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HomeMy WebLinkAbout09/15/20141. 2. 3. 4. 5. 6. FINANCE COMMITTEE September 15, 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 September 8, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officer Lyons Advanced Criminal Patrol Tactics Cedar Rapids, IA 11/07/14 $144.00 Ken 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'1 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 09/24/14- $565.00 Annual Conference Bluffs, IA 09/26/14 Mark Boesen, Manager of IAHO Fall Conference Waterloo, IA 10/01/14- $900.00 Rehabilitation Srv., Jon Martin, Relocation/Rehab Certification & recertification courses 10/03/14 Specialist, & Matt Chesmore, Relocation/Rehab Specialist Pre Authorizations to Expend over $1,000.00 Dept. AmountEst Expenditure Building Maintenance $5,800.00 Painting & drywall repair — upper corridor — Five Sullivan Brothers Convention Center. Fire Rescue $12,000.00 NTE Fire Hose. Leisure Services $14,470.00 Replacement of full diesel engine in Leisure Services truck #370303. Existing engine is seized up & cannot be replaced. Sanitation $6,800.67 + Conveyor Frame. $250.00 S/H Traffic Operations $5,400.00 + Sheeting, film & stop sign faces. $150.00 S/H Waste Management Srv. $7,394.00 + Repair of Flygt 3202 Lagoon pump. $300.00 S/H BUDGET LINE ITEMS TO BE AMENDED 7. Approve the line item amendment for the Five Sullivan Brothers Convention Center activity to budget for the $2,000.00 payment received from the Convention & Visitors Bureau to be used for architect's fees. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE September 8, 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 2, 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 Officer Gergen Defensive Tactics Johnston, IA 11/19/14 $140.00 Instructor Recertification Todd Henrich, Building 8-Hour Plumbing Hawkeye 10/17/14 $227.00 Maintenance Update (Intro to OSHA; Community Plumbing Code Update; College Plumbing Discipline Director Trelka Law Enforcement Council 09/23/14- $613.00 Leadership Conference Bluffs, IA 09/25/14 Director of Aviation Interview Waterloo, IA 09/18/14- $2,838.00 Candidates 09/19/14 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 Building Maintenance $20,000.00 NTE Electrical work for all City Owned Properties. Building Maintenance $20,000.00 NTE Electrical work for Five Sullivan Brothers Convention Center. Finance Committee September 8, 2014 Page 2 Central Garage $2,952.66 Replacement & reprogramming of engine ECM. Cultural & Arts $2,580.00 Painting of 3 exterior signs at the Waterloo Center for the Arts. Cultural & Arts $14,229.00 Carpet replacement in Hurwich Rooms, Events Office Suite, Hope Martin Theatre, Box Office Suite,. Kiwanis River Room, Cedar Lookout and Dressing Room. Sanitation $25,000.00 35-65-95 Gallon Garbage Carts. Waste Management Srv. $2,992.00 Two Cartegraph Subscription Renewals for CMOM Computer Program. Mr. Schmitt questioned why the electrical work is not using the low bid and if the helper rate is taken into consideration. He also questioned if the low bid on the garbage carts will be the best product. The convention center is not using Scott's Electric due to needing 24-hour service. A Journeyman has to be on site and then helpers can be used. Mark Rice, Public Works Director, explained that he is looking at additional products that will hopefully hold up longer. Mr. Morrissey questioned why Personified Painting bid is so much lower and it was explained that they will paint the signs on -site and that will make it cheaper. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that the line item amendments for Animal Control to budget for revenue anticipated to be received from the City of Cedar Falls and related personnel expenses in the amount of $50,164.00 and also reallocate budgeted expenses to provide for additional personnel in the amount of $11,518.00. Ayes: Two. Nays: One (Schmitt).Motion carried. Mr. Schmitt asked for an overview of the changes. He asked for the estimated revenue amount from Cedar Falls. Sandie Greco, Traffic Superintendent, explained that this is based on the first month's revenue from Cedar Falls and takes into account additional part-time help. This will take us to one full- time, four part-time, and one kennel cleaner. Michelle Weidner, Chief Financial Officer, explained that this is based on the rates in the contract and the number of calls from Last year. Finance Committee September 8, 2014 Page 3 Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated September 8, 2014, in the amount of $3,364,801.83 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. Suzy Schares, CMC City Clerk/Human Resource Director City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 41/5//5� The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 5,800.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Painting & drywall repair - upper corridor for Five Sullivan Brothers Convention Center Vendor selected for this purchase: Michael's Painting and Decorating Inc. n Bids or written quotes were taken on this purchase, as follows: Michael's Painting - $ 5,800.00 Personified - $6,950.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax 0 Sewer n Sanitation ❑X Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respely submi (SI a ure Dell or Designee) • (Project Code) $ t;, 906&1 U $ 7� -/y 7/ 6,;;u, Y 1. Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) $ 600,000.00'"/ $ 108,296.12 i. COIN Pock( 6,),e_.-Lkai A (Signafure Dept. I�fead or Designee) Date (Signature Finance Dept. Review) Date Sent over 090914. City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee / Approval Date 5/1 4/[ The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WFR Department to expend $ NTE $12,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase Fire Hose This purchase or expenditure is being made because: WFR needs to replace outdated non -compliant fire hose as well as equipping new fire apparatus with hose, due to lack of existing inventory. Vendor selected for this purchase: MES EBids or written quotes were taken on this purchase, as follows: BIDS ARE ATTACHED. 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: ❑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: 411-12-1400-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectful) 1114iNh... Jeff Goldsmith Eastern Iowa Sales Delhi, IA MES MUNICIPAL EMERGENCY SERVICES, INC 1880 East Military Avenue Fremont, NE 68025 www.mesfire.com 800-228-9014 Toll Free 402-727-5785 Office 402-380-1575 Cell 402-727-5789 Fax jgoldsmith@mesfire.com 1 1/2 inch hose 50 foot length color white 13/4 inch hose w� ea 100 foot length color yellow Gv' 2%2 inch hose 50 foot length color white 5 inch hose 100 foot length, color yellow with Storz quick connector with locks 5 inch hose, 50 ft. length color yellow, with Storz quick connectors w/locks Per length Estimated Freight Cost co/et/AAA > w Ik i Pta t7A $ ?z, rr per length 68. 9.a per length 43/, per length C3 1 per length $ per length )/y l�o / ?'/�- S0 / /00� per length © (2 6LS t3 i/ 4 400' JFrQ f f e; Lt.. /4 a 10 - A kt e- K,K ger Silt Sales Representative 10FELD FIRE - "We've got you covered." 11426 10th Street Stanley, IA 50671 Tel: 800-568-2403 Cell: 319-329-7046 HOSE BID SHEET Fax: 712-792-6658 E-mail: rodger@feldfre.com www.feldfire.com 1 /2 inch hose 50 foot length color white 1% inch hose 100 foot length color yellow 2%2 inch hose 50 foot length color white 5 inch hose 100 foot length, color yellow with Storz quick connector with locks 5 inch hose, 50 ft. length color yellow, with Storz quick connectors w/locks Per length $ per length $ a `d per length $ l 2 `/' �Iv per length $ 72/ ad per length1� $ (.-er length Estimated Freight Cost $ C^.a,per length fg S /.c-r('c 0 Jay Fredrickson Consultant jayfredrickson49@gmail.com Cell / 952.334.9321 11/2 inch hose 50 foot length color white 13/4 inch hose 100 foot length color yellow 2% inch hose 50 foot length color white 5 inch hose 100 foot length, color yellow with Storz quick connector with locks 5 inch hose, 50 ft. length color yellow, with Storz quick connectors w/locks Per length Estimated Freight Cost E BID SHEET $ 9, ;re per length $ 16 9. $ c per length $ / Li 4, co per length $ , ,, 9, per length $ 3 57 ® iv aper length $ per length p L z ,4-1 j r c, 4d r e iv KJ City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date WWI( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the $ 14,470.00 plus est. shipping costs of Leisure Services Department to expend $ to pay for or purchase Replacement of full diesel engine in Leisure Services Truck #370303. Existing engine is seized up and can not be repaired. This purchase or expenditure is being made because: This 2005 model year truck still has a number of useful life cycle years and cost to replace this truck could approach $40,000 making engine replacment a valid option. Vendor selected for this purchase: Witham Auto Center Bids or written quotes were taken on this purchase, as follows: Witham Auto Center, Waterloo Iowa $14,470.00 Priority 1 Automotive, Waterloo Iowa $14,742.11 Automotive Service Solutions and Colwell Ford Declined Opportunity to 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: General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/othergrants ❑X Other (specify) Dupont Imprelis Funds This expenditure is to be coded to the following budget line -item: 010-37-4105-1569 37RST DUPONT (Fund - Department Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res. - submitted, (Signature Dept. He.:Er Designee) $ 82,800.00 o/ $ 82,00 • -. J€ 4JJL• L s 440/1. Date ('Signature Finance Dept. Review) Date K:\shared goodies\forms\Pr- uth #303 Engine Replacement (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ee Approval Date / /1 s//tf The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Sanitation Department to expend $ 6,800.67 plus est. shipping costs of $ 250.00 to pay for or purchase Conveyor Frame This purchase or expenditure is being made because: Cracked beyond repair Vendor selected for this purchase: Vermeer n Bids or written quotes were taken on this purchase, as follows: n 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: nGeneral Fund n Road Use Tax n Sewer n Sanitation nBonds ❑ Federal/other grants pi Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 200,000.00 K:\shared goodies Worms \Sanitation - Conveyor Frame - Tub Grinder - Sep 2014.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee � G Approval Date /�,Jt 7t 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 $ NTE 5,400.00 plus est. shipping costs of $ 150.00 to pay for or purchase Sheeting, film and stop sign faces This purchase or expenditure is being made because: Fabrication of signs Vendor selected for this purchase: 3M QX Bids or written quotes were taken on this purchase, as follows: 3M St. Paul, MN NTE $5,400.00 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 n Road Use Tax ❑ Sewer n Sanitation EBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 413-17-7120-2106 414-17-7120-2125 15,000.00 5,000.00 (Fund - Department - Activity - Account Number) (Project Code) / 4( in which the budgeted amount is $ 15,000.00'— and the current available balance is Respectfully submitted, 2,428.59 ✓ 448 / ' ,f(lr 4?�'���� 9 /iy�otceec., F/61, nature Dept. d or Designee) to (Signature Finance Dept. Review) Date K:\shared goodies \forms\2014-September-Expenditure Pre-Authorization-3M-NTE$5,400.00 Sheeting, film & stop faces.xls (Mar 2010) City Clerk Use Only Finance Committee �r5'/� Approval Date (l� 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 Department to expend $ 7.394.00 plus ext. shipping cost of $ 300.00 to pay for or purchase Repair of Flvgt 3202 Lagoon pump. This purchase or expenditure is being made because: Water in motor lower seal failure. Vendor selected for this purchase: Quality Pump & Control Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Quality Pump & Control is rep. for this pump. Total cost including freight $7,694.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: DRoad Use Tax: ESewer Sanitation: Bonds: Federal/other grants: nOther(specify): This expenditure is to be coded to the following budget line -item: 570-14-5700-1571 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is $ 250,000.00 and the current available balance is Respectfully submitted, 73. $ -4-74 060-23 /lt'. (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date Quality Pump & Control /'i' - 84015th Street S.N. 4 r.l 4fason City, CA 50401 Name / Address Waterloo, City of Waste Water Department 7 i) Mulberry Street W atcr1o0, IA 50703-5733 (tern Pump Repair Freight '',Oil 1 Description Flygt 3202 Lagoon pump rcpan Water in motor lower seal failure and power cable teed:: to be replaced Rebuild is power cable, meth scat% bearings and o-rings.. Complete repair Freight rIty Quotation PO.No Cost 7,394.01) 300.00 Total 7,394 00 300.00 Subtotal $7,694.00 Sales Tax (5.0%) so.00 Total $7,694.00 a Budget Amendment Descriptions for 9/15/2014 Finance Committee Meeting Agenda: 1. Approve the line item amendment for the Five Sullivan Brothers Convention Center activity to budget for the $2,000 payment received from the Convention & Visitors Bureau to be used for architect's fees. 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 Committee approval required? YES L NO �/ L If so, date approved: [(�5//i71 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 2015 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 010-22-6860-3=r Cash 2,000.00 010-22-6860-2103 Engr/Consulting 2,000.00 _3351 TOTAL This amendment is being requested because: CVB une contributed $2,000.00 towards this project. $2,000.00 TOTAL $2,000.00 Prior Committee Actions (Dates): Q- N nature Dept. Head or Designee) Date (Signature Finance Dept. Review) ate Date Posted (Finance Dept.) K:\users\shared goodies \fors\Budget Amendment Request Form - 9-9-14.xls (Apr 2003)