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Home My WebLink AboutCouncil Packet - 1/3/2017 (2)FINANCE COMMITTEE January 3, 2017 5:10 PM Harold E. Getty Council Chambers Members Chairperson Ron Welper Vice Chairperson Bruce Jacobs Tom Powers Roll Calk Approval of Agenda Approval of Minutes Minutes of December 19, 2016, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. P.O. Bush Class/Meeting: Midwest Counter Drug Training Center Highway Drug Investigations for Patrol Destination: Johnston, IA Dates: January 18-20, 2017 Amount not to exceed: $155.00 2. Steve Isenhower, ICT Acting Foreman and John Hyman, ICT Class/Meeting: Programmable Controllers using RSLOGIX Software Destination: Cedar Rapids, IA Dates: January 30, 2017 Amount not to exceed: $810.00 3. Matthew Chesmore Class/Meeting: Lead Inspector/RiskAssessor Recertification Training Destination: Des Moines, IA Dates: February 2-3, 2017 Amount not to exceed: $650.00 4. Pre -Authorizations to Expend over $1,000.00 Fire Amount and Estimated S/H: $7,995.00 Expenditure: ESO Solutions Software subscription (09/01/16 - 08/31/17). Human Resources Amount and Estimated S/H: $9,275.00 Expenditure: City of Waterloo Employee Wellness Plan expenses, as approved by Council on 2/8/16. Planning Amount and Estimated S/H: $5,753.50 Expenditure: Cover contaminated soil with plastic and removal of tank cars at the Chamberlain site. Police Amount and Estimated S/H: $2,400.00 + $100 S/H Expenditure: Replace the power inverter in surveillance vehicle. BJI I S PAYMENT 5. January 3, 2017 ADJOURNMENT Kelley Felchle City Clerk TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Matthew Chesmore FINANCE DEPT. LINE ITEM USED FY Zif BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 5fCO, /3q; i4Ze %/c>J /2-23--/!o Co. - De.artment NAME OF CLASS / MEETING: Lead Inspector/Risk Assessor Recertification Training DEPARTURE DATE: February 2, 2017 DATE: December 20, 2016 DESTINATION: Des Moines, IA DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: February 3, 2017 DATE(S) OF MEETING: February 2-3, 2017 PURPOSE OF TRAVEL/TRAINING: Recertification of Matt's Lead Inspector/Risk Assessor Certification. Every 3 years a 16 hour recertification class has to be taken with corresponding testing. This is to enable Matt to produce Lead Inspection/Risk Assessment Reports and to supervise CDBG/HOME Housing Rehabilitation Projects. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: Carnegie Annex PRIVATE VEHICLE ESTIMATE OF COST: 140.00 LODGING 35.00 MEALS 450.00 REGISTRATION 25.00 MILEAGE/FUEL TOTAL FOR ALL: $ 650.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: ZZS/-3Z-5850- 134/Co YES NO X YES NO GRANT REIMBURSABLE 060 REQUIRED CERTIFICATION TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVESA PU C=PUIRPOSE I APPROVE THIS TRAVEL REQUEST AND IS NECESSARY AND BENEFJCIAL TO THE CITY OF WAIRLO DEPARTMENT HEAD MAYOR / Z, 26.16 DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 1 aa • LEAD SAFETY Lead Inspector Refresher Training Course Agenda Thursday, February 2, 2017 9:50am Check In 10:OOam Welcome and Introductions 10:30am—12:00pm PowerPoint and Lecture: Sampling TechnicianNisual Risk Assessor materials 12:OOpm— 12:30pm Lunch Break 12:30pm — 5:OOpm PowerPoint and Lecture: Sampling TechnicianNisual Risk Assessor materials 5:OOpm — 6:OOpm Test 1 Friday, February 3, 2017 7:50am Check In 8:OOam Review of Day 1 8:30am — 12:OOpm PowerPoint and Lecture: Lead Inspector/Risk Assessor materials 12:OOpm — 12:30pm Lunch Break 1:OOpm — 3:OOpm PowerPoint and Lecture: Lead Inspector/Risk Assessor materials 3:OOpm — 4:OOpm Test 2 . 111 LEAD SAFETY Lead Inspector Refresher — Class Registration Form February 2-3, 2017 Class Location: Iowa Lead Safety 4725 Merle Hay Rd., Suite 212 Des Moines, IA 50322 Class Time: Thursday, February 2"d, 8:O0am — 4:00pm Friday, February 3rd, 8:00am — 4:00pm Cost of Class: $450.00 Instructor: Jamie Papian Student Name: Company: Company Address: Phone: Email: Please send your registration form to CustomerCare@iowaleadsafety.com or, you may fax to 515-727-1440. PAYMENT INFORMATION Please make check payable to: Iowa Lead Safety and Mail To: PO Box 245 Johnston, IA 50131 You may also pay by credit card by calling our office at 515-331-1690. Iowa Lead Safety 14725 Merle Hay Rd #212 I Des Moines, IA 50322 515-331-1690 www.iowaleadsafety.com TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Steve Isenhower, ICT Acting Foreman John Hyman, ICT FINANCE DEPT. STAFF ONLY LINE ITEM USED j e(0 /(f•5 A00 /3 cj(( FY.20 /7 BUDGETED EXPENDED YTD , / 8s V 8/6 THIS REQUEST LEFT AFTER THIS REQUEST DATE "2 , , /_ Y" lG Original-Clerk/Finance Copy - be•.rtment NAME OF CLASS / MEETING: Programmable Controllers using RSLOG!X Software DEPARTURE DATE: January 30, 2017 DATE: December 27, 2016 DESTINAfTION: Cedar Rapids, Iowa DEPARTURE POINT IF NOT WATERLOO: PURPOSE OF TRAVELJTRAINING: RETURN DATE: January 30, 2017 DATE(S) OF MEETING: January 30, 2017 Training for RSLogix 500 Sofa -We 4-561)(g- P J WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: xx COST $ YES NO METHOD OF TRAVEL: xx CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 405.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 810.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 520-14-5200-1346 GRANT REIMBURSABLE YES NO YES NO TOTAL: $ 405.00 REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT DATE I APPROVE THIS TRAVEL REQUEST MAYOR DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 Cip VAN METER A 100% EMPLOYEE -OWNED COMPANY Course #: SLC102 Length: 1-Day January 30 n Cedar Rapids Tuition: 405.00 Programmable Controllers using RSLogix Software Course Purpose: This course contains hands-on Tabs and discussions that will serves as an introduction to PLCs, specifically the Allen-Bradley family of PLCs. Students will learn how to connect to, program, and perform basic troubleshooting using RSLogix 500. This includes the fundamentals of ladder logic, data files, communications, and general program navigation. Outline 1. Introduction • History • Ladder Diagram Basics • System Components 2. RSLinx • Driver Creation and Configuration • Serial and Ethernet Communications VAN METER A 100% EMPLOYEE -OWNED COMPANY 3. RSLogix 500 • Creating a New Project • Download/Upload a Project to/from a Controller • I/O Addressing Structure • Viewing Addressing Usage • Viewing/Editing Ladder Logic • XIC, XIO, OTE, OTL, OTU Instructions • TON, TOF, RTO, CTU, CTD, RES Instructions • ONS, MOV Instructions • Online Edits 4. Questions/Wrap-Up Prerequisites: Familiarity with Microsoft Windows (XP or 7 preferred). For pricing please contact Craig Stump at 319.368.2826 or by email at stumpc@vanmeterinc.com TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITIONS): P.O. Patrick Bush FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 FY _2017 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 8-/ , Copy - Department NAME OF CLASS / MEETING: '7i11CT€ Highway Drug Investigations for Patrol DEPARTURE DATE: January 18, 2017 DATE December 22nd, 2016 DESTINATION Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: PURPOSE OF TRAVEL: Sgt. McGeough is requesting to authorization to send P.O. Bush to MCTC Highway Drug Investigations for Patrol in Johnston, Iowa on January 18th thru 20th 2016. The primary purpose of the class is to detect, interdict and disrupt the continual flow of illicit narcotics on the nations highways. There is no registration cost for this course and the lodging is free. A city vehicle will be needed for this travel. Return Date: DATE(S) OF MEETING: January 20th, 2017 January 18th thru 20th, 2016 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: CITY VEHICLE x COST $ YES NO AIRFARE DEPARTING FROM: ESTIMATE OF COST: $.00 LODGING .00 Rental car $105.00 MEALS .00 Parking $.00 REGISTRATION .00 AIRFARE $50.00 MILEAGE/FUEL .00 Baggage fee TOTAL FOR ALL: $ 155.00 PRIVATE VEHICLE BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 155.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD DATE I APPROVE THIS TRAVEL REQUEST DATE City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee / Approval Date ,( -'mil l The Finance Committee of the City Council is purchase or expenditure submitted by the $ 7,995.00 plus est. shipping costs of ESOsmSubscrp i(09/01/116-08/31/17). hereby requested to authorize the following WFR Department to expend $ 0.00 to pay for or purchase This purchase or expenditure is being made because: Annual subscription fee for ESO software used for paperless ambulance reports and billing. Vendor selected for this purchase: ESO Solutions, Inc. ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: Single Source Provider Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Bonds Road Use Tax Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1410-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is subrniite (Signature Dept. lead or Designee (Project Code) $ 10,000.00 $ 9,801.23 `/ Date (Signature Finance Dept. Review) 43- /G-I6 Date Sent over 121316. City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Human Resource; Department to expend $ 9,275.00 plus est. shipping costs of $ to pay for or purchase City of Waterloo Employee Wellness Plan expenses, as approved by Council on 02/08/16 City Clerk Use Only Finance Committee \ / Approval Date 13�1 -I This purchase or expenditure is being made because: FY17 Wellness Plan expenditures are as follows: $8,600 for biometric screenings; $300 for administration of quarterly health challenges; $375 in prizes Vendor selected for this purchase: Allen Occupational Health Bids or written quotes were taken on this purchase, as follows: This was done prior to adoption of the Wellness Plan. We took bids from Allen Occ Health and two private companies. Allen was the only vendor able to accommodate multiple on site visits and offer full integration with hospital medical records. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 02/08/2016 Council Work Session Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax n Sewer n Sanitation ❑ Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-03-8950-1368 itD�U� (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is espectfully submitted, r �4- 0-22 rt / in./Ad/A--/�J./,i gnature Dept. Head or De ignee) Date (Signature Finance Dept. Review) Date (Project Code) IRA 1319 $ laylt ZiPy 0.75'$ $ 3,174, 39.% ( 47 K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) COUNCIL WORK SESSION February 8, 2016 4:35 p.m. Harold E. Getty Council Chambers Members present: Jacobs, Jones, Schmitt, Lind, Morrissey, Welper, and Amos. Jacobs arrived at 4:38 p.m. Moved by Schmitt seconded by Morrissey that the Agenda, as proposed, be approved. Objective: Discuss Proposed Wellness Plan. Suzy Schares, City Clerk/Human Resources Director, presented a proposed Wellness Plan for the City of Waterloo and explained that a Wellness Plan boosts employee productivity and reduces claims costs. Schares explained that a biometrics screening which included a questionnaire, blood test, and other basic tests was held in 2015 and the results became the baseline for the wellness plan. Schares provided an overview of the overall employee health. The Proposed Wellness Plan would include creating a better mental health program as 265 employees noted on their questionnaire that they sought mental health services within the last calendar year. The plan would also include voluntary financial wellness counselling, continued biometrics screening, and a twenty percent reduction in employee memberships to the SportsPlex. Schares noted that six employee memberships would offset the twenty percent reduction. Schares outlined the health insurance rates that will go into effect at the start of the next fiscal year and implementation for the proposed wellness plan during FY18-19 as follows: Continued biometrics screening, share percentage of premium increases for FY18-19, and build incentive program. Incentives would be monetary rewards to be used towards wellness related items. Mr. Welper questioned whether employees are healthy. Schares explained the biometrics results were matched up with national averages. Employees tend to eat unhealthy and the biometrics screening helped employees catch problems they did not realize they had. Mr. Morrissey questioned if employees differentiated between the high levels of stress at home and work on the questionnaire. Schares affirmed that the questionnaire differentiated between stress at home and work and explained that the employer needs to do something that about the employee stress level. Mr. Amos questioned if the number of employees seeking mental health treatment included employees who return for additional mental health treatment. Schares explained that the total number reflects the number of individuals on the plan who sought mental health treatment. Mr. Lind questioned how much the proposed plan would cost. Schares explained that in the initial year with the EAP program, the budget will increase to $15,000. Enough claim reduction should occur to cut back on costs. Statistically, organizations Page 2 Mr. Jones questioned difference between current number of participants and the benefitted employees. Schares explained that benefitted employees include individuals who are employed by the city and carrying health insurance participants include the dependents because dependent health costs directly affect the cost of the plan for the city. Mr. Jones asked and Schares responded that the city has 1800 individuals and 140 retirees are covered on the health insurance plan. With no further business before the Council, it was moved by Schmitt seconded by Lind that the meeting be adjourned at 5:07 p.m. Ayes: All. Motion carried. Kelley Felchle Deputy City Clerk City of Waterloo Wellness Program The City of Waterloo will implement a new wellness program to help motivate employees to live a healthier lifestyle. It will consist of different components or plans that will lead city employees to a healthier and happier life. The program is available to all benefit eligible employees. Wellness Plan Directive #1: Measure It! The Biometric Incentive Employees take an on -site biometric test annually to learn their health status as it pertains to eight major risk factors that contribute to poor health conditions. The testing will be free to employees and retirees and will be run through our health insurance as a claim. Wellness Plan Directive #2: Get Active Challenges! The Quarterly Challenge Incentive Engage employees in low cost challenges that are easy to participate in. Employees self -report participation in things like daily walking, daily water consumption, etc. and prizes are given at the end of each quarter. The cost of this program is $400 per year plus $600 per year for prizes. Wellness Plan Directive #3: Reward Activity! The Sportsplex Incentive As the employer with the largest payroll deduction participation, the Sportsplex would like to offer a 20% Discount in place of the current 15% Discount. Jacob Frederick will create a workout plan and give one free training session (group sessions only) for new Sportsplex members who are also City employees. The goal is that with more employees joining and working out, we will see reduced health care claims and increased membership; resulting in a reduction of expense and increase of revenue for the City. 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 $ 2,400.00 plus est. shipping costs of $ 100.00 to pay for or purchase replace the power inverter in surveillance vehicle City Clerk Use Only Finance Committee , Approval Date ' 3i//'"1 This purchase or expenditure is being made because: replace the power inverter in the vehicle that has failed Vendor selected for this purchase: Electronic Engineering l l Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: Electronic Enginering is the company that installs and repairs the electronics on all the Police Department vehicles and has been working with the manufacture of this vehicle. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund 0 Road Use Tax ❑ Sewer ❑ Sanitation El Bonds 0 Federal/other grants n Other (specify) Forfeiture Funds This expenditure is to be coded to the following budget line -item: 010-11-1160-1512 11TRI (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully s 9ted, (Si nature De t. He.d-er .:signee) Date (Signatu?e Finance Dept. Review) Date $ o?Cs(pd c) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Planning Department to expend $ 5,753.50 plus est. shipping costs of $ 0.00 to pay for or purchase Cover contaminated soil with plastic and removal of tanker cars at the Chamberlain site City Clerk Use Only Finance Committee r( Approval Date 3: This purchase or expenditure is being made because: During demolition, contractor uncovered contaminated soils which EPA required us to cover the contaminated area Vendor selected for this purchase: Vieth n Bids or written quotes were taken on this purchase, as follows: Existing contract n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund 0 Road Use Tax n Sewer Sanitation ❑X Bonds ❑ Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 4150862132146 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted am. .t is $ 30,000.00 and the current ,availab Respect is $ (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) IZ 0-2 VIETH CONSTRUCTION CORPORATION 6419 NORDIC DRIVE CEDAR FALLS, TA 50613 319-277-1006 INVOICE TO: City of Waterloo c/o Chris Western 715 Mulberry Street Waterloo, IA 50703 Invoice Number 13006 Invoice Date 04/24/13 Due Date 05/24/13 Description Chamberlain Corp Unit of Measure Cover Contaminated Soil with Plastic LS Remove Tanker Cars LS Quantity 1 1 Unit Price 2,953.50 $ 2,800.00 $ Total Amount 2,953.50 Invoice Total $5,753.50