building Inspection Truck 410-22-5100-2117 18,000.00 2,389.62 Cap Equip -Center for the Arts Truck 410-26-4205-2117 35,000.00 (4,001.00) Cap Equip -Central Garage Truck 410-18-7950-2117 25,000.00 1,607.56 Cap Equip -Code Enforcement Truck 410-22-5125-2117 25,000.00 (4,610.38) Cap Equip -Leisure Services Trucks 410-37-4100-2117 200,000.00 (9,396.40) Cap Equip -Motor Pool Vehicles 410-18-7950-2117 45,000.00 (3,206.44) Cap Equip -Police Investigation Vehicles 410-11-1100-2117 20,000.00 (1,746.00) Cap Equip -Police Patrol Cars 410-11-1100-2117 160,000.00 5,146.00 Cap Equip -Police Vehicle Equipment 410-11-1100-2117 20,000.00 Cap Equip -Street Department Vehicles 410-19-7100-2117 435,000.00 9,997.40 Cap Equip -Traffic Department Truck 410-17-7120-2117 50,000.00 3,819.64 Central Garage -Facility Improvements 410-18-7950-2152 35,000.00 35,388.14 34,529.76 Central Garage -Fuel Software 410-18-7950-2106 45,000.00 (35,388.14) Central Garage -New Public Works Bldg 410-18-7950-2103,2151 700,000.00 City Fac-American Disabilities Act (Taxable) 410-22-8755-2152 25,000.00 City Fac-City Facilities Impr (Taxable) 410-22-8800-2152 122,000.00 City Fac-Cultural Arts Building Impr 410-22-4205-2152 185,000.00 City Fac-Fire Station Improvements 410-22-1400-2152 70,000.00 City Fac-Five Sullivans Center (Taxable) 410-22-4900-2152 50,000.00 City Fac-Library Improvements 410-22-3100-2152 55,000.00 City Fac-Parking Ramp Repairs 410-22-7960-2180 100,000.00 City Fac-Swimming Pool Improvements 410-22-4200-2132 130,000.00 City Fac-Young Arena Impr (Taxable) 410-22-4500-2177 150,000.00 (50,000.00) Cultural Arts -Arts Center/Youth Pavilion Impr 410-26-4205-2152 63,000.00 232.07 Eng-Bikeway Maintenance 410-07-7355-2157 50,000.00 2,915.40 Eng-Bridge Inspections 410-07-7400-2103 25,000.00 Eng-Flood Control Improvements 410-07-5600-2171 50,000.00 Eng-Kimball Avenue Traffic Improvements 410-07-7500-2103 10,000.00 Eng-Sidewalk Repair 410-07-7650-2164 50,000.00 (2,915.40) Eng-Virden Creek Tributary Improvement 410-07-5300-2162 400,000.00 400,000.00 Fire -Aerial #311 Repair 410-12-1400-2117 69,000.00 13,419.29 Fire -Ambulance Replacement 410-12-1410-2117 0.00 4,000.00 Fire -Breathing App. Replacement 410-12-1400-2128 75,000.00 (62,747.64) Fire -Equipment & Uniforms 410-12-1400-2112 25,000.00 64,980.00 Fire -Engine #305 Replacement 410-12-1400-2117 600,000.00 21,767.64 Fire -Station #5 Door Improvements 410-12-1400-2152 28,000.00 (28,000.00) GO Bond Costs (Taxable) 410-03-8980-1750 32,250.00 592.61 GO Bond Costs (Tax -Exempt) 410-03-8980-1750 143,850.00 (90,000.00) 5.92 Leisure -Boating Center Improvements 410-37-4207-2175 25,000.00 25,000.00 Leisure -Dog Park Improvements 410-37-4105-2168 25,000.00 Leisure -Downtown Off Road Mtce Equipment 410-37-4110-2113 73,000.00 Leisure -Golf Course Improvements 410-37-4120-2174 100,000.00 Leisure -Golf Course Mtce Equip (Taxable) 410-37-4120-2113 190,750.00 Leisure -Parks Improvements 410-37-4105-2168 80,000.00 Leisure -Parks Off Road Mtce Equipment 410-37-4100-2113 81,750.00 Leisure -Public Market (Taxable) 410-37-6880-2110 0.00 10,000.00 Leisure-Riverfront Stadium (Taxable) 410-37-4400-2170 200,000.00 (39,481.14) Leisure -Riverview Park Improvements 410-37-4700-2168 10,000.00 Leisure -Sports Facility Improvements 410-37-4202-2178 50,000.00 2,020.00 1 of 2 City Clerk Use Only Finance Committee, n��"� Approval Date 9�l1`- 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 $ 5000 NTE playground mulch. plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: To replace missing and detoriated wood mulch in play areas to meet required depth for fall protection Vendor selected for this purchase: Golden Valley or Evergreen based on availability E Bids or written quotes were taken on this purchase, as follows: Golden Valley Hardscapes $18.00 per cu/yard, Evergreen Inc. $19.35 per cu/yard Xylem LTD $20.95 per cubic yard, Midwest Sales Co. $25.00 per cu/yard 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 0 Road Use Tax n Sewer n Sanitation EBonds Ell Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 413-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Date (Signature Finance Dept. Review) Date (Signature Dept. Head or Designee) (Project Code) $ 75,000.00 '"/' $ 4-1,2-74-81 /(� / 6, 6, • K:\shared goodies\forms\Pre-Authorization Mulch 2014.x1s (Mar 2010) City Clerk Use Only Finance Committee Approval Date 9l 22-111f 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 $ 3,908.00 plus est. shipping costs of $ to pay for or purchase 200 gallons of broadleaf spray for turf areas throughout the City. This purchase or expenditure is being made because: To control weeds in turf areas. Vendor selected for this purchase: Van Diest Supply Company ❑X Bids or written quotes were taken on this purchase, as follows: Van Diest Supply, Webster City, IA $3,908.00 Agrium Advanced Technologies, Ankeny IA $4,200.00 D&K Products, Des Moines, IA $4,328.00 O 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: nGeneral Fund n Road Use Tax ❑ Sewer ❑ Sanitation nBonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1537 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectf submitted,,- ( Ignature Dept. ead or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 17,000.00 $ 1.,535 - 15,173-✓ K:\shared goodies\forms\Pre-Auth Parks- Vessel Purchase (Mar 2010) City Clerk Use Only Finance Committeey Approval Date R( Z� 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 Police Department to expend $ 5,917.00 plus est. shipping costs of $ to pay for or purchase five Taser model X28P to replace old and unrepairable models. This purchase or expenditure is being made because: These Tasers are issued to every officer of the department and we have budgeted for their replacement. Vendor selected for this purchase: Ed Roehr Safety Products Co. ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Ed Roehr Safety Products Co. is the sole dealer for the state of Iowa for Taser International products. 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: 412-11-1100-2128/413-11-1100-2128 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, 14.), • (Signat a Dept. Head or Designee) Date (Signature Finance Dept. Review) Date 1/7,S $ 21/,SGG / SCE') $ 5.&'17 y�e /`/ 5, K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) Budget Amendment Descriptions for 9/22/2014 Finance Committee Meeting Agenda: 1. Approve the project budget for the Police Alcohol Incentive Grant Task 57 in the amount of $56,500 from the state. 2. Approve the project budget for the donation of $1,500 received for exercise equipment for the fire department. 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 City Contract No. Project Manager Project Budget Total Police Grant - Alcohol Incentive Grant Task 57 Captain Joe Leibold $ 56,500.00 1. How will this project be funded? A. Federal Grant Yes Grant Name B. State Grant Grant Name C. City Match D. Other Entities Yes Name FPS Puss net -- No LI CFDA # Yess X No ��r ( .l v ✓ 1646 ((C, 'DZ 66(fel' Source of Funding No x % Paid by federal grant Grant Agreement Number % Paid by state grant 100.00% Grant Agreement Number PAP 15-405d-M6OT % 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? Done None El ❑ Yes No 6. Include a brief description of the project in the space below: (REQUIRED) This grant will cover directed overtime enforcement, training related travel, educational materials and 1 in -car video camera. Paget must be attached and signed. K:\shared goodies \forms\Project Budget Worksheet15\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date q/22i,if Project Name (from page one) Police Grant - Alcohol Incentive Grant Task 57 Department No. project will be budgeted under 11 Activity No. project will be budgeted under 010 11 1150 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3370 School Share Liaison 3373 Fed Pass thru �r°lowa Funded with property tax EXPENDITURES: (Each column should only include amounts by fund) Fund: _010- Fund:_010- 11 11 1150 1160 56, 500.00 Bond Fund Total 56,500.00 TOTALS $ 56,500.00 $ $ $ $ 56,500.00 1111 Salaries - Regular $ 1112 Salaries - Part Time 1125 Overtime 50,000.00 50,000.00 1346 Travel Training 1,500.00 1,500.00 1561 Educational Materials 500.00 500.00 1563 In Car Video Camera 4,500.00 4,500.00 TOTALS $ 56,500.00 re Dept. Head) D to $ $ $ 56,500.00 (S4� r1, r" l L- l f teiW ignature Finance Dept. Review) r=ifJ; uV Date Ushered goodies \forms\Project Budget Worksheet15\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total WFR ExerciseEthwpment $ 1,500.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name x CFDA # B. State Grant Yes Grant Name No x C. City Match Source of Funding D. Other Entities Yes No Name Krisann Kaumans 2. Attach copies of any grant agreements that will fund the project (REQUIRED) % Paid by federal grant Grant Agreement Number °A) Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 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) 100.00% Done None ❑ 0 Yes No ❑ 0 ❑ 0 ❑ ❑X ❑ 0 ❑ ❑X ❑ 0 ❑ 0 Private Donation to purchase exercise equipment for fire station. Page 2 must be attached and signed. K:\shared goodies\forms\Exercise Equipment Project Budget Worksheet\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date gr22l Pf Project Name (from page one) WFR Exercise Equipment Department No. project will be budgeted under 12 Activity No. project will be budgeted under 1412 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: (Each column should only include amounts by fund) Fund: _'#A Fund: Fund: Fund: 010 Total 1,500.00 1,500.00 TOTALS $ 1,500.00 $ $ $ $ 1,500.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1355 Wellness Program 1,500.00 1,500.00 TOTALS $ 1,500.00 $ (Signature Dbpt. Head) /Witte $ $ 1,500.00 nature Finance Dept. Review) Date K:\shared goodies\forms\Exercise Equipment Project Budget Worksheet\Page 2 (Donat or NON-constr) (Mar 2010)