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Home My WebLink About11/16/2015FINANCE COMMITTEE November 16, 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 9, 2015, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Lt. Campbell Class/Meeting: Legal Latitude, Ethics and Integrity Destination: St. Paul, MN Dates: December 7-9, Amount not to exceed: $1,023.00 2015 2. Steve Hostetler, Permit Writer Class/Meeting: Commercial Energy Inspector Exam Destination: Coralville, IA Dates: November 18, 2015 Amount not to exceed: $189.00 3. Michelle Weidner, Chief Financial Officer Class/Meeting: 20th Annual Governmental GAAP Update Destination: Webinar (in office) Dates: December 3, 2015 Amount not to exceed: $180.00 4. Rudy Jones, Communicty Development Director Class/Meeting: 2016 Cedar Valley Coalition Destination: Washington, D.C. Dates: February 22-24, Amount not to exceed: $1,785.00 2015 5. Mohammad Elahi, Traffic Engineer Class/Meeting: Brown Traffic Products User's Group Destination: Davenport, Lk Dates: December 2-3, Amount not to exceed: $355.00 2015 6. Pre -Authorizations to Expend over $1,000.00 Page 1 of 139 Central Garage Amount and Estimated S/H: $6,630.00 + $125.00 S/H Expenditure: Transmission - Truck 150903 Cultural & Arts Amount and Estimated S/H: $1,100.00 Expenditure: Two replacement gyro paint brushes for Paint Perfect interactive exhibit in the Phelps Youth Pavilion. BILLS PAYMENT 7. November 16, 2015 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 2 of 139 TRAVEL REQUEST CITY OF WATERLOO 1-1NANct DtI' I . LINE ITEM USED FY _2016 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance S I AM ONLY 010-11-110pp0--,,1\\346 T c> - 2y fv:Z� 2r /, ;z c-) /i-� /s Co - De•artment NAME(S) AND POSITION(S): Lt. Lisa Campbell DATE: November 6th, 2015 NAME OF CLASS / MEETING: Legal Latitude, Ethics and Integrity DEPARTURE DATE: December 6th, 2015 DESTINATION: St. Paul, Minnesota DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: December 7th_9th 2015 Return Date: December 9th, 2015 PURPOSE OF TRAVEL: Captain Leibold is requesting authorization to send Lt. Lisa Campbell to Legal Latitude, Ethics and Integrity Training, which is one section of eight classes in Supervision and Management Training being held in St. Paul, Minnesota, and is being put on by BCA Criminal Justice Training on December 7`°-9th, 2015. This three day class will instruct supervisors about vicarious liability, recognizing and reporting unethical behavior and types of corruption. They will also cover identifying the concepts of discretion, ethical theories and differences between ethics and morals. A city vehicle will be needed for the travel to this training. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST$ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $450.00 LODGING $113.00 MEALS $360.00 REGISTRATION $100.00 MILEAGE/FUEL TOTAL FOR ALL: $ 1023.00 Rental car PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 1023.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD II--"z-'D(S DATE I APPROVE THIS TRAVEL REQUEST MAYOR Ih/15 DATE TRAVEL REQUEST CITY OF WATERLOO FY -':: BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance FINANCE DEPT. STAFF ONLY LINE ITEM USED v,o of >/(W /3-4w f/..350 >` 7.2 n/a} //- 7- /. Copy - Department NAME(S) AND POSITION(S): Steve Hostetler, Permit Writer DATE: 11-5-2015 NAME OF CLASS / MEETING: Commercial Energy Inspector Exam DESTINATION Coralville, Iowa DEPARTURE POINT IF NOT WATERLOO DEPARTURE DATE: 11/18/2015 RETURN DATE: 11/18/2015 DATE(S) OF MEETING: 11/18/2015 PURPOSE OF TRAVEL/TRAINING Required certification WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 189.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 189.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-22-5100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 189.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF-WATERLLOO DEPARTMENT HEAD DATE' K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY BUDGETED EXPENDED YID THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010 03 8400 1346 NAME(S) AND POSITION(S): Michelle Weidner, Chief Financial Officer DATE: 11/10/2015 NAME OF CLASS / MEETING: 20th Annual Governmental GAAP Update DESTINATION: Webinar— in office DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 12/3/2015 RETURN DATE: 12/3/2015 DATE(S) OF MEETING: 12/3/2015 PURPOSE OF TRAVEL: Class covers governmental auditing and accounting principles update. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: N/A CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 180.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 180.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010 03 8400 1346 x GRANT REIMBURSABLE YES NO x YES NO TOTAL: $ 180.00 REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO �Zeiba D PARTMENT HEAD //-pit—/5` I APPROVE THIS TRAVEL REQUEST MAYOR "A le DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 2111 BBUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY ;i;i - 665o /346, oo /75-CV- /5" Copy - Department NAME(S) AND POSITION(S): Rudy Jones, Community Development Director DATE: November 6, 2015 NAME OF CLASS / MEETING: 2016 Cedar Valley Coalition DEPARTURE DATE: Feb 18, 2016* DESTINATION: Washington, DC DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: Feb 22-24, 2015 RETURN DATE: Feb. 24, 2016 PURPOSE OF TRAVEL/TRAINING: Travel with the Cedar Valley Coalition Group to meet with Congressional Delegation Members `airfare same price as Feb 22 departure date WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST$ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: 770.00 165.00 LODGING 100.00 MEALS REGISTRATION 650.00 MILEAGE/FUEL 100.00 TOTAL FOR ALL: $ 1,785.00 TAXI PARKING AIRFARE MISC/TOLLS 224-32-5850-1346 BUDGET LINE ITEM: BG21A-ADMN X YES YES GRANT REIMBURSABLE NO X REQUIRED CERTIFICATION NO TOTAL: $ 1,785.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUB SIC RPOSE AND IS NECESSARY -AND BENEFICIA TO HE CITY OF'WAT LOO DEPARTMENT HEAD 0 I APPROVE THIS TRAVEL REQUEST MAYOR 1\/IL,/I� DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 PATTIE MAGEE From: Sent: To: Subject: Fyi on wash DC dates. Sent from my iPhone Begin forwarded message: NOEL ANDERSON Wednesday, October 07, 2015 4:08 PM PATTIE MAGEE; MICHELLE WESTPHAL Fwd: 2016 CVC to DC trip date set; need hotel commitments From: Steve Firman <steve@pmgrx.com> Date: October 4, 2015 at 1:10:09 PM CDT To: CVC Members <pmg@pmgrx.com> Subject: 2016 CVC to DC trip date set; need hotel commitments Friends, We have finally secured tentative rooms at the Washington Court Hotel for close to the preferred dates of the majority of our members — Monday and Tuesday, February 22-24, 2016. We were unable to find lodging for the nights of February 23-25 as originally planned, but the February 22-24 plan worked....go figure. So all of our meetings will be on February 23, as will our reception. If you wish, you could arrange individual meetings with agencies or consultants in DC for the afternoon of the 22th or on the 24th and still be home Wednesday evening. In addition, we were able to maintain the same room rate that we had this year - $319.00 per night plus tax. Tuesdays and Wednesdays in February through May are prime times for the hotels on the Hill, so they are less flexible with their rates. As before, we will need to have commitments from all our members on how many rooms you will need for what nights. ACTION REQUESTED: How many room nights will your organization, city, school, whatever, be able to commit to now? Number of people: How many nights for each date: Monday, February 22 February 23 Total Do you want us to try to include other nights (although the yes no If yes, how many people would stay on: Saturday, February 21 Wednesday, February 24 Tuesday, rate may vary) February 20 Sunday, i Thanks in advance for giving this priority attention. I apologize for the quick turnaround, but it is necessary to contract these rooms right away before someone else snatches them from us. Please respond no later than noon Wednesday, October 7. I don't need names right now, just how many people from your organization and how many nights you can commit to for each of them at this time (if you can provide names, that would be a bonus). As always, we will try to work with changes as the trip grows nearer, but these will be the commitments we will work from should we have to allocate any attrition penalties. Please let me know if you have questions or need more information. Thanks again. Steve 2 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED :A%Lo/7 %l%° (34!!0 FY 0/"BUDGETED ,V000 44 EXPENDED YTD THIS REQUEST �S S LEFT AFTER THIS REQUEST DATE '2144, j/—//- Original- Clerk/Finance Co. - De•artment NAME(S) AND POSITION(S): Mohammad Elahi — Traffic Engineer DATE: November 10, 2015 NAME OF CLASS / MEETING: Brown Traffic Products User's Group DEPARTURE DATE: December 1, 2015 DESTINATION: Davenport, Iowa DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: December 3, 2015 DATE(S) OF MEETING: December 2 & 3, 2015 PURPOSE OF TRAVEL/TRAINING: Classroom sessions on innovative technology, informational and technical training, meeting and training with leading industry manufacturers and representatives/employees from other cities throughout Iowa and Illinois. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: • X COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $225.00 LODGING TAXI $50.00 MEALS PARKING $40.00 REGISTRATION AIRFARE $40.00 MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 355.00 BUDGET LINE ITEM: 266-17-7120-1533 Mg& X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEA I MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 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 Central Garage Department to expend $ 6,630.00 plus est. shipping costs of $ 125.00 to pay for or purchase Transmission - Truck 150903 This purchase or expenditure is being made because: First, second and reverse out (Allison 4500RDS) Vendor selected for this purchase: Sadler Inc n Bids or written quotes were taken on this purchase, as follows: Sadler Inc - $6630 + $125 Freight Inland Truck Parts - $7800 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund nBonds ❑ Road Use Tax n Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, iJ G -/ (Project Code) $ 255,000.00 »i Ltc� £.J L&r,A K:\shared goodies\forms\Sanitation - Transmission - 903 - November 2015.xls (Mar 2010) in which the budgeted amount is and the current available balance is tfplly submitted City Clerk Use Only Finance Committee / Approval Date (\/ r -/1 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 Cultural & Arts Department to expend $ 1,100.00 plus est. shipping costs of $ N/A to pay for or purchase two replacement gyro paint brushes for Paint Perfect interactive exhibit in the Phelps Youth Pavilion This purchase or expenditure is being made because: original brush units have become broken due to heavy use by Youth Pavilion patrons over the past eight years Vendor selected for this purchase: Exhibits, Etc. ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: purchase is for custom designed proprietary equipment not available from other sources 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 ❑X Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: GO Bond Funds 412-26-4205-2152 Capital Improvements (Fund - Department - Activity - Account Number) (Project Code) t/ $ 7a,00 a $ ? 6 0 5,(076 I 1 / `1 /6- YGh , 14. Lr� r 2uv� (Signature Dept. Head or esignee) Date (Signature Finance Dept. Review) /f-// Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)