HomeMy WebLinkAboutApproved Documents - 8/19/2019 FINANCE DEPT. STAFF ONLY
LINE ITEM USED
TRAVEL REQUEST FY.2(i BUDGETED
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST /D
LEFT AFTER THIS
REQUEST
DATE 0
Original-Clerk/Finance Copy-Department
NAME(S) AND POSITION(S): DATE:
Tom Meyer, Street Foreman August 9, 2019
Mike Gienau, Street Foreman
NAME OF CLASS/MEETING: DESTINATION: Ames, Iowa
Iowa Streets &Roads Workshop &Annual Conference DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
September 17, 2019 September 19, 2019 September 17-19, 2019
PURPOSE OF TRAVEL/TRAINING:
Workshop— Leading, motivating teams, managing conflicts, etc.
Conference—Secondary road and street maintenance.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST$
YES NO
METHOD OF TRAVEL:
XX CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 266-19-7100-1346
$450.00 LODGING TAXI X GRANT REIMBURSABLE
$ 60.00 MEALS PARKING YES NO
$340.00 REGISTRATION AIRFARE X REQUIRED CERTIFICATION
$40.00 MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 890.00 TOTAL: $ 445.00 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
EP RTMENT HEAD MAYOR
.1. a / /9
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED Sol s/5�;YOq
TRAVEL REQUEST FY,'Zd,�O BUDGETED BLY�T [ls��it
CITY OF WATERLOO EXPENDED YTDaU�'� Ak"Via9
.__
THIS REQUEST
LEFT AFTER THI5
REQUEST r7 —
DATE
Original-Clerk/Finance o�nt
NAME(S)AND POSITION(S): DATE:
Randy Bennett, Public Works Manager August 13, 2019
Sam Barrett, Sanitation Director
NAME OF CLASS i MEETING: DESTINATION: Dubuque, Iowa
Iowa Recycling& Solid Waste Management Conference DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
September 30, 2019 October 2, 2019 September 30- October 2, 2019
PURPOSE OF TRAVEL/TRAINING:
Tradeshow, networking opportunities and diverse education along with training options on solid waste,
recycling, sustainability, HR, communication, planning, safety and best practice topics.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST$
YES NO
METHOD OF TRAVEL:
XX CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 525-15-5400-1346
$500.00 LODGING TAXI X GRANT REIMBURSABLE
$120.00 MEALS PARKING YES NO
$600.00 REGISTRATION AIRFARE X REQUIRED CERTIFICATION
$40.00 MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 1,260.00 TOTAL: $ 630.00 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
D PARTMENT HEAk MAYOR
DATE DATE 61
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED
TRAVEL REQUEST FYAVV BUDGETED
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST 7d
LEFT AFTER THIS
REQUEST R'SO
DATE Jf`86
Original-Clerk/Finance Co -Department
NAME(S) AND POSITION(S): DATE:
Angie Fordyce Community Development Coordinator and 7-25-2019
Intake Specialist
NAME OF CLASS/MEETING: DESTINATION:
HOME Basics St. Paul, Minnesota
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
October 7, 2019 October 10, 2019 October 8-10, 2019
PURPOSE OF TRAVEL/TRAINING:
National Community Development Association is delivering a three-day basic certification course on the HOME
Investment Partnerships (HOME) Program. The course will provide a basic, but comprehensive overview of the HOME
program which includes fundamentals of the program, eligible and prohibited activities, eligible costs, CHDO's, match
requirements, program administration and complying with federal requirements.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
x CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM: 620 Mulberry Street
ESTIMATE OF COST: BUDGET LINE ITEM: 224-32-5870-1346
1400.00 LODGING 200.00 TAXI x GRANT REIMBURSABLE
300.00 MEALS 100.00 PARKING YES NO BG14H.0001
900.00 REGISTRATION AIRFARE x REQUIRED CERTIFICATION
170.00 MILEAGE/FUEL 100.00 MISC/TOLLS YES NO
TOTAL FOR ALL: $ 3170.00 TOTAL: $ 1585.00 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 Goodie s\F orms\Travel Request Form January 2010
NCDA.,..,
National Community Development Association
HOME Basics
October 8 — 10, 2019
St. Paul, MN
Training Venue Location
George Latimer Central Library, Andy Boss Room
90 W. 41h Street
Saint Paul, MN 55102
Course Overview
NCDA is pleased to announce the delivery of a three-day basic certification course on the HOME
Investment Partnerships (HOME) Program.The course will provide a basic, but comprehensive overview
of the HOME program.This course will include information on:
• The fundamentals of the program (history, reading the regulations, and a general overview of
the course materials);
• Eligible and prohibited activities;
• Eligible costs (eligible project costs, CHDO costs, eligible planning and administrative costs,
tenant-based rental assistance,and pre-award costs);
• CHDOs (overview of the role of CHDOs, certifying CHDOs, special CHDO costs, other special
requirements);
• General program requirements (program-wide income targeting, distribution of assistance)
• Project requirements (general project requirements, rental housing, homeownership,
rehabilitation of owner-occupied housing, tenant-based rental assistance).
• Match requirements
• Program administration (consolidated plan,financial management, working with subrecipients,
CHDOs,contractors, owners, developers, and sponsors, monitoring, record keeping, reporting
performance);
• Complying with other federal requirements
• Achieving quality administration
The course will be reinforced through in-class exercises. Course participants will also receive a
comprehensive training manual that includes the HOME program regulations and important HOME
notices.And,for those wishing to receive a "Certificate of Completion,"there will be a course exam
(which must be taken on site)on the final afternoon of the course.The exam is not mandatory;
however, it is an excellent barometer of one's understanding of the program as a whole.The class day
will run all three days from 9am to 4:30pm.
1
NCDA.,..,
National Community Development Association
HOME Basics
October 8 — 10, 2019
St. Paul, MN
REGISTRATION INFORMATION
REGISTRATION/PAYMENT
Register online at http://ncdaonline.org/HOME.asp. During the registration process, you will have the
option to pay by credit card or to receive an invoice. If someone else is registering for you, please have
them include your email address, in the email box on the registration form. They may include their
address in the Billing Section of the form.
Confirmation: You should receive a confirmation message from "National Community Development
Association" immediately after the registration process. If you do not receive this confirmation it means
your registration did not complete and you are not registered. Make sure that you go to the bottom of
the form, enter the code listed, and hit "Submit." If it still doesn't work, please contact Steve at
sgartrell@ncdaonline.org.
Early Registration(register by August 30, 2019)
NCDA Member Cities/Counties: $450/person
Non-Member Cities/Counties: $550/person
General Registration (August 31 — October 4, 2019) Registrations not accepted after October 4
Members: $550/person Non-Members: $650/person
Payment Deadline: October 8, 2019; Payment must be received by October 8, 2019 for admittance to
class. As a last resort, attendees may bring a physical check to the class if necessary. During the
registration process, you will have the option to pay by credit card or to receive an invoice.
Cancellation: Cancellation made after September 17 2019 will result in a penalty of$100 No shows
will be charged 100% of the registration fee. You may substitute another person by contacting Steve
Gartrell at sgartrell@ncdaonline.org.
2
TRAVEL ARRANGEMENTS: Please do not make non-refundable travel
arrangements until you receive email confirmation that registration numbers
have reached the minimum required number to hold class.
Hotel and air transportation information provided by the host community.
TRAINING SITE: The training will be held at George Latimer Central Library, Andy Boss Room, 90 W. 4th
Street, St. Paul, MN 55102. Please arrive in the training room 15 minutes early on the first day of the
training for registration purposes.
HOTEL
Training participants will be responsible for obtaining their own hotel accommodations and
transportation to and from the training. Suggestion: ask if the hotel offers government rates. The hotels
listed below are near the training site.Some MAY offer airport transportation and/or transportation to the
venue. Inquire with the hotel for these services.
• The Saint Paul Hotel, 350 N. Market St., St. Paul, MN 55102
• `Holiday Inn Downtown St. Paul, 175 W. 7"St., St. Paul, MN 55102
-�., • Hampton Inn &Suites Downtown St. Paul, 200 7th St. West, St. Paul, MN 55102
• ,Intercontinental St. Paul Riverfront, 11 Kellogg Blvd. East, St. Paul, MN 55101
• Doubletree by Hilton St. Paul Downtown, 411 Minnesota St., St. Paul, MN 55101
• Hotel 340, 340 Cedar St., St. Paul, MN 55101
• Residence Inn by Marriott, 200 Grand Ave., St. Paul, MN 55102
• Hyatt Place St. Paul/Downtown, 180 Kellogg Blvd. East, St. Paul, MN 55101
AIRPORT TRANSPORTATION
Minneapolis St. Paul International Airport is served by multiple airlines. More information can be found
here: https://www.mspairport.com/
GROUND TRANSPORTATION
The airport is located approximately 8 miles from the training site.
• Airport Ground Transportation: https://www.mspairport.com/directions/ground-transportation
• Hotel Ground Transportation (if available, check with your hotel)
DRESS- Business casual
QUESTIONS?Contact Heather Johnson at hiohnson@ncdaonline.org
3
NCDA.....
National Community Development Association
HOME Basics
Course Agenda
Breaks will be taken mid-morning and mid-afternoon. Lunch will be on your own
from 12:00- 1:00 on Days One and Two. The class day will run all three days
from 9am to 4:30pm.
DAY ONE:
• The Fundamentals of HOME
• Eligible and Prohibited Activities
• Eligible Costs
• CHDOs
• General Program Requirements
• Project Requirements
DAY TWO:
• Review of Day One
• Project Requirements Continued
-Rental Projects
-Homeownership Projects
-Rehabilitation of Owner-Occupied Housing
-Tenant-Based Rental Assistance
• Match Requirements
DAY THREE:
• Review of Day 2
• Program Administration
• Other Federal Requirements
-Lead Based Paint
-Labor Relations
-Environmental Review
-Fair Housing and Equal Opportunity
-URA and Section 104(d)
• Achieving Quality Administration
• Test (Optional)
4
FINANCE DEPT. STAFF ONLY
LINE ITEM USED y3.74 32 6'&50
TRAVEL REQUEST FY O.AO BUDGETED DUD
CITY OF WATERLOO EXPENDED YTD *6
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE,
Original-Clerk/Finance Copy-Department
NAME(S) AND POSITION(S): DATE:
Rudy Jones-Community Development Director 8-8-2019
NAME OF CLASS/MEETING: DESTINATION:
Reclaiming Vacant Properties Conference Atlanta, Georgia
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(T)_0F MEETING:
October 1, 2019 October 5,2019 October 2-4
PURPOSE OF TRAVELITRAINING: In order to keep making progress of revitalizing the Walnut Neighborhood and
others, members of the Walnut Housing Coalition will be attending this conference to gain greater insight to best
practices and other successful strategies to further galvanize and maximize our collective efforts. This
conference is one of the premier conferences/training for the endeavor we are addressing.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
x AIRFARE DEPARTING FROM: Waterloo Airport
ESTIMATE OF COST: BUDGET LINE ITEM: 224- 32- 5850.1346
1200.00 LODGING 100.00 TAXI x GRANT REIMBURSABLE
200.00 MEALS PARKING YES NO BG21A.ADMN
300.00 REGISTRATION 450.00 AIRFARE x REQUIRED CERTIFICATION
MILEAGEIFUEL 100.00 MISC/TOLLS YES NO
TOTAL FOR ALL: $ 2350.00 TOTAL: $ 2150.00 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 MAYOR /
DATE DATE 6
K:\Shared Goodies\Forms\Travel Request Form January 2010
Sent over 08/14/19
FINANCE DEPT. STAFF ONLY
LINE ITEM USED Q/J /o? ^4d0 /3V(p
TRAVEL REQUEST FY2d2&BUDGETED
CITY OF WATERLOO EXPENDED YTD
THIS REQUEST �po
LEFT AFTER THIS
Soo a
NAME(S) AND POSITION(S): DATE: DATE /iFdf
Chris Ferguson, Fire Marshal
Brock Weliver, Lt.-Fire Prevention Officer August 14, 2019
NAME OF CLASS/MEETING: DESTINATION: Cedar Rapids, IA
Iowa Chapter of IAA!Annual Conference DEPARTURE POINT
G arig"W NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
9/1112019 09/12/19 09111112-09112119
PURPOSE OF TRAVEL:
Attend Annual Training Conference for the Iowa Chapter of the International Association of Arson Investigators.
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: 010-12-1400-1346
LODGING TAXI x GRANT REIMBURSABLE
MEALS PARKING YES NO
250.00 x 2 REGISTRATION AIRFARE x REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO (CEUS)
TOTAL FOR ALL: $ $500.00 TOTAL: $ 250.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY:. ATERLO
DEPARTENT HEAD MAYOR
I mo- �1�
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
$ 2,599.00 plus est. shipping costs of $ to pay for or purchase
This purchase or expenditure is being made because:
Special inspection and construction material testing services for the Waterloo Public
Library exterior stair renovation
Vendor selected for this purchase: Cedar Valley Testing (CVT)
FX Bids or written quotes were taken on this purchase, as follows:
Cedar Valley Testing - $ 2,599.00
Terracon - $ 3,299.50
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:
F] General Fund EI Road Use Tax ❑ Sewer F-I Sanitation
IX Bonds E] Federal/other grants [:] 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)
in which the budgeted amount is $ &to 000
and the current available balance is $
Respectf Ily submitted,
(Signature Dept. Head or Designee) Date (Signature Finance Dept, Review) Date
KAshared goodiesWormslExpenditure Pre-Authorization.xls(Mar 2010)
T 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 City Clerk Department to expend
$ 7,950.00 plus est. shipping costs of $ to pay for or purchase
Annual contract : NovusAGENDA software management and support (7/1/19 - 6/30/20)
This purchase or expenditure is being made because:
Vendor selected for this purchase: Granicus
❑ Bids or written quotes were taken on this purchase, as follows:
OX Bids or quotes were not taken on this purchase because:
Granicus is our NovusAGENDA software vendor.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
FX General Fund Road Use Tax ❑ Sewer ❑ Sanitation
ElBonds Federal/other grants F Other(specify)
This expenditure is to be coded to the following budget line-item:
D<D a3 8El00 /SSD
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 00d r , -
and the current available balance is $ Udo
Respe tfulV� P
ly s bmit ed
(Sign4rure De t. d or Designee) Date nature Finance Dept. Review) Date
K:lshared goodies\forms' icus.NovusAgenda.FY19 contract Pre-Authorization.xls(Mar 2010)
- G
GRAN I CU S Invoice
Date 8/12/2019 Invoice# 116441
GranDept CH H—Box 19634 Terms Net 30 Due Date 9/11/2019
Dept
Palatine, IL 60055-9634 P.O.Number
Please remit via ACH to:
Routing#:022000020 Acct#:269099115
Bill To Sold To
Waterloo, IA Waterloo, IA
715 Mulberry St 715 Mulberry St
Waterloo IA 50703 Waterloo IA 50703
United States United States
NovusAGENDA 7/1/2019 6/30/2020 7,950.00
For any questions about your invoice, please contact us at Total $ 7,950.00 USD
AR@granicus.com or 1-800-314-0147
Thank you for your business
Amount Due $ 7,950.00 USD
Total $7,950.00
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 City Clerk Department to expend
$ 34,203.00 plus est. shipping costs of $ to pay for or purchase
Membership Dues with Iowa Northland Regional Council of Governments for FY2020
This purchase or expenditure is being made because:
Several departments utilize their services throughout the year for assistance
on project grants, etc.
Vendor selected for this purchase: INRCOG
❑ Bids or written quotes were taken on this purchase, as follows:
FX Bids or quotes were not taken on this purchase because:
Departments use their assistance with project grants, etc. services to the city.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
EX General Fund ❑ Road Use Tax EI Sewer F—I Sanitation
DBonds ❑ Federal/other grants [] Other(specify)
This expenditure is to be coded to the following budget line-item:
010-01-5710-1393 (Contributions & Subsidies)
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 340;03
and the current available balance is $
Resp ctfully itt
&J3
Signature D ead or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodieslforms RCOG Membership Dues.Expenditure Pre-Authorization.fyl9.xls(Mar 2010)
INRCOG Invoice
Iowa Northland Regional
Council of Governments Date 7/31/2019
Iowa Northland Regional Council Invoice# 20300
of Governments
229 E. Park Ave. Due Date 8/30/2019
Waterloo, IA 50703
Waterloo City Hall
715 Mulberry St
Waterloo, IA 50703
Expenses
Quantity Description Unit Price Class Amount
1 FY'20 Dues 34,203.00 34,203.00
Please remit to: Sub Total $34,203.00
INRCOG
229 E Park Ave.
Waterloo, IA 50703 Payments/Credits $0.00
319-235-0311
Balance Due $34,203.00
A, � �
d n
. .+na- u
' INRC
16wa Northland Regto al'
CaUncrl ofGoivemrq,prl.-
August 6, 2019
Mayor Quentin Hart
715 Mulberry St.
Waterloo, IA 50703-5714
Dear Mayor Hart:
Fiscal Year 2019 was another strong year as we provided technical assistance, grant writing, and project
administration in our core service areas, including transportation, economic development,
environmental, community planning, housing and transit. In addition, our Safe Routes to School
Program experienced considerable growth as did our non-motorized transportation and recreation
planning services.
There will be no slowing down in Fiscal Year 2020! In addition to the above referenced services,we will
be working with the Iowa Department of Public Health on initiatives that focus on over-all well-being.
Further, we will begin implementation of the Homes for Iowa program, a partnership between Iowa's
COGS and Iowa Prison Industries with a focus on developing affordable housing throughout Iowa.
We will continue our outreach efforts to our members, where I look forward to discussing your
community's needs and opportunities.Also, look for a refreshed online presence as we are near
completion of an update to our website.
Finally, as the mayor of a community that is a member of INRCOG, you are a member of the INRCOG
Board of Directors. I encourage you to attend our quarterly Board meetings to get an update of our
work on your behalf and to have the opportunity to share ideas with fellow elected officials in our
region.
Thank you for your continued support of INRCOG! If you have any questions, please contact me at
kblanshan@inrcog.org or via phone at (319) 235-0311.
Sincerely,
Kevin Blanshan
Executive Director
CC: City Clerk
Developing Strong Local Government through Regional Cooperation
229E Park Avenue I Waterloo Iowa 50703 1 P (319) 235-0311 J F (319) 235-2891 www.inrcog.org
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 Engineering Department to expend
$ 1,700.00 plus est. shipping costs of $ 0.00 to pay for or purchase
APWA Mebership
This purchase or expenditure is being made because:
Annual APWA Mebership for Engineering, Public Works and Waste Management
Vendor selected for this purchase:
FBids or written quotes were taken on this purchase, as follows:
Fx Bids or quotes were not taken on this purchase because:
Membership Dues
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund 5x Road Use Tax Ix Sewer 7 Sanitation
1-1 Bonds 1:1 Federal/other grants ❑x Other (specify) Stormwater
This expenditure/ into be coded to thq following budget line-item:0 34J, 3�
266-19-7100-1 91,520-14-5200-1391,266-07-7830-q 91, 521-07-7830-1391
(Fund - Department-Activity-Account Number) (Project Code)
a($4 5io .210% Sa/
1?3z) S.U" 79so ?S30
in which the budgeted amount is $ .7 � 16-0,
and the current available balance is $
Respectfully submitted,
Signature ept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\APWA Pre-Auth.xlsx(Mar 2010)
MICHELLE WEIDNER
From: JAMIE KNUTSON
Sent: Wednesday, August 14, 2019 8:14 AM
To: MICHELLE WEIDNER
Subject: RE:AWPA Dues
The total amount of$1,700 is a flat fee from APWA and is based on population.
I then split up the$1,700 between departments based on the number of employees per department.
Thank You.
Jamie Knutson,P.E.
City Engineer
City of Waterloo Engineering Dept.
319-291-4312
PURSUANT TO IOWA CODE CHAPTER 22 E-MAIL COMMUNICATION TO AND FROM THIS ADDRESS MAYBE SUBJECT TO
PUBLIC DISCLOSURE.
From: MICHELLE WEIDNER
Sent: Wednesday, August 14, 2019 8:12 AM
To: JAMIE KNUTSON
Subject: RE: AWPA Dues
So I have a question.Are these by department or is the fee based on the number of members?
From: JAMIE KNUTSON
Sent: Wednesday, August 14, 2019 7:40 AM
To: MICHELLE WEIDNER
Subject: RE: AWPA Dues
See attached.
Thank You.
Jamie Knutson, P.E.
City Engineer
City of Waterloo Engineering Dept.
319-291-4312
PURSUANT TO IOWA CODE CHAPTER 22 E-MAIL COMMUNICATION TO AND FROM THIS ADDRESS MAYBE SUBJECT TO
PUBLIC DISCLOSURE.
From: MICHELLE WEIDNER
Sent: Tuesday, August 13, 2019 6:53 PM
To: JAMIE KNUTSON
Subject: AWPA Dues
Hi Jamie,
Can you tell me the amounts that should be charged to each of the funds listed on the pre-auth for the AWPA dues? I
meant to ask you that today and am just getting back to it?
7ki"aice-
Michelle Weidner, CPA
Chief Financial Officer
City of Waterloo
715 Mulberry Street
Waterloo, IA 50703
Phone: (319) 291-4323
Email: michelle.weidner(Dwaterloo-ia ora
2
City Clerk Use Only
Finance Committee
Approval Date V
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 Finance Department to expend
$ NTE $ 5,250 plus est. shipping costs of $ to pay for or purchase
for arbitrage rebate services for bond issues.
This purchase or expenditure is being made because:
Vendor selected for this purchase:
❑ Bids or written quotes were taken on this purchase, as follows:
❑x Bids or quotes were not taken on this purchase because:
Berens-Tate Consulting Group has been providing these services and has
the historical data on file.
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
❑ General Fund 7 Road Use Tax 7 Sewer ❑ Sanitation
7 Bonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
415-03-8980-1750
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 142,365.98`s
and the current available balance is $ 142,365.98
Respectfully submitted,
(Signature Dept. Head or Designee) Date (Signature Fi ance Dept. Review) Date
K:\shared goodies\forms\Pre-auth Arbitrage Rebate Services.Aug 2019xis.xls(Mar 2010)
City Clerk Use Only
Finance Committee
cq
Approval Date U/1�
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 Finance Department to expend
$ 5,500.00 plus est. shipping costs of $ to pay for or purchase
Preparation of 509A report and OPEB valuation update including application of new
GASB.
This purchase or expenditure is being made because:
Vendor selected for this purchase:
❑ Bids or written quotes were taken on this purchase, as follows:
❑X Bids or quotes were not taken on this purchase because:
Gallagher Benefit Services, Inc. has provided these services to the Plan in prior
years and has our information in their system.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
FX General Fund 0 Road Use Tax Sewer 0 Sanitation
❑ Bonds 1:1 Federal/other grants Other(specify)
This expenditure is to be coded to the following budget line-item:
010-03-8950-1390
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 11,500.00
and the current available balance is $ 11,500.00
Respectfully submitted,
(Signature Dept. Head or Designee) Date (Signature Finance D(*t. Review) Date
K:\shared goodies\forms\Health Ins 509A and OPEB Services FYE19.xls(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 Mayor Department to expend
$ 3,330.00 plus est. shipping costs of $ 0.00 to pay for or purchase
FY'20 Cedar Valley Coalition Dues
This purchase or expenditure is being made because:
Our dues need to be paid for FY'20
Vendor selected for this purchase: Cedar Valley Coalition
Bids or written quotes were taken on this purchase, as follows:
Q Bids or quotes were not taken on this purchase because:
this is for membership dues.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
Fx General Fund Road Use Tax ❑ Sewer ❑ Sanitation
Bonds Federal/other grants O Other(specify)
This expenditure is to be coded to the following budget line-item:
010-01-8200 1391
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 13,000.00
and the current available balance is $ 13,000.00
Respectfully submitted,
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Copy of Expenditure Pre-Authorization(Mar 2010)
RECEIVED AUG 0 9 2019 Invoice
.OA V,q�`�� Date 7/31/2019
°A Invoice# 20383
C `'r,ON Due Date 8/30/2019
Waterloo City Hall
715 Mulberry St
Waterloo, IA 50703
Quantity Description Unit Price Amount Due
1 FY'20 CV Coalition Dues 3,330.00 3,330.00
4
Please remit to: Total Amount Due $3,330.00
INRCOG/Cedar Valley Coalition
229 E Park Ave.
Waterloo, IA 50703
319-235-0311
ROS e u i&jl% Q3VI333 `.
City Clerk Use Only
Finance Committee
Approval Date �� 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 MIS Department to expend
$ 9,313.68 plus est. shipping costs of $ to pay for or purchase
4 Dell Precision 3630 CAD Workstations for Engineering
This purchase or expenditure is being made because:
Replacing older CAD Stations
Vendor selected for this purchase: Dell
Bids or written quotes were taken on this purchase, as follows:
0 Bids or quotes were not taken on this purchase because:
Dell has state contract for our workstations
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
El General Fund ❑ Road Use Tax EI Sewer EI Sanitation
EX Bonds 1:1 Federal/other grants F� Other(specify)
This expenditure is to be coded to the following budget line-item:
419-07-7830-2118
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 11,000.00
and the current available balance is $ 11,000.00
Respectfully submitted,
6-13-, ,�,
(Signatu ept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:lshared goodies\forms\Pre-Auth Engineering CAD Stations.xls(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 Police Department to expend
$ 2,409.62 plus est.shipping costs of $ 0.00 to pay for or purchase
Gun shot residue kit evaluations ordered by the US Attorney's office for prosecution of
of a federal firearms case.
This purchase or expenditure is being made because:
Analysis of gun shot residue swabs taken during an investigation.
Vendor selected for this purchase: RJ Lee Group
❑ Bids or written quotes were taken on this purchase, as follows:
Q Bids or quotes were not taken on this purchase because:
Proprietary to this company for processing GSR kits for the federal government.
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 ❑ Sanitation
El Bonds ❑ Federal/other grants [_] Other(specify)
This expenditure is to be coded to the following budget line-item:
010-11-1100-1319
(Fund- Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ / 000
and the current available balance is $
Respectfully submitted
12 )19
(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 /
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 Sanitation Department to expend
$ 1,225.00 plus est. shipping costs of $ to pay for or purchase
Reverse angle Weather Seal and service for all Sanitation overhead doors on the
north side of the Pulbic Works Building.
This purchase or expenditure is being made because:
Service and maintenance on overhead doors malfunctioning,
Vendor selected for this purchase: Overhead Door
FX Bids or written quotes were taken on this purchase, as follows:
Overhead Door Waterloo, IA $1,225.00
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:
EI General Fund ❑ Road Use Tax Sewer �X Sanitation
1-1 Bonds ❑ Federal/other grants F—] Other(specify)
This expenditure is to be coded to the following budget line-item:
525-15-5400-1371
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 8,000.00 ✓
and the current available balance is $ 7,765.17
Res ectfully submitte ,
f1.34 J`
Signature Dept. HdRdor Designee) ate (Signature Finance Dept. Review) Date
K:lshared good ies\forms12019-August-Pre-Auth-Overhead Door-Reverse Angle Weather Seal on all Saniation overhead doors-Sanitation-
525-15-5400-1371-1,225.00.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
$ 1,155.00 plus est. shipping costs of $ to pay for or purchase
Simple Signs, Rowe Map and Simple Sync Annual Support and Maintenance from
7/1/19 to 6/30/20.
This purchase or expenditure is being made because:
Software updates, etc. for Signs throughout the City.
Vendor selected for this purchase: gWorks
[X Bids or written quotes were taken on this purchase, as follows:
gWorks Omaha, NE $1.155.00
Bids or quotes were not taken on this purchase because.-
Prior
ecause:Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund ❑X Road Use Tax F1 Sewer FX Sanitation
❑ Bonds E Federal/other grants F—] Other(specify)
This expenditure is to be coded to the following budget line-item:
266-17-7120-1520
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 1,155.00 '
and the current available balance is $ 1,155.00
Respectfully submitted,
Y �
LI /Clf
4(Signituyrr'4Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared good ies\forms\201 9-Aug ust-Pre-Auth-266-17-7120-1 520-Simple Signs, Rowe Map, Sinple Sync annul support&Maint.-gWorks-
$1,155.00.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 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 Traffic Department to expend
$ 22,000.00 plus est. shipping costs of $ to pay for or purchase
4 - 42" footings and anchor bolts to be installed at Airline Hwy and Wagner Road
for permanent signals.
This purchase or expenditure is being made because:
Traffic does not have the equipment to install the footings due to sand collapsing
in the footings dug in-house. ( Only local contractor available to complete job)
Vendor selected for this purchase: K&W Electric
OX Bids or written quotes were taken on this purchase, as follows:
K & W Electric Cedar Falls, IA $22,000.00
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation
❑X Bonds 1:1 Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
416-17-7120-2125 & 417-17-7161-2125
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 4&,966 75,000
and the current available balance is $ 13;95*-29 75,000✓
Respectfully submitted,
(Signature Dept. Rgad or Designee) ate (Signature Finance Dept. Review) Date
KAshared good ies\forms\2019-August-Pre-Auth-K&W Electric-4-24 inch footings-Airline&Wagoner-Traffic-416-17-7120-2125 and 417-
17-7161-2125-$22,000.00.xls(Mar 2010)
Budget Amendment Descriptions for 8/19/2019 Finance Committee Meeting Agenda:
1. Approve the budget amendment to use bond fund interest earnings for the Public Market Building
Fire Suppression System in the amount of$1,282.95, submitted by the Finance Department.
2. Approve the project budget for the Leads On Line Pawn project,funded with fees from the pawn
shops to pay for the software expense and return excess fees to the pawn shops for property seized
from them, as submitted by the Police Department.
3. Approve the project budget for the EEOC Case Processing,funded with federal funds to be used for
EEOC case processing in the amount of$36,070, as submitted by the Human Rights Department.
4. Approve the project budget amendment for the donation to the General Sports Improvement
project, funded with donations in the amount of$1,055 to be used to purchase youth weight
training equipment, as submitted by Leisure Services.
5. Approve the project budget amendment to the FYE2019 Domestic Abuse Response Team project,
funded with additional federal funds in the amount of$9,028 to be used for salaries through
September 30, 2019, as submitted by the Police Department.
Please use this for project budget descriptions on Finance agenda. Do not need to include this cover
sheet in the Finance Committee packet.
Completed forms should be routed directly to the Finance Dept, FINANCE DEPT.ONLY
Finance�/'t5mmittee approval required?
YES NO / q
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 2020 submitted by the Finance Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE)
Fund Dept Activity Acct# Acct Name Proj Code Amount JIFund Dept Activity Acct# Acct Name Proi Code I Amount
415 03 8980 3614 Interest Revenue 1,282.95 415 22 6880 2152 Bldg Im r 1,282.95
TOTAL $1,282.95 TOTAL $1,282.95
This amendment is being requested because:
Reallocate bond costs funds to provide funding for Public Market sprinkler system
Prior Committee Actions (Dates):
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amd Request Public Market Sprinler Systemxls(Apr 2003)
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE ��(� I(l
Project Name LeadsOnline Pawn Transactions
City Contract No. To be assigned by the Finance Dept.
Project Manager Major Leibold Project No. 11 PRO
Project Budget Total $ 8,764.00 Subproject No. PAWN
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 = No % 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 Pawn Shops
Done None
2. Attach copies of any grant agreements that will fund the project(REQUIRED) El Fx
Yes No
3. Does the project include the purchase of right of way or other real property? ❑ NX
If yes, will real property purchases be reimbursable under the grant? El FX
If yes, have you attached authorization to purchase real property to this document? ❑ EX
4. Will this project include any non-participating expenses, such as:
A. Stormwater permit fees ❑ F]
B. Publication, or printing costs ❑ ❑X
C. Others, list ❑ M
5. Does this project cover any regular full-time salaries or benefits? ❑ IF
6. Include a brief description of the project in the space below: (REQUIRED)
Money collected from pawn shop transaction fees for Leads Online software. The money collected will be used to pay
for the Leads Online software and the pawn shops for seized property.
Page 2 must be attached and signed.
Kishared goodieslformslcs Project Budget Worksheets 14\11 PRO PAWN (Mar 2010)
CONSTRUCTION PROJECT BUDGET WORKSHEET
PAGE TWO
City Clerk Use Only
Finance Committee
Approval Date
Project Name (from page one) LeadsOnline Pawn Shop Transactions
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
01011 1160 Subproject No. PAWN
(Each column should only include amounts by fund)
Fund: Fund: Fund: Fund:
1150 1160 Total
REVENUES:
3000 Cash on Hand $ _
3112 Local Option Sales Tax
3350 Federal Grant
3357 Shared Program -County
3358 Shared Program -City
3360 Shared Program -State
3361 State Grant
3373 Fed Pass thru for Iowa
3111 Hotel Motel Tax
3377 EDA Grant
3720 Donations - Restricted _
3721 Service Charges 8,764.00 8,764.00
3750 Sale of Bonds
3873 Reimburse for services
3800 Misc. Rev. _
3900 Seized Property -
TOTALS $ $ - $ $ 8,764.00
EXPENDITURES:
1111 Salaries- Regular $ -
1112 Salaries-Part Time
1121 FICA
11221PERS
1123 Disability
1131 Health
1114 Overtime
1520 Computer Software 8,764.00 8,764.00
1710 Claims, Judgements _
TOTALS $ $ 8,764.00 $ $ $ 8,764.00
-
(Signature Dept. Head) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\cs Project Budget Worksheets 14\PAWN PG2 (Mar 2010)
PROJECT BUDGET WORKSHEET - ALL PROJECTS 'aAs
PAGE ONE P ���f"A
Project Name EEOC Case Processin Funds FY2020
City Contract No. To be assigned by the Finance Dept.
Project Manager Abraham Funchess, Jr. Project No.
Project Budget Total $ 36,070.00 Subproject No. y F
1. How will this project be funded?
A. Federal Grant Yes F_X_] No = CFDA# 30.001 % Paid by federal grant 100.00%
Grant Name EEOC Contract Grant Agreement Number
B. State Grant Yes = No M % 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
Done None
2. Attach copies of any grant agreements that will fund the project (REQUIRED) FX_1 El
Yes No
3. Does the project include the purchase of right of way or other real property? El 0
If yes, will real property purchases be reimbursable under the grant? El
If yes, have you attached authorization to purchase real property to this document? F-1 0
4. Will this project include any non-participating expenses, such as:
A. Stormwater permit fees E-1 0
B. Publication, or printing costs El M
C. Others, list
5. Does this project cover any regular full-time salaries or benefits? Q
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
EEOC worksharing contracts funds. See attached document
Page 2 must be attached and signed.
K:lshared goodiesWormsTroject Budget Worksheet EEOC FY20.xlsx\Page 1 All Projects (Mar 2010)
PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION
PAGE TWO
City Clerk Use Only
Finance Committee
Approval Date
Project Name (from page one) EEOC Contract
Department No. project will be budgeted under 27 To be assigned by the Finance Dept.
Activity No. project will be budgeted under 2505 Project No.
Subproject No.
(Each column should only include amounts by fund)
Fund: _2505_ Fund: _ Fund: Fund:
REVENUES: Total
3000 Cash on Hand
3350 Federal Grant $ -
36,070.00 070.00
3352 Federal HUD Grant _ �----- 36,,---
3354 Shared Program - Local
3357 Shared Program - County -
3358 Shared Program - City -
3360 Shared Program - State
3361 State Grant —
3720 Donations - Restricted
3750 Sale of Bonds
TOTALS $ 36,070.00 $ - _ $ $ $ 36,070 00
EXPENDITURES:
1111 Salaries - Regular 5,000.00 $ 5,000.00
1112 Salaries - Part Time
1315 Education & Training
1345 Travel - Official City
1346 Travel - Prof Training 5,000.00 5,000.00
1390 Contractual Services
1301 Temp Services 24,000.00 24,000.00
1315 Education &Training
1391 Dues & Memberships
1351 Advertising 2,070.00 2,070.00
TOTALS $ 36,070.00 $ $ $ $ 36,070.00
ig
(` i nature Dept. Head)` Date (Signature Finance Dept. Review) Date
l
K:shared goodieslforms\Project Budget Worksheet EEOC FY20.xlsxlPage 2(Donat or NON-constr) (Mar 2010)
Attachment 1
U.S. EQUAL EMPLOYMENT OPPORTUNITY COMMISSION
Office of Field Programs
State and Local Programs
Fiscal Year 2019
Request for Information
For A FEP Agency Charge Resolution Contract
Including Options for Fiscal Years 2020 and 2021
From
Chicago District Office
(EEOC District Office)
and
Waterloo Commission on Human Rights
(FEP Agency Name)
PART I - GENERAL INFORMATION
1. General Information
Name and Title of FEP Agency Head
Name: Abraham L. Funchess Jr.
Title: Executive Director
FEP Agency Street Address: 620 Mulberry Street
City: Waterloo State: Iowa
Zip Code: 50703
Telephone Number (Area Code); ( 319 ) 291 - 4441
2. (a) What is the total annual appropriation of State or Local government funds to the
FEP Agency? $_260,422
(b) What is the term of the current appropriation for the FEP Agency?
FROM MONTH
_ 01 __ 2018_
MONTH DAY YEAR
TO 06 30 _ 2019
MONTH DAY YEAR
(c) Does the current appropriation represent a reduction in the total annual appropriation of State or
Local government funds to the FEP Agency compared to the previous appropriation?
(x ) Yes ( ) No If Yes, enter amount by which the appropriated funds were
reduced: $_10,000
3. Please provide as an attachment to this RFI a copy of the complete text of(a), (b), and (c) below, with
each legislative and procedural change in the previous twelve (12) months clearly highlighted, and
provide explanatory documentation regarding the changes which you believe will be helpful in
understanding the impact of the change(s).
This is coming in a separate attachment.
(a) Statute(s) or Ordinance(s)
(b) Regulations
(c) Charge Processing Procedures, if applicable.
PART II - THRESHOLD ELIGIBILITY CRITERIA
FY 2019 charge resolution contract eligibility will be conditioned on the FEP Agency meeting the
threshold eligibility criteria contained in the Contracting Principles related to the State and Local
program. In addition to meeting the threshold eligibility criteria in the Principles and specifically
affirming those criteria set forth below, it is required that a valid worksharing agreement with the
appropriate EEOC District Office be in effect in order for the EEOC to contract with an FEP Agency.
Please check each box that applies to the applicant FEPA and/or its operations or practices:
1. The Agency is a designated FEP Agency. (x )
2. The practices prohibited by the State or Local FEP Agency are comparable in scope to those
practices prohibited under federal law, and the FEP Agency has fully enforced its law. ( x )
3. The FEP Agency obtains remedies and decides cases on the merits. (x )
4. In all cases where the FEP Agency has found cause to credit the allegations of a charge, the
agency has the capability to pursue the elimination of the discrimination and seek or provide
appropriate relief consistent with applicable federal law. ( x )
5. The FEP Agency includes mechanisms for monitoring and enforcing compliance in any
conciliation agreement, order after public hearing, or consent order to which the FEP Agency is
a party. (x )
6. The FEP Agency has in place an effective case management system in accordance with
Section II.A.8.b. of the Contracting Principles. (x )
7. If applying for an age charge resolution component, the enabling statute/ordinance authorizes
relief beyond that of only instituting criminal proceedings.
( x ) N/A or ( )
NOTE: In order for an FEP Agency to qualify for an ADEA charge resolution component in its contract,
the law must authorize relief beyond that of only instituting criminal proceedings. If unable to confirm
the statement in number 7, please provide an explanation as an attachment to this RFI.
8. A Local FEP Agency seeking eligibility for an ADEA component in the contract must complete
this section:
(a) Is there a State FEPA authorized to enforce an age discrimination statute?
( x ) Yes ( ) No
(b) Did the applicant FEPA's FY 2018 charge resolution contract include
ADEA charges? (x ) Yes ( ) No
If(a) is No, i.e., there is no ADEA coverage by a State FEPA, the Local FEP Agency is eligible for an
ADEA component in FY 2019 under this provision. If(a) is Yes and (b) is No, the Local FEP Agency
must obtain written concurrence from the primary State FEP Agency before requesting an ADEA
component, and the written concurrence must be provided as an attachment to the FEP Agency's RFI.
If (b) is Yes, the Local FEP Agency is eligible for an ADEA component without the written concurrence
of the State FEP Agency.
9. For the period May 1, 2017 through April 30, 2018, provide the number of charges litigated and/or the
number of hearings conducted to enforce cause findings covered by Title VII, ADEA, and ADA.
Charges Litigated Hearings Conducted
Number of Charges 0
Total Monetary Relief $ $
On an attachment to this RFI, list the charges identified above by Charging Party, Respondent, EEOC
Charge Number, Statute, Basis, Date of Cause Determination, Date Filed in Court or Date Docketed for
Hearing, Date of Court Decision or Hearin Order,, and Outcome of Litigation or Hearing.
10. For the period May 1, 2017 through April 30, 2018, provide the number of successful conciliations and
the number of settlements covered by Title VII, the ADEA, and/or the ADA:
Successful
Conciliations Settlements
Number of
Charges 3 3
I
Total Monetary
Relief $_35,500 $ 12,800_(plus one undisclosed)
11. FOR FIRST TIME APPLICANTS ONLY
Check the following as appropriate:
(a) The FEP Agency is the primary State FEP Agency. ( ) Yes ( ) No
(b) The Local FEP Agency is in a state where the State FEP Agency
was not under contract the preceding year. ( ) Yes ( ) No
(c) If No in 11(b) above, the Local FEP Agency is in a state where the State
FEP Agency was under contract the preceding year and its inventory was
greater than nine months for the period from May 1, 2017 to April 30,
2018.
( ) Yes ( ) No
12. The FEP Agency is not a merit board, personnel board
or civil service system?
( ) Confirmed
PART III - 100 MINIMUM ELIGIBILITY CRITERION
1. Will the FEP Agency process 100 accepted charge resolutions under the FY 2019 contract by
September 30, 2019?
( ) Yes (x ) No
If No, answer Line 2. If Yes, go to Part IV.
2. Is the FEP Agency in its first year of contracting or is it the primary state agency?
( ) Yes Exempt from 100 charge resolution requirement.
( x) No Not exempt from 100 charge resolution requirement.
If No, Line 3 must be answered. If Yes, go to Part IV.
3. Will the FEP Agency fail to resolve 100 or more acceptable charges under the FY 2019 charge
resolution contract solely because it waived charges to EEOC for initial processing?
( ) Yes Exempt from 100 accepted charges resolution requirement. Indicate number of
charges waived to EEOC and go to Part IV.
(x ) No Not exempt from the 100 charge requirement. (A written request must be
submitted with this RFI for waiver of the 100 charge requirement. See Line 4
below.)
4. Submit a written justification as an attachment to this RFI as to the reasons that the
Commission should waive the 100 charge requirement for your agency for a FY 2019 contract.
I
I
PART IV - F ' 2P_1 I CQNTRACT REQUEST
1. FY 2019 CHARGE RESOLUTION CONTRACT REQUEST
PRODUCTION DURING MEASUREMENT PERIOD
(May 1, 2017 —April 30, 2018)
OR FEPA REQUEST IN CONSULTATION WITH EEOC
• 69
(NOTE: Measurement Period production excludes dual-filed FEP Agency resolutions submitted prior to
May 1, 2017 and pending review in the EEOC district office as of May 1, 2017, and includes dual-filed
FEP Agency charges resolved on or after May 1, 2017 that are submitted to and pending review in the
EEOC district office as of April 30, 2018, if any.)
2. FY 2019 INTAKE SERVICES CONTRACT REQUEST
NUMBER OF CHARGES ACCEPTED FOR
INTAKE SERVICES CONTRACT CREDIT
BY EEOC FROM MAY 1, 2017 TO APRIL 30, 2018
OR FEPA REQUEST IN CONSULTATION WITH EEOC 16
The responses contained herein have been developed by the FEP Agency in consultation with the appropriate
EEOC District Office. All differences, unless otherwise noted in writing, have been resolved. The FEP Agency
is aware that this information, in conjunction with the information provided by the EEOC District Office, will be
used as the basis for the recommendation and misrepresentations contained herein may result in a
recommendation for no contract, or termination of the contract.
t
10-3-2018
DATEt
F r R THE FEP AGENCY (SIGNATIORE)
r
r
i
f
r
PART V - EEOC
DISTRICT OFFICE CERTIFICATION
Does the District Director's evaluation of fhe FEP Agency's processes, procedures, and performance
under the FY 2018 contract, as well as justifications submitted in response to this RFI, indicate that the FEP
Agency should receive an FY 2019 Charge Resolution Contract? ( ) Yes
( ) No
If No, submit a written recommendation as to the reasons you believe that the FEP Agency should not receive
a contract, as well as any written position from the FEP Agency to the contrary, as an attachment to this RFI,
and submit the RFI with attachment(s), to State and Local Programs. The District Director should notify the
FEP Agency in writing that (s)he is not recommending the FEP Agency for an FY 2019 contract.
1. 1 have determined that the information submitted by the FEP Agency and used to prepare responses
contained in the foregoing pages of this document is accurate to the best of my knowledge.
2. Based upon my assessment of the FEP Agency's responses, practices and past history of resolving
charges, I certify that the FEP Agency meets the standards for participation in the Commission's
contract program.
CHECK EITHER 3 OR 4
3._ 1 am recommending the applicant FEP Agency for a FY 2019 charge resolution contract at the level
reflected in Part IV of this RFI.
4._ 1 am recommending the applicant FEP Agency for a FY 2019 charge resolution contract at the level
have specified in the attachment to this RFI.
DATE EEOC DISTRICT DIRECTOR
Attachment 4
FY 2019 EEOC/FEPA MODEL WORKSHARING AGREEMENT
WORKSHARING AGREEMENT
BETWEEN
Waterloo Commission on Human Rights
(Full Name of FEPA)
and
THE U. S . EQUAL EMPLOYMENT OPPORTUNITY COMMISSION
Chicago District Office
(Name of EEOC District Office)
FOR FISCAL YEAR 2019
I . INTRODUCTION
A. The Waterloo Commission on Human Rights , hereinafter referred to
as the FEPA, has jurisdiction over allegations of employment
discrimination filed against employers of 4 or more employees
occurring within Waterloo based on race, color; religion, creed,
sex, sexual orientation, ender identity, national origin age or
mental or physical disability in connection with em to
P yment, public
accommodations , housing
credit, and education pursuant to Waterloo
Code of Ordinances 4891 , 11-13-2007 .
i
The U. S . Equal Employment Opportunity Commission, hereinafter
referred to as the EEOC, has jurisdiction over allegations of
employment discrimination occurring throughout the United States
where such charges are based on race, color, religion, sex, or
national origin, all pursuant to Title VII of the Civil Rights Act
Of 1964, as amended (42 U. S.C. § 2000 (e) ) (hereinafter referred to
as Title VII) . The EEOC has jurisdiction to investigate and
determine charges of discrimination based on age (40 or older) under
the Age Discrimination in Employment Act of 1967, as amended
(29 U. S.C. § 621 et . se (ADE
A)) ( A
) , for unequal wages based
under the Equal Pay Act of 1963, as amended (29 U S.C. § 206 on sex(EPA)
ex
and over allegations of employment discrimination based PAon
disability pursuant to Title I of the Americans with Disabilities
Act of 1990, as amended (42 U.S.C. § 12101) (ADA) , and over the use
or acquisition of genetic information as the basis for employment
decisions pursuant to Title II of the Genetic Information
Nv ndiscrimination Act of 2008 . '
B. In recognition of, and to the extent of the common jurisdiction and
goals of the two (2) Agencies, and in consideration of the mutual
1
Promises and covenants contained herein, the FEPA and the EEOC
hereby agree to the terms of this Worksharing Agreement, which is
designed to provide individuals with an efficient procedure for
obtaining redress for their grievances under appropriate Waterloo,
Iowa, Ordinances and Federal laws .
II . FILING OF CHARGES OF DISCRIMINATION
A. In order to facilitate the assertion of employment rights, the EEOC
and the FEPA each designate the other as its agent for the purpose
of receiving and drafting charges,. including those that are not
jurisdictional with the agency that initially receives the charges .
The EEOC' s receipt of charges on the FEPA' s behalf will
automatically initiate the proceedings of both the EEOC and the FEPA
for the purposes of Section 706 (c) and (e) (1) of Title VII . This
delegation of authority to receive charges does not include the
right of one Agency to determine the jurisdiction of the other
Agency over a charge. Charges can be transferred from one agency to
another in accordance with the terms of this agreement or by other
mutual agreement .
B. The FEPA shall take all charges alleging a violation of Title VII,
the ADEA, the EPA, GINA or the ADA where both the FEPA and the EEOC
have mutual jurisdiction, or where the EEOC only has jurisdiction,
so long as the allegations meet the minimum requirements of those
Acts, and for charges specified in Section III . A. 1 . below, refer
them to the EEOC for initial processing.
C. Each Agency will inform individuals of their rights to file charges
directly with the other Agency and or assist any person alleging
employment discrimination to draft a charge in a manner that will
satisfy the requirements of both agencies to the extent of their
common jurisdiction.
Normally, once an agency begins an investigation, it resolves the
charge. Charges may be transferred between the EEOC and the FEPA
within the framework of a mutually agreeable system. Each agency
will advise Charging Parties that charges will be resolved by the
agency taking the charge except when the agency taking the charge
lacks jurisdiction or when the charge is to be transferred in
accordance with Section III (DIVISION OF INITIAL CHARGE-PROCESSING
RESPONSIBILITIES) .
D. For charges that are to be dual-filed, each Agency will use EEOC
Charge Form 5 (or alternatively, an employment discrimination charge
form which within statutory limitations, is acceptable in form and
content to the EEOC and the FEPA) to draft charges . When a charge is
taken based on disability, the nature of the disability shall not be
disclosed on the face of the charge.
E. Within ten calendar days of receipt, each Agency agrees that it will
notify both the Charging Party and the Respondent of the dual-filed
2
nature of each such charge it receives for initial processing and
explain the rights and responsibilities of the parties under the
applicable Federal, State, or Local statutes .
III . DIVISION OF INITIAL CHARGE-PROCESSING RESPONSIBILITIES
In recognition of the statutory authority granted to the FEPA by Section
706 (c) and 706 (d) of Title VII as amended; and by Title I of the Americans
with Disabilities Act, and the transmittal of charges of age
discrimination pursuant to the Age Discrimination in Employment Act of
1967, the, primary responsibility for resolving charges between the FEPA
and the EEOC will be divided as follows :
A. The EEOC and the FEPA will process all Title VII, ADA, GINA,and ADEA
charges that they originally receive.
1 . For charges originally received by the EEOC and/or to be
initially processed by the EEOC, the FEPA waives its right of
exclusive jurisdiction to initially process such charges for a
period of 60 days for the purpose of allowing the EEOC to
proceed immediately with the processing of such charges before
the 61st day.
In addition, the EEOC will initially process the following
charges :
-- All Title VII, ADA, and concurrent Title VII/ADA charges
jurisdictional with the FEPA and received by the FEPA 240 days
or more after the date of violation;
-- All disability-based charges that may not be resolved by the
FEPA in a manner consistent with the ADA.
-- All concurrent Title VII/EPA charges;
-- All charges against the FEPA or its parent organization
where such parent organization exercises direct or indirect
control over the charge decision-making process;
-- All charges filed by EEOC Commissioners;
-- Charges also covered by the Immigration Reform and Control
Act;
-- Complaints referred to the EEOC by the U. S. Department of
Justice, Office of Federal Contract Compliance Programs, or
Federal fund-granting agencies under 29 CFR § 1640, 1641, and
1691 .
-- Any charge where the EEOC is a party to a Conciliation
Agreement or a Consent Decree that, upon mutual consultation
and agreement, is relevant to the disposition of the charge.
The EEOC will notify the FEPA of all Conciliation Agreements
3
and Consent Decrees that have features relevant to the
disposition of subsequent charges;
-- Any charge alleging retaliation for filing a charge with the
EEOC or for cooperating with the EEOC; and
-- All charges against Respondents that are designated for
initial processing by the EEOC in a supplementary memorandum to
this Agreement .
2 . The FEPA will initially process the following types of charges :
-- Any charge alleging retaliation for filing a charge with the
FEPA or cooperating with the FEPA;
-- Any charge where the FEPA is a party to a Conciliation
Agreement or a Consent Decree that, upon mutual consultation
and agreement, is relevant to the disposition of the charge.
The FEPA will provide the EEOC with an on-going list of all
Conciliation Agreements and Consent Decrees that have features
relevant to the disposition of subsequent charges;
-- All charges that allege more than one basis of
discrimination where at least one basis is not covered by the
laws administered by the EEOC but is covered by the FEPA
ordinance, or where the EEOC is mandated by federal court
decision or by internal administrative EEOC policy to dismiss
the charge, but the FEPA can process that charge.
-- All charges against Respondents that are designated for
initial processing by the FEPA in a supplementary memorandum to
this Agreement; and
-- All disability-based charges against Respondents over which
the EEOC does not have jurisdiction.
B. Notwithstanding any other provision of the Agreement, the FEPA or
the EEOC may request to be granted the right to initially process
any charge subject to agreement of the other agency. Such variations
shall not be inconsistent with the objectives of this Worksharing
Agreement or the Contracting Principles .
C. Each Agency will on a quarterly basis notify the other of all cases
in litigation and will notify each other when a new suit is filed.
As charges are received by one Agency against a Respondent on the
other Agency' s litigation list a copy of the new charge will be sent
to the other Agency' s litigation unit within 10 working days .
IV. EXCHANGE OF INFORMATION
4
A. Both the FEPA and the EEOC shall make available for inspection and
copying to appropriate officials from the other Agency any
information that may assist each Agency in carrying out its
responsibilities . , Such information shall include, but not
necessarily be limited to, investigative files, conciliation
agreements, staffing information, case management printouts, charge
processing documentation, and any other material and data as may be
related to the processing of dual-filed charges or administration of
the contract. The Agency accepting information agrees to comply with
any confidentiality requirements imposed on the agency providing the
information. with respect to all information obtained from the EEOC,
the FEPA agrees to observe the confidentiality provisions of Title
VII, the ADEA, the ADP, and GINA.
B. In order to expedite the resolution of charges or facilitate the
working of this Agreement, either Agency may request or permit
personnel of the other Agency to accompany or to observe its
personnel when processing a charge.
V. RESOLUTION OF CHARGES
A. Both agencies will adhere to the procedures set out in the EEOC' s
State and Local Handbook, including current revisions thereto.
B. For the purpose of according substantial weight to the FEPA final
finding and order, the FEPA must submit to the EEOC copies of all
documents pertinent to conducting a substantial weight review; the
evaluation will be designed to determine whether the following items
have been addressed in a manner sufficient to satisfy EEOC
requirements; including, but not limited to:
1 • jurisdictional requirements,
2 . investigation and resolution of all relevant issues alleging
personal harm with appropriate documentation and using proper.
theory,
3 . relief, if appropriate,
4 . mechanisms for monitoring and enforcing compliance with all
terms of conciliation agreements, orders after public hearing
or consent orders to which the FEPA is a party.
C. In order to be eligible for contract credit and/or payment,
submissions must meet all the substantive and administrative
requirements as stipulated in the Contracting Principles .
D. For the purposes of determining eligibility for contract payment, a
final action is defined as the point after which the charging party
has no administrative recourse, appeal, or other avenueof redress
available under applicable State and Local statutes .
5
VI . IMPLEMENTATION OF THE WORKSHARING AGREEMENT
A. Each agency will designate a person as liaison official for the
other agency to contact concerning the day-to-day implementation for
the Agreement . The liaison for the FEPA will be Rebecca Johnson. The
liaison official for the EEOC will be Pam Bloomer.
B. The agencies will monitor the allocation of charge-processing
responsibilities as set forth in the Agreement . Where it appears
that the overall projection appears inappropriate, the appropriate
portions of this Agreement will be modified to ensure full
utilization of the investigation and resolution capacities of the
FEPA and rapid redress for allegations of unlawful employment
discrimination.
C. The agencies agree to work together in furtherance of the EEOC' s
current Strategic Plan when assessing the allocation of charges
under this agreement and to cooperate in compliance and enforcement
efforts as well as training, outreach and technical assistance
efforts encompassed by the Plan.
D. The EEOC will provide original forms to be copied by the FEPA, in
accordance with the Regulations and the Compliance Manual to be used
by the FEPAs in correspondence with Charging Parties and
Respondents .
E. If a dispute regarding the implementation or application of this
agreement cannot be resolved by the FEPA and District Office
Director, the issues will be reduced to writing by both parties and
forwarded to the Director of the Office of Field Programs for
resolution.
F. This Agreement shall operate from the first day of October 2018 to
the thirtieth day of September 2019 and may be renewed or modified
by mutual consent of the parties .
I have read the foregoing Worksharing Agreement and I accept and agree to
the provisions contained therein.
I
Date
District Director
U.S. Equal Employment Opportunity Commission
District Office
6
IA
Date 10-3_2018
Tit e: Executive Directov'J
;
FEPA Name: Waterlog Comk ssion on Human Rights
J
7
VfiP,�,YLI`MR) LOG-,/ X0TyzAi
WATERLOO Co��rdpdXSSKOVM ON
HUVIAH 620 Mulberry Street RXGTWaterloo, 1A 50703 (319) 291-4441 Fax (319)2H91-S
4295
----------
"TOM -
U.S. EQUAL EMPLOYMENT OPPORTUNITY COMMISSION
Office of Field Programs
State and Local Programs
Fiscal Year 2019 Request for Information
For A FEP Agency Charge Resolution Contract
Including Options For Fiscal years 2019 and 2020
From
Waterloo Commission on Human Rights
RE: Waiver of 100 Minimum Requirement
We humbly request waiver of loo minimum requirement at this particular time for the
following reasons:
® We still remain relatively new to the program and have demonstrated overall progress
with EEOC protocols and expectations, despite challenges we are having getting
reliable/skilled support staff;
a Over the last fiscal year, we continue to successfully settle and conciliate cases to the
satisfaction of complainants who believe in the efficacy of our efforts here in the office;
0 We continue to explore the actual expansion of our jurisdiction and increasing staff with
the goal of processing more case resolutions to meet EEOC threshold expectations.
W I e thank you for the opportunity to serve in this capacity with EEOC.
Resp ratully
7171* 7-),1�11
/1A
Abraham L.;Funche!ds,Jr. I/
�xecutive Director I
CITY WEBSITE: W1VW-Cityofwater1ooz*a.com
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Finance c mmidee approval required?
YES NO
If so,date approved: `6 ((Ott
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 2019 submitted by the Leisure Services Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES(INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE)
Fund Dept Activity Acct# Acct Name Proj Code Amount Fund Dept Activity Acct# Acct Name Proj Code Amount
010 37 4105 3720 restricted donate 37GFT.0009 1,055.00 010 37 4105 1567 recequip 37GFT.0009 1,055.00
4.18 010 sZ ^+—^_ a ui 3
TOTAL $1,109.18 TOTAL $1,109.18
This amendment is being requested because:
to budget for grant received from Community Foundation of Northeast Iowa $1055
tesarfy-fer�erdthe balancetll prolecct 7G77'17O@9-that.ha been setting for year F i�hc nPntaln n hhT� s as
Prior Committee Actions(Dates):
(Signature Dept. or Designee) Date (Signature Finance Dept. Review) Date
Date Posted(Finance Dept.)
Kauserslshared goodiesVorms\Budget Amendment Request Form.xls(Apr 2003)
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Finance ommittee approval requir ?
YES NO_ g� 11c,
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) I INCREASE EXPENDITURES(DECREASE REVENUE)
Fund Dept Activity Acct#I Acct Name Proj Code Amount IFund Dept Activity Acct#I Acct Name I Proj Code I Amount
010 11 1150 3373 Fed Pass Thru IA 11GRT.DT1 9,028.00' 010 11 1150 1111 Salaries 11GRT.DT19 9,028.00
TOTAL $9,028.00 TOTAL $9,028.00
This amendment is being requested because:
This is to conform with the City's budget line item control policy.See attached paperwork amendment to funding for Federal Violence
Against Women VW-19-12-CJ for FY19 3 month extension through 9/30/19.
Prior Committee Actions(Dates):
t `
0 s
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted(Finance Dept.)
K:\userslshared goodieslformslcs budget amend req form(Apr 2003)
P
Subcontract#VW-19-12-CJ
THOMAS J.MILLER
ATTORNEY GEWRAL
N
321E 12TH STREET
JANELLE MELOHN DES MOINES,9150319
PHONE:(515P81-5044
DIVISION DIRECTOR IOWA DEPARTMENT OF JUSTICE TOLL-FREE:(800)373-5044
OFFICE OF THE ATTORNEY GENERAL FACSIMILE:(515)281-8199)
CRIME VICTIM ASSISTANCE DIVISION B .10WM ORNEYOENENAL.00V
THIS AMENDMENT#1 is made and entered into by and between the Crime Victim Assistance
Division of the Iowa Department of Justice through their Victim Services Support Program,
Lucas State Office Building,321 East 12a'Street,Des Moines,IA 50319 (hereinafter
"Department"), and Waterloo Police Department 715 Mulberry St.,Waterloo,IA 50703,
(hereinafter"Program").
This amendment serves to modify the original subcontract as follows:
PERIOD OF PERFORMANCE: The end date is extended from June 30,2019 to September 30,
2019.
PROJECT COSTS: The amount of funding for this project has increased by$9,028. The amount
of funding is now $45,141. Of the additional amount funded, $9,028 is from 2018-WF-AX-0013.
MATCH: The additional required match amount has increased by$3,010. The required total
match is now$14,226. State funds can be used to meet match if necessary as long as match is used
for VOCA eligible activities.
REPORTS: Program will be required to complete CVAD reports as follows:
Type of Report Time frame for reporting Report Due in Iowa rants. ov
CVAD Bi-annual report January 1 2019 to June 30,2019 August 15, 2019
CVAD 3 month report July 1, 2019-Sept. 30, 2019 October 31, 2019
FINAL INVOICE: The final invoice for this contract is due on or before October 31, 2019. Final
invoices will not be reimbursed if program reports are not submitted and complete.
All other terms and conditions remain unchanged.
This amendment does not require Program's signature.
Lori Miller
DATED: June 27, 2019