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HomeMy WebLinkAbout05/04/2015FINANCE COMMITTEE May 4, 2015 5:10 PM Harold E. Getty Council Chambers Members Chairperson Carolyn Cole Vice Chair Steve Schmitt David Jones Roll Ca1I: Approval of Agenda Approval of Minutes of April 27, 2015 as proposed. NEW BUSINESS 1. Pre -Authorizations to Expend over $1,000.00 Fire Rescue Amount and Estimated S/H: $1,785.00 Expenditure: Preventative Maintenance Contract for 7-2011 cardiac heart monitors. Human Rights Amount and Estimated S/H: $2,900.00 Expenditure: Mobilizing to End Mass Incarceration Conference, including speaker honorarium, facility rental & meals for attendees. Leisure Services Amount and Estimated S/H: NTE $3,500.00 Expenditure: Additional baseball and softball uniform pieces to cover missing sizes and increased participation. Planning Amount and Estimated S/H: $2,500.00 Expenditure: An independent economic development consultant/financial advisor to give a presentation on the use of incentives, to include TIF in attracting and retaining new growth to a City. BUDGET LINE ITEMS TO BE AMENDED 2. Approve the budget amendment for the workers compensation activity to budget for refund revenue received and additional workers compensation claims expense in the amount of $6,633, as submitted by the Finance Department. Page 1 of 24 3. Approve the budget amendment for the sidewalk repair activity to budget for revenue collected and anticipated in excess of the original budget and additional construction expense in the amount of $44,814, as submitted by the Finance Department. 4. Approve the budget amendment to budget for a donation received from the Iowa Hawkeye Horseshoe Pitchers Association for sidewalks at the Byrnes Park horseshoe pits in the amount of $2,000, as submitted by Leisure Services. 5. Approve the amended project budget for the Mobilizing to End Mass Incarceration - An Action Conference, funded with HUD fair housing partnership funds & registration fees in the amount of $2,900, as submitted by Human Rights Department. BILLS PAYMENT 6. May 4, 2015 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 2 of 24 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 Department to expend $ 1,785.00 plus est. shipping costs of $ 0.00 to pay for or purchase Preventative Maintenance Contract for 7- 2011 cardiac heart monitors City Clerk Use Only Finance Committee Approval Date / �� S _ This purchase or expenditure is being made because: Monitors are sent in for systems check to ensure they pass/meet requirements to run effectively. Also any issues are fixed at that time. Vendor selected for this purchase: Zoll Medical I I Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Single Source Provider/ Needs to be checked by Zoll Tech Personnel. 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 l l Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-14104.551 /3"18 c`iu.lp 1 -Mti ohr?6 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 4367660-.00 /1s5 Respe tf (Sig ature vailable . nce is ept. Head or Designee $-20,8'58.78 /7E5 LAX-1-8 gs= /5- Date (Signature Finance Dept. Review) Date Sent over April 27, 2015. ZOLL. Preventive Maintenance Contract P.O. # CUST. #: NAME: Bill & Ship To: 5222 Waterloo Fire & Rescue Department 425 East Third Street Waterloo, IA 50703 DATE: ATTN: TEL#: FAX #: EMAIL: PM CONTACT: ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 www.zoll.com (978) 421-9655 (800) 348-9011 (978) 421-0022 Fax 4/23/2015 Barbara McBride 319-291-4460 319-291-4279 barb.mcbride@waterloo-ia.org Barbara McBride PART NUMBER DESCRIPTION QTy 8889-000011 Preventive Maintenance (PM) 7 1 PM per unit per year Serial Numbers: AR14F008723, AR14F008724, AR14F008726, AR14F008727, AR14F002728 AR14F008729 & AR14F008733 CONTRACT DATES: July 1, 2015 to June 30, 2016 PM Due: July, 2015 PRICE PER UNIT EXTENDED PRICE $255.00 $1,785.00 Performance of Preventive Maintenance Includes: *Clean all exterior surfaces of unit. Perform visual inspection to ensure integrity of the unit. *Test Power Supply, ECG, Pacer Outputs & Rates, Defib Times and Output Energy. *Test of MFC functions. *Test Real Time Clock of the system. *Perform operational check of all system level functions per device Service Manual. *Recertify device for clinical use. Notes: * It is the customer's responsibility to ensure covered equipment is available for service at scheduled times within the term of the contract. * List prices quoted are firm for 60 days. * Terms are Net 30 Days. * Customer is responsible for all applicable taxes. Preventive Maintenance Also Includes: *The use of a Service Loaner during the PM. *The cost of the freight for the Service Loaner to the Customer and back to ZOLL. *The freight of the Customer's Equipment to and from ZOLL or On Site PM Service (If available) Authorized Signature / Date Kerry Bishop / Date ( Please Print Name) Service Contract Administrator 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 Human Rights Department to expend $ 2,900.00 plus est. shipping costs of $ N/A to pay for or purchase Mobilizing to End Mass Incarceration Conference ,n ' GJ/tq .?-eitAtt hOn6a,r7exin, City Clerk Use Only Finance Committee Approval Date / �� 1 This purchase or expenditure is being made because: we need to cover expenses for the Mobilizing to End Mass Incarceration Conference Vendor selected for this purchase: Allen College, Hyvee, speakers fat Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: We have used Allen College and HyVee in the past and have had very good experiences with them. 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 l l Sewer ▪ Bonds Q Federal/other grants Other (specify) /`e44sl fi b ✓1 Gee S ❑ Sanitation This expenditure is to be coded to the following budget line -item: 010-27-2510-1303 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is 27FHAP-FY13PART (Project Code) $ 15,000.00 $ 3,454.34 rca�,l� ny suo� 6 44129111 (Signature Dept. Head or De ' ee) Date (Si ure finance Dept. Review) Date K:lshared goodieslforms\Expenditure Pre -Authorization Mass Incarceration conference.xls (Mar 2010) Mobilizing To End Mass Incarceration Conference Project Budget REVENUE $1,220.00 Brought in as of 4/27/2015 $20/$25 Registration fee per person ($20 prior to the 15th/$25 after the 15th) $1,220.00 EXPENSES $1,000.00 Honorarium for keynote speaker $500.00 5 - $100 mileage reimbursements for speakers $200.00 Allen College Facility Rental $1,200.00 Hy-Vee (Lunch and continental breakfast) $2,900.00 $1,700.00 of the expenses will be paid out of the HUD Partnership Grant $1,200.00 of the expenses (the food) will be paid with the registration fees in which the budgeted amount is and the current available balance is Respectfully submitted, City Clerk Use Only Finance Committee Approval Date 5' tI 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 $ me $3500 plus est. shipping costs of $ NA to pay for or purchase additional baseball and softball uniform peices to cover missing sizes and increased participation. This purchase or expenditure is being made because: we need to order correct sizes for some participants that did not recieve uniforms as well as order additional teams we were not planning on fiedling. Vendor selected for this purchase: BSN Sports(Cedar Falls, IA) & AD Starr(Pittsburgh, PA) ❑ Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: original bid prices will be honored on all items. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: Qx General Fund n Road Use Tax Sewer n Sanitation ❑ Bonds Federalother grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1566 Optimist Equipment (Fund - Department - Activity - Account Number) (Project Code) $ 42,000.00 / $ f0,C71 t/ ry' 4( /2-g-1- iA Date ( lure Finance Dept. Review) Date (Signature De�CJHead�r Designee) • K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 5"/ / -1/1 7 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the PLANNING $ 2,500.00 plus est. shipping costs of $ 0.00 Department to expend to pay for or purchase an independent economic development consultant/financial advisor to give a presentation on the use of incentives, to include TIF in attracting and retaining new growth to a City This purchase or expenditure is being made because: To hold a public work session and presentation on the use of TIF and other incentives in a: successful economic development strategy Vendor selected for this purchase: Springsted Company ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Springsted Company works exclusively for public sector clients Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund n Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants E Other (specify) TIF funds This expenditure is to be coded to the following budget line -item: 426 08 6260 2103-$500; 426 08 6205 21034500; z14v cc c, J at113; . 51)0' (Fund - Department - Activity - Account Number) (Project Code) t (4L.O.)./03:� N:ii,v��,���JOO; 500 L,3 v >aDS laag' in which the budgeted amount is $ and the current available balance is $/v� �vU ,5ov� Resptrctfu�y's (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\TIF presentation.xls (Mar 2010) PATTIE MAGEE From: NOEL ANDERSON Sent: Tuesday, April 21, 2015 8:08 AM To: PLANNING STAFF Subject: FW: Work Session Please plan to attend Noel Anderson Community Planning & Development Director City of Waterloo Community Planning & Development Department City Hall 715 Mulberry Street Waterloo, Iowa 50703 Phone: 319.291.4366 Fax: 319,.291.4262 Cell: 319.290.6357 Websites: City — www.citvofwaterlooiowa.com Brownfields: www.thenewwaterloo.com "Can't fail is arrogance. Won't fail is confidence."— Lord John Roxton From: MAYOR CLARK Sent: Tuesday, April 21, 2015 7:42 AM To: DEPT. HEADS Subject: FW: Work Session All, This is an email I sent to Council last week. I failed to include Department Heads but any of you who deal with TIF or Economic Development are encouraged to come. Thanks. Thank You, illaw.ox J3udi C't'cvd City of Waterloo Iowa 715 Mulberry Street Waterloo, Iowa 50703 319-291-4301 From: MAYOR CLARK Sent: Thursday, April 16, 2015 2:11 PM To: COUNCIL MEMBERS Cc: SUZY SCHARES; NOEL ANDERSON; Michelle Weidner; dunmacht©springsted.com; Tony Schertler (tschertlerCalspri ngsted.com) Subject: Work Session All, With the growing concern over the use of TIF and other incentives as it pertains to Economic Development and continued positive growth, we have arranged for the Springsted Company from the Minneapolis/St. Paul area to come to Waterloo for a presentation. Springsted is an independent financial advisor and works exclusively for public sector clients. One particular area of their expertise is the use of incentives, to include TIF, in attracting and retaining new growth to a City. In 1 an era of diminishing public resources, Springsted understands the critical importance of achieving the highest public purpose outcomes for the lowest cost. PLEASE mark your calendars now and do your very best to attend a public work session and presentation on the use of TIF and other incentives in a successful economic development strategy. May 12th, 2015, Waterloo City Council Chambers. The meeting is scheduled for two hours, from 4:00 PM to 6:00 PM, will be an open meeting and should be very informative. Thank You, AlayuN iBudi C'1 w & City of Waterloo Iowa 715 Mulberry Street Waterloo, Iowa 50703 319-291-4301 2 PATTIE MAGEE From: NOEL ANDERSON Sent: Wednesday, April 22, 2015 6:28 PM To: MICHELLE WEIDNER Cc: PATTIE MAGEE Subject: Re: Springsted Cost I would say $500 each from midport, san marnan, logan, downtown, and martin. Those would represent areas where we have acquired land, bldgs, and then conveyed for development later. Sent from my iPhone > On Apr 22, 2015, at 5:51 PM, "MICHELLE WEIDNER" <MICHELLE.WEIDNER@WATERLOO-IA.ORG> wrote: > Hi Noel, > Eric also responded to me today about the cost of the Springsted meeting. He thinks it can be paid from the TIFs. He's planning to send me some language to incorporate into the plans to cover administration costs. > The cost is $2,500. Please let Pattie and me know how you want to split the costs and prepare the pre-auth. > Thanks! > Michelle 1 Budget Amendment Descriptions for 5/4/2015 Finance Committee Meeting Agenda: 1. Approve the budget amendment for the workers compensation activity to budget for refund revenue received and additional workers compensation claims expense in the amount of $6,633 as submitted by the Finance Department. 2. Approve the budget amendment for the sidewalk repair activity to budget for revenue collected and anticipated in excess of the original budget and additional construction expense in the amount of $44,814 as submitted by the Finance Department. 3. Approve the budget amendment to budget for a donation received from the Iowa Hawkeye Horseshoe Pitchers Association for sidewalks at the Byrnes Park horseshoe pits in the amount of $2,000 as submitted by Leisure Services. 4. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. LI A)?ave. f Kb/Le/Ida pi' ed 6 .f 6r - 4 Md6/454q 6-1(1 7n4if hOak121� ,paO/ 2-#741 dS rel4 �� 21 /41 121: i; Completed forms should be routed directly to the Finance Dept. FINANCE DEPT, ONLY Finan Co ittee approval required? YES NO If so, date approved: 5/1/e 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 3722 Refunds 6,633.00 010 03 8960 1368 Medical claims 6,633.00 TOTAL $6,633.00 TOTAL This amendment is being requested because: expecting higher work comp claims expense than originally budgeted. Have refund revenue to cover increased expenses $6,633.00 Prior Committee Actions (Dates): C'Qviirb-ed-e- '421"/ Signat re 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 e C mittee approval required? YES NO If so, date approved: 5/i/IS 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 07 7650 3885 Assessment -SW 36,500.00 010 07 7650 2164 Sidewalks 44,814.00 010 07 7650 3443 Sidewalk Repr Fee 8,314.00 TOTAL $44,814.00 TOTAL $44,814.00 This amendment is being requested because: Sidewalk repair assessment contract for FY15 was higher than originally budgeted. We have collected revenue from the property owners that covers these expenses. Prior Committee Actions (Dates): �(Sign « � ture Dep . ead 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 Committee approval required? YES j/ NO If so, date approved: ' /iI 5 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 2,000.00 010 37 4105 3720 restricted donation Vttif Kt"' 2,000.00 010 37 4105 1511 concrete 1 {4t Pt t TOTAL This amendment is being requested because: $2,000.00 TOTAL $2,000.00 to budget for donation made by the Iowa Hawkeye Horseshoe Pitchers Association for sidewalks at the horse shoe pits in Brynes Park. Prior -Committee Actions (Dates): yl/ t.LttL- Lite,1- t4 '9:;2;2li/3-- (Signature Dept. Head r Des' nee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\formslBudget Amendment Request Form (Apr 2003) MAC rued PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Mobilizing To End Mass Incarceration Abraham Funchess Project Budget Total $ 2,900.00 1. How will this project be funded? A. Federal Grant Yes X No Grant Name HUD Partnership grant B. State Grant Yes 1 1 No Grant Name CFDA # C. City Match Source of Funding D. Other Entities Yes X No r Name Registration fees % Paid by federal grant 59.00% Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 41.00% 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) Mobilizing To End Mass Incarceration: An Action Conference - David Liners is the Executive Director of WISDOM, a Wisconsin netweork of faith based organizations, part of the International Gamaliel Foundation. Under his leadership, the statewide network has grown from three to eleven diverse, interfaith organizaitons in Wisconsin. He helps develop new models and strategies for a variety of projects. He holds a BA from Marquette from Marquette University, a Masters of Divinity from the Catholic Theological Union in Chicago, and a Doctor of Ministry from St. Mary of the Lake University. He lives in Milwaukee, Wisconsin. Done None El 0 Yes No ❑ ❑ CI ❑ 0 ❑ ❑ 0 ❑ 0 Page 2 must be attached and signed. K:\shared goodies Worms \Project Budget Worksheet Mass Incarceration.xds\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee - Approval Date 1) Project Name (from page one) Mobilizing To End Mass Incarceration Department No. project will be budgeted under 010-27 Activity No. project will be budgeted under 2510 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 3831 Registration Fees EXPENDITURES: (Each column should only include amounts by fund) Fund: 1303 Fund: Fund: Fund: 1,700.00 Total 1,700.00 1,200.00 1,200.00 TOTALS $ 2,900.00 $ $ $ $ 2,900.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1303 Meetings/Workshops TO ALS AAM (Signatur- Pept. Head) 2,900.00 2,900.00 2,900.00 $ $ L 12-1 Date (Signatur $ 2,900.00 Finance Dept. Review) Date K:\shared goodies \forms\Project Budget Worksheet Mass Incarceration.xls\Page 2 (Donat or NON-constr) (Mar 2010) Mobilizing To End Mass Incarceration Conference Project Budget REVENUE $1,220.00 Brought in as of 4/27/2015 $20/$25 Registration fee per person ($20 prior to the 15th/$25 after the 15th) $1,220.00 EXPENSES $1,000.00 Honorarium for keynote speaker $500.00 5 - $100 mileage reimbursements for speakers $200.00 Allen College Facility Rental $1,200.00 Hy-Vee (Lunch and continental breakfast) $2,900.00 $1,700.00 of the expenses will be paid out of the HUD Partnership Grant $1,200.00 of the expenses (the food) will be paid with the registration fees