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11/23/2015
FINANCE COMMITTEE November 23, 2015 5:10 PM Harold E. Getty Council Chambers Members Chairperson Carolyn Cole Vice Chair Steve Schmitt David Jones Roll Call: Approval of Agenda Approval of Minutes of November 16, 2015, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Pat Treloar, Chief of Fire Services Class/Meeting: Fire Department Policies and Procedures Destination: Kansas City, MO Dates: Dec. 2-3, 2015 Amount not to exceed: $700.00 2. Tajah Wright, Housing Coordinator Class/Meeting: Housing Choice Voucher (HCV) Specialist Seminar & Certification Exam Destination: Des Moines, IA Dates: Feb. 8-12, 2016 Amount not to exceed: $2,070.00 3. Julie Snider, Director Class/Meeting: Public Housing Management Seminar & Certification Exam Destination: Atlanta, GA Dates: Feb. 28 - Mar 4, Amount not to exceed: $3,039.70 2016 4. Phillip Schuppert, Storm Water Specialist Class/Meeting: Iowa Stormwater Summit Municipal Program, Policies & Practices Destination: Windsor Heights, IA Dates: Dec. 2-3, 2015 Amount not to exceed: $193.00 5. Officer Nichols Class/Meeting: Iowa Law Enforcement Academy Basic Level II Destination: Waterloo, IA Dates: Aug. 31 - Oct. 29, Amount not to exceed: $3,454.67 2015 6. Refund Request for 321 Highland Blvd for over payment of garbage fees totaling $105.00. Page 1 of 194 7. Pre -Authorizations to Expend over $1,000.00 Building Maintenance Amount and Estimated S/H: $24,326.00 Expenditure: Replacement of fire alarm system - upgrading of existing panel at Five Sullivan Brothers Convention Center. Building Maintenance Amount and Estimated S/H: $2,035.00 Expenditure: Purchase of extreme network switch for Five Sullivan Brothers Convention Center (the city will perform the installation). Building Maintenance Amount and Estimated S/H: $5,625.00 Expenditure: Upgrade existing Niagara AX versions from 3.5 to latest version of 3.8 Halvorson Trane System for Five Sullivan Brothers and all city facilities. Building Maintenance Amount and Estimated S/H: $8,596.00 Expenditure: Wireless internet access upgrades for Five Sullivan Brothers Convention Center. Cultural & Arts Amount and Estimated S/H: $12,450.00 Expenditure: EyePlay interactive play system for Phelps Youth Pavilion. Purchase includes 18 activities, shipping, installation and extended warranty. Engineering Amount and Estimated S/H: $455.00 Expenditure: Post construction stormwater management control design workshop. Fire Department Amount and Estimated S/H: $1,466.00 Expenditure: Lettering on new Ambulance 331. Parking Ramp Amount and Estimated S/H: $2,815.68 Expenditure: Additional tuckpointing at 5th Street ramp (previous pre-auth for $24,500 plus $2,815.68 for a total of $27,315.68). Police Amount and Estimated S/H: $2,168.95 Expenditure: Bed topper and bed slide for 2004 Colorado property truck. Traffic Operations Amount and Estimated S/H: $11,100.00 Expenditure: Remove damaged radios from PD Tower, replace link from Waterloo PD tower to: Ansborough, Covenant, llth Street north and south bridges and Sullivan Park. Traffic Operations Page 2 of 194 Amount and Estimated S/H: NTE $7,500.00 Expenditure: Controller cabinet, traffic signal pole, pedestal base, 3 section heads, brackets, etc. BUDGET LINE ITEMS TO BE AMENDED 8. Approve the project budget amendment for youth hockey at Young Arena so that restricted funds received in prior years can be spent in the current year in the amount of $4,200, as submitted by Leisure Services. BILLS PAYMENT 9. November 23, 2015. ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 3 of 194 Sent over 111815 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Pat Treloar, Chief of Fire Services DATE: FINANCE DEPT. STAFF ONLY LINE ITEM USED yy j d ; tit':? ,E FY:�%`l+% BUDGETED EXPENDED YTD f' THIS REQUEST o LEFT AFTER THIS REQUEST ASG November 18, 2015 NAME OF CLASS / MEETING: Fire Department Policies and Procedures DEPARTURE DATE: December 1, 2015 DESTINATION: Kansas City, MO DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: RETURN DATE: December 3, 2015 Dec. 2-3, 2015 PURPOSE OF TRAVEL: Policies and procedures have become increasingly important to fire departments in our complex, litigious society. Beyond simply reducing liability, effective policies improve operations and enhance the safety and health of firefighters. They are the cornerstone of organizational learning, and have proven to be the best method for incorporating lessons learned into a fire department's daily operations. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ YES NO METHOD OF TRAVEL: x CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $300.00 LODGING TAXI $60.00 MEALS PARKING $250.00 REGISTRATION AIRFARE $90.00 MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 700.00 BUDGET LINE ITEM: 010-12-1400-1346 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 700.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE The Kansas City Kansas Fire Department will be hosting the two day seminar "Drafting and Implementing Effective Fire Department Policies and Procedures" by Curt Varone. When: December 2 & 3, 2015 Where: Childrens Campus of Kansas City 444 Minnesota Ave. Kansas City, Kansas 66101 3rd floor conference room. (park and enter on the East side of the building). Lodging: Hilton Garden Inn 520 Minnesota Ave. Kansas City, Kansas 66101. Reservations: 912-342-7900 (This hotel is across the street to the West from the seminar location. A block of rooms has been reserved for this event. Inform the hotel that you are attending the Kansas City Kansas Fire Department conference). There are other hotels in the Legends shopping area near Cabelas, which is about 15 minutes away. Cost: $250 Use the following link for payment with a credit card: (You do not need a Paypal account to use this option) https://www.paypal.com/cqi-bin/webscr?cmd= s- xclick&hosted button id=46AHUTNUVNBVS Questions: Call Assistant Chief Mark Williams (913) 669-8745 or email mwilliams(akckfd.orq 1 Course Overview Two -Day Drafting and Implementing Effective Fire Department Policies and Procedures Curt Varone Drafting & Implementing Effective Fire Department Policies & Procedures Policies and procedures have become increasingly important to fire departments in our complex, litigious society. Beyond simply reducing liability, effective policies improve operations and enhance the safety and health of firefighters. They are the cornerstone of organizational learning, and have proven to be the best method for incorporating lessons learned into a fire department's daily operations. Yet the lack of policies is repeatedly cited in NIOSH firefighter fatality reports as a contributing factor in firefighter fatalities. In addition the lack of policies figures prominently in many lawsuits holding fire departments liable. This program provides attendees with everything they need to know about researching, drafting and implementing sound and effective fire department policies and procedures. Day 1 08:00-08:30 08:30-09:30 09:30-12:00 12:00-1:00 1:00-2:00 2:00-3:00 3:00-4:00 Registration Introduction to fire service policies and procedures The law and legal issues Lunch Liability and risk management Writing & writing issues: interpretation, clarity, brevity Policy writing — where to begin, research, model policies, organizational options, drafting 4:00-4:30 Policy format: consistency 2 Day 2 08:00-09:00 What policies does your organization need? 09:00-11:45 High risk operational policies — • Apparatus safety • Structure fire operations • Two -in two -out, accountability, PAR, building evacuation rapid intervention, mayday • Technical rescue • SCBA and PPE • EMS 12:00-1:00 Lunch 1:00 - 4:30 High risk administrative policies — • Computers, Internet, electronic communications • Digital imaging and photography • Social media • Internal affairs — professional standards • Sexual harassment, discrimination and misconduct • Hazing, bullying, harassment and discrimination Alternative COURSE DESCRIPTION Drafting & Implementing Effective Fire Department Policies & Procedures Policies and procedures have become increasingly important to fire departments in our complex, litigious society. Beyond simply reducing liability, effective policies improve operations and enhance the safety and health of firefighters. They are the cornerstone of organizational learning, and have proven to be the best method for incorporating lessons learned into a fire department's daily operations. Yet the lack of policies is repeatedly cited in NIOSH firefighter fatality reports as a contributing factor in firefighter fatalities. In addition the lack of policies figures prominently in many lawsuits holding fire department liable. 3 Topic to be covered in this course will include the following: Identifying which policies your organization needs Strategies for developing, drafting and implementing policies Distinguish between policies, procedures, guidelines, SOPs and SOGs Proven methods to enforce policies and procedures Best practices for conducting periodic compliance audits What you need to know: The high -risk critical task areas of the fire service — and the policies you need to address each one!!..!! Why can't policies just be written in plain language with the common words (and sentence structures) that we use in everyday conversation? The truth is - they can! Policies and leadership... policies as a tool of leadership!!!! The two basic reasons why policies reduce your legal exposure... and why not having policies exposes your department to liability The four critical polices your fire department needs (but probably doesn't have)... The three failures that contribute to 70% of all lawsuits Do you expect us to have a policy for every possible situation? Knowing how to identify when you need a policy and when you don't! 4 TRAVEL REQUEST CITY OF WATERLOO FY)L(I(% BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original -Clerk/Finance FINANCE DEPT. STAFF ONLY LINE ITEM USED 5'3 /3 5-eiC- 1340 /&<,() `a- .70� // Copy - bepartment NAME(S) AND POSITION(S): Tajah Wright, Housing Coordinator DATE: 11/23/15 NAME OF CLASS / MEETING: Housing Choice Voucher (HCV) Specialist Seminar & Certification Exam DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: February 8, 2016 RETURN DATE: February 12, 2016 DATE(S) OF MEETING: February 8 — February 12, 2016 PURPOSE OF TRAVEL/TRAINING: Required certification within 12 months of appointment on 4/13/15. 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: $ 755.00 LODGING $ 150.00 MEALS $ 1,060.00 REGISTRATION $ 65.00 MILEAGE/FUEL BUDGET LINE ITEM: 283-13-5452-1346 TAXI X $ 40.00 PARKING YES NO TOTAL FOR ALL: $ $ 2,070.00 AIRFARE X MISC/TOLLS YES NO GRANT REIMBURSABLE REQUIRED CERTIFICATION TOTAL: $ $ 2,070.00 PER PERSON I BELIEVE THIS TRIP SER AND IS NECESSARY CITY O 7 DEPARTMENT HEAD /6'. 16 URPOSE THE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST x 4-1 MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED s ,S'3 43 54o0 /344, FY ✓ 0/C, BUDGETED "p EXPENDED YTD THIS REQUEST ,303 �� '" LEFT AFTER THIS 3v REQUEST 96 DATE _21%e.. ,f(-71f- ! 7 Original - Clerk/Finance Co. - De.artment NAME(S) AND POSITION(S): Julie Snider, Director NAME OF CLASS / MEETING: Public Housing Management Seminar & Certification Exam DEPARTURE DATE: February 28, 2016 PURPOSE OF TRAVEL/TRAINING: DATE: 11/23/15 DESTINATION: Atlanta, Georgia DEPARTURE POINT IF NOT WATERLOO: Cedar Rapids, Iowa DATE(S) OF MEETING: February 29 — March 4, 2016 RETURN DATE: March 4, 2016 Required certification within 18 months of appointment on 12/9/14. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE x AIRFARE DEPARTING FROM: Cedar Rapids, Iowa ESTIMATE OF COST: $ 860.00 LODGING $ 100.00 TAXI $ 420.00 MEALS PARKING $ 1,192.50 REGISTRATION $ 467.20 AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ $ 3,039.70 BUDGET LINE ITEM: 283-13-5450-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ $ 3,039.70 PER PERSON I BELIEVE THIS TRIP SER AND IS NECESSARY A CITY OF WATER UBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST TO THE DEPARTMENT HEAD ,'//e. ice" DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 MAYOR 3/k DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 2/ - Y? - 7S 34)13,447 FY)b/4,BUDGETEb .ROO EXPENDED YTD e THIS REQUEST /9S F= LEFT AFTER THIS REQUEST /v'O7 %- DATE Original - Clerk/Finance Co. - be••rtment 3..24a/Sr NAME(S) AND POSITION(S): Phillip Schuppert, Storm Water Specialist DATE: November 13, 2015 NAME OF CLASS / MEETING: Iowa Stormwater Summit Municipal Program, Policies & Practices DEPARTURE DATE: December 2, 2015 PURPOSE OF TRAVEL/TRAINING: Attend Iowa Stormwater Summit DESTINATION: Windsor Heights, IA DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: December 2 - 3, 2015 RETURN DATE December 3, 2015 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $123.00 LODGING 25.00 MEALS 45.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 193.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 521-07-7830-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 193.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO e"/)(LC DE AD November 13, 2015 I APPROVE THIS TRAVEL REQUEST MAYOR 3A DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 Iowa Stormwater Summit `IMWEF oG, 4TioN vao(� 'I Rainscaping jorva Municipal Programs, Policies & Practices December 2, 2015 1:00 - 6:00 December 3, 2015 8:30 - 3:00 Windsor Heights Community Center 6900 School Street, Windsor Heights Event hosted by: Join ISWEP'sFirst Ever Iowa Stormwater Summit! It's time to learn about how Stormwater is being managed in communities across Iowa; network with community leaders and get updates from )DNR, what they expect and what they anticipate in 2016. A Certificate of Attendance will ba provided to all who attend as proof of Professional Development Hours, if needed. Iowa Stormwater Summit Itinerary At -A -Glance December 2, 2015 1:00 — 2:00 2:00 — 2:30 2:30 — 3:30 3:30 — 4:30 4:30 —6:00 Future of Green Infrastructure - EPA Region VII Post -Construction Stormwater Quality Practices — Ames Makes the Case Rainscaping BMPs — In the Works in West Branch & On the Ground in Cedar Falls BMP Tour (Tentative) Appetizers, Cash Bar & Networking [Hotel Renovo, Urbandale, IA] December 3, 2015 8:30 — 9:00 9:00 — 9:30 9:30 — 10:45 10:45 — 11:15 11:15 — 12:00 12:00 - 1:00 Construction Site Erosion Control — Paperless GP#2 Inspections in Cedar Rapids Public Participation & Outreach — Working with Volunteers in Iowa City Constructing Stormwater BMPs in Davenport and Coralville (10:00-10:15 Break) State Revolving Fund (SRF) Sponsored Projects 2016 — Patti Cale -Finnegan, Iowa DNR Post -Construction / Topsoil Ordinances Review & Roundtable Discussion Lunch & Networking 1:00 — 3:00 ISWEP Meeting 3 Meet "Gill" the ISWEP Mascot! ISWEP & IAMU Partnership, National Stormwater Association Updates Toolbox Distribution Member Updates MS4 Compliance Visits & National Programming Perspective - Joe Griffin, Iowa DNR Register On -Line at IAMU.Org Early Bird Registration to November 25: $100 ($45 ISWEP Members); after $120 ($65 ISWEP members) Overnight Accommodations HOTEL RENOVO in Urbanddale: Government / Non -government rat: (includes breakfast): 1 King: $109 / $124 night 2 Queens: $114 / $129 night; 515-276-112 Ask for "ISWEP EVENT" Rate Reservation deadline for above rat November 16, 2015 Questions? Contact Stacie Johnson — siohnsonPiamu.org or 319-360-1395 FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 TRAVEL REQUEST CITY OF WATERLOO FY _2016_ BUDGETED .i5�71v EXPENDED YTD Cf 2Z THIS REQUEST j 45'.:,4 &J LEFT AFTER THIS , REQUEST 2Ys 5:21 DATE ! '2.7?c it - /7 `f `a Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): P.O. Jeremy Nichols DATE 11-17-15 NAME OF CLASS / MEETING: Iowa Law Enforcement Academy Basic Level ll DESTINATION Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: August 31, 2015 Return Date: October 29th, 2015 DATE(S) OF MEETING: 8-31 thru 10-29, 2015 PURPOSE OF TRAVEL: P.O. Jeremy Nichols attended the Iowa Law Enforcement Academy Basic Level ll in Waterloo, Iowa on August 31 st, 2015 thru October 29`h, 2015. This is a mandatory school that must be completed by each officer before or after they are hired by the City of Waterloo. Total cost of the Academy is $3454.67. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $.00 LODGING .00 Metro trans $.00 MEALS .00 Parking $.00 REGISTRATION .00 AIRFARE $.00 MILEAGE/FUEL .00 Baggage fee TOTAL FOR ALL: $ 3454.67 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x YES NO REQUIRED CERTIFICATION TOTAL: $ 3454.67 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DATE I APPROVE THIS TRAVEL REQUEST 11 Iz3/,� DATE CITY OF WATERLOO Committee Communication Finance Committee Meeting: 11/23/2015 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: Michele Feltes of 321 Highland Blvd, is requesting a refund of $105.00, as she has been charged for a large "C" size can instead of the medium `B" size for the billing dates of 10/16/13 through 7/16/15. Summary Statement: Sanitation department has confirmed the customer had always had a "B" can, and therefore had been billed incorrectly. A refund amount of $105.00 has been verified through the Waterloo Water Works. Expenditure Required: As indicated above Source of Funds: GARBAGE REFUND 525-15-5400-1785 Policy Issue: None Alternative: Not give the reimbursement. Background Information: tile:///K:ACLERKDAT\Council&FinanceCommunications\CouncilCommunicationstoCouncil&OFinanee\2015\FinanceCommuni cation \03091_5. garbage. refund doe UUBSEFR Account Type opt 4=Delete ? Type CHANGE Edit Customer Comments 02 70 0580 68226 FELTES DEAN & MICHELE ions, press Enter. request Comment G MST TODAY 10/01 - TR G OVERPAID $105 IN GBG DIFF G P/ELLA B CAN AT PROP NOT G C G FROZEN SVC LINES.CR $7.49 G WTR & $12.50SWR &ADJ W/C G SNT RES CD 8-6 DUE 8-9 G OR OT 8-13 S TOUCH READ-L F3=Exit F9='Add' mode Telephone Audit Date 10/01/15 8/19/15 8/13/15 8/13/15 4/08/14 4/08/14 8/06/13 8/06/13 8/01/13 11/17/15 10:29:46 IJUG6DFR DISPLAY Display Account History Account. No 02 70 0580 68226 Billing Date Customer FELTES DEAN & MICHELE Ph 319/334-0156 Address 321 HIGHLAND BLVD WATERLOO 5=Payments ? Billing Consu Water Date Payment 7/16/15 23 52.09- 4/15/15 1/16/15 10/16/14 7/16/14 4/15/14 19 27 12 13 30 42.56- 59.54- 27.32- 28.92- 51.20- Sewer Payment 69.04- 57.30- 49.77- 43.44- 45.42- 69.91- Garbage Payment 58.28- 55.50- 58.28- 55.50- 55.50- 58.28- STORM Payment 8.66- 8.25- 8.66- 8.25- 8.25- 8.66- 10/01/15 13:50:24 Activity FP Total St Cnd Payment 188.07- P RT 163.61- P 176.25- P L 134.51- P 138.09- P 188.05- P L 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 `.\plczc o e_ " 02, "L 'U eAar tifc) 321 //' h ctivg, 4.7e 604-t-L MU-4 cl a4c/.e eo, 1-- /3 65 0()13 A Jam,. YI"m-- L '- � � v v ,,c4e FQ /ems 0?0 i Yn a -i / 00 a k 5d7o.3 UUG6DFR DISPLAY Display Account History Account No,02 70 0580 68226 Billing Date Customer FELTES DEAN & MICHELE Ph 319/334-0156 Address 321 HIGHLAND BLVD WATERLOO 5=Payments ? Billing Consu Dat e 1/16/14 Water Sewer Payment Payment 14 30.56- 47.40- 10/16/13 11 26.61- 36.65- Garbage Payment 55.50- 32.55- 10/01/15 13:50:24 Activity FP STORM Payment 8.25- 5.78- Total St Cnd Payment 141.71- P 101.59- P RT F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS 9.0gp: ZI A8 Si 1 OZ G AON 3DIdd1 S )4 313 MID O01?l31!M 30 LID City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date (i �23 �f( 7 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 24,326.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Replacement of Fire Alarm System - upgrading of existing panel at Five Sullivan Brothers Convention Center Vendor selected for this purchase: Hawkeye Alarm & Signal Co. x Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Hawkeye Alarm is the proprietory supplier 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 Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is Sanitation (Project Code) $ 3 o,voo= and the current available balance is $ ya?, E(7 / °% Res ectfully submitted, /// Nii-dCc.- / P-el/2UL i?-/�-rs' (Signs ure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre- Auth - 5 Sull Bros - Hawkeye Alarm.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date tl 6-376' The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Bldg Maint $ 2,035.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Purchase of extreme network switch for Five Sullivan Brothers Convention Center (the City will perform the installation) Vendor selected for this purchase: Networks Inc. n Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: The vendor Networks Inc. carries this particular network switch Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Road Use Tax ❑ Sewer n Sanitation nBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, j (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ a9a, vod $ I?<{2?5 �-- K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date %„23/rs 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 Bldg Maint Department to expend $ 5,625.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Upgrade exisiting Niagara AX versions from 3.5 to latest version of 3.8 for Halvorson Trane System for 5 Sullivan Brothers and all City Facilities Vendor selected for this purchase: Halvorson Trane ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax ❑ Sewer n Sanitation • Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-4900-2152($1,000) 41,-22-8800-2152 ($4,625.00) (Fund - Department - Activity - Account Number) (Project Code) $ ,24& Oi)D `i / S,ODd % ✓ $ /1aa40 11 v/-2- in which the budgeted amount is and the current available balance is Resp- ully s +mitted, (Signature Dept. Head or Designee) Date (Sit re Finance Dept. Review) /1-J4/Y Date K:\shared goodies\forms\Pre-Auth - City Facilities-5 Bros Niagara Upgrade.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date /'?3,45 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 $ 8,596.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Wireless Internet access upgrades for Five Sullivan Brothers Convention Center Vendor selected for this purchase: BerganKDV Technology & Consulting Inc. n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: BerganKDV f/k/a Networking Solutions is currently under annual contract with the City Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund Road Use Tax Sewer El Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Sanitation (Project Code) $ a90. $ /S.,87/✓ Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre- Auth - 5 Sull Bros Network Inc. Network Switch.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date Vt 03/1 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 Eyeclick Department to expend $ 12,450.00 plus est. shipping costs of $ (included) to pay for or purchase EyePlay interactive play system for Phelps Youth Pavilion. Purchase includes 18 activities, shipping, installation and extended warranty. This purchase or expenditure is being made because: To enhance the Phelps Youth Pavilion experience by offering patrons unique opportunities for educational play and social interaction. Vendor selected for this purchase: Eyeclick n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: EyePlay is a unique product developed, produced and offered for sale by Eyeclick. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund Road Use Tax n Sewer ❑ Sanitation n Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 412-26-4205-21-52 Capital Improvement (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is ctfull (Signature Dept. Head o vJ' $ <'4UO( $ 37 5e0-00 .35 tal6v'za� /Al/ Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) DocuSign Envelope ID: 56E21C73-3C99-46C3-9B8B-2FC7E06298CF .;eyeclick Magic Sells. EyeClick Inc. 84 Business Park Drive, Suite 201 Armonk, NY 10504 T: 914-273-4634 F: 914-307-2597 www.eyeclick.com TO: Waterloo Center for the Arts 225 Commercial St. Waterloo, IA 50701 (319) 291-4490 DATE: NOVEMBER 3, 2015 QUOTE # SG11032015-145 INSTRUCTIONS We are pleased to submit our purchase quotation for the products specified hereinafter pursuant to the considerations, terms and conditions specified in this Purchase Quotation and the Annexes attached hereto. Please sign at the bottom of this quote then fax to 914-307-2597 or scan and email it to contact@eyeclick.com. Subject to our acceptance of your signed order and upon receiving payment confirmation, we will ship & install your order within 21 working days. DESCRIPTION COST (USD) EyePlay Express with 10 Games $8,950.00 Installation and Shipping $1,700.00 Down Payment -Due upon signing of purchase order (Outstanding balance due upon installation) $2,500.00 Optional-2 Year Extended Warranty with 8 additional games $1,800.00 Total Extended Warranty Not Included $10,650.00 *For online support: Internet Connection Requirements: Ethernet Cable UTP Cat.5 with RJ45 Male connection (preferred) or a stable wireless connection. *A lift/ladder will be needed for the installation — responsibility of the client. * Floor Requirements: white floor/wall (best option) or A smooth, non -reflective, non -glossy, light colored (preferred white) surface of any kind . * Power Requirements: Standard 110v input. Electric receptacle on the ceiling located near the target installation area * Controlled lighting, the absence of daylight is required. Window tinting or light fixture elimination can be performed to mute lighting. ® EyeClick 2013 All Rights Reserved DocuSign Envelope ID:56E21C73-3C99-46C3-9B8B-2FC7E06298CF •;e yeclick Magic Sells. Payment options: Wire Transfer: HSBC Bank USA, N.A. 67 Purchase St. Rye, NY 10580 ABA# 021001088 SWIFT: MRMDUS33 For Credit to : EyeClick Inc. Account No. 523098804 Pay by Check : Please send the check to: EyeClick 84 Business Park Drive, Suite 201 Armonk, NY 10504 Pay by Credit Card: - (we charge +3% ) Please ask us to send you Credit Card Payment Authorization Form. We, the undersigned, have carefully read this purchase quotation, including the Terms and Conditions of Sale attached hereto, and understand it fully and do hereby accept the terms and conditions of this purchase quotation, including the Terms and Conditions of Sale attached hereto, and recognize that our signing and returning of this purchase quotation constitutes a Purchase Order binding upon us, in accordance with the Terms and Conditions of Sale attached hereto. Date Kent Shankle Name & position Signature THE TERMS AND CONDITIONS OF SALE, ATTACHED HERETO AS ANNEX A AND ANY OTHER DOCUMENTATION THAT IS ANNEXED HERETO, CONSTITUTE AN INTEGRAL PART OF THIS PURCHASE QUOTATION. ® EyeClick 2013 All Rights Reserved DocuSign Envelope ID: 56E21C73-3C99-46C3-9B8B-2FC7E06298CF .;eyecliMagick ANNEX A - TERMS AND CONDITIONS OF SALE These terms and conditions of sale constitute an integral part of EyeClick Ltd.'s and its subsidiaries ("Seller") purchase order form /quotation to which these terms and conditions of sale are attached (the "Quotation"), and supersede any and all other terms and conditions, whether in Seller's purchase order, sales literature or otherwise. 1. Upon the signing and returning of the Quotation by Customer to Seller, the Quotation will constitute a valid purchase order (the "Purchase Order"), which includes these terms and conditions of sale and the warranty set forth as Annex B, and which shall be binding upon Customer. 2. The "Products" referred to herein, shall mean EyeClick-branded hardware and/or third party hardware provided by EyeClick and/or EyeClick-branded software, as specified herein according to the relevant Purchase Order. 3. The Consideration stated in the Purchase Order is the consideration to be paid by the Customer for the Products, pursuant to the payments terms set forth therein. 4. All past due amounts of the Consideration shall bear interest at the rate of (a) one and a half percent (1.5%) per month; or (b)the maximum rate permitted by the applicable law, whichever is lower, beginning with the date on which the applicable amount became past due. 5. The Consideration payable by Customer is the net amount to be received by Seller, and does not include any type of taxes, levies, charges or fees. 6. Risk of loss and damage shall pass to the Customer, upon delivery. After said delivery Customer shall be responsible for any loss, damage, theft, defects or destruction caused to the Products, due to any cause whatsoever. 7. Seller will provide suitable packaging for the Products ordered pursuant to the Purchase Order, for normal shipping by air. Special packaging requested by Customer will be at Customer's expense. 8. Delivery dates are as specified in the Purchase Order. All delivery dates are estimated. Seller shall not be responsible for any delay caused by, or related to, any circumstances of force majeure, induding without limitation, fire, war, act of God, strike, governmental action, or any other circumstances beyond Seller's control. Any delay, shall not relieve Customer of its obligations under the Purchase Order. 9. IN NO EVENT WILL SET I.FR OR ITS SUPPLIERS BE LIABLE WITH RESPECT TO THE SUBJECT MA1-1ER HEREIN, UNDER ANY LEGAL, CONTRACTUAL OR EQUITABLE THEORY (WHETHER IN CONTRACT, TORT, INDEMNITY OR OTHERWISE) FOR (A) ANY INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES, HOWEVER CAUSED AND WHETHER OR NOT ADVISED IN ADVANCE OF THE POSSIBILITY OF SUCH DAMAGES; (B) DAMAGES FOR LOST PROFITS OR LOST DATA; OR (C) COST OF PROCUREMENT OF SUBSTITUTE GOODS, TECHNOLOGY OR SERVICES; AND SELLER'S ENTIRE AGGREGATE LIABILITY ARISING FROM OR RELATING TO THIS AGREEMENT SHALL BE LIMITED TO THE AMOUNT PAID TO SELLER BY CUSTOMER IN RESPECT OF THE PRODUCT GIVING RISE TO THE LIABILITY. 10. It is expressly understood and agreed that Seller shall retain all proprietary rights of any kind whatsoever to any invention, software, improvement or design contained in the Products and/or developed by Seller during the course of the parties' relationship, including, but not limited to, all patent rights, provided however that Customer shall only have the limited right to use the Products delivered by Seller hereunder. 11. Seller makes no promise or representation that the Products shall conform to any federal, state, or local laws, regulations, ordinances, codes or standards. Prices quoted do not include the cost of any inspections or permits. It is Customer's responsibility to apply for and to obtain any and all licenses, permits and other authorizations required for the import, sale and/or otherwise handling of the Products. 12. Customer shall hold Seller harmless and indemnify Seller against any and all costs, expenses or damages, including, without limitation, attorney's fees, arising from, or relating to, any claims or causes of actions, tort or otherwise, which may be asserted against Seller, by any third person or entity resulting from any act or omission of Customer or any other cause of action, arising out of, or in connection with the subsequent sale of the Products by Customer, its agents or affiliates. 13. The Quotation and Purchase Order will be governed by and construed under the laws of the State of New -York, USA and the competent courts of New -York, USA shall have sole and exclusive jurisdiction over any dispute under such. 14. In the event of a material breach of the terms hereof by Customer or any proceedings, voluntary or involuntary, in bankruptcy or insolvency, by or against Customer, or in the event of the inability of the Customer to meet its debts as EyeClick 2013 All Rights Reserved DocuSign Envelope ID: 56E21C73-3C99-46C3-9B8B-2FC7E06298CF ••eveclick J Magic Sells. they become due, or in the event of the appointment, with of without Customer's consent, of any assignee for the benefit of creditors, or receiver, Seller shall be entitled, at its absolute and sole discretion, to cancel any unfilled part of this Purchase Order without any liability whatsoever. 15. The Warranty policy of EyeClick is attached hereto as Annex B. The warranty constitutes an integral part of this Purchase Order and Quotation. 16. No waiver of any default or breach, by any party, shall be deemed to be a waiver of any subsequent default or breach, by that party. Customer may not deduct or set-off, for any reason whatsoever. ANNEX B — EYECLICK PRODUCT WARRANTY This Warranty constitutes an integral part of EyeClick Ltd.'s and its subsidiaries ("EyeClick") Purchase Order, and supersedes any and all other warranty terms and conditions, whether in Seller's purchase order, sales literature or otherwise. IMPORTANT: By using your EyeClick Produce you agree to be bounded by the terms of the EyeClick limited warranty (the `Warranty") as set out below. Do not use your product until you have read the terms of the warranty. If you do not accept and agree to the terms of the Warranty, do not use the product. WHAT IS COVERED BY THIS WARRANTY? EyeClick warrants the EyeClick Product from the date of delivery for a period of (the "Warranty Period"): 1. Hardware: • One (1) year limited Warranty for the PC (under manufacturer's warranty) • One (1) year limited warranty for the projector (under manufacturer's warranty) • One (1) year limited warranty for the camera (under manufacturer's warranty) • Three (3) months limited Warranty for the Projector Lamp (under manufacturer's warranty) • One (1) year limited warranty for additional hardware elements provide by EyeClick including the Amplifier, Speakers, cables and mounting unit. 2. Software: One (1) year Warranty, during which, you shall be entitled to free software updates released by EyeClick. Upgrades shall be available upon request and additional quote and fee. After the first year, the Warranty Period may be extended subject to the terms and fees as will be defined by EyeClick at that time. Notwithstanding the aforesaid, the Warranty Period shall apply only when used in the manner for which it was designed, and when conforms substantially to its end -user manual and other documentation delivered with the Product and prevailing at time of delivery. WHAT IS NOT COVERED BY THIS WARRANTY? EXCEPT FOR THE LIMITED WARRANTY EXPRESSLY PROVIDED ABOVE, EYECLICK MAKES NO WARRANTIES WITH RESPECT TO ANY PRODUCT AND DISCLAIMS ALL STATUTORY AND IMPLIED WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF TITLE, MERCHANTABILITY, AND FITNESS FOR A PARTICULAR PURPOSE. EyeClick does not warrant that the operation of the EyeClick Product will be uninterrupted or error -free. EyeClick is not responsible for damage arising from failure to follow instructions relating to the EyeClick Product's use, or from maintenance or other services not performed by EyeClick or an EyeClick Authorized Service Provider ("EASP").THIS WARRANTY DOES NOT APPLY: (a) to consumable parts, such as batteries or protective coatings that are designed to diminish over time, unless failure has occurred due to a defect in materials or workmanship; (b) to cosmetic damage, including but not limited to scratches, dents and broken plastic on ports; (c) to damage caused by use with another product; (d) to damage caused by accident, abuse, misuse, liquid contact, fire, earthquake or other external cause; (e) to damage caused by operating the EyeClick Product outside EyeClick's published ' EyeClick—branded hardware and/or third party hardware provided by EyeClick and/or EyeClick —branded software O EyeClick 2013 All Rights Reserved DocuSign Envelope ID: 56E21C73-3C99-46C3-9B8B-2FC7E06298CF .;eyeclick Magic Sells. guidelines, including, but not limited to the change of the location of EyeClick's product after installation; (f) to damage caused by service (including upgrades and expansions) performed by anyone who is not a representative of EyeClick or an EASP; (g) to an EyeClick Product that has been modified to alter functionality or capability without the written permission of EyeClick; (h) to defects caused by normal wear and tear or otherwise due to the normal aging of the EyeClick Product, or (i) if any serial number has been removed or defaced from the EyeClick Product. IMPORTANT RESTRICTION FOR EYECLICK SERVICE EyeClick may restrict warranty service for its products to the country where EyeClick or its Authorized Distributors originally sold the system. YOUR RESPONSIBILITIES Before receiving Warranty service, EyeClick or its agents may require that you furnish proof of purchase details, respond to questions designed to assist with diagnosing -the service required and follow EyeClick's procedures for obtaining Warranty service. EyeClick may install system software updates as part of Warranty service that will prevent the EyeClick Product from reverting to an earlier version of the system software. WHAT WILL EYECLICK DO IN THE EVENT THE WARRANTY IS BREACHED? If during the Warranty Period you submit a valid claim to EyeClick or an EASP, EyeClick may, at its sole discretion, use reasonable commercial efforts to either(i) repair the EyeClick Product or part using new or previously used parts that are equivalent to new in performance and reliability, or (ii) replace the Eyeclick Product or part with a device that is at least functionally equivalent to the EyeClick Product and is formed from new and/or previously used parts that are equivalent to new in performance and reliability. EyeClick reserves the right to change the method by which EyeClick may provide Warranty service to you, and your EyeClick Product's eligibility to receive a particular method of service. When an Eyeclick Product or part is replaced any replacement item becomes your property and the replaced or refunded item becomes EyeClick's property. HOW TO OBTAIN WARRANTY SERVICE? If in the scope of the Warranty Period, Please contact an EyeClick representative at support@eyeclick.com or an EASP. An EyeClick representative or an EASP will help determine whether your EyeClick Product requires service and, if it does, will inform you how EyeClick will provide it. LIMITATION OF LIABILITY EXCEPT AS PROVIDED IN THIS WARRANTY AND TO THE MAXIMUM EXTENT PERMITTED BY LAW, EYECLICK SHALL NOT BE LAIBLEUNDER ANY LEGAL, CONTRACTUAL OR EQUITABLE THEORY (WHETHER IN CONTRACT, TORT, INDEMNITY OR OTHERWISE) FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY BREACH OF WARRANTY OR CONDITION, OR UNDER ANY OTHER LEGAL THEORY, INCLUDING BUT NOT LIMITED TO LOSS OF USE; LOSS OF REVENUE; LOSS OF ACTUAL OR ANTICIPATED PROFITS (INCLUDING LOSS OF PROFITS ON CONTRACTS); LOSS OF THE USE OF MONEY; LOSS OF ANTICIPATED SAVINGS; LOSS OF BUSINESS; LOSS OF OPPORTUNITY; LOSS OF GOODWILL; LOSS OF REPUTATION; LOSS OF, DAMAGE TO, COMPROMISE OR CORRUPTION OF DATA; OR ANY INDIRECT OR CONSEQUENTIAL LOSS OR DAMAGE HOWSOEVER CAUSED INCLUDING THE REPLACEMENT OF EQUIPMENT AND PROPERTY, ANY COSTS OF RECOVERING, PROGRAMMING, OR REPRODUCING ANY PROGRAM OR DATA STORED IN OR USED WITH THE EYECLICK PRODUCT OR ANY FAILURE TO MAINTAIN THE CONFIDENTIALITY OF INFORMATION STORED ON THE EYECLICK PRODUCT. INDEMNIFICATION © EyeClick 2013 All Rights Reserved DocuSign Envelope ID: 56E21C73-3C99-46C3-9B88-2FC7E06298CF •;eyeclick Magic Sells. You shall hold EyeClick harmless and indemnify it against any and all costs, expenses or damages, including, without limitation, attorney's fees, arising from, or relating to, any claims or causes of actions, tort or otherwise, which may be asserted against it, by any third person or entity resulting from any act or omission conducted by you or any other cause of action, arising out of, or in connection with the subsequent sale of the Products by you, your agents or affiliates, during and post the Warranty Period. GENERAL No EyeClick reseller, agent, or employee is authorized to make any modification, extension, or addition to this Warranty. If any term is held to be unlawful or unenforceable, the legality or enforceability of the remaining terms shall not be affected or impaired. No waiver of any default or beach, by any party, shall be deemed to be a waiver of any subsequent default or breach, by that party.You may not deduct or set-off, for any reason whatsoever. Thank you for your business! © EyeClick 2013 All Rights Reserved 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 $ 455.00 plus est. shipping costs of $ 0.00 to pay for or purchase Post construction stormwater management control design workshop. City Clerk Use Only Finance Committee Approval Date (I /a3/ This purchase or expenditure is being made because: The event was scheduled following the passage of our revised post construction to familiarize local engineers with the water quality volume sizing. Vendor selected for this purchase: Iowa Stormwater Education Program ❑X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Iowa Stormwater Education Program charged a fee to cover speaker fees and staff time for putting on the event. This cost was split with the City of Cedar Falls who co -hosted the event. 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: (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ Y and the current available balance is Respectfully submitted, $ 14 ,51 ou (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Iowa Association of Municipal Utilities DBA ISWEP 1735 NE 70th Avenue Ankeny, IA 50021 Bill To City of Waterloo Phillip Schuppert 715 Mulberry St. Waterloo, IA 50703 Invoice Date Invoice # 10/5/2015 108 Terms Net 30 Item Description Quantity Rate Amount Gen'l Safety Training ISWEP Post Construction Training Waterloo, 9-24-15 455.00 455.00 Sales Tax $0.00 Phone # Fax # Total $455.00 515-289-1999 515-289-2499 Please make checks payable to ISWEP City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee / Approval Date it �� Y y The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WFR Department to expend $ 1,466.00 plus est. shipping costs of $ None to pay for or purchase Lettering or New Ambulance 331. This purchase or expenditure is being made because: We are updating our fleet of ambulances and this lettering will be put on New 331. Vendor selected for this purchase: Signs by Tomorrow n Bids or written quotes were taken on this purchase, as follows: EBids or quotes were not taken on this purchase because: Single Source Provider 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 n Sanitation 111 Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 412-12-1410-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully, (Signature Dept. Hd or Designee) (Project Code) $ 265,000.00 ✓ $ 26,257.81 t/ Sent over November 10, 2015. Date (Signature Finance Dept. Review) Date 11/12/15 11:32AM HP LASERJET FAX p.01 SIGNS & GRAPHICS NATIONWIDE email: cedarfalls@signsbytomorrow.com Date: 11/12/15 Fax Transmittal Form 2915 McClain Drive BlackHawk Village Cedar Falls, Iowa 50613 Telephone (319) 268-0001 Fax: (319) 268-0002 website: signsbytomorrowstores.com/cedarfalls/ PROPOSAL / ESTIMATE To: Beverly (Waterloo Fire Rescue) From: Mark Neese (Signs by Tomorrow) Fax #: 319-291-4279 r' \ Reply Requested Response Required Telephone #: (Pat) 610-2425 Email: Faxed Emailed # of Pages COMPLETE NEW LETTERING / AMBULANCE #331 COLORS: Gold, White, Black & Lt. Blue Reflective 2mil Red, Black QUANTITY: 1 complete set PRICE: $1168.50 total REPLACEMENT LETTERING / AMBULANCES #309 / 332 / 334 COLORS: Gold, White, & Black Reflective 2mil Red, Black Faux Gold Leaf QUANTITY: 1 complete set (misc. lettering) PRICE: $297.50 total 2012 GENERAL OBLIGATION BOND PROCEEDS FUND 412 PURPOSE FUND PAYING CODE AMOUNT AMENDMENTS BALANCE Cap Equip -Building Inspection Trucks 412-22-5100-2117 25,000.00 Cap Equip -Engineering Department Vehicles 412-07-7830-2117 20,000.00 (1,914.00) Cap Equip -Facilities Maintenance Van 412-22-8800-2117 40,000.00 (12,875.34) 6,176.78 Cap Equip -Fire Department Vehicles 412-12-1400-2117 40,000.00 (21,914.00) Cap Equip -Leisure Services Trucks 412-37-4100-2117 150,000.00 Cap Equip -Motor Pool Vehicles 412-18-7950-2117 0.00 14,789.34 Cap Equip -Police Patrol Cars 412-11-1100-2117 150,000.00 21,914.00 Cap Equip -Police Vehicle Equipment 412-11-1100-2117 25,000.00 Cap Equip -Street Department Equipment 412-19-7100-2117 355,000.00 Cap Equip -Traffic Department Vehicles 412-17-7120-2117 40,000.00 Central Garage -Fuel Site Improvements 412-18-7950-2110 25,000.00 21,580.42 Central Garage -New Public Works Bldg 412-18-7950-2151 750,000.00 Central Garage -Radio Comm Upgrade 412-18-7950-2122 45,000.00 City Fac-American Disabilities Act 412-22-8755-2152 25,000.00 City Fac-City Facilities Improvements 412-22-8800-2152 125,000.00 City Fac-Council Chambers Remodel 412-22-8100-2127 75,000.00 City Fac-Cultural Arts Building Impr 412-22-4205-2152 80,000.00 City Fac-Five Sullivans Center (Taxable) 412-22-4900-2152 125,000.00 City Fac-Library Improvements 412-22-3100-2152 55,000.00 City Fac-Parking Ramp Repairs 412-22-7960-2103 84,000.00 City Fac-Public Market Facility Impr (Taxable) 412-22-6880-2152 25,000.00 City Fac-Swimming Pool Improvements 412-22-4200-2132 50,000.00 29,142.97 Cultural Arts -Arts Center/Youth Pavilion Impr 412-26-4205-2152 70,000.00 38,676.78 Eng-Bikeway Maintenance 412-07-7355-2157 150,000.00 Eng-Bridge Inspections 412-07-7400-2103 50,000.00 Eng-4th St Bridge Abutment Protection 412-07-7400-2161 320,000.00 3,824.13 Eng-Chautauqua Park Curb Repairs 412-07-7500-2165 95,000.00 2,068.00 Eng-Delane Ave Drainage Project 412-07-5300-2103 0.00 18,991.40 18,991.40 Eng-Downtown Brick Repairs 412-07-7650-2172 0.00 10,864.34 10,864.34 Eng-Dry Run Creek Gatewell Improvements 412-07-5600-2162 450,000.00 (94,980.97) Eng-Flood Control Improvements 412-07-5600-2171 275,000.00 73,921.57 Eng-Kimball Ave Transportation Impr 412-07-7500-2103 93,000.00 Eng-Safe Routes to School Sidewalks 412-07-7650-2164 20,000.00 (20,000.00) Eng-Sidewalk Repair 412-07-7650-2164 120,000.00 20,000.00 Eng-Stormwater Pump Stations 412-07-5300-2162 1,000,000.00 986,584.25 Eng-Univ Ave Enhancement Design 412-07-7500-2103 11,000.00 (10,864.34) Eng-US Hwy 63 Enhancements (North) 412-07-7520-2165 162,000.00 155,829.66 Eng-US Hwy 63 Enhancements (South) 412-07-7520-2165 26,000.00 26,000.00 Fire -Ambulance #338 Replacement 412-12-1410-2117 265,000.00 26,257.81 Fire -Equipment & Uniforms 412-12-1400-2112 40,000.00 GO Bond Costs (Taxable) 412-03-8980-1750 85,000.00 (23,305.39) 63,272.90 GO Bond Costs (Tax -Exempt) 412-03-8980-1750 85,000.00 (43,699.95) 142,863.76 Leisure -Boating Center Improvements 412-37-4207-2175 50,000.00 50,000.00 Leisure -Dog Park Improvements 412-37-4105-2168 15,000.00 11,528.35 Leisure -Downtown Off Road Mtce Equipment 412-37-4110-2113 18,500.00 Leisure -Golf Course Improvements 412-37-4120-2174 135,000.00 Leisure -Golf Course Mtce Equipment 412-37-4120-2113 167,000.00 Leisure -Parks Improvements 412-37-4105-2168 130,000.00 Leisure -Parks Off Road Mtce Equipment 412-37-4100-2113 120,000.00 Leisure-Riverfront Stadium (Taxable) 412-37-4400-2170 100,000.00 (85,456.67) Leisure -Riverview Park Improvements 412-37-4700-2168 10,000.00 2,347.86 1 of 2 City Clerk Use Only Finance Committee 11/ 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 Parking Ramp Department to expend $ 2,815.68 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Additional tuckpointing at 5th Street Ramp (previous pre-auth for $24,500.00 plus $2,815.68 for a total of $27,315.68) Vendor selected for this purchase: Restoration Services , Inc. ❑X Bids or written quotes were taken on this purchase, as follows: Restoration Services - hourly rate of $52.00 Evans Preferred Exterior - hourly rate of $54.00 Schooner - hourly rate of $70.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds Road Use Tax Sewer Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-7960-2180 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Resp ctfully submitted, Si natur $ ./ueeL; �. //-/2 /5 ( g Dept. Head or Designee) Date ( ign Lure Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date tiiy �'S The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Parking Ramp Department to expend $ 24,500.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Tuckpointing for VV 5th Street Ramp Vendor selected for this purchase: Restoration Services u Bids or written quotes were taken on this purchase, as follows: Restoration Services - hourly rate of $52.00 Evans Preferred Exterior - hourly rate of $54.00 Schooner - hourly rate of $70.00 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: C n General Fund Bonds n n Federal/other grants U Other (specify) Road Use Tax Sewer This expenditure is to be coded to the following budget line -item: 44-3-22-7960-2180 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) Sanitation (Project Code) $;5 ;gin F $ V -T.7„ 1) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date ,t 1�� The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,168.95 plus est. shipping costs of $ 0.00 to pay for or purchase Bed Topper and Bed slide for 2004 Colorado Property Truck This purchase or expenditure is being made because: this purchase is to put a topper and bed slide in the property evidence truck which will close the bed of the truck and make it secure to hall evidence inside it Vendor selected for this purchase: Truck Outfitters Plus Bids or written quotes were taken on this purchase, as follows: Truck Outfitters Plus $ 2,168.95 CoverUp LTD. $2,375.00 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 n Sewer 0 Sanitation n Bonds n Federal/other grants �X Other (specify) WPD Forfiture Funds This expenditure is to be coded to the following budget line -item: 010-11-1150-1512 11TRI.WPDF (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is R pectfully sub (�d,, jJ(Signature Dept. (elf t I $ ,24tDO'a' $ /� fso? `�� ✓ D to Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) 6/411/i£4., Sti44iC /(-/7- t- , t5yr'l Si> 7UC 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 $ 11,100.00 plus est. shipping costs of $ to pay for or purchase Remove damaged radios from PD Tower, Replace Link from Waterloo PD Tower to: Ansborough, Covenant, 11th Street North & South Bridges and Sullivan Park This purchase or expenditure is being made because: Repair and replace equipment damaged during the storm of 6/14. Damage claim has been submitted to FEMA for reimbursement. Vendor selected for this purchase: RC Systems n Bids or written quotes were taken on this purchase, as follows: RC Systems Waterloo, IA $11,100.00 Transcore Hiawatha, IA $11,192.80 ❑ 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 Road Use Tax n Sewer n Sanitation nBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-1720-1576 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 31,400.00 and the current available balance is $ 26,306.00 Respectfully submitted, (Signature Dept. He 4d or Designee) Date ' (Signa ur Finance Dept. Review) Date K:\shared goodies\forms\2015-November-Expenditure Pre -Authorization - RC systems-PD Tower -Radio Repair-FEMA-$11,100.00.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 1)3/1 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ NTE 7,500.00 plus est. shipping costs of $ to pay for or purchase Controller cabinet, traffic signal pole, pedestal base, 3 section heads, brackets, etc. This purchase or expenditure is being made because: Replace equipment at Allen Hospital pedestrian crossing due to accident damage. Vendor selected for this purchase: Brown Traffic Products, Inc. M Bids or written quotes were taken on this purchase, as follows: Brown Traffic Products, inc. Davenport, IA NTE $7,500.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds ❑X El Road Use Tax Sewer ❑ Sanitation Federalfothergrants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-1720-1576 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 4675ee70o 3/, 400 $ 4e 295?J5 ;263 U °f/ .J (Signature Dep�FTead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2015-November-Expenditure Pre -Authorization - Allen Ped Crossing - Brown Traffic - NTE 7,500.00.xls (Mar 2010) Budget Amendment Descriptions for 11/23/2015 Finance Committee Meeting Agenda: 1. Approve the project budget amendment for youth hockey at Young Arena so that restricted funds received in prior years can be spent in the current year in the amount of $4,200, as submitted by Leisure Services. 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 Committee approval required? YES V NO i` /, If so, date approved: City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 2016 submitted by the Leisure Services Department Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount /und Dept Activity Acct # Acct Name Proj Code Amount 010 37 4105 3000 37GFT0007 , 4,200.00 010 37 4105 1558 37GFT0007 4,200.00 TOTAL $4,200.00 TOTAL $4,200.00 This amendment is being requested because: the transfer of funds into the budget is going to pay for new equipment for youth hockey programs at Young Arena. c6-Skt 6t ✓44;c 44Ze 0 to 3 iS = (v/97. qJ , f! /7 ohe- HI (o ' whu-; -was'' Cc , ie Prior Committee Actions (Dates): Signature Dep . !nor Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms \11_2_2015 Budget Amendment (Apr 2003)