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Home My WebLink About05/09/2016FINANCE COMMITTEE May 9, 2016 5:10 PM Harold E. Getty Council Chambers Members Chairperson Ron Welper Vice Chairperson Pat Morrissey Bruce Jacobs Roll Call: Approval of Agenda Approval of Minutes of May 2, 2016, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Inv Savage; Sgt. Ludwig; P.O. Frein; P.O. Roberts Class/Meeting: Midwest Gang Investigators Association Conference (MGIA) Destination: Dubuque, IA Dates: May 15-18, 2016 Amount not to exceed: $800.00 2. Sgt. Greenlee & Sgt. Ludwig Class/Meeting: Precision Driving Instructor Re -certification School Destination. Newton, IA Dates: June 16, 2016 Amount not to exceed: $330.00 3. Mayor Hart & Michelle Weidner, CFO Class/Meeting: Meet with Moody's Investor Services Destination: Chicago, IL Dates. May 19-20, 2016 Amount not to exceed: $1,020.00 4. Michelle Weidner, CFO Class/Meeting: Iowa Governmental Roundtable Destination: Des Moines, IA Dates: May 17, 2016 Amount not to exceed: $320.00 5. Authorization for Public Works Department to dispose of retired equipment. 6. Refund request in the amount of $40.50 for garbage fees paid on a vacant property located at 1818 Huntington Rd. 7. Pre -Authorizations to Expend over $1,000.00 Building Maintenance Amount and Estimated S/H: $3,258.00 Expenditure: Replacement of existing toilet partitions and urinal screen - 2nd floor men's restroom at Five Sullivan Brothers Convention Center. Central Garage Amount and Estimated S/H: $1,218.00 Expenditure: Graphics for Fire Unit 330. Engineering Amount and Estimated S/H: $3,750.00 Expenditure: Replacement and installation of Wayfinding signage near the intersection of E. 4th St. and Sycamore St. Fire Department Amount and Estimated S/H: $2,079.00 Expenditure: Bi-annual cardio/pulmonary examinations. Fire Department Amount and Estimated S/H: $2,380.00 Expenditure: Annual support renewal for FIREHOUSE software. Police Amount and Estimated S/H: $1,995.00 + $15 S/H Expenditure: Stealth 3 Advanced GPS mapping tracker and yearly airtime subscription. Police Amount and Estimated S/H: $1,500.00 Expenditure: Ford Police Interceptor SUV K9 Insert. Police Amount and Estimated S/H: $3,650.00 + $50 S/H Expenditure: Additional surveillance cameras for the front of the Property Evidence building and attorney evidence viewing room. Street Department Amount and Estimated S/H: $3,217.50 + $490 S/H (Amendment to original ESTIMATED shipping and Handling) Expenditure: Replacement type II barricades and flashers. Traffic Operations Amount and Estimated S/H: $14,320.00 Expenditure: Versicam video detection cameras, cable and technical support. Traffic Operations Amount and Estimated S/H: $1,700.00 Expenditure: Pelco camera license for 17 cameras. Traffic Operations Amount and Estimated S/H: $3,270.00 Expenditure: Master controller with ethernet. BUDGET LINE ITEMS TO BE AMENDED 8. Approve the project budget for the Laserfiche Scanning Project funded with a MidAmerican Energy rebate received for replacing light fixtures in the amount of $13,146, to be used for scanning documents, as submitted by the Facilities maintenance Administrator. 9. Approve the budget amendment to add rebate revenue in the amount of $24,375 received from MidAmerican Energy for replacing light fixtures in the parking ramps to pay for additional ramp maintenance, as submitted by the Facilities Maintenance Administrator. BILLS PAYMENT 10. May 9, 2016 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 FY _2016 BUDGETED EXPENDED YTD tie 55''7 THIS REQUEST Et; `1= LEFT AFTER THIS REQUEST �✓r�U�uZ DATE RI., ¥ 2-640 Original - Clerk/Finance Cosy - Department NAME(S) AND POSITION(S): Inv. Savage Sgt. Ludwig P.O. Frein P.O. Roberts DATE 4/22/16 NAME OF CLASS / MEETING: Midwest Gang Investigators Association Conference (MGIA) DEPARTURE DATE: May 15th, 2016 DESTINATION Dubuque, Iowa DEPARTURE POINT IF NOT WATERLOO: Return Date: May 18th, 2016 DATE(S) OF MEETING: May 15th thru 18th, 2016 PURPOSE OF TRAVEL: Captain Leibold is requesting to send Inv. Savage, Sgt. Ludwig, P.O. Frein, and P.O. Roberts to the Midwest Gang Investigators Association Conference in Dubuque, Iowa, on May 15th thru 18th, 2016. All of the officers received a scholarship to attend the conference and the only cost to the city is the lodging and fuel. The conference will cover open source investigations, Interviewing techniques, Outlaw motorcycle gangs and Sovereign citizens. The guest speakers will be Jay Dobyns, retired Federal Agent and Robert Paudert, Retired Chief of police, West Memphis, Arkansas. Officers will need a city vehicle for this training. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $750.00 LODGING .00 Metro trans $.00 MEALS .00 Parking $.00 REGISTRATION .00 AIRFARE $50.00 MILEAGE/FUEL .00 Baggage fee TOTAL FOR ALL: $ 800.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 200.00 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 LD DEPARTMENT` HEAD MAYOR DATE DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 TRAVEL REQUEST CITY OF WATERLOO FY _2016_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 33c> ;_) 5'3-!(0 Copy - Department NAME(S) AND POSITION(S): Sgt. Greenlee & Sgt. Ludwig DATE 5/2/16 NAME OF CLASS / MEETING: Precision Driving Instructor Recertification School DEPARTURE DATE: June 16th, 2016 DESTINATION Newton, Iowa DEPARTURE POINT IF NOT WATERLOO: Return Date: June 16th, 2016 DATE(S) OF MEETING: June 16th, 2016 PURPOSE OF TRAVEL: Lt. McClelland is requesting authorization to send Sgt. Greenlee and Sgt. Ludwig to Precision Driving Instructor re- certification school in Newton, Iowa. Both Greenlee and Ludwig are current Driving Instructors and need to re- certify. A city vehicle will be needed for this travel/training. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: x CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $.00 LODGING .00 Metro trans $30.00 MEALS .00 Parking $250.00 REGISTRATION .00 AIRFARE $50.00 MILEAGE/FUEL .00 Baggage fee TOTAL FOR ALL: $ 330.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x YES NO REQUIRED CERTIFICATION TOTAL: $ 165.00 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 _0-4/1 DEPARTMENT HEAD MAYOR -2- Z•-l.� DATE DATE �c� `1I Z_d 11� TRAVEL REQUEST CITY,OF WATERLOO FINANCE DEPT. LINE ITEM USED FY BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010 03 8400 1346 NAME(S) AND POSITION(S): Michelle Weidner, CFO DATE: 5/4/2016 NAME OF CLASS / MEETING: -Iowa Governmental Roundtable DEPARTURE DATE: 5/17/2016 DESTINATION: Des Moines, IA DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: 5/17/2016 RETURN DATE: 5/17/2016 PURPOSE -OF TRAVEL: Continuing education for CPA license. Includes updates from Iowa Auditor of State, GASB staff, and new federal grant compliance requirements. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ 'METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 270.00 REGISTRATION 50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 320.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010 03 8400 1346 x GRANT REIMBURSABLE YES NO x YES NO TOTAL: $ 320.00 REQUIRED CERTIFICATION PER PERSON !:BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED rl/ 07) X7X0 1 25 v FY:20/0, BUDGETED /j3 S,O0 EXPENDED YTD 6 — THIS REQUEST /0,2') LEFT AFTER THIS REQUEST /023 ,s'r) DATE ,29/GI-y%-/(p Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Quentin Hart, Mayor Michelle Weidner, CFO DATE: May 19 & 20, 2016 NAME OF CLASS / MEETING: Meet with Moody's Investor Services DEPARTURE DATE: 5/19/16 PURPOSE OF TRAVEL: Meet with Moody's Investor Services. DESTINATION Chicago, IL DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: RETURN DATE: 5/20/16 5/20/16 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo ESTIMATE OF COST: 4110 7Ci11 80 each LODGING MEALS 50 REGISTRATION 150 MILEAGE/FUEL 50 TOTAL FOR ALL: $ /0,;4 /1 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 41f03-8980-1750 YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ -/D PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 CITY OF WATERLOO Committee Communication FINANCE Committee Meeting: May 9, 2016 Prepared: May 4. 2016 Dept. Head Signature:'^``'' # of Attachments: SUBJECT: Equipment Disposal Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Approval Summary Statement: Request authorization to dispose of retired equipment Expenditure Required: None Source of Funds: N/A Policy Issue: N/A Alternative: N/A Background Information: Request authorization to dispose of two line painting machines which have been replaced. 05 Lazerliner 174M01 05 Lazerliner 174M02 05 Lazerliner 174M03 CITY OF WATERLOO Committee Communication Finance Committee Meeting: 05/09/2016 Prepared: Nancy Higbv Dept. Head Signature: Suzy Schares # of Attachments: SUBJECT: Refunds Submitted by: Suzy Schares, City Clerk Recommended Committee Action: Approval of the following refunds: Justin Furland, 1818 Huntington Rd, Waterloo, is requesting a refund of $40.50 for garbage fees paid on a vacant property for the billing periods of 2/26/15. Summary Statement: Water consumption for this period of time was verified to be '0' cubic feet, qualifying this property as vacant. Expenditure Required: As indicated above Source of Funds: Policy Issue: None GARBAGE REFUND 525-15-5400-1785 Alternative: Not give the reimbursement. Background Information: Recommendation for reimbursements are only made after Waterloo Water Works, Sanitation, and Waste Management Services have been contacted to verify the information given by the individual. 111e:NK:ACLERKDAT,Council&FinanceCommunications\ CounciIConnunicationstoCouncit&OFinanceA2015\FinanceCommuni cat ion\O3O915. _arbaaz. retimd.doc Nancy Higby From: Justin Furland <justin.furland@gmail.com> Sent: Monday, May 02, 2016 12:02 PM To: Nancy Higby Subject: 1818 Huntington Rd Refund Request Hello Nancy, I hereby request a refund in the amount of $40.50 for billing of my vacant property, 1818 Huntington Rd, Waterloo IA 50707 for the Billing Ending 2-26-15 for Water and Garbage Pickup. The property in question was vacant from 11-2014 until we sold the property in July of 2015. We were billed an excess of $40.50 and when we questioned the transaction, billing had already been initiated for the property. Please refund a check to our new billing address, 4042 Jodi Dr, Waterloo 50701. Sincerely, Justin Furland 319-464-2101 i Account No 09 80 Customer FURLAND Address 1818 5=Payments ? Billing Consu Date 7/15/15 5/28/15 2/26/15 _ 12/01/14 8/28/14 5/29/14 UUG6DFR DISPLAY Display Account History 2390 65317 Billing Date JUSTIN Ph 464-2101 Activity F HUNTINGTON RD WATERLOO Water Payment 1 21.91- 0 24.72- 0 24.72- 17 37.06- 37 70.86- 11 25.71- Sewer Payment 28.50- 37.50- 37.50- 41.45- 41.45- 39.48- Garbage Payment 40.50- 42.53- 42.53- 40.50- STORM Payment 5.50- 4/28/16 14:48:21 Total St Cnd Payment 55.91- P 8.25- 70.47- P 8.25- 110.97- P 8.66- 129.70- P RT 8.66- 163.50- P L 8.25- 113.94- P 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 44 FP OHS H pa a W U z w VENDOR # TEMP riA w0 H W P4 a z 0 ry d- 0 G/L DISTRIBUTION 525-15-5400-1785 • • • DESCRIPTION Reimbursement of garbage fees paid on a vacant property: 1818 Huntington Rc for billing period 2/26/15 AMOUNT 0 in 0 v; INVOICE NO. INVOICE DATE] • • N • N s,} df k K x \st<xy 0 0 SPECIAL INSTRUCTIONS: APPROVED BY SUBMITTED BY City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 11/ The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Bldg Maint Department to expend $ 3,258.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Replacement of existing toilet partitions and urinal screen - 2nd floor Mens restroom at Five Sullivan Brothers Convention Center Vendor selected for this purchase: Failor Hurley E Bids or written quotes were taken on this purchase, as follows: Failor Hurley - $ 3,258.00 (only bid received) 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 n Road Use Tax n Sewer n Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 415-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, `,0g - RD �fju.r�'u 1.i1_ (d,t e �t'.r A-. (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) $ to 57 X)L) 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 Central Garage Department to expend $ 1,218.00 lotus est. shipping costs of $ 0.00 to pay for or purchase Graphics for Fire unit 330 This purchase or expenditure is being made because: Fire Dept graphics Vendor selected for this purchase: Signs by Tomorrow ❑X Bids or writtenquotes were taken on this purchase, as follows: Bids were attempted. Signs by tomorrow: $1218.00 Goings Graphics: No Bid I 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: General Fund 0 :' Road Use Tax n Sewer n Sanitation 1 Bonds .Federattother grants l I Other (specify) This expenditure is :to. be coded to the following budget line -item: 415-12-1400-2117 (Fund -Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 70,000.00 7 and the current available balance is $ 27,540.42 Respectf submitted, K:\shared goodies\forms\Central Garage - Emergency Vehicle Graphics - Fire 330 - May 2016.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date /61/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 Engineering Department to expend $ 3,750.00 plus est. shipping costs of $ 0.00 to pay for or purchase Replacement and installation of Wayfinding signage near the intersection of E. 4th St. and Sycamore St. This purchase or expenditure is being made because: The sign was hit and destroyed and must be replaced by City per Federal -Aid Agreement Vendor selected for this purchase: Signs&Designs Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Due to complex graphics, the original manufacturer, Signs&Designs needs to be contracted for this complicated work. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds n Road Use Tax Federal/other grants Sewer 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 Respec itte (Signa Sanitation (Project Code) $ a3'i' $ 8yo41 yig- //� 7( /, /� or Designe Date (Snature Finance Dept. Review) Date K:\shared goodies\forms\Wayfinding Pre -Authorization (Mar 2010) SIGNS & DESIGNSI Visit us in the Industrial Park 5600 Nordic Drive Cedar Falls, Iowa 50613 319-277-8829 Fax: 319-268-2298 YOU SHOULD SEEEEE OUR WEBSITE: www.t eSig n Peo pi e.net City of Waterloo 715 Mulberry St. Waterloo, IA 70703 Phone: 319-291-4366 Fax: 319-291-4262 Quotation 516.18 Page: 1 For quotes over $500, a50%deposit is required to place order, remainder is due 30 days after completion. In the event of delinquent payments, the client will be charged 1.5% interest for every month afterthe first 30 days. Client agrees to pay all collection costs in the event of default of payment Good Thru Payment Terms Sales Rep 6/3/16 Net 30 Days Dave Quantity Description Unit Price Extension 1.00 5'x 4',10"' Wayfinding sign. Aluminum tube frame. with 080 aluminum faces. High Intens. reflective with print on main face. Non Reflective print on back. Fabricate and weld frame. Includes take down of damaged sign and install of new sign. sign was hit and damaged ---pole is okay. 3,750.00 3,750.00 I accept above Signature: Printed name• prices and terms, and give authorization to proceed: Subtotal Sales Tax Total 3,750.00 3,750.00 Date: 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 WFR Department to expend $ 2,079.00 plus est. shipping costs of $ N/A to pay for or purchase Bi-Annual Cardio/Pulmonary Examinations This purchase or expenditure is being made because: These respiratory physicals are a contractual obligation. Article XXIII-Health and Safety Section 23.02 Vendor selected for this purchase: Allen Occupational Health ❑x Bids or written quotes were taken on this purchase, as follows: There is a City wide contract with Allen Occupational Health for all medical services for City employees. ❑ 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: 010-12-1400-1314 (Health Services) (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectful (Project Code) $ 12,500.00 6 o00�/2100 $ 1,318.92+ $5,600 transferz69/3:J� 2! Gj t rti/_ •f- -/6" (Signature Dept. Head or Designed) Date (Signature Finance Dept. Review) Date Sent over 042116. City Clerk Use Only Finance Committee ��/ Approval Date / (o 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 WFR Department to expend $ 2,380.00 plus est. shipping costs of $ N/A to pay for or purchase Annual Support Renewal for our FIREHOUSE Software. This purchase or expenditure is being made because: This annual update runs from 05/01/16 to 05/01/17. Vendor selected for this purchase: Xerox Government Systems, LLC. ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: This is support for existing software we use to record calls made by ambulances and fire trucks. 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 ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is RTrltte f ?1-16 (Sign ture Dept. ead or Designee) Date (Signature Finance Dept. Review) $ (Project Code) 3 co o e-, r 700: .3 cyv too 1744.50 + 700 transfer r 44, Date Sent over 042116. 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 Police $ 1,995.00 plus est. shipping costs of $ 15.00 Department to expend to pay for or purchase Stealth 3 Advanced GPS mapping tracker and yearly airtime subscription This purchase or expenditure is being made because: this is a replacement/ update to an existing system used by the unvestigations unit Vendor selected for this purchase: CovertTrack Group Inc. ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: This is a renwal and update to and existing tracking system used by the Waterloo Police Department. 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) WPD Forfeiture funds This expenditure is to be coded to the following budget line -item: 010-11-1150-1512 11TRIWPDF (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 4/ W,,8'_ $ `j,ceSO y(2,1 (rb 74.601.0-1� 5 34! , (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date V611) b 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 $ 1,500.00 plus est. shipping costs of $ 0.00 to pay for or purchase Ford Police Interceptor SUV K9 Insert This purchase or expenditure is being made because: equpment needed to change a K9 vehicle from the older style squad car to a Police Ford SUV Vendor selected for this purchase: Jordam, Minnesota Police Department n Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: This equipment is brand new in the box but the Jordan Police Department no longer has a K9 unit and does not need it. Purchasing it from Jordan P.D saves us $500.00 plus shipping coast 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 Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 414-11-1100-2120 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ C PT • h- Gf 51ll4 '2'40 .11/4 _ /.eJ /z 3 l� (Signature Dept. Head or esignee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date �/ 1 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 $ 3,650.00 plus est. shipping costs of $ 50.00 to pay for or purchase additional surveillance cameras for the front of the Property Evidence building and attorney evidence veiwing room This purchase or expenditure is being made because: expand surveillance security coverage of the exterior of the building and the evidence veiwing room Vendor selected for this purchase: RC Systems ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: this purchase is an addition to the existing system which we currently have thgroughout the Police Department and the Property Evidence building 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 n Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 415-1100-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully su rrit ed, (Project Code) $ .cif, /14 (Signature Dept. Heac,ignee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 5 //j / I The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ 3,217.50 plus est. shipping costs of $ 490.00 to pay for or purchase Replacement type,11 barricades and flashers ( 1L h ci n r -4, Uri STIN\A-V t Dhhipr; c, hint iIr10) This purchase or expenditure is being made because: Replinishment.of construction barricades Vendor selected for this purchase: Traffic Safety Warehouse Bids or written quotes were taken on this purchase, as follows: Traffic Safety Warehouse - $56.95 each Iowa Prison Industries - $67.00 each Newman Signs - $64.00 each n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Approved 5/2/16 - Increase shipping to $490. Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund n Road Use Tax n Sewer n Sanitation piBonds I I Federal/other grants n Other (specify) This expenditure:is tobe-.coded .toahe following budget line -item: 266-19-7100-1577 (Fund Department -;Activity - Account Number) (Project Code) in which the budgetedamount is $ 10,500.00 ✓ and the current available balance is Respectfully s I.miffed, $ K:\shared goodies\forms\Street Department,- Barricade and Flasher Replacement2 - April 2016.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 Street Department to expend $ 3,217.00 plus est. shipping costs of $ 175.00 to pay for or purchase Replacement type it .barricades and flashers This purchase or expenditure is being made because: Replinishment of construction barricades Vendor selected for this purchase: Traffic Safety Warehouse ❑X Bids or written quotes were taken on this purchase, as follows: Traffic Safety Warehouse - $56.95 each Iowa Prison Industries - $67.00 each Newman Signs— $64.00 each ❑ 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 ❑X ❑ Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants Other (specify) This expenditure,is to be coded to the following budget line -item: 266-19-7100-1577 (Fund --Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfu submitted, K:\shared goodies\forms\Street Department -Barricade and Flasher Replacement - April 2016.xls (Mar 2010) $ 10,500.00 '"- $ `ta�28 zs ✓ 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 Traffic Operations Department to expend $ 14,320.00 plus est. shipping costs of $ to pay for or purchase Versicam Video Detection Cameras, cable and technical support. This purchase or expenditure is being made because: Replace defective loops at Broadway and Cedar Bend. Vendor selected for this purchase: Mobotrex n Bids or written quotes were taken on this purchase, as follows: Mobotrex Davenport, IA $14,320.00 Traffic Control Corporation Ankeny, IA $37,500.00 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: General Fund Bonds ❑X 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, a91A& gn9ture Dept. Head ter Designee) Sanitation (Project Code) �i ✓ % ,t/.M, /,,)scut 54-1L (SignaturFinance Dept. Review) ' .Date K:\shared goodies\forms\2016-May- Pre-Auth - TO - Mobotrex-Versicam Video Det. Cameras -Broadway - Cedar Bend- RUT - $14,320.00.xlsx (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 7 A/j ie The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,700.00 plus est. shipping costs of $ to pay for or purchase Pelco Camera License for 17 Cameras This purchase or expenditure is being made because: This is a one time charge for the camera license. Vendor selected for this purchase: RC Systems n Bids or written quotes were taken on this purchase, as follows: RC Systems Waterloo, IA $1,700.00 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 n Road Use Tax Sewer Bonds nFederal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1576 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is R-spectfully submitted, $ $ S a3v /3` X46t.Lite___ Li - (Signature Dep Head or Designee) D.te (Signature Finance Dept. Review) Date K:\shared goodies,\forrns12016-April- Pre-auth-RC Systems - 17 - Camera Licenses - 1576 - $1,700..xlsx (Mar 2010) City Clerk Use Only Finance Committee Approval Date `0�I° ll to 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 $ 3,270.00 plus est. shipping costs of $ to pay for or purchase Master Controller with Ethernet This purchase or expenditure is being made because: Allowing controllers at intersections to "talk" with equipment in control center Vendor selected for this purchase: Mobotrex n Bids or written quotes were taken on this purchase, as follows: Mobotrex Davenport, IA $3,270.00 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 El Road Use Tax ❑ Sewer Sanitation n Bonds ❑ 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 ectfully submitted, me e) D to (Signature Finance Dept. Review) Date Signature Dept. Hea r Designe (Project Code) $ 477zfvD- $ K:\shared goodies\forMs\20.46tApdt- Pre-Auth - TO - Mobotrex -Master Controller with Ethernet - RUT - $3,270.00.xlsx (Mar 2010) Budget Amendment Descriptions for 5/9/2016 Finance Committee Meeting Agenda: 1. Approve the project budget for the Laserfiche Scanning Project funded with a MidAmerican Energy rebates received for replacing light fixtures in the amount of $13,146 to be used for scanning documents, as submitted by the Facilities Maintenance administrator. 2. Approve the budget amendment to add rebate revenue in the amount of $24,375 received from MidAmerican Energy for replacing light fixtures in the parking ramps to pay for additional ramp maintenance, as submitted by the Facilities Maintenance Administrator. 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- NON -CONSTRUCTION PAGE TWO Project Name (from page one) Laserfiche Scanning Project Fy16 Department No. project will be budgeted under 22 Activity No. project will be budgeted under 8820 REVENUES: City Clerk Use Only Finance Committee Approval Date 571.4s- To be assign Project No. Subproject (Each column should only include amounts by fund) 'f Fund: �i Fund: Fund: Fund: 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 3722 Mid American Rebate i 3, (—297896788-" EXPENDITURES: Total TOTALS $ _2D,.0.00 9" $ - $ $ $ 1111 Salaries - Regular 1112 Salaries - Part Time M3 t-(ip-29Te66'00 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services TOTALS$--909 06 $ nature Dept. t Head) Date $ - $ .04, t 1 > (1Lu.1cr.4 (Si ature Finance Dept. Review) 5— - 24.. G, Date K:\shared goodies\forms\Laserfiche Project Budget Worksheet.xls\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Laserfiche Scanning Project Fy16 Craig Clark $ 20,000.08-/3 /g? 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes Grant Name C. City Match D. Other Entities Yes x No Name No Source of Funding MidAmerican Rebate To be assigned by the Finance Dept. Project No. 22PAC Subproject No. LASER16'. % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) Scanning documents for Building, P&Z, Engineering. Done None ❑ 0 Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 0 ❑ ❑ El El ❑ 0 /0% Page 2 must be attached and signed. K:\shared goodies \forms\Laserfiche Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT, ONLY Finance 9ommittee approval required? YES NO / If so, date approved: ��(/ y. 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 2016 submitted by the Building Maintenance 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 010-22-7930-3722 Rebates 24,375.00 010-22-7930-1390 Cont Services 24,375.00 TOTAL This amendment is being requested because: $24,375.00 TOTAL $24,375.00 Prior Committee Actions (Dates): (Signature Dept. Head or Designee) S 3 -I t��fe. /11tu\- S3 i6 Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment Request Form.xis (Apr 2003)