HomeMy WebLinkAbout04/20/2015FINANCE COMMITTEE
April 20, 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 April 13, 2015 as proposed.
NEW BUSINESS
TRAVEL REQUESTS
1. Steve Carey, Instructor (and possible second Instructor)
Class/Meeting: Confined Space Rescue
Destination: Albert City, IA
Dates: 5/12/15 - 5/14/15 Amount not to exceed: $556.00
2. Tajah Wright, Housing Coordinator
Class/Meeting: HCV Housing Quality Standards Training
Destination: Des Moines, IA
Dates: 6/16/15 - 6/18/15 Amount not to exceed: $1,465.50
3. Refund request by the Estate of Christene Deeds, in the amount of $472.50 for
garbage fees paid on a vacant home, located at 610 Magnolia Parkway.
4. Refund request in the amount of $5,173.62, for sewer charges billed in error on a
deduct meter at International Paper (Weyerhauser), located at 800 W. Parker Street.
5. Pre -Authorizations to Expend over $1,000.00
Leisure Services
Amount and Estimated S/H: NTE $4,000.00
Expenditure: Production of television commercials and airing of commercials
for all three municipal golf courses.
Leisure Services
Amount and Estimated S/H: $4,529.00
Expenditure: Chemical and fertilizer for turf management in the downtown
area.
Leisure Services
Amount and Estimated S/H: $9,100.00
Page 1 of 228
Expenditure: Sidewalk and patio at Tennis Center.
Leisure Services
Amount and Estimated S/H: $2,429.08
Expenditure: Lifeguard suits, whistles and lanyards for Leisure Services
Lifeguards.
Leisure Services
Amount and Estimated S/H: NTE $3,000.00
Expenditure: Line striping of Riverfront Stadium parking lot.
Leisure Services
Amount and Estimated S/H: NTE $2,400.00
Expenditure: Additional baseball pants and socks for increased enrollment in
youth baseball and softball.
Leisure Services
Amount and Estimated S/H: $11,500.00
Expenditure: Sealcoating parking lot at Riverfront Stadium.
Leisure Services
Amount and Estimated S/H: $3,600.00
Expenditure: One 560SS Hotsy Pressure Washer to replace approximately 15
year old unit. $900 trade value is offered on old unit.
Leisure Services
Amount and Estimated S/H: $1,388.75
Expenditure: Clay and chalk for baseball / softball fields.
Parking Maintenance
Amount and Estimated S/H: $8,326.48 + $150. S/H
Expenditure: (6) Double POM Meters (4) Single Meters (10) Decorate posts
and bases.
Planning
Amount and Estimated S/H: $2,000.00
Expenditure: Plat of survey / legal description for .51 acre near Con Agra and
Fed Ex sites.
Traffic Operations
Amount and Estimated S/H: $3,474.00
Expenditure: Labor and material for sidewalk ramp.
BUDGET LINE ITEMS TO BE AMENDED
6. Approve the project budget for the Golf Marketing Campaign funded with a
discretionary hotel/motel tax award in the amount of $9,000, as submitted by Leisure
Services.
Page 2 of 228
7. Approve the line item amendment to budget for additional revenue due to the sale of
1027 Lafayette Street and related expenses in the total amount of $100,000, as
submitted by the Community Development Block Grant Department.
8. Approve the line item amendment to budget for additional revenue due from the
Grand Crossing project in the amount of $100,000; federal HOME grant funds in the
amount of $50,000 and to move funds among expense line items in the primary block
grant budget activity in the amount of $7,500, submitted by the Community
Development Black Grant Department.
9. Approve the line item amendment to reduce demolition expenses in the EDI budget
and increase various expenses in the total amount of $30,000; increase personal funds
revenue in the Iowans Helping Iowans state grant and budget for refund expenses for
the grant in the amount of $17,108; and increase refunds revenue in the Jumpstart
down payment assistance grant and related refunds expense in the amount of $15,000,
submitted by the Community Development Block Grant Department.
BILLS PAYMENT
10. April 20, 2015
ADJOURNMENT
Suzy Schares, CMC
City Clerk/Human Resource Director
Page 3 of 228
City of Waterloo
Expenditure 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 4,000 plus est. shipping costs of $ to pay for or puchase
Production of television commercials and airing of commercials for all three
municipal golf courses.
This purchase or expenditure is being made because:
To market the golf courses in an effort to increase rounds at the courses.
This advertising will run during the 2015 golf season.
Will use the GLF14 funds first, submitting a project for GLF15 new hotel motel funds.
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
OnMedia is the only regular cable provider in the City.
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
Federal/other grants
Sewer n Sanitation
Other (specify) Hotel Motel funds
This expenditure is to be coded to the following budget line -item:
010-37-4105-1351 37HMT-GLF14
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
$ 9,000.00 V
$ 4,438700 70
Respectfully submitted,
(Signature Dept. Head gnee) Date (Signature
esiure Finance Dept. Review) Date
users\shared goodies\forms\Preauth OnMedia(Oct 2004)
City Clerk Use Only
Finance Committee
Approval Date ZL / I
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Leisure Services Department to expend
$ 4,529.00 plus est. shipping costs of $ to pay for or purchase
Chemical and fertilizer for turf management in the downtown area.
This purchase or expenditure is being made because:
These products are needed to properly maintain the above listed facilities.
Products will be purchased from vendors based on bid prices for that product.
Vendor selected for this purchase: Various
n Bids or written quotes were taken on this purchase, as follows:
Bids were received from D&K Products- Des Moines, Van Diest- Webster City,
John Deere Landscapes Cedar Rapids.
❑ 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
Bonds
Road Use Tax ❑ Sewer ❑ Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4110-1537
(Fund - Department - Activity - Account Number)
(Project Code)
in which the budgeted amount is $ 10,520.00 iv
and the current available balance is
Respectfully submitted,
(Signature Dept. Head or signee) Date (lgn ture Finance Dept. Review) Date
$ 4,529.92 i/
Ushered goodies \forms\Pre-Auth-8owntown Chemicals.xls (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 't/a/i
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Leisure Services Department to expend
$ 9,100.00 plus est. shipping costs of $ to pay for or purchase
sidewalk and patio at Tennis Center.
This purchase or expenditure is being made because:
to connect existing sidewalk with new Tennis Center building.
Vendor selected for this purchase:
Bids or written quotes were taken on this purchase, as follows:
Bowers Masonry $9100
B&B Builders Inc. $9750
FailorHurley Construction $ $12863
❑ 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:
413-37-4410-2176 37SPT TENNIS15
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
15-
(Signature Dept. Head or Designee) Date (S
$ 29,154.89
$ 26,436.80
K:\shared goodies \forms\Pre-Authorization sidewalk Tennis Center.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 9v/t"i
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the
$ 2,429.08 plus est. shipping costs of
Leisure Services
$ na
Department to expend
to pay for or purchase
lifeguard suits, whistles and lanyards for Leisure Services Lifeguards.
This purchase or expenditure is being made because:
to outfit all lifeguards at Byrnes, Gates and the SportsPlex with matching lifeguard suits.
Vendor selected for this purchase: Kiefer Swim Product (Zion, ILL)
0
Bids or written quotes were taken on this purchase, as follows:
Kiefer Swim Products (Zion, IL) 2,429.08
Scheels (Cedar Falls, IA) 2,547.70
E Lifeguard (Rockledge, FL) did not meet specs
l l 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:
El
General Fund
Bonds
Road Use Tax
Federal/other grants
Sewer ❑ Sanitation
Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4180-1557 ($700) 010-37-4200-1557 ($1,729.08)
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
L/ 9 (Project de)
$ 4,500 7,000 t/
$ 802 ✓ 1,900
(Signature Dept. Head or Designee) Date (Signature inance Dept. Review) Date
K:\shared goodies\forms\suit pre auth (Mar 2010)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Signature Dept. Head or Designee) Date ( igllzlture
City Clerk Use Only
Finance Committee
Approval Date
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
$ NTE $3000 plus est. shipping costs of $ to pay for or purchase
Line striping of Riverfront Stadium parking lot.
This purchase or expenditure is being made because:
line striping of Riverfront Stadium Parking Lot to include 350 spots for cars
Vendor selected for this purchase: Laser Line Striping
Bids or written quotes were taken on this purchase, as follows:
Laser Line Striping $2000 base bid NTE $3000
Even Quality Works LLC NTE $4000
❑ 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
Bonds
Road Use Tax ❑ Sewer ❑ Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
413-37-4400-2170
37STA.0001
(Fund - Department - Activity - Account Number) (Project Code)
$ 45,000.00 V
$ 28,041.69
un-Ccfvu (5l5
inance Dept. Review) Date
K:\shared goodies\forms\Pre-Authorization line striping Riverfront.xls (Mar 2010)
City Clerk Use Only
Finance Committee Approval Date 4,72 `/r
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
$ 11,500.00
plus est, shipping costs of $ n/a to pay for or purchase
sealcoating parking lot at Riverfront Stadium.
This purchase or expenditure is being made because:
to extend life of parking lot
Vendor selected for this purchase: Lucas Asphalt Paving
❑X
Bids or written quotes were taken on this purchase, as follows:
Lucas Asphalt Paving $11,500
Wikert Contracting $13,750
ILLOWA Asphalt and Pavement Maintenance $18,750
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
❑X Bonds I I Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
413-37-4400-2170 37STA.0001
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 45,000.00 1
and the current available balance is
Respectfully submitted, �, J
� . ) /i 15 jAp �1.��� -C%;q� K/ 1(Signature Dept. Head or Designee)Date (Signature Fe Dept. Review) Date
K:\shared goodies\forms\Pre-Authorization Sealcoat Riverfront (Mar 2010)
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 Leisure Services Department to expend
$ 1,388.75 plus est. shipping costs of $ na to pay for or purchase
clay and chalk for baseball/softball fields
This purchase or expenditure is being made because:
for upkeep of the playing surface of youth baseball/softball fields and chalk for games
Vendor selected for this purchase: Pace Supply (Fairfax,IA)
❑x
Bids or written quotes were taken on this purchase, as follows:
Pace Supply (Fairfax, IA) $1,388.75
Becon Athletics (Middleton, WI) $1,400.00
❑ 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
Bonds
Road Use Tax
Federal/other grants
Sewer ❑ Sanitation
Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4200-1566
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
12/1), AilltrCkL4
(Signature De head or esignee) Date (Sig ure Fi ance Dept. Review) Date
K:\shared goodies\forms\Copy of Mound Clay and Chalk Pre-Auth (Mar 2010)
$ 42,000.00
$ —/01
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 4/Z.✓/
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 2,400 plus est. shipping costs of $ na to pay for or purchase
additional baseball pants and socks for increased enrollment in youth baseball and
softball.
This purchase or expenditure is being made because:
Participants in our baseball and softball programs receive jerseys as part of their
registration fee.
Vendor selected for this purchase: BSN Sports (Cedar Falls, IA)
❑ Bids or written quotes were taken on this purchase, as follows:
❑x Bids or quotes were not taken on this purchase because:
BSN will honor previous bid and has the inventory to get items delivered in time for
our uniform distribution nights.
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 ❑ Sanitation
❑ Bonds ❑ Federal/other 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)
in which the budgeted amount is
and the current available balance is
Respectfutly_submitted,
(Signature Dept. Head or
Date (Signature
(Project Code)
$ 42,000.00
$—10,0b6.00 27
finance Dept. Review) Date
K:\ahared goodies\forms\Copy of addtl pants socks pre auth (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date _ 4/z-6 /l
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Leisure Services Department to expend
$ 3,600.00 plus est. shipping costs of $ to pay for or purchase
One 560SS Hotsy Pressure Washer to replace approximately 15 year old unit.
$900 trade value is offered on old unit.
This purchase or expenditure is being made because:
Old unit is worn out.
Vendor selected for this purchase: Hotsy Cleaning Equipment, Denver IA
n Bids or written quotes were taken on this purchase, as follows:
Hotsy Cleaning Equipment, Denver, IA $4,500- $900 trade = $3,600.00
Hotsy Equipment Co, Humboldt, IA $4,550- $700 trade = $3,850.00
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:
EGeneral Fund ❑ Road Use Tax n Sewer n Sanitation
❑ Bonds ❑ Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4100-1571
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
VA
or Designee) Date (S turFinanDept. Review) Date
(Project Code)
$ 19,600.00
$-8011.3
6,II35gV
)/4J(
K:\shared goodies\forms\Pre-Auth Salt & Sand Spreader.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 4rL //
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the PLANNING Department to expend
$ 2,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Plat of survey/legal description for .51 acre near Con Agra and Fed Ex sites
This purchase or expenditure is being made because:
Plat of survey to expand the property boundary around the sanitary sewer treatment
facility so that the remaining adjoinig property can be conveyed in the future.
Vendor selected for this purchase: Claassen Engineering
Bids or written quotes were taken on this purchase, as follows:
E Bids or quotes were not taken on this purchase because:
Urgancy of project and Claassen Engineering had performed previous survey work
for the area.
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/other grants ❑X Other (specify) MidPort TIF Cash
This expenditure is to be coded to the following budget line -item:
426 08 6260 2104
(Fund - Department - Activity - Account Number)
in which the budgeted amou$t is
and the current available lance
(Project Code)
$ 250,000.00 ✓
$ .3?-4 q651-e
Respetfully sub•
ntted,
(Signature Dept. Head or Designee) Date ('Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
PATTIE MAG
NFrom:
To:
Cc:
Subject:
Please proceed.
Pattie - please prepare a pre-auth.
NOEL ANDERSON
Thursday, April 02, 2015 11:13 AM
Bill Claassen; ADRIENNE MILLER
PATTIE MAGEE
RE: Airline Hwy
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.cityofwaterlooiowa.com
Brownfields: www.thenewwaterloo.com
"Can't fail is arrogance. Won't fail is confidence." — Lord John Roxton
Original Message
From: Bill Claassen [mailto:claassen@wcesinc.comj
Sent: Thursday, April 02, 2015 11:12 AM
To: NOEL ANDERSON; ADRIENNE MILLER
Subject: RE: Airline Hwy
Noel
The cost depends a lot on what corners are still there and what needs to be reset, but shouldn't exceed $2000. We can
complete this next week.
Let me know.
Bill
Original Message
From: btv1==5337b10e0ec==NOEL.ANDERSON@waterloo-ia.org
[mailto:btv1==5337b10e0ec==NOEL.ANDERSON@waterloo-ia.org] On Behalf Of NOEL ANDERSON
Sent: Wednesday, April 01, 2015 1:05 PM
To: Bill Claassen; ADRIENNE MILLER
1
Subject: RE: Airline Hwy
Sell
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
Original Message
From: Bill Claassen [mailto:claassen@wcesinc.com]
Sent: Wednesday, April 01, 2015 8:40 AM
To: NOEL ANDERSON; ADRIENNE MILLER
Subject: RE: Airline Hwy
Are you going to sell it or just retain an easement. If you are selling it, we will need to do a Plat of Survey.
Bill
Original Message
From: btv1==5337b10e0ec==NOEL.ANDERSON@waterloo-ia.org
[mailto:btv1==5337b10e0ec==NOEL.ANDERSON@waterloo-ia.org] On Behalf Of NOEL ANDERSON
Sent: Wednesday, April 01, 2015 8:07 AM
To: Bill Claassen; ADRIENNE MILLER
Subject: RE: Airline Hwy
Not sure yet. We are still working out details on that one. Hope to know by end of week.
But we will need the 0.51 acre ASAP.
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:
2
City - www.cityofwaterlooiowa.com
Brownfields: www.thenewwaterloo.com
"Can't fail is arrogance. Won't fail is confidence." - Lord John Roxton
Original Message
From: Bill Claassen [mailto:claassen@wcesinc.com]
Sent: Wednesday, April 01, 2015 7:29 AM
To: NOEL ANDERSON; ADRIENNE MILLER
Subject: RE: Airline Hwy
Noel
The area you show as Fed Ex 5.79 ac is shown as Waterloo ownership. Are you reserving this for them?
Bill
Original Message
From: btv1==532b8f7adcc==NOEL.ANDERSON@waterloo-ia.org
[mailto:btv1==532b8f7adcc==NOEL.ANDERSON@waterloo-ia.org] On Behalf Of NOEL ANDERSON
Sent: Tuesday, March 31, 2015 6:17 PM
To: ADRIENNE MILLER
Cc: claassen@wcesinc.com
Subject: Re: Airline Hwy
Bill - we are on a short time frame to get legal as much as possible. Shoot me a cost and as fast as you can get
description.
Thanks
Noel
Sent from my iPhone
> On Mar 31, 2015, at 4:31 PM, "ADRIENNE MILLER"
<ADRIENNE.MILLER@WATERLOO-IA.ORG> wrote:
> Bill,
> Attached is a map showing .51 acres of land near the Con Agra and Fed
> Ex
that needs a legal description. Please let me know if you have any questions.
> Thanks,
> Adrienne Miller
> Associate Planner
> City of Waterloo
> Community Planning & Development Department
> 715 Mulberry Street I Waterloo, Iowa 50703
> Phone: 319-291-4366 I Fax: 319-291-4262
> adrienne.miller@waterloo-ia.org<mailto:adrienne.miller@waterloo-ia.org
3
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date/-� i
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Parking Maint. Department to expend
$ 8,326.48 plus est. shipping costs of $ 150.00 to pay for or purchase
6 - Double POM Meters 4 - Single Meters 10 - Decorative posts and bases
This purchase or expenditure is being made because:
Replace old meters on W. 5th & Commercial Sts. During sidewalk repair.
Vendor selected for this purchase: POM
IT Bids or written quotes were taken on this purchase, as follows:
POM Russellville, AR
$8,326.48
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:
nGeneral Fund ❑ Road Use Tax n Sewer n Sanitation
ri Bonds ❑ Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
412-17-7910-2126
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Project Code)
$ 70,000.00
$ 11,853.75 r/
'Ltiir j01,c _ 44 (5
( ignature De t. ead or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\2015-April-Expenditure Pre-Authorization-POM - 6 & 4 meters - 10 posts -bases GO Bond-$8,326.48.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 4/k'/r S
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
$ 3,474.00 plus est. shipping costs of $ to pay for or purchase
labor and material for sidewalk ramps
This purchase or expenditure is being made because:
Sidewalk ramps for new pedestrian signals on Ridgeway - DOT Safety Project
Labor & machine Time - GO Bond Materials - DOT Grant
Vendor selected for this purchase: B and B Builders
❑X
El
Bids or written quotes were taken on this purchase, as follows:
B & B Builders
Todd Van Dorn Construction
Mike Dolan Concrete
Waterloo, IA
Cedar Falls, IA
Waterloo, IA
$3,474.00
No Bid
No 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 ❑ Road Use Tax n Sewer PI Sanitation
❑X Bonds n Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
412-17-7161-2125 & 290-17-7161-2125 TOF-223 (739)
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
$
$ 36f7
iteelj YAV/3 77)7-4J &/?-'-(�-/C
(Signature Dept. ea. or Designee) (Signa ure Finance Dept. Review) Date
K:\shared goodies\forms\2015-April-Expenditure Pre -Authorization -B&B Builders -Ridgeway Sidewalk Ramps -GO Bond-$1,700 DOT-
1,774..xls (Mar 2010)
Budget Amendment Descriptions for 4/20/2015 Finance Committee Meeting Agenda:
1. Approve the project budget for the Golf Marketing Campaign funded with a discretionary
hotel/motel tax award in the amount of $9,000 as submitted by Leisure Services.
2. Approve the line item amendment to budget for additional revenue due to the sale of 1027
Lafayette Street and related expenses in the total amount of $100,000 submitted by the
Community Development Block Grant department.
3. Approve the line item amendment to budget for additional revenue due from the Grand
Crossing project in the amount of $100,000; federal HOME grant funds in the amount of
$50,000 and to move funds among expense line items in the primarily block grant budget
activity in the amount of $7,500 submitted by the Community Development Block Grant
department.
4. Approve the line item amendment to reduce demolition expenses in the EDI budget and
increase various expenses in the total amount of $30,000; increase personal funds revenue in
the Iowans Helping Iowans state grant and budget for refund expenses for that grant in the
amount of $17,108; and increase refunds revenue in the Jumpstart downpayment assistance
grant and related refunds expense in the amount of $15,000 submitted by the Community
Development Block Grant department.
Please use this for project budget descriptions on Finance agenda. Do not need to include this cover
sheet in the Finance Committee packet.
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE
Psvr 4/w
Project Name
Golf Marketing Campaign FY2015 (Discr Hotel -Motel Award
City Contract No. n/a
Project Manager JB Bolger
Project Budget Total $ 0050
1 How will this project be funded?
A. Federal Grant Yes
Grant Name
B. State Grant
Grant Name
C. City Match
D. Other Entities Yes X No
Name
No
CFDA #
Yes No
Source of Funding
Hotel Motel Discretionary Funding
2. Attach copies of any grant agreements that will fund the_project (REQUIRED)
C,L 1,wi cPPKftd2-
To be assigned by the Finance Dept.
Project No.
Subproject No.
1
% Paid by federal grant
Grant Agreement Number
% Paid by state grant
Grant Agreement Number
Paid by City
% Paid by other entity
3. Does the project include the purchase of right of way or other real property?
If yes, will real property purchases be reimbursable under the grant?
If yes, have you attached authorization to purchase real property to this document?
4. Will this project include any non -participating expenses, such as:
A. Stormwater permit fees
B. Publication, or printing costs
C. Others, list
5. Does this project cover any regular full-time salaries or benefits?
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
ICA
Done None
❑ ❑X
Yes No
❑ El
❑ ❑
❑ ❑
❑ 0
❑ ❑
❑ Q
❑ ❑
Leisure Servicves was awarded $9,000 of discretionary hotel -motel tax funding to be used for
golf course advertising campaign.
Page 2 must be attached and signed.
K:\shared goodies\forms\Project Budget Worksheet\Page 1 All Projects (Mar 2010)
PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION
PAGE TWO
Project Name (from page one) Golf Marketing Campaign FY2015
Department No. project will be budgeted under 37
Activity No. project will be budgeted under 4105
City Clerk Use Only
Finance Committee
Approval Date `1 /?-o /
To be assigned by the Finance Dept.
Project No.
Subproject No.
(Each column should only include amounts by fund)
Fund: 010 Fund:
REVENUES: 010-37-4105-
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
3111 Hotel Motel Discretionary
EXPENDITURES:
9,000.00
Fund: Fund:
Total
9,000.00
TOTALS $ 9,000.00 $ $ $ - $ 9,000.00
1111 Salaries - Regular
1112 Salaries - Part Time
1315 Education & Training
1345 Travel - Official City
1346 Travel - Prof Training
1390 Contractual Services
1351 Advertising
TOTALS
9,000.00
$ 9,000.00 $ $
9,000.00
$ $ 9,000.00
(Signature Dept. Head) Date (Signature Finance Dept. Review)
// 2r 5 -
Date
K:\shared goodies \forms\Project Budget Worksheet\Page 2 (Donat or NON-constr) (Mar 2010)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance C mittee approval required?
YES NO
If 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 6/30/2015 submitted by the Community Development Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES (INCREASE REVENUE)
Fund Dept Activity Acct #
290 32 5856 3622
Acct Name
Sale of property
Proj Code
32NS3.ADM3
Amount
100, 000.00
INCREASE EXPENDITURES (DECREASE REVENUE)
Fund Dept Activity Acct #
290 32 5856 1111
290 32 5856 1113
290 32 5856 1121
290 32 5856 1122
290 32 5856 1313
290 32 5856 1327
290 32 5856 1390
290 32 5856 1396
Acct Name
salaries
longevity
FICA
IPERS
legal sery
rehab
other contractual
demo
Proj Code
32NS3.ADM3
32NS3.ADM3
32NS3.ADM3
32NS3.ADM3
32NS3.ADM3
32NS3.ADM3
32NS3.ADM3
32NS3.ADM3
Amount
10,000.00
100.00
1,000.00
1,500.00
100.00
13,000.00
70,800.00
3,500.00
TOTAL
$100,000.00
This amendment is being requested because:
Revenue is anticipated from sale of 1027 Lafayette before June 30
TOTAL
$100,000.00
Prior Committee Actions (Dates):
(Signature pt. Head . Designee) Date �Gt.-t G� 7a LZ-/
''✓ (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:luserslshared goodieslforms\Budget Amendment Request NSP 4-9-2015 (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance C�dfnmittee approval required?
YES NO
If so, date approved: , 0 ji 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 6/30/2015 submitted by the Community Development 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
224 32
5854
3373
,ederal Pass Throug
32MF6.ADM6
100,000.00
224
32
5854
1390
Other contractual
32MF6.ADM6
100,000.00
224 32
5870
3350
Federal Grant
HM21A 0001
50,000.00
224
32
5870
1111
salaries
HM21A.0001
20,000.00
224
32
5870
1121
FICA
HM21A.0001
1,800.00
224
32
5870
1122
IPERS
HM21A.0001
2,000.00
224
32
5870
1313
legal
HM21A.0001
500.00
224
32
5870
1393
Contributions/Subs
HM21A.0001
25,700.00
224 32
5850
1111
Salaries
BG21A.ADMN
5,000.00
224
32
5850
1301
Temp Services
BG21A.ADMN
5,000.00
224 32
5850
1379
Interim Asst
BG21A.ADMN
500.00
224
32
5850
1391
rues and Membersh8G21A.ADMN
500.00
224 32
5850
1327
Residential Rehab
BG21A.ADMN
2,000.00
224
32
5850
2151
building constr
BG21A.ADMN
2,000.00
TOTAL
This amendment is being requested because:
Balance line items through June 30, 2015
$157,500.00
TOTAL
$157,500.00
Prior Committee Actions (Dates):
(Signa re Dept. Head pf Designee Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:luserslshared goodies\forms\Budget Amendment Request MF-BG-HOME 4-9-2015 (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance mmittee approval required?
YES NO
If so, date approved:
`1/2.4/)
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 6/30/2015 submitted by the Community Development 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
224 32 5851 1396
Demo
BGEDI.9999
30,000.00
224 32 5851 1111
Salaries
BGEDI.9999
25,000.00
224 32 5851 1113
Longevity
BGEDI.9999
500.00
224 32 5851 1121
FICA
BGEDI.9999
2,000.00
224 32 5851 1122
IPERS
BGEDI.9999
2,500.00
li
290 32 5857 3381
Personal funds
32IHI.ADMN
17,108.00
290 32 5857 1785
refund payments
321HI,ADMN
17,108.00
290 32 5861 3722
refunds
32JMP.DPAA
15,000.00
290 32 5861 1785
refund payments
32JMP.DPAA
15,000.00
TOTAL
This amendment is being requested because:
balance line items through June 30,2015
$62,108.00
TOTAL
$62,108.00
Prior Committee Actions (Dates):
(Signatur Dept. Head or esignee
Date
(Signature Finance Dept. Review)
/3 /5--
Date
Date Posted (Finance Dept.)
K:\users\shared goodies\iorms\Budget Amendment Request EDI-32JMP-IHI 4-9-2015 (Apr 2003)
Committee Communication
Finance Committee Meeting: 04/20/2015
Prepared: Nancy Higbv
Dept. Head Signature: Suzy Schares
# of Attachments:
SUBJECT:
Refunds
CITY OF WATERLOO -`'
\\
1
Submitted by: Suzy Schares, City Clerk
Recommended Committee Action: Approval of the following refunds:
Ben Reeves, Executor, is requesting a refund in the amount of $472.50 for garbage fees paid by the
Estate of Christene Deeds, from approximately October 2008 - May 21, 2014 (the date the
house was sold). No one was living in the home during these months.
Summary Statement The above individual, as Executor of the Estate, has requested a
reimbursement of garbage fees paid on a vacant home. The letter and account information is
attached. Payment to be mailed to the Attorney for the Estate, Swisher & Cohrt, PLC, Waterloo,
IA.
Expenditure Required: As indicated above
Source of Funds:
Policy Issue: None
GARBAGE REFUND 525-15-5400-1785
Alternative: Not give the reimbursement.
Background Information: Per the requestor, a Waterloo Water Works employee instructed him
to contact City Hall for a refund of garbage fees paid on property which was vacant after her
mother deceased.
LAW OFFICES
SWISHER Bz, COHRT, PLC
ESTABLISHED 1903
STEVEN A. WEIDNER
STEPHEN J. POWELL
JIM D. DEKOSTER
SAMUEL C. ANDERSON
KEVIN R. ROGERS
BETH E. HANSEN
MARK F. CONWAY
NATALIE WILLIAMS BURRIS
LYNN M. SMITH
HENRY J. BEVEL III
JOSEPH G. MARTIN
BENJAMIN M. LANGE
ROBERT M. BEMBRIDGE
DUSTIN T. ZESCHKE
Waterloo Water Works
Attn: Finance Committee
PO Box 27
Waterloo, IA 50704
RE: 610 Magnolia Parkway
Dear Sir or Ma'am:
528 WEST FOURTH STREET
WATERLOO, IOWA 50701
MAILING ADDRESS
P.O. Box 1200
WATERLOO, IA 50704-1200
Api11 2, 2015
BENJAMIN F. SWISHER (1878-1959)
LEO J. COHRT (1896-1974)
CHARLES F. SWISHER (1919-1986)
TELEPHONE 319-232-6555
FACSIMILE 319-232-4835
EMAIL: BURRIS@S-C-LAW.COM
WEBSITE WWW.SWISHERCOHRT.COM
This office serves at attorneys for the Estate of Christene Deeds, who passed away July 1, 2010,
owning the above -mentioned property.
In speaking today with the Water Works office, the executor of the Estate, Ben Reeves, was
advised the Ms. Deeds / her estate were charged from approximately October 2008 — May 21,
2014 (the date the house was sold) for garbage pickup. However, no one was living in the home
during that time and there would have been no garbage put out those months. (There may have
been some water use during that time to maintain the property, and at one point there was a water
leak.) The Water Works employee suggested we contact your committee.
We are seeking a refund of any garbage charges during that time period.
Thank you for your kind consideration of this request. Should you have any questions or
concerns, please do not hesitate to contact the undersigned attorney.
Very truly yours,
SWISHER & COHRT, P.L.C.
By:
cc: Ben Reeves, Executor
Natalie Williams Burris
WG6DFR DISPLAY
Display Account History
Account No 11 20 1520 37006 Billing Date
Customer DEEDS CHRISTENE L Ph
Address 610 MAGNOLIA PKY WATERLOO
5=Payments
? Billing
Date
3/10/10
X 12/09/09
9/10/09
6/10/09
X 3/09/09
``4 12/09/08
Consu
0
0
5
0
0
1
Water
Payment
16.85-
16.02-
16.02-
15.30-
15.30-
13.33-
Sewer Garbage
Payment Payment
31.65- 40.50-
33.23- 42.53-
33.23- 42.53-
31.65- 40.50-
31.65- 40.50-
33.23- 42.53-
4/09/15 8:20:53
Activity F
STORM Total St Cnd
Payment Payment
8.25- 97.25- P
91.78- P RT
91.78- P
87.45- P
87.45- P
89.09- P RT
F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust
F20=Meter F21=Cust His F22=Bill His
Z IF
C,.c C`
UUG6DFR DISPLAY
Display Account History
Account No 11 20 1520 37006 Billing Date
Customer DEEDS CHRISTENE L Ph
Address 610 MAGNOLIA
5=Payments
? Billing Consu Water
Date Payment
\i 9/12/11 0 17.87-
Y 6/10/11 0 18.71-
3/09/11 0 18.71-
12/09/10 0 17.64-
X 9/09/10 0 17.64-
6/10/10 0 17.64-
PKY
Sewer
Payment
37.50-
39.38-
39.38-
39.38-
39.38-
33.23-
WATERL00
Garbage
Payment
40.50-
42.53-
42.53-
42.53-
42.53-
42.53-
4/09/15 8:20:53
Activity F
STORM Total St Cnd
Payment Payment
8.25- 104.12- P RT*
8.66- 109.28- P RT
8.66- 109.28- P RT
8.66- 108.21- P RT
8.66- 108.21- P RT
8.66- 102.06- P RT
F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust
F20=Meter F21=Cust His F22=Bill His
Address 610 MAGNOLIA
5=Payments
? Billing
Date
3/11/13
12/11/12
`� 9/12/12
6/12/12
3/12/12
12/12/11
Consu
554
0
0
0
UUG6DFR DISPLAY
Display Account History
Account No 11 20 1520 37006 Billing Date
Customer DEEDS CHRISTENE L Ph
Water
Payment
100.00-
20.16-
20.16-
20.16-
0 39.71-
MISC
0
PKY
WATERLOO
4/09/15 8:20:36
Activity F
Sewer Garbage STORM Total St Cnd
Payment Payment Payment Payment
100.00- P RT*
39.38- 42.53- 8.66- 110.73- P RT
39.38- 42.53- 8.66- 110.73- P RT
39.38- 42.53- 8.66- 110.73- P RT
55.64- 66.09- 17.73- 207.17- P RT
28.00-
P RT*
F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust
F20=Meter F21=Cust His F22=Bill His
Last option was: DAILY OPERATIONS
UUG6DFR DISPLAY
Dis
Account No 11 20 1520 37006
Customer DEEDS CHRISTENE L
Address 610 MAGNOLIA
5=Payments
? Billing Consu Water
Date Payment
6/11/14 0
6/04/14
3/11/14
12/12/13
9/12/13
6/11/13
play Account History
Billing Date
Ph
PKY
Sewer
Payment
0 937.40- 1213.69-
0
0
0
150
WATERLOO
4/09/15 8:20:36
Activity F
Garbage STORM Total St Cnd
Payment Payment Payment
I
72.01- 34.64- 2257.74- P RT
F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust
F20=Meter F21=Cust His F22=Bill His
Last option was: DAILY OPERATIONS
P
P
P
P
RT*
RT*
RT*
RT*
Item Coversheet Page 1 of 1
CITY OF WATERLOO
Council Communication
Refund request in the amount of $5,173.62, for sewer charges billed in error on a deduct meter at International Paper (Weyerhauser), located
at 800 W. Parker Street.
City Council Meeting: 4/20/2015
Prepared:
REVIEWERS:
Department Reviewer Action
Date
Clerk Office Higby, Nancy Approved 4/15/2015 - 12:58 PM
ATTACHMENTS:
Description Type
O Water Works Communication Backup Material
SUBJECT:
Submitted by:
Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Refund request in the amount of $5,173.62 for sewer charges billed in error on a deduct meter at
International Paper (Weverhauser), located at 800 W. Parker Street.
Submitted By:
http://waterloo.novusagenda.corn/AgendaWeb/CoverSheet.aspx?ItemID=1468 4/21/2015
Nancy Higby
From: SUZY SCHARES
Sent: Monday, April 06, 2015 4:34 PM
To: Brenda Volker
Cc: MARY RATKOVICH; Nancy Higby
Subject: RE: Weyerhauser (International Paper) Sewer Overcharges 16-32-0182
Follow Up Flag: Follow up
Flag Status: Flagged
Hi Brenda,
We will process the refund. Thanks,
Suzy Schares, CMC
City Clerk/HR Director
City of Waterloo
715 Mulberry Street
Waterloo, Iowa 50703
(319)291-4323
From: Brenda Volker
Sent: Monday, April 06, 2015 4:01 PM
To: SUZY SCHARES
Cc: MARY RATKOVICH
Subject: Weyerhauser (International Paper) Sewer Overcharges 16-32-0182
Suzy:
During testing with our new software, we found a deduct meter was added last July to the International Paper
(Weyerhauser) Account #16-32-0182. Unfortunately, when that deduct meter was added to the account, the status was
input as "0" which means OUT; therefore, they have not been receiving any sewer credit for the water used on that
deduct meter.
I've calculated their sewer overpayments for the past 8 months to be $5,173.62. (See attached spreadsheet). I also
contacted Zach Buchheit with International Paper to explain our error and their sewer overpayment. He has requested
the refund check be mailed to his attention at 800 W Parker Street, Waterloo 50703.
Let me know if anything further is needed to implement the sewer refund to the company.
Thanks Suzy!
Brenda Volker
Waterloo "Water Works
325 Sycamore Street, PO Box 27
Waterloo, Ill 50704
(319) 232-6280 Extension '3905
Brenda.l7olker@WATERLOO-I 1.ORG
1