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HomeMy WebLinkAboutApproved Documents - 12/21/2020 City Clerk Use Only Finance Committee Approval Date 12/21/2020 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 Airport Department to expend $ 14,500 plus est. shipping costs of $ to pay for or purchase new Airport website. Experience Waterloo awarded a Hotel-Motel Tax Grant to cover the cost of creating the new website. This purchase or expenditure is being made because: current Airport website, created by a local radio station, only minimally meets the needs of a commercial service airport. Vendor selected for this purchase: Advance Aviation Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: The Airport Board and Air Service Working Group have been working with air service consultants,Volaire and Advance Aviation,to help position ALO to come out of the pandemic as strong as possible.Advance was chosen based on their work with 70 airport clients,after several Zoom presentations to both the Board and the ASWG. 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 F—] Sanitation EI Bonds � Federal/other grants F—] Other(specify) This expenditure is to be coded to the following budget line-item: 010-29-7710-1319 29HMT WEB (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 14,500 and the current available balance is $ 14,500 Respectfully submitted, Keith D. Kaspari 12/16/2020 Michelle Vezctner 12/21/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010) City Clerk Use Only Finance Committee Approval Date 12/21/2020 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 Bldg Maintenance Department to expend $ 3,536 plus est. shipping costs of $ to pay for or purchase in addition to the original approved amount of$19,256 for a total of$22,792 This purchase or expenditure is being made because: Re-pipe the main boiler loop in the West mechanical room at the Waterloo Center for the Arts. Vendor selected for this purchase: Plumb Tech Inc. Bids or written quotes were taken on this purchase, as follows: QBids or quotes were not taken on this purchase because: Additional re-piping needed related to the original boiler project approved on 8/17/2020 in the amount of$19,256.00 Prior Committee Actions (Dates): 8/17/2020 Please check the following box(es)as appropriate to describe the funding for this expense: ElGeneral Fund El Road Use Tax El Sewer F—] Sanitation Bonds El Federal/other grants F—] Other(specify) This expenditure is to be coded to the following budget line-item: 417-22-8800-2152 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 176,000.00 and the current available balance is $ 21,588.40 Respectfully submitted, Greg Ahlhelm 12/9/2020 Michelle Weidner 12/21/2020 (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 12/21/2020 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 Leisure Services Department to expend $ 2,641.61 plus est. shipping costs of $ 0 to pay for or purchase (12) replacement battery packs for Young Arena's emergency lighting system This purchase or expenditure is being made because: the battery packs were found to be inoperative at our most recent fire safety inspection & need to be replaced. Supports the city's strategic Plan,4.5-"Maintain City facilities that support quality of place". Vendor selected for this purchase: Crescent Electric, Waterloo Iowa Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: Crescent was the only company locally that carried this specific style of battery pack for the emergency lighting system. 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: 420-37-4500-2152 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 40,000.00 and the current available balance is $ 9,847.58 Respectfully submitted, Paul Huting 12/15/2020 Michelle Weidnev 12/21/2020 (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 12/21/2020 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 Police Department to expend $ 8,627.00 plus est. shipping costs of $ to pay for or purchase renew annual subscription of Leads Online powerplus investigative pawn records system. This purchase or expenditure is being made because: this computer software is an online investigative leads system which will aid Officers on follow up on investigations, providing information to solve crime. Vendor selected for this purchase: Leads Online Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: Leads Online is the proprietary vendor for this software. 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 EIBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010-11-1105-1520 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 110,355.00 and the current available balance is $ 99,714.50 Respectfully submitted, Dave Mohlis, Police Captain 12/14/2020 Michelle Weutner 12/21/2020 (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 Donations for Planting in PARKS City Contract No. To be assigned by the Finance Dept. Project Manager Todd Derifield Project No. 37GFT Project Budget Total $ 10,000.00 Subproject No. PARKTREE 1. How will this project be funded? A. Federal Grant Yes 0 No 0 CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes = No % 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 donations 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 El ❑X C. Others, list ❑ FX 5. Does this project cover any regular full-time salaries or benefits? El El If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) A$10,000 donation was received from the Young Family Foundation to plant trees in Waterloo Parks. This planting will take place in the spring for 2021. Page 2 must be attached and signed. K:\shared good ies\forms\Waterloo.26192.1.Project_Budget—You ng_Fou ndation_Trees_for_Parks.As\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 12/21/2020 Project Name (from page one) Donations for Planting in PARKS Department No. project will be budgeted under 37 Leisure ServicE To be assigned by the Finance Dept. Activity No. project will be budgeted under 010 37 4105 Project No. 37GFT Subproject No. PARKTREE (Each column should only include amounts by fund) Fund: _010 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 10,000.00 10,000.00 3750 Sale of Bonds - 3712 Sale of Trees - TOTALS $ 10,000.00 $ - $ - $ - $ 10,000.00 EXPENDITURES: 1111 Salaries- Regular $ - 1112 Salaries- Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training - 1390 Contractual Services - 1536 Trees 10,000.00 10,000.00 1541 Cleaning Supplies - TOTALS $ 10,000.00 $ - $ - $ - $ 10,000.00 Paul Huting 12/10/2020 Mzchelle Wetd�zer 12/21/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Waterloo.26192.1.Project_Budget_Young_Foundation_Trees_for_Parks.xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Pollinator Planting City Contract No. To be assigned by the Finance Dept. Project Manager Todd Derifield Project No. 37GFT Project Budget Total $ 20,000.00 Subproject No. YFPLANT 1. How will this project be funded? A. Federal Grant Yes 0 No 0 CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes = No % 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 donations 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 El ❑X C. Others, list ❑ FX 5. Does this project cover any regular full-time salaries or benefits? El El If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) A$20,000 donation was received from the Young Family Foundation to be used for pollinator plantings. This planting will take place in the FALL of 2021. Time is needed for preparing the soil for a pollinator planting. Page 2 must be attached and signed. K:\shared good ies\forms\Waterloo.26193.1.Project_Budget_PolIinator_Planting.As\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 12/21/2020 Project Name (from page one) Pollinator Planting Department No. project will be budgeted under 37 Leisure ServicE To be assigned by the Finance Dept. Activity No. project will be budgeted under 010 37 4105 Project No. 37GFT Subproject No. YFPLANT (Each column should only include amounts by fund) Fund: _010 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 20,000.00 20,000.00 3750 Sale of Bonds - 3712 Sale of Trees - TOTALS $ 20,000.00 $ - $ - $ - $ 20,000.00 EXPENDITURES: 1111 Salaries- Regular $ - 1112 Salaries- Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training - 1390 Contractual Services - 1537 Horticulture 20,000.00 20,000.00 1541 Cleaning Supplies - TOTALS $ 20,000.00 $ - $ - $ - $ 20,000.00 Paul Huting 12/10/2020 12/21/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Waterloo.26193.1.Project_Budget_Pollinator Planting.xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 12/21/2020 Project Name (from page one) Plant Waterloo tree planting program. 2nd year Department No. project will be budgeted under 37 Leisure ServicE To be assigned by the Finance Dept. Activity No. project will be budgeted under 010 37 4105 Project No. 37GFT Subproject No. TREE (Each column should only include amounts by fund) Fund: _010 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 20,000.00 20,000.00 3750 Sale of Bonds - 3712 Sale of Trees - TOTALS $ 20,000.00 $ - $ - $ - $ 20,000.00 EXPENDITURES: 1111 Salaries - Regular $ - 1112 Salaries - Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training - 1390 Contractual Services - 1536 Trees 20,000.00 20,000.00 1541 Cleaning Supplies - TOTALS $ 20,000.00 $ - $ - $ - $ 20,000.00 Paul Huting 12/10/2020 Michelle Weidner 12/21/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared good ies\forms\PSS_Project_Budget_Plant_Waterloo_2021.xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name Plant Waterloo tree planting program 2nd Year City Contract No. To be assigned by the Finance Dept. Project Manager Todd Derifield Project No. 37GFT Project Budget Total $ 20,000.00 Subproject No. TREE 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 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 0 No = % Paid by other entity Name residents that purchase trees, donation. 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? ❑ ❑ If yes, have you attached authorization to purchase real property to this document? El El 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 ❑X 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) A$20,000 donation was received from the Young Family Foundation to set up a program where residents can purchase trees at a reduced rate. Program will be based on the Plant Some Shade Program. The Plant Some Shade program was discontinued by MidAmerican Energy. Distribution date has not been set. This will be amended after the first of the year when we get bid information and determine how many trees will be available for sale. Page 2 must be attached and signed. K:\shared goodies\forms\PSS_Project_Budget_Plant_Waterloo_2021.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 12/21/2020 Project Name (from page one) Memorandum of Understanding- US Marshals Service- Northern District of Iowa Task Force Department No. project will be budgeted under 11 To be assigned by the Finance Dept. Activity No. project will be budgeted under 01011 1160 Project No. 11 PRO Subproject No. JLE021 (Each column should only include amounts by fund) Fund: 1160 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 - 3873 Reimburse for Services 20,000.00 20,000.00 TOTALS $ 20,000.00 $ - $ - $ - $ 20,000.00 EXPENDITURES: 1111 Salaries - Regular $ - 1112 Salaries- Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training - 1390 Contractual Services - 1114 Overtime 20,000.00 20,000.00 TOTALS $ 20,000.00 $ - $ - $ - $ 20,000.00 Dave Mohlis, Captain 12/15/2020 Michelle Weidner 12/21/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\US_Marshals_Project_Budget_Worksheet(1).xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name Memorandum of Understanding- United States Marshals Service-Joint Law Enforcement Task Fon City Contract No. To be assigned by the Finance Dept. Project Manager Chief Fitzgerald Project No. 11 PRO Project Budget Total $ 20,000.00 Subproject No. JLE021 1. How will this project be funded? A. Federal Grant Yes 0 No 0 CFDA# % Paid by federal grant 100.00% Grant Name Grant Agreement Number M-21-D29-0-000063 B. State Grant Yes = No % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding % Paid by City D. Other Entities Yes 0 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? ❑ FX If yes, will real property purchases be reimbursable under the grant? El ❑X 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 FX B. Publication, or printing costs ❑ FX C. Others, list El ❑X 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) MOU with United States Marshals Service allowing for the repayment of overtime funds during investigations of mutual interest. Page 2 must be attached and signed. K:\shared good ies\forms\US_Marshals_Project_Budget—Worksheet(1).xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO Project Name (from page one) IDOT Air Service Development FY-21 Department No. project will be budgeted under 29 To be assigned by the Finance Dept. Activity No. project will be budgeted under 7760/7700 Project No. 20PRO Subproject No. ADV21 (Each column should only include amounts by fund) Fund: Fund: _291 _010 Fund: Fund: Total REVENUES: 3000 Cash on Hand $ - 3350 Federal Grant - 3353 Federal U-Step Grant - 3358 Shared Program - City - 3360 Shared Program - State - 3361 State Grant 48,000.00 48,000.00 3365 State RISE Grant - 3720 Donations - Restricted - 3750 Sale of Bonds - 3800 Miscellaneous Revenue - 3111 Hotel/Motel Tax - TOTALS $ 48,000.00 $ - $ - $ - $ 48,000.00 EXPENDITURES: 1111 Salaries - Regular $ - 1112 Salaries - Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training - 1319 Other Prof - 1351 Advertising 48,000.00 12,000.00 60,000.00 TOTALS $ 48,000.00 $ 12,000.00 $ - $ - $ 60,000.00 Keith D. Kaspari 12/16/2020 Michelle Weidner �6 12/21/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date use rs\michelle-w\forms\Project_Budget_Wkshts_IDOT—Ai r_Svc_Dev_FY-21.xls\Page 2(Donat-non constr) (April 2003) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name IDOT Air Service Development FY-21 City Contract No. To be assigned by the Finance Dept. Project Manager Keith Kaspari Project No. 29PRO Project Budget Total $ 60,000.00 Subproject No. ADV21 1. How will this project be funded? A. Federal Grant Yes = No 0 CFDA# % Paid by federal grant Grant Name B. State Grant Yes 0 No 0 % Paid by state grant 80.00% Grant Name FY-21 Air Service Development Program C. City Match Source of Funding Airport Operations Budget % Paid by City 20.00% D. Other Entities Yes = No 0 % Paid by other entity Name Done None Attach copies of any grant agreements that will fund the project(REQUIRED) FX ❑ Yes No 2. 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? ❑ ❑ Done None If yes, attach authorization to purchase real property to this document. ❑ ❑ Yes None 3. Please indicate any non-participating expenses that you are aware will be incurred, such as: A. Stormwater permit fees ❑ 7X B. Publication, or printing costs ❑ FX C. Others, list ❑ 7X 4. Does this project cover any regular full-time salaries or benefits? ❑ FX If yes, employee/position to be covered. 5. Include a brief description of the project in the space below: (REQUIRED) This is an agreement between the Waterloo Regional Airport and the Iowa Department of Transportation for Air Service Development funding. Pursuant to the terms of this agreement, the Iowa DOT agrees to provide authorized funding to help in air service development activities to include: The promotion of passenger air service from the Waterloo Regional Airport through strategic advertising in digital, social media, television, print, radio, and billboard mediums. Page 2 must be attached and signed. users\michelle-w\forms\Project_Budget_Wkshts_IDOT_Air_Svc_Dev_FY-21.xls\Page 1 All Projects (Feb 2007)