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Home My WebLink AboutApproved Documents - 9/21/2020 City Clerk Use Only Finance Committee Approval Date 9/21/2020 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 Building Maint Department to expend $ 4,249.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Water service repair at East Park Ave Parking Ramp Vendor selected for this purchase: Young Plumbing & Heating Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: Emergency repair 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 ❑- Bonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 417-22-7960-2180 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 200,000.00 and the current available balance is $ 47,053.03 Respectfully submitted, Greg Ahlhelm 9/14/2020 Whelle 1/Ved-ger 9/21/2020 (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 9/21/2020 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 Department to expend $ 50,000.00 plus est. shipping costs of $ to pay for or purchase funding for operations at Fairview Cemetery. Fiscal Year 2021 This purchase or expenditure is being made because: The cemetery is not able to pay their expenses. The number of burials has decreased, causing their revenue to decrease. Vendor selected for this purchase: Fairview Cemetery Bids or written quotes were taken on this purchase, as follows: QBids or quotes were not taken on this purchase because: The City subsidizes the current cemetery operations as an alternative to operating the cemetery directly. Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: FEII General Fund EI Road Use Tax EI Sewer F—] Sanitation EIBonds EI Federal/other grants F—] Other(specify) This expenditure is to be coded to the following budget line-item: 010-37-4405-1393 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 50,000.00 and the current available balance is $ 50,000.00 Respectfully submitted, Paul Huting 09/11/2020 Whede Weidxer 9/21/2020 (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 9/21/2020 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 Department to expend $ 4,282.00 plus est. shipping costs of $ to pay for or purchase 10 Park benches to be available to be placed in golf courses. Strategy 4.5 Quality of place. This purchase or expenditure is being made because: to have benches available for memorial bench placement and repairs to existing benches. Better prices are received when ordering in larger quantities. Vendor selected for this purchase: Boland Recreation Q Bids or written quotes were taken on this purchase, as follows: Boland Recreation $4,282 Fry and Associates $4,352.90 Kay Park$4,703.00 Cunningham Recreation $5,321.33 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: EIGeneral Fund EI Road Use Tax EI Sewer EI Sanitation Bonds EI Federal/other grants F Other(specify) donated funds This expenditure is to be coded to the following budget line-item: 010-37-4105 1567 $$2,141 420-37-4120 2174 $2,141.00 37G FT.0008 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 7,320.00 50,000.00 and the current available balance is $ 6,612.61 50,000.00 Respectfully submitted, Paul Huting 09/15/2020 M�cGcelle We�de� 9/21/2020 (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 9/21/2020 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 MIS Department to expend $ 2600 plus est. shipping costs of $ to pay for or purchase 20 Hour Technical Support package for GIS Services provided by ProWest&Associates This purchase or expenditure is being made because: This fills a need we have for GIS support and occasional programming. Vendor selected for this purchase: Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: ProWest is our primary GIS vendor. Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: F■ 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: 010-01-8220 1319 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 30,000 and the current available balance is $ 30,000 Respectfully submitted, Chris Youngblut 9/16/2020 Michelle Welder 9/21/2020 (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 9/21/2020 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 Traffic Department to expend $ 4,880.00 plus est. shipping costs of $ to pay for or purchase 16 - 12V 79AH, 1/4 20 Threaded Insert: MK Batteries (Only vendor to supply type of battery for signal cabinets) This purchase or expenditure is being made because: Back-up Batteries to keep signalized intersections operating during power outages - Hwy 218 & Shaulis, Orange & Hwy 21, Shaulis & Isle of Capri Blvd. and Dysart& Shaulis Vendor selected for this purchase: Traffic Control Corporation F■ Bids or written quotes were taken on this purchase, as follows: Traffic Control Corporation Ankeny, IA $4,880.00 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 F—] Sanitation ❑- Bonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 419-17-7161-2125 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 5,000.00 and the current available balance is $ 5,000.00 Respectfully submitted, Sandie Greco 9/16/2020 Michelle Veid�ter 9/21/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name Community Foundation: First Responders Fund /COVID 19 City Contract No. 12 To be assigned by the Finance Dept. Project Manager 1412 Project No. 12GFT Project Budget Total $ 5,000.00 Subproject No. WCFFRF 1. How will this project be funded? A. Federal Grant Yes No 0 CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes No 0 % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding Property Taxes % Paid by City D. Other Entities Yes 0 No = % Paid by other entity Name Waterloo Community Foundation 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? ❑ FX 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 ❑ FX B. Publication, or printing costs ❑ FX C. Others, list ❑ ❑ 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) Funds to be designated for the purpose of COVID-19 related expenses such as personal protective equipment and/or disposable items related to transprort of critically ill patients Page 2 must be attached and signed. K:\shared good ies\forms\Community_Foundation_COVID-19_Donation_1.xlsx\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date 9/21/2020 Project Name (from page one) Community Foundation: First Responders Fund /COVID-19 Department No. project will be budgeted under 12 To be assigned by the Finance Dept. Activity No. project will be budgeted under 1412 Project No. 12GRT Subproject No. WCGFRF (Each column should only include amounts by fund) Fund: Fund: Fund: Fund: Total REVENUES: 3000 Cash on Hand $ - 3112 Local Option Sales Tax - 3350 Federal Grant - 3357 Shared Program - County - 3358 Shared Program - City - 3360 Shared Program - State - 3361 State Grant - 3365 State RISE Grant - 3368 EPA Grant - 3377 EDA Grant - 3720 Donations - Restricted 5,000.00 5,000.00 3750 Sale of Bonds - 3349 Byrne Grant-Tri Co TOTALS $ 5,000.00 $ - $ - $ - $ 5,000.00 EXPENDITURES: 2103 Engineering & Consulting $ - 2125 Traffic Control Equipment - 2140 Land Acquisition - 2144 Land Improvements - 2146 Demolitions - 2151 Building Construction 2156 Bikeway Construction - 2162 Storm Sewers - 2163 Sanitary Sewers - 2164 Sidewalks - 2165 Streets & Roadways - 2199 Non-participating Misc - 1111 Salaries- Regular 1573 COVID-19 PPE/Medical Su 5,000.00 5,000.00 1302 Outside Agencies TOTALS $5,000.00 $ - $ - $5,000.00 Jason Hernandez 07-06-20 Michelle Veidne;, 9/21/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Community_Foundation_COVID-19_Donation_1.xlsx\Page 2(Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 9/21/2020 Project Name (from page one) Police Grant-School Resource Officers- FY21 Department No. project will be budgeted under 11 To be assigned by the Finance Dept. Activity No. project will be budgeted under 1150 Project No. 11 GRT Subproject No. SR21 (Each column should only include amounts by fund) Fund: 1150 Fund: Fund: Fund: Total 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 - 3370 School Share Liason 290,370.00 290,370.00 TOTALS $ 290,370.00 $ - $ - $ - $ 290,370.00 EXPENDITURES: 1111 Salaries - Regular 290,370.00 $ 290,370.00 1112 Salaries - Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training - 1390 Contractual Services - TOTALS $ 290,370.00 $ - $ - $ - $ 290,370.00 Dave Mohlis, Police Captain 9/16/2020 Michele 1/Veldne� 9/21/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared good ies\forms\SRO_Project_Budget_Worksheet.xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name Police Grant-School Resource Officers- FY21 City Contract No. To be assigned by the Finance Dept. Project Manager Chief Fitzgerald Project No. 11 GRT Project Budget Total $ 290,370.00 Subproject No. SR21 1. How will this project be funded? A. Federal Grant Yes No 0 CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes No 0 % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding % Paid by City D. Other Entities Yes 0 No = % Paid by other entity Name Waterloo Community Schools 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? ❑ FX 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 ❑ FX B. Publication, or printing costs ❑ FX C. Others, list ❑ 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) This agreement is a cooperative agreement between the Waterloo Community School District and the City of Waterloo. The School Resource Officer program provides for the assignment of(6) police officers within the district. Primary assignment is at the middle school, high school and/or alternative school with each of the Resource Officers providing additional services at the elementary level. This agreement is for 1 year. Page 2 must be attached and signed. K:\shared good ies\forms\SRO_Project_Budget_Worksheet.xls\Page 1 All Projects (Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY Finance Committee approval required? YES N NO 9/21/2020 If so,date approved: City of Waterloo Line-Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line-item budget amendment for FYE 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 3873 Reimb for Services 11 GRT.ODEF 5,500.00 010 11 1150 1114 Overtime 5,500.00 TOTAL $5,500.00 TOTAL $5,500.00 This amendment is being requested because: This is to conform with the City's budget line item control policy. See attached paper worked, continued funding for Kid Kilo WC-IAN-0132 T-32 for FY21. Dave Mohlis 9/16/20 Prior Committee Actions(Dates): Michelle Weidner 9/21/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared good ies\forms\Budget_Amendment_ODEF_additional_funding_9-21-2020.xls(Apr 2003)