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HomeMy WebLinkAbout09/14/2015FINANCE COMMITTEE September 14, 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 September 8, 2015. NEW BUSINESS TRAVEL REQUESTS 1. Brian Baker, Chief HVAC Inspector Class/Meeting: IOWACE 2015 Fall Conference Destination: Urbandale, IA Dates: October 22-23, Amount not to exceed: $140.00 2015 2. Refund Request for 137 Mohawk Street for yard waste container fees totaling $108.00. 3. Pre -Authorizations to Expend over $1,000.00 Leisure Services Amount and Estimated S/H: $3,870.00 Expenditure: (43) I-GLO 2x2 LED Fixtures for Young Arena's Concourse Area. Leisure Services Amount and Estimated S/H: $3,315.00 Expenditure: Tee shirts for participants in the mayor's Fun Run. Safety Committee Amount and Estimated S/H: $1,240.00 Expenditure: Replacement of AED Pads. BILLS PAYMENT 4. September 14, 2015 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 1 of 168 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED OJ ?.2 6/1)0 (31i(, FY GIG BUDGETED /6),0Uo EXPENDED YTD jay 0 671- THIS REQUEST /'/0 LEFT AFTER THIS REQUEST 54 J - DATE ,1/�'' Original - Clerk/Finance Copy - De•artment NAME(S) AND POSITION(S): Brian Baker, Chief HVAC Inspector DATE: 9-9-2015 NAME OF CLASS / MEETING: lowace 2015 Fall Conference DESTINATION Urbandale, Iowa DEPARTURE POINT IF NOT WATERLOO DEPARTURE DATE: 10/22/2015 RETURN DATE: 10/23/2015 DATE(S) OF MEETING: 10/22/2015 thru 10/23/2015 PURPOSE OF TRAVEL/TRAINING CEU for ICC WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 120.00 REGISTRATION MILEAGE/FUEL 20.00 TOTAL FOR ALL: $ 140.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-22-5100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 140.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 DATE °q1q 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 Leisure Services Department to expend $ 3,870.00 plus est. shipping costs of $ 0.00 to pay for or purchase (43) I-GLO 2x2 LED Fixtures for Young Arena's Concourse Area. City Clerk Use Only Finance Committee Approval Date q[ i4/t,j 4 This purchase or expenditure is being made because: The new lights are being paid for with previously earned energy rebates & are eligible to receive a rebate of $100 per fixture. The new fixtures will use aprox. 70% less energy. Vendor selected for this purchase: Crescent Electric Co, Waterloo Iowa ❑x Bids or written quotes were taken on this purchase, as follows: Crescent Electric--- $90.00 per fixture $3,870.00 Van meter--- $101.00 per fixture $4,343.00 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax n Sewer n Sanitation 3765 r Federal/other grants n Other (specify) YAMI This expenditure is to be coded to the following budget line -item: 010-37-4105-3722 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Signature D K:\shared goodies\for submitted, esignee) (Project Code) $ 12,609.28V $ 12,609.28 Date (Signature Finance Dept. Review) Date LED 2x2 Concourse Lighting (Mar 2010) CRESCENT ELECTRIC SUPPLY COMPANY 2405 WESTFIELD AVE WATERLOO, IA 50701-1221 P 319-234-6866 F 319-232-1691 QUOTE TO: CITY OF WATERLOO ELECTRICAL DEPARTMENT 625 GLENWOOD ST WATERLOO, IA 50703-5717 III IIIIIIIIIIIIILI1IIIlIlIllIII QUOTATION QUOTE DATE QUOTE # PAGE # 09/04/2015 S500956212 1 of 1 SHIP TO: CITYOF-LEISURE SEVICES ELECTRICAL DEPARTMENT 1101 CAMPBELL AVE WATERLOO, IA 50701-3765 CUST #: 97399 REQUESTED BY JAKE REFERENCE QUOTED BY MICHAEL W BENINGA TERMS PASS THRU DISCOUNT ORDER QTY 43 ea AVAILABLE 43 ea DESCRIPTION GL40W2X2JA5000KUDX IGLO 2X2 LED **SPECIAL ORDER / NON -RETURNABLE** PRICES SUBJECT TO CHANGE QUANTITIES AVAILABLE SUBJECT TO PRIOR SALE PLEASE SEE WWW.CESCO.COM FOR STANDARD TERMS AND CONDITIONS * This line is taxable ACCOUNT MANAGER JAMES D CLEMENTS FREIGHT TERMS FREIGHT IF APPLICABLE UNIT PRICE EXT PRICE 90.000/ea SUBTOTAL S&H CHARGES ESTIMATED TAX AMOUNT DUE 3870.00 3870.00 0.00 0.00 3870.00 VAN METER �ti Z--4. 125 Courier Street Waterloo, IA 50701-1289 319-235-9313 Fax 319-235-0365 QUOTE TO: CITY OF WATERLOO LEISURE SERVICES 1101 CAMPBELL AVE WATERLOO, IA 50701-3765 Quotation QUOTE DATE 08/26/15 S8765192 ORDER TO: (2) VAN METER WC. 12S Courier Street Naterbo. IA 50701-1289 319-235-9313 Fox 319-235-0365 1 SHIP TO: CITY OF WATERLOO - YOUNG ARENA 125 COMMERCIAL ST WATERLOO, IA 50701-1303 CUSTOMER NUMBER CUSTOMER ORDER NUMBER ORDERED BY SALESPERSON PRICE BR :SHIP BR 77627 LED RETROFIT 2X2 Jacob Schaefer REITERS 2 2 SHIP VIA " TERMS BID SOT DATE FREIGHT ALLOWEDWITTIER Dennis Sessler WAT 3509 02C15 CITY M-F NET 30 DAYS See Below No ORDER'QTY DESCRIPTION 'UNRPRJCE '.EXTENSION r. e 55ea 55ea ********* Shipping Instructions ********** ***PREMIER CUSTOMER** * *****A A Ak Irk 75.000e 4125.00 5555.00 i-k******HF***************AA A A A ** LITETRONICS RF32UQT235 32W 2X2 3-LAMP RETROFIT KIT QC 120-277V 3500K LEDTRONICS CLL2X2DL-40W-XWW-101D 101.000e Wire, conduit, and fluorescent lamp prices in effect at time of shipment. 30 days and based on qtys supplied, unless otherwise specified. All items by specifying party. Nonstock items are subject to restocking charges terms and conditions. Freight charges or applicable tax not included. For complete terms and conditions as well as EEO Compliance regulations https://vanmeterinc.com/terms-conditions.htm/ Other items valid subject to approval based on manufacturer's Subtotal SS&H CHGS Tax $9680.00 $0.00 To be Determined please go to : Amount Due $9680.00 City Clerk Use Only Finance Committee 01/ 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 $ 3,315.00 plus est. shipping costs of $ na to pay for or purchase tee shirts for participants in the Mayor's Fun Run. This purchase or expenditure is being made because: Every 4th grader in Waterloo public and private schools participates in the Fun Run. All participants receive a shirt as a reward for finishing the one mile run through down town. Vendor selected for this purchase: The Shirt Shack, Inc. x C Bids or written quotes were taken on this purchase, as follows: Shirt Shack (Cedar Falls, Iowa) 3.49/shirt Craft -Cochran (Cedar Falls, IA) did not submit Advantage Screen Print did not submit 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: xj General Fund Bonds Road Use Tax Federal/other grants Sewer Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1567 Recreational Supplies (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submiitted, (Signature Dept. He or esignee) Date (Signure Finance Dept. Review) Date (Project Code) $ 23;ee000- $ 19325.96 /7(`7) K:lshared goodies \forms1201g-h n run (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date cl/' 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 $ 1,240.00 plus est. shipping costs of $ 0.00 to pay for or purchase Replacement of AED Pads This purchase or expenditure is being made because: Replacements required to meet OSHA requirements Vendor selected for this purchase: AED Professionals ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: OEM required item Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax n Sewer n Sanitation Federal/other grants U Other (specify) This expenditure is to be coded to the following budget line -item: 010-09-8255-1573 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, - $ 1,240.00 $ 1,240.00 Sr.- M.1AIL,e tt2tabgil K:\shared goodies\forms\Safety Committee - Purchase of Replacement AED Pads - Sep 2015.xls (Mar 2010) CITY OF WA I hRLOO Committee Communication Finance Committee Meeting: 09/14/2015 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: Sandy Stocks is requesting a refund of the yard waste container fees paid since April 2012, as they have never had a yard waste can but were erroneously charged, and for which they paid. These facts have been confirmed with both the Waterloo Water Works and the Sanitation Department. Records indicate the amount of the refund to be $108.00. Summary Statement: Resident's requested amount of refund has been confirmed based on the appropriate department verification and payment records. Supporting paperwork attached. Expenditure Required: As indicated above Source of Funds: YARD WASTE CONTAINER REFUND 525-15-5400-1785 Policy Issue: None Alternative: Not give the reimbursement. Background Information: Recommendation for reimbursements are only made after Waterloo Water Works, Sanitation, and Waste Management Services have been contacted to verify the information given by the individual. a..a 6,44 „6_,L22,1 pa,c, ciaAd ocae. LL):e rnexcla (AI (a )37 Kne hax-0K (afiAL, 1611.Q) ba-JL halit h 61.49 ck ut_DoLA Ca4/1 e 5cw-L 6L±L-r) a4i60 cApaiw (-0,212-0 712. yer). /-62e4,e_ kJd hq La>ti-d I-) a °c).amd 1,4)0J,4) 41a,77,4/ /ev ,0A4v2y :Aiodicktg „4/keiz6 POB 27 WATERLOO IA 50704 ACCOUNT - t - - 7-1 ADDRESS WATERLgU 2T1) LAV'S-H--:ANK • ;; KEEP THIS SIDE FOR YOUR RECORDS PRESORT FIRST CLASS NAIL S POSTAGE PAID PERMIT NO 1159 RETURN SERVICE REQUESTED GROSS DUE AFTER - HTUN WITH .."'MEN'T :74.)Ai':TFRLY EANDY 137 l';OHAW:4 ST 1 ATEF.L.D13. IA PY 2/6-,7143 it ICI:Z'A8 GIN L 91113 33I33O Sr 4! 3131I I3 OO1831UM J© h1I3 UUG6DFR DISPLAY Display Account History Account No 02 40 0340 65435 Billing Date Customer STOCKS SANDY Ph 563/880-3611 Address 137 MOHAWK ST WATERL00 5=Payment s ? Billing Consu Date 7/16/15 16 4/15/15 19 1/16/15 12 10/16/14 10 7/16/14 16 _ 4/15/14 5 Water Sewer Payment Payment 40.93- 64.66- Garbage STORM Payment Payment 35.56- 9.07- 42.56- 57.30- 40.50- 30.51- 39.38- 42.53- 24.73- 37.50- 40.50- 34.75- 37.50- 40.50- 22.47- 37.50- 40.50- 8.25- 8.66- 8.25- 8.25- 8.25- 9/08/15 11:42:03 Activity Total St Cnd Payment 150.22- P RT 148.61- P * 121.08- P 110.98- P RT* 121.00- P 108.72- P F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS aitee c?2Le, c_140.1 41/2c/rpl7o1....). Display Account History Account No 02 40 0340 65435 Billing Date Customer STOCKS SANDY Ph 563/880-3611 Activity Address 137 MOHAWK ST WATERLOO 5=Payments ? Billing Date 1/16/14 UUG6DFR DISPLAY 9/08/15 11:42:03 Consu 14 10/16/13 17 7/16/13 13 4/16/13 12 1/17/13 17 10/17/12 39 Water Payment 30.56- 33.66- 27.49- 25.97- 33.66- 60.67- Sewer Garbage STORM Total St Cnd Payment Payment Payment Payment 43.44- 40.50- 8.25- 122.75- P 45.61- 42.53- 8.66- 130.46- P RT 45.61- 42.53- 8.66- 124.29- P RT 45.61- 42.53- 8.66- 122.77- P RT 56.01- 42.53- 8.66- 140.86- P RT 79.08- 40.50- 8.25- 188.50- P F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS IJEJG6DFR DISPLAY 9/08/15 11:42:14 Displ Account No 02 40 0340 65435 Bi Customer STOCKS SANDY Address 137 MOHAWK 5=Payments ? Billing Consu Date 7/16/12 16 ay Account History fling Date Ph 563/880-3611 ST WATERLOO Water Sewer Payment Payment 28.92- 51.36- Garbage STORM Payment Payment 40.50- 8.25- Activity Total St Cnd Payment 129.03- P F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter _F21=Cust His F22=Bill His