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03/14/2016
FINANCE COMMITTEE March 14, 2016 5:10 PM Harold E. Getty Council Chambers Members Chairperson Ron Welper Vice Chairperson David Jones Bruce Jacobs Roll Call: Approval of Agenda Approval of Minutes of March 7, 2016, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Pat Treloar, Chief of Fire Services Class/Meeting: Managing Disciplinary Challenge in the Fire Service Destination: Hanover Park, IL Dates: May 3-5, 2016 Amount not to exceed: $650.00 2. Scott Strader, Combination Inspector Class/Meeting: Commercial Plumbing Inspector Exam Destination: Coralvflle, IA Dates: Available Dates: Amount not to exceed: $199.00 April 18, 19, 21 and 25, 2016 3. Pat Treloar, Chief of Fire Services Class/Meeting: Professional Development Seminar Destination: Ames, IA Dates: April 5-6, 2016 Amount not to exceed: $195.00 4. Tina Schellhorn, Electrical Foreman; Matt Vlasak,Signal Tech Foreman; Craig IImtzman, Signal Tech II; Roger Wooden, Electrician; Kelby Haynes, Electrician; Nate Alderman, Electrician Class/Meeting: Standard Method Service Calculations Destination: Waterloo, IA Dates: April 14, 2016 Amount not to exceed: $720.00 5. Sgt. Hoelscher and P.O. Rulapaugh Class/Meeting: Transport of Bomb Squad Supplies Destination: Marion, AR Dates: March 21-23, 2016 Amount not to exceed: $516.00 6. John Hyrrrn - ICT Tech; Kevin Kuenstling - ICT Tech Page 1 of 67 Class/Meeting: CEU Code Class -Standard Method Service Calculations 2014- 058-13 Destination: Waterloo, IA Dates:April 14, 2016 Amount not to exceed: $240.00 7. Keith Kaspari, Director of Aviation (AMENDED) Class/Meeting: Cedar Valley Coalition - 2016 Destination: Washington, D.C. Dates: February 22-25, Amount not to exceed: $1,682.67 2016 8. Pre -Authorizations to Expend over 81,000.00 Building Amount and Estimated S/H: $4,524.00 Expenditure: Spring & fall cleanup; monthly maintenance for Waterloo Public Library. Central Garage Amount and Estimated S/H: $8,696.65 + $75 S/H Expenditure: Emergency lighting - #331. Central Garage Amount and Estimated S/H: $1,377.99 Expenditure: Emergency lighting - #334. Fire Department Amount and Estimated S/H: NTE $4,500.00 Expenditure: State Fire Fighter lI Certification. Leisure Services Amount and Estimated S/H: $2,799.00 Expenditure: Miscellaneous sporting equipment. Leisure Services Amount and Estimated S/H: $5,570.00 Expenditure: Replace concrete at Iry Warren Golf Pro shop. Leisure Services Amount and Estimated S/H: $4,420.00 Expenditure: One Ryan Jr. Sod Cutter. Leisure Services Amount and Estimated S/H: $2,525.69 Expenditure: An ID system including software, printer, mag strip capability, backdrop, webcam and start up cards. Leisure Services Amount and Estimated S/H: $1,900.00 Page 2 of 67 Expenditure: New foul poles for Danes Baseball Complex Diamonds #1 and #2. Leisure Services Amount and Estimated S/H: $110.00 per unit. Expenditure: Portable handicap accessible restrooms to be placed in various parks. Leisure Services Amount and Estimated S/H: $2,400.00 Expenditure: Replace concrete at Gates Golf maintenance shed. Leisure Services Amount and Estimated S/H: $22,915.00 Expenditure: Replacement of sideline and outfield fencing at diamonds #1 & #2 at Danes Baseball Complex. Police Amount and Estimated S/H: $4,565.72 Expenditure: Professional liability insurance for the Tri-county Drug Task Force. Sanitation Amount and Estimated S/H: $1,034.40 Expenditure: GPS hosting service. Street Department Amount and Estimated S/H: $2,647.98 Expenditure: Emergency lighting bars for Street trucks 191601 and 191602. Traffic Operations Amount and Estimated S/H: $8,399.72 + $225 S/H Expenditure: Thermoplastic left and right arrows - 5 tubes of sealers. Traffic Operations Amount and Estimated S/H: $17,492.21 Expenditure: Replacement of line painting equipment. BUDGET LINE TI'EMS TO BE AMENDED 9. Approve the project budget amendment to use forfeiture funds received to fund Tri-County expenses in the amount of $40,000, as submitted by the Police Department. 10. Approve the budget amendment to use contingency funds to pay for Mediacom cable and Wifi service for Ridgeway Towers for the balance of FY2016 in the amount of $26,000, as submitted by the Housing Authority. BJT IS PAYMENT 11. March 14, 2016 Page 3 of 67 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 4 of 67 Sent over 030216 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Pat Treloar, Chief of Fire Services DATE: FINANCE DEPT. STAFF ONLY LINE ITEM USED 0/0 0, /'/ O lJ'/ & Fy,20Itf BUDGETED 7060 EXPENDED YTD 3///4 7 THIS REQUEST �76v4 LEFT AFTER THIS REQUEST Sad 2 81- DPTC 21 "rj(- March 2, 2016 NAME OF CLASS / MEETING: Managing Disciplinary Challenge in the Fire Service DESTINATION: Hanover Park, IL. DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 3, 2016 PURPOSE OF TRAVEL: RETURN DATE: May 5, 2016 DATE(S) OF MEETING: May 4-5, 2016 Two day course to look at strategic steps that fire service leaders need to consider when addressing disciplinary issues. Due process, Weingarten, Garrity and firefighter bill of rights laws are thoroughly covered. 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 TAXI $50.00 MEALS PARKING $250.00 REGISTRATION AIRFARE $50.00 MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ $650.00 BUDGET LINE ITEM: 010-12-1400-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ $650.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF W4l1 R DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE Managing Disciplinary Challenges in the Fire Service - Chicago, Il - May 4, 2016 - EZreg... Page 1 of 4 IlEaregtster. Event Registration and Ticketing Made Easy Questions? Contact The Host Managing Disciplinary Challenges in the Fire Service - Chicago, II Register Now Event Starts: Wednesday May 4, 2016 @ 8:00am Event Ends: Thursday May 5, 2016 @ 5:00pm Timezone US/Pacific Add to your calendar: Outlook I G000le 1 Yahoo I ICaI Location: Hanover Park Fire Department 6850 Barrington Road Hanover Park, IL 60133 US Hanover Park Fire Department Headquarters Presented by: Curt Varone - Fire Law Curt Varone has over 40 years of experience in the fire service. He Managing Disciplinary Challenges in the Fire Service This 2-day program is intended for chiefs and fire officers who may have to investigate misconduct by firefighters, as well as union representatives who may need to advise members during an internal investigation. The program looks at the causes for disciplinary problems and explains proven methods for conducting a fair and impartial investigation. Attendees will learn how to organize and conduct an Investigation, interview witnesses and preserve evidence, and find the truth while respecting the honorable service that firefighters provide. The course will also look at strategic steps that fire service leaders need to consider when addressing disciplinary issues. Due process, Weingarten, Garrity and firefighter bill of rights laws are thoroughly covered. The program uses numerous case studies pulled from today's headlines. Instructor: Curt Varone, JD, EFO Course Location: Hanover Park Flre Department 6850 Barrington Road Hanover Park, IL 60133 Price: $295.00 per person. Earlybird Special: $250.00 for Online Registrations submitted prior to Apr11 1, 2016 SAVE $45.00111! The Earlybird pricing is for Online Registrations only) If paying by check, PO, or offline credit card registrations, the price is $295 per person. To register offline, email curtvarone@gmail.com. INSTRUCTOR Curt Varone has over 40 years of experience in the fire service. He served twenty-nine years with the Providence, Rhode Island, Fire Department, retiring as a Deputy Assistant Chief (shift -commander). He has been a practicing attorney for thirty years licensed in both Rhode Island and Maine. He previously served as the Director of the Public Fire Protection Division at the National Fire Protection Association. Curt has written two books, Legal Considerations for Fire and Emergency Services, and Fire Officer's Legal Handbook. He is a contributing editor for Firehouse Magazine writing the Fire Law column and remains active as a deputy chief with the Exeter (RI) Fire Department. Course objectives: Attendees will be able to: • Identify the role that fire service culture plays in misconduct • Identify the ten disciplinary problem areas • Define professional standards and explain the difference between the professional standards philosophy and traditional internal affairs • Define due process and explain the difference between procedural and substantive due process • Identify the 7 essential components of procedural due process • Distinguish between pre- and post -deprivation processes, and explain the role of a Loudermill hearing in complying with due process • Identify the six steps to an ideal professional standards system • Identify the five steps in the investigation process • Explain how to organize an investigation and Identify the options for referring an investigation internally and externally • Conduct an interview of witnesses, including the complainant, civilian witnesses, non - accused employees and accused employees http://ezregister.com/events/15284/ 3/2/2016 Managing Disciplinary Challenges in the Fire Service - Chicago, Il - May 4, 2016 - EZreg... Page 2 of 4 served twenty-nine years with the Providence, Rhod Si Eve Department, retin g as a Deputy Assistant Chief (shift - commander). He has been a practicing attomey for thirty years licensed in both Rhode Island and Maine. He previously served as the Director of the Public Fire Protection Division at the National Fire Protection Association. Curt has written two books, Lega/ Considerations for Fire and Emergency Services, and Fire Officer's Legal Handbook. He is a contributing editor for Firehouse Magazine writing the Fire Law column and remains active as a deputy chief with the Exeter (RI) Fire Department. See All Events Visit Website Send a Message • Explain how to document and seize evidence, when to seek expert assistance, how to t RegistrdM@iciaafdoifikLRlh¢I 466, dgjv tf pl�yg#jlorrOlnofitMs netquirements, and best practices for investigative ph phy • Explain basic search and seizure principles that apply to administrative investigations • Explain when employee drug testing is allowed and identify best practices for avoiding challenges to drug tests -• Explain how to conduct a photo or live lineup and the legal challenges that often arise from lineups • Explain the Weingarten rule, identify when it applies, and explain the best practices for investigators to respect it • Explain Garrity immunity, identify when It applies, and explain the best practices that investigators need to follow • Define the "Code of Silence" and explain how best to handle it when it arises • Define and distinguish complaints, charges, adjudications, and appeals • Explain the common burdens of proof, and the requirements for just cause • Explain how to appeal -proof a written ruling on discipline • Explain the role of a disciplinary matrix and an administrative insight • Identify when last chance agreements are appropriate • Explain the best practices for an early intervention program Attendees will receive a comprehensive manual and course certificate from Fire Service Legal Training Institute, Inc. Managing Disciplinary Challenges In the Fire Service Outline 1. Introduction 8:30-12:00 noon • Introduction • Fire and emergency service culture • Professional standards philosophy • Exercise: Shifting the Bell -Curve 2. Due Process 1:00 to 2:30pm • Introduction to due process • Due process: procedural and substantive • 3 big questions: whether, how much, when • Substantive due process • Vague or ambiguous rules 3. Process of handling a complaint 2:45 to 3:45pm • 6 steps to implement the ideal professional standards system • 5 steps in the investigation process • Complaints and sources of complaints • Acceptance of complaints • Preliminary Investigation • Special reports 4. Investigation Process 4:00 to 5:00pm • Investigative responsibility • Internal & external referrals • Initiation of the investigation • Responsibility and tracking • Notice to complainant and accused • Investigation due dates and extensions • Organizing the investigation • Case folder Day 2 5. Evidence Use and Control 8:00am to 9:30 am • Introduction • Still Photographic Evidence • Use of Video • Medical evidence • Scene Diagram http://ezregister.com/events/15284/ 3/2/2016 Managing Disciplinary Challenges in the Fire Service - Chicago, I1- May 4, 2016 - EZreg... Page 3 of 4 • Communications records register. Eve It RegietrSgem'ohot8 ail[8Ithg t9S1112tyd Questions? Contact The Host • Use of polygraph or voice stress e ection • Chemical testing, photo & physical lineups 6. Interviewing the Complainant & Witnesses 9.45 to 10:45am • Identifying potential witness • Planning the interview process • Research each witness to be interviewed • Order of the Interviews • Scheduling interviews • Representation during interviews • General interview techniques • Complainant interviews • Interviews with non -accused employees • Handling interview problems 7. Interviewing the Accused 11:00 to 12:00 pm • Introduction to Garrity • Interviewing The Accused Employee • Notice to the Accused • Admonishments • Strategic considerations • Sealing the Record 8. Drafting the final report 1:00 pm to 2:00 pm • Organizing the report • Objectivity and exculpatory evidence • Additional Thoughts on the Report 9. Adjudication 2:00 pm to 4:00pm • Introduction to adjudication • Role of Investigators in the Adjudication Process • Burden of Proof • Just Cause • Disciplinary systems • Written decisions • Corrective Actions • Determining the Appropriate Corrective Action • Sample Administrative Insight • Appeals • Last Chance Agreements • Resignations and Retirements 10. Early Identification Programs: 4:00 to 5:oopm • Introduction • Criteria for Early Identification • Program Responsibility • Reporting Formats • Supervisory Responsibility • Use of the Early Identification Information • Intoxicated employees • IAFC Zero Tolerance Policy • Summary Price: $295.00 Earlybird Special: $245.00 for Online Registrations submitted prior to April 1, 2016 SAVE $45.00!!!I HOTEL Holiday Inn Express & Suites Roselle (Corporate — ID# 100817 - $89 Single) 1490 W. Lake Street Roselle, IL 60172 http://ezregister.com/events/15284/ 3/2/2016 Managing Disciplinary Challenges in the Fire Service - Chicago, I1- May 4, 2016 - EZreg Page 4 of 4 LE3reglister. Eve t Registration and Ticketing Made Easy 630-351-0101 Questions? Contact The Host Residence Inn - Chicago Bloomingdale 295 Knollwood Drive Bloomingdale, IL 60108 630.893.9200 AIRPORT INFORMATION The closest airports to the training site are Chicago International Airport (30 minutes) or Chicago Miday International (45 min.). For additional information please contact: Curt Varone: curtvarone@gmail.com Cancellation and Refund Policy We all know that sometimes plans must change. If you find you can no longer attend a program, please contact me at curtvarone@gmail.com. Among the options are: • transferring your registration to a colleague • setting up a credit for a future program • providing a full or partial refund If you are seeking a refund, provided you notify me at least 30 clays prior to a scheduled event, a full refund will be provided. If notice is provided less than 30 days prior to the event, you will receive a refund of 50%, unless notice is provided less than 10 days prior to an event, in which case a refund will not be provided. However, in the event that a class is sold out and your seat has been re -filled, a full refund will be provided. Remember - if you cannot attend you can always transfer your registration to a colleague or set up a credit for a future class. Just notify me before hand. No show = no refund or credit. Please note that any training program may be cancelled due to insufficient enrollment at least 20 calendar days in advance of the scheduled course date. In the event of a cancellation, notice will be provided with the option to reschedule for a future course date or to receive a full refund of registration fees. I am not responsible for any expenses incurred by the registrant if a training course is cancelled. If you are considering booking non- refundable flights feel free to email me at curtvarone©gmail.com to confirm that enrollment Is sufficient. If a training class is cancelled due to any unforeseen circumstances such as weather or natural disaster, the customer is entitled to reschedule for a future training course. Register Now Powered by: $register. EZregister offers easy and affordable solutions for online event registration and ticketing. Visit our websIte to learn more about our online event registration and ticketing software. flick tar Review http://ezregister.com/events/15284/ 3/2/2016 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY am 5/vr) /3'Ho a%e)/l r2%7,} 3-5 -/!v Co •y - Department NAME(S) AND POSITION(S): Scott Strader, Combination Inspector DATE: 3-3-2016 NAME OF CLASS / MEETING: Commerical Plumbing Inspector Exam DEPARTURE DATE: April 18, 19, 21,25 (available dates) PURPOSE OF TRAVEL/TRAINING Certification Exam DESTINATION Coralville, Iowa DEPARTURE POINT IF NOT WATERLOO RETURN DATE: April 18, 19, 21,25 (available dates) DATE(S) OF MEETING: April 18, 19, 21,25 (available dates) WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: LODGING MEALS 199.00 (exam) REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 199.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-22-5100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 199.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO NT DEPART HEAD DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE Sent over 030216 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Pat Treloar, Chief of Fire Services DATE: FINANCE DEPT. LINE ITEM USED FYaO /6 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST T` STAFF ONLY 0/0 /:( /4/00 /3 6. 700U — .3/47 Il- 1 9s�`%' 3 !v March 3, 2016 NAME OF CLASS / MEETING: Professional Development Seminar DESTINATION: Ames, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April5, 2016 RETURN DATE: April 6, 2016 DATE(S) OF MEETING: April 5-6, 2016 PURPOSE OF TRAVEL: Attend 20161APC Spring Conference. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $/00.00 LODGING $25.00 MEALS $70 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ $195.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-12-1400-1346 x GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ $195.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS N SSARY AND BENEFIC A PTO THE CITY WATE DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR 3/`�1Ib DATE DATE ezor- Fire Service Training Bureau 1015 Haber Road Ames, IA 50011-3104 Voice: 888-469-2374 Fax: 800-722-7350 TO: IAPFC Members FROM: Randy Novak, Bureau Chief Fire Service Training Bureau SUBJ: Spring 2016 IAPFC Conference DATE: March 1, 2016 Enclosed are several items for the Spring 2016 IAPFC Conference: • Professional Development: The announcement for the 2016 IAPFC Professional Development Seminar is attached. This seminar is open to all fire chiefs and their officers. Registration for the Seminar is separate from the IAPFC Spring Conference. • Agenda: If you have topics for the Multi -Topic discussion, you can bring those with you, or send them to Chief John Schilling (at: lohn.schilling(acedarfalls.com ). • Room reservation form — if you want a room at the Country but & Suites, fax the completed form to me at 800-722-7350. I will need lodging information by March 25th in order to guarantee the $79.00/night (plus tax) room rate. I will be releasing any rooms in our block that are not reserved by that date! • Remember, all participants at the conference must register. For your convenience, the Fire Service Training Bureau can charge your registration ($20.00) to your Visa, MasterCard, or Discover, or we can bill your registration to your fire department. We also accept checks (payable to Fire Service Training Bureau) and cash. Please let me know if there is anything I can do to assist you. I look forward to seeing you at the IAPFC Spring Conference. IOWA ASSOCIATION OF PROFESSIONAL FIRE CHIEFS Spring Conference Agenda April 5-7, 2016 Fire Service Training Bureau — Ames, IA Tuesday — April 5, 2016 9:OOam Professional Development: "The Art and Fog of Fire Service Leadership", Brian Crawford, Chief Administrative Officer, City of Shreveport, LA. (Note: the Professional Development program will be conducted at the Scheman Building on the ISU Campus in Ames) 5:00pm Committee Meetings/Board of Directors Meeting/Hospitality— Country Inn & Suites (sponsored by Reliant Fire Apparatus) Wednesday — April 6, 2016 8:00am Registration at FSTB ($20.00 payable to Fire Service Training Bureau) 8:30 Conference Opening/Welcome/Announcements Introduction of New Fire Chiefs Distribution of Multi -Topic discussion sheet Nominations Committee Announcements Committee Reports 9:30 Fire Service Training Bureau "Update" — Randy Novak, Bureau Chief 10:00 BREAK 10:15 Badging Components for the Professional Certification Program — John McPhee, Certification/Accreditation Manager, Fire Service Training Bureau; and representatives from PearsonVue 11:00 Legislative "Update" and discussion on Legislative Process — John Pederson, Fire Service Lobbyist 12:OOpm LUNCH (on your own) 1:30pm Missouri Valley Division (IAFC) "Update" and presentation on Ground Emergency Medical Transportation Supplemental Reimbursement Program — Chief John Paul Jones, MVD President, Kansas City (KS) Fire Department 3:00 BREAK 3:15 Vision 20/20: Model Performance in Fire Prevention Symposium "Update" — Randy Novak, Bureau Chief, Fire Service Training Bureau 3:45 State Fire Marshal's "Update" — Jeff Quigle, State Fire Marshal, Iowa Depaz tinent of Public Safety 4:10 IAPFC Business Meeting/Multi-Topic Discussion 4:30 Conference Recess 5:00 Committee Meetings/Hospitality — Country Inn & Suites (sponsored by Ed M. Feld Fire Equipment) Thursday — April 7, 2016 8:30am Announcements/IAPFC Business Meeting/Multi-Topic Discussion (continued) Committee Reports (continued) Fall 2016 Conference Dates Spring 2017 Conference Dates and Professional Development 12:00pm Conference Adjourned Lodging Form Iowa Association of Professional Fire Chiefs April 5-7, 2016 Please make the following room reservations at the Country Inn & Suites (at a rate of $79.00/night plus tax) Name Fire Department Arriving on (circle one) Tuesday 4/5 Wednesday 4/6 Time of arrival: Number of nights I will stay: Type of Room (circle one) Single Double Smoking Preference (circle one) Non -Smoking Smoking Please fax this form by March 25, 2016 to 800-722-7350 TRAVELQUEST- CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED .44 / 7 7/..i i'vr 3 FYI® /' BUDGETED 7 Occ O ' EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 7A 4?"" W%6 �- 7d2.,-, 3-5 -/c' Co.y - Department NAME(S) AND POSITION(S): Tina Schellhorn-ElectricalForernan, Matt Vlasak-Signal Tech Foreman, Craig Hintzman-Signal Tech II, "Roger Wooden -Electrician, Kelby,-Hayaes Elect ician, Nate Alderman -Electrician DATE: March 4, 2016 NAME OF CLASS / MEETING: Standard Method Service Calculations DEPARTURE DATE: April 14, 2016 DESTINATION: Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: April 14, 2016 DATE(S) OF MEETING: April 14, 2016 PURPOSE OF TRAVEL/'.RAINING Mathematics-on-voltagedrop and sizing of wire. Needed to complete CEUs for electrical license. WILL TRAVEL REQUIRE. ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY.iVEHiCLE "AIRFARE ''DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS $120.00 REGISTRATION MILEAGE/FUEL TOTAL FOR=ALL: °'$. 720.00 TAXI PARKING AIRFARE miscrfOLLS"° BUDGET LINE ITEM: 266-17-7120-1533 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 120.00 PER PERSON I BELIEVE THIS TRIP SERVESLA PUBLIC PURPOSE AND IS NECESSARY AND "BENEFICIAL ;TOTHE CITY OF WATERLOO r r , DEPARTMENT HEAD 1-APPROVE THIS TRAVEL REQUEST MAYOR RAEared G6odi\Forms\Travel Request Form January 2010 DATE TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Sgt. Hoelscher & P.O. Rulapaugh FINANCE DEPT. LINE ITEM USED FY _2016 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY S_ 010-11-1100-134fr /Sv0" 676, 3i 5", w 3s« Copy - Department NAME OF CLASS / MEETING: Transport of Bomb Squad Supplies DATE: March 4th, 2016 DESTINATION Marion, Arkansas DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: March 21st, 2016 Return Date: March 224egt, 2016 DATE(S) OF MEETING: March 21 st thru 23rd, 2016 PURPOSE OF TRAVEL: Lt. Cirksena is requesting authorization to send Sgt. Hoelscher and P.O.Rulapaugh to Marion, Arkansas, to transport Bomb squad supplies back to Waterloo. Both Hoelscher and Rulapaugh are members of the WPD Bomb Squad. It is more cost effective to have EOD team members pick up the materials with a substantial savings to the city rather than having a private company transport the materials. The items being transported are necessary for the bomb squad to complete their job function and training. A city vehicle will be needed for this travel. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: xx CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $150.00 LODGING $166.00 MEALS $.00 REGISTRATION $200.00 MILEAGE/FUEL TOTAL FOR ALL: $ 516.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 258.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD DATE I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF LINE ITEM USED 5:;e0 Fy,',',. BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST ONLY .2/ J /3 5L1Q 3;? L)aa DATE i ' 3 E/-/ Original - Clerk/Finance Cop - De.•rtment NAME(S) AND POSITION(S): John Hyman — ICT Kevin Kuenstling - ICT DATE: April 14, 2016 NAME OF CLASS / MEETING: CEU Code Class -Standard Method Service Calculations 2014-058-13 DESTINATION: Waterloo DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 14, 2016 RETURN DATE: April 14, 2016 DATE(S) OF MEETING: April 14, 2016 PURPOSE OF TRAVELJTRAINING: Training for CEUs WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YF_S xx COST $ NO METHOD OF TRAVEL: xx CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 120.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ .19O 00 TAXI PARKING AIRFARE MISC!TOLLS BUDGET LINE ITEM: 520-14-5200-1346 GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ 120.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO EPARTMENT HEAD HEAD 1 APPROVE THIS TRAVEL REQUEST MAYOR 3/H/(( DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 DATE Crescent Electric Supply Company ► What: Join us for CEU code classes on April 14. Instructor Herb Ogden will be presenting 2 classes. ► Who should attend: Commercial/Institutional, Electrical Contractors, Government, Industrial (MRO & OEM), Non -Electrical Contractors, Utility ► Where: Crescent Electric Supply Company 2405 Westfield Ave, Waterloo IA ► RSVP: Space is limited! RSVP to Kevin Neisen at Kevin. Neisen@cesco.com or 319.234.6866 cesco.com CRESCENT ELECTRIC .:SUPPLY COMPANY 50317 s CLASSES: s 9am-2:30pm: Standard Method Service Calculations 2014-058-13 This class is 6 CEUs of Code $120 to attend (includes lunch) ► 2:30-5:30pm: Motor Controls 2014-058-233 This class is 3 CEUs of Code $60 to attend s Attend both classes for $150! 319.234.6866 12405 Westfield Ave I Waterloo IA TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Keith Kaspari, Director of Aviation DATE: BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED G)/t) ; "TWO /3'k 52e) 3r 227 3 /la Original - Clerk/Finance Copy - Department March 2, 2016 NAME OF CLASS / MEETING: Cedar Valley Coalition — 2016 Visit to Washington, DC DESTINATION: Washington, DC. DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Monday, February 22, 2016 RETURN DATE: Thursday, February 25, 2016 (Revised due to delay in departing DC) DATE(S) OF MEETING: Tuesday, February 23, 2016 PURPOSE OF TRAVEL: This is a Revised Request due to exceeding original estimated costs at $1,340 as previously approved. I was delayed an extra day, due to adverse weather experienced in Washington, D.C., and as forecasted in Chicago, due to numerous cancelled flights out of DC in trying to get home. This resulted in an extra hotel stay (Savoy Hotel, with the reservation under Mark Little's name) and needing to rent a car in Minneapolis, after being routed on United Airlines due to no availability on American, as there were no open seats on flights that were operating to ALO, outside of the flights that were already cancelled due to weather complications. I am not charging for taxi, DC Metro and food expenses during my trip. Note: For American Airlines, there were no flights from DC into Chicago, and within a 250 miles radius of Waterloo, as we tried to get into Des Moines & Cedar Rapids via both Chicago & Dallas, Omaha, Quad Cities, Dubuque, La Crosse and Rochester. Additionally, I incurred via my personal credit card, an expense of $252.47 (see attached receipts) via a rental car in Minneapolis ($237.97 vehicle and $14.50 gas), as Hertz would not accept the City's credit card, as the credit card did not have my name on it. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST$ YES NO METHOD OF TRAVEL: X CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo Regional Airport ESTIMATE OF COST: TAXI / DC $910.00 LODGING $0.00 Metro Line $0.00 MEALS $0.00 PARKING $0.00 REGISTRATION $520.20 AIRFARE $252.47 MILEAGE/FUEL $0.00 MISC/TOLLS TOTAL FOR ALL: $ 1,682.67 BUDGET LINE ITEM: 010 29 7700 1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 1,340.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AN IS N=CESSARY AND BENEFICIAL TO THE CIT O DEPA'TME I APPROVE THIS TRAVEL REQUEST 6CT�L MAYOR March 2, 2016 K:\Shared Goodies\Forms\Travel Request Form January 2010 DATE DATE City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 37) // The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Bldg Maint $ 4,524.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Spring & fall cleanup; monthly maintenance for Waterloo Public Library ($2524.00 plus $2,000.00 for plantings) Vendor selected for this purchase: Matthias Landscaping Co. X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Matthias Landscaping is extending same contract pricing to the Library 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 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-8800-1r& 415-22-3100-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resp ully submitted, Sanitation (Project Code) 1g033 I h c.c-i_J Cve vU1 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) 340-4, K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 3!/ / /`f! 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 $ 8,696.65 plus est. shipping costs of $ 75.00 to pay for or purchase Emergency lighting -:#331 This purchase or expenditure is being made because: Emergency lighting for #331 Vendor selected for this purchase: NST - Northern Safety Technology n Bids or written quotes were taken on this purchase, as follows: NST - $8696.65 Keltek - $8726.36 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 pi Sanitation Federal/othergrants ri Other (specify) This expenditure, isto 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 and the current available balance is Respectfully submitted, 3-7- 6 '✓die kr Lr;Le_d K:\shared goodies\forms\Central Garage - Emergency Lighting - 331 Suburban - March 2016.xls (Mar 2010) $ 70,000.00 / $ 27,540.42 / 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 $ 1,377.99 plus est. shipping costs of $ 0.00 to pay for or purchase Emergency lighting-#334 This purchase or expenditure is being made because: Emergency lighting for #334 Vendor selected for this purchase: Federal Signal n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: State bid pricing Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nX General Fund 0 Road Use Tax Sewer n Sanitation • Bonds Federal/other grants n Other (specify) This expenditure is to becoded to the following budget line -item: 010-18-1411-1571 (Fund - Department - Activity -Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 2C,250.00. 6-0 $ ,g Lela/ 3-1-16 P/Itiu_ti -t-P;u - 1/ /(o K:\shared goodies\forms\Central Garage -Emergency Lighting - 334 - March 2016.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 3/, if/// The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Fire Department to expend $ NTE 4,500.00 plus est. shipping costs of $ to pay for or purchase State Fire Fighter II certification This purchase or expenditure is being made because: Organizational goal for all personnel to be certified to the Fire Fighter II level. Eighty plus personnel will be testing at $50.00 per person Vendor selected for this purchase: Iowa Fire Service Training Bureau ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: The state training bureau supports Fire Fighter II written and practical testing. The bureau is providing staff instructors to proctor all testing here in Waterloo. 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 ri Sanitation Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1315 Educational & Trainnig (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 6,700.00 and the current available balance is (Signature Dept. Headr Designee) $ 5,524.78 4"// Y1�r 1r 0,r.z .mac. (,) ,e<-a2, Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Pre-Authorization for Fire Fighter 11 (Mar 2010) City Clerk Use Only Finance Committee Approval Date 3 /i V) C. 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 $ 2,799.00 plus est. shipping costs of $ na to pay for or purchase miscellaneous sporting equipment. This purchase or expenditure is being made because: to prpeare for upcoming seasons. Vendor selected for this purchase: BSN Sports (Cedar Falls, IA) Bids or written quotes were taken on this purchase, as follows: BSN Sports $2,799.00 AD Starr (Pittsburgh, PA) $2,899.00 ❑ 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 ❑ Road Use Tax ❑ Sewer Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1567 Recreational Equipment (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 3 (Signature Dead or Designee) Sanitation (Project Code) $ 26,375.00 $ 5,335.26 '7 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 3(/ +/� 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 $ 5,570.00 plus est. shipping costs of $ NA to pay for or purchase replace concrete at Iry Warren Golf Pro shop. This purchase or expenditure is being made because: the existing concrete patio behind the building is uneven and separating causing a trip hazard. Vendor selected for this purchase: Mike Dolan Concrete Ixl El Bids or written quotes were taken on this purchase, as follows: Mike Dolan Concrete, Waterloo IA $5570.00 B&B Builders and Supply, Waterloo IA $6305.00 Bowers Masonry Concrete Waterloo IA $6650.00 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 Federal/other grants ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 414-37-4120-2174 taxable (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res mitted (Project Code) $ 50,000.00 $ 32,687.72 (Signature D-p . -.: or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Authorization Concrete Iry Warren.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 Leisure Services Department to expend $ 4,420.00 plus est. shipping costs of $ to pay for or purchase One Ryan Jr Sod Cutter. This purchase or expenditure is being made because: To replace a mid 1980's sod cutter that will be traded in on this transaction. Vendor selected for this purchase: Black Hawk Rental PI Bids or written quotes were taken on this purchase, as follows: Black Hawk Rental, Waterloo IA $4,420.00 Turf Werks, Johnston IA $5,189.25 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund n 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: 414-37-4120-2113 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, L-Vct/I (A (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) (Project Code) $ 100,000.00 $ 5,002.26 Date K:\shared goodies\forms\Pre-Auth Sod Cutter.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 3/01R- 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 $ 2,525.69 plus est. shipping costs of $ to pay for or purchase an ID system including software, printer, mag strip capability, backdrop, webcam and start up cards. This purchase or expenditure is being made because: we will utilize this for a new, more secure system for swimming pool passes. Vendor selected for this purchase: IDVille (Grand Rapids, MI) ❑x Bids or written quotes were taken on this purchase, as follows: IDVille (Grand Rapids, MI) $2,525.69 Maximum Solutions (Edina, MN) did not submit n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund n Road Use Tax n Sewer n Sanitation ❑ Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1557 Swimming Pool Supplies Equip. (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully . ubmitted, (Signature Dept. Head or nee) Date (Project Code) $ 8,000.00 ✓ $ 6,602.93 ✓ i-!G ign'ature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 3//44C, 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 $ 1,900.00 plus est. shipping costs of $ to pay for or purchase new foul poles for Danes Baseball Complex Diamonds #1 and #2. This purchase or expenditure is being made because: the existing foul poles need to be replaced in conjuction with replacement of outfield fencing. Vendor selected for this purchase: BSN Sports (Cedar Falls, IA) ❑x Bids or written quotes were taken on this purchase, as follows: BSN Sports (Cedar Falls, IA) $1,900.00 Beacon Ballfields (Middleton, WI) $2,700.00 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 n Road Use Tax ❑ Sewer ❑ Sanitation • Bonds n 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) (Project Code) in which the budgeted amount is $ 90,000.00 ✓ and the current available balance is Respectfiltty submitte $ 72,960.66 ✓ (Signature Dept,d or Designee) 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 ./4/4- 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 $ 110.00 per unit plus est. shipping costs of $ NA to pay for or purchase portable handicap accessible restrooms to be placed in various parks. This purchase or expenditure is being made because: The units are placed in various City parks for the summer season. Aproximately 12 units are rented per month and varies relating to park activities. Price fixed at $110.00 Vendor selected for this purchase: Cooley Pumping (dba Paul's Potties) Bids or written quotes were taken on this purchase, as follows: Cooley Pumping (dba Paul's Potties) Grundy Center IA $110 per unit no delivery or pickup fee, Black Hawk Waste Waterloo IA $105 per unit $25/$25 del/pickup Action Services Cedar Rapids IA $150 per unit $25/$0 del/pickup 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 n Road Use Tax ❑ Sewer n Sanitation ❑ Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1390 - is3�CXJ / -yn evitit Y (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, ( ------?.-7 t_. 7-Ze6' (Signature Dept. ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Authorization portable restrooms.xls (Mar 2010) (Project Code) FY 17 ReQucSTt.D 147,175.00/$147,175.00 133, 7cJ 05, 375.47/$147,175.00 City Clerk Use Only Finance Committee Approval Date 37ry/�� 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 $ 2,400.00 plus est. shipping costs of $ NA to pay for or purchase replace concrete at Gates Golf maintenance shed. This purchase or expenditure is being made because: the existing concrete is cracked and sunken 3". Vendor selected for this purchase: B&B Builders and Supply x Bids or written quotes were taken on this purchase, as follows: B&B Builders and Supply, Waterloo IA $2,400.00 Mike Dolan Concrete, Waterloo IA $2,495.00 Bowers Masonry Concrete Waterloo IA $2,800.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax ri Sewer Sanitation Bonds Federal/other grants Other (specify) x This expenditure is to be coded to the following budget line -item: 415-37-4120-2174 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature (Project Code) $ 125,000.00 V. $ 125,000.00 d (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Authorization Concrete Gates Maintenance.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 Leisure Services Department to expend $ 22,915,00 plus est. shipping costs of $ to pay for or purchase replacement of sideline and outfield fencing at diamonds #1 & #2 at Danes Baseball Complex. This purchase or expenditure is being made because: the existing fence on these areas of the 2 fields are in a state of disrepair. Vendor selected for this purchase: Miller Fence (Waterloo, IA) x } Bids or written quotes were taken on this purchase, as follows'. Miller Fence (Waterloo, lowa) $22,915.00 Iowa Fence Masters (Waterloo, Iowa) $29,460.00 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 Federal/other grants Sewer 7 Sanitation 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.- bmitted (Project Code) $ 90,000.00 $ 72, .8G 11,650��r� (Signature Dept. Head or D ig. e) Date (Sign'ature Finance Dept. Review) Date K?.shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 36`0 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 Police Department to expend $ 4,565.72 plus est. shipping costs of $ 0.00 to pay for or purchase Professional Liability insurance for the Tri-County Drug Task Force This purchase or expenditure is being made because: Annual renewal of professional liability insurance through the cities insurance carrier for the Tri-County Drug Task Force Vendor selected for this purchase: PDCM Insurance n Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: PCDM Insurance is the insurance carrier that the city of Waterloo uses 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 n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1160-1512 11TRITRIF (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully s itted, (Signature Dept. Head or Desi ) Date (Signature Finance Dept. Review) Date $ 90, 00-0 • f Z1-7 Oaz) z /32$O0O $ ele21 563 /& 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 3Git- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Sanitation Department to expend $ 1,034.40 plus est. shipping costs of $ 0.00 to pay for or purchase GPS Hosting Service This purchase or expenditure is being made because: Data storage of vehicle GPS data - ._Lag n Puzzohs t e p, rxr., Vendor selected for this purchase: Location Technologies Inc Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Mapping software company for vehicle GPS service 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 0 Sewer n Sanitation Bonds El Federal/other grants n Other (specify) This expenditure is to be coded to the.following budget line -item: 525-15-5400-2110 (Fund Department- Activity - Account Number) (Project Code) in which the budgeted amount is $ 60,000.00 ✓ and the current available balance is Respectfully submitted, $ 11566,(v'1i✓ 3-3-/6 '1,-,1d4L tLc-, /,r)./A.d2 -en 3-9-I K:\shared goodies\forms\Sanitation - GPS Hosting Service- Mar2016.xls (Mar 2010) 3/1 `41l 1. City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ 2,647.98 plus est. shipping costs of $ 0.00 to pay for or puchase Emergency lighting bars for Street trucks 191601 and 191602 This purchase or expenditure is being made because: Safety concern with visibility for emergency snow plow operations n Bids or written quotes were taken on this purchase, as follows: Midwest Wheel - $1323.99 each - $2647.98 total Sadler Power - $1329.00 + Freight 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 ❑X Bonds Road Use Tax Federal/other grants Sewer ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 414-19-7100-2117 (Fund - Department -Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) Date 3-7-/6 (Si (Project Code) $ 160,000.00 $ 61, 742.93 V d r f'i (.),64-€12-44-11 nature Finance Dept. Review) Date users\shared goodies\forms\Street Department - Emergency Light Bars - Trucks 501 - 602 - March 2016.xls(Oct 2004) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 3/!41//c The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 8,399.72 plus est. shipping costs of $ 225.00 to pay for or purchase Thermoplastic left and right arrows 5 - tubes of sealers This purchase or expenditure is being made because: On -going project for applying thermoplastic left and right arrows throughout the city. Vendor selected for this purchase: Ennis Flint Bids or written quotes were taken on this purchase, as follows: Ennis Flint Thomasville, NC $8,399.72 RAE $8,703.68 National Traffic Signs, Inc Clearwater, FL $9,421.65 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 n Road Use Tax Sewer n Sanitation Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-17-7120-2125 & 415-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 1t1 l /. _ /70%J/j,9 Signature �llDept. He d or Designee) ' IDate (Signture Finance Dept. Review) Date (Project Code) $ 10,000 '� 12,000 v/ $ 4,772.40 12,000✓ K:\shared goodies \forms\2016-March-Pre-auth-Ennis-Flint-Thermoplastic arrows and sealer - GO Bond - 8,399.72 - 225.00SHxls.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date `j /( 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 Department to expend $ 17,492.21 plus est. shipping costs of $ 0.00 to pay for or purchase Replacement line painting. equipment This purchase or expenditure is being made because: Existing paint machines are beyond useful life .- puiz,e44nsco 1,., o0�� Vendor selected forthis purchase: Diamond Vogel ❑X Bids or written.quotes were taken on this purchase, as follows: Diamond Vogel - $17,492.21 Sherwin Williams - $18,148.00 Pittsburgh Paint - $21,890.00 EZ Liner-$23,571.94 pi 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 ❑ Sanitation Federal/other:grants. 0 Other (specify) This expenditure is to be .cod.ed .to the following budget line -item: 414-17-7120-2117 (Fund -Department Activity -.Account Number) in which the budgeted amount is and the current available balance is Respectfully ubmitted, 3-7-/6 (Project Code) $ 40,000.00 `f $ 38,991.46 ✓ 3 K:\shared goodies\forms\Traffic -Line Painting Equipment - March 2016.xls (Mar 2010) Budget Amendment Descriptions for 3/14/2016 Finance Committee Meeting Agenda: 1. Approve the project budget amendment to use forfeiture funds received to fund Tri-County expenses in the amount of $40,000, as submitted by the Police department. 2. Approve the budget amendment to use contingency funds to pay for Mediacom cable and Wifi service for Ridgeway Towers for the balance of FYE2016 in the amount of $26,000, as submitted by the Housing Authority. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance mmittee approval required? YES NO If so, date approved: 3//4// City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 16 submitted by the POLICE Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Dept Activity Acct # Acct Name Proj Code Amount 010 11 1160 3603 Tri. Co. Forf. 11TRI.TRIF ;//Fund 40,000.00' 010 11 1160 1512 Tri County Forf. 11TRI.TRIF 40,000.00 TOTAL $40,000.00 TOTAL $40,000.00 This amendment is being requested because: To conform with the City's budget line item control policy. Forfeiture revenues have exceeded the FY16 budget, using this to increase the expense line for FY16. Prior Committee Actions Dates): atur- Dept. Hea -!/tl(p %/Ici�uGP� /.) Date (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 Finance C mmittee approval required? YES t� NO / If so, date approved: '3� '/i6 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 Waterloo Housing Authority Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount 'Ind Dept Activity Acct # Acct Name Proj Code Amount 283 13 5450 1710 Claim & Co 26,000.00283 13 5450 1400 UTILITIES 26,000.00 TOTAL $26,000.00 This amendment is being requested because: TO COVER MEDIACOM CABLE/WIFI EXPENSES FOR RIDGEWAY TOWER RESIDENTS TOTAL $26,000.00 Prior Committee Actions (Dates): (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Budget Amendment 02-29-16.xls (Apr 2003)