HomeMy WebLinkAbout05/18/2015FINANCE COMMITTEE
May 18, 2015
5:10 PM
Harold E. Getty Council Chambers
Members
Chairperson Carolyn Cole
Vice Chair Steve Schmitt
David Jones
Roll Ca11:
Approval of Agenda
Approval of Minutes
of May 11, 2015 as proposed.
NEW BUSINESS
TRAVEL REQUESTS
1. 16 Employees of Waste Management Services
Class/Meeting: Fork lift training
Destination: Waste Management Facility
Dates: 5/20/2015 Amount not to exceed: $800.00
2. Michelle Weidner, CFO
Class/Meeting: Iowa Governmental Roundtable
Destination: Des Moines, IA
Dates: 5/19/15 - 5/21/15 Amount not to exceed: $305.00
3. Request of Mark Rice, Public Works Director, for authorization to dispose of retired
equipment.
4. Pre -Authorizations to Expend over $1,000.00
Building Inspection
Amount and Estimated S/H: $5,000
Expenditure: Scanning of all fire inspection documents (part of new document
imaging system).
Center for Arts
Amount and Estimated S/H: $2,700
Expenditure: Advertising with Lamar -billboard for two RiverLoop events -
Iowa Sweet Corn Festival (Aug 8) and Stem & Stein (Aug 15). Total of 8
billboards - 4 per event to run 7/20/16.
Central Garage
Amount and Estimated S/H: $1,897.40
Expenditure: Emergency/Safety Equipment for new Leisure Services Trucks.
Page 1 of 198
Central Garage
Amount and Estimated S/H: $1,260.60 + $12.00 S/H
Expenditure: Motor grader serrated cutting edges.
Leisure Services
Amount and Estimated S/H: $4,167.00 + $50.00 S/H
Expenditure: Six 8' heavy duty galvanized framed picnic tables.
Leisure Services
Amount and Estimated S/H: $3,600
Expenditure: Trees for Gates Golf Course.
Leisure Services
Amount and Estimated S/H: $15,750
Expenditure: Counters on the top of existing concourse railing.
Mayor
Amount and Estimated S/H: $4,780.79
Expenditure: Membership - Metro Coalition.
Street
Amount and Estimated S/H: $4,267.36
Expenditure: Replacement tires for reclaimer.
Traffic Operations
Amount and Estimated S/H: $8,016
Expenditure: 400 LED light bulbs.
Traffic Operations
Amount and Estimated S/H: $8,016
Expenditure: Concrete repairs by new light pole bases in downtown area.
BUDGET LINE ITEMS TO BE AMENDED
5. Approve the budget amendment to budget to use fund balance to pay medical claims
in accordance with the certified budget in the amount of $626,974 and budget
additional insurance refunds and related expense in the amount of $146,888.
6. Approve the project budget for the Rotary Club Award for Podiums project in the
amount of $1,000, as submitted by Cultural & Arts.
7. Approve the budget amendment for the Sewer Fund to use fund balance for
unplanned expenses in the total amount of $265,000.
8. Approve the budget amendment for Young Arena for increased sales tax revenue and
related sales tax expense in the amount of $2,600, as well as other expenses increases
and decreases in the amount of $13,300.
Page 2 of 198
9. Approve the budget amendment to use fund balance to pay workers com
pensation
t'
ion
claims in accordance with the certified budget in the amount of $80,000.
BILLS PAYMENT
10. May 18, 2015.
ADJOURNMENT
Suzy Schares, CMC
City Clerk/Human Resource Director
Page 3 of 198
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT.
LINE ITEM USED
FY 1,01) BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original - Clerk/Finance
STAFF ONLY
7a� /4( 52Ot /34(,
f S OCS4:1d
%v/CG9
!) U,)
Co. -
5—r3 ems'
De•artment
NAME(S) AND POSITION(S):
16 employees of Waste Management Services
DATE:
05/12/15
NAME OF CLASS / MEETING:
Fork lift training
DESTINA/TION:
DEPARTURE POINT Waste Management Facility
IF NOT WATERLOO:
DEPARTURE DATE:
May 20, 2015
RETURN DATE:
May20, 2015
DATE(S) OF MEETING:
May 20, 2015
PURPOSE OF TRAVELITRAINING:
Certification for operation of fork lift. Training provided by Iowa Machinery, Waterloo, IA
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
x COST$
YES NO
METHOD OF TRAVEL:
n/a CITY VEHICLE
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
LODGING
MEALS
50.00 REGISTRATION
MILEAGE/FUEL
TOTAL FOR ALL: $ 800.00
TAXI
PARKING
AIRFARE
MISC/TOLLS
BUDGET LINE ITEM: 520-14-5200-W3- /??_/(
YES NO
x
YES NO
GRANT REIMBURSABLE
REQUIRED CERTIFICATION
TOTAL: $ 50.00
PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
IZC.N `
DEPARTMENT EAD
DATE
ilioAd 13 12_��
I APPROVE THIS TRAVEL REQUEST
MAYOR
DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
TRAVEL REQUEST
CITY OF WATERLOO
NAME(S) AND POSITION(S):
Michelle Weidner, CFO
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010 03
FY � BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE ,6 4 3-6 5
1346
Original - Clerk/Finance
(/5s:) ?)
spy - De • • rtment
NAME OF CLASS / MEETING:
DATE:
5/13/2015
Iowa Governmental Roundtable
DEPARTURE DATE:
5/19/2015
DESTINATION: Des Moines, IA
DEPARTURE POINT
IF NOT WATERLOO:
RETURN DATE:
5/21/2015
DATE(S) OF MEETING:
5/19/2015
PURPOSE OF TRAVEL:
Continuing education for CPA license. Includes updates from Iowa Auditor of State, GASB Chair, new pension standards
and bond post -issuance compliance. I'll be attending a MFPRSI board meeting May 20 and May 21, so will be in Des
Moines through May 21.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
METHOD OF TRAVEL:
COST $
YES NO
CITY VEHICLE
X
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
LODGING
MEALS
255.00 REGISTRATION
50.00 MILEAGE/FUEL
TOTAL FOR ALL: $ 305.00
TAXI
PARKING
AIRFARE
MSC/TOLLS
BUDGET LINE ITEM: 010 03 8400 1346
YES
x
YES
x GRANT REIMBURSABLE
NO
REQUIRED CERTIFICATION
NO
TOTAL: $ 305.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
DEPARTMENT HEAD
I APPROVE THIS TRAVEL REQUEST
MAYOR
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
5718/
CITY OF WATERLOO
Committee Communication
FINANCE Committee Meeting: May 18, 2015
Prepared: May 8, 2015
Dept. Head Signature:
# of Attachments:
SUBJECT: Equipment Disposal
Submitted by: Mark Rice, Public Works Director
Recommended City Council Action: Approval
Summary Statement: Request authorization to dispose of retired equipment
Expenditure Required: None
Source of Funds: NA
Policy Issue: NA
Alternative: NA
Background Information: Request authorization to dispose of retired vehicles and equipment
that have been or are scheduled to be replaced through this year's vehicle acquisition process.
Disposition process will vary between sealed bid and on-line auction.
Vehicle Number
Make Model Condition
111143 Ford Crown Vic Poor / Corrosion/ Transmission
520001 Chevrolet Silverado Poor / Corrosion
410206 Ford F-350 Poor / Mechanical
520131 Dodge Van Poor / Corrosion
530073 Ford F-250 Poor / Corrosion
420009 Chevrolet 350 Poor / Mechanical/ Corrosion
222A06 Ford Ranger Poor / Mechanical / Corrosion
222A07 Ford Ranger Poor / Mechanical / Corrosion
410007 Jeep Wrangler Poor/ Excess
990604 Chevrolet Uplander Excess
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 'VI / I
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Building Insp Department to expend
$ 5,000.00 plus est. shipping costs of $ to pay for or purchase
This purchase or expenditure is being made because:
Scanning of all Fire Inspection documents (part of new document imaging system)
Vendor selected for this purchase: Advanced Systems
❑ Bids or written quotes were taken on this purchase, as follows:
E 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 OX Sewer n Sanitation
E Bonds 0 Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
414-22-8800-2152
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Resp tfully submitted,
(' ture Dept. Head or Designee)
S-
Date
(Project Code)
$ OdJO
$ f5e8 5°2
l L
6fif ex/
ignature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 57(8/1 S�
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
$ 2,700.00 plus est. shipping costs of $ to pay for or purchase
Advertising with Lamar -billboard for two RiverLoop events - Iowa Sweet Corn Festival
(Aug 8) and Stem & Stein (Aug 15). Total of 8 billboards - 4 per event to run 7/20-8/16.
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
Bonds
❑X
Road Use Tax ❑ Sewer ❑ Sanitation
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.ADVFY16
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
cL 57.7/ic
(Signature Dept. Hea esignee) Date (Signature Finance Dept. Review) Date
38,928.00 v
$ J�C(�$�i✓
K:\shared goodies\forms\FY16-Adv Bill -Finance Lamar 5-15 (Mar 2010)
PAULETTE HAWKENSON
From: LAURA STAMMLER
Sent: Friday, May 01, 2015 3:02 PM
To: KENT SHANKLE; PAULETTE HAWKENSON
Subject: finance request - hotel motel FY16 grant - billboards
Attachments: FY16-Adv.Bill-Finance Lamar 5-15.xls
Hi Kent & Paulette,
I am currently working on placing billboards with Lamar for our upcoming RiverLoop events — Iowa Sweet Corn Festival and Stem & Stein. I will be placing 4
billboards for each event — 8 total (we get the non-profit discount of buying two selected locations and getting two bonus locations). The billboards will run 7/20-
8/16. This will come out of FY16 Hotel -Motel tax grant funds.
Please see finance authorization request attached.
Thanks,
Laura
LAURA STAMMLER
Development/Marketing Manager
Waterloo Center tor the Arts
225 Commercial Street
Waterloo, Iowa 50701 1319.291.4490
waterloocenterfortheaits-ora
phelpsyouthpaviion.org
facebock..comiwaterloocente;rfhearts
Fl).JI LC21
SLi/) 'JC
1
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Central Garage Department to expend
$ 1,897.40 plus est. shipping costs of $ 0.00 to pay for or purchase
Emergency / Safety equipment for new Leisure Services Trucks
This purchase or expenditure is being made because:
Emergency on -road lighting for trucks
Vendor selected for this purchase: Midwest Wheel / Mutual Wheel
❑X
❑X
Bids or written quotes were taken on this purchase, as follows:
Steps: Midwest Wheel - $321.84 / Mutual Wheel - $340.00
LED Strobe: Mutual Wheel - $390.00 / Midwest Wheel - $432.90
Back Rack: Midwest Wheel - $236.86 / Mutual Wheel - $269.00
Bids or quotes were not taken on this purchase because:
OEM only
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund n Road Use Tax n Sewer ❑ Sanitation
❑X Bonds n Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
413-37-4100-2117
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully mitted,
5 —,
(Project Code)
$ 150,000.00✓
$
K:\shared goodies\forms\Central Garage - Leisure Services Truck Outfitting - May 2015.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee /
Approval Date S/ )8/1
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Central Garage Department to expend
$ 2,160.60 plus est. shipping costs of $ 12.00 to pay for or purchase
Motor grader serrated cutting edges
This purchase or expenditure is being made because:
Worn beyond limits
Vendor selected for this purchase: Altorfer Inc
n Bids or written quotes were taken on this purchase, as follows:
Altorfer - $108.00 each
Murphy Tractor - $285.00 each
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:
n
General Fund
Bonds
Road Use Tax ❑ Sewer n Sanitation
Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
266-19-7100-1571
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Project Code)
$ 75,000.00
$ 33«93��
K:\shared goodies\forms\Street Department - Serrated Cutting Edges.xls (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 5/1$/i' 5"
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
$ 4,167.00 plus est. shipping costs of $ 50.00 to pay for or purchase
six 8' heavy duty galvanized framed picnic tables.
This purchase or expenditure is being made because:
to allow for more seating at Tennis Center
Vendor selected for this purchase: Kay Park
nX
Bids or written quotes were taken on this purchase, as follows:
Kay Park, Janesville Iowa $4217.00
Fry and Associates, Kansas City Missouri $4994.00
Barco Products, Batavia, Illinois $6425.10
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
❑X
Bonds ❑ Federal/other grants ❑
Other (specify)
This expenditure is to be coded to the following budget line -item:
413-37-4410-2176 37SPT TENNIS 15
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Ignature Dept. Ile or Designee) Date
$ 29,154.89V
$ 26,436.80
i/j/dX.u-- Lt/,C,t y 1/fi/L.
nature Finance Dept. Review)
�91/y
Date
K:\shared goodies\forms\Pre-Authorization Tennis Tables.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 5/1 B/( 5
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
$ 3,600.00 plus est. shipping costs of $ to pay for or purchase
Trees for Gates Golf Course
This purchase or expenditure is being made because:
Replacement trees for those lost due to Imprellis Chemical spray and ash tree removal.
Vendor selected for this purchase: Dierks Tree Transplant Inc.
0 Bids or written quotes were taken on this purchase, as follows:
E Bids or quotes were not taken on this purchase because:
Only local Vendor with a 90" tree spade to transplant large trees with suitable
survival rate.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑X General Fund 0 Road Use Tax ❑ Sewer n Sanitation
Bonds ri Federal/other grants l l Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4100-1536
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Ressubmitted,
(Signature Dept.
(Project Code)
$ 5,000.00 '/
$ 4,448.45 V
lli,e142a,e4 5-(315-
esignee) Date (Signature Finance Dept. Review) Date
K:\shared goodies \forms\Ek nditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee Approval Date S/ i+84 5
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
$ 15,750.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Counters on the top of existing concourse railing.
This purchase or expenditure is being made because:
The counters will used by Young Arena standing room spectators.
Vendor selected for this purchase: LJ's Weldling & Fabrication, Waterloo Iowa
❑x Bids or written quotes were taken on this purchase, as follows:
LJ's Welding & Fabrication, Waterloo IA $225 per 8ft Section 3/16 steel
Stainless Plus Inc, Waterloo IA-- $673 per 8ft Section stainless steel
❑ 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 Bonds
Road Use Tax ❑ Sewer ❑ Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
7'i? .37 y5(O 2/ 7 7
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $
and the current available balance is
Respectfully submitted,
(Signature Dept. HeactorTesignee) Date (Signature Finance Dept. Review) Date
K:\shared goodies \forms12015 Railing Improvments (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 Mayor Department to expend
$ 4,780.79 plus est. shipping costs of $ 0.00 to pay for or purchase
City Clerk Use Only
Finance Committee
Approval Date 56 86 5/
This purchase or expenditure is being made because:
Membership - Metro Coalition
Vendor selected for this purchase:
0 Bids or written quotes were taken on this purchase, as follows:
Q Bids or quotes were not taken on this purchase because:
Fees are based on population--7 cents per capita
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑x General Fund 0 Road Use Tax 0 Sewer 0 Sanitation
Bonds 0 Federal/other grants El Other (specify)
This expenditure is to be coded to the following budget line -item:
010-01-8200-1391
(Fund - Department - Activity - Account Number)
(Project Code)
in which the budgeted amount is $ 9,060.00 —
and the current available balance is $ 8,575.00
Respectfully submitted,
.-/LY -/ /<— '�,d,hi , %C1 a271i1 5 7/-/�
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
AvA
►e
CEDAR RAPIDS
City of Five Seasons
INVOICE
Original
Customer: 402725
CITY OF WATERLOO
ATTN JAMES WALSH
715 MULBERRY ST
WATERLOO IA 50703
City of Cedar Rapids, Iowa
FEIN: 42-6004336
Finance Department - Billing & Collections
101 First Street SE
PO Box 2148
Cedar Rapids, IA 52406-2148
accountsreceivable@cedar-rapids.org
For billing questions, please call: Billing & Collections Department @ 1-319-286-5134
Make check or money order payable to the City of Cedar Rapids and remit to:
City Treasurer's Office
PO Box 2148
Cedar Rapids, IA 52406-2148
Source Line Description
MC 1 Membership - Metro
Coalition
Population 68,297 @ 7 cents per capita
Invoice:
Invoice Date:
Payment Terms:
Due Date:
AMOUNT DUE:
Amount Remitted
Please detach and return the top portion of the notice with payment
Reference
10174666
5/7/15
N30
6/6/15
4,780.79
Charge Date Quantity UOM Unit Amt Net Amount
7/1/14 6/30/15 1.00 YR 4,780.790 4,780.79
AMOUNT DUE:
4,780.79 II
City Clerk Use Only
Finance Committee
Approval Date 5 /A
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 Street Department to expend
$ 4,267.36 plus est. shipping costs of $ 0.00 to pay for or purchase
Replacement tires for reclaimer
This purchase or expenditure is being made because:
Need replaced - Reclaimer used exclusively for seal coat process
Vendor selected for this purchase: Bauer Bilt
n Bids or written quotes were taken on this purchase, as follows:
Bauer Bilt - $4267.36
Wingfoot - $4664.58
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 ❑ Road Use Tax n Sewer ❑ Sanitation
Bonds ❑ Federal/other grants n Other (specify) Local Option
This expenditure is to be coded to the following budget line -item:
205-19-7110-1571
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully sbnitted,
$ 5,000.007
K:\shared goodies\forms\Street Department - Reclaimer Tires.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date S/rR /r
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
$ 8,016.00 plus est. shipping costs of $ to pay for or purchase
400 LED light bulbs
This purchase or expenditure is being made because:
Replacement of decorative lights along E. and W. 4th St. in the downtown area.
Vendor selected for this purchase:
Bids or written quotes were taken on this purchase, as follows:
Crescent Electric
3E
Lighting Sales
Waterloo, IA $8,100.00
Waterloo, IA $8,870.00
Cedar Rapids, IA $9,000.00
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 ❑ Sewer ❑ Sanitation
Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
266-17-7120-1522
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Re pectfully submitted,
(Project Code)
$ /0,5C70 41a6es_
$ to G' l � F <{ l3� _ /v, 2.0 3j
X2/4/Aik Ga,a l.c U/L
nature Dept. H-a. or Designee) D. a (Signature Finance Dept. Review) Date
5-/&-/„S"—
K:\shared goodies Worms \2015-May-Expenditure Pre-Authorization-400 LED light bulbs to replace decorative lights E. & W. 4th in downtown
area -Crescent-.$8,100xls.xls (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 Traffic Operations Department to expend
$ 8,016.00 plus est. shipping costs of $ to pay for or purchase
Concrete repairs by new light poles bases in downtown area.
City Clerk Use Only
Finance Committee
Approval Date 5 /l 8/(�j
This purchase or expenditure is being made because:
Sidewalk replacement for slabs removed during removal of old light pole bases.
Vendor selected for this purchase: Mike Dolan Concrete & Masonry
Bids or written quotes were taken on this purchase, as follows:
Mike Dolan Concrete & Masonry (bid 8/14)
B & B (8/14)
Van Doran (8/14)
n Bids or quotes were not taken on this purchase because:
NTE 8,500.00
No Bid
No Bid
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
0 General Fund n Road Use Tax n Sewer n Sanitation
Bonds n Federal/other grants 0 Other (specify)
This expenditure is to be coded to the following budget line -item:
266-17-7120-1511
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
44Leb;) bile') "j'i2.)- ".cil,c/h— 4),-4.-'/C.N
Signature Dept. ad or Designee) abate (Sig Finance D ( 9 ept. Review).
Date
K:\shared goodies \forms\2015-May-Expenditure Pre -Authorization -replace sidewalk slabs in downtown area removed for new bases. -Mike
Dolan.$8,016.00xls.xls (Mar 2010)
(Project Code)
$ °0 r /aa
$ 5;," Jzt�
Budget Amendment Descriptions for 5/18/2015 Finance Committee Meeting Agenda:
1. Approve the budget amendment for Young Arena for increased sales tax revenue and related
sales tax expense in the amount of $2,600, as well as other expenses increases and decreases in
the amount of $13,300.
2. Approve the budget amendment for the Sewer Fund to use fund balance for unplanned
expenses in the total amount of $265,000.
3. Approve the budget amendment to budget to use fund balance to pay medical claims in
accordance with the certified budget in the amount of $626,974 and budget additional
insurance refunds and related expense in the amount of $146,888.
4. Approve the budget amendment to budget to use fund balance to pay workers compensation
claims in accordance with the certified budget in the amount of $80,000.
5. Approve the project budget for the Rotary Club Award for Podiums project in the amount of
$1,000 as submitted by Cultural & Arts.
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
Financee9ommittee approval required?
YES NO
If so, date approved: S//84 -'
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 Leisure Services 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
37 4500 1364
Tort/Liability
100.00v010
37 4500
1373
Fixed Plant Equip
100.00
010
37 4500 1364
Tort/Liability
600.00
010
37 4500
1504
Credi Card
600.00
010
37 4500 1546
Beer Purchase
8,800.00/010
37 4500
1388
Ice System
8,800.00
010
37 4500 1546
Beer Purchase
3,200.00/610
37 4500
1553
Merc. For Resale
3,200.00
010
37 4500 1533
Fuel
600.00/010
37 4500
1561
Office Supplies
600.00
C'i
7 44 L) = liZ
54C!` 1-6Y PLlc-,u
-,
At9dt440/0/9
31 461do
y31f
„See.,-.,- Ti
a6J:>, as
TOTAL
This amendment is being requested because:
to amend FY 2015 Young Arena budget lines
$13,sou.o
TOTAL
1S 3,300:00
Prior Committee Actions (Dates):
(Signature Dept. I-1'ead esignee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendment 5 5 2015 (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finan Co ittee approval required?
YES NO [�
If so, date approved: �-% (bs-
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 Finance 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
520 14 5200 3000
Sash/Sewer Fund bal
265,000.00
520 14 5200 1312
Eng/Consulting
70,000.00
520 14 5200 1313
Legal Services
60,000.00
520 14 5200 1400
Utilities
60,000.00
520 14 5200 1571
Mach/Equip Parts
75,000.00
TOTAL
$265,000.00
This amendment is being requested because:
sewer operating expenses are running higher than originally expected.
TOTAL
$265,000.00
Prior Committee Actions (Dates):
8 afurJC l,f l,' 1 kL-- ,J / "/ `� / ' ixik (.%P � 6 -' /-
e Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendments_FY15 (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance Com ee approval required?
YES NO
It so, date approved:
City of Waterloo
Line -Item Budget Amendment Request Form
The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget
amendment for FYE 2015 submitted by the Finance 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 03 8950 3625
Insur Refunds
146,888.00
010 03 8950 1368
Medical claims
146,888.00
010 03 8950 3000
Restricted health fund bal
626,974.00
010 03 8950 1368
Medical claims
626,974.00
TOTAL
$773,862.00
TOTAL
$773,862.00
This amendment is being requested because:
when the FY15 budget was certified, one of the adjustments we made to reach our certfiied tax levy, was to reduce health care costs by
$626,974. At that time, we discussed using the restricted fund balance if claims were higher than the reduced budget. This amendment
reflects the use of the restricted fund balance as planned. In addition, budgeting for stop -loss refunds received during the year to help
cover increased claims.
Prior Committee Actions (Dates):
(Signs@
V' ilCiY l J,GC
ure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendments_FY15 (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Fina C mittee approval required?
YES NO
If so, date approved: bV ®ifs-'
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 Finance 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 03 8960 3000
Restricted fund bal
80,000.00
010 03 8960 1368
Medical claims
80,000.00
TOTAL
$80,000.00
TOTAL
$80,000.00
This amendment is being requested because:
when the FY15 budget was certified, one of the adjustments we made to reach our certfiied tax levy, was to reduce work comp expenses by
$80,000. At that time, we discussed using the restricted fund balance if claims were higher than the reduced budget. This amendment
reflects the use of the restricted fund balance as planned.
Prior Committee Actions (Dates):
iC v- 5-715
(Si nature 6ep . Head or Designee) Date
.6/4,(1ZC CJ,uFI-rv�
(Signature Finance Dept. Review)
Date
Date Posted (Finance Dept.)
K:\users\shared goodies \forms\Budget Amendments_FY15 (Apr 2003)
PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION
PAGE TWO
Project Name (from page one) ROTARY CLUB AWARD -PODIUMS
Cvpartment No. project will be budgeted under 26
4265
Activity No. project will be budgeted under
(Each column should only include amounts by fund)
Fund: S2J
h���
.= Fund: Fund: Fund:
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
.$$0°'
City Clerk Use Only
Finance Committee
Approval Date
1,000.00
TOTALS $ 1,000.00
EXPENDITURES:
1111 Salaries - Regular
1112 Salaries - Part Time
1315 Education & Training
1345 Travel - Official City
1346 Travel - Prof Training
6— m;rk)i e
(Signature Dept. Head)
1,000.00
Date (Signature Finance Dept. Review)
$
Total
1,000.00
1,000.00
$ 1,000.00
51 -a(1«
Date
K:\shared goodies \forms\Project Budget-FY2015-26GFT.Rotary-podiums 5-7-15\Page 2 (Donat or NON-constr) (Mar 2010)
Project Name
City Contract No.
Project Manager
Project Budget Total
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE
ROTARY CLUB AWARD-2015 PODIUMS
LAURA STAMMLER-K SHANKL
$ 1,000.00
;1. How will this project be funded?
A. Federal Grant Yes No
Grant Name
CFDA #
B. State Grant Yes
Grant Name
No
C. City Match Source of Funding
D. Other Entities Yes
Name
No
ROTARY CLUB
% Paid by federal grant
Grant Agreement Number
% Paid by state grant
Grant Agreement Number
% 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?
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
Done None
0 ❑
Yes No
❑ 0
❑ 0
❑ 0
❑ 0
❑ 0
❑ 0
❑ 0
THE 2015 ROTARY BOARD MEETING-WCA WAS AWARDED $1000 TOWARDS THE PURCHASE OF TWO NEW PODIUMS.
OFFICIAL AWARD LETTER TO FOLLOW
Page 2 must be attached and signed.
K:\shared goodies\forms\Project Budget-FY2015-26GFT.Rotary-podiums 5-7-15\Page 1 All Projects (Mar 2010)