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Home My WebLink AboutApproved Documents - 9/14/2020 City Clerk Use Only Finance Committee Approval Date 9/14/2020 City of Waterloo Expenditure Pre-Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 3,810.00 plus est. shipping costs of $ N/A to pay for or purchase finish grade work and hydro Seeding of disturbed areas at new skate park. This purchase or expenditure is being made because: to repair disturbed soil areas around new skate park. Vendor selected for this purchase: Matthias Landscaping Co. Waterloo, Iowa Bids or written quotes were taken on this purchase, as follows: QBids or quotes were not taken on this purchase because: In order to meet the seeding window which ends September 28, 2020 we choose a vendor that was able to meet the deadline. City's Strategic Plan 1.7 and 4.5 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 F—] Sanitation ElBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 426-37-4105 2168 37RST.SK80TTO (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 100,000.00 and the current available balance is $ 29,702.65 Respectfully submitted, Paul Huting 9/8/2020 Nl�cbzel�e Vl/e�d�ev "� 9/14/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010) City Clerk Use Only Finance Committee Approval Date 9/14/2020 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 SEWER Department to expend $ 4060.93 plus est. shipping costs of $ 250.00 to pay for or purchase Grit pumps impeller replacement This purchase or expenditure is being made because: Replacement of non-working impeller on Grit Pumps Vendor selected for this purchase: Smith & Loveless Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: Smith & Loveless is sole provider for impeller replacement parts. Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax FE-1 Sewer F—] Sanitation EIBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 520-14-5200-1571 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 400,000.00 and the current available balance is $ 314,046.87 Respectfully submitted, Matt Hosford 9/8/2020 Michelle Vl/edyter �`�� 9/14/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY Finanre Committee approval required? YES NO If so,date approved: 9/14/2020 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 2021 submitted by the Police Department 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 11 1150 3373 Federal Pass Thru 11 grt.HOTS2 15,000.00 010 11 1150 1114 Overtime 1GRT.HOTS2 15,000.00 010 11 1160 3373 Federal Pass Thru 11 grt.HOTS2 7,000.00 010 11 1160 1114 Overtime 1GRT.HOTS2 7,000.00 TOTAL $22,000.00 TOTAL $22,000.00 This amendment is being requested because: This is to conform with the City's budget line item control policy. See attached paper worked, original grant extended from 6/30/2020 to 6/30/2021 with $22,000 in additional funding for Meth HotSpots CFDA#16.710 Grant#18-CAMP-16. Prior Committee Actions(Dates): Captain Mohlis 9/1/2020 Michelle Vv eGd1ieY 9/14/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared good ies\forms\Budget_Amendment_Meth_Hots_Extension_thru_6-30-2021_(4).xls(Apr 2003) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name CARES Act Operating Fund City Contract No. To be assigned by the Finance Dept. Project Manager Julie Dawson Project No. 13FAC Project Budget Total $ 5,636.00 Subproject No. CARES RT 1. How will this project be funded? A. Federal Grant Yes 0 No 0 CFDA# % Paid by federal grant 100.00% Grant Name CARES Act Operating Fund (OFND) Grant Agreement Number IA050-0000502ODC B. State Grant Yes 0 No 0 % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding % Paid by City D. Other Entities Yes = No 0 % Paid by other entity Name Done None 2. Attach copies of any grant agreements that will fund the project(REQUIRED) FX ❑ Yes No 3. Does the project include the purchase of right of way or other real property? El ❑X If yes, will real property purchases be reimbursable under the grant? ❑ FX If yes, have you attached authorization to purchase real property to this document? ❑ FX 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees El ❑X B. Publication, or printing costs ❑ FX C. Others, list El FX 5. Does this project cover any regular full-time salaries or benefits? ❑ FX If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) These funds will be used to purchase COVID-19 related PPE, Janitorial Supplies, or other office supplies/minor equipment. Page 2 must be attached and signed. K:\shared good ies\forms\Housing_RT_CARES_Act_OFND_Project_Budget_(2).xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 9/14/2020 Project Name (from page one) CARES Act Operating Fund Department No. project will be budgeted under 13 To be assigned by the Finance Dept. Activity No. project will be budgeted under 5450 Project No. 13FAC Subproject No. CARES RT (Each column should only include amounts by fund) Fund: 283 Fund: Fund: Fund: Total REVENUES: 3000 Cash on Hand $ - 3350 Federal Grant - 3352 Federal HUD Grant 5,636.00 5,636.00 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 - TOTALS $ 5,636.00 $ - $ - $ - $ 5,636.00 EXPENDITURES: 1541 Janitorial Supplies 2,000.00 $ 2,000.00 1561 Ofc Supplies/Minor Equip 1,636.00 1,636.00 1573 Safety& Protective Equip 2,000.00 2,000.00 TOTALS $ 5,636.00 $ - $ - $ - $ 5,636.00 Julie Dawson 08/21/2020 Micllle h/adnev 9/14/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared good ies\forms\Housing_RT_CARES_Act_OFND_Project_Budget_(2).xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name 2nd Round CARES Act Administrative Fees City Contract No. To be assigned by the Finance Dept. Project Manager Julie Dawson Project No. 13FAC Project Budget Total $ 196,605.00 Subproject No. CARES V2 1. How will this project be funded? A. Federal Grant Yes 0 No 0 CFDA# % Paid by federal grant 100.00% Grant Name CARES Act Rnd 2 AF Grant Agreement Number IA050AF0133 B. State Grant Yes 0 No 0 % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding % Paid by City D. Other Entities Yes = No 0 % Paid by other entity Name Done None 2. Attach copies of any grant agreements that will fund the project(REQUIRED) Q ❑ Yes No 3. Does the project include the purchase of right of way or other real property? El ❑X If yes, will real property purchases be reimbursable under the grant? ❑ FX If yes, have you attached authorization to purchase real property to this document? ❑ FX 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees El ❑X B. Publication, or printing costs ❑ FX C. Others, list ❑ ❑X 5. Does this project cover any regular full-time salaries or benefits? FX ❑ If yes, employee/position to be covered. All except RT Positions until un s in that line item are exhausted 6. Include a brief description of the project in the space below: (REQUIRED) These funds will be used for regular salaries for all staff except for Ridgeway Towers Housing Maintenance and 10% of the Bookkeeper/Administrative Assistant as those salaries are paid by Ridgeway Towers, not Section 8. Additional expenses will be for postage, office supplies, PPE, and janitorial supplies. We also plan to purchase additional modules for our Housing Pro software to enable mobile inspections, "paperless"tenant files, owner and tenant portals, and possibly online applications. The temporary services portion would be used to hire someone to scan our tenant files into the new system. Scanners may be purchased for each work station at the downtown office, and an Ipad for the Housing Inspector. Page 2 must be attached and signed. K:\shared good ies\forms\Housing_Voucher_CARES_Act_Round_2_AF_Project_Budget_(2).xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 9/14/2020 Project Name (from page one) 2nd Round CARES Act Administrative Fees Department No. project will be budgeted under 13 To be assigned by the Finance Dept. Activity No. project will be budgeted under 5452 Project No. 13FAC Subproject No. CARES V2 (Each column should only include amounts by fund) Fund: Fund: Fund: Fund: 283 Total REVENUES: 3000 Cash on Hand $ - 3350 Federal Grant - 3352 Federal HUD Grant 196,605.00 196,605.00 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 - TOTALS $ 196,605.00 $ - $ - $ - $ 196,605.00 EXPENDITURES: 1111 Salaries - Regular 76,605.00 $ 76,605.00 1301 Temp Services 10,000.00 10,000.00 1343 Postage & Mailing 5,000.00 5,000.00 1520 Computer Software 75,000.00 75,000.00 1541 Janitorial Supplies 10,000.00 10,000.00 1561 Ofc Supplies/Minor Equip 10,000.00 10,000.00 1573 Safety& Protective Equip 10,000.00 10,000.00 TOTALS $ 196,605.00 $ - $ - $ - $ 196,605.00 Julie Dawson 08/27/2020 /1'l�Che�le Vl/e�d � 9/14/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Housing_Voucher_CARES_Act_Round_2_AF_Project_Budget_(2).xls\Page 2(Donat or NON-constr) (Mar 2010)