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11/02/2015
FINANCE COMMITTEE November 2, 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 October 26, 2015, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Officers Erie, Lippert and Oehnann (AMENDED) Class/Meeting: Defensive Tactics Recert School Destination: Johnston, IA Dates: November 4, 2015 Amount not to exceed: $445.00 2. Pre -Authorizations to Expend over $1,000.00 Central Garage Amount and Estimated S/H: $9,702.07 + $150 S/H Expenditure: Wheel drive assembly - Sweeper 008. Clerk's Office Amount and Estimated S/H: $5,401.00 Expenditure: National League of Cities Membership Renewal (1/1/16 - 12/31/16). Culture & Arts Amount and Estimated S/H: $1,494.21 Expenditure: The printing of an exhibition catalogue to accompany an upcoming exhibition by artist frje Echeverria. Fire Amount and Estimated S/H: $10,500.00 Expenditure: MSA carbon cylinders for SCBA's. Fire Amount and Estimated S/H: $1,075.00 + $37.63 S/H Expenditure: TPather firefighting boots. Fire Page 1 of 170 Amount and Estimated S/H: $4,423.00 + $114 S/H Expenditure- Material needed to repair first floor bum room in Bum Building. Material includes insulation and panels. Leisure Services Amount and Estimated S/H: $7,800.00 Expenditure: Chemicals and fertilizers for turf maintained by the downtown area crew. Leisure Services Amount and Estimated S/H: $4,279.70 Expenditure: Program tee shirts for youth basketball and indoor soccer. Leisure Services Amount and Estimated S/H: $14,436.00 Expenditure: Chemicals and fertilizers for turf at City parks and ball parks. Leisure Services Amount and Estimated S/H: $57,257.00 Expenditure: Chemicals and fertilizers for turf management at municipal golf courses. Leisure Services Amount and Estimated S/H: $10,020.00 Expenditure: Advertising and advertising spot production to promote the Cedar Valley SportsPlex during Monday Night Football College Football and various other programming. Safety Committee Amount and Estimated S/H: NTE $750.00 Expenditure: Safety Fair Expenses - Tee shirts for prizes for attendees. Sanitation Amount and Estimated S/H: NTE $25,000.00 Expenditure: Additional yard waste carts. Street Amount and Estimated S/H: $2,750.00 + $55 S/H Expenditure: Gas powered post driver. Traffic Amount and Estimated S/H: NTE $3,500.00 Expenditure: Simple Sign Editing license and Sync System. BUDGET LINE ITEMS TO BE AMENDED 3. Approve the project budget for the FY15 Bureau of Justice Assistance (JAG) grant for the Tri-County Task Force in the total amount of $58,833, funded with a federal grant, with $35,498.80 for Waterloo officers and $23,334.20 for other Task Force agencies. Page 2 of 170 BIT PAYMENT 4. November 2, 2015. ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 3 of 170 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2016_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 24-0 S2J� 3. Copy - De•artment NAME(S) AND POSITION(S): Officers Erie, Lippert and Oelmann DATE: October 23rd, 2015 NAME OF CLASS / MEETING: Defensive Tactics Recert School AMENDED DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: November 4th, 2015 Return Date: November 4th, 2015 DATE(S) OF MEETING: November 4th, 2015 PURPOSE OF TRAVEL: Lt. Cirksena is requesting permission to send Officers Lippert, Erie and Oelmann to Defensive Tactics Instructor Recertification School on November 4th, 2015 at the Iowa Law Enforcement Academy. This class is necessary to keep up the certification for these officers. They are all instructors in this area with the department and are used in the training of Waterloo Officers. They will use a city car and fuel up prior to departure and be allotted 15.00 each for lunch. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $0 LODGING $45.00 MEALS $375.00 REGISTRATION $25.00 MILEAGE/FUEL TOTAL FOR ALL: $ 445.00 TAXI PARKING Al RFARE MISC/TOLLS I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x YES NO REQUIRED CERTIFICATION TOTAL: $ 148.33 PER PER,S.QN I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE City Clerk Use Only Finance Committee Approval Date t\IZ�� 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 $ 9,702.07 plus est. shipping costs of $ 150.00 to pay for or purchase Wheel Drive Assembly - Sweeper 008 This purchase or expenditure is being made because: Internal Failure - Gears worn beyond repair Vendor selected for this purchase: Trans -IA n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: OEM Only Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax ❑ Sewer u Sanitation Federal/other grants X Other (specify) Storm Water C/B This expenditure is to be coded to the following budget line -item: 010-18-7955-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, /, 1 i o - 2 3 - ' � GtJ LziL. /D - (Project Code) $ 220,000.00 $ /35, - 6�� K:\shared goodies\forms\Central Garage - Sweeper 008 Wheel Drive Assembly - Oct 2015.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 1 iz/ 5 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 Clerk's Office Department to expend $ 5,401.00 plus est. shipping costs of $ to pay for or purchase National League of Cities Membership Renewal (1/1/16 - 12/31/16) This purchase or expenditure is being made because: Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: I ^ 1 Bids or quotes were not taken on this purchase because: Annual dues set by organization 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 U Sewer 1 Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-03-8400-1391 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectful submitted, (Signat re lept. Head or Designee) Date (Project Code) $ ly�vv`o 22't-t AAA.— ).r kw1- /J 4 "ia (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Authorization.NLOC Membership Dues 2016 (Mar 2010) to t NATIONAL LEAGUE ofCITIES 1301 Pennsylvania Ave., NW, Washington, D( 20004-1763 1202-626-3000I fax: 202-626-3043 I wwvv.nlr-ovg Membership Renewal Statement Suzy Schares City Clerk City of Waterloo 715 Mulberry St Waterloo, IA 50703-5714 Date: 10/05/2015 Invoice #: 115865 Member #: 0000011520 Member Since: 01/01/1957 Membership Expiration: 12/31/2015 NLC thanks you and your fellow municipal officials who work daily to ensure a better government alongside NLC's 2,000 member cities. YOU strengthen NLC's political clout and make it possible for us to fulfill our commitment to Helping City Leaders Build Better Communities. Don't delay; renew your municipality's membership today! Sincerely, Clarence E. Anthony NLC Executive Director & Former Mayor, South Bay, Florida Questions? Contact Member Relations at membership©nlc.org or toll free 877-827-2385. Description Quantity Price Discount Amount Direct Member Dues 1 $5,401.00 $0.00 $5,401.00 The Legal Defense Fund is supported in part by voluntary contributions from NLC members. Funds collected will cover fees for carefully selected litigation on behalf of municipalities where a court decision or regulatory ruling could have a significant impact. The NLC board suggests a contribution equal to 5% of a member city's annual dues. However, contributions of any size are welcome. Invoice Total $5,401.00 Amount Paid $0.00 PLEASE PAY LDF Contribution Dues e n TOTAL $5,401.00 $ PLEASE DETACH AND REMIT WITH YOUR PAYMENT Invoice #: 115865 Member #: 0000011520 Suzy Schares City Clerk City of Waterloo 715 Mulberry St Waterloo, IA 50703-5714 Remit Payment To: National League of Cities Membership Lockbox 4047, PO Box 17425, Baltimore, MD 21298-8240 Total Due: Amt Remitted : $5,401.00 NATIONAL LEAGUE of CITIES 646 Helping City Leaders Build Better Communities NATIONAL LEAGUE of CITIES MEMBER BENEFITS AT -A -GLANCE STAY INFORMED BE PART OF SOMETHING BIGGER PROTECT LOCAL GOVERNMENT RIGHTS AND RESOURCES EXCHANGE EFFECTIVE IDEAS BRING SAVINGS AND SOLUTIONS TO YOUR CITY HAVE A VOICE IN WASHINGTON SHARPEN LEADERSHIP SKILLS GET RECOGNITION FOR YOUR COMMUNITY CONNECT WITH MUNICIPALITIES NATIONWIDE Member Groups: Policy and Advocacy Committees Member Councils Issue -specific Peer Networks Constituency Groups Events: Congress of Cities and Exposition Congressional City Conference Leadership Seminars Webinars Publications and Information: Best Practices, Toolkits and Action Guides Research Reports and Surveys The Weekly: NLC's e-newsletter Bi-weekly Federal Relations Update Issue -specific e-newsletters myNLC Online Community Portal Recognition: City Showcase NLC Membership Milestone Awards NBC-LEO City Cultural Diversity Award Women in Municipal Government Leadership Award Programs for Cities: Build America Mutual NLC Community Showcase Video Program NLC Prescription Discount Card Program NLC Service Line Warranty Program Public Finance Authority The National Citizen Survey U.S. Communities Government Purchasing Alliance Resources: Career Center Technical Assistance Projects Sustainable Cities Institute Mayors' Institute on Children and Families 1301 Pennsylvania Ave., NW, Washington, DC 20004-1763 1202-626-3100 I www.nlc.org NATIONAL LEAGUE of CITIES City Clerk Use Only Finance Committee Approval Date I1 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 Cutlture & Arts Department to expend $ 1,494.21 plus est. shipping costs of $ N/A to pay for or purchase The printing of an exhibition catalogue to accompany an upcoming exhibition by artist frje Echeverria. This purchase or expenditure is being made because: The enhance the depth of interpretation and provide a rich experience for viewers of this exhibition by a significant local artist and educator. Vendor selected for this purchase: Pioneer Graphics ❑x Bids or written quotes were taken on this purchase, as follows: Pioneer Graphics - $1494.21 (will include press check and color proofing) Woolverton - 1435.00* (*will require $75.00/hr for press check and color proofing) PS Prints.com - $1176.84* (*will not allow press checks and/or color proofing) Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds ❑x Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-26-4265-1350 Grants budget 26-STG.OSG (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 5,000.007 $ 4490700 �$5'! s- ✓ Respectfully submitted, r-• ,Y, PtIFirSkiNi (Signature Dept. ead r Designee) /.Date ( ign ture Finance Dept. Review) Date K:\shared goodies\forms\Copy of Copy of Pioneer_Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WFR Department to expend $ 10,500.00 plus est. shipping costs of $ n/a to pay for or purchase MSA Carbon Cylinders for SCBA's. City Clerk Use Only Finance Committee Approval Date t i (Z1/75.- This purchase or expenditure is being made because: These cylinders have reached their expiration date. It is mandated that they be destroyed after 15 years of use. Vendor selected for this purchase: Sandry Fire Supply nBids or written quotes were taken on this purchase, as follows: n Bids 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 n Sewer n Sanitation 1 ^ I Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-12-1400-2112 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current avail.. a .ala Respectfully sub (Signature D pt. Head -r Designee /5 7%r�Ei ty). / Le_X2 i/t, Date (Signature inance Dept. Review) Date (Project Code) $ 25,000.00 ✓ $ 142.94789 8•J' Sent over 10/27/15. 2014 GENERAL OBLIGATION BOND PROCEEDS FUND 414 PURPOSE FUND PAYING CODE AMOUNT AMENDMENTS BALANCE Cap Equip -Building Inspection Pickups 414-22-5100-2117 25,000.00 7,254.00 Cap Equip -Building Maintenance Van 414-22-8800-2117 25,000.00 25,000.00 Cap Equip -Central Garage Forklift 414-18-7950-2117 25,000.00 25,000.00 Cap Equip -Leisure Services Trucks 414-37-4100-2117 50,000.00 42,401.26 Cap Equip -Police Patrol Cars 414-11-1100-2117 167,000.00 Cap Equip -Police Vehicle Equipment 414-11-1100-2117 30,000.00 Cap Equip -Street Department Equipment 414-19-7100-2117 160,000.00 160,000.00 Cap Equip -Traffic Department Vehicles 414-17-7120-2117 40,000.00 38,991.46 Central Garage -New Public Works Bldg 414-18-7950-2151 717,750.00 Central Garage -Oil Distribution Piping 414-18-7950-2152 35,000.00 Central Garage -Public Works Storage Shelving 414-18-7950-2118 25,000.00 17,007.22 Central Garage -Salt Shed Hoop Building 414-19-7100-2151 140,000.00 (2,145.00) 1,403.36 Central Garage -Vehicle Location & Tracking 414-18-7950-2122 10,000.00 10,000.00 Central Garage -Welding Shop Crane 414-18-7950-2110 32,250.00 2,145.00 City Clerk-Document/Agenda Mgmt System 414-03-8400-2106 100,000.00 City Fac-American Disabilities Act 414-22-8755-2152 100,000.00 75,387.00 City Fac-City Facilities Improvements 414-22-8800-2152 100,000.00 16,024.48 City Fac-Cultural Arts Building Impr 414-22-4205-2152 200,000.00 43,818.12 City Fac-Fire Station Improvements 414-22-1400-2152 10,000.00 (90.35) City Fac-Five Sullivans Center (Taxable) 414-22-4900-2152 300,000.00 (10,000.00) 182,871.80 City Fac-Library Improvements 414-22-3100-2152 120,000.00 90.35 City Fac-Parking Ramp Repairs 414-22-7960-2180 300,000.00 145,974.79 City Fac-Public Market Facility Impr (Taxable) 414-22-6880-2152 5,000.00 10,000.00 4,596.03 Cultural Arts -Arts Center/Youth Pavilion Impr 414-26-4205-2152 50,000.00 50,000.00 Cultural Arts -Amphitheatre Equipment 414-26-4211-2120 5,000.00 5,000.00 Eng-Bridge Inspections 414-07-7400-2103 30,000.00 20,000.00 32,625.00 Eng-Bridge Repairs 414-07-7400-2161 160,000.00 (120,000.00) 8,397.40 Eng-Entertainment Area Parking Lot 414-07-4180-2180 40,000.00 Eng-4th St Bridge Walkway Canopy Repairs 414-07-7400-2161 200,000.00 200,000.00 Eng-Flood Control Improvements 414-07-5600-2171 200,000.00 250,000.00 190,559.77 Eng-Sidewalk Repair 414-07-7650-2164 300,000.00 Eng-US Hwy 63 Design (Downtown) 414-07-7520-2103 50,000.00 50,000.00 Eng-US Hwy 63 Enhancements (South) 414-07-7520-2165 40,000.00 40,000.00 Eng-US Hwy 63 Roadway (North) 414-07-7520-2165 0.00 100,000.00 100,000.00 Eng-Virden Creek Dam Repairs 414-07-5600-2171 250,000.00 (250,000.00) Finance -Financial Software 414-03-8400-2106 25,000.00 25,000.00 Fire -Engine #304 Replacement 414-12-1400-2117 550,000.00 91,250.00 Fire -Equipment & Uniforms 414-12-1400-2112 25,000.00 11,294.89 GO Bond Costs (Taxable) 414-03-8980-1750 150,000.00 (6,215.00) 59,851.13 GO Bond Costs (Tax -Exempt) 414-03-8980-1750 153,000.00 183,805.26 Leisure -Ash Replacement Program 414-37-4100-2166 50,000.00 Leisure -Boating Center Improvements 414-37-4207-2175 20,000.00 20,000.00 Leisure -Chemical Storage Building 414-37-4100-2151 150,000.00 146,186.19 Leisure -Downtown Area Improvements 414-37-4110-2168 30,000.00 30,000.00 Leisure -Downtown Off Road Mtce Equipment 414-37-4110-2113 40,000.00 Leisure -Golf Course Improvements 414-37-4120-2174 50,000.00 20,575.91 Leisure -Golf Course Improvements (Taxable) 414-37-4120-2174 50,000.00 50,000.00 Leisure -Golf Course Mtce Equipment 414-37-4120-2113 100,000.00 5,002.26 Leisure-Katoski Greenbelt Maintenance 414-37-4105-2157 5,000.00 5,000.00 Leisure -Parks Improvements 414-37-4105-2168 100,000.00 62,343.41 1 of 2 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 WFR Department to expend $ 1,075.00 plus est. shipping costs of $ 37.63 to pay for or purchase Leather Firefighting Boots. This purchase or expenditure is being made because: We have hired 5 new recruits and it is contractual that we provide their firefighting gear. Vendor selected for this purchase: MES (Municipal Emergency Services Inc.) Bids or written quotes were taken on this purchase, as follows: ❑ Bids 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 Bonds Road Use Tax Sewer Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1579 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is li s-pectf (Signature Deft. Head or Designee) Sanitation (Project Code) ce- $ 2fr908.00 S.5ov $-11,291.89�0'� r/ o-a3-15 Date (Signature Finance Dept. Review) Date Sent over 27, 2014. 2014 GENERAL OBLIGATION BOND PROCEEDS FUND 414 PURPOSE FUND PAYING CODE AMOUNT AMENDMENTS BALANCE Cap Equip -Building Inspection Pickups 414-22-5100-2117 25,000.00 7,254.00 Cap Equip -Building Maintenance Van 414-22-8800-2117 25,000.00 25,000.00 Cap Equip -Central Garage Forklift 414-18-7950-2117 25,000.00 25,000.00 Cap Equip -Leisure Services Trucks 414-37-4100-2117 50,000.00 42,401.26 Cap Equip -Police Patrol Cars 414-11-1100-2117 167,000.00 Cap Equip -Police Vehicle Equipment 414-11-1100-2117 30,000.00 Cap Equip -Street Department Equipment 414-19-7100-2117 160,000.00 160,000.00 Cap Equip -Traffic Department Vehicles 414-17-7120-2117 40,000.00 38,991.46 Central Garage -New Public Works Bldg 414-18-7950-2151 717,750.00 Central Garage -Oil Distribution Piping 414-18-7950-2152 35,000.00 Central Garage -Public Works Storage Shelving 414-18-7950-2118 25,000.00 17,007.22 Central Garage -Salt Shed Hoop Building 414-19-7100-2151 140,000.00 (2,145.00) 1,403.36 Central Garage -Vehicle Location & Tracking 414-18-7950-2122 10,000.00 10,000.00 Central Garage -Welding Shop Crane 414-18-7950-2110 32,250.00 2,145.00 City Clerk-Document/Agenda Mgmt System 414-03-8400-2106 100,000.00 City Fac-American Disabilities Act 414-22-8755-2152 100,000.00 75,387.00 City Fac-City Facilities Improvements 414-22-8800-2152 100,000.00 16,024.48 City Fac-Cultural Arts Building Impr 414-22-4205-2152 200,000.00 43,818.12 City Fac-Fire Station Improvements 414-22-1400-2152 10,000.00 (90.35) City Fac-Five Sullivans Center (Taxable) 414-22-4900-2152 300,000.00 (10,000.00) 182,871.80 City Fac-Library Improvements 414-22-3100-2152 120,000.00 90.35 City Fac-Parking Ramp Repairs 414-22-7960-2180 300,000.00 145,974.79 City Fac-Public Market Facility Impr (Taxable) 414-22-6880-2152 5,000.00 10,000.00 4,596.03 Cultural Arts -Arts Center/Youth Pavilion Impr 414-26-4205-2152 50,000.00 50,000.00 Cultural Arts -Amphitheatre Equipment 414-26-4211-2120 5,000.00 5,000.00 Eng-Bridge Inspections 414-07-7400-2103 30,000.00 20,000.00 32,625.00 Eng-Bridge Repairs 414-07-7400-2161 160,000.00 (120,000.00) 8,397.40 Eng-Entertainment Area Parking Lot 414-07-4180-2180 40,000.00 Eng-4th St Bridge Walkway Canopy Repairs 414-07-7400-2161 200,000.00 200,000.00 Eng-Flood Control Improvements 414-07-5600-2171 200,000.00 250,000.00 190,559.77 Eng-Sidewalk Repair 414-07-7650-2164 300,000.00 Eng-US Hwy 63 Design (Downtown) 414-07-7520-2103 50,000.00 50,000.00 Eng-US Hwy 63 Enhancements (South) 414-07-7520-2165 40,000.00 40,000.00 Eng-US Hwy 63 Roadway (North) 414-07-7520-2165 0.00 100,000.00 100,000.00 Eng-Virden Creek Dam Repairs 414-07-5600-2171 250,000.00 (250,000.00) Finance -Financial Software 414-03-8400-2106 25,000.00 25,000.00 Fire -Engine #304 Replacement 414-12-1400-2117 550,000.00 91,250.00 Fire -Equipment & Uniforms 414-12-1400-2112 25,000.00 11,294.89 GO Bond Costs (Taxable) 414-03-8980-1750 150,000.00 (6,215.00) 59,851.13 GO Bond Costs (Tax -Exempt) 414-03-8980-1750 153,000.00 183,805.26 Leisure -Ash Replacement Program 414-37-4100-2166 50,000.00 Leisure -Boating Center Improvements 414-37-4207-2175 20,000.00 20,000.00 Leisure -Chemical Storage Building 414-37-4100-2151 150,000.00 146,186.19 Leisure -Downtown Area Improvements 414-37-4110-2168 30,000.00 30,000.00 Leisure -Downtown Off Road Mtce Equipment 414-37-4110-2113 40,000.00 Leisure -Golf Course Improvements 414-37-4120-2174 50,000.00 20,575.91 Leisure -Golf Course Improvements (Taxable) 414-37-4120-2174 50,000.00 50,000.00 Leisure -Golf Course Mtce Equipment 414-37-4120-2113 100,000.00 5,002.26 Leisure-Katoski Greenbelt Maintenance 414-37-4105-2157 5,000.00 5,000.00 Leisure -Parks Improvements 414-37-4105-2168 100,000.00 62,343.41 1 of 2 MES - MIDAM 1880 East Military Ave Fremont, NE 68025 Ship To: WATERLOO FIRE RESCUE 425 EAST 3RD ST. WATERLOO, IA 50703 Contact: Phone: Bill To: WATERLOO FIRE RESCUE 425 EAST 3RD ST. WATERLOO, IA 50703 Item number -FDXL50 FDXL100 M301400 1201400 BT9020 Description FDXL50 LEATHER BOOT FDXL100 Leather Boots Globe MES Crossfire Knight 14in Structural Boot - Mens Men Structural Boot 14 inch Pull -On PRO -Warrington MES Exclusive Structural Pull On Bunker 14in Telephone 402-727-5785 Fax 402-727-5789 Quotation Number • QT_00367773-1 Date • 10/4/2015 Page • 1 of 1 Sales order Requisition Your ref. Our ref Quotation deadline Payment Sales Rep Terms of delivery Size Color 10.0REG Grey 10.0REG Black/Red 10.0M BLACK 10.OM BLACK 10.0E BLACK jgoldsmith 11/3/2015 • Net 30 • Jgoldsmith • Customer Pays Freight -NOT Taxable �ES MUNICIPAL EMERGENCY SERVICES, INC.1111/ Quantity Unit Unit price 1.00 EA 205.00 1.00 EA 272.00 1.00 EA 330.00 1.00 EA 358.00 1.00 PR 298.00 Amount 205.00 272.00 330.00 358.00 298.00 This Quotation is subject to any applicable sales tax and shipping & handling charges that may apply. Tax and shipping charges are considered estimated and will be re -calculated at the time of shipment to ensure they take into account the most current local tax information. 5 5e�s �er 'Ne),J ceccv,��S Sales balance 1,463.00 Total discount 0.00 it -62-4, Sales tax TE 0.00 �3.d USS All returns must be processed within 30 days of receipt and require a return authorization number and are subject to a restocking fee. Custom orders are not returnable. Effective tax rate will be applicable at the time of invoice. 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 WFR/RTC Department to expend $ 4,423.00 plus est. shipping costs of $ 114.00 to pay for or puchase Material needed to repair first floor burn room in Burn Building. Material includes insulation and panels. This purchase or expenditure is being made because: Burn room is currently unusable due to needed repairs. n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Replacement parts are coming from the manufacturer of the building due to the nature of the structure. It is important to have compatable replacement parts to protect the structure and participants during the burn. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: El General Fund n Road Use Tax Sewer n Sanitation Bonds El Federal/other grants QX Other (specify) GRT This expenditure is to be coded to the following budget line -item: 12GRT-Pad8 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 100,000.00 $ 11,010.60 V (Signature Dept. ead or Designee) Date (Signs u Finance Dept. Review) Date users\shared goodies\forms\Expenditure Authorizatlon.xls(Oct 2004) PROPOSAL FIRE FACILITIES INC. 314 WILBURN ROAD SUN PRAIRIE, WI 53590-9401 FIRE FACILITIES STEEL FIRE TRAINING TOWERS "ASK BEFORE YOU BUY" - THE ONLY MAJOR STEEL FIRE TRAINING TOWER MANUFACTURED IN THE UNITED STATES la — To: From: Waterloo Fire & Rescue Shelley Mertig Date: October 27, 2015 ATTN: Josh Heller Inside Sales Representative Phone: 1-800-929-3726 or (608) 327-4100 for John Schauf, Regional Manager Fax: 1-866-639-7012 or (608) 834-1843 Proposal # 4749 E-mail: smertig@firefacilities.com Remarks: This proposal is regarding the price requested for Waterloo, IA The total estimated weight for these materials is 790.18 lbs. The total price for this fire tower or parts, F.O.B. destination is $4,423.00 as described below: Freight: $114.00 Freight + Material Price: $4,537.00 * See tax note below Price Includes The Following: Existing WH-2 Structure: Wester insulating system (Excluding Insulation Blanket) for lining approx. 8'-0" width (6 S.S. Panels) of wall and approx. 8'-0" width of ceiling of existing 1st floor annex burn room (14' x 22' x 9' high ceiling) Ship date is 10-14 weeks upon receipt of signed contract. 30% down payment, balance due in full 30 days from ship date. Prices quoted in U.S. Dollars. Prices include the design, materials, fabrication, and freight only - foundation and erection labor prices only if shown. 3004.cff.07I5 Applicable taxes may need to be added based on location. Prices effective 60 days from date of this proposal. I of 1 City Clerk Use Only Finance Committee Approval Date 1) 7y/)S 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 r= 6�V1 x $ - 8;98& & Tao) plus est. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf maintained by the downtown area crew. This purchase or expenditure is being made because: These products are needed to properly maintain the turf in the City areas. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various ❑X Bids or written quotes were taken on this purchase, as follows: Bids received from D&K Des Moines, Van Diest Webster City. John Deere Landscapes, Cedar Rapids, was sent a bid but they did not respond. n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax ❑ Sewer [ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4110-1537 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 10,13A0.00V lo, 5 1 -- $ 7,800 00 1,0 2 ,7^ Respectfully submitted, (� tO/Zl/l`.$) tteziLui7 (Signature Dept. Head or Designee) Date ( ign'ture Finance Dept. Review) Date K:\shared goodies\forms\Park chemical preauth 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 $ 4,279.70 plus est. shipping costs of $ to pay for or purchase program tee shirts for youth basketball and indoor soccer. This purchase or expenditure is being made because: uniform tee shirts are included as part of the registration fee and are needed to differentiate teams. Vendor selected for this purchase: Shirt Shack (Cedar Falls, IA) ❑x Bids or written quotes were taken on this purchase, as follows: Shirt Shack $4,279.70 Advantage Screen Print $4,325.00 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation ▪ Bonds n Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1556 Youth Athletic Equipment (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 9,350.00 $ 9,350.00'' � ,2.42' e/6r- itature Dep- t. H es � ee) Date (Sicnature Finance ept. Review) Date K:\shared goodies \forms\ExtSenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee it Approval Date Z�t> City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 14,436.00 plus est. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf at City parks and ball parks. This purchase or expenditure is being made because: These products are needed to properly maintain the turf in the City areas. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various ❑ Bids or written quotes were taken on this purchase, as follows: Bids received from D&K Des Moines, Van Diest Webster City. John Deere Landscapes, Cedar Rapids, was sent a bid but they did not respond. ❑ 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 ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1537 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept."H or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 17,000.00 $ 14,436.00 K:\shared goodies\forms\Park chemical preauth.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date d1Z 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 $ 57,257.00 plus est. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf management at municipal golf courses. This purchase or expenditure is being made because: These products are needed to properly maintain Waterloo's three municipal golf courses. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various ❑X Bids or written quotes were taken on this purchase, as follows: Bids received from D&K Des Moines and Van Diest Webster City. John Deere Landscapes, Cedar Rapids, was sent a bid but did not respond. nBids 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 Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4120-1537 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 60,000.00 ✓ $ 57,257.00 / Respectfully submitted-, /d 71f ;;e,durfA /11.r,r�,k,v>... /) a -/5 Signature . ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Golf chemical preauth xls (Mar 2010) in which the budgeted amount is and the current available balance is Respectfully submitted Signature De City Clerk Use Only Finance Committee Approval Date q2.15 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 $ 10,020.00 plus est. shipping costs of $ N/A to pay for or purchase advertising and advertising spot production to promote the Cedar Valley SportsPlex during Monday Night Football College Football and various other programming. This purchase or expenditure is being made because: early Fall through Winter are crucial time periods to attempt to grow our membership base. Vendor selected for this purchase: OnMedia (Cedar Falls, IA) ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: OnMedia is the only vendor with this package. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax n Sewer n Sanitation ❑ Bonds ® Federal/other grants Other (specify) — MOO This expenditure is to be coded to the following budget line -item: 'C i-% i ;\ 71. (Fund - Department - Activity - Account Number) (Project Code) $ 10,000.00 Z7L/,0) ✓ $ 9754.00/ 290.00 esignee) Date (Signatur Finance Dept. Review) Date K:\shared goodies\forms\mnf ad pre auth (Mar 2010) City Clerk Use Only Finance Committee Approval Date i�y� S 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 Safety Committee Department to expend $ NTE 750. plus est. shipping costs of $ 0.00 to pay for or purchase Safety Fair Expenses - T5 ��s � � s fix_ m z�-l�J�' S This purchase or expenditure is being made because: Safety Fair Expenses Vendor selected for this purchase: Dickeys ❑X Bids or written quotes were taken on this purchase, as follows: Dickeys - $7.50 ea Shirtshack - $9.99 ea Advantage - $11.75 ea ❑ 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 nBonds Road Use Tax ❑ Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-09-8255-1315 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 40,000-90 ?'j& $ '144,54 io ,e,r lt,t,at. 6(J u_kvt vt- /c) .2 S- K:\shared goodies\forms\Safety Committee - FY 2016 Safety Fair - Oct 2015.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date "/2-//5 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 Sanitation Department to expend $ NTE $25,000 plus est. shipping costs of $ incl to pay for or purchase Additional yard waste carts This purchase or expenditure is being made because: Additional carts required to support new recycle and yard waste customers Vendor selected for this purchase: Toter Inc I I Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Utilizing bids received in August 2015 (low bidder) Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund Road Use Tax n Sewer n Sanitation nBonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 525-15-5400-1596 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 120,000.00 ✓ $ 70 /o-27-is'�/- /0 - Y-J ' K:\shared goodies\forms\Sanitation - Additional Yard Waste Carts - Toter - October 2015.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date U /Lii City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ 2,750.00 plus est. shipping costs of $ 55.00 to pay for or purchase Gas powered post driver This purchase or expenditure is being made because: More effective means and less likelihood of personal injury pounding fence posts Vendor selected for this purchase: Campbell Supply n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Immediate availability and results of on -site use/demonstration Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax n Sewer n Sanitation ri Bonds nFederal/other grants W. Other (specify) This expenditure is to be coded to the following budget line -item: 413-19-7100-2117 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 200,000.00 +/ and the current available balance is $ 188,563.43'- Respectfully submitted, /O-2/-rs-- Di/ i./ " -<S K:\shared goodies \forms\Street Department - Post Pounder - October 2015.xls (Mar 2010) City Clerk Use Only Finance Committee kV 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 Traffic Operations Department to expend $ NTE 3,500.00 plus est. shipping costs of $ to pay for or purchase Simple Sign Editing License and sync System This purchase or expenditure is being made because: Additional license for Simple Sign software to be used on a laptop out in the field. Vendor selected for this purchase: Rowekamp & Associates, Inc. n Bids or written quotes were taken on this purchase, as follows: Rowekamp & Associates, Inc. Minneapolis, MN NTE $3,500.00 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: ❑X General Fund Bonds Road Use Tax ❑ Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 414-71-7120-2106 & 415-17-7120-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Ref12A414' ectfully submitted, id ; 7Z�Cefi�eCc� L,� c c hurt /3 Signature Dept. H d or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2015-October-Expenditure Pre -Authorization - Simple sign Editing License & Sync -GO 414&415 NTE$3,500.xls (Mar 2010) (Project Code) $ 10,000 10,000 $ 2,879.48 10,000 V Budget Amendment Descriptions for 11/2/2015 Finance Committee Meeting Agenda: 1. Approve the project budget for the FY15 Bureau of Justice Assistance (JAG) grant for the Tri- County Task Force in the total amount of $58,833, funded with a federal grant, with $35,498.80 for Waterloo officers and $23,334.20 for other Task Force agencies. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total FY15 Bureau of Justice Assistance (JAG) Captain Frank Krogh $ 58,833.00 1. How will this project be funded? A. Federal Grant Yes No CFDA # 16.738 ° % Paid by federal grant 100.00% Grant Name FY15 Bureau of Justice Assistance (JAG) B. State Grant Yes Grant Name C. City Match D. Other Entities Name No Source of Funding Yes No x Grant Agreement Number 2015-DJ-BX-0713 % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) � wr (tpr. 6 Z(14 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? Done None ❑ ❑ Yes No ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X ❑X ❑ 6. Include a brief description of the project in the space below: (REQUIRED) Funds allocated by the 2015 Justice Assistance Grant will be used in a joint effort by the City of Waterloo, City of Cedar Falls and Black Hawk County for law enforcement personnel costs for officers assigned to the Tri-County Drug Enforcement Task Force which is a multi -jurisdictional task force responsible for investigation of drug related crime. The funds will be used to supplement salary/benefits & overtime not funded through the Byrne Justice Assistance Grant. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheetl5\JAG10 (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee \\ I Z1I> Approval Date Project Name (from page one) FY15 Bureau of Justice Assistance (JAG) 2015-DJ-BX-0713 Department No. project will be budgeted under 11 Activity No. project will be budgeted under 010 11 1150 010 11 1160 REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3373 Fed Pass thru for Iowa 3111 Hotel Motel Tax 3377 EDA Grant 3720 Donations - Restricted 3370 School Share Liaison 3349 Byrne Grant -Tri Co EXPENDITURES: (Each column should only include amounts by fund) Fund: U(0 1150 35,498.80 Fund: �(D Fund: Fund: 1160 Total 23,334.20 58,833.00 TOTALS $ 35,498.80 $ 23,334.20 $ 1111 Salaries - Regular 1112 Salaries - Part Time 1121 FICA 1122 IPERS 1123 Disability 1131 Health 1114 Overtime 1130 Employee Benefits 1302 Outside Agencies CA -Pr (Signature Dept. Head) $ $ 58,833.00 $ 27,107.80 $ 27,107.80 8,391.00 8,391.00 23, 334.20 23, 334.20 TOTALS $ 35,498.80 $ 23,334.20 $ $ $ 58,833.00 10/c All S 7 iA.r,t L (IJVI�ZGU4 D to (Signature Finance Dept. Review) /v pis. Date K:\shared goodies\forms\Project Budget Worksheet15\JAG10 second page (Mar 2010)