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Council Packet - 1/9/2017 (2)
FINANCE COMMITTEE January 9, 2017 5:10 PM Harold E. Getty Council Chambers Members Chairperson Ron Welper Vice Chairperson Bruce Jacobs Tom Powers Roll Call: Approval of Agenda Approval of Minutes Minutes of January 3, 2017, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Steven Hoambrecker, Director Waste Management Services Class/Meeting: 2017 Iowa Water Environment Association Destination: Ankeny, IA Dates: Jan 31 - Feb 1, Amount not to exceed: $335.00 2017 2. Refund request in the amount of $71.05 for garbage fees billed in error for property located at 1840 W. 3rd Street. 3. Refund request in the amount of $521.38 for garbage fees billed in error for property located at 3218 Klpling Road. 4. Refund request in the amount of $62.00 for extended yard waste fees in error for property located at 211 Auburn Street. 5. Pre -Authorizations to Expend over $1,000.00 Airport Amount and Estimated S/H: $7,565.80 Expenditure: Replacement of damaged perimeter gate. Building Maintenance Amount and Estimated S/H: $1,850.00 (AMENDED) Expenditure: Amended amount to cover additional plumbing work needed when replacing deteriorated sanitary lines in the Police Evidence Building. Total contract $12,650.00 Police Department Amount and Estimated S/H: $2,000.00 Expenditure: Three (3) separate training classes for Police Officers in Courtroom Demeanor and Testimony. - Sewer Department Amount and Estimated S/H: $1,600.00 Expenditure: GraniteNet Office software license and support plan for Engineering Department support. Sewer Department Amount and Estimated S/H: $3,131.00 + $72 S/H Expenditure: Rebuild kits with Lobe kit and Seal kit for primary sludge pump. Sewer Department Amount and Estimated S/H: $2,668.75 + $300 S/H Expenditure: York replacement coil for Administration Building #2 AHU. BUDGET LINE ITEMS TO BE AMENDED 6. Approve the project budget amendment to use $7,565.80 in damage claim revenue to repair the gate at the airport damaged by farm equipment, as submitted by the Airport. 7. Approve the project budget for the Leversee Area Civil Engineering and Design project in the amount of $188,700, funded with Tax increment Financing funds, as submitted by the Planning & Zoning Department. 8. Approve the project budget for the Library General donations project funded with an initial donation of $11,466.79, anticipated to be used for building improvements, as submitted by the Library. 9. Approve the project budget for the 120 Center Street Hazardous Materials Inspection project, funded with an $18,000 grant from the Iowa Department of Natural Resources, as submitted by the Planning & Zoning Department. BILLS PAYMENT 10. January 9, 2017 ADJOURNMENT Kelley Felchle City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 1,),26 iL/ 5;?00 13`{'(. FYo?U17 BUDGETED 6-()60 EXPENDED YTD ;,?(S7 THIS REQUEST LEFT AFTER THIS REQUEST DATE 777' Original- Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Steven Hoambrecker, Director Waste Management Svc DATE: January 4, 2017 NAME OF CLASS / MEETING: 20171AWEA Maintenance Conference ? r l ct' k 2 1cam[ 6Jd,164e26 Gi j S,1C,i -7 0.1 DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING: January 31, 2017 February 1, 2017 Jan 31-Feb 1, 2017 PURPOSE OF TRAVELITRAINING: Education, GEUs ' 6U ;-7"HI DESTINAITION: Ankeny, Iowa DEPARTURE POINT IF NOT WATERLOO: WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: xx CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 100.00 LODGING TAXI MEALS PARKING 200.00 REGISTRATION AIRFARE 35.00 MILEAGE/FUEL MISCITOLLS v7 TOTAL FOR ALL: $ BUDGET LINE ITEM: ),1q0 !I 6206) i3'/i GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ 335 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO IE P%T E , 999' EAD DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 V7m///,- I APPROVE THIS TRAVEL REQUEST 6, x yam/ YTLJ\ MAYOR ok DATE 2017 IAWEA Maintenance Conference FFA Enrichment Center, DMACC Ankeny Campus January 31- February 1, 2017 On -Line Registration @ www.iawea.orq For Mail in Registration: Name: 5 25eV /9-4,1 Pretic Employer: Ca )4( o f Warty -Mt) L A- LA .4-S M ,i ri-g.emB 'r- ci) Address: 3SOS q r reA- Ari... City/State: L J cc/ 441) n , / -4- Zip: 5 0 Z' L E-Mail: sf-evetl . e ktat.ee-t.va -t et - Daytime .d J Phone: 7 t 7 - - S5-9 Check below if you wish to register for the Track A Motor Control Center Class. Please note that there is a extra fee and limited space for this class and online registrants are given first priority. In past years online registrants have taken all available spots. Registration Fees (check one) Full Conference Member $220_ Full Conference Non-member$220 $240 Tue or Wed Member $110 (circle which day) $125 Tue or Wed Non-member $125., (circle which day) $140 $200 '1. (by 1/20/17) (after 1/20/17) (by 1/20/17) (after 1/20/17) (by 1/20/17) (after 1/20/17) (by 1/20/17) (after 1/20/17) SAVE $10 ON THESE PRICES BY REGISTERING ON-LINE Conference Fee from above $ d- a Track A MCC option fee $ Total Due $ otci o . 0 0 Iowa Only membership in IAWEA is available at www.iawea.org for only $30/yr and qualifies you for the member rates above. Wednesday Track A Motor Control Center Class Pre -Register if possible. Some classes have limited enrollment. Registration for these classes will be on a First - Paid Basis Only AND On-line registrations will receive priority. Please make checks payable to IAWEA. Send to: IAWEA Maintenance Conference, Attn: Cindy Calentine, WPC Plant, 56797 280th St., Ames, IA 50010 If you have additional questions, call Cindy at 515-232-7423 or ccalentine(city.ames.ia.us CEUs available for: Water Distribution (WD), Water Treatment (WT) and Wastewater Treatment (VWVT) 2017 20th ANNUAL MAINTENANCE CONFERENCE for Water and Wastewater Operators and Maintenance Professionals January 31 — February 1, 2017 IAWEA/DMACC IDNR Course # Tuesday - January 31, 2017 8:00 — 8:45 am REGISTRATION - Doughnuts/Coffee/Juice — Atrium — FFA Center 8:45 — 9:00 am GENERAL SESSION (FFA Large Banquet Rm) - Welcome/Announcements/Awards 9:00 — 9:50 am Putting Unmanned Aerial Vehicles to Work (FFA Large Banquet Rm) 9:50-10:10am Break 10:10 — 11:00 am Hoop Buildings (FFA Large Banquet Rm) 11:00 — 11:50 am Tools of the Trade (FFA Large Banquet Rm) Noon — 12:45 pm LUNCH (FFA Center Atrium) 12:45 — 1:35 pm Transient Analysis (FFA Large Banquet Rm) 1:35 —1:50 pm Break 1:50 — 2:40 pm Grease Selection (FFA Large Banquet Rm) 2:40 — 3:30 pm Maintenance Program for Rotating Assemblies (FFA Large Banquet Rm) 2017 20th ANNUAL MAINTENANCE CONFERENCE for Water and Wastewater Operators and Maintenance Professionals January 31 — February 1, 2017 IAWEAIDMACC IDNR Course # Wednesday — February 1, 2017 7:45 — 8:30 am REGISTRATION - Doughnuts/Coffee/Juice — Atrium — FFA Center 8:30 — 11:20 am MORNING BREAKOUT SESSION 11:20 — 12:00 pm 12:00 — 3:00 pm Track A Motor Control Centers Track B (FFA Classroom) 8:30 — 9:20 am Instrument Maintenance 9:20 — 10:10 am Air Monitoring Equipment 10:10 —10:30 am Break 10:30 —11:20 am Motor, VFD, & Soft Start Selection LUNCH (FFA Conference Center) — Jethro's AFTERNOON BREAKOUT SESSION Track A Motor Control Centers (cont.) Track B (FFA Classroom) 12:00 —12:50 pm Valve Selection & Applications 12:50 — 1:10 pm Break 1:10 — 2:00 pm Maintenance of Air & Vacuum Valves 2:00 — 2:50 pm Safety & Ergonomics 2:50 — 3:00 pm Wrap up and Comments CITY OF WATERLOO Committee Communication Finance Committee Meeting: 01/09/2017 Prepared: Nancy Higby Dept. Head Signature: Kelley Felchle # of Attachments: SUBJECT: Refunds Submitted by: Kelley Felchle, City Clerk Recommended Committee Action: Approval of the following refunds: Refund request in the amount of $71.05 for garbage fees billed in error for property located at 1840 W. 3rd Street. Summary Statement: Property owner is requesting reimbursement of garbage fees paid for services not provided. This residence has a private hauler (see attached). The Water Works has provided appropriate documentation to support a refund of $71.05. ✓ Expenditure Required: As indicated above Source of Funds: Policy Issue: None GARBAGE REFUND 525-15-5400-1785 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. lilc__K CC TKIM I"_Council&TimmceC mimunica.lions'\d'ouncilConummicationstoCouncil&OFinance 2O 5.FinanceCommuni c lti}r, O.3Oy15 guMg ref nd.doc Q 0. viJ _ +�^°�e t - / S� P . G le I 1 cn 0,4,. 0. Barba <LOO WATER WORKS Phone: (319) 232-6280 www.waterloowater.org Statement 2 of 2 ,amore Street lox 27 /ferloo, IA 50704 Customer Name: Account Number: ervice Address: Hurtado Richard M 112995-505632 40W3RDST STATEMENT OF SERVICES ACCOUNT SUMMARY Waterloo Water: Works Water Sal e Water City Sani Star Garb City Tax - Works Subtotal Services 35.70 2 50 $38.20 of WaterlooServices tary Sewer n Water Fee 85.50 16.50 age 31.50 of Waterloo Subtotal $133.50 Previous Read Date Current Read Date 5/18/2016 MAKE 8/18/2016 Billing Frequency: Quarterly Billing Date: 8/39 16 -- Billing Due Date: 9/21/20116 CHARGE SUMMARY Previous Balance _ 174.14 Credits/Payments 174.14 CR Deposit Payment u 00 Balance Forward $0.00 Water Works Subtotal 38.20 City of Waterloo Subtotal 133.50 Total Current Service Charges 171.70 Total Amount Due _171.70 mown ue er Previous Read Previous Read Type Current Read Current Read Type 284 1 f a z"1 2 a'm Please detach and return bottom portion with your payment. See reverse side for additional information. CHECKS PAYABLE TO: /Account Number: TotatAmount Due: 299 Actual WATERLOO WAT P.O. Box 27 Waterloo, IA 50704 ADDRESSEE: WORKS ADDRESS SERVICE REQUESTED 1 1 riiIII,ilIIIiIiuIiIiII,IiPr,llluIiIIdItIIIIIIIIdIIII.IIII,I HURTADO RICHARD M lima 1838 W 3RD ST APT B sa,� WATERLOO, IA50701-2818 01 V Amount Due After 09/21/2016: Billing Due Date: Amount Enclosed: Usage (CCF) 112995-505632 $171.70 $180.18 9/21/2016 $ Autopay -- Do Not Pay Total Amount Due will be withdrawn from you bank account on 9/21/2016 REMIT TO: WATERLOO WATER WORKS PO BOX 27 WATERLOO IA 50704-0027 III'IIIIIIIIIIIIIIIIIIIIIIIII'IIIIIIIIIIIIIIIIhIIII'IIIIIIIIIIII E Please check box if your contact information requires updating and indicate the change(s) on reverse side. ERLOO WATJt WORKS Sycamore Street J. Box 27 Waterloo, IA 50704 2ustomer Name: account Number: iervice Address: Hurtado Richard M 112995e505632_.. 1840 W 3RL_ST_ STATEMENT OF SERVICES ACCOUNT SUMMARY Waterloo Water Works Services Water Sales Tax Water Works Subtotal $32.59 30.45 2 14 City of Waterloo Services Sanitary Sewer 85.50 Storm Water Fee 16.50 Garbage 39.55 City of Waterloo Subtotal $141.55 revious Read Date Current Read Date 2/18/2016 5/18/2016 Previous Read 272 Billing Frequency: Billing Date: Billing Due Date: Phone: (319) 232-6280 www.waterloowater.org Statement 2 of 2 Quarterly 5/27/2016 6/20/2016 Previous Balance 140.20 Credits/Payments 140.20 CR Deposit Payment 0 00 Balance Forward $0.00 Water Works Subtotal 32.59 City of Waterloo Subtotal 141.55 Total Current Service Charges 174.14 Total Amount Due $174.14f Amount Due After 06/20/2016 i $182.7?r Previous Read Type Current Read 20- 15- 10 5 0 ..br,'� 2 22 2 5 . 2 $ 2 284 Current Read Type Actual Usage (CCF) 12 Please detach and return bottom portion with your payment. See reverse side for additional information. MAKE CHECKS PAYABLE TO: WATERLOO WATER WORKS P.O. Box 27 Waterloo, IA 50704 ADDRESSEE: ADDRESS SERVICE REQUESTED 1 1 111111IIIIII9IPIIIIII'I'19IdIIIII'II IIIIII'IIIIIIIIII'IIIIII A A_ (31 0 i0N 01 V W HURTADO RICHARD M 1838 W 3RD ST APT B WATERLOO, IA 50701-2818 Account Number: 112995-505632 Total Amount Due: $174.14 Amount Due After 06/20/2016: $182.75 Billing Due Date: 6/20/2016. Amount Enclosed: $ Autopay -- Do Not Pay �Totai.Arnount:,4ue will be withdrawn from you bank account n 6/20/2016 WATERLOO WATER WORKS PO BOX 27 WATERLOO IA 50704-0027 III'1II11111111 iiIlI11111III'I'Ii'II'IIIIIIIiIdIII" IIIIIIIIIII Please check box if your contact information requires updating and indicate the change(s) on reverse side. Exemption year: Jr I6 PRIVATE HAULER GARBAGE EXEMPTION, APPLICATION RESIDENTIAL CUSTOMERS ONLY CITY OF WATERLOO, IOWA Date Applicant's Name: /(/G 1( / P r4,6 fp�� Telephone No. / i-,4 w 1 ,eP57-44,9,..) Aceifirt.'"77 /54 Billing Address:• Address of Exemption: IO 3 k v/ 11?"/ 4, r ,l A /d , / A - rJ Water Works Account No.: I request an exemption from Garbage Fees during the current Calendar Year. I employ the services of a licensed trash hauler. Only the location where the. trash hauler picks up garbage and trash will qualify for the exemption. - - v^ Applicant's Signature TO BE COMPLETED BY LICENSED GARBAGE AND TRASH HAULER: (We) W _0 herebydeclare that we are Company me a licensed trash hauler in the City of Waterloo, Iowa, and that we pick up garbage and refuse at the following location: Customer's Name We Beginning Address- Location of Date of Garbage/Trash Pick -Up Contract CONTRACT PERIOD MUST COVER Al LEAST CURRENT Ending Date of Contract CALENDAR YEAR understand that the above information is used by the Clerk's Office in CITY OF WATERLOO Committee Communication Finance Committee Meeting: 01/0 i/2017 Prepared: Nancy Higby Dept. Head Signature: Kelley Felchle # of Attachments: SUBJECT: Refunds Submitted by: Kelley Felchle, City Clerk Recommended Committee Action: Approval of the following refunds: Refund request in the amount of $521.38 for garbage fees billed in error for property located at 3218 Kipling Road. Summary Statement: Property owner is requesting reimbursement of garbage fees paid for services notill\.isaesidence is located in a mobile home park, which is exempt from city garbage billing. Th� Water Works has provided appropriate documentation to support a refund of $521.38. Expenditure Required: As indicated above Source of Funds: Policy Issue: None GARBAGE REFUND 525-15-5400-1785 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. ileai/h:,C'LLRKD \ Il\Counc.il&1inztnceComiiun ca icroslCouncilCummunicationsioCouncil Oiname,2015\FinanceCommuni cation 1030915.earbaee.refimd.doc „,,A) Nancy Higby From: KELLEY FELCHLE Sent: Thursday, December 01, 2016 6:41 AM To: Nancy Higby Subject: Fwd: Refund -billing error Attachments: 2115_001.pdf Follow Up Flag: Follow up Flag Status: Flagged Hi Nancy, Could you please take a look at the email below from Water Works? Kelley Felchle City Clerk City of Waterloo 715 Mulberry Street Waterloo, IA 50703 319-291-4323 Forwarded message From: "MARY RATKOVICH"<MARY.RATKOVICHaWATERLOO-IA.ORG> Date: Fri, Nov 4, 2016 at 9:37 AM -0500 Subject: Refund -billing error To: "KELLEY FELCHLE"<KELLEY.FELCHLE(a�WATERLOO-IA.ORG> Cc: "Amber Stephens" <Amber.Stephensa,,WATERLOO-IA.ORG>, "Annette Shepherd" <Annette. Shepherd(&, W ATERLOO-IA.ORG> Good morning Kelley, Re: Brandi Hubert, 3218 Kipling Rd, Waterloo, IA 50701 Account #'s: 128493-520988 & 46-50-6325- 54355 I'm writing to you to request a refund on behalf of one of our customers since it was our billing error that is in question. Customer Brandi Hubert resides at 3218 Kipling Rd in a mobile home park. Mobile home parks are exempt from city garbage billing. The Waterloo Water Works originally set up Brandi's account in error resulting in the billing of city garb {fti e the year 2012. All of the billing documents are attached for your review. We are requesting that a total oe efunded to Ms. Hubert. If you have any questions, please let me know. Mary Ratkovich-Office Manager Waterloo Water Works 319-232-6280 ext 3903 1 WATERLOO WA A WORKS 325 Sycamore Street P.O. Box 27 Waterloo. Iowa 50704 STATEMENT OF SERVICES Phone: (319) 232-6280 www.waterloowater.org Paee 1 of 1 ACCOUNT SUMMARY Customer Name: Account Number: Service Address: Hubert Brandi M 128493-520988 3218 KIPLING RD Billing Frequency: Quarterly Billing Date: 07/11/2016 Billing Due Date: 08/01/2016 Waterloo Water Works Services Water Sales Tax Late Penalty Water Works Subtotal City of Waterloo Services Sanitary Sewer Storm Water Fee Garbage City of Waterloo Subtotal $25.20 $1.77 $5.39 $32.36 $42.75 $8.25 $31.50 $82.50 CHARGE SUMMARY ......................... . . ..... . ................ ... $109.47 -$114.86 -$5.39 $32.36 $82.50 $114.86 $109.47 $114.86 Previous Balance Credits/Payments Balance Forward ............................... Water Works Subtotal. City of Waterloo Subtotal Total Current Service Charges Total Amount Due Amount Due After 08/01/2016 Previous Read Date Current Read Date i Previous Read 871 Previous Read Type Current Read Actual 871 Current Read Type Actual Usage (CCF)` 0 03/23/2016 06/21/2016 SPECIAL MESSAGES Please detach and return the bottom portion with your payment. See reverse side for additional information MAH(E CHECKS PAYABLE TO. P.O. Box 27 Waterloo, Iowa 50704 Phone: (319) 232-6280 ADDRESSEE: Hubert Brandi M 3218 Kipling Rd Waterloo, IA 507019131 ❑ Please check box if contact information requires updating and indicate the change(s) on reverse side Account Number: 128493-520988 Total AmountDue: 109,47 Amount Due After : 114.86 Bluing Due Date: 08I03/2016 Amount Enclosed: REM ir TO:r, WATERLOO WATER WORKS P.O. BOX 27 WATERLOO. IOWA 50704 WATERLOO WA WORKS 325 Sycamore Street P.O. Box 27 Waterloo. Iowa 50704 STATEMENT OF SERVICES Phone: (319) 232-6280 www.waterloowater.org Page 1 of 1 ACCOUNT SUMMARY Customer Name: Account Number: Service Address: Hubert Brandi M 128493-520988 3218 KIPLING RD Billing Frequency: Billing Date: Billing Due Date: Quarterly 04/08/2016 04/29/2016 Waterloo Water Works Services Water $25.20 Sales Tax $1.77 Late Penalty $5.39 Water Works Subtotal $32.36 City of Waterloo Services Sanitary Sewer $42.75 Storm Water Fee $8.25 Garbage $31.50 City of Waterloo Subtotal $82.50 CHARGE SUMMARY Previous Balance Credits/Payments.................... • . • ...... Balance Forward $109.47 -$114.86 -$5.39 Water Works Subtotal ............ ......•....... $32.36 City of Waterloo Subtotal $82.50 Total Current Service Charges $114.86 Total Amount Due $109.47 Amount Due After 04/29/2016 $114.86 Previous Read Date Current Read Date Previous Read Previous Rea type Current Read Curren Read Type Usage (tCF) 12/23/2015 03/23/2016 871 Auto Estimate 871 Auto Estimate 0 SPECIAL ESSAGES Please detach and return the bottom portion with your payment. See reverse side for additional information MAKE CHECKS PAYABLE TO: WATERLOO A : WORKS P.O. Box 27 Waterloo, Iowa 50704 Phone: (319) 232-6280 ADDRESSEE: Hubert Brandi M 3218 Kipling Rd Waterloo, IA 507019131 Account Number: 128493-520988 Total Amount Due: 109.47 Amount Due After : 114.86 BiI►ing Due Deter 04/29/2016 Amount Enclosed: REMIT TO: WATERLOO WATER WORKS P.O. BOX 27 WATERLOO. IOWA 50704 ❑ Please check box if contact information requires updating and indicate the change(s) on reverse side WATERLOO WAT R WORKS 325 Sycamore Street P.O. Box 27 Waterloo, Iowa 50704 STATEMENT OF SERVICES Phone: (319) 232-6280 www.waterloowater.org Paee 1 of 1 ACCOUNT SUMMARY Customer Name: Account Number: Service Address: Hubert Brandi M 128493-520988 3218 KIPLING RD Billing Frequency: Billing Date: Billing Due Date: Quarterly 01/14/2016 02/04/2016 Waterloo Water Works Services Water Sales Tax Water Works Subtotal City of Waterloo Services Sanitary Sewer $25.20 $1.77 $26.97 $42.75 Storm Water Fee $8.25 Garbage $31.50 City of Waterloo Subtotal $82.50 CHARGE SUMMARY Previous Balance Credits/Payments $107.22 -$107.22 Water Works Subtotal $26.97 City of Waterloo Subtotal $82.50 Total Current Service Charges Total Amount Due Amount Due After 02/04/2016 $109.47 $109.47 $109.47 Presnous'Read Date Current Red Date PrdviousRead Previous Real Type Current Read Current Read Type Usage ((CT 1 09/24/2015 12/23/2015 871 Actual z U 2 Y, I� 1 n'4 43 4 3 o�' 16 43 o`O 93 ,'y' ^e ,�� si. qa' b '`5 qe '6' ryo ryo ti° 43 ti3 43 43 871 Actual 0 SPECIAL MESSAGES Please detach and return the bottom portion with your payment. See reverse side for additional information MAKE CHECKS PAYABLE TO: P.O. Box 27 Waterloo, Iowa 50704 Phone: 319 232-6280 ADDRESSEE: Hubert Brandi M 3218 Kipling Rd Waterloo, IA 507019131 Account Number: 128493-520988 Total Amount Due: 109.47 Amount Due After: 109.47 Billing Due Date: 02/04/2016 Amount Enclosed: REMIT TO: WATERLOO WATER WORKS P.O. BOX 27 WATERLOO, IOWA 50704 ❑ Please check box if contact information requires updating and Indicate the change(s) on reverse side Statement Number 8978 Brandi M Hubert Hubert Brandi M 3218 Kipling Rd Waterloo IA 50701-9131 10/16/2015 10/7/2015 10/7/2015 10/7/2015 10/7/2015 Previous Balance BEGINNING BALANCE Due BEGINNING BALANCE Due BEGINNING BALANCE Due BEGINNING BALANCE Due Statement Date Customer ID: LocationlD: Service Address: 3218 KIPLING RD WATERLOO, IA Date: 10/28/2015 Date: 10/28/2015 Date: 10/28/2015 Date: 10/28/2015 10/16/2015 520988 128493 $0.00 $24.72 $42.75 $31.50 $8.25 Amount Due: $107.22 iJUG6DFR DISPLAY 11/03/16 10:54:33 Display Account History Account No 46 50 6325 54355 Billing Date Ph 961-6158 Activity Customer HUBERT BRANDI M Address 3218 KIPLING RD WATERLOO 5=Payments ? Billing Consu Water Sewer Garbage STORM Total St Cnd Date Payment Payment Payment Payment Payment 0 10/07/15 0 - 7/08/15 0 E 25.88- 44.89- 33.08- 8.66- 112.51- P RT 4/07/15 0 E 24.72- 37.50- 31.50- 8.25- 101.97- P 1/08/15 0 25.88- 39.38- 33.08.- 8.66- 107.00- P RT 10/07/14 12 28.60- 45.61- 33.08- 8.66- 115.95- P RT 7/08/14 17 37.06- 56.01- 33.08- 8.66- 134.81- P RT + F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Gust F2O=Meter F21=Cust His F22=Bill His HUG6DPR DISPLAY 11/03/16 10:54:33 History Dis Account No 46 50 6325 54355 Customer HUBERT BRANDI M Address 3218 KIPLING 5=Payments ? Billing Consu Water Date Payment 4/07/14 21 43.82- 1/08/14 27 10/08/13 28 7/08/13 20 4/05/13 19 1/08/13 25 53.96- 50.50- 38.27- 36.69- 45.90- play Account Billing Date Ph RD 961-6158 WATERLOO Sewer Garbage Payment Payment 64.32- 33.08 60.17- 60.17- 60.17- 60.17- 72.64- 33.08r- 33.08- 33.08- 33.36- 32.80- Activity STORM Payment 8.66- 8.66- 8.66- 8.66- 8.66- 8.66- Total St Cnd Payment 149.88- P RT 155.87- P RT 152.41- P RT 140.18- P RT 138.88- P RT 160.00- P RT* F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His UUG615FR DISPLAY Di Account No 46 50 6325 54355 Customer HUBERT BRANDI M Address 3218 KIPLING 5=Payments ? Billing Consu Date 10/08/12 7/09/12 Water Payment 27 46.17- 1 11/03/16 10:54:33 splay Account History Billing Date Ph 961-6158 Activity RD WATERLOO Sewer Garbage Payment Payment 76.80- 33.08- STORM Total St Cnd Payment Payment 8.66- 164.71- P RT F3=Exit F14=Mthly Bill F16=Acct Info F17=Bill F18=Bi11/Pmt F19=Cust F20=Meter F21=Cust His F22=Bill His I CITY OF WATERLOO Committee Communication Finance Committee Meeting: 01/Oq/2017 Prepared: Nancy Higby Dept. Head Signature: Kelley Felchle # of Attachments: SUBJECT: Refunds Submitted by: Kelley Felchle, City Clerk Recommended Committee Action: Approval of the following refunds: Refund request in the amount of $62.00 for extended yard waste fees in error for property located at 211 Auburn Street. Summary Statement: Property owner is requesting reimbursement of extended yard waste fees paid when no service was provided. Both the Water Works and the Sanitation Department have provided appropriate documentation to support a refund of $62.00. Expenditure Required: As indicated above Source of Funds: Policy Issue: None GARBAGE REFUND 525-15-5400-1785 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. lilt:; _F_RKD \T_+Council&FininceCcmn_nunication touncilC:omnmmicationstoCounc • 6fin ce,'015_I inanceCommut i cation 0309(_5.7arb40c.rciund,doc 6,00AuL, !rid LL cap A, )_/x--t)14N(L66 aict Linnaz-wi 6 LU oiLiJ ) -- cut ULL - Zr_ a , 0 < < CULLIMA4A St �G© E.' 7 ©I I1- •-! Lrl dA,E.;1 6,2q 9 . �} L ©/ (o IA a_ Lam a / 14' `1 0 UUG6DFR DISPLAY Displ Account No 10 60 0220 15226 Bi Customer MCCOMBS PHILIP Address 211 AUBURN 5=Payments ? Billing Consu Water Date Payment 9/04/15 19 42.56- 6/05/15 3/05/15 12/05/14 9/05/14 6/05/14 11/:30/1b 9:b'l:O1 ay Account History lling Date Ph 233-9135 Activity ST WATERLOO Sewer Garbage STORM Total St Cnd Payment Payment Payment Payment 58.85- 49.80- 8.25- 159.46- P 16 37.20- 51.36- 49.80- 8.25- 146.61- P 16 37.20- 51.36- 49.80- 8.25- 146.61- P 18 37.01- 55.32- 49.80- 8.25- 150.38- P 30 56.40- 55.32- 49.80- 8.25- 169.77- P 15 32.16- 49.38- 49.80- 8.25- 139.59- P F3=Exit F14=Mthly Bill F16=Acct Info F17=B F20=Meter F21=Cust His F22=Bill His Last option was: DAILY OPERATIONS 1 F18=Bi11/Pmt F19=Cust a(Livr„ a‘ • �11er,�_ 3 u WATERLOO WAeWORKS 325 Sycamore Street P.O. Box 27 Waterloo. Iowa 50704 STATEMENT OF SERVICES Phone: (319) 232-6280 www.waterloowater.org Paee 1 of 1 ACCOUNT' -SUMMARY Customer Name: Account Number: Service Address: McCombs Philip 115301-506683 211 AUBURN ST Billing Frequency: Billing Date: Billing Due Date: Quarterly 12/18/2015 01/08/2016 Waterloo Water Works Services Water Sales Tax Water Works Subtotal City of Waterloo Services Sanitary Sewer Storm Water Fee Garbage Yard Waste $36.46 $2,56 $39.02 $61.15 $8.25 $31.50 $9.00 Extended Yard Waste $9.30 City of Waterloo Subtotal $119.20 CHARGE SUMMARY Water Works Subtotal City of Waterloo Subtotal Total Current Service Charges $158.22 Total Amount Due $158.22 Amount Due After 01/08/2016 $158.22 $39.02 $119.20 Previous Read Date Current Read Dat Previous Read Pr viols Read Type Current Read Current Read Type Usage (CCF) 08/21/2015 11/24/2015 1,446 Actual 1,463 Actual 17 32 2B6 V 20 U 16 8,12 R A 0 0 oti o, O� .. , ti� ry0 ti� SPECIAL MESSAGES Please detach and return the bottom portion with your payment. See reverse side for additional information MAKE CHECKS PAYABLE TO; P.O. Box 27 Waterloo, Iowa 50704 Phone: (319 232-6280 ADDRESSEE: McCombs Philip 211 Auburn St Waterloo, IA 507011809 Account Number: 115301-506683 Tata1 Amount Due: 358:22 Amount Due After : 158.22 Billing Due Date: 01% Amount Enclosed: Total Amount Due will be withdrawn from your bank account on 01/08/2016 REMIT TO: WATERLOO WATER WORKS P.O. BOX 27 WATERLOO. IOWA 50704 El Please check box if contact information requires updating and indicate the change(s) on reverse side WATERLOO WA . L WORKS 325 Sycamore Street P.O. Box 27 Waterloo, Iowa 50704 STATEMENT OF SERVICES Phone: (319) 232-6280 www.waterloowater.org Page 1 of 1 ACCOUNT SUMMARY Customer Name: Account Number: Service Address: McCombs Philip 115301-506683 211 AUBURN ST Billing Frequency: Billing Date: Billing Due Date: Quarterly 03/07/2016 03/28/2016 Waterloo Water Works Services Water $33.95 Sales Tax $2.38 Water Works Subtotal $36.33 City of Waterloo Services Sanitary Sewer $54.25 Storm Water Fee $8.25 Garbage $31.50 Yard Waste $9.00 Extended Yard Waste $9.30 City of Waterloo Subtotal $112.30 CHARGE SUMMARY Previous Balance Credits/Payments S158.22 -$158.22 Water Works Subtotal $36.33 City of Waterloo Subtotal ................ . $112.30 Total Current Service Charges Total Amount Due Amount Due After 03/28/2016 $148.63 $148.63 $148.63 Previous Read Date Current Read Date Previous Read Previous Rea Type C e Read Current Read Type Usage (CCF) 11/24/2015 02/24/2016 1,463 Actual 1,477 Actual 14 LL 12 oM1 oy O0 ,,` 09" oy M1°^b M19 M19 M1dp M1�^y M1�^y SPECIAL ESSAGES Please detach and return the bottom portion with your payment. See reverse side for additional Information MAKE CHECKS PAYABLE TO: WATERLOO WAT WORKS P.O. Box 27 Waterloo, Iowa 50704 Phone: (319) 232-6280 ADDRESSEE: McCombs Philip 211 Auburn St Waterloo, IA 507011809 Account Number: 115301-506683 Total Amount Due: 148.63 Amount Due After : 148.63 Billtng:Due Date: 03)28/2016 Amount Enclosed: Total Amount Due will be withdrawn from your bank account on 03/28/2016 REMIT TO: WATERLOO WATER WORKS P.O. BOX 27 WATERLOO, IOWA 50704 El Please check box if contact information requires updating and indicate the change(s) on reverse side WATERLOO WA TE WORKS 325 Sycamore Street P.O. Box 27 Waterloo. Iowa 50704 STATEMENT OF SERVICES Phone: (319) 232-6280 www.waterloowater.org Page 1 of 1 ACCOUNT. SUMMARY Customer Name: Account Number: Service Address: McCombs Philip 115301-506683 211 AUBURN ST Billing Frequency: Quarterly Billing Date: 06/03/2016 Billing Due Date: 06/24/2016 Waterloo Water Works Services Water $37.45 Sales Tax $2.63 Water Works Subtotal. $40.08 City of Waterloo Services Sanitary Sewer $54.25 Storm Water Fee $8.25 Garbage $31.50 Yard Waste $9.00 Extended Yard Waste $9.30 City of Waterloo Subtotal $112.30 CHARGE SUMMARY Previous Balance Credits/Payments $148.63 -$148.63 Water Works Subtotal $40.08 City of Waterloo Subtotal $112.30 Total Current Service Charges $152.38 Total Amount Due $152.38 Amount Due After 06/24/2016 $159.87 Previous Read' Date Current Read Date Previous Read Previous Reid yp Current Read Current Read Type Usage (CCF) 02/24/2016 05/26/2016 1,477 Actual 1,493 Actual 16 SPECIAL MESSAGES Please detach and return the bottom portion with your payment. See reverse side for additional information AKE CHECKS PAYABLE TO: WATERLOO WA P.O. Box 27 Waterloo, Iowa 50704 Phone: (319) 232-6280 ADDRESSEE: McCombs Philip 211 Auburn St Waterloo, IA 507011809 0 Please check box if contact information requires updating and indicate the change(s) on reverse side Account Number: 115301-506683 Total Amount Due: 152.38 Amount Due After : 159.87 Billing Due Date: 06/24/2015 Amount Enclosed: Total Amount Due will be withdrawn from your bank account on 06/24/2016 REMIT TO: WATERLOO WATER WORKS P.O. BOX 27 WATERLOO. IOWA 50704 WATERLOO WA I., WORKS 325 Sycamore Street P.O. Box 27 Waterloo. Iowa 50704 ustomer Name: ccount Number: ervice Address: McCombs Philip 115301-506683 211 AUBURN ST STATEMENT OF SERVICES Billing Frequency: Billing Date: Billing Due Date: Quarterly 09/06/2016 09/27/2016 Phone: (319) 232-6280 www.waterloowater.org Paee 1 of 1 1 Waterloo Water Works Services Water Sales Tax Water Works Subtotal City of Waterloo Services Sanitary Sewer Storm Water Fee Garbage Yard Waste Extended Yard Waste City of Waterloo Subtotal rrycn4-4,► $42.70 $2.99 $45.69 $54.25 $8.25 $31.50 $9.00 $9.30' $112.30 3.' l✓ s3 )t) CHARGE SUMMARY $152.38 -$152.38 $45.69 $112.30 $157.99 $157.99 $165.75 Previous Balance ............................... Credits/Payments Water Works Subtotal ........................... City of Waterloo Subtotal Total Current Service Charges Total Amount Due Amount Due After 09/27/2016 Previous Read Date Current Read Date Previous Read Previous Read ype Current Read 1,512 Current Read type Actual Usage (CCF)` 19 05/26/2016 08/25/2016 1,493 Actual SPECIAL MESSAGES Please detach and return the bottom portion with your payment. See reverse side for additional information MAKE CHECKS PAYABLE TO: WATERLOO WA C WORKS P.O. Box 27 Waterloo, Iowa 50704 Phone: (319) 232-6280 ADDRESSEE: McCombs Philip 211 Auburn St Waterloo, IA 507011809 Account Number: 115301-506683 Total Amount Due: 157.99 Amount Due After : 165.75 Billing Due- Date 09/27/2016 Amount Enclosed: Total Amount Due will be withdrawn from your bank account on 09/27/2016 REMIT TO: WATERLOO WATER WORKS P.O. BOX 27 WATERLOO, IOWA 50704 El Please check box if contact information requires updating and indicate the change(s) on reverse side City Clerk Use Only Finance Committee Approval Date \/e't /(- 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 Airport Department to expend $ 7,565.80 plus est. shipping costs of $ to pay for or purchase replacement of damaged perimeter gate. Received payment from farmer's insurance company for amount of replacement gate. This purchase or expenditure is being made because: contract farmer damaged gate and hardware while pulling farm equipment through by not getting equipment through in alloted time before gate started to close. Vendor selected for this purchase: Miller Fence ❑ Bids or written quotes were taken on this purchase, as follows: Miller Fence - $7,565.80 D & N Fence - $10,855.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax Sewer Sanitation X Bonds 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) (Project Code) $ 110,773.00 + 01r515V ; it5553$J $ 64,261.59 if‹ 1 111Sa 1 8uctetReJst. in which the budgeted amount is d tlfe current available balance is (Signature D bmitted, j2 ad or Designee) Dat /-4-H1 (atature Finance Dept. Review) Date K:\shared goodies\forms\Miller Fence_Gate Replacement.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date /61 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 $ 1,850.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Amending original pre-auth for additional plumbing work in the amount of $1,850.00 due to unexpected plumbing when replacing deteriorated sanitary lines. fo\t« •evtctenct_gu I,\„g Vendor selected for this purchase: All Star Plumbing & Heating Inc. 0 Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Grfi4< A-“i Prior Committee Actions (Dates): Approved 11-14-2016 list o j of �' /0,, 00' Please check the following box(es) as appropriate to describe the funding for this expense: General Fund El Road Use Tax 0 Sewer Sanitation Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 416-22-8800-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, -� �-✓ `t/ (Signature bep . ead or Designee) (Project Code) $ /031640 $ /05:000' 7 71g/.rl�ce?,GL. /) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth PD - Evid Bldg - Change Order.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date t M / I 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 $ 2,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase (3) separate training classes for Police Officers in Courtroom Demeanor and Testimony This purchase or expenditure is being made because: This training is to provide as many Police Officers with the tools that can help them to be better in the courtroom while testifying Vendor selected for this purchase: Matt Wilber n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: This class is being put on in conjuction with the Black Hawk county Sherriff's Office and is developed by Matt Wilber who is an attorney and developed this class which can not be given by anyone else. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X El General Fund ❑ Road Use Tax n Sewer ❑ Sanitation Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1346 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is spectfully s itted, j (Signature Dept. Hea signee) (Project Code) $'- 3 ( 11 •rniff/,,.j®t_. /,J..0 2A/r!/L Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date A / City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer Department to expend $ 1.600.00 plus ext. shipping cost of $ 0.00 to pay for or purchase GraniteNet Office Software License and Support Plan for Engineering Dept. Support This purchase or expenditure is being made because: Engineering dept. supnort to edit the data with CCTV inspections. Vendor selected for this purchase: Cues, Inc. Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Cues, Inc. is rep. for purchase of this software. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: Road Use Tax: ❑X Sewer: Sanitation: Bonds: ❑Federal/other grants: ❑Other(specify): This expenditure is to be coded to the following budget line -item: 520-14-5200-1520 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is $ 32,000.00 / and the current available balance is $ 20.840.27 ✓ Respectfully submitted, (���-v► r t9CS- (I `i (zi G (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date "The $_..d..d of the Industry' UE November 14th, 2016 Mr. Mark Brandes Waterloo, City of 3505 Easton Avenue Waterloo, IA 50702 Phone: (319) 239-2715 mark. brandes@waterloo-ia.org RE: GraniteNet Software Quote Mr. Brandes: Please find below the pricing information you requested for the purchase of the GraniteNet Office License and Support Plan. Below is a brief description of what this software package provides. GraniteNet Office Software License Used primarily by engineers and supervisors, the Office Edition allows CCTV inspection records to be edited and changed upon subsequent review. This edition has the ability to generate reports, allow users to modify inspections and observations gathered in the field, synchronize inspections, capture images from playback, and view mapped data. GraniteNet Software Su000rt Plan Superior technical support provided by a high caliber team of experts that includes on -going software maintenance release updates available online for download including the latest technical documentation and at no additional charge. Professional telephone support is available Monday through Friday 8:00 AM — 5:00 PM EST as well as remote online technical support. Access to online support services including FAQ's, the CUES knowledge base, user forums and downloads are available through the Granite customer support website, htto://support.gnet.us.com. Part# GraniteNet Software & Services Price Qty. Actual GN904 Office License GN538 Office Support Plan $1,250 1 $1,250 $350 1 Grand Total $350 $1,600 Terms: Net 30 FOB: Destination Delivery: As Required This quote is valid for 60 days. Page 1of2 Waterloo IA GraniteNet Software Quote 11/14/2016 Feel free to contact me with any questions, comments, or concerns. Sincerely, Jay Freeman jfreeman@cuesinc.com Office: (800) 327-7791 x222 Mobile: (407) 340-1004 Skype: freeman.jay93 Page 2 of 2 Waterloo IA GraniteNet Software Quote 11/14/2016 City Clerk Use Only Finance Committee Approval Date 1I / City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer $ 3.131.00 plus ext. shipping cost of $ 72.00 Rebuild kits with Lobe kit and Seal kit for Primary sludge pump. Department to expend to pay for or purchase This purchase or expenditure is being made because: Pump worn and not pumping enough volume. Vendor selected for this purchase: Zimmer & Francescon, Inc. nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Zimmer & Francescon, Inc. is rep. for replacement parts. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: DRoad Use Tax: Sewer: Sanitation: ri Bonds: ❑Federal/other grants: ElOther(specify): This expenditure is to be coded to the following budget line -item: 520-14-5200-1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head Or Designe 2_0 Date (Project Code) $ 350,000.00 / $ 153.884.56 / (. o .vl (Signature Finance Dept. Review) /-4-i/7 Date u,, GYY c:JUo simmer n rrancescon Z001/002 Paris Quotation Zimmer & Francescon, Inc. 6200 65th Avenue Moline IL 61265 800-621-1118 TEL 877-244-2508 FAX Job Description: Parts for VX136-140QD sn BJC71180141 QUOTATION # 161227AL 1 Date: 12/27/16 To: Waterloo WWlP Attention: Richard Olson Fax # 319-291-4523 From: ANDREW LARSON QUANTITY UNIT DESCRIPTION PRICE TOTAL 1 ea Lobe Kit 11.00014 1,236.00 1,236.00 Consisting of 2 Fitting Key NPF.013 34 2 0 ring DOR.043 46 2 0 ring DOR.021 47 2 Strain bolt PRS.102 48 1 0 ring DOR.051 50 1 Lobe Left NBR PKB.B103.TL.NB 51 1 Lobe Right NBR PKB.B102.TR.NB 51 2 0 ring DOR.041 79c 2 Shim NUS.029 79d 2 Cover NST.017 83 1 ea Seal Kit 11.000001 1,895.00 1,895.00 Consisting of 2 0 ring DOR.043 46 2 0 ring DOR.021 47 2 Strain bolt PRS.102 48 1 0 ring DOR.051 50 2 Mechanical Seals PBT.B019 79 2 Cover NST.017 83 1 ea Freight and Handling 72.00 72.00 Delivery is 1-2 weeks ARO Materials Total 3,203.00 g/e//nBti r 5 4 44.3 l'4'"+/42 l7f434. it 3J /4 /TS City Clerk Use Only Finance Committee Approval Date cl / 17 City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer Department to expend $ 2.668.75 plus ext. shipping cost of $ 300.00 to pay for or purchase York replacement coil for Administration Building #2 AHU. This purchase or expenditure is being made because: Coil worn-out Vendor selected for this purchase: Dalton Plumbing Heating Cooling, Inc. nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Dalton Plumbing Heating Cooling, Inc. is rep. for a replacement heat coil. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: Road Use Tax: �X Sewer: Sanitation: Bonds: ❑Federal/other grants: ❑Other(specify): This expenditure is to be coded to the following budget line -item: 520-14-520-1571 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is $ 350,000.00 / and the current available balance is $ �53 5g Respectfully submitted, �Z ((11240 Z/J ire t vie (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date MAINTENANCE From: Jeff Jackson <jjackson@daltonphc.com> Sent: Thursday, December 22, 2016 4:04 PM To: MAINTENANCE Cc: MAINTENANCE Subject: York Loose Coil Pricing and Specs. Dick, Here is the information and pricing you requested. This coil is not stock and must be built to spec. Please let me know if you have any questions. Thank you. Base Unit/Access — Loose Coil Tag: 100AHU2A Appl: Heating Fluid: Water CA-006-12-30.25X062-G-01 H-C-020-B-025-W- I-104-L-C-S-01-B-M-1.50-05.00-A-N- L-99-S-S Type: CDW Height: 30.25" Width: 62" Rows: 1 FPI: 12 Fluid Volume: 0.3 cu ft. Fluid Weight: 18.2 Ibs Dry Coil Weight: 75.3 lbs Fin Material/Thickness: AL 0.006" Tube Wall Thickness: 0.020" Copper Brazed Return Bend: 0.025" Casing Material: Galvanized Header Material: Copper 1 set(s) of connections Supply: 1-1/2" Return: 1-1/2" Connection Material: Red Brass Standard Shipping Special Quotes: York replacement coil from "96", hold 2 1/8" to inlet & 23/4" to outlet conns. 4 WEEK SHIPPING: $2668.75 10 WORKING DAY SHIP: $3075.00 5 WORKING DAY SHIP: $3468.75 ***ALL SHIPPING SCHEDULES FREIGHT ALLOWED B/W. QUOTE EXPIRES 30 DAYS FROM DATE OF ISSUE Jeff Jackson Rg•n,ti Lp-A`71frc2 cc'£,'L.9Lt/+7t.-.�% if £A-T/ G- s 1 Warehouse Manager ►PLUMBING HEATING ►COOLING,.<. Since 1959 Your Comfort is Our Promise 5536 Nordic Drive Cedar Falls, IA 50613 Cedar Falls: 391-266-3513 Waterloo: 319-234-2150 Waverly: 319-352-1405 Fax: 319-266-3515 www.DaltonPHC.com 2 Budget Amendment Descriptions for 1/9/2017 Finance Committee Meeting Agenda: 1. Approve the project budget amendment to use $7,565.80 in damage claim revenue to repair the gate at the airport damaged by farm equipment , as submitted by the Airport. 2. Approve the project budget for the Leversee Area Civil Engineering and Design project in the amount of $188,700, funded with Tax Increment Financing funds, as submitted by the Planning & Zoning Department. 3. Approve the project budget for the Library General donations project funded with an initial donation of $11,466.79, anticipated to be used for building improvements, as submitted by the Library. 4. Approve the project budget for the 120 Center Street Hazardous Materials Inspection project, funded with an $18,000 grant from the Iowa Department of Natural Resources, as submitted by the Planning & Zoning Department. 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 FinanceGpmmittee approval required? YES, V NO ll� �(^ It so, date approved: 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 6/30/2017 submitted by the WATERLOO REGIONAL AIRPORT 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 29 7700 3871 Damage Claims 7,565.80 010 29 7700 1371 Bldg Maint 7,565.80 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 TOTAL $7,565.80 TOTAL This amendment is being requested because: payment received from farmer's insurance company for cost to replace gate damaged by farm equipment. $7,565.80 Prior Committe Actions (Dates): NONE ignatu ad or Designee) Date Jnhi�h.� (,),e,rw�/L(n (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Gate Damage by Farmer.xls (Apr 2003) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Watertovrkttpert-1 ust +-Re En91eeering- City Contract No. Project Manager Noel Anderson Project Budget Total $ 188,700.00 1. How will this project be funded? A. Federal Grant Yes I I No Grant Name X CFDA # B. State Grant Yes Grant Name C. City Match D. Other Entities Yes Name No Source of Funding MidPort TIF No % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City 100.00% % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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) Clapsaddle-Garber Associates will perform civil engineering & land surveying services within the Midport area that is available for development. The city owns 310 acres of land west of the airport. Done None Page 2 must be attached and signed. K:\shared goodies\forms\MidPort Dev - CSG.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date Project Name (from page one) i striatParle--Engineering.&.Land.Surveymg Department No. project will be budgeted under 08 Activity No. project will be budgeted under 6250 (Each column should only include amounts by fund) Fund:426 Fund: Fund: Fund: REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds 3905 Tax Increment Fin (MidPort) 188,700.00 EXPENDITURES: Total 188,700.00 TOTALS $ 188,700.00 $ $ $ $ 188,700.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 2103 Engineering & Consulting 188,700.00 188,700.00 $ 188,700.00 $ $ $ $ 188,700.00 (Signature Dept. Head) / 2. 22A Date .( Ar, (.).e1S2du.i (Signature Finance Dept. Review) /- (-7 26/7 Date K:\shared goodies \forms\Project Budget Worksheet.xls\Page 2 (Donat or NON-constr) (Mar 2010) October 21, 2016 Mr. Noel Anderson Community Planning & Development Director City of Waterloo Community Planning & Development Department City Hall 715 Mulberry Street Waterloo, Iowa 50703 RE: Proposal for Civil Engineering & Land Surveying Services Waterloo Airport IndustrialPark Waterloo, Iowa Dear Noel: CGA ENGINEERS • LAND St1RV'ESDi3S CGA is pleased to submit our proposed scope of services to provide Civil Engineering and Land Surveying Services for the proposed Airport industrial Park in Waterloo, lowa. We have enjoyed working with the City of Waterloo and look forward to working with you again on this project. Scope of Services The scope of services, based on our meeting on 8-18-16, shall be as follows: Task 1. Planning and Project Development a) Site Boundary and Topographical Survey—CGA shall provide boundary and topographical surveying services for the proposed 380.acre Project Site depicted on Attachment'C'. The boundary survey shall be prepared on the property indicated on Attachment 'C as "FAA Released" and the property indicated as "Possible Future FAA Released Land". A separate plat of survey required by FAA for the release of the clear zone property shall be prepared under Task 3— Release of Current Clear Zone Property from Runway 6-24. The City shall provide CGA with the Deed of Release and any associated plats of survey for the parcels identified as "FAA Released". The limits of the topographic survey shall be approximately 100' outside of the limits of the Project Site. This will also Include a topographical survey of Leversee Road along the western boundary, and the existing' rail line along the southern boundary. The topographic survey will include ground shots on grid and elevation breaks, top of rail, edge of pavements, signs and other observable above ground features. Existing utility Information will typlcally be located and shown on the drawing In accordance with Utility Quality Level C - location of observable utilities and those identified through the lowa One -Call process. Storm and sanitary structures will be located with the type, size, and invert elevations. CGA will be responsible for contacting Iowa One -call and coordinating location activities. The boundary survey and topographical survey of critical features shall be performed Initially,: with the majority of the open field topography supplemented with LIDAR in order to begin the Conceptual Layout process outlined in the next task. b) Coordination of Runway 6-24 Closure - CGA shall coordinate with the Waterloo Airport Board of Directors, Waterloo Airport staff, City of Waterloo staff and the FAA in order to facilitate the construction of the rail and other infrastructure within the current Clear Zone for Runway 6-24. CGA will prepare exhibits required by Waterloo Airport Board of Directors, City of Waterloo City Council, and the FAA' as Clapsaddle-Garber Associates, Inc. 5106 Nordio Drive • Cedar Falls, tows 50613 • Toll Free 800-542-7981 • www.cgaconsultanis.com g) needed for the Runway 6-24 closure. A redline of the current ALP Plan sheets will be provided to the FAA that illustrates Runway 6-24 closure. An effort will be made to temporarily close Runway 6-24, prior to permanent closure, in order to phase the development of the proposed commercial and industrial park. c) Release of Current Clear Zone Property Runway 6-24— CGA shall prepare and submit to the FAA required documentation to release the land shown in Attachment as "Possible Future FAA Released Land." Thls will include a redline of the current ALP Airport Property Map plan sheets and a land appraisal in accordance with the Uniform Appraisal Standards for Federal Land Acquisition as required by the FAA. Additionally, a plat of survey for the released parcel will be prepared and provided to the FAA as part of the required documentation. d) Conceptual Layout — CGA shall prepare a conceptual commercial and industrial park layout of the entire 380 acre Project Site. The conceptual layout will also take into account proposed rail alignments, storm water management outlined below, and sanitary and water main extensions. CGA shall work in close coordination with the City of Waterloo staff, Standard Distribution, CN, ViaRail, Waterloo Regional Airport authorities, the FAA and other departments and stakeholders during the development of the Conceptual Layout. e) Storm Water Management Plan — CGA shall prepare a storm water management plan for the clty's review and approval. This plan will Include a summary, site characteristics, runoff analysis, storm water conveyance and management design, emergency overflow description and design, sub -catchment schematics, storm sewer calculations and hydrograph routing. The storm water management plan will recommend either regional detention facilities constructed with the Initial roadway Improvement, on -site detention facilities to be designed and constructed as private development occurs, or a combination of both. This plan will also take into consideration impacts to the airport, such as minimizing wildlife attractants. f) preliminary Plat — Upon approval of a Conceptual Layout and Storm Water Management Plan, CGA shall prepare a Preliminary Plat in accordance with Section 11-3-2 of the Subdivision Ordinance for use by city staff during the Preliminary Plat review and approval process. General Planning. Development, and Meetings — CGA shall work in close coordination with the City of Waterloo staff, Standard Distribution, CN, the City's designated rail design consultant, Waterloo Regional Airport authorities, and other departments and stakeholders during the planning and development phases of the project. This will include development meetings, plan review meetings, and other typical forms of correspondence. A preliminary schedule will also be prepared in coordination with the City outlining the various benchmarks throughout the design and bid letting phase. CGA shall present the planning and design documentation prepared by CGA for review at the City Council meetings, work sessions, or other meetings If required. Task 2. Design Services a) Construction Documents — CGA shall prepare design drawings to include the following plan sheets: title sheet; estimate of quantities and specification reference information; standard details; existing conditions, demolition & traffic control; typical street sections; street plan/proflle; detailed grading at existing street tle-In locations; rail embankment design; borrow/waste site grading; utility crossings layout; storm sewer plan/profile; sanitary sewer plan/profile; water main plan/profile; stormwater management; pavement jointing; striping & signage; swppp; sewer and earthwork tabulations; and street cross -sections. The exact scope of final design is not yet known at this point. For purposes of thls scope of services and basis for estimated design fees CGA shall assume that this will include approximately 2,000 LF of roadway design with related utility extensions, and approximately 4,000 IF of rail embankment design. This scope will also assume a gravity sanitary sewer design to serve theproposed site. A scope and fee adjustment may be required if the, final site selected requires the design of a Lift station and force main, or if the scale/scope of the design changes. A. site geotechnical investigation and report is not included in this scope. If It Is determined that a geotechlncial report should be performed for this project, CGA shall assist the City in requesting proposals from qualified geotechnical engineering firms, b) SWPPP — CGA shall prepare andsubmit the SWPPP documentation to the Iowa DNR and the City of Waterloo. This will include preparation and submittal of the. Notice of Intent for the NPDES General Permit No. 2, Construction Site Runoff. The SWPPP manual will also be provided 10 the city and contractor for use during construction. c) Estimate of Quantities — CGA shall prepare a quantity takeoff from the final design plans and provide an estimate of quantities and engineer's opinion of probable cost. d) Offsite Easements — CGA shall coordinate with Standard Distribution and the City of Waterloo in obtaining a sanitary sewer easement for the sanitary sewer extension through private property. CGA shall prepare the temporary construction and permanent sewer easement for the City's use in obtaining said easements, e) Protect Specifications and Bidding Phase Consultation — CGA shall prepare the project specifications in a format acceptable to the City of Waterloo, Included in the project specifications are the following: engineer's certification; notice of public hearing; notice to bidders; Instruction to bidders; special provisions; standard specifications; and supplemental plans and specifications. The City of Waterloo shall coordinate the advertising, distribution of bidding documents, and bid letting process. CGA shall provide consultation during the bidding process, by answering questions from prospective bidders and the City of Waterloo. f) Final Plat — CGA shall prepare a Final Plat per City of Waterloo ordinance for the Standard Distribution site, as well as the lots served by the proposed infrastructure in this scope. This item assumes up to four lots created and platted under this task. The scope and fee in Task 2 may be amended at the request of either CGA or the City of Waterloo once the final design parameters are -determined. Fee The approximate fee :for the Scope of Services described above shall not exceed the following: Task Approximate Fee Task 1— Planning & Project Development Task 2— Design Services Total Not to Exceed $114,500 $74,200 $188,700 The final fee shall be based on the actual number hours spent Working on the project multiplied by CGA's hourly rates, please refer to Attachment'B'. CGA. shall prepare invoices monthly which are consistent with the amount of engineering services provided. Payment shall be made within 30 days from the date submitted to the City of Waterloo. Reimbursable expenses such as permit fees and publication fees are not included in the above fee. Attachments A — Contractual Terms and Conditions B — Rate Schedules C— Project Site All attachments shall be considered a part of this Proposal. Please note that the Scope of Services and Fee have been developed in part on the Project Site presented in Attachment'C'. Changes to preliminary site layout may result in scope and/or fee modifications. Please contact me at 641-752-6701 or adaters@cgaconsultants.com If you have any questions. Sincerely, CLAPSADDLE-GARBER ASSOCIATES, INC. Adam C. Daters, PE Project Manager Enclosures Matt D. Garber, PE, PLS President/CEO ACCEPTED/AUTHORIZATION TO PROCEED CITY OF WATERLOO, IOWA BY: L. DATE: ATTEST BY:j 1-- I DATE: ATTACHMENT 'A' Standard Contractual Terms and Conditions THE ATTACHED AGREEMENT by and between the Owner, and Clapsaddle- Garber Associates, Inc., a corporation legally formed under the provisions of Chapter 496A of the 1966 Code of Iowa, hereinafter called the Engineer/Surveyor. WHEREAS, the Owner requires professional engineering and/or professional land surveying services from the Engineer/Surveyor for the project described in the attached agreement. WITNESSETH that for and En consideration of the mutual covenants and promises between the parties hereto, it Is agreed as follows: 1. Engineer/Surveyor The ENGINEER/SURVEYOR AGREES to perform the described servkes for the Project: a. General. The Engineer/Surveyor has reviewed the site of the Project and the services Involved and the Engineer/Surveyor shall serve as the Owner's professional representative to the engineering /surveying services required for the Project, and shall give consultation and advice to the Owner during the performance of his services. The Engineer/Surveyor shall secure and maintain such Insurance as will protect him from claims under the Workmen's Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this Agreement. b. Scope of Engineering or Land Surveying Services. The Engineer/surveyor shall perform those tasks described In the attached agreement. c. Time Schedule for Execution of Engineering Services. The Engineer/Surveyor acknowledges the Importance to the Owner of the Project schedule and agrees to put forth reasonable efforts in performing the service with due diligence under this Agreement. The Owner understands, however, that the Engineer's/Surveyor's performance must he govemed by sound professional practices and will be affected by outside Influences beyond the Engineer's/Surveyor's control. The schedule is indicated in the attached agreement. d. Additional Special Services. When requested in writing by the Owner, the Engineer/Surveyor shall furnish or obtain from others, "Additional Special Services" not described In the Scope of Services Included In this Agreement. The scope of the Additional Special Services and the related cost shall be negotlated as the need arises. 2. Owner The OWNER AGREES to provide the Engineer/Surveyor with complete information concerning the requirements of the Project and to perform the fallowing services: a. Access to the Work. The Owner shall guarantee access to and make all provisions for the Engineer/Surveyor to enter upon public land as required for the Engineer/Surveyor to perform such work as surveys and site visits In the development of the Project. The Engineer/Surveyor will contact private property owners for permission of entry to private lands. b. Consideration of the Engineer's/surveyor's Work. The Owner shall give thorough consideration to all reports, sketches, estimates, drawings, specifications, proposals, and other documents presented by the Engineer/Surveyor, and shall inform the Engineer/Surveyor of all decisions within a reasonable time so as not to delay the work of the Englneer/Surveyor. c. Legal Requirements. The Owner shall hold promptly all required special meetings, serve all required public and private notices, receive and act upon all protests and fulfill all requirements necessary in the development of the Project, and pay all costs Incidental thereto. d. information Provided by Others. The Owner shall furnish, at the Owner's expense, all Information, requirements, reports, data, surveys and instructions required by this Agreement. The Engtneer may use such Information, requirements, reports, data, surveys and instructions In performing its services and is entitled to rely upon the accuracy and completeness thereof. The Owners Payment to the Engineer/Surveyor a. General: (1) Abandoned orSusoended Work. If any work performed by the Engineer/Surveyor Is abandoned or suspended in whole or in part, the Engineer/Surveyor shall be paid for costs Incurred prior to receipt of written nodce from the Owner of such abandonment or suspension, together with any terminal expenses resulting therefrom, and Includinga reasonable profit. (2) Payments to the Engineer/Surveyor shall be due and payable from monthly statements. Payments not received within thirty (30) days of the invoice date shall be subject to an Interest charge of eighteen percent (18%) per annum on balances over thirty (30) days old. (3)Collectlon. In the event legal action is necessary to enforce the payment provisions of this Agreement, Engineer/Surveyor shall be entitled to collect from Owner any judgment or settlement sums due, reasonable attorneys' fees, court costs, and expenses Incurred by Engineer/Surveyor in connection with such collection action. b. Payments for Services. The Owner shall pay the Engineer/Surveyor as defined In the attached agreement. 4. Conditions The OWNER and ENGINEER/SURVEYOR FURTHER AGREE to the following conditions: a. Termination of Contract. The Owner may terminate this Agreement at any time with or without cause upon giving the Engineer/Surveyor five (5) calendar days' prior written notice. The Engineer/Surveyor may terminate this Agreement upon giving the Owner five (5) calendar days' prior written notice for any of the following reasons: 1) Breach by the Owner of any material term of the Agreement including, but not limited to, payment terms. 2) Material changes in the conditions under which this Agreement was entered into. 3) Failure of the parties hereto to reach accord on the fees and charges for any additional services required. 4) Actions under this Agreement which may expose the Engineer/Surveyor to claims or other charges filed by persons to whom the Engineer/Surveyor owes a duty of care. The Owner shall within thirty (30) calendar days of termination, pay the Engineer/Surveyor for all services rendered and all costs Incurred up to the date of termination, in accordance with the compensation provisions of this Agreement. The rights and remedies of the Owner and the Engineer/Surveyor provided in this clause are In addition to any other rights and remedies provided by law or under thls Contract. b. Dispute Resolution. In an effort to resolve any conflicts that arise during the design or construction of the Project or following the completion of the Protect, the Owner and the Engineer/Surveyor agree that all disputes between them arising out of or relating to this Agreement shall be submitted to nonbinding mediation unless the parties mutually agree otherwise. c. Ownership of Documents. All documents Including survey documents, plans, and specifications prepared by the Engineer/Surveyor pursuant to this Agreement are instruments of service In the Project. They are not intended or represented to be suitable for reuse by the Owner or others on extensions of the Projector on any other project. Any reuse without written verification or adaptation by the Englneer/Surveyor for the specific purpose Intended will be at the Owners sole risk and without liability or legal exposure to the Engineer/Surveyor; and the Owner shall Indemnify and hold harmless the Englneer/surveyorfrom all claims, damages, losses, and expenses Including attorney's fees arising out of or resulting therefrom. Any such verification or adaptation will entitle the Engineer/Surveyor to further compensation at rates to be agreed upon by the Owner and the Engineer/Surveyor. d. Opinion of Probable Cost. Statements of probable construction costs and detailed cost estimates prepared by the Engineer/Surveyor represent his judgment as a design professional familiar with the construction industry, It is recognized, however, that the Engineer/Surveyor has no control aver the cost of labor, materials or equipment, over the Contractors methods of determining bid prices, or over competitive bidding or market conditions. Accordingly, the Engineer/Surveyor does not guarantee that any actual cost will not vary from any cost estimate prepared by the Engineer/Surveyor. e. Certificate of Merit. The Owner shall make no claim (whether directly, In the form of a third -party claim, or for Indemnity) against the Engineer/Surveyor unless the Owner shall have first provided the Engineer/Surveyor with a written certification executed by an Independent Engineer/Surveyor licensed in Iowa to practice in the same discipline as the Engineer/Surveyor specifying those acts or omissions which the certifier contends constitutes a violation of the standard of care expected of an Engineer/Surveyor performing professional services under similar drcumstances and upon which the claim will be premised. Such certification shaft be provided to the Engineer/Surveyor thirty (30) days prior to the presentation of, and shag be a precondition to any such claim or the institution of, any arbitration or judicial proceeding. f. lobsife Safety. Neither the professional activities of the Engineer/surveyor, nor the presence of the Engineers/Surveyors employees and sobconsultants at a construction site, shag relieve the General Contractor and any other entity of their obligations, duties and responsibilities, including, but not limited to, construction means, methods, sequences, techniques, or procedures necessary for performing, superintending, or coordinating all portions of the work of construction in accordance with the Contract Documents and any health or safety precautions required by any regulatory agencies. The Engineers/Surveyors personnel have no authority to exercise any control over any construction contractor or other entity or their employees In connection with their work or any health or safety precautions. The Owner agrees that the General Contractor Is solely responsible for Jobsite safety. . g. Successors and Assigns. This Agreement and all of the covenants hereof shall inure to the benefit of and be binding upon the Owner and the Englneer/Surveyor, respectively, and his partners, successors, assigns, and legal representatives. Neither the Owner nor the Engineer/Surveyor shall have the right to assign, transfer, or sublet his interest or obligations hereunder without written consent of the other party. h. Construction Observation. If Included In the Agreement, the Engineer shag visit the site at Intervals appropriate to the stage of construction, or as otherwise agreed In writing by the Owner and the Engineer, In order to observe the progress and quality of the Work completed by the Contractor. Such visits and abservation are not intended to be an exhaustive check or a detailed inspection of the Contractors work, but rather are to allow the Engineer, as an experienced professional, to become generally familiar with the Work in progress and to determine, in general, if the Work is proceeding in accordance with the Contract Documents, Based on this general observation, the Engineer shall keep the Owner informed about the progress of the Work and shall endeavor to guard the Owner against deficiencies in the Work. If the Owner desires more extensive project observation or fulltime project representation, the Owner shall request that such services be provided by the Engineer as Additional Services In accordance with the terms of this Agreement. The Engineer shall not supervise, direct or have control over the Contractors work, not have any responsibility for the construction means, methods, techniques, sequences or procedures selected by the Contractor nor for the Contractor's safety precautions or programs In connection with the Work. These rights and responsibilities are solely those of the Contractor In accordance with the Contract Documents. The Engineer shall not be responsible for any acts or omissions of the Contractor, subcontractor, any entity performing any portions of the Work, or any agents or employees of any of them. The Engineer does not guarantee the performance of the Contractor and shall not be responsible for the Contractor's failure to perform Its Work In accordance with the Contract Documents or any applicable laws, codes, rules or regulations. 5. Shop Drawing Review. The Engineer shall review and approve or take other appropriate action on the Contractor submittals, such as shop drawings, product data, samples and other data, which the Contractor Is required to submit, but only for the limited purpose of checking for conformance with the design concept and the Information shown in the Construction Documents. This review shall not Include review of the accuracy or completeness of details, such as quantities, dimensions, weights or gauges, fabrication processes, construction means or methods, coordination of the work with other trades or construction safety precautions, all of which are the sole responsibility of the Contractor. The Engineers review shall be conducted with reasonable promptness while allowing sufficient time in the Engineers judgment to permit adequate review. Review of a specific item shall not Indicate that the Engineer has reviewed the entire assembly of which the item is a component. The Engineer shall not be responsible for any deviations from the Construction Documents not brought to the attention of the Engineer In writing by the Contractor. The Engineer shall not be required to review partial submissions or those for which submissions of correlated Items have not been received. ATTACHMENT'B' Rate Schedules Hourly Rate Schedule Clapsaddle-Garber Associates, Inc. The following hourly rates shall be effective through December 31, 2016. EngineerfE.I./L.S.I. 1 $77.50 Technician 1 $37.00 E.L/L.S.I. 2 $86.00 Technician 2 $41.00 E.IJL.S.I. 3 $91.00 Technician 3 $46.00 E.1./L.S.I. 4 $96.50 Technician 4 $56.00 Technician 5 $61.00 P.E.1 $105.00 Technician 6 $66.00 P.B.2 ...$122.50 Technician 7 $72.00 P.E.3 $132.50 Technician 8 $82.00 P.E.4 $140.00 Technician 9 $89.00 P.E. 5 $150.00 Technician 10 $96.50 P.L.S. 1 .,..$100.00 Associate 1 $35.00 P.L.S.2 $115.50 Associate 2 $50.00 P.L.S. 3.....,.................. .... ........$122.50 Associate 3. $60.00 P.L.S.4 $135.00 Associate 4 $71.00 Associate 5............... $85.00 Principal $180.00 Associate 6 $95.00 Associate 7 $110.00 CGA Survey Crew (One Person) $93.00 Survey Crew (Two Person) .$138.00 Expenses: In addition to the above hourly labor rates, expenses shall be reimbursed in accordance with the following. Vehicle mileage shall be reimbursed at $0.60 per mile for automobiles/light trucks and $1.00 per mile for survey equipment vehicles. ATV's shall be reimbursed at $55 per day, Total Station/GPS survey equipment shall be reimbursed at $10 per hour and office CAD equipment at $5 per hour. All other expenses incurred in connection with the services provided shall be reimbursed at the rate of the actual costs incurred. ATTACHMENT'G Project Site PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Effie Abben Estate Steven Nielsen, Director $ 11,466.79 1. How will this project be funded? A. Federal Grant Yes Grant Name B. State Grant Yes Grant Name No I x I CFDA # No x C. City Match Source of Funding D. Other Entities Yes Name x No Private donation Project No. Subproject No. To be assigned by the Finance D�eLV.84-_ pa 33G FT/ LIf, A-G�, K' % Paid by federal grant 0.00% Grant Agreement Number % Paid by state grant 0.00% Grant Agreement Number % Paid by City 0.00% % Paid by other entity 100.00% 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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) This is a library gift from the Effie Abben Estate. Done None x Yes No x x x x x a Page 2 must be attached and signed. users\michelle-wlforms\project-worksheets-abben-effie\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) Effie Abben Estate Department No. project will be budgeted under 33 Activity No. project will be budgeted under 3160 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds 3800 Miscellaneous Revenue EXPENDITURES: City Clerk Use Only Finance Committee Approval Date To be assigned by the Finance Dept. Project No. Subproject No. 33GFT LIBRARY (Each column should only include amounts by fund) Fund: 010 11,466.79 Fund: Fund: Fund: Total 11,466.79 TOTALS $ 11,466.79 $ - $ $ $ 11,466.79 1382 Bldg improvements 11,466.79 $ 11,466.79 TOTALS $ 11,466.79 $ - $ $ $ 11,466.79 IA) 15-WY0 (Sinature Dept. Head) V Date ( ignature Finance Dept. Review) Date users \michelle-w\forms\project-worksheets-abben-effie\Page 2 (Donat-non constr) (Mar 2010) 01 A Name LAt_i��cr� f7 ti Cheryl Luders 1871'Stone Cate Lir. (,nit3- Davenport, IA 52807 Pay to the f , rt P, L. Order of lX/ ao/c Date 72-2259/739 . Reveyr-i-kotC. ct,„ l �Ar t h � iebikt +.Y J 11 Dollars 8 � E j OMMUNITY ..� 6ANK & !�'. TRUST For /0 itth. 1:07392 9?': L9LOO LO II' o 2 tiA o E41r; y)-24 /a—C:3 .7-r2r DOUGLAS V. COONRAD Senior attorney MICHAEL D. YOUNGBLUT Of counsel COONRAD LAW FIRM ATTORNEYS AT LAW 315 5T" STREET PO BOX 476 HUDSON, IOWA 50643-0476 November 14, 2016 To the beneficiaries of the Effie Abben Estate: Tel. (319) 988-3011 Tel. (319) 988-4336 FAX (319) 988-3011 As I promised in my previous letter, I enclose for each of you your copy of the Final Report and Accounting. It explains what became of the assets listed on the Probate Inventory and shows all receipts and disbursements since the estate was opened. It then proceeds to show the share each of you should receive if all goes smoothly as we close the estate. There are a number of things which are being done simultaneously in order that we keep things moving with a goal of making distribution to you by the end of November. First, we have filed and paid the Iowa Inheritance tax, but are awaiting a tax clearance from the Iowa Dept. of Revenue. Secondly, we have liquidated what we believe are all of the assets and have obtained figures from the court for attorney fees and expenses, executor fees, and court costs. With this information, we filed federal and Iowa income tax returns for the estate and were also able to prepare the Final Report and Accounting. Before we can close the estate, the Iowa Dept. of Revenue once again needs to give us a clearance, this time for the income tax return. I am anticipating that all will go smoothly and enclose for each of you a K-1 form. This form was generated because the estate expenses exceeded its income during the time that it was open. The K-1 form lets you deduct the excess expenses from your 2016 income tax returns. The sheet attached to the K-1 form tells you how to do that. You should give the form to your tax preparer. Next, I note that you received a copy of the Notice of Probate in July. The deadline for anyone to contest the will or file a claim against the estate was October 16. We do not anticipate any such contest or claim, but we did have to serve this notice upon you in addition to publishing it. Finally, I am enclosing a Receipt and Waiver form. I need each of you to sign and return it to me if you agree with the Final Report and Accounting and are not requesting a court hearing. These need to be filed and we need court approval to close the estate before we can distribute your final share to you. Thank all of you for your patience and cooperation as Cheryl and I worked our way through the probate process. It has been our pleasure to serve Effie in this way. -_ /. Douglas V. Coonrad IN THE DISTRICT COURT OF IOWA IN AND FOR BLACK HAWK COUNTY IN THE MATTER OF THE ESTATE OF EFFIE ABBEN, DECEASED. PROBATE NO. ESPR 061021 FINAL REPORT AND ACCOUNTING COMES NOW Cheryl Ann Luders, the Fiduciary of the above entitled Estate, and for Final Report and Accounting states to the Court: 1. That said person is the duly appointed, qualified and acting Fiduciary in this 2. That the Decedent died testate on May 17, 2016, a resident of Black Hawk County, Iowa, in said County; and that more than four months have passed since the last publication of notice to creditors. 3. That Exhibit "A" attached hereto and made a part hereof sets forth all information in compliance with the provisions of Section 477 of the Iowa Probate Code. 4. That attached hereto is Exhibit "B", which is a complete accounting of all receipts and disbursements of this estate. The expenses of the Decedent's last illness and burial and all charges of this estate have been paid and disposed of. All known debts have been paid. Upon approval of this Final Report, the remaining assets will be distributed to the beneficiaries as set out in Exhibit "B". 5. That at the time of death, the Decedent held no real estate interest. 6. That there is no federal estate tax or Iowa inheritance tax due and are no income taxes due the State of Iowa. There are further no personal property taxes due Black Hawk County. 7. That an Iowa inheritance tax return was filed and the tax was paid. 8. That the attorney for the estate has advised the Fiduciary of the right to request an itemization of services performed, time spent and responsibilities assumed by counsel. The Fiduciary does not request such an itemization and relies upon the content of the Court probate file. Estate. 9. That the beneficiaries of this estate are adults under no legal disability and have signed Receipt and Waivers in which they waive accounting by the Fiduciary and waive notice and hearing on this Final Report. 10. That a reasonable diligent effort has been made to ascertain the existence of claims against the Decedent. In accordance with Section 304 of the Iowa Probate Code, notice has been given by ordinary mail to each person believed to own or possess a claim (if that claim is not being paid during the administration) against the estate of the deceased and to each person who would take if the estate passed by intestate succession and each devisee under the Will at such persons' last known address notifying these persons that any action to set aside probate of the Will or bring a claim against the estate must be brought within the latter to occur of four months of the second date of publication of notice or one month from the date of mailing of this notice or be forever barred. All known debts and allowed claims, including charges, have been paid and no lien continues to exist on any property of the estate as security for any claim. There is no surviving spouse. WHEREFORE, the Fiduciary prays that the Court approve this Final Report and Accounting confirming the acts of the Fiduciary; that the distribution of assets be approved; and that the Fiduciary be discharged from further duties and this estate be settled and closed. STATE OF IOWA ) ss. COUNTY OF BLACK HAWK 1, Cheryl Ann Luders, being first duly sworn on oath, depose and state that I am the Executor of the Estate of Essie Abben, Deceased, and that I have read the foregoing Final Report and Accounting and know the contents thereof and state that the same are true and correct as 1 verily believe. x for L Subscribed and sworn to before me by Cheryl Ann Luders on 10/12./2016. ilLug Notary blic for the State of Iowa CL-r►tinMli„Y i 1 �i yg AMY BRAUER I Zak" Commission Number 7948861 MyMarmmi 3p2019 ESTATE OF: Effie Abben EXHIBIT "A" In compliance with the provisions of Section 477 of the Iowa Probate Code, the following data is submitted and by this reference made a part of the final report of this personal representative. 1. Description of real estate of which decedent died seized and which has not been sold and conveyed by the personal representative (stating the nature and extent thereof): none 2. Decedent died testate 3. Did decedent leave a surviving spouse? no 4. (in testate estates) Devisess Ascension Lutheran Church Waterloo Public Library YWCA Cedar Valley Arboretum Waterloo Municipal Band Cedar Valley Hospice Christian Crusaders Cheryl Ann Luders Marjorie Elaine Werner Dianne Marie Weldon Residence 2211 Maynard Ave. Waterloo, IA 50701 415 Commercial St. Waterloo, IA 50701 425 Lafayette St. Waterloo, IA 50703 1927 E. Orange Rd Waterloo, IA 50701 225 Commercial St. Waterloo, IA 50701 2101 Kimball Ave. #410 Waterloo, IA 50702 7401 University Ave. Cedar Falls, IA 50613 1871 Stonegate Circle, Unit 2 Davenport, IA 52807 15543 Banyan Lane Eden Prairie, MN 55347 1624 NW Prairie Lakes Dr. #8 Ankeny, IA 50023 After -born Children (as defined in Code Section 267) none 5. Does any legacy or devise remain a charge on the real estate? no 6. Is any distributee under any legal disability? no 7. Name of the conservator or trustee for any distribute: none 8. An itemized accounting of all moneys and personal property coming into the hands of this personal representative is attached hereto. 9. Have all statutory requirements pertaining to taxes been complied with? yes Relationship none none none none none none none niece niece niece ESTATE OF: Effie Abben EXHIBIT "B" 1. The items listed on Schedule B of the Probate Inventory were paid to the estate and became estate assets. 2. The items listed on Schedule C of the Probate Inventory were paid to the estate and became estate assets. 3. Prudential insurance policy #77 305 893 listed on Schedule D of the probate inventory was paid directly to beneficiary James Warren Luders and never became an estate asset. 4. Prudential insurance policy #M06 158 705 listed on Schedule D of the probate inventory was paid to Kearns Funeral Home to pay funeral expenses and the remaining $4,534.42 was paid to the estate and became an estate asset. 5. The household goods and personal effects listed on Schedule F of the probate inventory were of minimal value and were given to charity. They did not become estate assets. 6. The two Thrivent Financial annuities listed on Schedule J of the Probate Inventory were paid to the narned beneficiaries and never became estate assets. 7. The following is an accounting of all estate assets and disbursements and listing of how the assets of the estate will be distributed. : RECEIPTS: From Schedule B From Schedule C From Schedule D Community Bank interest Earnings on the two Northwestern Mutual accounts from Schedule B Earnings on the two Thrivent mutual funds from Schedule C TOTAL RECEIPTS $144,036.09 87,167.95 4,534.42 19.22 3,661.85 2,219,86 $241,639.39 DISBURSEMENTS: 1. IA inheritance tax paid for individual shares as shown on the following sheets $ 13,685.00 (NOTE: Cheryl Luders paid the tax for the 5 children listed) 6,638.38 2. Attorney fees and expenses 3. Executor fees 5,088.38 4. Court costs 537.00 39.87 5. Publication fee $ 25,988.63 TOTAL DISBURSEMENTS RECEIPTS DISBURSEMENTS BALANCE TO DISTRIBUTE NOTE: In order to determine how much to distribute to each entity, we must exclude from disbursements the inheritance tax paid by each and then multiply the remaining disbursements ($12,303.63) by the percentage of the estate to be received by each entity. Calculation of each share is noted on the following sheet. $241,639.39 25,988.63 $215,650.76 Name Percentage Share of Share of Inheritance Final Estate Expenses Tax Amount 1. Ascension Lutheran Church 15% 36,245.91 1,845.55 0 34,400.36 2211 Maynard Ave. Waterloo, IA 50701 2. Waterloo Public Library 5% 12,081.97 615.18 0 11,466.79 Waterloo, IA 50701 3. YWCA 15% 36,245.91 1,845.55 0 34,400.36 425 Lafayette St. Waterloo, IA 50703 4. Cedar Valley Arboretum 1% 2,416.39 123.04 0 2,293.35 1927 E. Orange Rd Waterloo, IA 50701 5. Waterloo Municipal Band 5% 12,081.97 615.18 0 11,466.79 225 Commercial St. Waterloo, IA 50701 6. Cedar Valley Hospice 2% 4,832.79 246.07 0 4,586.72 2101 Kimball Ave. #410 Waterloo, IA 50702 7. Christian Crusaders 2% 4,832.79 246.07 0 4,586.72 7401 University Ave. Cedar Falls, IA 50613 8. Cheryl Ann Luders 35% 84,573.78 4,306.27 8,971 71,296.51 1871 Stonegate Circle, # 2 Davenport, IA 52807 9. Marjorie Elaine Werner 10% 24,163.94 1,230.36 2,357 20,576.58 15543 Banyan Lane Eden Prairie, MN 55347 10. Dianne Marie Weldon 10% 24,163.94 1,230.36 2,357 20,576.58 1624 NW Prairie Lakes Dr. #8 Ankeny, IA 50023 TOTALS 241,639.39 12,303.63 13,685 215,650.76 Schedule K-1 (Form 1041) Department of the Treasury Internal Revenue Service 20015 For calendar year 2015, or tax year beginning 5 // , 201Ci and ending / U / 5 / ,20 / 4 Beneficiary's Share of Income, Deductions, Credits, etc. ► See back of form and instructions. Final K-1 1 Interest income 661113 Amended K-1 OMB No. 1545-0092 s' 9hetti o :Current Year income, Cirecl` ii*utterstems 2a Ordinary dividends 2b Qualified dividends Part I inf artrt ton'Abo t is A Estate's or trust's employer identification number Vi- ds-y 6 L/ o0 3 Net short -tens capital gain 4a Net long-term capital gain 11 Final year deductions — r,4 B Estate's or trust's name 4b 28% rate gain 4c Unrecaptured section 1250 gain C Fiduciary's name, address, city, state, and ZIP code G' hem i7{4It L�o�Frt /67( .5-Yepie yae C���te., 1 4.`f2— DOr v-e61 pei .T .sz g0� 5 Other portfolio and nonbusiness income 6 Ordinary business income 7 Net rental real estate income 12 i Alternative minimum tax adjustment 8 Other rental income D Check if Form 1041-T was filed and enter the date it was filed E Check if this is the final Form 1041 for the estate or trust 9 Directly apportioned deductions 13 Gredlts and credit recapture 10 Estate tax deduction F Beneficiary's identifying number G Beneficiary's name, address, city, state, and //ZIP /code v✓G.-i"Clvc FeIt; /fbrefy 1 /f CO WI pKe®-ci'a(/L 377 L✓aty/04 i m 5-6;70/ 14 Other information *See attached statement for additional information. Note. A statement must be at ached showing the beneficiary's share of income and directly apportioned deductions from each business, rental real estate, and other rental activity. H Domestic beneficiary I Foreign beneficiary For IRS Use Only For Paperwork Reduction Act Notice, see the Instructions for Form 1041. IRS.gov/form1041 Cat. No. 11380D Schedule K-1 (Form 1041) 2015 Schedule K-1 (Form 1041) 2015 Page 2 This list identifies the codes used on Schedule K-1 for beneficiaries and provides summarized reporting information for beneficiaries who file Form 1040. For detailed reporting and filing information, see the Instructions for Schedule K-1 (Form 1041) for a Beneficiary Filing Form 1040 and the instructions for your income tax return. 1. Interest income 2a. Ordinary dividends 2b. Qualified dividends 3. Net short-term capital gain 4a. Net long-term capital gain 4b. 28% rate gain 4c. Unrecaptured section 1250 gain 5. Other portfolio and nonbusiness income 6. Ordinary business income 7. Net rental real estate income 8. Other rental income 9. Directly apportioned deductions Code A Depreciation B Depletion C Amortization 10. Estate tax deduction 11. Final year deductions A Excess deductions B Short-term capital loss carryover C Long-term capital loss carryover D Net operating loss carryover — regular tax E Net operating loss carryover — minimum tax 12. Alternative minimum tax (AMT) items A Adjustment for minimum tax purposes 8 AMT adjustment attributable to qualified dividends C AMT adjustment attributable to net short-term capital gain D AMT adjustment attributable to net long-term capital gain E AMT adjustment attributable to unrecaptured section 1250 gain F AMT adjustment attributable to 28% rate gain G Accelerated depreciation H Depletion I Amortization J Exclusion items Report on Form 1040, line 8a Form 1040, line 9a Form 1040, line 9b Schedule D, line 5 Schedule D, line 12 28% Rate Gain Worksheet, line 4 (Schedule D Instructions) Unrecaptured Section 1250 Gain Worksheet, line 11 (Schedule D Instructions) Schedule E, line 33, column (f) Schedule E, line 33, column (d) or (f) Schedule E, line 33, column (d) or (f) Schedule E, line 33, column (d) or (f) Form 8582 or Schedule E, line 33, column (c) or (e) Form 8582 or Schedule E, line 33, column (c) or (e) Form 8582 or Schedule E, line 33, column (c) or (e) Schedule A, line 28 Schedule A, line 23 Schedule D, line 5 Schedule D, line 12; line 5 of the wksht. for Sch. D, line 18; and line 16 of the wksht. for Sch. D, line 19 Form 1040, line 21 Form 6251, line 11 Form 6251, line 15 See the beneficiary's instructions and the Instructions for Form 6251 2016 Form 8801 13. Credits and credit recapture Code A Credit for estimated taxes B Credit for backup withholding C Low-income housing credit D Rehabilitation credit and energy credit E Other qualifying investment credit F Work opportunity credit G Credit for small employer health insurance premiums H Biofuel producer credit I Credit for increasing research activities J Renewable electricity, refined coal, and Indian coal production credit K Empowerment zone employment credit L Indian employment credit M Orphan drug credit N Credit for employer -provided child care and facilities O Biodiesel and renewable diesel fuels credit P Credit to holders of tax credit bonds Q Credit for employer differential wage payments R Recapture of credits 14. Other information A Tax-exempt interest B Foreign taxes C Qualified production activities income D Form W-2 wages E Net investment income F Gross farm and fishing income G Foreign trading gross receipts (IRC 942(a)) H Adjustment for section 1411 net investment income or deductions 1 Other information Report on Form 1040, line 65 Form 1040, line 64 See the beneficiary's instructions Form 1040, line 8b Form 1040, line 48 or Sch. A, line 8 Form 8903, line 7, col. (b) (also see the beneficiary's instructions) Form 8903, line 17 Form 4952, line 4a Schedule E, line 42 See the Instructions for Form 8873 Form 8960, line 7 (also see the beneficiary's instructions) See the beneficiary's instructions Note. If you are a beneficiary who does not file a Form 1040, see instructions for the type of income tax return you are filing. IN THE IOWA DISTRICT COURT FOR BLACK HAWK COUNTY IN 'f HE MATTER OF THE ESTATE OF Probate No. ESPR 061021 EFFIE ABBEN, RECEIPT AND WAIVER OF NOTICE Deceased The undersigned has received from the fiduciary in the above entitled matter, all money and property to which entitled. Without limiting the generality for the foregoing, no other money or property is payable or deliverable to the undersigned from the fiduciary as share, legacy, claim, allowance, fees, rentals, proceeds of life insurance, joint tenancy property, survivorship property documents of ownership, title or transfer, abstracts, fire insurance policies or other right or interest in or to said estate, due or to become due or deliverable from the above entitled estate or from the fiduciary or otherwise. The undersigned has received and read a copy of the Final Report herein and hereby approves and ratifies the same and the doings of the fiduciary as therein set forth. The undersigned hereby specifically waives notice of the hearing of the Final Report of the fiduciary of said estate, waives further accounting and production of vouchers, and consents to the approval of his report, to the closing of said estate, and to the release of any bondsman upon any official surety bond, as may herein appear of record, at any time without further notice. The undersigned agrees unless otherwise provided by the decedent, or by law, to refund to the fiduciary at the county seat of the above named county, a pro rata portion of this property, inheritance, bequest, or devise, when and if found necessary, to pay the pro rata portion of the undersigned of any taxes found due from undersigned, the decedent or the estate upon completion of audits by tax authorities. PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name HazMat Inventory - 120 Center St City Contract No. 17-7540-09 Project Manager Noel Anderson Project Budget Total $ 18,000.00 1. How will this project be funded? A. Federal Grant Yes I I No Grant Name B. State Grant Grant Name C. City Match D. Other Entities Yes Name CFDA # Yes X No IDNR HazMat Inventory - 120 Center St Source of Funding No To be assigned by the Finance Dept Project No. Subproject No. % Paid by federal grant Grant Agreement Number Paid by state grant 100.00% Grant Agreement Number 17-7540-09 % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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) Proper inspection & documentation of potentially hazardous materials and waste stored or depoisted within the building and grounds at this site address. This information will assist the city in planning for necessary cleanup and environmental remediation costs Done None 0 ❑ Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 0 ❑ ❑ Page 2 must be attached and signed. K:\shared goodies\forms\120 Center.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) HazMat Inventory - 120 Center St. Department No. project will be budgeted under 08 Activity No. project will be budgeted under 6100 REVENUES: City Clerk Use Only Finance Committee Approval Date (Each column should only include amounts by fund) Fund: 290 Fund: 414 Fund: Fund: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 18,000.00 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: Total $ 18,000.00 TOTALS $ 18,000.00 $ $ $ $ 18,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 2103 Eng & Consulting 2106 Nuisance/Demo (Signature Dept. Head 18,000.00 $ 18,000.00 18,000.00 $ $ - $ $ 18,000.00 Date `17/ii,,(/6 (I%/7 (Signature Finance Dept. Review) Date K:\shared goodies \forms\120 Center.xls\Page 2 (Donat or NON-constr) (Mar 2010) IOWA BROWNFIELD REDEVELOPMENT PROGRAM COMMUNITY ASSISTANCE GRANT CONTRACT IOWA DEPARTMENT OF NATURAL RESOURCES Contractor: Contract Number: Contract Title: Contract Amount: Federal ID Number: Contractor Officer: Contractor Email Address: DNR Project Officer: Distribution Copies: City of Waterloo 17-7540-09 HazMat Inventory —120 Center St. Actual price — not to exceed $18,000 42-6005327 Chris Western Chris.western@waterloo-ia.org Mel Pins, 515-725-8344 Land Quality Bureau Copy One — IDNR Copy Two — Contractor Brownfield Redevelopment Program Time of Performance: Time of Final Documentation: Term of Contract: August 10, 2016 — October 1, 2016 November 1, 2016 December 1, 2016 Submit Reporting Forms and Claim Vouchers To: Issue Payment To: Mel Pins Land Quality Bureau Iowa Department of Natural Resources 502 E. 9th Street Des Moines, Iowa 50319-0034 City of Waterloo 715 Mulberry St. Waterloo, Iowa 50703 120 Center St — HazMat Inventory Contract 17-7540-09 Page 2 of 11 SPECIAL CONDITIONS AND GENERAL CONDITIONS The Contractor shall deliver all information and complete all tasks detailed in the Special Conditions. The rights and obligations of the parties to this Contract shall be subject to and governed by the Special Conditions, the General Conditions, and the Appendices. To the extent of any inconsistency between the Special Conditions, the General Conditions, and the Appendices and any specifications or other conditions that are made a part of this Contract by reference or otherwise, the provisions of the Special Conditions and the General Conditions shall control. To the extent of any inconsistency between the Special Conditions and the General Conditions, the provisions of the Special Conditions shall control. SPECIAL CONDITIONS ARTICLE I. IDENTIFICATION OF PARTIES, PROJECT, AND PROJECT AREA This Contract is by and between the City of Waterloo (hereinafter referred to as the Contractor) and the Iowa Department of Natural Resources (hereinafter referred to as the Department) for the purpose of assisting in cost and activities to conduct an inventory and assessment of potentially hazardous materials and wastes that are stored or deposited within the building and property at the following area: The Project Area is, at a minimum, defined as the contiguous parcels of land addressed as 120 Center St., and any and all buildings or structures therein, located within the corporate limits of the City of Waterloo, Black Hawk County, Iowa. It is the intent of the Contractor to prepare the site for economic redevelopment, subject to environmental findings and recommendations from this inventory and other related assessment work that may be anticipated. ARTICLE II. DESIGNATION OF OFFICIALS 2.1 Department. The Deputy Director of the Department shall execute any changes in the terms, conditions, or amounts specified in this Contract. Mel Pins shall negotiate on behalf of the Department and, subject to the approval of the Deputy Director, make any changes to this Contract. 2.2 Contractor. The Contractor Officer is authorized to execute any changes in the terms, conditions, or amounts specified in this Contract. 2.2 Key Contract Personnel. Mel Pins, Executive Officer, Iowa Department of Natural Resources, 515-725-8344 Chris Western, City Planner, City of Waterloo, 319-291-4366 120 Center St - HazMat Inventory Contract 17-7540-09 Page 3 of 11 ARTICLE III. TIME OF PERFORMANCE, TERM OF CONTRACT 3.1 Time of Performance. The Contractor shall commence work under this Contract on the beginning date and complete contract tasks by the ending date, as set forth in this Contract unless changed by mutual written agreement. Contract tasks include all actions and/or submittals required of the Contractor in accordance with this agreement. This contract shall not cover work, costs, or other expenses not referenced within this contract. 3.2 Term of Contract. The Contract remains open for the Term of Contract as stated on the title page of this Contract. The Contract and all obligations of the Department contained herein may be terminated upon the occurrence of one of the following: a) the Contract is terminated due to any default under Section 11 of the General Conditions; or b) no claims for reimbursement are submitted prior to the Term of Contract. ARTICLE IV. SCOPE OF WORK 4.1 Project Description. The project shall consist of the proper inspection and documentation of potentially hazardous materials and waste stored or deposited within the building and grounds at this address provisions, to assist in providing the grant recipient with direction and cost estimates for proper handling and disposal of such wastes; this information will assist the City in planning for necessary cleanup costs and environmental remediation costs that will be anticipated. 4.2 Permitting and Quality Assurance. The Contractor shall ensure that the completion of the project description, and all services or work therein, complies with the most recent edition of any relevant regulations, standards, documents or code that may be in effect. Where conflict among the requirements or with these Specifications exists, the most stringent requirements shall be utilized. 4.3 Milestones: The contractor shall accomplish the activities listed in the Project Milestones by the assigned date. If changes are required, the contractor must contact the Department in writing and receive approval of the amendment in writing. PROJECT MILESTONES Completion Date October 1, 2016 Activity Completion of Hazardous Materials Inventory at the Project Area November 1, 2016 Submittal of completed Inventory report and copy of invoice 120 Center St — HazMat Inventory Page 4of11 Contract 17-7540-09 4.4 Project Budget: The Department agrees to pay the Contractor for expenses incurred for the Project in the amounts stated in the budget outlined on this page, not to exceed the Contract Amount indicated on the title page of this Contract. Expenses shall be paid only for those costs invoiced to the Contractor by the selected consultant, and if such costs are less than the Price Not to Exceed, the contractor shall not make any further claim for any remaining budget amounts not expended within the invoice provided. ITEM Price not to exceed Hazardous MateriaUWaste Inventory, Testing, Characterization, and all Reporting Actual price, not to exceed $18,000.00 4.5 Budget Amendments: The Contractor shall request any budget deviations between any existing budget line items. The Contractor shall provide the Department a written request of the proposed budget deviation. The proposed revised budget can not exceed the contract award amount as identified on the title page of the contract and local match requirements must be maintained. This written notice shall include: a) a statement of the reason(s) the budget deviation is requested and the impact on the intent of the project; b) a revised budget indicating affected budget line items The Department will respond in writing to the request. Expenses can not occur relating to the revised budget until the Contractor receives an approval letter from the Department. 4.6 Claim Submittal Procedure: The Contractor shall submit: a) a request letter stating that the expenses have been incurred, the amount of the expenses, and that the Contractor is requesting reimbursement payment per the terms of the contract. b) Copy of the HazMat Inventory/Testing report, either in hard copy or electronic version in PDF. c) Copy of the invoice received from the environmental consulting firm used by the Contractor, with expenses categorized and described for all testing, characterization, field and personnel expenses, and reporting and documentation. Claim submittals should be sent to: Mel Pins Iowa Department of Natural Resources Wallace State Office Building 502 E. gtn Street Des Moines, Iowa 50319-0034 120 Center St — HazMat Inventory Contract 17-7540-09 Page 5 of 11 Claims must be submitted within forty-five (45) days of the date of the oldest attached invoice. It is recommended that the Contractor submit claims as expenses are incurred Claims shall be made only on items listed in the project budget outlined in section 4.4 of this contract. 4.7 Funding. The Department will process claims for payment within thirty (30) working days provided: a) all required documentation is attached; b) all Contractor requirements (including local, state, and federal statutes, ordinances, rules, and regulations), to date, are completed to the satisfaction of the Department; and c) The Contractor is accomplishing Project Milestones identified in Article IV to the satisfaction of the Department. If any of these conditions is not met, the Department will notify the Contractor of the deficiencies and the Department may return the canceled claim voucher to the Contractor. A new claim voucher may be submitted to the Department for payment once Contract requirements are met. ARTICLE V. REVIEW OF WORK The Department or its advisors shall have the right to review and observe at any time, completed work or work in progress on the Project. 5.1 Milestones: Milestone activities must be met by the assigned date. If the assigned date needs to be amended, prior written Department approval must be received. Failure to accomplished milestones by contracted or amended dates may result in any or all of the following: 1. Claims based on such work not completed will not be paid by the Department, or; 2. The Department terminates the Contract and declares the entire unpaid grant balance to be non -claimable by the contractor. 5.2 Budget: Execution of this Contract is certification that existing in -kind local match, as represented in the project budget is true, correct, and accurate. Falsely represented in -kind local match may result in any or all of the following: 1. The Department terminates the Contract and declares the entire unpaid of grant balance to be non -claimable by the contractor, and previous claims paid by the department shall be refunded by the contractor. 120 Center St — HazMat Inventory Contract 17-7540-09 Page 6 of 11 5.3 Project Failure. In the event that the Project fails or ceases operations as originally proposed during the Term of Contract and without prior Department approval the Department may: 1. The grant portion of the award will revert to a zero interest loan. 2. The Department terminates the Contract and declares the entire paid or awarded grant balance and costs of collection immediately due and payable. 3. The Department may repossess all nonexpendable tangible personal property used in the performance of this Contract. 5.4 Funding for this Project is subject to the continued financial support of the State of Iowa. If the State discontinues funding, this Contract may be terminated or amended by the Department. 5.8 Ninety (90) days after the end of the Time of Performance the Department shall de -obligate any un-used award monies from the Project. ARTICLE VI. INSURANCE 6.1 The Contractor shall submit to the Department a copy of the Contractor's Certificate of Insurance and a written statement to attest that the Contractor holds an adequate level of insurance to insure items funds. This documentation shall be submitted before the time of purchase of grant and/or loan funded items unless approved by the DNR Project Officer. 6.2 The Department or its advisors shall have access for the purpose of examination of any insurance policy and associated records regarding insurance coverage of any item purchased or constructed using funds under this Contract. 6.3 The Contractor shall maintain an adequate level of insurance for the period set forth under Term of Contract. GENERAL CONDITIONS SECTION 1. ENTIRE AGREEMENT This Contract with all attachments and references constitutes the entire Agreement between the Department and the Contractor with respect to the subject matter hereof, and the Contractor acknowledges that it is entering into the Contract solely on the basis of the terms and conditions herein contained and not in reliance upon any representative statement, inducement or promise, whether oral or written, not contained herein. SECTION 2. AMENDMENT The Department or the Contractor may initiate an amendment to this Contract. Any amendment is effective only if in writing and agreed to by the Department and the Contractor. The amendment shall be effective as of the date it is agreed upon, unless otherwise specified in the amendment. 120 Center St — HazMat Inventory Contract 17-7540-09 Page 7 of 11 SECTION 3. AVAILABILITY OF DATA All information and data obtained by the Contractor in connection with the Contract shall be made available to the Department. Such information and data shall become the property of the Department except that which is necessary for the patent or copyright purposes of the Contractor. SECTION 4. ASSUMPTION OF RISK AND LIABILITIES The Contractor shall assume all risks and liabilities in connection with the performance of the Contract and shall be responsible for all claims, demands, action or causes of action of whatever nature or character arising out of or by reason of the execution or performance of the work provided for herein, except to the extent caused by the State of Iowa. The Contractor shall indemnify and hold harmless the Department, its employees, agents or representatives, and the State of Iowa from all claims, demands, actions or causes of actions, arising out of or by reason of the execution or performance of the work provided for herein, and shall be responsible for all attorney fees, costs and expenses incurred by the Department, its employees, agents or representatives and the State of Iowa, except to the extent caused by the State of Iowa. SECTION 5. TRANSFER OF WORK The Contractor shall not transfer or assign any part or portion of the work on the Contract without the prior written consent of the Department. SECTION 5. REVIEW OF WORK The Department shall have the right to review and observe, at any time, completed work or work in progress on the Contract. SECTION 7. COMPLIANCE REQUIREMENTS The contractor shall comply with all local, state, and federal statutes, ordinances, and rules or other requirements applicable to the establishment and operation of the contractor's facility. SECTION 8. ACCOUNTS AND RECORDS 8.1 The Contractor agrees to maintain books, documents, and other records pertaining to all costs and expenses incurred and revenues acquired during this Contract to the extent and in such detail as will properly reflect all costs, direct and indirect, of labor, materials, equipment, supplies and services, and other costs and expenses of whatever nature for which reimbursement is claimed. The Contractor shall be prepared to support charges for salaries and wages by time, attendance and payroll records. 8.2 The Department, State Auditor, or any of their duly appointed representatives, shall have access for the purpose of audit and examination to any books, documents, papers and records of the Contractor which are pertinent at all reasonable times during the period of retention provided for in Sections 8.3, 8.4, and 8.5 below and shall have the right to make copies of excerpts or make other transcriptions thereof, subject to the provisions of 199 Iowa Administrative Code Section 1.9 and Iowa Code Chapter 22. 8.3 All records in the possession of the Contractor pertaining to this Contract shall be retained by the Contractor for the period of five (5) years beyond the ending date set forth under Term of Contract. 8.4 Records relating to any litigation or claim arising out of the performance of this Contract, or costs or expenses of this Contract to which exception has been taken as a result of inspection or audit, shall be retained by the Contractor until 120 Center St — HazMat Inventory Contract 17-7540-09 Page 8 of 11 such litigation, claim, or exception has been finally settled or until five years from the ending date of Term of Contract has expired, whichever occurs later. 8.5 The Contractor, in maintaining Contract expenditure accounts and records and reports, shall make any necessary adjustments to reflect refunds, credits, underpayments or overpayments, as well as any adjustments resulting from any administrative reviews and audits by the United States or by the State of Iowa or by the Contractor. Such adjustments shall be set forth in the financial reports filed with the Department. SECTION 9. UNALLOWABLE COSTS The following costs are unallowable under this Contract: a) Legal expenses for the prosecution of claims against the Department, the State of Iowa, the Federal Government, or any subdivision thereof; b) The difference in costs between first class air accommodations and less than first class air accommodations, unless less than first class air accommodations are not available; c) Bad debts (any losses arising from uncollectible accounts and other claims and related costs); d) Contingencies (contributions to a contingency reserve or any similar provision for unforeseen events); e) Contributions or donations; f) Entertainment (costs of amusements, social activities, and incidental costs relating thereto, such as meals, beverages, lodgings, rentals, transportation, and gratuities); g) Fines and penalties (costs relating from violations of, or failure to comply with federal, state and local laws and regulations); h) Other financial costs (interest on borrowings -- however represented, bond discounts, costs of financing and refinancing operations, and legal and professional fees paid in connection therewith); i) Insurance premiums and other costs associated with insuring items purchased using loan funds; j) Office equipment such as furniture and computers, etc. SECTION 10. TERMINATION OF CONTRACT 10.1 Termination for cause - The Department may terminate this Contract in whole or in part, at any time before the expiration date, whenever the Department has determined that the Contractor has materially failed to comply with the conditions of the Contract. The Department shall promptly notify the Contractor in writing of the determination and reasons for the termination, together with the effective date. Payments made to the Contractor or recoveries by the Department under Contracts terminated for cause shall be in accord with the legal rights and liabilities of the parties. 10.2 Termination for convenience - The Department or Contractor may terminate the Contract in whole or in part when both parties agree that the continuation of the Contract would not produce beneficial results commensurate with the future expenditure of funds. The two parties shall agree upon the termination conditions, including the effective date and, in the case of partial termination, the portion to be terminated. The Contractor shall not incur new obligations for the terminated portion after the effective date and shall cancel as many outstanding obligations as possible. The Contractor shall prepare and deliver to the 120 Center St — HazMat Inventory Contract 17-7540-09 Page 9 of 11 Department copies of a final report, within sixty (60) days, summarizing the work performed and the results obtained to date, together with such information and items which, if the Contract had been completed, would have been required to be furnished to the Department. SECTION 11. PERSONNEL 11.1 Selection - The Contractor represents that it has, or will secure, all personnel required in performing the work and services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the Department. 11.2 Qualification - All of the work and services required hereunder will be performed by the contractor or under its supervision and all personnel engaged in the work shall be fully qualified and shall be authorized under state and local law to perform such services. 11.3 Change of Key Personnel - Any individual specified by name under the article Key Personnel within the Special Conditions herein is considered essential to the work and services to be performed. If for any reason substitution for a specified individual becomes necessary, the contractor shall provide immediate written notification of such to the Department. The Contractor shall provide the name and resume of qualifications for the replacement individual. Any replacement shall be subject to the approval of the Department. SECTION 12. EFFECT OF INVALIDITY If any of the provisions herein shall be in conflict with the laws of the State of Iowa, or shall be declared to be invalid by any court of record in this state, such invalidity shall be construed to affect only such portions as are declared invalid or in conflict with the law and such remaining portions of the Contract shall remain in effect and shall be construed as if such invalid or conflicting portions were not contained herein. SECTION 13. LITIGATION 13.1 The Contractor agrees to pay the cost of any litigation arising from failure of the contractor to comply with the conditions or terms of this Contract or resulting from the negligence or incompetence of the Contractor. In carrying out the provisions of the Contract or in exercising any power or authority otherwise, it is understood that in such matters the Department acts for the State. 13.2 The venue for any cause of action based upon this Contract by either party to this Contract, shall be in Polk County, Iowa, and the law of the State of Iowa shall apply. SECTION 14. ASSURANCE 14.1 The Contractor shall not discriminate against any employee or applicant for employment because of race, creed, color, religion, national origin, sex, age, political belief, or handicap, in its employment practices. Such employment practices may include, but are not limited to, recruitment, recruitment advertising, hiring, layoff or termination, promotion, demotion, transfer, rates of pay, training and participation in upward mobility programs, or other forms of compensation and use of facilities. 14.2 The Contractor will send to each labor union or representative or workers with which it has a collective bargaining agreement or other contract or understanding a notice advising the labor union or representative of the Contractor's 120 Center St — HazMat Inventory Contract 17-7540-09 Page 10 of 11 commitments under this nondiscrimination clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 14.3 The Contractor will comply with all relevant provisions of the Iowa Civil Rights Act and Iowa Code 19B.7, Iowa Executive Order #15 of 1973, and Title VI of the Civil Rights Act of 1964 (PL 88-352). The Contractor shall furnish all information and reports requested by the department and will permit access to its payroll and employment records by the Department or the Department's grantor agency for purposes of investigation to ascertain compliance with this nondiscrimination clause consistent with Iowa Code Chapter 22. The contractor may be required to make available upon request its Affirmative Action Program containing goals and time deadline. Any breach of the above provisions shall be regarded as a material breach of Contract and justification for termination for cause. 14.4 In the event of the Contractor's noncompliance with the nondiscrimination clauses of this Contract, this Contract may be canceled, terminated or suspended in whole or in part and the Contractor may be declared ineligible for further action, and such sanctions may be imposed and remedies invoked, as provided by the Iowa Civil Rights Act, Chapter 216, Code of Iowa, as heretofore and hereinafter amended, or as otherwise provided by law. SECTION 15. CONTINGENT FEES The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure this Contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Contractor, any fee, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract. For breach or violation of this warranty, the Department shall have the right to annul this Contract without liability or, in its discretion, to deduct from the Contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. SECTION 16. OFFICERS NOT TO BENEFIT No officer or employee of the State shall participate in any decision relating to this Contract which affects his or her personal interest or the interest of any corporation, partnership, or association in which he or she is directly or indirectly interested; or have any interest, direct or indirect, in this Contract or the proceeds thereof. 120 Center St— HazMat Inventory Contract 17-7540-09 Page 11 of 11 CONTRACT SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have executed this Contract. CITY OF WATERLOO IOWA DEPARTMENT OF NATURAL RESOURCES By;—_ - ' �` By: Name: Noel Anderson Name: William Ehm Title: Director, Planning & Development Title: Administrator Environmental Services Division Date: $', b3,16 Date: