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Home My WebLink About08/22/2016FINANCE COMMITTEE August 22, 2016 5:10 PM Harold E. Getty Council Chambers Members Chairperson Ron Welper Vice Chairperson Bruce Jacobs Tom Powers Roll Call: Approval of Agenda Approval of Minutes Minutes of August 15, 2016, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Chief Trelka and Lt. McClelland (AMENDED - Date Change) Class/Meeting: Training/Consultation Garry McFadden Destination: Charlotte, NC Dates: August 17-19, 2016 Amount not to exceed: $1,351.00 2. Quentin Hart, Mayor Class/Meeting: Iowa League of Cities Annual Conference Destination: Des Moines, IA Dates: September 14-16, Amount not to exceed: $715.00 2016 3. Michelle Weidner, Chief Financial Officer Class/Meeting: League of Cities Annual Conference Destination: Des Moines, IA Dates: September 14-16, Amount not to exceed: $655.00 2016 4. Chris Ferguson, Lieutenant Class/Meeting: Joint Fire Investigation Seminar and Annual Meeting Destination: Council Bluffs, IA Dates- September 20-23, Amount not to exceed: $700.00 2016 5. Pre -Authorizations to Expend over $1,000.00 Airport Amount and Estimated S/H: $3,616.20 Expenditure: Parts and labor to repair Airport door access system. Center for Arts Amount and Estimated S/H: $1,361.49 Expenditure: Reimbursement to Friends of the Art Center for $1,361.49, for the funds collected as credit card payments, for the Stem -Stein event on 8/13/16. Central Garage Amount and Estimated S/H: $1,158.00 Expenditure: Accident repair - Sewer 143A01. Central Garage Amount and Estimated S/H: $2,562.30 Expenditure: Accident repair - Sewer 143A02. Leisure Services Amount and Estimated S/H: $14,250.00 Expenditure: Professional services for field rehab at Danes and Tibbetts Baseball Complexes. Leisure Services Amount and Estimated S/H: $1,840.00 Expenditure: Infield material for baseball / softball fields. Leisure Services Amount and Estimated S/H: $2,725.00 Expenditure: Transport of baseball / softball infield material Leisure Services Amount and Estimated S/H: $8,425.00 Expenditure: One B&B TBCT2216ET tilt skid loader and equipment trailer. Leisure Services Amount and Estimated S/H: $2,495.00 + $60 S/H Expenditure: Zamboni Conti -Blade Changing Assistant (CBCA). Planning Amount and Estimated S/H: $1,200.00 Expenditure: Appraisal of East San Marnan Right of Way, North of 121-129 Tower Park Drive. Police Amount and Estimated S/H: $1,244.50 Expenditure: Test and scoring of test for the Clerk 1 position. Police Amount and Estimated S/H: $10,000.00 Expenditure: Lease agreement for use of parking lot from July 1, 2016 - June 30, 2026. Sewer Department Amount and Estimated S/H: $2,748.09 + $219 S/H Expenditure: Conveyor components for Filter Building Auger replacement trough. Sewer Department Amount and Estimated S/H: $36,071.00 Expenditure: Removal and shipping to and from manufacturer; manufacturer repair of known issues, listed parts and re -installation of repaired blower. Traffic Operations Amount and Estimated S/H: $5,900.00 Expenditure: (2) Traffic signal controllers - ASC/3-2100 including accessories. Traffic Operations Amount and Estimated S/H: NTE $2,800.00 Expenditure: (2) 12" Solar top beacons including signal heads. BUDGET LINE ITEMS TO BE AMENDED 6. Approve the project budget amendment for police car repairs in the amount of $31,558.89, funded with insurance proceeds, as submitted by the Police Department. 7. Approve the project budget for the FY17 Violence Against Women grant in the amount of $36,113, funded with a federal grant and city matching funds of $66,728, as submitted by the Police Department. 8. Approve the project budget amendment for the Police K 9 Project, funded with donations, in the amount of $37,633, as submitted by the Police Department. BILLS PAYMENT 9. August 22, 2016. ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director FINANCE DEPT. STAFF ONLY TRAVEL REQUEST CITY OF WATERLOO d� I/Yi Ohl r6 Za0 - CCU' 6, 62° LINE ITEM USED FY _2017_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE NAME(S) AND POSITION(S): Chief Trelka / Lt. McClelland DATE vaginal - c.ler K,rinanL.e 010-11-1100-1346 rdoo iativ �upy - vepur!meni August 15th, 2016 Amended NAME OF CLASS / MEETING: Training/Consultation Garry McFadden Amended DESTINATION Charlotte, North Carolina DEPARTURE POINT IF NOT WATERLOO: Checking all prices DEPARTURE DATE: August 17, 2016 Return Date: August 19th, 2016 DATE(S) OF MEETING: August 17-19, 2016 PURPOSE OF TRAVEL: Director Trelka is requesting authorization for him and Lt. McClelland to attend training put on by Detective Garry McFadden in Charlotte, North Carolina, on August 23 thru the 26th, 2016.Driector Trelka and Lt. McClelland will meet with and train with Charlotte -Mecklenburg Detective Garry McFadden (Ret.). Detective McFadden has investigated or was involved in the investigation of over 800 homicides over his 35 year career. Detective McFadden has successfully developed and implemented several programs in high crime areas that have resulted in a reduction in crime in those areas. He has also introduced programs that have successfully improved police/minority community member relations. Det. McFadden charges no fee for this initial 8-hour consultation where visiting officers experience his programs firsthand. Visiting officers are responsible for travel and lodging WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE x AIRFARE DEPARTING FROM: Checking all prices ESTIMATE OF COST: $300.00 LODGING 50.00 $226.00 MEALS .00 $.00 REGISTRATION 775.00 $.00 MILEAGE/FUEL .00 TOTAL FOR ALL: $ 1351.00 Taxi Parking AIRFARE Baggage fee BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x YES NO TOTAL: $ 675.50 PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO lVti r DEPART AD 1 APPROVE THIS TRAVEL REQUEST 1,jt—CL:Vttet ►. MAYOR DATE DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED dirt e/ gaioa i 't TRAVEL REQUEST CITY OF WATERLOO FYiC/ 1 BUDGETED l�L EXPENDED YTD ,1(I THIS REQUEST 7/5 LEFT AFTER THIS / o� REQUEST 'T`oj SS DATE Original - Clerk/Finance ' Co. - De.artment NAME(S) AND POSITION(S): Quentin Hart, Mayor DATE: September 14 — 16, 2016 NAME OF CLASS / MEETING: Iowa League of Cities Annual Conference DEPARTURE DATE: 9/14/16 PURPOSE OF TRAVEL: Attend annual 3-day conference in downtown Des Moines. DESTINATION Des Moines, IA DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: RETURN DATE: 9/16/16 9/14 — 9/16/16 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 335.00 LODGING 80.00 MEALS 255.00 REGISTRATION MILEAGE/FUEL 45.00 TOTAL FOR ALL: $ 715.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-01-8100-1345 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 715.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST <( t DEPARTMENT HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 MICHELLE WESTPHAL From: registration@iowaleague.org Sent: Wednesday, August 17, 2016 2:32 PM To: MICHELLE WESTPHAL Subject: Order Confirmation Dear Michelle, Thank you for your recent order. The order details are below. Michelle Westphal Waterloo Order Number: 5850 Order Date: Aug 17, 2016 1:55 PM Bill To: Michelle Westphal Order Total: 255.00 Payment Method: Discover ************9405 Name on Card: Quentin M Hart Item Price Qty Total Delegate Registration - Quentin Hart, Mayor When: Sep 14, 2016 - Sep 16, 2016 Registration option: Sep 14, 2016 - Delegate Registration Program Items: • Sep 14, 2016 5:30 PM: Welcome Reception in Exhibit Hall • Sep 15, 2016 12:00 PM: Opening Luncheon • Sep 15, 2016 6:00 PM: Banquet & President's Reception • Sep 15, 2016 9:30 AM: Thursday Breakfast in Exhibit Hall • Sep 16, 2016 10:00 AM: Closing Brunch 255.00 1 255.00 Item Total 255.00 Shipping 0.00 Handling 0.00 Item Grand Total 255.00 Transaction Grand Total 255.00 You may receive additional emails about your order as the order is further processed. i Des Moines Page 1 of 3 SEPTEMBER 14-16, OO O I DES MOINES PER OF CITIES ANNUAL CONFERENCE 'Er EXHIBIT OW PLEASE NOTE: THIS EMAIL HAS BEEN GENERATED AUTOMATICALLY DO NOT REPLY TO THIS EMAIL 4114-1,4l IOW LEAGU FClilE° Thank You for submitting your reservation. All the information has been sent to the hotel. Once it's processed, we will send you another email with a hotel confirmation number. This is your reservation acknowledgement from the Des Moines Housing Bureau confirming your hote reservation. The individual hotel will send their hotel confirmation number within 1 week. Note: to make changes and/or cancellations to your reservation, use the "request for change" button that appears at the bottom of this email. Contact the Greater Des Moines Convention & Visitors Bureau with questions at reservations@catchdesmoines.com or (800) 451-2625. Please DO NOT contact the hotel directly. IMPORTANT: Please note that areas of the skywalk are closed in Downtown Des Moines for development projects. Specifically, the skywalk near the Iowa Events Center is down because of the development of a new, 330-room convention center hotel. Maps have been created to help locals and visitors navigate around the closures. Maps can be found here: http://www.catchdesmoines.com/about/transportation/maps/. If walking to the Iowa Events Center, please pack appropriate footwear and outerwear to walk outside. Reservation Summary Reservation created on: 17-Aug-2016 at 2:58 pm Event: 2016 Iowa League of Cities Annual Conference and Exhibit Hotel: Des Moines Marriott Downtown 700 Grand Ave Des Moines, IA, 50309 Number of Rooms: 1 Number of Nights: 2 Room and Guest Details Room Type: 2 Double Beds - Standard Check -In: 14-Sep-2016 Check -Out: 16-Sep-2016 l,rhrno•//mmvracar-tra±inns o ni/ApQr ninPC/recervatinn /hidpy/CtpnRPrlllt R/17/2016 - Des Moines Page 2 of 3 Number Of Nights: 2 Rate per Night: 2016-09-14 - $149.00 2016-09-15 - $149.00 Room Subtotal: $298.00 12% Taxes: $35.76 Total Amount Due: $333.76 Guest 1: Quentin Hart Guest Email: michelle.westphal@waterloo-ia.org Personal and Contact Information Company Name: City of Waterloo Salutation: First Name: Quentin Last Name: Hart Address: 715 Mulberry St. City: Waterloo State: Iowa Zip: 50703 Country: United States Telephone:3192914301 Email: mayor@waterloo-ia.org Estimated Time of Arrival ETA at the Hotel: 12:00 PM Payment Information Amount Due: $298.00 + $35.76 taxes = $333.76 Payment Type: Credit Card Credit Card Type: Discover Credit Card Number: ************9405 Name on Credit Card: 866 Request for Change To change names, dates, modify or cancel your reservation, please click on the Request for Change button or use link below. Room Reservation Agreement -Check-in: 4:00 PM -Check-out: 12:00 PM Cancellation policy: Cancel by 11:59 PM hotel time on the day prior to arrival to avoid cancellation penalty. httrw•//,,,myracarvatinnc enm/decmninps/reervatinns/index/sten8Print 8/ 1 7/2016 Des Moines Page 3 of 3 Parking: -Valet parking, fee: $21 daily -Off-site parking, fee: $1.50 hourly, $19 daily Res No #11722 1,t+r,c•//rn rnvracarvatinncor-1m MPC1YIninec/recervatinne/incle.X/CtenRPrint R/17/2016 TRAVEL REQUEST CITY OF WATERLOO STAFF ONLY 010 03 8400 1346 FINANCE DEPT. LIN„5 ITEM USED FY BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Clerk/Finance NAME(S) AND POSITION(S): Michelle Weidner, Chief Financial Officer DATE: 8/17/2016 NAME OF CLASS / MEETING: League of Cities Annual Conference DESTINATION: Des Moines, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 9/14/2016 RETURN DATE: 9/16/2016 DATE(S) OF MEETING: 9/14/2016-9/16/2016 PURPOSE OF TRAVEL/TRAINING: Attend League of Cities Annual Conference WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: x CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 300.00 LODGING 55.00 MEALS 255.00 REGISTRATION 40.00 MILEAGE/FUEL TAXI 30.00 PARKING AIRFARE MISC/TOLLS TOTAL FOR ALL: $ 655.00 BUDGET LINE ITEM: 010 03 8400 1346 x GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ 655.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD f7 >6= DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR Z � / DATE Sent over 081516 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Chris Ferguson, Lieutenant DATE: FINANCE DEPT. STAFF ONLY LINE ITEM USED A/G) /i2 / /(-6 (3q6, FYao%BUDGETED ld0 (') EXPENDED YTD / 3 $ 0 4i THIS REQUEST LEFT AFTER THIS REQUEST(/' (, Ti SS' / / August 15, 2016 NAME OF CLASS / MEETING: Joint Fire Investigation Seminar & Annual Meeting DESTINATION: Council Bluffs, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: September 20,2016 RETURN DATE: September 23,2016 DATE(S) OF MEETING: September 20-23, 2016 PURPOSE OF TRAVEL: Attend Fire Investigation Seminar and Annual Meeting. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, IA PRIVATE VEHICLE ESTIMATE OF COST: $350.00 LODGING TAXI $50 MEALS PARKING $250 REGISTRATION AIRFARE $50.00 MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ $ 700.00 BUDGET LINE ITEM: 010-12-1400-1346 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ $700.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY 9ALQ.DENEFICIL- O THE CITY OFPWATERLC I APPROVE THIS TRAVEL REQUEST t t 1S.Lirttz DEPARTMENT HEAD C- MAYOR DATE DATE Iowa & Nebraska Chapters of International Association of Arson Investigations Mid America Center Council Bluffs, Iowa September 2 -2 9 2016 See what's in store for this yeas; 1 2016 Iowa/Nebraska Joint Conference September 20 — 23, 2016 1:00 p.m. 3:00 p.m. 5:00 — 7:00 p.m. 7:00 — 9:00 p.m. Board Meeting Registration/Display Room Set-up Early Registration Dealing with Burn Victims with Dr. Rivera 7:00 — 8:00 a.m. Registration 8:00 — 9:00 a.m. Opening Ceremonies Iowa Chapter President Becky Nelson and Nebraska Chapter President Ken Ward 9:00 a.m. — 12:00 p.m. Burn to Learn with Jamie Novak 12:00 — 12:45 p.m. Lunch (Provided) 12:45 p.m. Load buses for Council Bluffs Fire Department Training Facility 1:00 p.m. Burn to Learn (Cont'd) with Jamie Novak 5:00 p.m. Return to Convention Center 5:15 p.m. Iowa Chapter and Nebraska Chapter open Annual Meetings then Sectionals 6:30 p.m. Iowa Chapter and Nebraska Chapter Presidential Reception 8:00 — 11:00 a.m. 11:00 — 11:45 a.m. 11:45 a.m. 1:00 — 5:00 p.m Fire Fatalities with Dr. Elayne Pope Iowa Chapter and Nebraska Chapter Annual Meetings Lunch and Awards Ceremony Fire Fatalities with Dr. Elayne Pope (Cont'd) 8:00 — 11:30 a.m. Juvenile Firesetters by Brent Smith 11:30 a.m. Seminar Test 3 SEMINAR TOPICS AND F A ERS [TUESDAY, SEPTEMBER 20, 2016 DEALING WITH BURN VICTIMS This program will include a summary of burn injuries, the current process when working with burn staff and St. Elizabeth's Burn & Wound Center's protocols for investigations, and case studies of injuries corroborating statements made by patients/families. Dr. Edmundo Rivera received his medical degree from Creighton University School of Medicine in Omaha in 2008. He completed his general surgery residency at Creighton University Medical Center and completed a burn fellowship at the University of Washington Harborview Medical Center. Dr. Rivera also completed a surgical critical care fellowship at the University of Illinois Masonic Medical Center in Chicago. He joined the burn trauma surgical team at CHI St. Elizabeth Burn and Wound Center in August of 2015. WEDNESDAY, SEPTEMBER 21, 2016 BURN TO LEARN "Burn to Learn is a hands on practical class where students get to watch fires started right in front of them. This class will give students the firsthand knowledge and experience to testify about such things as: fire -safe cigarettes; cigarettes starting potted plants on fire; spontaneous combustion of linseed oil and stains; flammable liquid pour patterns; aerosol can behavior when attacked by fire; gasoline and cigarettes, lighter behavior when attacked by fire; toaster and coffee maker fires; cellulose insulation fires; and much more! They will also see full room involvement of a compartment fire and the effects of flash -over and full room involvement." James (Jamie) Novak is a Certified Fire Investigator (CFI), Certified Vehicle Fire Investigator (CVFI), licensed private investigator, and owner/operator of Novak Investigations, Inc. He began his career as a volunteer firefighter with the City of Golden Valley in 1979 and soon became a part-time fire inspector/fire investigator for the department. In 1984, Jamie was hired as a Deputy State Fire Marshal with the Minnesota State Fire Marshal's Office and in 1992, along with his investigative duties, took on the added responsibility as training coordinator for the Bureau of Criminal Apprehension (BCA) where he was responsible for teaching the basic, intermediate, and on -scene fire investigation series. In 1996, Jamie was hired by the St. Paul Fire Department and currently holds the position of fire investigator. During his 34+ years in the fire service, 30+ as an investigator, Jamie has conducted more than 2,000 origin and cause investigations involving both fires and/or explosions. He has conducted more than 1,000 live burns and 18 explosions in his quest to uncover and discover the science involved in fire and explosion investigations. THURSDAY, SEPTEMBER 22, 2016 FIRE FATALITIES Dr. Pope's presentation includes the spectrum of heat -related changes that the human body goes through and what the investigator can expect to encounter at a fatal fire scene (accidental and criminal). Dr. Elayne Pope is a Forensic Anthropologist and the Autopsy Supervisor at the Tidewater Office of the Chief Medical Examiner in Norfolk, Virginia. Her research focuses on how the human body bums in a variety of fire environments that include: structural, vehicular, and outdoors. Each environment produces unique burn patterns to the body at different intervals depending on the fuel loads, ventilation, and factors that are unique to each fire. Her presentation includes the spectrum of heat - related changes that the human body goes through and what the investigator can expect to encounter at a fatal fire scene (accidental and criminal). FRIDAY, SEPTEMBER 23, 2016 JUVENILE FIRESETTERS It starts, almost always, with just a match and a piece of paper; nothing complicated or intricate. The flame from the match eats its way across to the paper. The paper begins to crackle and curl. It gives off heat, smoke, and light. The glow lights the face of the fire starter. It is an intelligent face; a young face; a child's face. One fire out of four is set by someone; the evidence that survives indicates that 40 to 70 percent of those deliberately set fires are set by children: our children. It is the responsibility of ALL of us to inform and educate the children to the problems associated with fire. Mothers, fathers, teachers, and professional firefighters alike, have the responsibility to teach the children of our community. Do your part to help the children in your life understand what fire is, how it can help and most of all, how it can hurt! Some Firefighting Professionals instinctively equate fire setting with a criminal act, since fire departments and court systems have always presented it in this manner. There needs to be a better approach to these incidents. Every fire set by a child should not be considered arson. Certainly there are some that are intentional and malicious, which is the traditional definition of arson, but just because you have a child who plays with matches doesn't mean criminal activity has taken place. Our Juvenile Fire Intervention Program is designed to intervene in destructive behavior. The intervention process begins with an initial interview and assessment followed by the planning and implementation of a strategy. The initial interview is conducted with one of our trained JFS program staff, the child and the parents. By first identifying the juvenile and assessing the level of firesetting behavior, we can then recommend family fire safety practices, prevention education classes, and/or professional counseling services. Captain Smith from the Cedar Rapids Fire Department and Manager of Iowa's statewide Juvenile Fire Intervention Program will be going over how these cases are handled and how the statewide program can be a new tool in your tool box when it comes to investigation and dealing with kid set fires. You will leave this session understanding how to make a referral to the program, what happens in our program and how a final report back to you can help assist your decision making moving forward with child fire cases. i a FRIDA'f, SEPTEMBER 23, 2016 JUVENILE FIRESETTERS (Cont'd) Captain/Paramedic Brent Smith joined the Cedar Rapids Fire Department in 2003. He is presently a Shift Fire Captain/Paramedic assigned to the ladder company in downtown Cedar Rapids. Captain Smith has spent the last 6 years as Manager of the statewide Juvenile Fire Intervention program that is administered through the State Fire Marshal's Office. Prior to getting hired in Cedar Rapids, Mr. Smith volunteered on the Coralville Fire Department for 7 years where he was a Lieutenant/Training Officer and helped design and build Coralville's fire training facility. He also spent 8 years as a Paramedic and Operations Section Chief of the nationally deployed IA-1-DMAT team. Captain Smith has been very active at the national level with the International Association of Firefighters (IAFF). He has participated as a planning member of the IAFF National Scald Prevention Campaign, currently works as an Executive Board member of the YFIRES project and sits as a member of the IAFF Burn Awareness Task Force. Captain Smith is a native Iowan who received his BA degree from the University of Northern Iowa in 2001. He has since gained a Fire Science Certificate from Kirkwood Community College and took his Paramedic training through the University of Iowa. Captain Smith is also one of only 300 Officers across the country that has achieved the Fire Officer (FO) designation from the Center for Public Safety Excellence (CPSE). Please S trait , our Re $stration Form Becky Nelson — President Zack Spykerman — 1 Sf Vice President Paul O'Connell — Secretary/Treasurer John Ticer — Director of Detection Daniel Roberts — Director at Large, West Greg Siembieda — Director of Investigations Jeff Hutcheson — Past President Ken Ward — President Robb Gotsch — Vice President Joel Sacks — Treasurer Brad Sloup — Southeast Director Terry Zwiebel — Northeast Director Donald Gross — Committee Member The opinions expressed by the Speakers are not necessarily those of the International Association of Arson Investigators or the Iowa or Nebraska Chapters of the IAAI. ❑X 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 Airport Department to expend $ 3,616.20 plus est. shipping costs of $ to pay for or purchase parts and labor to repair Airport door access system. This purchase or expenditure is being made because: part of access system was down, making some offices inaccessible. Needed to get system back online ASAP before doors in passenger gate areas stopped working. Vendor selected for this purchase: CEC n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: CEC installed system and their techs are trained to work on it. 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 ri Sewer ri Sanitation Bonds 1 I Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-29-7700-1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the curr t available balance is Respec (Signtiture Dept. Hea esignee) (Project Code) $ 110,773.00'J $ 100,871.00J Date (Sign ture Finance Dept. Review) Date K:\shared goodies\forms\CEC Access System Repairs.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 1/u // 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 $ 1,361.49 plus est. shipping costs of $ 0.00 to pay for or purchase Reimbursement to Friends of the Art Center for $1,361.49, for the funds collected as credit card paymts. For the Stem -Stein Event on 8/13/16. This purchase or expenditure is being made because: see letter attached. 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: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund Bonds Road Use Tax ❑ Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-26-4250-1785 Refunds (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Re ectfylIly spbmitt Sanitation (Project Code) $ 23(e/ $ 2,346. (after amdmt) 8I161 ILO 4ittA L)1,cd2/141". X ! 7-/6 nature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\FY2017-PreAuth-Friends-Stem-Stein adj 8-15-16 (Mar 2010) MEMORANDUM TO: Michelle Weidner & Finance Committee A FROM: Kent Shankle, Cultural & Arts Director Y DATE: 8/16/16 RE: Reimbursement to Friends of the Art Center Cultural & Arts is requesting authorization for a reimbursement to Friends of the Art Center in the amount of $1,361.49. This amount represents funds which were collected as credit card payments for admissions to the Stem & Stein event held on 8/13/15. Due to some technical difficulties with the credit card scanning equipment used to remotely run charges at the gate, these funds were inadvertently routed to a dormant city account rather than to the correct account associated with Friends of the Art Center. We have since cancelled the Square account which was linked to the unused account in order to eliminate potential future issues. Friends of the Art Center provides financial and volunteer support to the Waterloo Center for the Arts, supplement tax funding to underwrite special cultural programs and initiatives. Friends of the Art Center funds support travel and training, purchases of educational materials, acquisitions of art for the collection and much more. The Stem & Stein food, beer and wine tasting festival, co -sponsored by Hy-Vee Food Stores, is their largest annual fundraising event. Please feel free to contact me if you have questions about this request. Date 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 8/13/2016 Time Tir Gross Sales C Net Sales E Total Collect Card - Swipc ( Fees 18:30:01 Ce $40.00 $40.00 $40.00 $40.00 ($1.10) 18:00:04 Ce $80.00 $80.00 $80.00 $80.00 ($2.20) 17:59:04 Ce $80.00 $80.00 $80.00 $80.00 ($2.20) 17:56:01 Ce $80.00 $80.00 $80.00 $80.00 ($2.20) 17:44:56 Ce $40.00 $40.00 $40.00 $40.00 ($1.10) 17:18:48 Ce $100.00 $100.00 $100.00 $100.00 ($2.75) 17:11:40 Ce $50.00 $50.00 $50.00 $50.00 ($1.38) 16:57:48 Ce $40.00 $40.00 $40.00 $40.00 ($1.10) 16:51:48 Ce $40.00 $40.00 $40.00 $40.00 ($1.10) 16:47:29 Ce $100.00 $100.00 $100.00 $100.00 ($2.75) 16:44:29 Ce $30.00 $30.00 $30.00 $30.00 ($0.83) 16:37:27 Ce $80.00 $80.00 $80.00 $80.00 ($2.20) 16:35:56 Ce $40.00 $40.00 $40.00 $40.00 ($1.10) 16:32:55 Ce $100.00 $100.00 $100.00 $100.00 ($2.75) 16:27:34 Ce $100.00 $100.00 $100.00 $100.00 ($2.75) 16:26:32 Ce $80.00 $80.00 $80.00 $80.00 ($2.20) 16:02:58 Ce $40.00 $40.00 $40.00 $40.00 ($1.10) 15:54:24 Ce $80.00 $80.00 $80.00 $80.00 ($2.20) 15:49:56 Ce $200.00 $200.00 $200.00 $200.00 ($5 50) $1,400.00 $1,400.00 $1,400.00 $1,400.00 (538.51) STEM -STEIN SQUARE UP CREDIT CARD RAN ON AUGUST 13, 2016 FOR THE STEM -STEIN EVENT DAY SATURDAY ALL THESE TRANSACTIONS WERE RAN ON THE CITY ACCOUNT IN ERROR. THEY SHOULD HAVE BEEN RUN ON THE FRIENDS OF THE CENTER ACCOUNT. Net Total $38.90 $77.80 $77.80 $77.80 $38.90 $97.25 $48.62 $38.90 $38.90 $97.25 $29.17 $77.80 $38.90 $97.25 $97.25 $77.80 $38.90 $77.80 $194.50 $1, 361.49 Transactior Payment IE Card Brand PAN Suffix 2GkFPgCbE hVVSfKboC Visa 3217 MXhGD5w kn0vfyi4err Visa 3669 g5bTyVrYJF m2iCSU61i Visa 6017 s98Gnnfqu omthoj6xZ, Visa 9927 8vr1orpUiC dQUTxIIUw Visa 4245 uwBlPgrUh DOhDv2W1 Visa 5113 2wru34cNrckTTfT04P1Visa 1412 uygrf5Dge( Dsud3Olyy Visa 9574 cXpG6GeZ1 ggR9hORIV MasterCan 6350 oX2yw2T4caAggpuPXlDiscover 80 OlfjgjUKTN rynVz4QgJc Visa 359 wpR8Eor7l F5gka15Ei5 MasterCarc 9461 A38sw3wu rdXmKIJM> Visa 4053 KmjVywd9, gCLaXc1M; Visa 4870 gtPWdNTfF WilhfPMdV Visa 7076 4xf6o0DjNI mbTDnRaJ: MasterCan 2137 6okTg6vut! FkZ0D4pD: Visa 1599 2uM1qufR11FTigmLrCiVisa 863 aaHcAjzOc; 3e9ZOrAm! MasterCarc 7567 ui 5 (.n X4u0 /OeQ p�/S Cit,.6/ rr/.ss .-10 &4 ' l y U , 3 f Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee 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 Department amendment for FYE FY2017 submitted by the WCA-Center for Arts P EXPENSES/REVENUE INCREASE EXPENDITURES (DECREASE REVENUE) DECREASE EXPENDITURES (INCREASE REVENUE) Proj Code Amount Fund Dept Activity Acct # 010-26-4250-1111 Acct Name TOTAL Proj Code Amount 1, 361.49 Fund Dept Activity Acct# $1,361.49 010-26-4250-1785 This amendment is being requested because: See attachment letter - De osited Friends of the Center- Stem -Stein Event Credit Card sales into the Ci 's account in error. A refund to Friends of the Center needs to be issued. Prior Committee Actions (Dates): Acct Name Refunds 1, 361.49 TOTAL $1,361.49 (Signature Dept. Head or Designee Date (Signature Finance Dept. Review) Date Posted (Finance Dept.) adim 8-15-16 (Apr 2003) City Clerk Use Only Finance Committeep / Approval Date c 2,-24 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 Central Garage Department to expend $ 1,158.00 plus est. shipping costs of $ 0.00 to pay for or purchase Accident repair - Sewer 143A01 This purchase or expenditure is being made because: Accident repair - body work Vendor selected for this purchase: John's Auto Body LLC nX Bids or written quotes were taken on this purchase, as follows: Witham Auto Center - Waterloo, IA - $1757.67 John's Auto Body LLC - Waterloo, IA - $1158.00 Cedar Valley Collision - Waterloo, IA - $1214.88 ❑ 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 n Federal/other grants n Sewer Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ 265,000.00 $ ,;?i3Q38 $ -/ -/U 6 1-c / 8-/7- 4 K:\shared goodies\forms\Central Garage - Accident Repair - Sewer 143A01 - August 2016.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date /1/2-7/ t. City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage Department to expend $ 2,562.30 plus est. shipping costs of $ 0.00 to pay for or purchase Accident repair - Sewer 143A02 This purchase or expenditure is being made because: Accident repair - body work Vendor selected for this purchase: Iowa Auto Rebuilders ❑X Bids or written quotes were taken on this purchase, as follows: Iowa Auto Rebuilders - Waterloo, IA - $2562.30 John's Auto Body LLC - Waterloo, IA - $2899.85 Cedar Valley Collision - Waterloo, IA - $3123.00 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: n General Fund ❑ Road Use Tax n Sewer ❑ Sanitation n Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully ubmitted, (Project Code) $ 265,000.00 ✓ S-is—/6 7 L,r i zc- (e), L. 2dic4 8-l7-/G K:\shared goodies\forms\Central Garage - Accident Repair - Sewer 143A02 - August 2016.xls (Mar 2010) and the current available balance is mitte (Signature Dept. H- , or Designee) Date (Signature Finance Dept. Review) Date City Clerk Use Only Finance Committee Approval Date (qiw 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 $ 14,250.00 plus est. shipping costs of $ na to pay for or purchase professional services for field rehab at Danes and Tibbitts Baseball Complexes. This purchase or expenditure is being made because: occasional rehab is needed for the fields to ensure safe playing conditions for our youth and for tournament play. Vendor selected for this purchase: Midwest Athletic Fields (Jackson, Wisconsin) Bids or written quotes were taken on this purchase, as follows: Midwest Athletic Fields $14,250.00 Brightview Sports Turf $19,955.00 ❑ 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: nGeneral Fund ❑ Road Use Tax n Sewer ❑ Sanitation nBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 415-37-4202-2178 Sports Facility Improvements (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 90,000.00 $ 36 848.20-- 3(, a'' K:\shared goodies\forms\pre auth mw athletic fields 2016 (Mar 2010) 323 WILLIAM ST., P.O. Box 76 WATERTOWN, WI 53094 "Your Field is Our Passion" M sialoWal.E Proposal: Waterloo Leisure Services Proposal Submitted to: Mark Gallagher: mark.gallagher(a�waterloo-ia.orq 319-404-7769 Work to be performed at: Waterloo, IA Maintenance of 80' base grass infields: Edge entire infield. Fill all low areas. Rebuild mound and batters boxes with clay. Compact with a dual drum roller. Topdress field with Shakopee. All infield mix to be supplied by Waterloo. Midwest will supply all clay for mounds and batter's boxes. Price: $2,850 per field. TEL: 1.920.378.0650 Date: 08/03/2016 Note: The customer must provide a place on site to dispose of waste material. Hauling off site will incur in additional costs. Proposal may be withdrawn if not accepted in 30 Days. Any alteration or deviation from above specifications involving extra costs, will be executed only upon written orders. and may become an extra charge over and above the Proposed Price. All agreements contingent upon strikes, accidents, or delays beyond our control. Proposed Price: See Above With Payments to be made as follows: Down Payment: Balance due upon completion: AuthorizedSignature: Acceptance of Proposal: The above prices, specifications, and conditions are satisfactory and are hereby accepted. We authorized Midwest Athletic Fields,to do the work as specified. Payment will be made as outlined above. Signature: Date: BrightView Project: Waterloo Leisure Services Date: August 16, 2016 Re: Field Enhancement Proposal Submitted: Chad Olsen — BrightView SPORTSTurf Hello Mark, Thank you for the opportunity to submit a proposal. I submit our scope of work for the "80' Field Maintenance" and proposal below: SCOPE OF WORK: 1. Overhead Mobilization, Demobilization 2. Hard Edge Field and Backfill Fill low areas and compact with Double Drum Roller 3. Renovate mound and homeplate areas with packing clay Remove existing soil in stress areas and install packing clay per manufacturer's recommendation — material included and offsite material disposal excluded 4. Topdress field with Shakopee material Material excluded and shall be provided by owner Total Cost: $3,991.00 per field Signature: Date: Pricing valid for 60 days City Clerk Use Only Finance Committee / Approval Date V) /t" City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 1,840.00 plus est. shipping costs of $ na to pay for or purchase infield material for baseball/softball fields. This purchase or expenditure is being made because: to upkeep the playing surface of baseball/softball fields Vendor selected for this purchase: Bryan Rock Products, Inc. (Shakopee, MN) ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: Bryan Rock Products is the company that has supplied the infield material for all baseball/softball fields. 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 pi Other (specify) This expenditure is to be coded to the following budget line -item: 415-37-4202-2278 Sports Facility Improvements (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res}te c submitted, ignatu a Dep (Project Code) $ 90,000.00 $ 38 O4870' ,A3 3=' or Designee) Date Sig ature Finance Dept. Review) Date K:\shared goodies\forms\Ball Field Material Pre-Auth (Mar 2010) City Clerk Use Only Finance Committee Approval Date .6(121 / Cv 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 $ 2,725.00 plus est. shipping costs of $ na to pay for or purchase transport of baseball/softball infield material. This purchase or expenditure is being made because: to upkeep the playing surface of baseball/softball fields Vendor selected for this purchase: Falkstone (St. Ansgar, IA) Bids or written quotes were taken on this purchase, as follows: Falkstone (St.Ansgar, IA) $2,725.00 Bryan Rock Products, Inc. (Shakopee, MN) $5,120.00 ❑ 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: ❑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: 415-37-4202-2178 Sports Facility Improvements (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res ubmitted, (Project Code) $ 90,000.00 V $ 36,048.20/ %l2.u. dIA- G),& �z?�f . 17-/6 (Signature Dept. ead or Designee) Date (Sign ture Finance Dept. Review) Date K:\shared goodies Worms \Ball Field Material Transport Pre-Auth (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date �( / -, 7 I 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 $ 8,425.00 plus est. shipping costs of $ to pay for or purchase One B&B TBCT2216ET tilt skid loader and equipment trailer. This purchase or expenditure is being made because: To replace a worn out trailer. Price reflects a $1,000.00 trade value offered on old trailer. Vendor selected for this purchase: Black Hawk Rental, Waterloo, IA Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Trailer is custom designed. 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 Federal/other grants ❑ Sewer ❑ Sanitation ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 415-37-4100-2113 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 120,000.00 ,' and the current available balance is Respectfully submitted, (-3fgnature Dept. Hee - esignee) $ 39,239.33 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Tilt Bed Trailer (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 $ 2,495.00 plus est. shipping costs of $ 60.00 to pay for or purchase Zamboni Conti -Blade -Changing -Assistant' (CBCA) This purchase or expenditure is being made because: This piece of equipment creates the safest zamobni blade changing process for staff. Vendor selected for this purchase: R & R Specialties--- Somerset, WI Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: R & R Specialities is the sole midwest provider of Zamboni Inc products. The Zamboni Conti -Blade -Changing -Assistant' (CBCA) is specialized equipment sold only by Zamboni for their Zamboni Ice Resurfacers. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Bonds El Road Use Tax n Sewer Sanitation Federal/other grants n Other (specify) YAM! This expenditure is to be coded to the following budget line -item: 010-37-4105-1382 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, ( 'Ignature Dep or Designee) Date jSiature Finance Dept. Review) Date (Project Code) $ 11,378.00 $ 11,378.00 ° K:\shared goodies\forms\2016 Conti Blade Changing Assistant.xls (Mar 2010) 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 Planning Department to expend $ 1,200.00 plus est. shipping costs of $ 0.00 to pay for or purchase East San Marnan Right of Way, N. of 121-129 Tower Park Drive This purchase or expenditure is being made because: Necessary step for sale of land Vendor selected for this purchase: Rally Appraisal X Bids or written quotes were taken on this purchase, as follows: Rally Appraisal - $1,200 Valuation Services - $2,500 ❑ 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 n Road Use Tax Bonds n Federal/other grants Sewer n Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010 08 5700 1313 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 7,520.00 and the current available a-1ELL- is Resp .m— (Signature Dept. Head or Designee) $ t!OiI(p`i ✓ 8,1(a,li0 ' k J/ C211-e-121/4(-4_ g-t 7 /6 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Rally-E San Marnan row N of 121-129 Tower Park.xls (Mar 2010) Rally Appraisal, L.L.C. Cedar Falls Office • 2302 W 1° Street, Suite 201D • Cedar Falls, IA 50613 Clint Cola - Manager Jim Herink— Senior Appraiser Adam Horan Dexter Klostermann Dave Passmore - Commercial Manager MAI August 12, 2016 Tim Andera Associate Planner City of Waterloo 715 Mulberry Street Waterloo, Iowa 50703 Phone: (319) 268-9373 Fax: (319) 277-5218 www. ra I Ivapprais aI. corn RE: Request for Bid East San Marnan Right of Way, north of 121-129 Tower Park Drive, Waterloo, IA 50701 Dear Mr. Andera: Per your request, I am providing a bid for an appraisal of the following property. Property Bid Amount North of 121-129 Tower Park Drive, Waterloo, IA 50701 $1,200 The appraisal report can be complete within four weeks of the date it is awarded and no later than September 16, 2016. Sincerely, James Herink Certified General Real Property Appraiser, CG02627 (Iowa) Consistently exceeding expectations VALUATION SERVICES, INC. D. Keith Jones, ASA Doge? Gallagher Presideo( / Senior Appraiser. Office Mallager REAL PROPERTY APPRAISERS AND CONSULTANTS Greg Kobn ResearrhAna/yit Pent' f. Mi/let Rirhmd Hoeg Cerr/fred Res/den/in/Appraiser Remold, Analyst Phone (319) 277-0477- Fax (319) 277.0479 715 W. 1st Street, Cedar Fails, IA 50613 July 29, 2016 Tim Andera, Planner II Community Planning and Development City of Waterloo 715 Mulberry, Waterloo, Ia. 50703 RE: Appraisal Report Bid E. San Marnan Right of Way. Dear Mr. Andera; At your request I have reviewed the data provided and will provide an appraisal report as requested on the property along E. San Marnan Dr. Bid For Services $2,500 Thank you, Sincerely, D. Keith Jones Certified General Real Property Appraiser Iowa License #CG 01228 City Clerk Use Only Finance Committee / , , / Approval Date $f �/{ta 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 Police Department to expend $ 1,244.50 plus est. shipping costs of $ 0.00 to pay for or purchase test and scoring of test for the clerk 1 position This purchase or expenditure is being made because: civil service testing for the Clerk 1 position Vendor selected for this purchase: IPMA-HR n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This was a special test designed for this postion bgy the companny with the input of the Waterloo Human Resource Department Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund 0 Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1319 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectful) mi ted, S/15e6 (Signature Dept. Iflead o esignee) Date (Signature Finance Dept. Review) Date (Project Code) $ /zoo°`'� ✓ $ 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 1/% �/ / The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 10,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase Lease agreement for use of parking lot from July 1, 2016- June 30,2026. This purchase or expenditure is being made because: lease parking spaces for vehicles Vendor selected for this purchase: AFL CIO Building Corp. n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Property is only location for this parking so it is propritary to our needs 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 pi Other (specify) Forfeiture funds This expenditure is to be coded to the following budget line -item: 010-11-1160-1512 11TRIF (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully su mi ed, (Signature DepN-lead �e z% v $ S/DUO $ 3d,3�7a? nib �,�, P(� l�e�egwi �� ate (SI nature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer Department to expend $ 2,748.09 plus ext. shipping cost of $ 219.00 to pay for or purchase Conveyor Components for Filter Building auger replacement trough. This purchase or expenditure is being made because: Pre-Auth approved 6-27-2016, but Freight was $19.00 higher than original estimate. Vendor selected for this purchase: BDI Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: BDI is rep. for replacement parts on this equipment. Total costs including freight is $2,967.09. Prior Committee Actions (Dates): 6/27/2016 Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: Road Use Tax: nSewer: Sanitation: nBonds: nFederal/other grants: nOther(specify): This expenditure is to be coded to the following budget line -item: 520-14-5200-1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head Or Designee) Date (Project Code) $ 350,000.00 ✓ $ 2977-4- 5-„A Idi-8-17'it' (Sig at�nce Dept. Review) Date BD!)BDI (061) 1826 BLACK HAWK STREET (50702) WATERLOO IA 50702 (319)234-6845 RETURN SERVICE REQUESTED SOLD TO """'MIXED AADC 440 447 1 MB 0.419 000443 WASTE MANAGEMENT SERVICES DEPT 3505 EASTON AVE WATERLOO IOWA PLANT WATERLOO IA 50702-2000 INVOICE REMIT PAYMENT TO P.O. BOX 74493 CLEVELAND, OH 44194.0578 SHIPPED TO WASTE MANAGEMENT SERVICES 3505 EASTON AVE WATERLOO IA 50702 Papa 1 of 1 Invoice # Invoice Date Customer # Pa ment Terms 5302322 08/04/2016 0610629 Net 30 days I Purchase Order Number Release Number Reference Manner of Transport DICK DICK CUSTOMER PICK UP Oty Order Qty Shipped Description/Customer Part # Cust Line # / Ref # Ship Doc U/M Price _ Disc Extension 3 M/G 9CTF7-SS Conveyor Components MTO TROUGH 000001 3055063 EA 916.030 910II' RFC,IVpO 1 \ AZ 2/4 ion 2748.09 All transactions are subject to the Sales, Freight and Warranty Terms and Conditions of Bearing Distributors Inc., also doing business as BDI. See reverse for a copy of such Terms and Conditions, or obtain a copy from your local servicing branch, or at www.bdi-usa.com. Subtotal: Tax: Freight: Amount Paid: Total: 2748.09 219.00 2967.09 City Clerk Use Only Finance Committee Approval Date 66-77/ tv City of Waterloo Expenditure Authorization Request,Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer Department to expend $ 2,748.09 plus ext. shipping cost of $ 200.00 to pay for or purchase Conveyor Components for Filter Building auger replacement trough. This purchase or expenditure is being made because: Parts worn-out. Vendor selected for this purchase: BDI VYt 7— O3 `,3 27 2d 2,, pC` V•\`0 w Fo Bids or written quotes were taken on this purchase, as follows 424, i•! El 1 Bids or quotes were not taken on this purchase because: BDI is rep. for replacement parts on this equipment. Total costs including freight is $2,948.09 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: nRoad Use Tax: Sewer: nSanitation: nBonds: Federal/other grants: DOther(specify): This expenditure is to be coded to the following budget Tine -item: 520-14-5700-1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, �O20«0aaa� �/C (t.11./.l��i�r (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 350,000.00 -"/ $ 350.000.00 City Clerk Use Only Finance Committee Approval Date g/2// City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer Department to expend $ 36,071.00 plus ext. shipping cost of $ 0.00 to pay for or purchase Removal, shipping to/from manufacture, manufacture repair of know issues and listed parts, and reinstallation of repaired blower. It shall be noted that if additional deficiencies are discovered, n llil llunlnl l.11\l WI ll llr. 1u,nncll. This purchase or expenditure is being made because: Internal noise that is intermittent and abnormal, needs overhaul and rebalancing. #2 Easton Lamson 800 Hp Blower. Vendor selected for this purchase: Gardner Denver, Inc & WRH, Inc Bids or written quotes were taken on this purchase, as follows r Bids or quotes were not taken on this purchase because: Gardner Denver, Inc. is rep. for repair of this equipment cost of $14,921.00. WRH, Inc. is the contractor for Removal, Shipping, Receiving and Installation of 800 Hp Blower at a cost of $21,150.00. Total cost $36,071.00, does not include broken or worn parts found on blower. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: []Road Use Tax: ]Sewer: []Sanitation: []Bonds: []Federal/other grants: DOther(specify): This expenditure is to be coded to the following budget line -item: 520-14-5200-1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respec uIly si (Signature De .. ead Or Designee Date (Project Code) $ 350,000.00 ✓ $ 291,298.74'� ghature Finance Dept. Review) Date Equipment Repair Quote Aflerrnarket Service & Repalr Group Centrifugal Products HOFFIVIAN LAMSON by Gardner Denver Repair Proposal Date: February 15, 2016 To: Brian Rath Company: City of Waterloo Quote: 20617537 Rev A Email: BRIAN.RATH@WATERLOO-IA.ORG Customer PO# Pending Machine Model: 2006 Repair SAP# Pending Serial Number: N/A What did the failure analysis indicate: This quote Is to repair your blower changing the parts listed below. If after teardown and quality inspection other parts are required, I will quote additional parts and wait for authorization to proceed. This quote includes the following new factory OEM parts : Description Qty Teardown & Quality Inspection 1 Assemby, mechanical test, paint, shipping preparation 1 Cleaning 1 Parts to Include' Hardware 1 Bearing Kit 1 Seal Kits 2 Gardner Denver Engineered Products Division 200 Simko Blvd., Charlene, PA 15022 Phone: 721.239.1500 Fax:724239.1502 E•ma9:8onne.WalkergaGardnerDenner mm Gardner Denver RQF 02/2000 Page 1 or 2 2009 Gardner Denver, Inc. Equipment Repair Quote Aftermarket Service & Repair Group Centrifugal Products HOFFMAN LAMSON by Go:d.-.r Denver Quote # 20617537 Rev A Company: City of Waterloo Factory Services Included: - Factory assembly to current specifications using OEM parts - Extensive run test In accordance with manufacturers standards - Paint will be our current CF Royal Blue, other colors will require a price adder. - OA Inspection - Factory 1 year warranty from the date of shipment - If oil reservoirs are the Old Style oil bottles, we will automatically quote our new reservoirs with our new sight glass design. If you prefer old style oilers, it must be listed on your purchase order. This comment does not apply if you have a grease machine. The total repair cost including teardown, inspection and all items listed above is S14,921.00 USD NOTE This quote is valid for 30 days After 30 days, if approver to repair is not received, Gardner Denver, Inc. will notify you that the material will be scrapped unless you advise to have the material returned freight collect. If you elect not to repair the blower, you will be Invoiced for the leardown and inspection lee quoted. This proposal is olfered .n accordance with Gardner Denver Terns & Conditions copy attached. Terms are: F.O.B. St. Peters, MO Freight is Prepaid & Add or Collect Net 30 days upon account approval or credit card Please sign as accepted or declined, below, and fax back to Bonnie Walker , fax # 724-239-1502. 'Please fax a copy of your purchase order with the repair price listed above. Accept: PO# Decline If you have any questions or require any additional information, please feel free to contact us. Sincerely, ��;rptt Bonnie Walker Customer Service Supervisor cc. Bob Kisler Gardner Denver, Inc. Industrlat Products Group 200 Simko Blvd., Charleroi, PA 1S022 Phone: 724-239.1500 fax:724-239-2502 E-mail: Donnie-WelkerttGardnerOMver. corn RCM 02/2008 Page 1 or 1 WRH, Inc. February 18, 2016 Mr. Brian Wrath City of Waterloo -Water Pollution Control Facility 3505 Easton Ave. Waterloo, IA 50703 RE: Scope of Work and Pricing for removal and re -installation of an 800 HP Blower Dear Mr. Wrath WRH, Inc. appreciates the opportunity to provide this Scope of Work and Pricing to repair the 800 HP Blower. WRH will provide all the labor, materials and shipping cost to complete the following Scope of Work: Scope of Work I. Removal and Shipping of 800 HP Blower Disconnect vibration sensors Disconnect suction/discharge expansion joints Place temporary blind flanges on the suction/discharge Utilizing existing shop hoist, remove blower from frame and place on to steel frame fabricated by WRH Roll Blower outside of building and rig for crane loading onto flatbed truck Load and transport Blower to Lamson Blowers, St. Peters Missouri II. Receiving and Installation of 800 HP Blower Provide shipping for return of blower Provide crane and unload blower and place on rollers Utilizing existing shop hoist, place blower back onto pad in building Reconnect suction/discharge lines Reconnect vibration sensors Costs All pricing is subject to the following Assumptions and Exclusions. WRH will complete the Scope of Work listed herein for the fixed -firm cost of $21,150.00 WRH, Inc. • PO Box 256, Amana, IA 52203 • 1648 T Avenue, South Amana, IA 52334 Office: 319-622-3816 • Fax: 319-622-6095 • www.wendlerinc.com • info@wendlerinc.com • Page 2 February 18, 2016 ASSUMPTIONS Blower weighs approximately 15,000 pounds Electrical lock-out/tagout will be done by others WRH has access to the shop hoist to remove and set the blower The City of Waterloo is responsible for costs associated with the repair of the blower Payment or Performance Bonds will not be required for this project EXCLUSIONS Touch up painting Start-up technician for any alignment and vibration analysis (if required) Coordination with Lampson blowers for pick-up and delivery If you have any questions, please give me a call at (319) 622-3816 Sincerely, WRH, INC. Howard Jones Project Manager HLJ/vp WRH, Inc. 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 Street $ 21,000.00 plus est. shipping costs of $ 0.00 Rear Differential & Axle Assembly - Loader A05 Department to expend to pay for or purchase This purchase or expenditure is being made because: Internal gear failure Vendor selected for this purchase: Murphy Tractor n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: OEM Only Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax n Sewer n Sanitation Bonds nFederal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 240,000.00 ✓ $ ,221,091.99 Ail4a61 Respectfully submitted, mod- i7-/6 snh� ' 42.464k0 K:\shared goodies\forms\Street Department - A05 Loader Rear Differential & Axle Replacement - August 2016.xls (Mar 2010) City Clerk Use Only Finance Committee )J Approval Date st( 1 f 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 $ 5,900.00 plus est. shipping costs of $ 2 - Traffic Signal Controllers - ASC/3-2100 including assessories to pay for or purchase This purchase or expenditure is being made because: Replace controllers damaged by lightning strikes at the intersections of Shaulis & 218 and 20 & 21 Ramps. // Vendor selected for this purchase: Traffic Control Corporation ❑ Bids or written quotes were taken on this purchase, as follows: Traffic Control Corporation Ames, Iowa $2,950.00 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: General Fund Bonds Road Use Tax Sewer Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1576 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ 31,400.00/ $ 25,760700 5‘716 / ✓ `4 /_J> vt 6"-14, leo (Signature Dept. ead or Designee) Da a (Signat re Finance Dept. Review) Date K:\shared goodies\forms\2016-August- Pre-Auth - TO - Traffic Control Corp - 2 controllers-218 & Shaulis - 20-21 ramps $5,900.00.xlsx (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ' 71 Approval Date �(✓ The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ NTE 2,800.00 plus est. shipping costs of $ to pay for or purchase 2 - 12" Solar top Beacons including signal heads This purchase or expenditure is being made because: Flashing beacons to be installed on W. 9th for lowering of speed limit before and after school. Vendor selected for this purchase: OMJC Signal Bids or written quotes were taken on this purchase, as follows: OMJC Signal Traffic Control Corporation Waterloo, IA Ankeny, IA NTE $2,800.00 $8,380.00 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 ri Bonds Road Use Tax Federal/other grants Sewer ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 415-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 113, 000.00 $ 87,807.00 g-/7-14, (Signature Dept. He: d or Designee) Date (Signatike Finance Dept. Review) Date K:\shared goodies\forms\2016-August- Pre-Auth - TO - Traffic Control Corp - 2 solar Beacons - OMJC - GO Bond NTE$2,800.00.xlsx (Mar 2010) Budget Amendment Descriptions for 8/22/2016 Finance Committee Meeting Agenda: 1. Approve the project budget for the FY17 Violence Against Women grant in the amount of $36,113, funded with a federal grant and city matching funds of $66,728, as submitted by the Police Department. 2. Approve the project budget amendment for police car repairs in the amount of $31,558.89, funded with insurance proceeds, as submitted by the Police Department. 3. Approve the project budget amendment for the Police K-9 Project, funded with donations, in the amount of $37,633, as submitted by the Police Department. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee �[/—if�� Approval Date Project Name (from page one) FY17 Vitt/4/C .loo✓4b6-4 ciei o.;L% Department No. project will be budgeted under 11 Activity No. project will be budgeted under 010 11 1150 REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3373 Fed Pass thru for Iowa 3111 Hotel Motel Tax 3377 EDA Grant 3720 Donations - Restricted Funded with property tax EXPENDITURES: 010 11 1100 (Each column should only include amounts by fund) Fund: DID Fund: 010 Fund: 1150 I too Fund: Total 36,113.00 36,113.00 66, 728.00 66, 728.00 TOTALS $ 36,113.00 $ 66,728.00 $ $ $ 102,841.00 1111 Salaries - Regular $ 36,113.00 $ 32,090.20 $ 68,203.20 1112 Salaries - Part Time 1121 FICA 1122 IPERS 1123 Disability 1131 Health 1114 Overtime 1130 Employee Benefits 34,637.80 34,637.80 OTALS $ 36,113.00 $ 66,728.00 $ 8/10 (Signature Dept. -ad) ate $ $ 102,841.00 y% /., (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet14\DART FY17 (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Police Grant - Federal Violence Against Women Captain Mohlis $ 36,113.00 1. How will this project be funded? A. Federal Grant Yes Grant Name No CFDA # 16.588 % Paid by federal grant B. State Grant Yes Grant Name C. City Match D. Other Entities Yes Name x No Pass through Dept. of Crime Victim Asst. Division Source of Funding No Property tax - $12,038.00 Grant Agreement Number VW-17-12-CJ % 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? Done None Yes No ❑ ❑X ❑ 0 ❑ El ❑ ❑X ❑ ❑X ❑ ❑X ❑x ❑ 6. Include a brief description of the project in the space below: (REQUIRED) This grant is a continuation of previous grant awards that will be applied towards funding the Waterloo Police Department Domestic Abuse Response Team (DART) program, providing salary & benefits for one full-time DART Investigator. The purpose of the grant is to provide immediate support, perpetrator accountability, and ongoing system advocacy for victims of domestic violence and their children. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet14\DART17 (Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mittee approval required? If so, date approved: /°/YES NO (c, 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 )61 / amendment for FYE submitted by the POLICE 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 FWAyhr Z 3o2s Insurance Reimb 13INS 11CAR, 010 11 1160 2117 Veh Reptrir 1 11INS 11CAF 31,558.90 0A4O-4-11tTO 31,55&06- 60 e3 89QU ovil a �-`,s''i. 0 rn/v 03 89c)o 362A r2 00, 0 b TOTAL $31,558.90 This amendment is being requested because: To conform with the City's budget line item control policy. 'lb rep p Gct-r 1.017 ? '75F 90 reed in F-I/(o /odd glsovok rhoni(-J ii/// ,Lac s+S• '.r.ststyn 5,.11 a ul) Prior Committee Actions (Dates): TOTAL $31,558.90 L/se, ins- ek_ha_ proceeds -la f cl-G,Lc . ar l cc-ick, = Ctr 1)o#- ready LcM117 F-t// / Fii 1 17j Cvver CaGcipmeA;t- )1 (Signat e De.. Hea..r 'esignee) t'77.0//h (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\csbudgetamendregform (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finanmittee approval required? YES NO '�/�/ If so, date approved- /�r�v 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 17 submitted by the POLICE 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 11 1160„3299ty VP-9 t0 Quo � �� P 12,000.00 010 11 1160 1528 WPD K-9 11 �Rd PDU`� 12,000.00 5CW ac_crn TOTAL $12,000.00 TOTAL $12,000.00 This amendment is being requested because: f, �/ / This is to conform with the City's budget line item control policy. d i 1 t .i VJf / AGO f� i p'lv( fj- -s- P a. /9efi<J /(9� eats hit a Vicjic662., e lv go •-1 = % 371, y3 Prior Committee Actions (Dates): OANPI. Q12.I s /7-/(0 O d �, GJ,c.c�Z�r rit $ (Signature Dept. r Designee) g12� r �du ate (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) Kiusers\shared goodies\forms\csbudgetamendregform (Apr 2003)