HomeMy WebLinkAboutApproved Documents - 7/15/2019 /1061 .r�,F
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1160-1512
TRAVEL REQUEST FWoV'.: ) BUDGETED 6-1-)C/00 y'
CITY OF WATERLOO EXPENDED YTD /.34/,/
THIS REQUEST /(O yO u�
LEFT AFTER THIS
REQUEST J6 S, �L
DATE may/✓ 7-C/-//f
Original-Clerk/Finance Copy- Department
NAME(S) AND POSITION(S): DATE:
Captain Dave Mohlis July 7 , 2019
NAME OF CLASS/MEETING: DESTINATION: DOJ/Office of Justice Programs
Basic Financial Management Training Washington D.C. 20531
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
July 23", 2019 July 26 , 2019 July 24-25', 2019
PURPOSE OF TRAVEL:
Chief Trelka is requesting authorization to send Captain Dave Mohlis to Financial Management Training in Washington
D.C. The training is federally mandated for agencies that receive federal grant funding. Captain Mohlis who is in charge of
the Administration Division and is the financial point of contact and manages the federal grants for the police department,
requiring him to attend this training.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ 00.00
YES NO
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
xx AIRFARE DEPARTING FROM: Waterloo Regional Airport
ESTIMATE OF COST: BUDGET LINE ITEM: 010-11-1160-1512
$850.00 LODGING 100.00 TAXI xx GRANT REIMBURSABLE
$250.00 MEALS PARKING YES NO
$00.00 REGISTRATION 490.00 AIRFARE xx REQUIRED CERTIFICATION
$00.00 MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 1690.00 TOTAL: $ PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
DEPARTMENT HEAD MAYOR /
DATE DATE
FINANCE DEPT. STAFF ONLY
LINE ITEM USED O/D a k,,2J /3y-,t'—
TRAVEL REQUEST FYo2a,� BUDGETED 42^e
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST �(p
LEFT AFTER THIS
REQUEST 378
DATE
Original-Clerk/Finance Copy-Department
NAME(S) AND POSITION(S): DATE:
Quentin Hart 7/11/19
Mayor
NAME OF CLASS/MEETING: DESTINATION DEPARTURE POINT
2019 annual Conference & Exhibit IF NOT WATERLOO
Iowa League of Cities
�Lt�pu DEPARTURE
Q--
DEPARTURE DATE: RETURN DATE7 DATE(S) OF MEETING:
9/25/19 9/27/19
PURPOSE OF TRAVEL/TRAINING
Iowa League of Cities
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 010-01-8200-1345
$400 LODGING TAXI X GRANT REIMBURSABLE
$165 MEALS PARKING YES NO
0.00 REGISTRATION AIRFARE REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 565Q0 TOTAL: $ 0.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
1 ba i�i�c,�i
DEPARTMENT HEAD MAYOR
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED elo Q,Z 8/Qo /�
TRAVEL REQUEST FY&LOBUDGETED /$yo
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original-Clerk/Finance — Copy-Department
NAME(S) AND POSITION(S): DATE:
Pat Morrissey, City Council July 9, 2019
NAME OF CLASS/ MEETING: DESTINATION: Dubuque, IA
2019 Iowa League of Cities Annual Conference DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
09/25/2019 09/27/2019 09/25/2019-09/27/2019
PURPOSE OF TRAVEL/TRAINING:
The League's Annual Conference and Exhibit is the largest training in the state designed specifically for Iowa's elected
and appointed city officials.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 010-02-8100-1346
LODGING TAXI GRANT REIMBURSABLE
MEALS PARKING YES NO
$205.00 REGISTRATION AIRFARE REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ $205.00 TOTAL: $ PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
DEPARTMENT HEAD MAYOR
July 9, 2019 -7//
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED U;V o?,z ?,goo /34(o
TRAVEL REQUEST FY-200BUDGETED /SvU
CITY OF WATERLOO EXPENDED YTO ,33p
THIS REQUEST 33U
LEFT AFTER THIS y
REQUEST
DATEjr
Original-Clerk/Finance Ca - Department
NAME(S)AND POSITION(S): DATE:
Todd Henrich, Building Maintenance 7/9/2019
Chris Petersen, Building Maintenance
NAME OF CLASS/MEETING: DESTINATION DEPARTURE POINT
Iowa Chapter of IAPMO Continuing Education IF NOT WATERLOO
(International Association of Plumbing & Mechanical Elks Club—Waterloo, Iowa
Officials
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
12/7/2019 (Plumbing) 12/7/2019 12/7/2019
PURPOSE OF TRAVEL/TRAINING
Continuing education for State plumbing license
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 010-22-8800-1346
LODGING TAXI X GRANT REIMBURSABLE
MEALS PARKING YES NO
165.00 each REGISTRATION AIRFARE X REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 330.00 TOTAL: $ 165.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
DEPARTMENT HEAD MAYOR
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED i11 yr - ofd ss loFlGo
TRAVEL REQUEST FY !)BUDGETED Vis.}n a
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST 335
DATE
Original-Clerk/Finance Co - Department
NAME(S)AND POSITION(S): DATE:
Ed Abben, Building Maintenance 7/9/2019
Todd Henrich, Building Maintenance
Joel Shepard, Building Maintenance
NAME OF CLASS/MEETING: DESTINATION DEPARTURE POINT
Iowa Chapter of IAPMO Continuing Education IF NOT WATERLOO
(International Association of Plumbing & Mechanical Elks Club—Waterloo, Iowa
Officials
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
11/23/2019 (mechanical) 11/23/2019 11/23/2019
PURPOSE OF TRAVEL/TRAINING
Continuing education for State mechanical license
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
010-22-8800-1346
ESTIMATE OF COST: (Ed, Todd)
BUDGET LINE ITEM: 010-22-6860-1346 (Joel)
LODGING TAXI X GRANT REIMBURSABLE
MEALS PARKING YES NO
165.00 each REGISTRATION AIRFARE X REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 495.00 TOTAL: $ 165.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
u L.Ls? 4' fi�
EP RTMENT HEAD MAYOR
7- to-iq .
A ary 2010 DATE
FINANCE DEPT. STAFF ONLY
LINE ITEM USEDU 6j0_& /jcL(p
TRAVEL REQUEST FY.2dM BUDGETED _ _ avv
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST �3
DATE
Ori incl-Clerk/Finance Co - Department
NAME(S) AND POSITION(S): DATE:
Greg Ahlhelm, Building Official; Jeff Siebel, Property Safety 7/9/2019
Inspector; Bob Osgood, Chief Plumbing Inspector; Brian
Baker, Chief HVAC Inspector
NAME OF CLASS/ MEETING: DESTINATION DEPARTURE POINT
Iowa Chapter of IAPMO Continuing Education IF NOT WATERLOO
(International Association of Plumbing & Mechanical Elks Club—Waterloo. Iowa
Officials
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
11/23/2019 (mechanical) 11/23/2019 11/23/2019
PURPOSE OF TRAVEL/TRAINING
Continuing education for State mechanical license
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 010-22-5100-1346
LODGING TAXI X GRANT REIMBURSABLE
MEALS PARKING YES NO
165.00 each REGISTRATION AIRFARE X REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 660.00 TOTAL: $ 165.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
Z�z F� 1 jl
DPA MENT HEAD MAYOR
-7- ( e - Iq -7 (�►
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED Q/U ,7.2 S IOU /44&
TRAVEL REQUEST FYP20 BUDGETED l Uv v
CITY OF WATERLOO EXPENDED YTDU
THIS REQUEST �p D
LEFT AFTER THIS
REQUEST
DATE _�Wv
Original-Clerk/Finance Co - Department
NAME(S)AND POSITION(S): DATE:
Brian Baker, Chief HVAC Inspector; Bob Osgood, Chief 7/9/2019
Plumbing Inspector; Jeff Siebel, Property Safety Inspector;
Scott Strader; Combination Inspector II
NAME OF CLASS/ MEETING: DESTINATION DEPARTURE POINT
Iowa Chapter of IAPMO Continuing Education IF NOT WATERLOO
(International Association of Plumbing & Mechanical Elks Club—Waterloo, Iowa
Officials
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
12/7/2019 (Plumbing) 12/7/2019 12/7/2019
PURPOSE OF TRAVEL/TRAINING
Continuing education for State plumbing license
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 010-22-5100-1346
LODGING TAXI X GRANT REIMBURSABLE
MEALS PARKING YES NO
165.00 each REGISTRATION AIRFARE X REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 660.00 TOTAL: $ 165.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
DEPARTMENT HEAD MAYOR
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1100-1346
TRAVEL REQUEST FY_2019= BUDGETED ] 3,0Od
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST 3,53 d 9'
LEFT AFTER THIS
REQUEST <Ll q70 i
DATE S V-11 - 1
Original-Clerk/Finance Copy-Department
NAME(S) AND POSITION(S): DATE:
Officers Alexander Bovy and Charles Nichols July 10th, 2019
NAME OF CLASS I MEETING: DESTINATION: Johnston, Iowa
Firearms Instructor School
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: LR;eturn Date: DATE(S) OF MEETING:
7/29/19 /9/19 July 29th-Aug 9th, 2019
PURPOSE OF TRAVEL:
Lt. McClelland is requesting that the above listed Officer's attend the Firearms Instructor Certification Course held at the
Iowa Law Enforcement Academy July 29th through August 9th, 2019 in Johnston Iowa. This two week Instructor course
will certify these officers as Fire Arms Instructors in the state of Iowa. These Officers will be involved in facilitating training
for officers from our department as well as surrounding agencies. The cost of this training will not exceed$3530.00.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ N/A
YES NO
METHOD OF TRAVEL:
)000(XXXX CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM:
$600.00 LODGING TAXI x GRANT REIMBURSABLE
$780.00 MEALS PARKING YES NO
$2000.00 REGISTRATION AIRFARE X REQUIRED CERTIFICATION
$150.00 MILEAGEIFUEL MISCITOLLS YES NO
TOTAL FOR ALL: $ 3530.00 TOTAL: $ 1765.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND I ECESSARY AND BENEFICIAL TO THE
CITY F ATERLOO T HEAD MAYOR
DATE DATE
City Clerk Use Only
Finance Committee
Approval Date
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 Department to expend
$ 6,773.00 plus est. shipping costs of $ to pay for or purchase
This purchase or expenditure is being made because:
Removing and installing stair treads and risers for Police Department (City Hall)
Vendor selected for this purchase: Riley's Floors
X Bids or written quotes were taken on this purchase, as follows:
Riley's Floors - $ 6,773.00
D & W Floor Covering - $ 7,483.80
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:
EI General Fund Road Use Tax ❑ Sewer F-I Sanitation
FK Bonds Federal/other grants F-] Other(specify)
This expenditure is to be coded to the following budget line-item:
418-22-8800-2152
(Fund - Department-Activity -Account Number) (Project Code)
,dam J
in which the budgeted amount is $ G 60,,000
and the current available balance is $ S3ZI dS
Respectfully submitted,
-7-�(�
ignature 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 r
Approval Date
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 Clerk's Office Department to expend
$ 2,979.35 plus est. shipping costs of $ to pay for or purchase
16mm and 35mm microfilm @300 dpi file creation and indexing city documents for
access and historical purposes.
This purchase or expenditure is being made because.-
Microfilm
ecause:Microfilm needs to be converted to Laserfiche system for access purposes.
Vendor selected for this purchase: Scanning America and Advanced Systems
[X Bids or written quotes were taken on this purchase, as follows:
Advanced Systems, Inc. - $200.00
Scanning America - $2,779.35
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:
5x General Fund LI Road Use Tax ❑ Sewer F� Sanitation
❑ Bonds ❑ Federal/other grants 7 Other(specify)
This expenditure is to be coded to the following budget line-item:
010-03-8400-1321
(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
Respectfullys b pttd,
(Signat Y
DepT. Head or Designee) Date ( lgnbture Finance Dept. Review) Date
KAshared goodies\forms\Pre-Authorization.Microfiche Conversion(Mar 2010)
ScLA.111 Jing Al0PX,,,
America '
July 10, 2019
LeAnn M. Even,CMC, ICMC
Deputy City Clerk
715 Mulberry Street
City of Waterloo, Iowa
Re: Proposal for Scanning of 16mm and 35mm microfilm.
Thank you for this opportunity to provide you with information about our scanning services. I believe
that I have an excellent understanding of your project goals and that Scanning America is perfectly
suited to complete this project for the City of Waterloo. I'll be happy to modify the specifics of this
quote to reflect any changes in the scope of the project.
Scanning America Overview
Scanning America, Inc. was founded in 1989 as a national document scanning company. Since that time,
we have converted billions of images for clients in the US and abroad. Throughout our course,we have
maintained our focus on only providing scanning and indexing services. By doing so,we believe can
provide our clients with the greatest value.
We have the ability to scan and index most every type of document that can be found within an
organization, including: paper, maps/drawings, microfilm, microfiche,aperture cards, slides/photos,x-
rays and more. We are constantly seeking to upgrade our capabilities and equipment to ensure that we
remain on the cutting edge of technology and also remain as competitive as possible.
Physical and Technological Security/SOC 2 Compliance
Scanning America recognizes that security is of utmost importance in dealing with our customers'
records and information. We have many levels of both physical and technological security to ensure
that all of our customers' information is strictly secured and protected. The policies and procedures that
we have in place allow us to remain HIPAA and FERPA compliant. Scanning America is also an SOC 2,
SSAE 18 Type II Certified Vendor. Dealing with vendors that have this certification is needed to assure
companies of the safety and integrity of their data while in the hands of a third-party service bureau.
SOC 2,SSAE 18 audits are conducted over a 6 month time period and provide this assurance by
examining, documenting and testing, an array of internal controls within third-party service
organizations. All of our employees have undergone pre-hire criminal background checks and all must
sign confidentiality/non-disclosure agreements. Physical security includes but is not limited to:
• All exterior doors require electronic card keys for access
• Professionally monitored alarm system
• 20+security cameras in-side and out-side of building(video generated from these cameras is saved
for a minimum of 6-months)
• Routine evening and night/weekend patrols from private security firm (driving through parking
lot/checking doors to be sure they are locked)
• Non-escorted guests are never allowed in the building
• The production center is staffed 24 hours per day,five days per week
1440 N 3rd Street Lawrence, Kansas 66044
800.732.7226 www.scanningamerica.com
Scanning • •
America ' -
At a customer's request,we will submit for inspection a copy of our Corporate Security Policies,which is
a comprehensive document explaining in detail all of the procedures that we have in place to ensure the
confidentiality and safety of our customers' information. We would also be pleased to submit a copy of
our SOC 2,SSAE 18 Audit Results from The Moore Group.
Cyber Liability Coverage
Scanning America carries Cyber Liability insurance. This coverage,through Philadelphia Insurance
Companies, provides First Party and Third-Party protection, including all of the following:
• Loss of Digital Assets Coverage
• Non-Physical Business Interruption and Extra Expense
• Cyber Extortion
• Cyber Terrorism
• Security Event Costs
• Network Security and Privacy Liability
• Employee Privacy Liability
• Electronic Media Liability
We feel that this additional coverage brings significant value to our customers, as well as to our
organization.
Disaster Recovery/ Hot Site
To ensure seamless disaster recovery and business continuity, Scanning America operates a remote Hot
Site. Scanning America's Hot Site is a disaster recovery location that is set up and ready to go,where
Scanning America staff can arrive and continue to work immediately. Scanning America's
Hot Site has scanning equipment set up with current data available at all times,with all primary data
center functions copied and maintained off site. In addition to scanning equipment, Scanning America's
Hot Site also hosts QC and Data Entry/Indexing workstations.
While having a Disaster Recovery site actively working, in addition to a primary data center, is costly,
those additional costs pay off in providing redundancy should disaster strike, ensuring we can keep our
clients' projects on-schedule.
Scan on Demand Record Retrievals
Scanning America provides clients with ready access to their files throughout the back-file scanning
process. Scanning America has a constantly monitored email address,
filereouest@scanningamerica.com,where clients can initiate on-demand requests for files in Scanning
America's possession. Upon receipt of an on-demand file request,the authenticity of the request is
verified and then the file is located, prepped,scanned, encrypted and transferred electronically to the
requesting party. This is normally accomplished within 2-4 hours of the request. We understand that
our clients' access to their files is critical to their operations.
1440 N 3rd Street Lawrence, Kansas 66044
800.732.7226 www.scanningamerica.com
Scanning A -i
America '
eProject
eProject is an internally developed software tool that we use to manage all aspects of scanning projects,
from receiving boxes thru shipping deliverables,and everything in between. eProject is our single
repository for project specifications. Having a single repository for project specifications gives our staff
access to the most up to date information at all times.
eProject is also where we monitor the progress of our projects. We can tell which boxes have been
prepped,scanned, indexed, post-processed,QC'ed, delivered, etc. We also track which of our
employees performed each of these functions and what scanning equipment they used. This gives us
the advantage of being able to look at the work of particular individuals and to analyze the performance
of particular pieces of equipment.
Microfilm and Microfiche Scanning
Scanning America has been providing microfilm/microfiche scanning services for over 25 years. We
have made a significant investment in microform scanners manufactured by NextScan Corporation,
which are widely recognized as industry-leaders for microfilm and microfiche scanning. This equipment
along with our years of experience and highly trained staff, allows us to create superior quality images
from even the most challenging microfilm. With the NextScan devices, Scanning America takes
advantage of the Ribbon Scanning approach where entire rolls of microfilm are captured as a single
image and then segmented into individual images in a post-scanning audit process. This approach
ensures that no frames were missed and that each scanned image is an accurate representation of the
image on microfilm. We are confident that no other microfilm scanning equipment or company will be
able to produce higher quality images than we can.
Image QC& Indexing
As the documents are scanned,the scanned images are placed into queue for Image QC and Indexing.
During this process,each scanned image is viewed on-screen by Scanning America employees. Any
images which are determined to be illegible are flagged and in a later process compared to the original
film to ensure that the image capture is an accurate representation of the source document.
Scanning America performs data input/indexing using key-from-image software. Using this software,
Scanning America's data entry technicians are viewing scanned images on-screen and entering the index
values into a data entry database. To maximize the accuracy of this process,Scanning America's
standard procedure is double-key data entry. With double-key data entry, after one technician has
completed the data entry on a given set of documents, a second technician repeats the process on the
same set of documents. Any time the second technician types even a single keystroke differently than
the first technician;the software flags the difference and asks the second technician to verify that they
want to modify the original values. The result of this process is extremely accurate data entry.
Import File Creation & Data Delivery
Finally,at the end of the process,we'll create an export of the images and data formatted to your
specifications. The images and data will be delivered on encrypted media of your choice such as USB
drive or uploaded to an account created for you on our SFTP site.
1440 N 3rd Street Lawrence, Kansas 66044
800.732.7226 www.scanningamerica.com
Scanning - -
America '
Project Overview and Cost Estimates
16mm Microfilm
• You have 32 rolls of 16mm microfilm.
• The sample roll we scanned had 4,272 images.
• Based on the sample roll, I'm estimating that there's a total of 136,704 images within the 32 rolls.
• Scanning at 200 dpi in your choice of bi-tonal or grayscale images will be at$0.011 per image
including indexing at the roll level.
• I'm estimating the total cost at 200 dpi to be$1,503.74.
• -or-
Scanning at 300 dpi in your choice of bi-tonal or grayscale images will be at$0.0132 per image
including indexing at the roll level.
• I'm estimating the total cost at 300 dpi to be$1,804.49.
35mm Microfilm
• You have 20 rolls of 35mm microfilm.
• The sample roll we scanned had 617 images
• Based on the sample roll, I'm estimating that there's a total of 12,340 images within the 20 rolls.
• Scanning at 200 dpi in your choice of bi-tonal or grayscale images will be at$0.066 per image
including indexing at the roll level.
• I'm estimating the total cost at$814.44.
• -or-
• Scanning at 300 dpi in your choice of bi-tonal or grayscale images will be at$0.079 per image
including indexing at the roll level.
• I'm estimating the total cost at$974.86
Conclusion
Thank you again for this opportunity to earn your business. I will be happy to schedule a call to discuss
this proposal and go over any questions that you might have.
Sincerely,
Brett Benson
Scanning America, Inc.
800-732-7226 Corp.
417-522-6855 Direct
brett@scannineamerica.com
1440 N 3rd Street Lawrence, Kansas 66044
800.732.7226 www,scanningamerica.com
City Clerk Use Only
Finance Committee
�f
Approval Date `I Om
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 WFR Department to expend
$ 2,784.05 plus est.shipping costs of $ None to pay for or purchase
Written exam for the Battalion Chief Promotional Process.
This purchase or expenditure is being made because:
The Battalion Chief promotional process includes a written test.
Vendor selected for this purchase: McCann Associates
7 Bids or written quotes were taken on this purchase, as follows:
Fx Bids or quotes were not taken on this purchase because:
McCann Associates custom creates the test for us.
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
Qx General Fund Road Use Tax ❑ Sewer F—I Sanitation
❑ Bonds Federal/othergrants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-12-1400-1319
(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
RespectIiGI ysu ted,
(Signature Dept. Head esignee) LDVI(SignarLire Firtance Dept. Review) Date
Sent over 071019.
McCann Associates Invoice
6805 Route 202
New Hope, PA 18938-1079 Date Invoice#
7/9/2019 21249
Bill To Ship To
Waterloo Fire Rescue
Attn: Pat Treloar,Chief of Fire Service
425 E.3rd Street
Waterloo,IA 50703
Project S.O. No. P.O. No. Terms Rep
D-9221 1967 Net30 BS
Qty Item Description Price Each Amount
I P/F-Customizatio... Customization Fee—Written Promotional Examination 1,500.00 1,500.00
for the rank of Battalion Chief
3 P/F-Battalion Chief 3 test booklets for Battalion Chief exam @$50 each 50.00 150.00
10 P/F-Local Questions Development of Local Knowledge Items—10 @$110 110.00 1,100.00
each
1 P/F-Shipping Cha... For all hard copy materials 9.05 9.05
1 P/F-Handling Fee For all hard copy materials 25.00 25.00
3.00%electronic payment surcharge fee will be charged for any credit card payment
Phone# E-mail Total $2,784.05
Remit to:
267-756-1166 smiao(.a)vantage.com McCann
6805 Route 202 Payments/Credits $0.00
Fax# Web Site New Hope,PA 18938-1079
267-756-1213 wvnv.mccanntesting.com Balance Due $2,784.05
City Clerk Use Only
Finance Committee
Approval Date
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/Fire Department to expend
$ 4,999.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Purchase a DJI Zenmuse thermal imaging camera for the City owned Unmanned
Aerial Vehicle
This purchase or expenditure is being made because:
To be used in night time police and fire operations to include lost and missing person
searches, and residence and commercial building fires. WPD/WFD splitting the cost
Vendor selected for this purchase: Enterprise UAS
Fx Bids or written quotes were taken on this purchase, as follows:
Enterprise UAS $4999.00
Blue Skies Drone Shop $9150.00
Planet Inhose Inc. $5125.00
❑ 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:
Ox General Fund EI Road Use Tax EI Sewer ❑ Sanitation
❑x Bonds Yi") 0 Federal/othergrants Fx Other(specify) WPD forfeiture
This expenditure is to be coded to the following budget line-item:
WPD 010-11-1150-1512/WFR 418-12-1400-2112 11TRI.WPDF
(Fund - Department-Activity-Account Number) (Project Code)
0/0 i( H!9 /Z
#-5-0 lY i'joao Z//"-
in which the budgeted amount is $ _ /S,yOl1 r� or ovo
and the current available balance is $ 9 c�'7/
Respectfully submitted,
— �
070SJS
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization(Mar 2010)
City Clerk Use Only
Finance Committee
f`
(Approval Date t
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
$ 4.350.01 plus ext. shipping cost of $ 0.00 to pay for or purchase
3 Cartegraph CarteFLEX subscriptions one year renewals August 2019 thru July 2020 for CMOM
Program software, includes FOG Program.
This purchase or expenditure is being made because:
For CMOM ProEram and Consent Decree data Current subscription expire in August
2019.
Vendor selected for this purchase:
Cartegraph
Bids or written quotes were taken on this purchase, as follows
®Bids or quotes were not taken on this purchase because:
Cartegraph is the rep. we purchased our CMOM Programing software from. City
Strategic Plan, Strategy 4.5 Maintain and develop community services and city facilities
that support quality of place.
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: 7Sanitation:
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 av . e balance is $ 3Z000.00
wtfully mitt
7 9�y
gnature Dep . ead Or Designee) ate (Signature Finance Dept. Review) Date
Cart6graph- INVOICE
3600 Digital Dr,Dubuque, Iowa,52003, United States
Phone:563-556-8120 Fax 563-556-8149 Invoice Number BD0000256
www.Cartegraph.com
achremit@cartegraph.com
Invoice Date 6/12/2019
End User
Document Type Invoice
Billing Address Shipping Address
Steve Hoambrecker City of Waterloo
Waste Management Director 715 Mulberry St
City of Waterloo
715 Mullberry Street Waterloo, IA 50703-5714 Waterloo. IA 50703 US
US
PO/ Contract Payment Terms Due Date
Net 30 Days 7/12/2019
Product Name Term Start Term End Quantity Unit Price Tax Net Value
Date Date Value
1 CarteFLEX Subscription 8/1/2019 7/31/2020 1 $1,715.62 $0.00 $1,715.62
Renew
2 CarteFLEX Subscription 8/1/2019 7/31/2020 2 $1,317.19 $0.00 $2,634.39
Renew
$4,350.01
Net Total
Tax Total $0.00
Invoice Total $4,350.01
GO GREEN:
GO GREEN:For your convenience,we do accept ACH/EFT payments.If you have any questions or
comments about your software licensing agreement,service invoicing and setting up electronic payments,
please contact Mary Jo at 800.688.2656,ext.3312 or maryjosmock@cartegraph.com. For renewal invoice
questions,please contact Ashley at 800.688.2656,ext.5298 or ashleybontemps@cartegraph.com.Credit
card payments:http://www.Cartegraph.com/Payments Please note the invoice#from above with payment.
Accounts that are past due will be assessed a monthly 1.5%finance charge retroactive from the invoice
date.
1l1
City Clerk Use Only
Finance Committee
Approval Date
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
$ 8.612.87 plus ext. shipping cost of $ 0.00 to pay for or purchase
Rental of 2 Sunbelt Hydrolic Pump
This purchase or expenditure is being made because:
Cleaning of Aeration Basin 2 Pumps needed to keep aeration basins pumped down
from groundwater accumulation for changing diffuser socks and cleaning grit and
Vendor selected for this purchase:
Sunbelt
Bids or written quotes were taken on this purchase, as follows
®Bids or quotes were not taken on this purchase because:
Sunbelt is sole provider of hydrolic pumps
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:
Bonds: Federal/other grants: [:]Other(speclfy):
This expenditure is to be coded to the following budget line-item:
520-14-5200-1564
(Fund - Department-Activity-Account Number) (Project Code)
in which budgeted amount is $ r/pU0 + 3vvo, i� 0UU
and the current available balance is $ 1 oad� � r 50Ud
R c ul7HeOr
7--a
(Si ature Dept. ignee) to (Signature Finance Dept. Review) Date
7 If
Page 1 of 2
SUNBELT.
RENTALS PC#: 0600
PUMP&POWER 12225 S HUDSON ROAD MWIRIE s:TO91*141IIU U UCHOLAS {6
SERVICES AFTON, MN 55001-8706
TELEPHONE: 952-229-6699 Typed By: NSTILES
Job Site: I QUOTE
CITY OF WATERLOO WTP III IIiIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII
3505 EASTON AVE
WATERLOO, IA 50702-2000
Contract #.. 91295023
C#: 319-291-4553 J#: 319-291-4553 Contract dt. 7/01 i 19
Date out.... 8/05/19 9:00 AM
Customer: 714592 Est return.. 9/02/19 9:00 AM
CITY OF WATERLOO WASTE MGMT Job Loc..... 3505 EASTON AVE
3505 EASTON AVE Job No...... 1 - CITY OF WATERLOO
WATERLOO, IA 50702-2000 P.O. #...... MANAHL, BRAD
Ordered By.. MANAHL, BRAD
NET DUE UPON RECEIPT
QTY EQUIPMENT # Min Day Week 4 Week Amount
2.00 60HP DIESEL HYDRAULIC POWER PACK 345.00 345.00 760.00 2115.00 4230.00
0420160
2.00 611 HYDRAULIC PUMP HEAD 60HP 105.00 105.00 345.00 920.00 1840.00
0450330
2.00 611 ADAPTOR FLG X M BAUER 8.00 8.00 22.00 64.00 128.00
2.00 611 BAUER SOCKET X MALE CAM 4 .00 4.00 10.00 31.00 62.00
4.00 HYDRAULIC HOSE 1" X 501 6.00 6.00 21.00 60.00 240.00
SALES ITEMS:
Qty Item number Unit Price
1 DLPKSRCHG EA 271.250 271.25
TRANSPORTATION SURCHARGE
1 ENVIRONMENTAL EA 91.600 91.60
2133 ENVIRONMENTAL
DELIVERY CHARGE 875.01
PICKUP CHARGE 875.01
Sub-total: 8612.87
Total: 8612.87
Certain equipment above requires scheduled Preventive Maintenance.Sunbelt Renlals will monitor the operation time and perform PM service as required in accordance with
manufacturers specifications.Customer shall be charged for each PM service performed during rental period.
•••
...••••••••••••••••'•••••'*a•••Rate •our rental ex*erience wwwsunt]eltrentals.00misurIF THE ve•
EQUIPMENT DOES NOT .• Oil CUSTOMER RESPONSIBLE a•
PROPERLY. MMAYAPPLY MAGES D ,EPAIRS
i,
The rotor charges areas ntimale based....the ntixalNlmUlpxiod and mlher inlo�nutise prarNed by Cuslome,.
7. ['Marr isuxn Mlriskf and
aiatNwil harm EMapmmtrained lhmb.,iM eriod..stsRo p.?be.ndesmpe la Dxum.D,apxty and @a Epagn"nl.
]. Ce Marrfa raapmaWla tD,ant atoll only pxsul P,epnly U.inN,laHaund Mliridutl'to me ten EMuipxeat.
d. 11 the EMaipesnt don eat epa,ate properly,is sat soluble tot Customer's i.mided on,dam rot have operating and Meter,instructions Or L'msleniml has say Mention'ragnding am of the EMuiexmt,callosity shall not uu the E,uipxmnl and
shall caelut Saebdt lnsW ready.
9. EMxPmanl xlWse of aVaj daxepN m,analtinetlnning Eq..imint only result tn'xWn beddylnlwyear death aad Came.,*glem that Costs.r)Answer'all flit estimated lhnWnder.and bit Intensities Sunbdl Entities to,all clalxe 0l
damgn..•rMIR el xlwn a,ma M chane.dear xalluntioaisg EMalpsent
6. Cast..has retained.read,mdxMa d. ad¢glees to the ntim*tedCharges a ad all the lxma a a this papa.Plus all snlien'an In.mon*side of this Csaaclf5setio.0,including Release ant lndminllicallen is section It and 4munmental
In in SaCllan 16.whish un atu be leant et r ww.sosbdxmtal'.nMrmuleemrad.•Oalirmry7i<lup Surcharge lea upbnliea is.,.,table al involverunhall,mUleeaM'ns6arge.
7. Cast..asst contest sanbWto,aMmmlpickup of EMaipmanl,uuin the NMI Ull R-asher gime be Sunbalt and will be lnpenilble to raolpmsut sold w.ally,errinred by Sunbull.
I. Customer waives iia right 1.a jury trial is an,digests a sed fallb in Siouan 19.
9. at the alxaro.at Sanbale el Cnalemar,Cal..ag,ng to sabmilnxy dispute to xbltniten 4.4 waives any nghr to bring.Uass ectwn as%M(*ilk in Snban 70.
rM ontinued on the next page...
• www ntmAelarunlMst"m•• RNTOUTPIP IRev,08/14/181
Page 2 of 2
SUNBELT
RENTALS PC#: 0600
PUMP&POWER 12225 S HUDSON ROAD
SERVICES AFTON, MN 55001-8706 SMIREIL-T0WT44111U MOLCHOLAS (6
FTO
TELEPHONE: 952-229.6699 Typed By: NSTILES
Job Site: QUOTE
CITY OF WATERLOO - WTP III IIII'll'IIII'I�I'�I'II"IIIIIIIIIII'�III'l)
3505 EASTON AVE
WATERLOO, IA 50702-2000
Contract #.. 91295023
C#: 319-291-4553 J#: 319-291-4553 Contract dt. 7/01/19
Date out.... 8/05/19 9:00 AM
Customer: 714592 Est return.. 9/02/19 9:00 AM
CITY OF WATERLOO WASTE MGMT Job Loc..... 3505 EASTON AVE
3505 EASTON AVE Job No...... 1 - CITY OF WATERLOO
WATERLOO, IA 50702-2000 P.O. #,....• MANAHL, BRAD
Ordered By.. MANAHL, BRAD
NET DUE UPON RECEIPT
QTY EQUIPMENT #! Min Day Week 4 Week Amount
A11 amounts are in USD
Certain equipment above requires scheduled Preventive Maintenance.Sunbelt Rentals will monitor the operation time and perform PM service as required in accordance with
manufacturers specifications.Customer shall be charged for each PM service performed during rental period.
•••• ••••••••••• *•••••••• ••Rate your rental experience www.sunbeltrantals.com/survo '"'' '''
1. The lobl,bgnaaaa wiaata boom on l htaatiam l adlrnul pa nod and ocher infermalronpmrld"by Customer.
1. Customm resumes all nth sedmciatad.viin the Eminims/during Ibe Rental posted including u.jury and damage to raider,s,proper is am the E quipmnl.
a. Cestode is Ford b ler Mail shalt a Aly .out in.1 At 11lninm,In honrm lmi.idnb to nu ibis Equipma.l.
d. If the Equipment den net operate properly,is vat suitabr,let Cestnand*a intended use,don net have opmaliag..it U1.1 It ioalrlleted.s or canto Asir he coy questions regarding am al the Equipmeet.Cast~shall col use the Egwpmnt and
shall contact Sunbelt iysosadiatry.
S. Equipmnt-isusnnsi No days,gulf of.1f.ul inning Ego ipmnl My null in Ividul bodily i.jury e,death and customer&arm Ilia l customs hl Modems all its i endowed I hmneder,cod bilWorried toA Sunbelt Entities for alt twin,or
".I.as a inuf of Irmo or And of danmged or mallunttieninq Egu'risdal.
g. Catteamr bas ncN.ad.read,undwaaMo And Agrees le the Wisdom Aber In and.111 he ter ms on this page,p leas all sactions a n the Inverse mile a l ibis Coal ua rSaatta ns-I.including Nelaam and readmit C4604 in$"lien a am E evil mmental
rm as Saelio,IS.which n.elm befound.1www.sdabell rentals codIntel[ontutl.'eelirary,7isi0 SerN.rq.In..,I...ties aavailable.1 douseaunbalnenI.J.'. fsu,eh.rge
7. Cdttar meal contact Sunbelt to reduest pickup of Equipaysnl,cola in l he Pick Up NumWtgivm by Sunbeltcod wog be rtmo.sibl.for Inundator until alftell,1.1 inm by Sunbelt.
N [sated,waived its light to a jury tria l in any disputes ul larth in$aclion IB.
g. At the notion At Said;on or Cuslone,,Cuslomer agrees to submit eery disputa to ubt,sm.and worn anynant to bring A claseclion As sat lnlb in Swt...20.
Cystomas is aclning Rental protect ice
Iwerse side for de a d&/ (Customer leitid0
- - �9�b /YIq ��� _ flu usT szoi9 7/o,�Ij
Cuttolum Sryeatuu - —gala Nam Priam �-
Oeliveretl gy etle
••www.sonbelmetimis-cosi•• RNTOUTPIP IReu 0311iTIR1
City Clerk Use Only
Finance Committee
Approval Date 76 -t(
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 Street Department to expend
$ NTE 7,000.00 plus est. shipping costs of $ 300.00 to pay for or purchase
PJ brand 20 ft. Tilt Trailer - 14,000# GVWR
This purchase or expenditure is being made because:
New larger trailer to accommodate the skidloader.
Vendor selected for this purchase: Wright-Way Trailers
FX Bids or written quotes were taken on this purchase, as follows:
Wright-Way Trailers Hiawatha, IA $6,750.00
Black Hawk Rental Waterloo, IA $7,218.75
Star Equipment LTD Waterloo, IA $7,870.00
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:
1-1 General Fund ❑ Road Use Tax EI Sewer ❑ Sanitation
Bonds El Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
415-19-7100-2117
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 100,000.00
and the current available balance is $ 37,072.00''
Respectfully submitt d,
A �
(Signa re F5ept. Head or Designee) ate (Signature Finance Dept. Review) Date
KAshared good ies\forms\201 9-J u ly-P re-Auth-Street-Wrig ht-Way Trailer-20'Tilt trailer-$6,750.00+SH$300-415-19-7100-2117.xls(Mar
2010)
City Clerk Use Only
Finance Committee G
Approval Date
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 Operations Department to expend
$ 5,856.34 plus est. shipping costs of $ to pay for or purchase
Directional boring of 2" HDPE poly duct across four road crossings - (2) at Wagner Rd.
and (2) across W. Airline Hwy.
This purchase or expenditure is being made because:
Installation of permanent traffic signals.
(installation being done in-house)
Vendor selected for this purchase: Hoffman & Hoffman Trenching, Inc.
FX Bids or written quotes were taken on this purchase, as follows:
Hoffman & Hoffman Trenching, Inc Waterloo, IA $5,856.34
West Union West Union, IA No Bid
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 EI Road Use Tax ❑ Sewer ❑ Sanitation
❑ Bonds ❑X Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
290-17-7161-2125 /77-1<t' L JA&S&n/L,
(Fund - Department-Activity-Account Number) (Project Code)
3�
in which the budgeted amount is $ 586�ly
and the current available balance is $ gk5(0 3.Y
Respectfully submitted,
(Signature Dept.tHead or Designee) ate (Signature Finance Dept. Review) Date
K:\shared good ies\forms\2019-July-Pre-Auth-Traffic-Hoffman&Hoffman-Airline&Wagner-$5,856.34-290-17-7161-2125.xis(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date
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
$ 3,661.78 plus est. shipping costs of $ 40.00 to pay for or purchase
PMP PNT 1:1 Ratio Pump
This purchase or expenditure is being made because:
Replace yellow paint pump on paint machine
(EZ-Liner only vendor)
Vendor selected for this purchase: EZ-LINER
FX Bids or written quotes were taken on this purchase, as follows:
EZ-LINER Orange City, IA $3,625.46
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:
1-1 General Fund QX Road Use Tax EI Sewer ❑ Sanitation
❑ Bonds EI Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
266-17-7120-1571
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 10,700.00 ✓
and the current available balance is $ 10,28j00
Respectfully submitted,
vkh
(Signature Dept. d or Designee) "ILDate (Signature Finance Dept. Review) Date
K:\shared good ies\forms\2019-July-Pre-Auth-Traffic-EZ-LINER-yellow paint pump-$3,625.47+SH$36.31-266-17-7120-1571 xis(Mar 2010)
Budget Amendment Descriptions for 7/15/2019 Finance Committee Meeting Agenda:
1. Approve the project budget amendment for the Police Department Canine Project, using revenue
collected in prior years of$4,000 to pay for additional training, submitted by the Police Department.
2. Approve the project budget for the Hotel Motel Partnership grant in the amount of$25,000,to be
used for marketing expenses, as submitted by the Cultural &Arts department.
Please use this for project budget descriptions on Finance agenda. Do not need to include this cover
sheet in the Finance Committee packet.
; F
j'I7v'
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Firiance mittee approval required?
YES 11, No
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 20 submitted by the POLICE Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES(INCREASE REVENUE) INCREASE EXPENDITURES(DECREASE REVENUE)
Fund Dept Activity Acct#1 Acct Name Proj Code I Amount Fund Dept Activity Acct#I Acct Name I Proj Code I Amount
010 11 1160 3389 3MO `K 0onati&% 11PRO.PDK( 4,000.00 010 11 1160 1528 K9 Program 11PRO.PDK( 4,000.00
Cifslf o,( !�"AJD
TOTAL $4,000.00 TOTAL $4,000.00
This amendment is being requested because:
This is to conform with the City's budget line item control policy.This is to correct the K-9 Program line for Bomb
Dog Handlers Course.
Prior Committee Actions(Dates):
076C
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted(Finance Dept.)
K:\users\shared goodieslforms\cs budget amend req form(Apr 2003)
1, PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION
PAGE TWO
Yaterlt,o Cer ter for the Arts
City Clerk Use Only
Ccs Commmial St.
Waterloo, IA 50701 Finance Committee _
Approval Date
Project Name (from page one) HOTEL,MOT�EL-CVB FY20 PARTNER FUNDING
Department No. project will be budgeted under r— 26 To be assigned by the RhanceDept.
Activity No. project will be budgeted under 4265-1351 Project No. 26fiMT.ADVFY20
Subproject No.
(Each column should only include amounts by fund)
Fund: 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
3111 Hotel-Motel Tax 25,000.00 25,000.00
TOTALS $ 25,000.00 $ $ $ - $ 25,000.00
EXPENDITURES:
1111 Salaries - Regular $ _
1112 Salaries - Part Time _
1315 Education &Training
1345 Travel - Official City
1346 Travel - Prof Training _
1390 Contractual Services
1351 Advertising 25,000.00 25,000.00
TOTALS $ 25,000.00 $ - $ - $ $ 25,000.00
X 1 t A014 4e� 7-1i41
(Signature Dept. Head) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Project Budg-HMT-CVB-FY2020 7-8-19\Page 2(Donat or NON-constr) (Mar 2010)
PROJECT BUDGET WORKSHEET -ALL PROJECTS
PAGE ONE
Project Name HOTEL MOTEL-CVB FY20 PARTNER FUNDING
City Contract No. Ta be assigned by the Finance Dept.
Project Manager KENT SHANKLE Project No. 26HMT.ADVFY20 _
Project Budget Total $ 25,000.00 Subproject 11 Na.
1. How will this project be funded?
A. Federal Grant Yes 0 No 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 = No = % Paid by other entity
Name CONVENTION &VISITORS BUREAU
Done None
2. Attach copies of any grant agreements that will fund the project(REQUIRED) 7 7
3. Does the project include the purchase of right of way or other real property? El Q
If yes, will real property purchases be reimbursable under the grant? El Q
If yes, have you attached authorization to purchase real property to this document? 7 7
4. Will this project include any non-participating expenses, such as:
A. Stormwater permit fees El FRI
B. Publication, or printing costs F—xl El
C. Others, list El 7
5. Does this project cover any regular full-time salaries or benefits? 7 Q
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
SEE ATTACHED
advertising&marketing to promote tourism
Page 2 must be attached and signed.
K:\shared goodieslforms%Project Budg-HMT-CVB-FY2020 7-8-19\Page 1 All Projects (Mar 2010)
PHONE (319) 233-8350
TOLL FREE (800) 728-8431
EXPERIENCE FAX (319) 233-2733
waterloo experiencewaterloo.com
April 18, 2019
Dear Waterloo Center for the Arts,
At this week's Waterloo City Council meeting, the Council approved the funding recommendations
of the Experience Waterloo Board of Directors for Hotel-Motel Tax Grants in Fiscal Year 2020 (July 1,
2019—June 30, 2020).
Your application for funding was reviewed, and the approved funding recommendation through this
process totaled $25,000.
The overall total for funding for the Partner Program was $96,000.
Upon successful completion of your funded effort, please make sure to complete the grant
evaluation form available on www.ExperienceWaterloo.com through our partners page.
We are very excited to be a small part of your efforts. Please let us know if there are any ways we
can assist you.
If you have questions about the process, please don't hesitate to contact me.
Sincerely,
Tavis Hall, Executive Director
Experience Waterloo
500 JEFFERSON STREET I WATERLOO, IOWA 50701
EXPERIENCE
waterloo
GRANTPARTNER 2020
Part of the City of Waterloo Hotel-Motel Tax Grant process
Experience Waterloo, on behalf of the City of Waterloo, is accepting funding requests from tourism-
related, non-profit organizations (as qualified under IRS section 501(c)) or cultural departments.
Fiscal Year(FY) 2020 marks a new era for Experience Waterloo (formerly known as Travel Waterloo and
legally recognized as Waterloo Convention &Visitors Bureau).The organization strives to put Waterloo
in the best light at all times, showcasing Waterloo as a great place to live,work, play and visit. Our
organizational mission statement is "to enhance and promote the Waterloo experience."Through a
more engaging partnership program, we will be better able to enhance and promote the Waterloo
experience, amplifying our collective voices as we strive to make Waterloo a key Iowa destination.
Applications should show how the organization brings visitors to Waterloo throughout the year. Grants
awarded are intended to support projects that help draw visitors to Waterloo. Organizations must be
able to show results of grant dollars spent(i.e. increased visitation, increased website traffic,etc.)with
specific data.
PARTNER PROGRAM INTENT
This program is intended to:
• Recognize that site-based attractions and organizations provide a different level of service to
visitors than events.This funding provides a base of support that aids in planning and budgeting.
• Provide regular and reliable support for tourism attractions and organizations to use in
marketing outside Black Hawk County.
• Provide financial support for site-based attractions and organizations that
o Drive and serve visitors
o Offer reasons for visitors to extend their stay in Waterloo
o Have a positive impact on Waterloo
PARTNER PROGRAM EXPECTATIONS
This program expects that Experience Waterloo Partners funded through this program will:
• Assume a leadership and advocacy role in the community to advance tourism in Waterloo and
the mission of Experience Waterloo.
• Provide two new blog posts, relevant to the organization's mission, for use on Experience
Waterloo website and other Experience Waterloo affiliated publications.
• Executive Director(or Marketing Director)will participate in 75%of Experience Waterloo
partnership meetings, held quarterly starting January 2019.
• Provide support for Experience Waterloo in bidding events, tournaments, conventions,etc.
• Participate in cooperative advertising efforts with Experience Waterloo,where applicable.
PARTNER PROGRAM ELIGIBILITY
To be eligible for this program, an organization must meet the following criteria:
ORGANIZATION
The organization must:
• Be located in Waterloo, Iowa.
• Be a cultural tourism attraction or organization.
• Be legally organized as an Iowa organization, incorporated under the Iowa Nonprofit
Corporation Act, holding a federal 501(c)(3)tax-exempt status OR an arts or cultural
department or division of a municipal government that is incorporated in Iowa under the Iowa
Nonprofit Corporation Act.
• Have at least one,full-time paid professional employee who is employed year-round, and is
responsible for managing the organization.
• Own, operate, rent or lease a facility or office space that has a published street address and has
regularly scheduled hours of operation totaling at least five days per week in which to interact
with the general public.
• Have facilities, programs or services available to visitors at least 1,040 hours per year.
o While an organization's major program(s)or service(s) may occur primarily during a
specific time of year, other services and programming should occur and benefit visitors
throughout the remainder of the year.
OVERSIGHTBUDGET &
The organization must:
• Be able to match (dollar for dollar)the funding award received in money spent on
marketing/event, not in staff salaries or other operational functions.
• Have their financial statements audited or reviewed annually by a third-party CPA, and the most
recent year's report will be provided to Experience Waterloo upon request.
ELIGIBILITY
• The organization must have met all of the above eligibility requirements for a minimum of three
years. Until that time,the organization is invited to apply using the Events/Capital Grant
Application.
• Should an organization that has been previously funded as an Experience Waterloo Partner not
meet eligibility requirements, that organization is invited to apply using the Events/Capital
Grant Application until the next funding cycle during which all eligibility requirements are met.
USE OF
• Applicants may apply using the Event/Capital Grant Application during the same fiscal year.A
Partner organization, if granted Event/Capital grant funds,will be strictly prohibited from
applying for Event/Capital grant funds for two years, but will still be eligible to apply for the
Partner Program.
• Funding through the Partner Program must be matched, dollar for dollar, by the Partner
organization.Those funds must be directly related to marketing.
• Funds may be used solely for marketing projects,or projects that are intended specifically to
bring visitors from out-of-county(see fundable items listed below).Any use of grant money for
items not listed will result in total funding being reduced by the amount spent on non-fundable
items.
Waterloo Hotel-Motel Tax Partner Grant Rules&Application-FY20 2
• Partner organizations will be funded based on total operating budget. In the event that the
specified marketing budget cannot provide a dollar for dollar match, Partner funds will be
decreased to reflect partnering organization's marketing budget.
• Matching funds cannot be in the form of staff salaries or other operational functions.
FUND USE REPORTING
• In order to be considered for funding through the Experience Waterloo Partner Program,
applicants must:
o Meet with Executive Director of Experience Waterloo prior to submitting application. No
applications will be considered without attendance.
o Give one-year written notice of intention to apply for Partner Grant funds.
• Partners funded through this program will be required to outline specifically how funds will be
spent before the beginning of the fiscal year in which funds are awarded.
• Partners will be required to submit a detailed final report, including specific information about
marketing projects, results, additional dollars spent, copies of invoices and proof of payment.
• Grant funds are available only after all grant dollars have been spent and final report has been
received and reviewed. No grant dollars will be paid in advance. No exceptions will be made.
• Applicants must show out-of-county visitation in a month-by-month format from the
organization's most recently completed fiscal year.
o Partners will be required to provide specific information about how out-of-county
visitation data is collected. Partners may use admission,ticket sales,etc. to track
visitation, and will be expected to count/survey visitors at 25%of special events that are
not ticketed. The Experience Waterloo Executive Director and Partner representative
will determine specifically which events should be counted and the appropriate number
of surveys to be completed.
• Applicants will be required to provide actual revenues and expenses from the organization's
most recently completed fiscal year including a breakdown of funds spent specifically for
marketing.
• Funding is for projects that occur in the correct fiscal year only.
• Funding must be used for the project designated on the signed contract or funding may be
forfeited.
• All project printed materials, signage or advertising must contain the words, "Sponsored in part
by Experience Waterloo and the City of Waterloo Hotel-Motel Tax Grant" and a logo provided by
Experience Waterloo.
FUNDABLE
• Advertising and marketing(Print/Electronic/Billboard)
o Advertising and marketing should focus on audience(s) outside of Black Hawk County.
• Direct mail campaign expenses, including design, printing and postage.
• Entertainment and honorariums for events.
• Printed materials that promote visits to the event/project prior to the event occurring.
• Travel shows
o Funding for booth space and registration fees are eligible, but travel is not a fundable
expense.
• Marketing and design services by companies or individuals outside the organization.
Waterloo Hotel-Motel Tax Partner Grant Rules&Application- FY20 3
FUNDING STRUCTURE
Partner funding for FY20 will be based solely on
Annual Operating Budgets.All applicants who've Annual Operating Budget
previously enrolled in the Partner Program will
be partially evaluated on past performance (see $1,000,000+ $25,000
Partner Program Expectations). $750,000-$999,999 $20,000
$500,000-$749,999 $15,000
Funds not awarded based on Annual Operating $250,000-$499,999 $10,000
Budget will be awarded to the organization with
be highest scored answer for question#6 in the $100,000 $249,999 $5,000
application.
Partners must submit the electronic version of the application and any additional supporting
information. Supporting information must be sent to Tavis Hall at tavis@experiencewaterloo.com.
Grants will not be accepted until electronic application and supporting information are both received.
Dec 7, 2018 Application available on experiencewaterloo.com
Jan 10, 2019 Application due to Experience Waterloo
Jan/Feb 2019 Board meets and makes recommendations to City Council
Feb/Mar 2019 Partners notified of funding results
May-June 2019 Partners provide grant use information to Experience Waterloo
July 1, 2019 Funds available after completion of event/project
30 Days Post Event/Project One hard copy and one electronic copy of evaluation form/final report
due to Experience Waterloo
Note:Awarded grant money will be distributed in full from the City of Waterloo approximately one
month following the recipient's submission of two copies of the completed project evaluation form for
the funded project. Evaluations are to be returned within 30 days of the completion of the event or
project. Failure to provide this final report will result in the delay or loss of grant funds. Failure to utilize
grant funds for the use(s)provided in this grant application may result in funding being disallowed,
reduced or delayed. Use of approved funds for non fundable items may result in funding being
disallowed or reduced.
Waterloo Hotel-Motel Tax Partner Grant Rules&Application- FY20 4
PARTNER GRANT APPLICATION -FISCAL YEAR 020
Entire form must be typed
CONTACT INFORMATION
Name of organization: Waterloo Center for the Arts
FEIN: 426005327
Check payable to (if different than above):
Contact person: Laura Stammler, Development& Marketing Manager
Address: 225 Commercial Street
City: Waterloo State: IA Zip: 50701
Phone number: 319.291.4490 Email: laura.stammlerCa)waterloo-ia.org
Organization web address:www.waterloocenterforthearts.org
Does your organization meet all of the eligibility requirements listed below? X YES NO
• The organization must be legally organized as:
o An Iowa organization, incorporated under the Iowa Nonprofit Corporation Act, holding
a federal 501(c)(3)tax-exempt status OR an arts or cultural department or division of a
municipal government that is incorporated in Iowa under the Iowa Nonprofit
Corporation Act.
• The organization must be a cultural tourism attraction or organization.
• The organization must be located in Waterloo, Iowa.
• The organization must own, operate, rent or lease a facility or office space that has a published
street address and has regularly schedule hours of operation in which to interact with the
general public.
• The organization must have their financial statements audited or reviewed annually by a third-
party CPA, and the most recent year's report will be provided to Experience Waterloo upon
request.
• The organization's facilities, programs or services must be available to visitors at least 1,040
hours per year.While an organization's major program(s)or service(s) may occur primarily
during a specific time of year, other services and programming should occur and benefit visitors
throughout the remainder of the year.
• The organization must have at least one,full-time paid professional employee who is employed
year-round and is responsible for managing the organization.
• The organization must meet all of the above eligibility requirements for three consecutive
years.
If YES, please continue. If NO, we invite you to pursue funding through the Event or Capital Grant
Application.
Please answer the following questions/provide the following information:
Waterloo Hotel-Motel Tax Partner Grant Rules&Application-FY20 5
1. Please provide information showing out-of-county visitors to your attraction month-by-month
from the most recently completed fiscal year. Please outline specifically your measurement tool
for tracking attendance.
Out-of-
Month Visitors
Out-of-County County
July 15,487 7,279
August 21,809 10,250
September 12,254 5,759
October 7,875 3,701
November 9,141 4,296
December 7,229 3,398
January 4,953 2,328
February 5,798 2,725
March 9,306 4,374
April 14,329 6,735
May 16,492 7,751
June 30,059 14,128
TOTAL 154,732 72,724 47%
Attendance and zip codes for the Phelps Youth Pavilion, birthday parties, and tours is tracked
through an admission charge and Point-of-Sale system.Attendance for paid events and
programs is tracked through registration and ticket sales. Attendance for free events, concerts,
and gallery openings, as well as weddings, facility rentals, and walk-ins is recorded biweekly on a
spreadsheet. We are anticipating getting counters by the entrances to more accurately track
walk-ins and attendance this coming year.
2. Please provide information about any special events, especially those that are non-ticketed
events, and describe how visitors were counted/surveyed.
We track zip codes and the number of visitors to the Phelps Youth Pavilion through an admission
charge and Point-of-Sale system. Numbers and zip codes are also tracked through registration
for classes, programs, and special events. The number of visitors for facility rentals and
weddings is tracked at the time of booking and zip codes and hotels utilized are recorded.
Attendance for free gallery talks/receptions and large outdoor RiverLoop events, concerts, and
festivals is counted and recorded on a spreadsheet. We determine those numbers based on the
capacity of the space and the number of food/drink tickets sold. For larger all-day festivals a
count is done at different times throughout the day, which gives us an idea of how many were in
attendance.Specific outdoor events, such as Stem &Stein: Food, Beer and Wine Fest, are
ticketed and can provide us with an accurate count.This past year we did a drawing at both the
Holiday Arts Festival and Stem &Stein to collect zip codes.We also record the zip codes and
number of volunteers,exhibitors, and artists at the events.The number of out-of-county visitors
for these two events was used to determine the overall percentage of out-of-county visitors for
other non-ticketed events. Demographic information is gathered from our guest book entries, as
well as data collected from our website and social media pages.
Waterloo Hotel-Motel Tax Partner Grant Rules&Application-FY20 6
3. How does your organization currently market to those outside of Black Hawk County?
We have a diverse marketing plan that includes utilizing a variety of media outlets to reach local
and out-of-county visitors.We do general marketing year round to promote the Waterloo
Center for the Arts, Phelps Youth Pavilion, RiverLoop Amphitheatre, Mark's Park, RiverLoop
Expo Plaza,and Waterloo Boat House. In addition,we run specific targeted campaigns to market
our exhibitions, events, concerts,festivals, classes, and programs.
-TV commercials and digital ads ran on Mediacom to promote RiverLoop events like Stem &
Stein
-Radio spots, including digital ads, ran regularly on Iowa Public Radio, 93.5 The Mix, 105.7 KOKZ,
1540 KXEL, and 107.3 The Party to promote exhibitions, classes,events, and programs
-Placed print and digital ads with the Courier, Courier niche publications, Soul Town, Waverly
newspaper, Northern Iowan, Cedar Rapids Gazette, and Little Village to promote events, facility
rentals/weddings, and exhibitions
-Placed billboard ads to promote larger events and festivals
-Placed general and event-based ads in travel publications and online in the Dubuque Telegraph
Herald's Vacationland, Iowa Travel Guide,The Iowan, Waterloo/Cedar Falls Visitors Guide, EITA,
and Silos&Smokestacks Guide
-Print materials promoting exhibitions, classes, and events were sent to our mailing list that
includes out-of-county zip codes
-Email marketing and paid social media marketing reached targeted out-of-county visitors
4. Please provide a brief explanation of how you would use funds received through the Experience
Waterloo Partner Funding Program. Funded Partners will be required to provide a specific plan
for use of granted funds prior to the beginning of the fiscal year. This explanation may be more
general and helps the Experience Waterloo Board and City Council get an idea of some of the
ideas that may be implemented.
The marketing dollars received through the Partner Funding Program are essential to helping us
continue to promote the many programs, classes, workshops, exhibits, events, festivals,tours,
facility rentals, and services we offer. Grant funds are utilized for general marketing of the
Waterloo Center for the Arts, Phelps Youth Pavilion, and RiverLoop facilities to drive out-of-
county visitors to the area and positively impact Waterloo.Through this partnership we are able
to continue to increase our marketing efforts and reach.
a. Please share what ideas might be new or innovative, different than what the
organization has done previously.
This past fiscal year we offered and promoted a free outdoor movie series, Cinema on
the Cedar,for kids and families at the RiverLoop Amphitheatre.We look forward to
continuing Cinema on the Cedar this coming summer and are excited about new
partnerships and ways to promote and grow this series. We also opened and promoted
our new Phelps PlayScape, which is included in admission to the Phelps Youth Pavilion.
The PlayScape features 5 levels of active play for kids 12 and under. In addition, we
renovated our restrooms and reception area to better serve visitors. This year we are
anticipating installing counters at the entrances to better track visitors.
Waterloo Hotel-Motel Tax Partner Grant Rules&Application-FY20 7
b. What is the mechanism for measuring success of the project(s)?
The number of visitors and out-of-county visitors served will help determine the success
of how marketing dollars are being spent. Success will also be measured through the
number of visitors to our webpages and social media sites, as well as click thru rates
from online advertising. In addition,our success can be measured through the success
of our partnerships with Experience Waterloo, as well as community organizations,
schools, and businesses. We conduct periodic surveys of our visitors and gather
feedback through tours,guest book comments, reviews, and social media.
5. Please provide a detailed financial picture of your most recently completed fiscal year, including
all actual revenue and expenditures.
a. Please outline how funds received through this program would affect the organization's
annual budget, understanding that these funds are to be used solely for marketing and
cannot be matched with staff dollars.
The generous marketing support Experience Waterloo provides is absolutely essential. It
allows the Waterloo Center for the Arts to continue to promote our incredible
programs, events, exhibitions, and facilities to a growing audience and extend our reach
outside of Black Hawk County. Experience Waterloo's marketing funds significantly
affect the annual budget and allow us to increase our marketing efforts to target a
larger demographic.Your support is critical and we strategically utilize every dollar to
attract visitors from all over to come and experience all the great things that Waterloo
has to offer.
6. As outlined in the Partner Program rules, under the sectioned titled "Funding Structure," dollars
not allocated through the budget-based formula will be awarded, in whole,to the highest
scored "Partner Project."
a. Please outline how your organization would utilize the additional funding this upcoming
fiscal year(FY20).
The marketing dollars received through the Partner Funding Program are essential to
helping us continue to promote the many programs, classes, workshops, exhibits,
events,festivals,tours, facility rentals, and services we offer to drive out-of-county
visitors. With any additional funding,we are able to build upon and expand our
offerings, as well as partner with other Waterloo businesses and organizations on new
and exciting projects and events. Every dollar received makes up the majority of our
marketing budget and is strategically utilized to enhance and promote the Waterloo
experience.
Acknowledgment and Signature
I have reviewed this application from the City of Waterloo and Experience Waterloo.To the best of my
knowledge,the information contained in this application and its attachments is accurate and complete.
Waterloo Hotel-Motel Tax Partner Grant Rules&Application-FY20 8
The Hotel-Motel Tax Grant funds are reimbursement funds for project funding already spent, and are to
be used for the express purpose as stated in this application. I,the undersigned, know full and well that
if this program/project does not transpire, recommendation by the Experience Waterloo Board of
Directors for funding will be withdrawn. My organization will be responsible for refunding any portion of
grant funds already received or for covering the costs for portions of the project that are non-fundable
or not stated herein.
oX cvL.
1/10/19
Signature of Applicant Date
Waterloo Hotel-Motel Tax Partner Grant Rules&Application-FY20 9