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08/24/2015
FINANCE COMMITTEE August 24, 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 August 17, 2015, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Abraham Funchess, Executive Director; Ron Wood, Commission Chair; Cheryl Faries, Vice Chair; Bennie Spain, Commissioner Class/Meeting: 2015 IAOHRA Conference Destination: Birmingham, AL Dates: Sept. 26 - Oct. 1, Amount not to exceed: $10,572.40 2015 2. Cheryl Huddleston, Human Resources Manager Class/Meeting: Iowa Employment conference - Fit for Duty Destination: Altoona, IA Dates: October 27, 2015 Amount not to exceed: $230.00 3. Keith Kaspari, Airport Director & Maintenance Employees: Rusty Zey, Randy Shepard, Troy Deeds and Chris Preston Class/Meeting: Live Aircraft Fire - Hot Burn Training (Provided by the University of Missouri) Destination: Dubuque Regional Airport Dates: September 23-24, Amount not to exceed: Up to $1,600.00 2015 4. Pre -Authorizations to Expend over $1,000.00 Airport Amount and Estimated S/H: $2,000.00 Expenditure: Staff' is requesting a NTE amount of $2,000 to perform general repairs on the Airport Sedan that is driven by the Airport Director for day-to-day use. Airport Page 1 of 221 Amount and Estimated S/H: $3,850.00 Expenditure: Staff is requesting approval to purchase an additional two pallets (or 3,000 lbs) of CRAFTCO joint (pavement) sealant. Request includes two-day rental of tar kettle. Building Maintenance Amount and Estimated S/H: $3,942.00 Expenditure: Pay station for parking ramp at W. 5th & Commercial. Central Garage Amount and Estimated S/H: $2,750.00 Expenditure: Annual fife pump test on 10 apparatus. Central Garage Amount and Estimated S/H: $8,375.00 Expenditure: Transmission - Dump Truck B09. Central Garage Amount and Estimated S/H: $4,659.61 Expenditure: Turbocharger - Ambulance 338. Engineering Amount and Estimated S/H: $1,524.00 Expenditure: Mobile Connect and Mobile License Maintenance renewal for the PAVEPLUS View and Map Director ARC GIS Software. Engineering Amount and Estimated S/H: $1,100.00 Expenditure: One pallet of Pine Hall Brick, English Edge Autumn, plus pallet rental. Finance Amount and Estimated S/H: $15,552.00 Expenditure: Advance payment of 50% of the hotel/motel partnership grant funds awarded to the Grout Museum by the CVB. Human Resources Amount and Estimated S/H: NTE S20,000 Expenditure: Biometric/Wellness Screening. Leisure Services Amount and Estimated S/H: $1,303.14 Expenditure: Membership cards for the Cedar Valley SportsPlex. Leisure Services Amount and Estimated S/H: $11,500.00 Expenditure: Engineering and design services for FY2016 Leisure Services roof replacement. Leisure Services Page 2 of 221 Amount and Estimated S/H: $2,000 00 Expenditure: Scorecards or the golt course. Planning Amount and Estimated S/H: $2,325.00 Expenditure: Demo of foundations. Police Amount and Estimated S/H: $3,800.00 Expenditure: Two (2) Bee III Dual Antenna Radar Units for squad car. Police Amount and Estimated S/H: $22,000.00 Expenditure: Twenty-four (24) Dell desk top computes, monitors and sound bars. Police Amount and Estimated S/H: $90,000 Expenditure: Upgrading the video server and purchase of up to 150 body cameras for L3 Communications. Police Amount and Estimated S/H: $5,600.00 Expenditure: Partnering with Hawkeye Community College to hold two 1 day classes on Arresting Communication for Waterloo Police Department. Sanitation Amount and Estimated S/H: $1,200.00 Expenditure: Removal of hazardous trees per court order. BUDGET LINE _ITEMS TO BE AMENDED 5. Approve the budget amendment to use grant funds not spent during prior years in the amount of $50,000 for additional residential rehabilitation, as submitted by the Community Development Department. 6. Approve the project budget amendment for the Police Canine project funded with donations received to purchase a new police canine in the amount of $10,000, as submitted by the Police Department 7. Approve the budget amendment to use federal Fair Housing Partnership cash carryover balance of $45,395.35, as submitted by the Human Rights Department. 8. Approve the project budget for the Rehabilitation of Taxiway A East and Crack Seal Runway 12/30 project, in the total amount of $1,065,265.50, funded with a federal grant and passenger facility charges, as submitted by the Airport. BILLS PAYMENT 9. of August 24, 2015. Rage 3 of 221 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 4of22i FINANCE DEPT. STAFF ONLY LINE ITEM USED 0IG1 a26> .77 )O /3 4/6 TRAVEL REQUEST FY :4=%i.- BUDGETED .35 v o CITY OF WATERLOO EXPENDED YTD THIS REQUEST /LG'od LEFT AFTER THIS REQUEST /U0 DATE y.d 3 /5— Ori•inal- Clerk/Finance Co. - De•artment NAME(S) AND POSITION(S): Keith Kaspari, Airport Director, & Maintenance Employees: Rusty Zey, Randy Shepard, Troy Deeds and Chris Preston DATE: August 17, 2015 NAME OF CLASS / MEETING: Live Aircraft Fire — Hot Burn Training Provided by the University of Missouri DESTINATION: DEPARTURE POINT IF NOT WATERLOO: Dubuque Regional Airport DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING: September 23 / September 24 September 23 & 24 September 23 & 24 2 of the 4 above Maint. Personnel each da PURPOSE OF TRAVEL: Annual Live Fire Training for all Airport Maintenance Personnel assigned to Aircraft Rescue & Fire Fighting (ARFF) duties required by the FAA. Airport Director will be attending on September 23 only to observe -only the quality of the classroom and training field curriculum to assess if ALO wants to continue to attend this training in the future by this training provider. Note: Cost per person is pending the total number of personnel attending, as they split the cost evenly amongst the number of attendees. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLES PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo Regional Airport ESTIMATE OF COST: N/A LODGING N/A TAXI Provided MEALS N/A PARKING Up to $400/person REGISTRATION N/A AIRFARE MILEAGE/FUEL N/A MISC/TOLLS TOTAL FOR ALL: $ Up to $1,600 BUDGET LINE ITEM: 010 29 7700 1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ Up to $400 PER PERSON I BELIEVE T TRIP SERVES A PUBLIC PURPOSE AND IS N;(ESSARY AND BENEFICIAL TO THE • DEPA TMENT H August 17, 2015 I APPROVE THIS TRAVEL REQUEST MAYOR A ary 2010 DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY .; C ' BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY d/eC, bs5) / ka 266 0' ,772o 217. 5)'- / . (/ Co.y- De•.rtment NAME(S) AND POSITION(S): Cheryl Huddleston, Human Resources Manager DATE: 8/17/2015 NAME OF CLASS / MEETING: Iowa Employment Conference — Fit For Duty DEPARTURE DATE: 10/27/2015 RETURN DATE: 10/27/2015 DESTINATION: Altoona, IA DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: 10/27/2015 PURPOSE OF TRAVEL/TRAINING: Attend Conference/Training on Fit -For -Duty as impacted by FMLA, EAP, Drug Recognition, Reasonable Accommodation, Pre -Employment Screening, ADA, Worker's Compensation, Policy & Practices WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING $15.00 MEALS $215.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ $230.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010 09 8250 1346 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 DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TOPICS TO INCLUDE • FMLA-Intermittent Leave • FFDE & Employee Assistance • Drug Recognition • Reasonable Accommodation CHERYL HUDDLESTON From: Sent: Subject: Iowa Employment Conference <conference@iowaemploymentconference.com> Wednesday, August 05, 2015 1:14 PM EARLY BIRD REGISTRATION NOW OPEN! Register Today! o Amployment Registration NC OPEN 2015 FALL CONFERENCE FIT FOR DUTY October 27, 2015 • Altoona, lA One of the fastest growing areas of federal litigation are lawsuits that claim violation of the Americans with Disabilities Act and the Family and Medical Leave Act. Along with state workerscompensation lawsthese laws form the Bermuda Triangle for employers. So what is an employer to do? The best we can do is to understand the various laws that affect an employers ability to obtain information about an employee's fitness for duty, and use care to navigate the requirements of these taws as situations arise Don't get lost in the Employer's Bermuda Triangle! Join Iowa Employment Conference for a comprehensive, one -day conference that covers the Family Medical Leave Act (FMLA), Americans with Disabilities Act. Workers Compensation and more. Learn how to stay afloat in the triangle of rights and protections. Early Bird Registration NOW OPEN! REGISTER NOW! WHO SHOULD ATTEND • Pre -employment Screening & Testing Risks • ADA • Worker's Compensation • Policy & Practices • HR Professionals • Business Owners • Executives / Managers • Students • Legal Counsel • Payroll Professionals Visit Visit our website frequently for updates: Sponsorship and exhibitor opportunities are available. for more information or contact Nan Boland at 515 331 9020 *Early bird rate good through 9/11/2015 Emp!©yment 8711 Windsor Parkway, Suite 5 I Johnston I Iowa 150131 Main 515.331.9020 I I Fax 515.331.2199 Conferencera?IowaEmplovmentConference.com I www.lowaEmploymentConference.com 1 Reg i sfra,t i,o* ' Nc-w- O f October 27, 2015 12015 Fall Conference I Fit for Duty I The Meadows Events and Conference Center Save. Pa e April 20-21, 2016 12016 Spring Conference I Employment, Training, Benefits & Wellness 1 The Meadows Events and Conference Center Confidentiality Notice: This e-mail (including attachment) is covered by the Electronic Communications Privacy Act, 18 U.S.C., Sections 2510-2521, is confidential, and may be legally privileged. If you are not the intended recipient or believe you have received this communication in error, please reply to the sender indicating that fact and delete the copy you received. In addition, you should not print, copy, retransmit, disseminate, or otherwise use the information contained in this message. 2 Employment 2015 REGISTRATION FORM Fit for Duty Conference October 27, 2015 • Altoona, Iowa The Meadows Events & Conference Center :OMPANY INFORMATION ALL fields must be filled out COMPLETELY in order for this registration to be processed. :ompany/Organization City of Waterloo address 715 Mulberry St :ity Waterloo 'hone 319-291-4522 #3375 State IA Zip 50703 rype of Organization Public Sector ❑ Private Sector ❑ Non -Profit Sector (City, State, County, School) iize of Organization ] Less than 3 ❑ 3 to 49 employees ❑ 50-99 employees ] 100-499 employees ® 500 or more employees PAYMENT INFORMATION ] Check Enclosed Make checks payable to: Iowa Employment Conference Mail completed registration form with payment to: Iowa Employment Conference 8711 Windsor Parkway, Suite 5, Johnston, IA 50131 If registering for early -bird rates and paying by check, your check must be postmarked by 9/11/2015. Invoice (Please see Registration Terms & Cancellation Policy) Completed registration forms may be faxed or emailed. Fax: 515-331-2199 Email: conferenceiowaemploymentconference.com Billing Email personnel@waterloo-ia.org (Invoices will be emailed to this email address.) Complete if different from above. Company Address City State Zip Phone EARLY BIRD SPECIAL $215 per ATTENDEE Through 9/11/2015 $235 per ATTENDEE After 9/11/2015 FOUR EASY WAYS TO REGISTER Web: www.iowaemplovmentconference.com Send completed forms by: Email: conference(a)iowaemploymentconference.com Fax: 515-331-2199 Mail: Iowa Employment Conference 8711 Windsor Parkway, Suite 5 Johnston, IA 50131 Customer Service Email: conferencet^r hirequalitvsolutions.com Phone: 515-331-9020 (8:00 AM — 5:00 PM) Payment Policy Payment must be received in full prior to the conference date. We reserve the right to refuse admission to the conference, if payment has not been received. Registration Terns & Cancellation Policy Once we have received this registration form, you will be responsible to pay the conference registration fee based on the Registration Terms & Cancellation Policy. The cancellation deadline is October 1, 2015. Cancellations must be made in writing by October 1, 2015, to receive a refund, minus a $100 cancellation fee. Registrations who do not cancel prior to October 1, 2015, will be liable for the full registration fee. Non- payment or non-attendance does not constitute cancellation. No refunds will be processed prior to the event. Substitutions: If you register and are unable to attend, you may substitute another person in your place. You must provide the individual's contact information prior to the conference date. This information must be provided for the individual to attend. Accommodation If you have a disability and need an accommodation in order to attend this conference, please contact us as soon as possible. Contact Nan Boland at r an(ahirequalitysolutions.com or call 515- 331-9020. 8711 Windsor Parkway, Suite 5 • Johnston, IA 50131 • 515-331-9020. 515-331-2199 (Fax) Conference@IowaEmploymentConference.com • www.lowaEmploymentConference.com kTTENDEE INFORMATION (Please type or print names as they should appear on name badges.) dame Cheryl Huddleston Title Human Resourcs Manager Email personnel@waterloo--ia.org Phone 319-291-4522 #3375 ;heck all credentials that apply to you. Please indicate the type of certificate you currently hold. HRCI (i.e. PHR) ❑ Legal ] SHRM ❑ Insurance ] RCH ❑ IMFOA Jame Title Email Phone :heck all credentials that apply to you. Please indicate the type of certificate you currently hold. ] HRCI (i.e. PHR) ❑ Legal ] SHRM 0 Insurance ] RCH ❑ IMFOA Jame Title Email Phone Theck all credentials that apply to you. Please indicate the type of certificate you currently hold. ] HRCI (Le. PHR) ] SHRM ] RCH ❑ Legal ❑ Insurance ❑ IMFOA Jame Title Email Phone :heck all credentials that apply to you. Please indicate the type of certificate you currently hold. ] HRCI (Le. PHR) 0 Legal ] SHRM 0 Insurance ] RCH ❑ IMFOA Paid I Entered 8711 Windsor Parkway, Suite 5 • Johnston, IA 50131 • 515-331-9020 • 515-331-2199 (Fax) Conference@lowaEmplovmentConference.cam • www.lowaEruloymentConference.com TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance tSTAFF ONLY 6%GWDr5'2S5 22iG1 Co. - De•artment NAME(S) AND POSITION(S): Abraham Funchess, Executive Director, Ron Wood, Commission Chair, Cheryl Faries, Vice Chair; Bennie Spain, Commissioner DATE: August 19, 2015 NAME OF CLASS / MEETING: 2015 IAOHRA Conference DEPARTURE DATE: Saturday, September 26, 2015 DESTINATION: Birmingham, AL DEPARTURE POINT IF NOT WATERLOO: Waterloo DATE(S) OF MEETING: Sunday September, 26, 2015— Thursday, October 1, 2015 RETURN DATE: Thursday, October 1, 2015 PURPOSE OF TRAVEL: To attend the 2015 IAOHRA Conference in Birmingham, AL WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE x AIRFARE DEPARTING FROM: Waterloo, IA (unless booked then Cedar Rapids) ESTIMATE OF COST: 4427.40 LODGING 1320.00 MEALS 1900.00 REGISTRATION MILEAGE/FUEL 125.00 TAXI PARKING 2800.00 AIRFARE MISC/TOLLS TOTAL FOR ALL: $ 10,572.40 BUDGET LINE ITEM: 010-27-2510-1346 GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ 2643.10 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESS /J' Y AND BENEFICIAL..TO THE CITY OF WATER I.0 AAAA I APPROVE THIS TRAVEL REQUEST DEPARTME HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 SHELLY BURCH From: Sent: To: Subject: Diana Gebel <diana@shortstravel.com> Wednesday, August 19, 2015 8:09 AM SHELLY BURCH 26SEP-1OCT to Birmingham AL *** This is a courtesy email only. No reservation has been made. Rates and availability are subject to change until tickets are purchased. Approval is required in order to secure a reservation.*** Booking Fee: $35.00 in addition to the airfares below. PRICING OPTION 1 TOTAL AMOUNT $343.70 per person, nonrefundable Delta Air Lines (DL) 4918 V 26SEP Cedar Rapids, IA (CID) - Atlanta, GA (ATL) OPERATED BY EXPRESSJET DBA DELTA CONNECTION Delta Air Lines (DL) 5141 V 26SEP Atlanta, GA (ATL) - Birmingham, AL (BHM) OPERATED BY EXPRESSJET DBA DELTA CONNECTION Delta Air Lines (DL) 1379 V 010CT Birmingham, AL (BHM) - Atlanta, GA (ATL) Delta Air Lines (DL) 5068 V 010CT Atlanta, GA (ATL) - Cedar Rapids, IA (CID) OPERATED BY EXPRESSJET DBA DELTA CONNECTION 110P 409P SA 445P 443P SA 1125A 133P TH 312P 424P TH PRICING OPTION 2 TOTALAMOUNT$512.20 per person, nonrefundable US Airways (US) 3349 Q 26SEP Waterloo, IA (ALO) - Chicago, IL (ORD) 605A 725A SA OPERATED BY ENVOY AIR AS AMERICAN EAGLE United Airlines Inc (UA) 4300 L 26SEP Chicago, IL (ORD) - Birmingham, AL (BHM) 905A 1049A SA OPERATED BY EXPRESSJET AIRLINES DBA UNITED EXP United Airlines Inc (UA) 5167 S 010CT Birmingham, AL (BHM) - Chicago, IL (ORD) 913A 1119A TH OPERATED BY SKYWEST DBA UNITED EXPRESS American Airlines (AA) 3214 Q 010CT Chicago, IL (ORD) - Waterloo, IA (ALO) 115P 225P TH OPERATED BY ENVOY AIR AS AMERICAN EAGLE CfRICING OPTION DOTAL AMOUNT $463.80 per person nonrefundable. (not too bad a fare but the return isn't too good, long layover) US Airways (US) 3349 Q 26SEP Waterloo, IA (ALO) - Chicago, IL (ORD) 605A 725A SA OPERATED BY ENVOY AIR AS AMERICAN EAGLE United Airlines Inc (UA) 4300 L 26SEP Chicago, IL (ORD) - Birmingham, AL (BHM) 905A 1049A SA OPERATED BY EXPRESSJET AIRLINES DBA UNITED EXP United Airlines Inc (UA) 6459 L 010CT Birmingham, AL (BHM) - Chicago, IL (ORD) 238P 438P TH OPERATED BY SKYWEST DBA UNITED EXPRESS American Airlines (AA) 3199 Q 010CT Chicago, IL (ORD) - Waterloo, IA (ALO) 806P 917P TH OPERATED BY ENVOY AIR AS AMERICAN EAGLE *note the long layover on the return Diana Gebel, CTC Corporate Travel Consultant Direct: 319-433-0849 Email: dianaPshortstravel.com 1 t-i®IsT It IPAV 1 Revised 8-10-2015 Draft 2015 IAOHRA CONFERENCE "50 Years of the Voting Rights Act of 1965: A Victory Threatened" Sheraton Birmingham Hotel Birmingham, Alabama September 27, 2015-October 1, 2015 CONFERENCE SCHEDULE SUNDAY, SEPTEMBER 27, 2015 2:00 PM - 3:30 PM Conference Planning Meeting 3:00 PM - 5:00 PM Conference Registration 3:30 PM - 5:30 PM IAOHRA Board Meeting 6:00 PM- 7:15 PM Regional Meetings 7:15 PM - 8:15 PM Opening Reception 8:15 PM - 10:15 PM The Birmingham Experience MONDAY, SEPTEMBER 28, 2015 8:00 AM - 5:00 PM 8:00 AM- 9:00 AM May 6, 2015 Conference Registration Continental Breakfast or Coffee 8:30 - 9:00 AM Opening Ceremony Greetings: IAOHRA President- Jean Kelleher, City of Alexandria, Virginia Human Rights Commission CASHRA President- The Honorable David M. Arnot, Commissioner of the Saskatchewan Human Rights Commission (Confirm) Conference Overview- Jim Stowe, Conference Chair, Director Montgomery County Office of Human Rights 9:00 AM - 9:50 AM Opening Keynote: (Invited) Bishop Calvin Woods, President Birmingham Chapter South Christian Leadership Conference, Pastor of the Shiloh Baptist Church "Why We Marched" Loretta Lynch, Attorney General, United States of America 9:50 AM - 10:05 AM Break 10:05 AM - 12:00 PM Plenary Session: (Suggested Speakers Only) Keynote Speaker: Mayor William Bell, Mayor City of Birmingham, "The International Human Rights Agenda: What does it mean for local Civil Rights" (Confirmed) 12:00 PM -1:45 PM 2:00 PM- 3:45 PM 3:55 PM -4:00 PM 4:15 PM-5:00 PM 5:15 PM-6:00 PM 6:15 PM-7:45 PM 3 I May 6, 2015 The US Report to the United Nations: "Understanding the use of Treaties in a Local Context" Columbia Law School Human Rights Institute JoAnne Kamuf Ward, Associate Director, Human Rights Institute's Human Rights in the U. S. Project Risa Kaufman, Executive Director, Human Rights Institute (Invited) The Honorable David M. Arnot, CASHRA President, Commissioner of the Saskatchewan Human Rights Commission (Confirmed) Luncheon: Celebrating the Voting Rights Act of 1965 Presiding: TBA Greetings: TBA Keynote Speaker. Dr. C.T. Vivian, Civil Rights Activist Voter's Rights Selma Campaign (confirmed) IAOHRA Annual Corporate Meeting (TBA) Load Buses for Tour and Rolling Plenary Session: The Birmingham Story -Barry McNealy, Guide Sixteen Street Baptist Church Kelly Ingram Park Birmingham Civil Rights Institute Tour /Reception Hosted by the City of Birmingham 8:15 PM Bus Departs for Hotel TUESDAY, SEPTEMBER 29, 2015 6:45 AM- 7:30 AM Continental Breakfast or Coffee 7:45 AM DEPART FOR SELMA 9:00 AM - 5:30 PM Rolling Plenary Session Selma to Montgomery, Alabama The Selma Story -Joanne Bland, Guide 9:00 AM -12:30 PM Browns Chapel AME Church Gail Christopher, Vice President for Policy and Senior Advisor W. K. Kellogg Foundation (confirmed) Riding and Walking Tour Visit Brown Chapel AME Church, walk through historic George Washington Carver Homes, visit First Baptist Church, Continue Riding Tour Lunch with the History Makers Walk across the Edmond Pettus Bridge/Freedom Park National Voting Rights Museum 4 May 6, 2015 12:45 PM Depart for Montgomery/ Afternoon Rolling Plenary Session 1:45 PM - 2:45 PM 3:15 PM- 4:15 PM 4:30 PM- 5:15 PM 5:30 PM-6:00 PM 6:15 PM-7:30 PM 7: 30 PM 8:45 PM The Montgomery Story- (Shirley Cherry, Anne Clemons, Tara White, Guides) Southern Poverty Law Center Richard Cohen & Morris Dees, Director Founder of Southern Poverty Law Center Dexter Avenue Baptist Church Parsonage Rosa Parks Museum Freedom Riders Museum Historic Panels Dinner at Martha's Place Dr. Robert and Jeanie Graetz, Former Members of the Montgomery Improvement Association/Leaders in the Montgomery Bus Boycott Depart for Birmingham Arrive at Hotel Wednesday, September 30, 2015 7:30 AM -8:30 AM 8:30 AM-10:30 AM 5 [May 6, 2015 Continental Breakfast Fair Housing Plenary "The Case for use of UN Treaties in Fair Housing Compliance" Bryan Greene, General Deputy Assistance Secretary Fair Housing and Equal Opportunity, Department of Housing and Urban Development 8:30 AM - 10:30 AM Fair Housing: "A Historical Perspective" Jeffrey May, Assistant Director, National Neighborhoods National Community Reinvestment Coalition 10:30 AM-10:45 AM Break 10:45 AM-12:00 PM 12:00 PM-1:30 PM 1:45 PM-5:00 PM Fair Housing: Speaker: Gustavo Velasquez, Assistant Secretary, Fair Housing and Equal Opportunity Department of Housing and Urban Development (confirmed) "Fifty Years of the Civil Rights Act Progress and the Challenge for Fair Housing in America" Luncheon: Vanita Gupta, Acting Assistant Attorney General for Civil Rights, U.S. Department of Justice (Invited) Part I: Community and Police: "A Relationship that must Work" Representative from Ferguson, Missouri Representative from Baltimore, Maryland Representative from Regional DOJ-CRS Representative from Major Cities Chiefs' Association, Chief Tom Manger, President 6 May 6, 2015 Chief of Police, Montgomery County Maryland (Invited) 3:45 PM-5:00 PM Part I1: Best Practices in Securing the Peace Representative from Michigan Human Rights Commission (Confirmed) IAOHRA Member Agencies (To be invited) 7:30 PM-9:30 PM A Town Hall (TBA) Thursday, October 1, 2015 7:30 AM-8:30 AM Continental Breakfast 8:30 AM-10:00 AM IAOHRA Board Meeting Conference Adjourn May 6, 2015 Join Us At The International Association of Official Human Rights Agencies (IAOHRA), 66th IAOHRA Conference and Annual Meeting Sept. 27 - Oct 1, 2015 13irmivtghaw, Alabama BIRMI.NGHAM CIVIL RIGHTS INSTITUTE 520 S1STE'l.\lll SlkEl] \nAi • This years' conference will highlight the 50th Anniversary of the passage of the Voting Rights Act and will afford member agencies and civil and human rights champions in attendance an opportunity to trace the civil rights movement in Birmingham and the struggle for the right to vote in Selma and Montgomery through a tour of these historic cities as part of the conference. In addition, there will be dynamic speakers from the civil rights movement as well as our federal compliance partners and special plenary sessions on community/police relations, international treaties, fair housing, voters' rights and civil rights history. City Clerk Use Only Finance Committee Approval Date /Z`f/i 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 Finance Department to expend $ 15,552.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Grout Museum has requested an advance payment of 50% of the hotel/motel partnership grant funds awarded to them by the CVB. Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: Qx Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund n Road Use Tax n Sewer ❑ Sanitation • Bonds Federal/other grants n Other (specify) Hotel/Motel Taxes This expenditure is to be coded to the following budget line -item: 010-01-6650-1393 01 H MT.TX16 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 31,104.00 and the current available balance is $ 31,104.00 Respectfully submitted, eYv 171(1.1,),46-. El4 -72=1etch c.,, / Ji 2 f-i i6- (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Grout Partnership Funds Advance 2015 (Mar 2010) '416 &iq-is City of Waterloo Hotel -Motel Tax Grant Payment Authorization Name of Organization: Grout Museum District FEIN: 23-7416881 Payee Name for Check (if different): Mailing Address: 503 South Street, Waterloo, IA 50701 Grant Award Amount: $31 , 1 04 Approved Check Amount: $15, 552 FY16 Partner grant - ongoing throughout fiscal year Grant Award Year: Dates of Event: Project completion form received? YES NO XX If no, please explain: Date received: The final report that includes all attendance figures will be received at the end of the fiscal year. Notes: This is the request for the first half of the FY16 Partner Grant. as has been done the past two years. The request for the remainder will come at the end of the fiscal year. AB / �IY7 8/13/15 Waterloo CVO A proval Date Aaron Buzza From: Cyd McHone <cyd.mchone@gmdistrict.org> Sent: Wednesday, August 05, 2015 12:28 PM To: Aaron Buzza Subject: H/M allocation August 5, 2015 Mr. Aaron Buzza Executive Director Waterloo Convention & Visitors Bureau 500 Jefferson St. Waterloo, Iowa 50701 Dear Aaron: Please accept this letter as an official request to receive the first 'A of the Grout Museum District's annual hotel/motel allocation. As per our agreement, the Museum District will track all out of county marketing expenses and file an end -of -year report when it is time to request the final %z of the grant. Thank you for your assistance and please let me know if you have any questions. Sincerely, Cyd McHone, Director of Development Cyd McHone Director of Development Grout Museum District 503 South St. Waterloo, Iowa 50701 P: 319.234.6357 1 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date V.zyll5 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 90,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase upgrading the video surver and purchase up to 150 body cameras from L3 Communications This purchase or expenditure is being made because: upgrading our current video server we currently have to interface with the purchase of body camera for each Waterloo Police Officer Vendor selected for this purchase: L3 Communications n Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: L3 Communications is the system we use for our in- car video system. This purchase will be an upgrade to our existing system to allow the body camera's to be down loaded and saved to the same server system we use in the squad cars 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 El Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 415-11-1100-2127 / 010-11-1160-3720 (Fund - Department - Activity - Account Number) 4t -(t- 1100-ZiQG F3lact,.44ZV- Co. 6-awn in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. H13 or Designee) Sanitation 11PROBODYCAM (Project Code) 0.10-/ 64,bo„I6 CvrrnvrvI $ a5;'a-6-v 5f o? $ ;5a -367-tie iktACA 5C ,¢. a As6,.0 ;?a 9 eg /44 a1) vl ,79/ t S 115 Pf% J./Lc/IL /»,J2 !/) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date C/Z`I/ / City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 5,600.00 plus est. shipping costs of $ 0.00 to pay for or purchase The Waterloo Police Department is partnering with Hawkeye Community College to put two 1 day classes on called Arresting Communication for Waterloo Police Officers This purchase or expenditure is being made because: This class is designed to provide Officers the skills to use communication to descalate potentially dangerous incidents and limit our use of force Vendor selected for this purchase: Calibre Press Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Arresting Communication is a program designed by Jim Glennon for Calibre Press and is a Proprietary class. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund � Road Use Tax D Sewer n Sanitation ❑x Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1512 11TRIWPDF (Fund - Department - Activity - Account Number) (Project Code) $ in which the budgeted amount is and the current available balance is spectfully sr,• _ ,,,,,,Ad, Glz-612/4-el (Signature D-pt. Head or nee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) $ jep37y� mitted, 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 $ 1,524.00 plus est. shipping costs of $ 0.00 to pay for or purchase This is for the Mobile Connect and Mobile License Maintence renewal for the PAVEPLUS View and Map Director ARC GIS Software. City Clerk Use Only Finance Committee , Approval Date S/'�"y( 5 This purchase or expenditure is being made because: The software is used for the Pavement Management System. Vendor selected for this purchase: Cartegraph pi Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: This is a technical assistance and maintenance contract for existing software Prior Committee Actions (Dates): N/A 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: 266-07-7830-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, / / t. (Signature Dept. Head or Designee) Date (Signaturb-Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) $ 3,650.00 $ 3,650.00 i•-/ 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 Airport Department to expend $ 2,000.00 plus est. shipping costs of $ N/A to pay for or purchase Staff is requesting a NTE amount of $2,000 to perform general repairs on the Airport Sedar that is driven by the Airport Director for day-to-day use This purchase or expenditure is being made because: Vehicle has been under maintained for many years. Vehicle needs alternator & belt, brake, both front & rear, 4 new tires, transmission service, air & fuel filters and labor for service. Vendor selected for this purchase: Hawkeye Motor Sports of Waterloo, LLC n Bids or written quotes were taken on this purchase, as follows: ❑X NOTE: I have pre -authorized Hawkeye to replace the alternator ($540) due to it being considered a fire hazard due to the sparking of the alternator in the engine bay, and. waiting for Finance and Council authorization to perform the balance of the work. Bids or quotes were not taken on this purchase because: Hawkeye provides service for all airport vehicles including our Airport Fire Trucks. Tire cords are showing, alternator throws out sparks creating fire hazard, transmission jumps requiring service, brakes are severely worn, and needs both air & fuel filters Prior Committee Actions (Dates): N/A Please check the following box(es) as appropriate to describe the funding for this expense: QGeneral Fund n Road Use Tax n Sewer n Sanitation ri Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-29-7700-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is nd he current available balance is +� tfu I bmitted, 40 (Si, aturzfillad or Designee) (Project Code) $ 6,000.00 V $ 2,202.54 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\08 19 2015 Request for Airport Sedan work (Mar 2010) City Clerk Use Only Finance Committee Approval Date /Utz( j City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 3,850.00 plus est. shipping costs of $ N/A to pay for or purchase Staff is requesting approval to purchase and additional two pallets or 3,000 pounds of CRAFCO joint (pavement) sealant. Request includes two-day rental of tar kettle. This purchase or expenditure is being made because: To provide preventative pavement maintenance for the airport's asphaltic pavements located both airside and landside. Vendor selected for this purchase: Logan Contractors Supply, Inc. Davenport & Urbandale Bids or written quotes were taken on this purchase, as follows: Logan Contractors provides this type of product that we use for the filling of cracks on airside and landside pavements. This company is the sole source provider of this type of equipment in Iowa that retails the type of joint sealant we require. Bids or quotes were not taken on this purchase because: This request is the second of two requests to purchase additional crack -seal material to allow airport maintenance staff to continue crack sealing of aviation and non-aviatioi pavements. Prior Committee Actions (Dates): N/A 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 ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010 29 7700 1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is ant the rrent available balance is d (Signature Dept. Designee) (Project Code) $ 110,773.00 $ b 3 06-0 �� ✓ D.'e (Signature Finance Dept. Review) Date K:\shared goodies\forms\08 17 2015 Request No 2 for additional Joint Sealant and Tar Kettle (Mar 2010) City Clerk Use Only Finance Committee 6/ 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 Bldg Maint Department to expend $ 3,942.00 plus est. shipping costs of $ to pay for or purchase Pay station for parking ramp at W. 5th & Commercial This purchase or expenditure is being made because: This pay station will allow accessibility at the ticket booth for payments via credit card Vendor selected for this purchase: DGO Access LLC ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: DGO Access is vendor for this equipment 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 ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 413-22-7960-2180 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ /S DO v ;; a6-9`' ✓ and the current available balance is tfully s mitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee y Approval Date g/v " am/ J�/ City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage Department to expend $ 2,750.00 plus est. shipping costs of $ 0.00 to pay for or purchase Annual fire pump certification testing This purchase or expenditure is being made because: Annual pump test on 10 apparatus Vendor selected for this purchase: Apparatus Testing Services ❑ Bids or written quotes were taken on this purchase, as follows: Apparatus Testing Services - Mt. Vernon, IA - $2750 (All inclusive) Emergency Apparatus Maintenance - Lino Lakes, MN - $2650 (Plus Travel Expense) 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 Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-1405-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 8 -11 Sanitation (Project Code) $ 66,000.00 v $ (a0 3-0# �� s K:\shared goodies\forms\Central Garage - Fire Pump Testing - Aug 2015.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 5372 r/ t i The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage Department to expend $ 8,375.00 plus est. shipping costs of $ 0.00 to pay for or purchase Transmission - Dump Truck B09 This purchase or expenditure is being made because: Truck will not move Vendor selected for this purchase: Inland Truck Parts Bids or written quotes were taken on this purchase, as follows: Inland Truck Parts - $8375.00 Interstate Power Systems - $9542.10 Harrison Truck Center - $9074.62 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 n Sanitation Bonds n Federal/other grants n Other (specify) 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, (Project Code) $ 220,000.00 $ aov, 9S3 79 ?94,66i4.c/ ZtALINA 8-17 /5" K:\shared goodies\forms\Central Garage - Street - B09 Transmissiont - Aug 2015.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date / (0 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage $ 4,659.61 plus est. shipping costs of $ 0.00 Turbocharger - Ambulance 338 Department to expend to pay for or purchase This purchase or expenditure is being made because: Turbo blown out - not repairable Vendor selected for this purchase: Bill Colwell Ford I I Bids or written quotes were taken on this purchase, as follows: Bill Colwell Ford - $4659.61 Don's Truck Sales - $7448.27 ri 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: E1 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: 010-18-1405-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 66,000.00 and the current available balance is Respectfully submitted, $ 64 433'= K:\shared goodies\forms\Central Garage - Fire - 388 Turbo Replacement - Aug 2015.xls (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 Engineering Department to expend $ 1,524.00 plus est. shipping costs of $ 0.00 to pay for or purchase This is for the Mobile Connect and Mobile License Maintence renewal for the City Clerk Use Only Finance Committee Approval Date VaVt PAVEPLUS View and Map Director ARC GIS Software. This purchase or expenditure is being made because: The software is used for the Pavement Management System. Vendor selected for this purchase: Cartegraph n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: This is a technical assistance and maintenance contract for existing software Prior Committee Actions (Dates): N/A Please check the following box(es) as appropriate to describe the funding for this expense: General Fund QX Road Use Tax n Sewer n Sanitation Bonds I I Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 266-07-7830-1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 3,650.00 / and the current available balance is Respectfully submitted, cCeA .( �•n, v. € /J•7//5— _Ile___ C1.cLff-ia=/5� (Signature Dept. Head or Designee) Date Signatu Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) $ 3,650.00 '� (Signatur ept. Head or Designee) Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 2/'1 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 1,100.00 plus est. shipping costs of $ N/A to pay for or purchase one pallet of Pine Hall Brick, English Edge Autumn, plus pallet rental. This purchase or expenditure is being made because: replace broken and missing bricks as part of City Contract No. 889, 4th Street Brick Repairs. Ordering bricks directly to have extra on hand for future repairs. Vendor selected for this purchase: Midland Concrete Products, Waterloo, IA I I Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: Midland supplied existing bricks Prior Committee Actions (Dates): N/A 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: 415-07-7650-2164 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 12O,BOB 00 .SU, UO b ✓l $ 1-2e eef130 5 c� vv v Respectfully submitted, (Signature Finance Dept. Review) P-/ Date K:\shared goodies\forms\#889_East 4th St Bricks.xls (Mar 2010) WAYNE CASTLE From: John Thiele <JThiele@Midland-CP.com> Sent: Wednesday, August 12, 2015 12:50 PM To: WAYNE CASTLE Cc: Zach Stuart; ERIC THORSON Subject: RE: Concrete Pavers for Waterloo Downtown repair area. Follow Up Flag: Follow up Flag Status: Completed Wayne, Okay, I heard back from Pine Hall on the pavers. They do have the Autumn on hand. We currently don't have any other projects coming out of that yard. If you wanted me to LTL 1 cube of pavers (495 pcs.) I could do that and your cost would be about $2.10 per paver FOB Waterloo. We could save some on the freight if we waited for something else to be coming from the plant, but it's anybody's guess how long we may wait. Let me know what you'd like me to do. Thanks, John From: WAYNE CASTLE [mailto:WAYNE.CASTLE@WATERLOO-IA.ORG] Sent: Tuesday, August 11, 2015 3:26 PM To: John Thiele Cc: Zach Stuart; ERIC THORSON Subject: RE: Concrete Pavers for Waterloo Downtown repair area. These won't work. I think one cube/pallet should work for east 4`h. It would be nice to have replacements on hand. Those bricks are generally in good shape, save for a one or two. Wayne Castle, PLS, PE Associate Engineer City of Waterloo 715 Mulberry Street Waterloo, IA 50703 0 (319) 291-4312 F (319) 291-4262 M (319) 493-1553 From: John Thiele [mailto:JThiele@Midland-CP.com] Sent: Tuesday, August 11, 2015 12:29 PM To: WAYNE CASTLE Cc: Zach Stuart; ERIC THORSON Subject: RE: Concrete Pavers for Waterloo Downtown repair area. 1 Wayne, After looking at these pavers further, it appears I may be incorrect in what I told you. I will drop off the sample to you, so you know what I have on hand, but it appears that we may have a cube of the Dark Accent color rather than the Autumn. After tearing into the cube, it has very little range and looks like it might be darker in color. I will drop off 5 pieces of these at your office, and wait for you to get back to me on your thoughts. I did also check to see if United Brick stocked those in their Adel yard and unfortunately, they do not. Let me know what you think you may need for quantity and I'll try to get a price together and look at the cost to LTL them to Waterloo. Thanks, John From: WAYNE CASTLE [mailto:WAYNE.CASTLE@WATERLOO-IA.ORG] Sent: Tuesday, August 11, 2015 9:49 AM To: John Thiele Cc: Zach Stuart; ERIC THORSON Subject: RE: Concrete Pavers for Waterloo Downtown repair area. Anyway we can get a hold of several pavers to compare colors? Today would be best. Wayne Castle, PLS, PE Associate Engineer City of Waterloo 715 Mulberry Street Waterloo, IA 50703 0 (319) 291-4312 F (319) 291-4262 M (319) 493-1553 From: John Thiele [mailto:JThiele@Midland-CP.com] Sent: Tuesday, August 11, 2015 9:48 AM To: WAYNE CASTLE Cc: Zach Stuart; ERIC THORSON Subject: RE: Concrete Pavers for Waterloo Downtown repair area. Wayne, Yes, we do have 1 cube (495 pcs.) of the Autumn English Edge pavers from Pine Hall. It is a straight brown color, but I was thinking that was what they used on the East Side? John From: WAYNE CASTLE [mailto:WAYNE.CASTLE@WATERLOO-IA.ORG] Sent: Wednesday, August 05, 2015 5:04 PM To: John Thiele Cc: Zach Stuart; ERIC THORSON Subject: RE: Concrete Pavers for Waterloo Downtown repair area. Please check. We might have a pallet of that on hand and I know where it is. 2 City Clerk Use Only Finance Committee Approval Date < (.' 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 Human Resource Department to expend $ NTE $20,000 plus est. shipping costs of to pay for or purchase Biometric/Wellness Screening This purchase or expenditure is being made because: To assess risk factors, take preventative measures to reduce healthcare costs, early detection of health concerns for employees Vendor selected for this purchase: Allen Occupational Health X Bids or written quotes were taken on this purchase, as follows: Wellmark - $90 - $100 per employee Allen Occ Health - $40 -$50 per employee ( 23 blood draw and multiple days) Hy-Vee - $46.35 per employee (rapid screen and only available one day) Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds Road Use Tax Sewer Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item 010-03-8950-1368 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ 6,707,076.00 I,'" $ 5,825,959.81 " - lq-1S l%/ fALLI�.t, Ui" PAC d�IC!/I SW 7 (Signatur: Dept. Head or Designee) Date (Sigiature Finance Dept. Review) Date K:lshared goodieslforms\Expenditure Pre-Authorization.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 $ 1,303.14 plus est. shipping costs of $ to pay for or purchase Membership cards for the Cedar Valley SportsPlex This purchase or expenditure is being made because: we need to have membership cards for our software so members can use them to check in. Vendor selected for this purchase: Max Solutions Inc. (Minneapolis, MN) Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: This is the company we use for our computer software Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund n Road Use Tax n Sewer n Sanitation nBonds I I Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4180-1561 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, �- gl1 —I $ 7 j U� � ruc2 F-1 -1 (Signature Dept. He • Designee) Date (Sign ture Finance Dept. Review) Date (Project Code) $ 5,000.00 •' $ 4,923.57 K:\shared goodies\forms\Membership Cards Pre-Auth (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee �/ Approval Date 1(/ j 1 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 $ 11,500.00 plus est. shipping costs of $ to pay for or purchase engineering and design services for FY2016 Leisure Services Roof Replacement This purchase or expenditure is being made because: The roof on the Leisure Services builiding is approximately 30 years old and is in need of replacement. Vendor selected for this purchase: Benchmark Bids or written quotes were taken on this purchase, as follows: Benchmark Inc. Cedar Rapids, Iowa $11,500 Brown Engineering Co., Des Moines, Iowa $20,000 ❑ 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 Federal/other grants E Other (specify) This expenditure is to be coded to the following budget line -item: 415-37-4100-2152 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 125,000.00 and the current available balance is Res (Signatur- iept. mitted, esignee) $ 125,000.00 /LL t.2lt./.1 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Authorization FY2016 Engineering Leisure Services Roof Replacement (Mar 2010) City Clerk Use Only Finance Committee 6D2�/ / Approval Date y�t;i City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 2,000.00 plus est. shipping costs of $ to pay for or purchase scorecards for the golf courses. This purchase or expenditure is being made because: Supply of scorecards is low and more are needed. Vendor selected for this purchase: Pioneer Graphics Commercial Printing Q Bids or written quotes were taken on this purchase, as follows: Pioneer Graphics- Waterloo, IA- 50,000 scorecards for $2,000.00 Woolverton Printing- Cedar Falls, IA- 18,000 scorecards for $2,000.00 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: n General Fund n Road Use Tax Bonds Federal/other grants Sewer ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4120-1353 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signaturad or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 2,000 00 t/ $ 2,000.00 K:\shared goodies\forms\Pre-Auth Scorecards.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date VIA//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 Planning Department to expend $ 2,325.00 plus est. shipping costs of $ 0.00 to pay for or purchase demo of foundations This purchase or expenditure is being made because: demo of foundations left over from previous demos discovered during the construction of SJ Const. new building Vendor selected for this purchase: Frickson Brothers ❑X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Frickson Brothers were already at site digging foundation when the old foundations from previous demos were discovered. In an effort to keep SJ Const. moving in a timely manner, staff authorized Frickson Bros to complete job. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund n Road Use Tax n Sewer n Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 415 08 5150 1396 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available bance is Respe g. (Project Code) $ 310,900.00 % $ 307 826.01- 40 4, �lv�3aly°l 721Ltitz—e - 6.11--(-42,1,14 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Frickson Bros. Excavating 737 Colleen Ave. Evansdale, Iowa 50707 Bill To City of Waterloo Planning And Zoning 715 Mulberry Street Waterloo, Iowa 50707 Invoice Date Invoice # 4/2/2015 1149 P.O. No. Terms Project Quantity Description Rate Amount Job for City of Waterloo Planning and Zoning at 1625 Sycamore Street,- S-J Construction Used tractor backhoe 3 hrs to remove concrete walls and footings from sewer - water are $825.00. Used dump truck to haul from jobsite=$900.00. Used fill sand and rock to fill void in ditch= $600.00. Total price = $2,325.00. We Appreciate Your Business. Thank You. 825.00 900.00 600.00 825.00 900.00 600.00 Total $2,325.00 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 Police Department to expend $ 3,800.00 plus est. shipping costs of $ 0.00 to pay for or purchase Two (2) Bee III Dual Attenna Radar Units for squad car This purchase or expenditure is being made because: to outfit all the squad cars with Radar units to enforce traffic laws Vendor selected for this purchase: MPH Industries ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: MPH Industries is the manufacture of the Bee III Radar units that the Waterloo Police Department uses in all of it's squad cars and it is propreitary to this radar unit 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 EBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-11-1100-2120 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is spectfull mitted, (Project Code) $ 3r`�,UUD $ ysU�lly✓ 5 7/ktejtejA 0-&612/122 8 / 7 /3 (Signature •-pt. Head or gnee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure re -Authorization (Mar 2010) Approval Date City Clerk Use Only Finance Committee Pf -9/IS City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 22,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase Tewnty-Four (24) Dell desk top Computers, moniters, and sound bars This purchase or expenditure is being made because: to replace older outdated deks top computer equipment used by Police Officers in the station Vendor selected for this purchase: Dell n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Dell is the manufacture for the computers used by the Police Department and and it is propreitary to these computers and equipment. 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: 414-11-1100-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Re peg y submitte (Sign. ture Dept!Fiead r Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ $ K:\shared goodies Worms \Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date PI %-V/'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 Sanitation $ 1,200.00 plus est. shipping costs of $ 0.00 Removal of hazardous trees per court order Department to expend to pay for or purchase This purchase or expenditure is being made because: Court ordered removal - charge back to property owner Vendor selected for this purchase: Twin City Tree Service n Bids or written quotes were taken on this purchase, as follows: Twin City Tree Service - $1200. Steimel Tree Service - $1400 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: n General Fund Bonds n Road Use Tax Federal/other grants Sewer ❑X Other (specify) This expenditure is to be coded to the following budget line -item: 525-15-5400-1390 (Fund - Department - Activity - Account Number) Sanitation (Project Code) in which the budgeted amount is $ 146,000.00 v and the current available balance is Respectfully n itted, 6)(_.( mfyL Y ! 15 K:\shared goodies\forms\Sanitation -Tree Removal per Court Order - 125 Cottage - Aug 2015.xls (Mar 2010) $ 7a3a53 �J Budget Amendment Descriptions for 8/24/2015 Finance Committee Meeting Agenda: 1. Approve the budget amendment to use grant funds not spent during prior years in the amount of $50,000 for additional residential rehabilitation as submitted by the Community Development department. 2. Approve the project budget amendment for the Police Canine project funded with donations received to purchase a new police canine in the amount of $10,000 as submitted by the Police department. 3. Approve the budget amendment to use federal Fair Housing Partnership cash carryover balance of $45,395.35 as submitted by the Human Rights Department. 4. Approve the project budget for the Rehabilitation of Taxiway A East and Crack Seal Runway 12/30 project, in the total amount of $1,065,265.50, funded with a federal grant and passenger facility charges, as submitted by the Airport. 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 Financ Co ittee approval required? YES NO 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 6/30/2016 submitted by the Community Development Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 224 32 5851 3350 federal grant BGEDI.9999 50,000.00 224 32 5851 1327 res.rehab BGEDI.9999 50,000.00 TOTAL $50,000.00 TOTAL $50,000.00 This amendment is being requested because: "" J , / " f funds are available and will be expgensed prior to expiration o the grant. i/ 4.ti 6c./�e (44-e- 4-11 sc6 ?-ccif /L I' / /g k (4. yc , �e Ga'c% G.-t /Zt,6Y) �e.0 r r .��j�// 6 am I Ii clic 9-:?U-/.5—. Prior Committee Actions (Dates): (Signature Dept. Heac4(or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:lusers\shared goodies\forms\Budget Amendment Request EDI 5-17-2015 (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finanoeitommittee approval required? YES NO If so, date approved: R/ 21/i5"-- City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 16 submitted by the POLICE Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Dept Activity Acct # Acct Name Proj Code Amount 010 11 1160 3299 K-9 11PRO PDK9 10,000.00' ,Fund 010 11 1160 1528 K-9 11PRO PDK9 10,000.00 TOTAL This amendment is being requested because: To conform with the City's budget line item control policy. $10,000.00 TOTAL $10,000.00 Prior Committee Actions (Dates): (Signatu ye Dept. Head or D- ig ee ate !u2G� C,/,u es2eu� /2 /5 (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\csbudgetamendregform (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance 96mmittee approval required? YES V NO L If so, date approved: 8 /2. /1 ? 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 Human Rights Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 010 27 2510 3000 Cash FY13PART 45,435 010 27 2510 1301 Temp Agency 13,410.00 010 27 2510 1303 Mtg/Workshop 5,284.41 010 27 2510 1346 Travel/Prof Trng 7,812.60 010 27 2510 1351 Advertising 18,888.34 TOTAL $45,39(35 This amendment is being requested because: we would like to carry over the housing funds from FYE15 to FYE2016. TOTAL $45,395.35 Prior Committee Actions, rates): (Signature Dept. Head or Designee) D.te (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Budget Amendment Request Form Housing FYE2015-FYE2016.xls (Apr 2003) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO 6115E 7 City Clerk Use Only Finance Committee Approval Date �i Project Name (from page one) Rehabilitation of Taxiway A East and Crack Seal Runway 12/30 Department No. project will be budgeted under 29 Activity No. project will be budgeted under 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 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds 3456 PFC EXPENDITURES: 7750/7755 To be assigned by the Finance Dept. Project No. �Y Subproject No. (Each column should only include amounts by fund) Fund: Fund: 291 291 Fund: 7750 958,739.00 7755 106,526.50 Fund: TOTALS $ 958,739.00 $ 106,526.50 $ $ 2103 Engineering & Consulting 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc 1319 Other Prof 2169 A -Id Improv %(s., '7= TOTALS (Signature De 7750 7755 $ 194,940.00 $ 21,660.00 1,'130.15 762,2,68.t'r5 8'I,70-7.Cf ? , gao,5 $ 958,739.00 $ 106,526.50 $ Date Total 958, 739.00 106,526.50 $1, 065, 265.50 $ 216,600.00 847,076.50 $1, 065, 265.50 (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet Rehab Taxiway A East and Remove Trees.xls\Page 2 (Constr Proj) (Mar 2010) Project Name City Contract No. Project Manager Project Budget Total PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Rehabilitation of Taxiway A East and Crack Seal Runway 12/30 Keith Kaspari $ 1,065,265.50 1. How will this project be funded? A. Federal Grant Yes Grant Name FAA AIP-44 B. State Grant Grant Name C. City Match No CFDA # Yes No Source of Funding D. Other Entities Yes Name PFCs No To be assigned by the Finance Dep Project No Subproject No % Paid by federal grant 90.00% Grant Agreement Number 3-19-0094-044 % 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) Po 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? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) project includes the rehabilitation of Taxiway A beginning at Runway 12/30 and proceeding toward the terminal apron, with the exception of the section of Taxiway A that was included in the recent Taxiway E project. The project also includes crack sealing on Runway 12/30 between Runway 6/24 and Runway 18/36. 10.00% Done None ]� 0 ❑ 0- Yes No ❑ E ❑ ❑ ❑ ❑ El El ❑ 0 El El ❑ 0 Page 2 must be attached and signed. K:\shared goodies \forms\Project Budget Worksheet Rehab Taxiway A East and Remove Trees.xls\Page 1 All Projects (Mar 2010)