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Home My WebLink About06/23/20141. 2. FINANCE COMMITTEE June 23, 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 June 16, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Marty Freshwater, Battalion Chief & Darryl Hartema, Mechanic Deliver Engine 306 for repairs Weyauwega, WI 07/11/14 $370.00 Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est S/H Expenditure Airport $3,564.00 Website, including design, hosting and 12 months of updates. Building Maintenance $3,200.00 Run storm line to alley on 300 W. 3ra Leisure Services $1,950.00 Installation of new plant material and wood chips in new retaining wall landscape beds at Gates Park Pro Shop. Planning $7,500.00 Additional water discontinuations associated with the demo of 1518 W. 4th St. Traffic Operations $11,732.87 + $125.00 S/H Sheeting, cuttable film and application tape for numerous signs. Traffic Operations $1,022.80 40 — Fuseholders. Waste Management Srv. $5,920.20 + $750.00 S/H KSB 250 hp motor rewind for RWW Pump #5. BUDGET LINE ITEMS TO BE AMENDED BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE June 16, 2014 5:00 p.m. Harold E. Getty Council Chambers Members present: Cole, Welper, and Jones. Absent: Schmitt. 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 June 9, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Cole that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officer Herkelman Defensive Tactics Instructor Recert. Johnston, IA 08/20/14 $165.00 Ayes: Three. Motion carried. Moved by Jones, seconded by Welper 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 $1,200.00 Repair and replacement of slats on the passenger loading bridge. Cultural & Arts $5,985.00 Canvas banners for Expo Plaza. Street $3,500.00 NTE Computers (tablets) to track daily work flow on street projects. Leisure Services $2,340.00 Pointer insecticide. Police $1,439.20 + $15.00 S/H Forty individual patrol emergency trauma kits. Sanitation $31,264.20 Rebuilt Motor — ISL 345 Truck 150903. Finance Committee June 16, 2014 Page 2 Waste $6,490.00 12 months of support/maintenance renewal for two Management Srv. Pipe Tech Scan 6.x licenses and one Pipe Tech View 6.x license and one seat network license for Pipe Tech View 6.x office software. Ayes: Three. Motion carried. Moved by Cole, seconded by Welper that Bills Payment, as contained in Accounts Payable Invoice Report, dated June 16, 2014, in the amount of $2,600,328.02, 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 5:02 p.m. Ayes: Three. Motion carried. Suzy Schares, CMC City Clerk/Human Resource Director City Clerk Use Only Finance Committee [� Approval Date r'23//7 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 $ 3,564.00 plus est. shipping costs of $ to pay for or purchase website, including design, hosting and 12 months of updates. This purchase or expenditure is being made because: current Airport website is such an old version that we are no longer able to make updates. Vendor selected for this purchase: Townsquare Interactive ❑X Bids or written quotes were taken on this purchase, as follows: checked with city IT dept (W'loo Schools) but this would be a much better product than they could provide and includes unlimited updates. 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 n General Fund Bonds n Road Use Tax IT Sewer n Sanitation Federaliother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-29-7700-1319 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, duPA )1.... 1� (. u1 IS 1 (Signature Dept. ead or esignee) t at K:\shared goodles\forms\Website.>ds (Mar 2010) (Project Code) $ 65,000.00 $ 11,220.47 � (Signature Finance Dept. Review) Date City Clerk Use Only Finance Committee Approval Date (42-Shi" 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 $ 1,950.00 plus est. shipping costs of $ to pay for or purchase Installation of new plant material and wood chips in new retaining wall landscape beds at Gates Park Pro Shop. This purchase or expenditure is being made because: Installation of new landscaping wall created new landscape beds that need plant material in them. Procumben Junipers installed should last many years. Vendor selected for this purchase: Jordan's Nursery Inc. ❑X Bids or written quotes were taken on this purchase, as follows: Matthias Landscaping Co. $1,728.19 Jordan's Nursery Inc. $1,950.00 Jordan's Proposal was selected due to hardiness and longevity of plants used for this location. ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund ❑ Road Use Tax ❑ Sewer Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 413-37-4120-2174 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is $ 26,-78& - :`; Pr& Q�rr Resp bmitted, /ram L-/ (Signature Dept. or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Gates Procumben Installation (Mar 2010) Sanitation (Project Code) $ 70,000.00 '� City Clerk Use Only Finance Committee // Approval Date iQ/23i��T City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 3,200.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Run storm line to alley on 300 W. 3rd Vendor selected for this purchase: Benton Sand & Gravel ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: Benton's was lowest bidder for demolition of property Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund ❑ Road Use Tax pi Sewer ❑ Sanitation Bonds I l Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: Gtr0! '760e) ,lln.g (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respptfully submitted, $ 3?CD $ 3,40� ,i /7-r / E'2 'G�.GG,(L ��!�� ;' k;y u ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date r0/z /% if City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the PLANNING Department to expend $ 7,500.00 plus est. shipping costs of $ 0.00 to pay for or purchase Additional water discontinuations associated with the demo of 1518 West 4th St. This purchase or expenditure is being made because: It was discovered the house being demoed shared sanitary sewer lines Vendor selected for this purchase: Benton's Sand & Gravel, Inc. Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Vendor was already in midst of project when discovered Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund El Road Use Tax ❑ Sewer Sanitation Bonds n Federal/other grants QX Other (specify) Nuisance Abate/Demo This expenditure is to be coded to the following budget line -item: 413 08 5150 1396 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance (Project Code) $ 550,000.00 / $ 213,468.51 ✓ (Signature Dep Head oTesignee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) BENTON'S SAND & GRAVEL, INC 905 CENTER STREET CEDAR FALLS, IA 50613 UNITED STATES Voice: 319/266-2621 Fax: 319/266-5926 CITY OF WATERLOO 715 MULBERRY STREET WATERLOO, IA 50703 Duplicate 17' RL00, t-- DEMOLITION AND SITE CLEARANCE SERVICES-820 & 910 SYCAMORE ST AND 1518WEST4TH STREET WATERLOO Net 30 Days 1.00 DEMOLITION OF STRUCTURES AS PER CONTRACT. 3.00 ADDITIONAL WATER DISCONTINUATIONS CK#207757 - 16635 Sep 25, 2012 1 10/25/12 66, 825.00 66, 825.00 2,500.00 7,500.00 74, 325.00 74, 325.00 66, 825.00 7,500.00 Overdue invoices are subject to late charges. Vendor/Remittance Address Number Batch Department: PZ Planning & Zoning 6360 - BENTON'S SAND & GRAVEL, • 16635 INC Invoice Department: PZ Planning & Zoning BENTON'S SAND & GRAVEL, INC 905 CENTER ST CEDAR FALLS, IA 50613 Detail: P.O. Number City of Waterloo Accounts Payable Edit Listing Invoice G/L Due Received Confirming Description Date Date Date Date EFT G/L Date Notes Batch Date: 11/05/2012 Batch Number: 2013-00000436 Batch Description: DEMO; 820 & 910 SYCAMORE ST; 09/25/2012 11/05/2012 11/05/2012 1518 WEST 4TH Check Sort Code: Check Code: Manual Check: No Check Number: C/D/F/T/A/1099 Description Bank Account: ACCOUNTS PAYABLE Invoice Terms: Quantity U/M No Amounts Gross: Freight: State Tax: County Tax: Local/City Tax: Discount: Retainage: Net Amount: 15,390.19 0.00 0.00 0.00 0.00 0.00 0.00 $15,390.19 Amount/Unit Total Amount N/Y/Y/N/N/N G/L Distribution: G/L Account/Project Total invoice Items: 1 Conversion Item - DEMO; 820 & 910 SYCAMORE ST; 1518 WEST 4TH 1.0000 EA 15,390.1900 15,390.19 Expensed Unencumbered 410-08-5150 1396 ( June 2010 GO Bond Fund -Planning & Zoning -Nuisance Abatement DEMOLITION OF PROPERTY) Invoice Amount Expensed: $15,390.19 Invoice Amount Unencumbered: $0.00 15,390.19 0.00 User: Pattie Magee Pages: 1 of 5 10/30/2012 2:01:19 PM Vendor/Remittance Address Number 6360 - BENTON'S SAND & GRAVEL, 16635B INC Invoice Department: PZ Planning & Zoning BENTON'S SAND & GRAVEL, INC 905 CENTER ST CEDAR FALLS, IA 50613 City of Waterloo Accounts Payable Edit Listing Description Invoice G'/L Due Received Confirming Date Date Date Date EFT G/L Date DEMO; 820 & 910 SYCAMORE ST & 09/25/2012 11/05/2012 11/05/2012 1518 WEST 4TH ST Check Sort Code: Check Code: Manual Check: No Check Number: Detail: P.O. Number C/D/F/T/A/1099 Description Total Invoice Items: Bank Account: ACCOUNTS PAYABLE Invoice Terms: Quantity U/M Notes Acdtounts No Gross: 51,434.81 Freight: 0.00 State Tax: 0.00 County Tax: 0.00 Local/City Tax: 0.00 Discount: 0.00 Retainage: 0.00 Net Amount: $51,434.81 Amount/Unit Total Amount N/Y/Y/N/N/N Conversion Item - DEMO; 820 & 910 SYCAMORE ST & 1518 WEST 4TH ST 1.0000 EA 51,434.8100 51,434.81 G/L Distribution: G/L Account/Project Expensed Unencumbered 411-08-5150 1396 ( June 2011 GO Bond Fund -Planning & Zoning -Nuisance Abatement DEMOLITION OF 51,434.81 0.00 PROPERTY) Invoice Amount Expensed: $51,434.81 Invoice Amount Unencumbered: $0.00 User: Pattie Magee Pages: 2 of 5 10/30/2012 2:01:19 PM BENTON'S SAND & GRAVEL, 905 CENTER STREET CEDAR FALLS, IA 50613 UNITED STATES Voice: 319/266-2621 Fax: 319/266-5926 INC `,iQN)NG o, 4. a.. Sip w� .701 Bill To. CITY OF WATERLOO 715 MULBERRY STREET WATERLOO, IA 50703 rERLQQ ` S hipao INVOICE Invoice Number: 16635 Invoice Date: Sep 25, 2012 Page: 1 DEMOLITION AND SITE CLEARANCE SERVICES-820 & 910 SYCAMORE ST AND 1518 WEST 4TH STREET Custoine r Customer.PO Payment Terms WATERLOO -Sales Rep ID Shipping Method Net 30 Days Ship Date:` Due;Date 10/25/12 Quantity em Description' Unit Price 1.00 3.00 DEMOLITION OF STRUCTURES AS PER CONTRACT. ADDITIONAL WATER DISCONTINUATIONS 66, 825.00 2,500.00 Amount , 66, 825.00 7,500.00 Check/Credit Memo No: Subtotal 74, 325.00 Sales Tax Total Invoice Amount 74, 325.00 Payment/Credit Applied TOTAL 74,325.00 D C y c‘- g: vta ( cov,.-1-t-G+GI- �, ac�w+— -�- Overdue invoices are subject to late charges. May 7, 2012 137935 - Schmitt/Welper that "Resolution approving agreement with DuPont for imprelis tree damage at Gates Park Golf Course -Submitted by Todd Derifield, City Forester", be adopted. Roll call vote -Ayes: Six. Resolution adopted and upon approval by Mayor assigned No. 2012-415. 137936 - Schmitt/Welper Page 9 that "Resolution approving request to distribute forfeiture funds in the amount of $80,000.00 to Tri-County Task Force agencies -Submitted by Dan Trelka, Director of Safety Services", be adopted. Roll call vote -Ayes: Six. Resolution adopted and upon approval by Mayor assigned No. 2012-416. 137937 - Schmitt/Welper that "Resolution approving demolition contract with Benton's Sand and Gravel Inc. in the amount of $68,825.00 in conjunction with Demolition and Site Clearance Services (no RACM) for 820 and 910 Sycamore Street and 1518 West 4th Street -Submitted by Noel Anderson, Community Planning & Development Director", be adopted. Roll call vote -Ayes: Six. Resolution adopted and upon approval by Mayor assigned No. 2012-417. OTHER COUNCIL BUSINESS 137938 - Hart/Welper to instruct City Engineer to prepare plans, specifications, form of contract, etc. in conjunction with F.Y. 2012 East Donald Street Improvements, Contract No. 797, be approved. Voice vote -Ayes: Six. Motion carried. 137939 - Hart/Welper that plans, specifications, form of contract, etc. in conjunction with F.Y. 2012 East Donald Street Improvements, Contract No. 797, be received and placed on file. Voice vote -Ayes: Six. Motion carried. 137940 - Hart/Welper that "Resolution contract, etc. in Contract No. 797", Resolution adopted 137941 - Hart/Welper preliminarily approving plans, specifications, form of conjunction with F.Y. 2012 East Donald Street Improvements, be adopted. Roll call vote -Ayes: Six. and upon approval by Mayor assigned No. 2012-418. that "Resolution setting date of hearing and bid opening as May 14, 2012; and instruct City Clerk to publish notice of plans, specifications, form of contract, etc. in conjunction with F.Y. 2012 East Donald Street Improvements, Contract No. 797", be adopted. Roll call vote -Ayes: Six. Resolution adopted and upon approval by Mayor assigned No. 2012-419. 137942 - Hart/Welper to instruct City Engineer to prepare plans, specifications, form of contract, etc. in conjunction with F.Y. 2012 Sidewalk Repair Program - Zone 2, Contract No. 824, be. approved. Voice vote -Ayes: Six. Motion carried. 137943 - Hart/Welper that plans, specifications, form of contract, etc. in conjunction with F.Y. 2012 Sidewalk Repair Program - Zone 2, Contract No. 824, be received and placed on file. Voice vote -Ayes: Six. Motion carried. 137944 - Hart/Welper that "Resolution contract, etc. in Contract No. 824", Resolution adopted preliminarily approving plans, specifications, form of conjunction with F.Y. 2012 Sidewalk Repair Program - Zone 2, be adopted. Roll call vote -Ayes: Six. and upon approval by Mayor assigned No. 2012-420. City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ��// Approval Date $(23/ef 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 $ 11,732.87 plus est. shipping costs of $ 125.00 to pay for or purchase Sheeting, Cuttable Film and Application Tape This purchase or expenditure is being made because: Fabrication of numerous traffic signs. Vendor selected for this purchase: 3M Traffic Safety and Security Division n Bids or written quotes were taken on this purchase, as follows: 3M Traffic Safety and Secruity Division St. Paul, MN $11,732.87 Traffic Control & Protection, Inc. West Chicago, IL $13,718.20 ❑ 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 n Sewer n Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 412-17-7120-2125 & 413-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 15,000.00/. 10,000.00 1/ $ 7,791.58 ✓ 10,000.00 6 /cr zG/ na ure Dept. ea. or Designee) gate (Signature Finance Dept. Review) Date K:lshared goodies\forms\2014-June-Expenditure Pre -Authorization -Sheeting, Film, Tape - 3M.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 4423'/1 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 $ 1,022.80 plus est. shipping costs of $ to pay for or purchase 40 - Fuseholders This purchase or expenditure is being made because: Street Light repairs Vendor selected for this purchase: E Bids or written quotes were taken on this purchase, as follows: Crescent Electric Supply Co. Waterloo, IA $1,022.80 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 ❑X Road Use Tax n Sewer ❑ Sanitation 0 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 Respectfully submitte c (Si nature Dept. H d or Designee) Da c(Signatifre Finance Dept. Review) Date ,-1/47//9 I/.e( t).44,14,o) (Project Code) K:\shared goodies \forms12014-June-Expenditure Pre -Authorization- Fuseholders-Crescent.xls (Mar 2010) City Clerk Use Only ;Finance Committee Approval Date 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 $ 5.920.20 plus ext. shipping cost of $ 750.00 KSB 250 Hp motor rewind for RWW Pump #5, Department to expend to pay for or purchase This purchase or expenditure is being made because: Motor winding are burnted-out. Vendor selected for this purchase: Quality Pump & Control nBids 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 KSB pump motor. Total cost including freight $6,670.20 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: Road Use Tax: X Sewer: riSanitation: (Bonds: Federal/other grants: Other(specify): This expenditure is to be coded to the following budget line -item: 5'?0-14-5200-1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, .�2 4 tiAnt 18 t zoi q atLi /4zA 6 /j 4'/ v (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 250,000.00 $ 250.000.00 ✓ Quality Pump & Control 840 15th Street S.W. Mason City, 1A 50401 4 991--` -;3 Name / Address Waterloo, City of Waste Water Department 715 Mulberry Street Waterloo, to 50703.5783 uotation Date Quote p 6/12/2014 202 P.O. No. Project Item Description Qty Cost Total Part Freight KS.B 500-500 250Hp Motor 250 Hp motor rewind Freight R Ww IDuIII' I" I 1 0.00 5,920.20 750,00 0.00 5,920.20 750.00 Subtotal s6 n7o,I) Salas Tax (5.0%) $0.1-,0