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HomeMy WebLinkAboutApproved Documents - 9/17/2018 FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 TRAVEL REQUEST FY—201p--j- BUDGETED y5-00o41�- CITY OF WATERLOO EXPENDED YTD THIS REQUEST LEFT AFTER THIS {� REQUEST v7� /cYy DATE Original-Clerk/Finance Co -Department NAME(S) AND POSITION(S): DATE P.O. Jordan Helgeson September 7rh, 2018 NAME OF CLASS / MEETING: DESTINATION: Waterloo, Iowa Iowa Law Enforcement Academy I.L.E.A. Course DEPARTURE POINT Hawkeye Community College IF NOT WATERLOO: DEPARTURE DATE: Return Date: DATE(S) OF MEETING: September 10, 2018 November 8", 2018 September 10-November 8th, 2018 PURPOSE OF TRAVEL: Chief Trelka is requesting authorization to send P.O. Jordan Helgeson to the Iowa Law Enforcement Academy in Waterloo, Iowa at Hawkeye Community College on September 10th— November 8th, 2018. P.O. Kyle Helgeson is a newly hired officer and is required to attend the I.L.E.A. course to become a state certified officer.. 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: $.00 LODGING $225.00 Uniforms x GRANT REIMBURSABLE $00.00 MEALS .00 Shuttle/taxi YES NO $4200.00 REGISTRATION .00 AIRFARE x REQUIRED CERTIFICATION $.00 Fuel/mileage .00 Baggage fee YES NO TOTAL FOR ALL: $ 4425.00 TOTAL: $ 4425.00 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 FINANCE DEPT STAFF ONLY LINE ITEM USED 010-11-1100-1346 TRAVEL REQUEST FY _201♦y BUDGETED ScTyO` CITY OF WATERLOO EXPENDED YTD sv THIS REQUEST LEFT AFTER THIS _ REQUEST DATE ?/rJc✓ /< /g Original-Clerk/Finance Co -Department NAME(S) AND POSITION(S): DATE P.O. Kyle Janikowski September 7th, 2018 NAME OF CLASS/ MEETING: DESTINATION: Johnston, Iowa Iowa Law Enforcement Academy I.L.E.A. Course DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Return Date: DATE(S) OF MEETING: August 2e, 2018 December 14th, 2018 August 27th-December 14th, 2018 PURPOSE OF TRAVEL: Chief Trelka is requesting authorization to send P.O. Janikowski to the Iowa Law Enforcement Academy in Johnston, Iowa on August 27th, 2018 to December 14`h„ 2018. P.O. Kyle Janikowski is a newly hired officer and is required to attend the I.L.E.A. course to become a state certified officer. A city vehicle will be needed for this travel/training. 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: $.00 LODGING $225.00 Uniforms X GRANT REIMBURSABLE $1560.00 MEALS .00 Shuttle/taxi YES NO $6240.00 REGISTRATION .00 AIRFARE X REQUIRED CERTIFICATION $200.00 Fuel/mileage .00 Baggage fee YES NO TOTAL FOR ALL: $ 8225.00 TOTAL: $ 8225.00 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 DEPARTM N HEAD MAYOR DATE DATE FINANCE DEPT STAFF ONLY LINE ITEM USED 010-11-1100-1346 TRAVEL REQUEST FY_2019_ BUDGETED 4/S,vuv CITY OF WATERLOO ° EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE cJ Original-Clerk/Finance Cop -Department NAME(S) AND POSITION(S): DATE P.O. Thomas Schuster 9/10/18 NAME OF CLASS/ MEETING: DESTINATIONJohnston, Iowa Advanced Collision Investigation School DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: Return Date: DATE(S) OF MEETING: November 5th, 2018 November 9th 2018 November 5`h-9th 2018 PURPOSE OF TRAVEL: Captain Mohlis is requesting authorization to send P.O. Thomas Schuster to Advanced Collision Investigation School on November 511-91h 2018 in Johnston, Iowa. The course will take students beyond the completion of a standardized accident report and will teach the student proper procedures for making measurements at traffic accidents scenes, scale diagramming, recovering and recording physical evidence from vehicles, people and the environment. A city vehicle will be need for this travel/training 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: $500.00 LODGING .00 Uniforms x GRANT REIMBURSABLE $196.00 MEALS .00 Parking YES NO $250.00 REGISTRATION .00 AIRFARE x REQUIRED CERTIFICATION $50.00 Fuel/mileage .00 Dues YES NO TOTAL FOR ALL: $ 996.00 TOTAL: $ 996.00 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 A DEPARTMENT HEAD MAYOR DATE I DATE City Clerk Use Only Finance Committee Approval Date I I} 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 $ NTE $3,000 plus est. shipping costs of $ n/a to pay for or purchase Video Security at Fire Headquarters. This purchase or expenditure is being made because: Improve security at Fire Headquarters Vendor selected for this purchase: Hawkeye Alarm &Signal Company "X" r ❑x Bids or written quotes were taken on this purchase, as follows: IT Director Chris Youngblut received bids. Hawkeye was the lowest bidder. ® F-] 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 El Road Use Tax El Sewer F-I Sanitation Qx Bonds E] Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 417-12-1400-2112 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 20,000.00 and the current available balance is $ 13,829.62 tfull ubm' 7ec ' d, -leX AI/A /ll. (Signature Deptjad or esIg ) Date (Signature Finance Dept. Review) Date Sent over 090718. City Clerk Use Only Finance Committee Approval Date Q�l� �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 Fire Department to expend $ 6,585.00 plus est. shipping costs of $ to pay for or purchase ESO Properties and Inspections software This purchase or expenditure is being made because: To improve our ability to pre-plan buildings in an electronic manner. The software allows us to use our various codes electronically. CAMEO intregration is included Vendor selected for this purchase: ESO Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: Single Source: WFR uses ESO for our electronic patient care reporting (ePCR) and the properties and inspections modules interface with the ePCR system. Our entire department will utilize the software. 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 F� Sewer F� Sanitation EI Bonds 1:1 Federal/other grants EI Other(specify) This expenditure is to be coded to the following budget line-item: 010-12-1400-1520 Software (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 10,000.00 and the cu nt available balance is $ 9,717.00 Respec II subm' ed, 101 l�lc1 y 7-11 09 (Signat re Dept. r ead or Designee) Date (SI na(Jre Finance Dept. Review) Date K:lshared goodieslforms\Expenditure Pre-Authorization(Mar 2010) eso Quote For: Waterloo Fire Rescue Quote Number: Q010682 Healthcare Cor-inc, Pricing Valid Through: 12/28/2018 Proposed by: Rich Cunningham Contact and Billing Details Sold to: Pat Treloar Contact: Pat Treloar Address: 425 E 3rd Street Bill To: Waterloo Fire Rescue Phone: (319)291-4460 1 Waterloo, Iowa 50703 Email: pat.treloar@waterloo-ia.org Email: pat.treloar@waterloo-ia.org United States Subscription and License Terms Term Start Date: Payment Method: Check Customer ID: 201005-1479 Term End Date: 10/04/19 Billing Frequency: Annual Tax Exempt: Yes Initial Term jMonti 12 Billing Method: Email Total Recurring Fees: $5,090.00 Renewal Term(Months), 12 Terms: Net 30 Total One-Time Fees: $1,495.00 Product Name Product Description Quantity Total Price/ Discounts Fire Properties-Career FD Initial station subscription for Properties— includes CAMEO data collection 1 /Stations $495.00 1st Station application for Properties&Occupancies— integration,Pre-Plan view,and stores property and occupant history (presence or chemicals&tanks, Incidents,and previous inspec Fee Type: Recurring Fire Inspections-Career- Additional station subscription for ESO's Inspections Application for 5/Stations $2,125.00 Additional Stations Career Fire Departments. Fee Type:Recurrin Fire Inspections-Career Initial station subscription for Inspections—includes the ability to 1 /Stations $595.00 FD-1st Station manage multiple code sets, using those to developed customized Check-lists for inspections. The application allows you to schedule, manage,execute and finalize inspections—as well Fee T e:Recurrin Fire Properties-Career- Additional station subscription for ESO's Properties Application for 5/Stations $1,875.00 Additional Stations Career Fire Departments. Fee Type: Recurring Fire Online Training Webinar Training Session for ESO Fire. 1 /Sessions $495.00 Fee Type:One-Time 2015 International Fire 2015 IFC Fire code set loaded into FIREHOUSE Inspections 1 $1,000.00 Codes application. Fee T e:One-Time List Price: $6,585.00 Discounts: $0.00 Tax: $0.00 Total: $6,585.00 Pricing&Taxes: 1. The Total Price is based on the Quantity and will be re-evaluated annually based on Customer's usage of the software. 2. ESO's fees are exclusive of all taxes,levies or duties imposed by taxing authorities unless otherwise noted.If Customer is tax- exempt,Customer must provide a valid tax exemption certificate to ESO. 3. Additional fees may be applied by Customer's billing or CAD vendor for certain products and should be discussed with those vendors,if applicable. 4. Customer acknowledges and agrees that the terms and conditions contained in its ESO Master Subscription and License Agreement,Subscription Agreement or like agreement are incorporated herein and apply to Customer's purchase of the products above. THANK YOU FOR CONSIDERING ESO SOLUTIONS Quote Number: Q010682 Pricing Valid Through: 12/28/2018 Proposed by: Rich Cunningham Waterloo Fire Rescue [Signature] [Print Name] [Title] [Date] THANK YOU FOR CONSIDERING ESO SOLUTIONS City Clerk Use Only Finance Committee C Approval Date f �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 Leisure Services Department to expend $ NTE $3,000 plus est. shipping costs of $ na to pay for or purchase Repainting of Granitex Polyphatic Floors in Young Arena restrooms This purchase or expenditure is being made because: Repainting of the floors due to wear is needed in the (4) concourse restroom areas & supports the city's strategic Plan 4.5-"Maintain City facilities that support quality of place" Vendor selected for this purchase: Iowa Wall Sawing Independence Iowa Qx Bids or written quotes were taken on this purchase, as follows: Iowa Wall Sawing, Independence IA $5.50 sqft Schuller Floors, Brodhead, WI $6.35 sqft 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 El Road Use Tax F-I Sewer F-I Sanitation 51 Bonds 0 Federallother grants El Other(specify) This expenditure is to be coded to the following budget line-item: 418 37 4500 2117 (Fund -Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 40,000.000' and the current available balance is $ 32,069.56 R ubmitted, Gy (Signature Dept. He esignee) Date (Signature Finance Dept. Review) Date KAshared goodieslforms\2018 Restroom Floor Painting.xls(Mar 2010) City Clerk Use Only Finance Committee Approval Date /17 D 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 $ 1,400.00 plus est.shipping costs of $ 0.00 to pay for or purchase Annual service agreement for the UPS for the entire city hall This purchase or expenditure is being made because: this purchase is an annual maintanence licences renewal for the back up batteries for the lights and computers for city hall Vendor selected for this purchase: Vertiv ❑ Bids or written quotes were taken on this purchase, as follows: Fx Bids or quotes were not taken on this purchase because: VERTIV is the sole service provider for this equipment and is the factory service represenative with the training to work on this equipment 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 F1 Sanitation 0 Bonds Federal/other grants 0 Other(specify) This expenditure is to be coded to the following budget line-item: 010-11-1105-1520 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 95 d$5 r and the current available balance is $ �j�yyy Respectfully submi c! l/ IT (Signature Dept. H ad or Des[ ee) Dafe Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xlsx(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 $ 4,485.00 plus est.shipping costs of $ 25.00 to pay for or purchase Upgrading 15 Body Camera's r This purchase or expenditure is being made because: upgrade and replace older body cameras that are nearing the end of their life to newer body cameras that integrate with the in car videos stem Vendor selected for this purchase: L3 Mobile Vision ❑ Bids or written quotes were taken on this purchase, as follows: Qx Bids or quotes were not taken on this purchase because: L3 Mobile Vision is a proprietary company to this software and is the only provider for this annual license renewal. Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: EI General Fund 0 Road Use Tax ❑ Sewer F-I Sanitation FX Bonds 0 Federal/other grants 1:1 Other(specify) This expenditure is to be coded to the following budget line-item: 416-11-1100-2127 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 0,9 e)6­� and the current available balance is $ 'a,000' Respectfully sykmitted, q l / a -S i<-<d (Signature Dept. H Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xlsx(Mar 2010) Budget Amendment Descriptions for 9/17/2018 Finance Committee Meeting Agenda: 1. Approve the project budget for the FYE2019 SportsPlex Marketing Program in the amount of $11,580 using hotel motel taxes, as submitted by Leisure Services. 2. Approve the project budget for the FYE2019 Young Arena Event Shuttle Project in the amount of $12,390, using hotel motel taxes, as submitted by Leisure Services. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date L u Project Name (from page one) SportsPlex Marketing FY2019 Department No. project will be budgeted under 37 To be assigned by the Finance Dept. Activity No. project will be budgeted under 4105 Project No. Subproject No. (Each column should only include amounts by fund) Fund: _010 Fund: Fund: Fund: Total REVENUES: 010-37-4105 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 Discretionary 11,580.00 11,580.00 TOTALS $ 11,580.00 $ - $ $ - $ 11,580.00 EXPENDITURES: 1111 Salaries - Regular $ _ 1112 Salaries - Part Time - 1315 Education & Training - 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1351 Advertising 11,580.00 11,580.00 TOTALS $ 11,580.00 $ $ $ $ 11,580.00 (:.ignature Dept. Head Date (Signature Finance Dept. Review) Date K:\shared goodies%forms\Project Budget HMT SportsPlex.xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name SportsPlex Marketing FY2019 City Contract No. To be assigned by the Finance Dept. Project Manager Mark Gallagher Project No. Project Budget Total $ 11,580.00 Subproject No. 1. How will this project be funded? A. Federal Grant Yes = No CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes = No % Paid by state grant Grant Name Reap Grant Grant Agreement Number C. City Match Source of Funding % Paid by City D. Other Entities Yes = No % Paid by other entity 100.00% Name Hotel Motel Done None 2 Attach copies of any grant agreements that will fund the project (REQUIRED) Gouncll awarded In 5n, t `�' Yes No 3. Does the project include the purchase of right of way or other real property? E-1 EX If yes, will real property purchases be reimbursable under the grant? ❑ If yes, have you attached authorization to purchase real property to this document? ❑ ❑ 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees ❑ 0 B. Publication, or printing costs 0 ❑X C. Others, list ❑ ❑X 5. Does this project cover any regular full-time salaries or benefits? ❑ ❑X If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) the CedarValley SportsPlex was awarded hotel motel funds to be used for marketing the sports facility. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date /� 7 / Project Name (from page one) Young Area Event Shuttle Project Department No. project will be budgeted under 37 To be assigned by the Finance Dept. Activity No. project will be budgeted under 4105 Project No. 13_7 14W,7- Subproject No. Sih�L 14 (Each column should only include amounts by fund) Fund: _010 Fund: Fund: Fund: Total REVENUES: 010-37-4105 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 Discretionary 12,390.00 12,390.00 TOTALS $ 12,390.00 $ $ $ $ 12,390.00 EXPENDITURES: 1111 Salaries- Regular $ - 1112 Salaries - Part Time 1315 Education & Training - 1345 Travel - Official City 1346 Travel - Prof Training - 1390 Contractual Services 12,390.00 12,390.00 1351 Advertising TOTALS $ 12,390.00 $ $ - $ - $ 12,390.00 (Signature Dept. ead) Date (Signature Finance Dept. Review) Date K:\shared good ieslforms\Project Budget HMT SportsPlex.xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET ALL PROJECTS PAGE ONE Project Name Young Arena Event Shuttle Hotel Motel Funds City Contract No. To 'eass�gn dLzytheFinanc''Dept , � Project Manager Chris Dolan R o1eC Cdr, ibd Project Budget Total $ 12,390.00 S pro'ee No' s 1. How will this project be funded? A. Federal Grant Yes = No CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes = No �X % Paid by state grant Grant Name Reap Grant Grant Agreement Number C. City Match Source of Funding % Paid by City D. Other Entities Yes 0 No % Paid by other entity 100.00% Name Hotel Motel Done None 2. Attach copies of any grant agreements that will fund the project (REQUIRED) ❑ ❑ council awarded In `ep_r `-1'" Yes No 3. Does the project include the purchase of right of way or other real property? ❑ FX If yes, will real property purchases be reimbursable under the grant? El ED If yes, have you attached authorization to purchase real property to this document? ❑ El 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees El ❑X B. Publication, or printing costs ❑ ❑X C. Others, list ❑ 5. Does this project cover any regular full-time salaries or benefits? E-1 EX If yes, employee/position to be covered. 6, include a brief description of the project in the space below: (REQUIRED) Young Arena received Hotel Motel funds to be used for event shuttle services. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget HMT YA Event Shuttle.xls\Page 1 All Projects (Mar 2010)