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Approved Documents - 12/17/2018
FINANCE DEPT STAFF ONLY TRAVEL REQUEST LINE ITEM USED 010_11-1100-1346 FY_2018_ BUDGETED / pU i� CITY OF WATERLOO EXPENDED YTDSs aY5// THIS REQUEST ��d +� LEFT AFTER THIS REQUEST DATE NAMES)AND POSITION(S): Original-Clerk/Finance Co - Department Officers Sommer&Jakoubek DATE December 13", 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: January 3rd, 2019 April 19'h, 2019 DATE(S) OF MEETING: January 3' thru April 19', 2019 PURPOSE OF TRAVEL: Chief Trelka is requesting authorization to send Officers Sommer& Jakoubek to the Iowa Law Enforcement Academy in Johnston, Iowa on January 3rd, thru April 19`n, 2019-Officers Sommer and Jakoubek are newly hired officers and they required to attend the I.L.E.A. course to become a state certified officers. 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 $33,1 $ ,120.00 LODGING $450.00 Uniforms X GRANT REIMBURSABLE MEALS .00 Shuttle/taxi YES NO $12,480.00 REGISTRATION .00 AIRFARE X REQUIRED CERTIFICATION $200.00 Fuel/mileage .00 Baggage fee YES NO TOTAL FOR ALL: $ 16,250.00 TOTAL: $ 8125.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE I APPROVE THIS TRAVEL REQUEST CITY OF 4WATERL DEPARTMENT MAYOR DATE DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED ?;l-� S9Cl) FY BUDGETED 13iO.f?l5 EXPENDED YTD 2{Cj �,1f7 THIS REQUEST U1 qq 7 pb LEFT AFTER THIS 2 TRAVEL REQUEST REQUEST CITY OF WATERLOO DATE �1112,1 f� EC Original-Clerk/Finance Co -Department NAME(S) AND POSITION(S): DATE: Rudy Jones December 11,2018 NAME OF CLASS 1 MEETING: DESTINATION: 2019 Winter Legislative, Policy and Professional Washington DC Developmental Meeting at the National Community DEPARTURE POINT Development Association Conference IF NOT WATERLOO: DEPARTURE DATE: RETURN DATE: TATE(S) OF MEETING:1-21-2019 1-26-2019 2-19-1-25-19 PURPOSE OF TRAVEL/TRAINING National Community Development Association Conference provides sessions on CDBG, NOME,planning, best practices, financial management and sub recipient management. There are also times set aside to visit with our Congressional offices to discuss future federal funding. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE x AIRFARE DEPARTING FROM: Waterloo American Airlines ESTIMATE OF COST: BUDGET LINE ITEM: 224-32-5850.1346 1030.00 LODGING 50.00 TAXI x GRANT REIMBURSABLE 300.00 MEALS PARKING YES NO BG21A.ADMN 567.00 REGISTRATION 400.00 AIRFARE x REQUIRED CERTIFICATION MILEAGEIFUEL 50.00 MISC/TOLLS YES NO TOTAL FOR ALL: $ 2397.00 TOTAL: $ PER PERSON - I BELIEVE THIS TRIP SERVBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST AND IS NECESSARY AN ENEFi TO THE CITY OF W v � DEPARTMENT HEAD MAYOR DATEU DATE 12/11/2018 Your trip summary,Choose flights-American Airlines i Home Log In a English W Search aa.ccm oo American Airlines 1L. Plan Travel Travel Information AAdvantage Choose flights New search 4+ lk w Your trip summary Main Cabin Depart Waterloo, IA to Washington, DC Round trip(Non-refundable) Monday,January 21,2019 QQ e V V person 5:5$AM —j 11:12 AM 4h 14m 1 stop Main Cabin Total$387.80(all passengers) ALO-ORO a AA4085 a ER4-Embraer ERJ-145 a Operated by Envoy Air As American Price and tax information I@ Eagle ORD-DCA a AA 985 a 738-Boeing 737^x' Good value with benefits Details I change r Choose your seat(fee may apply) e Eligible for upgrades on American flights ------....—..-_...—.-_...._._....-........_.. _.._.-__..__. _..__.___._..,__._.---_.__..-_.._.._......---_....___._....._..._. ■ Flight changes allowed(fee applies) ■ General boarding Return Washington, DC to Waterloo, IA Saturday,January 26,2019 2:30 PM 6:08 PM 4h 38m 1 stop Main Cabin DCA-ORD a AA2485 a 738-Boeing7371$ ORO-ALO a AA3348 a ER4-Embraer ERJ-145 a Operated by Envoy Air As American Includes taxes and carrier Imposed fees. Eagle Beg and optional fees 0 '. Details Change Z_L Upgrade to First rlrr I ! Round trip(Non-refundable) Best way to travel +$ 784 person ■ Our largest,most comfortable seat Total$1,171.60(all passengers) ■2 free checked bags' - i . Priority security at participating airports a Priority boarding s upgrade - . Same-day flight change&standby when eve liable on American flights OilIM 'On planes with both Business and First,you get extra .44 M_ 034 checked bag or 2lfyou're AAdvantage Executive Plaiinum i Limited-time: Earn up to a $250 statement credit J Plus,40,000 bonus miles after qualifying purchases with this credit card offer Learn more S i https:/Iwww.aa.com/backingtflights/choose-flights/your-trip-summary?selectedFareld=EF03KOgTTzGPtTCXcjr6el OOT&bookingPathStateld=1544539... 1/2 DRAFT AGENDA'S 2019 NCDA Winter Legislative, Policy and Professional Development Meeting Washington, DC—Japuary 23-25,2019 Pre-Conference Training:January 22,2019 Conference Registration Link:https.-//ncdaonline res fox com/2019-winter-conference NCDA members are encouraged to schedule Congressional visits during the conference to educate Congress on the importance of CDBG and HOME and discuss how the funds are being used back home.There are several allotted times in the agenda for meeting with your Congressional Members. Talking points are available in the conference packets.Please bring a one-page CDBG and HOMEfact sheet to share with your Congressional delegation.Please connect with other conference participants from your state to meet as one voice with your Congressional delegation. 61Note to NCDA Members who are AICP credentialied:NCDA has been approved as an AICP Certification Maintenance(CM)provider. Some of the sessions below are qualified CM events.We . will be adding sessions to the list as the agenda Is finalized.These events will be marked with the following symbol(where the number equals the number of CM credits): CRR 16 TUESDAY JANUARY 22—Pre-Conference Training &00 am-9:00 am Pre-Conference Training Check-In 9:00 am—4:00 pm Preconference Training(Concurrent sessions—choose one class only) • Advanced CDBG Training -CM 16 Senior community development staff,new managers and experienced managers wishing to stimulate new ideas can benefit from the course.The agenda will include information and discussion on effective program planning, equitable allocation systems,program implementation challenges,leveraging resources and problem solving. • Advanced HOME Training -CM 16 This course,intended for practitioners with 4+years of HOME experience, provides detailed examinations of actual HOME-funded projects,including grant agreements,initial and ongoing compliance,and the use of innovative partnerships to more effectively address housing needs with HOME funds. • Disaster Preparedness and Recovery Using CDBG-CM 16 Be prepared—any community may be impacted by a disaster.This one-day 5 Sl class will cover pre-disaster planning for community development practitioners,using CDBG to respond to a disaster,an introduction to CDBG- DR,and some examples of local CDBG/CDBG-DR disaster programs. 1:00 pm—4:00 pm Hill Visits 3:30 pm—5:30 pm Conference Early Registration 1 i WEDNESDAY.JANUARY 23 8:00 am--9:00 am Breakfast 8:00 am--5:00 pm Registration/information 8:00 am--9:00 am New Member/First Time Attendees Breakfast and Orientation 9:00 am—10:00 am Plenary Session:Legislative Roundtable This roundtable discussion will provide an overview of the Congressional appropriations and budget process including an update on FY2019 appropriations,Come prepared to interact and ask questions. Moderator: Vicki Watson,NCDA Executive Director Participants: Sean Maxwell,Legislative Director,Office of Congressman David Price(D-NC) Chris Sweet,Legislative Director,Office of Congressman Mario Diaz-Baiart(R-FL) 10:00 am—12:00 pm Concurrent Sessions Environmental Review This session will help participants better understand the environmental review requirements and grantee compliance responsibilities. Presenter: Lauren B.McNamara Senior Environmental Specialist Office of Energy and Environment U.S.Department of Housing and Urban Development Washington,DC Best Practices in Community Engagement This session will provide ideas for engaging the community in your strategic and community planning processes.The session will provide ideas on addressing barriers to community engagement and developing long-term approaches to foster community engagement. Presenters: Alicia Zoeller Community Development Director .90 City of Holyoke, MA (i Raymond Webster l Development Specialist County of Los Angeles,CA Elizabeth McNannay �D CDBG Program Coordinator zo, 2 i City of Caldwell,ID Debra Rhinehart Strategic Advisor,Federal Grants Management Unit City of Seattle,WA i IDIS HUD Headquarters staff will provide an update on IDES as well as the most common errors and problems faced by grantees in using the system and suggested fixes.The session will also cover some of the most frequently asked questions from grantees. Presenters: Peter Huber office of Affordable Housing Programs U.S.Department of Housing and Urban Development Washington,DC(invited) Puping Huang Office of Block Grant Assistance U.S.Department of Housing and Urban Development Washington,DC(invited) i 12:00 am—1:30 pm Hill Visits/Lunch on Your Own 1:30 pm—3:30 pm Concurrent Sessions Disaster.Resilience Hear from communities that are working to reduce the impacts of natural disasters by focusing on proactive investments and policy decisions to more successfully adapt to and recover from disasters and disaster losses. Presenters: Stacy Brown Housing&Community Development Manager Planning&Development Services City of San Marcos,TX George Mensah Director,Community and Economic Development Department City of Miami,FL CDBG Cost Principles This session will focus on the following areas. o Eligible,allowable,reasonable,and allocable costs o Direct and indirect costs o Recovery of indirect costs Presenter: Paul Webster Director,Financial Management Division 3 i Office of Block Grant Assistance U.S.Department of Housing and Urban Development Washington,DC Affordable Housing Incentive Strategies This session will look at incentives used by some local jurisdictions to expand private- sector participation in the development of affordable housing and mixed-income housing such as expediting the development approval process,waiving local fees, assisting with project infrastructure and density flexibility,among others. Presenters: Amy Yearsley Housing Coordinator City of Cape Coral,FL Rita Parise Housing Administrator City of Columbus,OH Nancy Jewell Community Development Administrator City of Palm Bay,FL Ros€e Truelove Director,Department of Neighborhood Housing and Community Development City of Austin,TX 3:30 pm-3:40 pm Break 3:40 pm—5:20 pm Subcommittee Meetings(Open to all conference participants) o Housing Subcommittee o Economic Development Subcommittee o Planning and Professional Development Subcommittee THURSDAY,JANUARY 24 8:00am-9:00 am Breakfast 8:00 am—5:00 pm Registration/Information 9:00 am—10:30 am Subcommittee Meetings(Open to all conference participants) o Community Development Subcommittee o Membership Subcommittee o Technology Subcommittee 10:30 am-10:45 am Break 10:45 am—12:30 pm Plenary Session:HUD Program Update 4 Hear from HUD Headquarters staff on the latest program and policy changes affecting CPD program areas. 12:30 pm—2:00 pm Hill Visits/Lunch on Your Own 12:30 pm—2:00 pm Board of Directors Luncheon Meeting 2:00 pm-3:30 pm Concurrent Sessions CDBG Program Timeliness This session will provide an overview of the CDBG program timeliness requirements and recommendations for making your CDBG program timely. Presenters: Carmen Gandulla Director,Division of Community Development Jersey City,NJ Scott Stevenson Director,Community&Economic Development Division Community Development Commission/Housing Authority County of Los Angeles,CA Continuum of Care Best Practices This session will highlight Continuum of Care design and Implementation best practices from across the country. Presenters: Anastacla Wyatt Community Development Director City of Salinas,CA Charlie Lanter Director,Grants and Special Programs Lexington-Fayette County,KY - Section 3 Compliance HUD's Section 3 program provides employment opportunities for low-income people on projects funded with HUD resources,such as CDBG and HOME.Certain thresholds and i requirements apply.This session will provide an overview of the Section 3 requirements 1 and grantee compliance responsibilities. Presenter: Stephanie Waller Director,Economic Opportunity Division Office of Fair Housing and Equal Opportunity U.S. Department of Housing and Urban Development Washington,DC 5 i i i 6 3:30 pm—3:40 pm Break 3:40 pm—4:45 pm Roundtable Discussions • HOME Match Basics I • Best Practices for CAPER Reporting • Communicating Federal Program Requirements to Elected Officials • fnfill Housing • Effective Citizen Participation Practices • Using CDBG for Code Enforcement • Public Services Best Practices • Determining Eligibility in the CDBG Program • Problematic HUD Regulations �J • NCDA Training 4:45 pm—6:00 pm Regional Caucus Meetings(Open to All Conference Participants) Region I(New England) Region II(NY/NJ) Region III&IV(Mid-Atlantic/Southeast) Region V/VII/VIII(Midwest/Great Plains) Region VI(Southwest) Region IX(Pacific) Region X(Northwest) 7:00 pm—10:00 pm Conference Reception FRIDAY,JANUARY 25 8:00 am—12:00 pm Registration/Information 8:00 am-9:00 am Breakfast 9:00 am—10:00 am Roundtable Discussions(Repeated) • HOME Match Basics • Best Practices for CAPER Reporting • Communicating Federal Program Requirements to Elected Officials • Infill Housing • Effective Citizen Participation Practices • Using CDBG for Code Enforcement • Public Services Best Practices • Determining Eligibility in the CDBG Program • Problematic HUD Regulations • NCDA Training 10:00 am-10:10 am Break 10:10 am—11:30 am Plenary Session: CDBG Selected Topics This session will cover the following CDBG topics: • Administration and planning cap 6 7 r s i • Program Income • LM Summary Data i Presenter: Steve Johnson I Director,Entitlement Communities Division office of Block Grant Assistance U.S.Department of Housing and Urban Development Washington,DC 11:30 am—12:30:pm Plenary Session:Community Development Best Practices Winners of the 2019 Audrey Nelson Community Development Achievement Award will present their outstanding community development projects. 12:30 pm—2:00 pm Awards Luncheon "Please note:This agenda is subject to change until becoming final. i i ,i nf` pi; i Y� 7 i I Lodging and Hotel ����� NCDA National Community Development Association f e � Y e1_ NCDA Winter Legislative, Policy, and Professional Development Meeting January 23-25, 2019 Holiday Inn Capitol, 550 C Street, Washington, DC 20024 Facebook Twitter Linkedin Email More 4 Registration O NCDA Member Registration ($550.00) Options (If unsure Early registration ($450) by November 30, 2018. of your General ($550) between December 1 and 31, 2018, city/county's Late ($650) after December 31, 2018 membership, Late payment fee of$50 for payments received contact after January 22, 2019. vwatson@ncdaonline.(D'O.oti-Member Registration ($650.00) Early registration ($550) by November 30, 2018. General ($650) between December 1 and 31, 2018, Late ($750) after December 31, 2018 ** Late payment fee of$50 for payments received after January 22, 2019. NOTE: Due to the unprecedented number Early Registrations, we are already fast approaching the capacity of the Winter Meeting. We will have a waitlist (although we don't expect many cancellations) Conference Agenda See Conference Draft Agenda here. Note to NCDA Members who are AICP credentialied: NCDA has been approved as an AICP Certification Maintenance (CM) provider. Some of the sessions in the agenda are qualified CM events. Preconference Training There are pre-conference training events on Tuesday, Jan. 22nd, including the following "Primer" courses. (A Primer is "A first step in preparation for something else" -- in this case NCDA's regular multi- day courses). You must be registered for the conference to attend any of these courses atno additional cost. Please select only one course since they are being offered concurrently. Course sizes are limited. You may only attend a course if you've signed up for it. These sessions are qualified AICP CM events. Optional Tuesday ❑ Disaster Preparedness And Recovery Using Pre-Conference CDBG [18 remaining] Training (check ❑ Advanced HOME Program Primer [Sold Out] only one) ❑ Advanced CDBG Primer [Sold Out] Is this your first ❑ Yes NCDA Conference? ❑ No Name First Name Last Name Position 0 Agency/Organization 0 Email Email Address Confirm Email Confirm Email Address TIP - Registering for another person? Put their email in the boxes above and your email in the Billing Information email box below. That way you'll both get the confirmation message and they will get conference information messages. Phone Number Address Street Address City, State, and Zip Zip/Postal Code Registering Multiple People During this Session To register more people during this session, after you hit SAVE REGISTRANTbelow, click on the ADD MORE REGISTRANTS button on the next screen. When you are done registering people hit CONTINUE TO BILLING on the next screen. CONFIRMATIONMESSAGE.•You will receive a confirmation message from "National Community Development Association" immediately after you register. Please bring this confirmation message with you to registration (hard copy or on your device) so it can be scanned. If you do not receive this confirmation message it means your registration did not complete and you are notregistered. In this case, please contact Steve at sgartrell@ncdaonline.org. INVOICE.-Your confirmation message will contain an invoice ("Billing Information'). Contact Michael Lightfield, NCDA's controller, at michael(cbncdaonline.org with questions about billing and payment. Registration Questions? Please contact Steve Gartrell at sgartrell ncdaonline.org or Gail Lewis at glewis@ncdaonline.org with any questions concerning conference registration or the hotel. Cancellations & No-show Fees Cancellations made after January 8, 2019 will be charged a $100 fee. Cancellations must be made via e-mail to Steve Gartrell at sgartreIIPncdaonline.=. No-shows (who don't cancel) will be charged 100% of the registration fee. If you can't attend, you may substitute another person by contacting Steve Gartrell. i i i Hotel Accommodations Hotel rooms for the conference are being held at the Holiday Inn Capitol (550 C Street SW Washington. DC 20024) at the NCDA group rate for check-in beginning Monday, January 21, 2019, check-out Sunday, January 27, 2019. Rate is $179.00 per night. Please note, this rate does not include 14.8% DC tax. You may make reservations directly on line by clicking on this weblink. You may get a message that the "Group Code does not exist at this hotel." ignore it and enter the dates of your stay and it should work. You may also make reservations by calling 1877-572-6951 and referencing group name and booking code NCS. Credit card information is needed at time of reservation. Deadline date to make reservation is Friday, December 26, 2018, Reservation requests received after the deadline date will be subject to availability and prevailing rate. BILLING INFORMATION If you need to download a copy of NCDA's W-9 form, click here. Payment Options ❑ Pay by Check Convenience fee is waived if paying by check. ❑ Pay by Credit Card E] Convenience Fee $17.50 Running Total $567.50 Coupon code Total $567.50 ADD MORE REGISTRANTS INVOICE Name First Name Last Name Payment Method O Credit Card O Check Card Number Expiration Date Ex , Moi Exp. Yea � CVV Address Street Address City, State, and Zip City State Zip/Postal Code Email Email Address Confirm Email Confirm Email Address Phone Number This page is secured with 256 bit encryption kip RegFox Secure Online Registration Powered by RegFox J HG Best Price Thank you. Your reservation is confirmed. Guarantee We're looking forward to your stay. Here are your reservation details. Your Reservation IHG® Rewards Club We noticed you did not associate your Confirmation# ;27858801 IHG° Rewards Club number with this reservation. As an IHG° Rewards Club member you could earn 8950 points toward a Reward Night with this stay. Terms & Conditions. Join Sign In oliday Inn Washington-Capitol Points to be Earned 8,950 550 C Street S.W., Washington DC 20024 Base Earnings United States 8,950 Want to know more about your points? A Reservations 1 800 972 3159 Front Desk 1-202-4794000 please Note As exchange rates may fluctuate from the time a reservation is made until the actual stay, the confirmed rate is guaranteed in the hotel's base currency. # As taxes and additional charges may fluctuate from the time a reservation is made until the actual stay and during the actual stay, the Total Price is an estimate. Estimated price includes Room rate, Extra person charges, Total tax and Total hotel charges. Other hotel-I p eck with additional charges may also apply. Ch hotel for details. Only the reservation as entered into and confirmed by our system will be honored. Any CHECK IN: CHECK OUT: written or printed confirmation that has been altered may be rejected by the hotel. MON JAN 21 SAT JAN 26 2019 2019 12:00 PM 03:00 PM 5 Nights 1 1 Your Rate ANYONE CAN BOOK RESERVATIONS Rate Information per Stay for 1 Room n Jan 212019- 179.00 USD Sa Jan 26 2019 =ri e for 1 rooms) and 5 night 895.00 USD is) Taxes: 133.80 USD Total Price: 1,028.80 USD Taxes and Additional Charges 14.95% per night not included in rate effective 21 January, 2019 thru 26 January, 2019 DISTRICT LODGING Other Charges The following fees will be added to your bill only if they apply to your stay Parking Fee: 40.00 USD 1 KING BED NONSMOKING ANYONE CAN BOOK RESERVATIONS Average Nightly Rate 179.00 USD per room, per night. Maximum # of Persons per Room Allowed 3 persons max Rate Rules Parking Secure, underground, self-parking up to 1000 spaces, 6 feet 6 inch height restriction. Oversized parking available on first come first serve basis. Parking fee is $40.00 daily, inclusive of tax starting Jan 01, 2016. Pet Policy We are sorry but we do not accept pets. Only vice animals allowed. PY' age Est Room Total Per Night: 79.00 USD Estimated Total 1,028.80 USD Save and get fast rewards on every rental Hertz Hertz rentals come with: • Up to 35% savings on base rates • 1,500 ING Rewards Club points, plus • 500 points per day for Elite members • 125 points per day for Club members FS dollar. .AR RENTAL » CAR REn?Rl Dollar and Thrifty rentals come with: • Everyday savings • 125 IHG Rewards Club points per day for all members Add a Car to My stay Cancellation Policy Canceling your reservation before 6:00 PM (local hotel time)on Friday, 18 January, 2019 will result in no charge. Canceling your reservation between 6:00 PM (local hotel time) on 18 January,2019 and 6:00 PM (local hotel time)on 21 January, 2019 will result in a charge for the first night per room to your credit card. LiI FINANCE DEPT. STAFF ONLY _ LINE ITEM USED (J�� Q/ 9' 00 13415 TRAVEL REQUEST FYI/f BUDGETED 43 CITY OF WATERLOO EXPENDED YTD THIS REQUEST LEFT AFTER THIS a REQUEST 0?79&/3 DATE 2&k Original-Clerk/Finance Co -Department NAME(S) AND POSITION(S): DATE: Mayor Quentin Hart 12/12/18 NAME OF CLASS/ MEETING: DESTINATION: Washington, D.C. U.S. Conference of Mayors Winter Conference DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING: 1/22/19 1/25/19 1/22— 1/25/19 PURPOSE OF TRAVELITRAINING Attend the annual USCM Winter Conference. Mayor Hart will pay costs for flights, meals and taxi. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE X AIRFARE DEPARTING FROM: ESTIMATE OF COST: BUDGET LINE ITEM: 010-01-8200-1345 1200.00 LODGING TAXI X GRANT REIMBURSABLE MEALS PARKING YES NO 700.00 REGISTRATION AIRFARE x REQUIRED CERTIFICATION MILEAGE/FUEL MISC/TOLLS YES NO TOTAL FOR ALL: $ 1,900.00 TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO 0/i DEPARTMENT HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 c o m 3 n m r r m m ;O p age vRp a �w.� aa.wa_, w�6� .`� m m Hq � .,A., .o,� �y� a�oy tv w7+"9.M. m A-�.9B c c. ,'or99 $ O' trrJ� �Q$.o w0, 7 A m o m o oZHp° "�"' tna amY d-"'Y w � � N gy.._ m O N Nom• Z Q �R o !O.' p0 o o Oa. •m. 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O OONUO^.rO d "'� Od- A �{/�.�1�v�SS.�Y O.��mV�tO�mJP�6r� O�N�FSNE „S. Om . � N NN NA DOO CHZ X21 < --ZZ-a; °'pama:—V V�"m� � `��a.-.E` m 'aw aIIi:.n p `z�v aS u`.5. ZR^? zuro'ad m 0 G O FINANCE DEPT.raS,TAFF ONLY LINE ITEM USED bIU pip' �(, tO-134�-P TRAVEL REQUEST FYI i BUDGETED X50. 00 CITY OF WATERLOO EXPENDED YTD C/ 00 THIS REQUEST aaGj,(✓U LEFT AFTER THIS REQUEST DATE l2�IL 1 Original-Clerk/Finance Co - Department NAME(S) AND POSITION(S): DATE: Dave Zellhoefer/City Attorney December 18, 2018 NAME OF CLASS/ MEETING: =DEPARTURE Cedar Rapids, IA National Business Institute-Legal Ethics: Conflicts of Interest in Case Studies OINT LOO: DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING: 12118/2018 = 12/18/2018 12/18/2018 PURPOSE OF TRAVEL: To attend scheduled Curriculum (seminar) with Iowa Municipal Attorneys Association. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: No CITY VEHICLE X PRIVATE VEHICLE (both) AIRFARE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: BUDGET LINE ITEM: 010-0-8600-1346 LODGING TAXI X GRANT REIMBURSABLE MEALS PARKING YES NO $229.00 REGISTRATION AIRFARE X REQUIRED CERTIFICATION MILEAGE/FUEL MISC/TOLLS YES NO TOTAL FOR ALL: $ $229.00 TOTAL: $ $229.00 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 DEPA ENT HEAD MAYOR December 10, 2018 ared 600dies\Forrns7Tr_ave1 Request Porm January 2010 DATE I�11S1\1-SS NBIINSTIT-11,11. Registrant Confirmation , David R.Zellhoefer Zellhoefer Law Office 715 Mulberry St Waterloo, IA 50703 Legal Ethics:Conflicts of Interest in Case Studies(80992) Description Confirmation#:2326781 Seminar Date: 12/18/18 8:45 am-12:00 pm Fees Registration Hotel Information: $229.00 Best Western Longbranch Hotel&Convention Center 90 Twixt Town Road North East Cedar Rapids, IA 52402 319-377-6386(for directions) Details Business casual attire is appropriate. We recommend that you bring a light sweater or jacket for extra comfort. Pastries and coffee will be offered in the morning. Lunch will be on your own. A recording device will be recording audio in the room all day. Payments and Adjustments Reference 12106!2018 NBI Deposit MCVS 5349 Amount $-229.00 (Full Fees Paid) Total Amount Due: $0.00 Customer Service Department National Business Institute PO Box 3067 Eau Claire,WI 54702 Voice: 800-930-6182 Fax: 715-835-1405 Email: info@nbi-sems.com Web: www.nbi-sems.com Get a full year of Unlimited CLE for one low price! Leary;moreai www.nbi-sems.com/subscriptions or call 1-800-930-6182 CEM235 Page 1 of 1 Half-nay Seminar CREGISTER oi ; comLegaI Ethics, Conflicts of Interest in Case Studies Cedar Rapids, Iowa December 18, 2018 Practical Solutions to Tough Dilemmas Presented by Steven E. Ballard, R.Scott Johnson and Bruce L.Walker Continuing Education: CLE-3.0 ethics See inside for details! NBT BIATIO 1 rtISINESS ;xS.' ITI i i I' City C=OnlyFinance CommApproval 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 $ 4,498.50 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Emergency boiler repair and circuit boards for Boiler 1 & 2 at Waterloo Center for the Arts Vendor selected for this purchase: Young Plumbing & Heating Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: No bids - Young P/H only authorized vendor dealer Arco Boilers Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: El General Fund 0 Road Use Tax Sewer F—I Sanitation ❑X Bonds E Federal/other grants Other(specify) This expenditure is to be coded to the following budget line-item: 417-22-8800-2152 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ and the current available balance is $ 1 , ) J s Respectfully submitted,ly �^ (Signatureept. I�'ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared good ies\forms\Expend itu re Pre-Authorization.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 Bldg Maint Department to expend $ 25,284.90 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Replacement of door hardware for exterior and 2nd floor doors at Five Sullivan Brothers Convention Center Vendor selected for this purchase: Locksperts FX Bids or written quotes were taken on this purchase, as follows: Locksperts - $ 25,284.90 Failor Hurley - $ 28,805.00 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 D Sewer ❑ Sanitation FX Bonds 0 Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 416-22-4900-2152 (Fund - Department-Activity-Account Number) (Project Code) J in which the budgeted amount is $ 600a co0 and the current available balance is $ Respectfully submitte (Sign ture Dept. Head or Designee) Date (Signature Finance Dept. Review) Date KAshared good ies\forms\Expend itu re Pre-Authorization.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 Clerk's Office Department to expend $ 1,602.00 plus est. shipping costs of $ 65.00 to pay for or purchase Waterloo and Cedar Falls City Directories for City Departments This purchase or expenditure is being made because: The City Departments have a need for the Directories Vendor selected for this purchase: Fx Bids or written quotes were taken on this purchase, as follows: INFOUSA is the only company that provides City Directories 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 0 Road Use Tax D Sewer EI Sanitation EI Bonds 0 Federal/other grants F—] Other(specify) This expenditure is to be coded to the following budget line-item: (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ Various d�✓ and the current available balance is $ Respectfully submitted, VW l W- -(x �_ �� lz(IZ- g (Signature Dept., ead or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodieslforms1201 Polk City Directory Pre-Auth.xis(Mar 2010) POLK 0 INVOICE/ CITY "° a Phone: Remit to SALES CONTRACT DIRECTORIES (866) 478-8104 infogroup �„.9�"Sm 1020 East 1st Street Order Number 1458287 Papillion, NE 68046-7611 (Please include this number on your check) Please fax your signed contract to: (866) 735-4758 1458287 Sales Rep Number 10013006 Market Number 4192-29 Sales Rep Name OTTO,TIM Market Name Cedar Falls, IA Customer Phone# (319) 291-4323 Customer Number 14102809 Customer Fax# (319) 291-4571 Company Name CITY OF WATERLOO-CITY CLERK Ship to Address 715 Mulberry St Bill to Address 715 Mulberry St Waterloo IA 507035783 Waterloo IA 507035783 Source Code TFIRI I Tax Exempt# Please Attach if Applicable PRODUCT'CODE CLASS CODE. DESCRIPTION LIST UNIT PRICE QUANTITY ACTUAL PRICE 100 City Directory 233.00 2 466.00 8 Bundle Shipping 20.00 1 20.00 7100 Hard Cover 00 2 .00 Credit Card# Subtotal 486.00 P.O. Number Tax 00 Total Order Amount 486.00 Due Upon Sale NOTIFICATION OF COPYRIGHT/PROPRIETARY RIGHTS COPYRIGHT©2003-2013 CITY DIRECTORIES,INC.PCD on Demand IS A REGISTERED TRADEMARK OF CITY DIRECTORIES,INC.ALL RIGHTS RESERVED. PCD on Demand AND THE DIRECTORY ARE PROPRIETARY PRODUCTS OF POLK CITY DIRECTORIES AND ARE PROTECTED By COPYRIGHT AND TRADE SECRET LAWS AND INTERNATIONAL TREATY.COPYRIGHT LAWS PROHIBIT MAKING ADDITIONAL COPIES OF PCD on Demand OR THE DIRECTORY FOR ANY REASON OTHER THAN ONE COPY OF PCD on Demand ONLY FOR BACKUP PURPOSES.(SEE"2.LICENSE RESTRICTIONS"ON THE REVERSE) I HAVE READ AND AGREE TO THE TERMS AND CONDITIONS OF THE LICENSE AGREEMENT ON THE REVERSE SIDE OF THIS CONTRACT. Signature Salesperson Signature MAYOR QUENTIN M HART OTTO, TIM Signer's Title Date / _ / _ STANDING ORDER Money Order/Check Amount $ .00 • Current price locked in year over year • Your will be notified 30 days(minimum)prior to your renewal date to Money Order/Check Amount $ .00 submit any changes Initial here to approve standing order POLK 0 INVOICE/ C I TY -``-A Phone: Remit to SALES CONTRACT DIRECTORIES (866) 478-8104 infogroup _�L�OW.1ero 1020 East 1st Street Order Number 1458289 Papillion, NE 68046-7611 (Please include this number on your check) Please fax your signed contract to: (866) 735-4758 1458289 Sales Rep Number 10013006 Market Number 5204-28 Sales Rep Name OTTO, TIM Market Name Waterloo, IA Customer Phone# (319) 291-4323 Customer Number 14102809 Customer Fax# (319) 291-4571 Company Name CITY OF WATERLOO-CITY ATTORNEY Ship to Address 715 Mulberry St Bill to Address 715 Mulberry St Waterloo IA 507035783 Waterloo IA 507035783 Source Code TFIRI I Tax Exempt# Please Attach if Applicable PRODUCT CODE CLASS CODE DESCRIPTION LIST UNIT PRICE QUANTITY ACTUAL PRICE 100 City Directory 284.00 4 1136.00 $ Bundle Shipping 45.00 1 45.00 7100 Hard Cover .00 4 .00 Credit Card# Subtotal 1181.00 P.O. Number Tax 00 Total Order Amount 1181.00 Due Upon Sale NOTIFICATION OF COPYRIGHT/PROPRIETARY RIGHTS COPYRIGHT©2003-2013 CITY DIRECTORIES,INC.PCD on Demand IS A REGISTERED TRADEMARK OF CITY DIRECTORIES,INC.ALL RIGHTS RESERVED. PCD on Demand AND THE DIRECTORY ARE PROPRIETARY PRODUCTS OF POLK CITY DIRECTORIES AND ARE PROTECTED BY COPYRIGHT AND TRADE SECRET LAWS AND INTERNATIONAL TREATY.COPYRIGHT LAWS PROHIBIT MAKING ADDITIONAL COPIES OF PCD on Demand OR THE DIRECTORY FOR ANY REASON OTHER THAN ONE COPY OF PCD on Demand ONLY FOR BACKUP PURPOSES.(SEE"2.LICENSE RESTRICTIONS"ON THE REVERSE) I HAVE READ AND AGREE TO THE TERMS AND CONDITIONS OF THE LICENSE AGREEMENT ON THE REVERSE SIDE OF THIS CONTRACT. Signature Salesperson Signature _ MAYOR QUENTIN M HART OTTO,TIM Signer's Title Date _ / _ / STANDING ORDER Money Order/Check Amount $ .00 • Current price locked in year over year • Your will be notified 30 days(minimum)prior to your renewal date to Money Order/Check Amount $ .00 submit any changes Initial here to approve standing order 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 Code Enf Department to expend $ 2,250.00 plus est. shipping costs of $ 0.00 to pay for or purchase Removal of 3 hazardous trees per court order This purchase or expenditure is being made because: Court order removal - charge back to property owner Vendor selected for this purchase: Wilson Custom Tree 0 Bids or written quotes were taken on this purchase, as follows: Wilson Custom Tree $2,250.00 Affordable Tree Service $2,300.00 Twin City Tree Service $2,700.00 Nichols Tree Service $3,300.00 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 EI Road Use Tax F� Sewer ❑X Sanitation FBonds 1-1 Federal/other grants F Other(specify) This expenditure is to be coded to the following budget line-item: 525-15-5125-1390 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 50,000.00 " and the current available balance is $ 35,957.38 V Respectfully submitted, (Signat re Dep . e or Designee) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Tree Bids 12-10-18(Mar 2010) Wilson Custom Tree Jeff Wilson (Owner) 212 Short Ave Ph: 563-547-4235 Cresco, IA 52136 Fax: 563-547-3380 October 9, 2018 City of Waterloo-Code Enforcement 626 Mulberry St Waterloo, IA 50703 Bid for Removal of 3 Ash Trees 1560 Wakonda Dr Waterloo, IA 50703 Front Ash Tree $575.00 Middle Ash Tree $400.00 Back Ash Tree 1,275.00 Total $2,250.00 Jeff Wilson Wilson Custom Tree Affordable Tree Service _.-.� Joey Fattkether 8210 N Pilot Grove Road ®unkerton, IA 50626 CUSTOMER'S ORDER N0. DEPARTMENT _ D NAME ADDRESS I CITY,STATE,ZIP SOLD BY CASH C.O.D. CHARGE ON.ACCT. MDSE RETD. PAID OUT 1 OUAN11TY DESCRIPTION PRICE AMOUNT 44 t s s ' I C�T ! 9 I ,z 4 ,3 1741 115 17 I RECEIVED BY T �� � KEEP THIS SHIP FOR REFERENCE � „ i t i Brad Thomas IN CITY TREE SERVICE, INC. 751 W Donald Street Waterloo, to 50703 cENSED BONDED INSURED 319-233-2033 Wama Date City f ZIP Ofice Coll Fax i Job ' Pdon AR00f Z - �N� c S ❑P.O4ner -Put Tree On Ground Job Site Layout For To Clean Up Brush: j ® Chip Remove ❑Leave �✓ Logs: IM Remove All p Leave ❑ Cut Small&Leave ❑ R e Trunk&Leave Llmb Wood Stumps: ❑ Grind; & Leave Mulch ❑ Grind & Remove Mulch ❑ Spra ® Leave Subtotal Sales Tax+ i Total j i I i TWIN CITY TREE SERVICE, INC. 319-233-2033 Nichols Tree Service TREE& STUMP REMOVAL, TRIMMING PO BOX 160 JANESVILLE, IOWA 50647 3168 319-404-1309 TO C DATE / JOB NO. r JOB NAME JOBL4 O,,C`ATIION /l,� TERMS q;"-:f 3 len DESCRIPTION AMOUNT -cl:/ t I —T-- t 1 > I I I THANK YOU 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 Garage Department to expend $ 3,196.05 plus est. shipping costs of $ to pay for or purchase #7 Catalyst Module for Street Department Truck#191104 This purchase or expenditure is being made because: Replace module on tandem dump truck for plowing snow. (only vendor to have one available in stock) Vendor selected for this purchase: Harrison Truck Center OX Bids or written quotes were taken on this purchase, as follows: Harrison Truck Center Elk Run Heights, IA $3,196.05 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: FX General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation ❑ Bonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010-18-7955-1571 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 240,000.00 " and the current available balance is $ 124,548.00 Respectfully submitted, (Signature Depl. Head or Designee) ate (Signature Fin nce Dept. Review) Date K:\shared good iesvorms\2018-December-Pre-Auth-Garage-Street-Catalyst Mod ule-Harrison-010-18-7955-1571-$3,169.05.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 Leisure Services Department to expend $ 31,183.44 plus est. shipping costs of $ to pay for or purchase One John Deere 5090M utility tractor. This purchase or expenditure is being made because: This unit is replacing a 2009 unit with high hours that is prone to breakdowns This unit is critical for mowing the parks. The 2009 unit is being traded in at a value of$14,500. Vendor selected for this purchase: Deere & Company, Cary NC (P&K Midwest Waterloo) ❑X Bids or written quotes were taken on this purchase, as follows: John Deere & Company-Delivering Dealer P&K Midwest Waterloo $31,183.44 Van Wall Equipment Inc. Rock Island IL $38,000.00 ❑ 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 El Sanitation EX Bonds E Federal/other grants 1-1 Other(specify) This expenditure is to be coded to the following budget line-item: 417-37-4100-2113 $4,871.33 418-37-4100-2113 $26,312.11 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 40,000.00-' 30,0000.00' and the current available balance is $ 4,871.331/ 30,000.00✓ Respectfully submitted, /?-/2-Ilk (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:%shared goodies\forms\Pre-Auth JD 5090 Utility Tractor.xls(Mar 2010) City Clerk Use Only Finance Committee Z Approval Date ) '(7 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 Lesure Services Department to expend $ 5,000.00 plus est. shipping costs of $ n/a to pay for or purchase conceptual design services for skate park. This purchase or expenditure is being made because: to create conceptual design drawing and cost estimates for construction of new skate park. Vendor selected for this purchase: Spohn Ranch, Los Angeles CA Fx Bids or written quotes were taken on this purchase, as follows: Spohn Ranch, Los Angeles, CA $5000 (reimbursable items included) Pillar Design Studios, Chandler, AZ $10,750 + reimbursable items ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: ❑ General Fund EI Road Use Tax ❑ Sewer ❑ Sanitation Qx Bonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 416-37-4105-2168 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 50,000.00 and the current available balance is $ srQ 9 90 Lill, 433 f'1 Respectfully submitted, (Sign;ature Dept. Head or Desi ee) D (te (Signature Finance Dept. Review) Date Z K:\shared goodies\forms\Pre-Authorization Skate Park.xls(Mar 2010) City Clerk Use Only Finance Committee Approval Date `z/17 A 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 $ 2,500.00 plus est. shipping costs of $ to pay for or purchase Renewal of annual subscription to TreeKeeper Sofware and mobile licenses This purchase or expenditure is being made because: TreeKeeper software is used to collect data in the field and used in the office to manage Waterloo's tree resources using that data. Vendor selected for this purchase: Davey Resource Group Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: Davey Resource Group was chosen in 2012 to manage Waterloo's tree inventor after evaluating all vendors and bids. This payment is an annual renewal of that software subscription. 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 ❑ Sanitation 1-1 Bonds 0 Federal/other grants [_� Other(specify) This expenditure is to be coded to the following budget line-item: 010-37-4100-1319 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 14,552.00 J and the current available balance is $ 13Tgq.¢e0 Respectfully submitted, /C.2f6a �,,� (Signature Dept. r Designee) Date (Signature Firlance Dept. Review) Date KAshared goodies\forms\treekeeper pre-auth 18(Mar 2010) City Clerk Use Only Finance Committee V7't � 1 Approval Date_ i Ir 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 $ 3,450.00 plus est. shipping costs of $ n/a to pay for or purchase geotechnical survey services. This purchase or expenditure is being made because: needed for use in schematic design drawing for skatepark Vendor selected for this purchase: Terracon, Cedar Falls, Iowa Bids or written quotes were taken on this purchase, as follows: Fx Bids or quotes were not taken on this purchase because: bids not reguired by Iowa Code for engineering services. Terracon is local consultant that has done projects for the city in the past. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund F—] Road Use Tax ❑ Sewer EI Sanitation Ox Bonds Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line-item: 416-37-4105-2168 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 50,000.00 / and the current available balance is $ 5&toazo I-II qS 3,`+3 Respectfully submitted (Signature Dept. d o esignee) Date (Signature Finance Dept. Review) Date KAshared good ies\forms\Pre-Authorization Geo-tech skatepark.xls(Mar 2010) City Clerk Use Only Finance Committee ,L Approval Date �17 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's Department to expend $ NTE 60,000 plus est. shipping costs of $ to pay for or purchase FYE19 Metro Coalition expenses (funded with dues from participating organizations) This purchase or expenditure is being made because: The Metro Coaltion represents the 10 largest cities in Iowa at the state legislature and. provides a voice for the large urban areas. We are serving as the administrative arm. Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: FX Bids or quotes were not taken on this purchase because: N/A- Coalition board approves expenses -we are only handling the payments. 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 EIBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010-01-8203-1390 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 60,000.00 and the current available balance is $ 60,000.00 Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Metro Coalition FYE19 Expenses Pre-auth.xls(Mar 2010) City Clerk Use Only Finance Committee 2 Approval Date � �[� �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 MIS Department to expend $ NTE $9,000 plus est. shipping costs of $ to pay for or purchase Professional services related to upgrade City's VM-ware software from version 5.5 to 6.5. This purchase or expenditure is being made because: Vmware is the software which allows the creation of 'virtual' servers instead of having to purchase physical machines. Current v5.5 is being phased out and no longer supported Vendor selected for this purchase: OneNeck IT Solutions ❑ Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: OneNeck It Solutions is familiar with the City's infrastructure and MIS staff has experience working with them on similar projects Prior Committee Actions (Dates).- Please Dates):Please check the following box(es)as appropriate to describe the funding for this expense: ❑X General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation ❑ Bonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010-01-8220-1319 (Other Professional Services) (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 30,561.00 / and the current available balance is $ 29,931.00 w� Respectfully submitted, (� (J � x i2- IZ (SignatureDept'Head or Designee) Date (Signature Financ6Dept. Review) Date KAshared goodies\forms\Pre-Auth VMware Upgrade.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 $ 8,650.00 plus est. shipping costs of $ 0.00 to pay for or purchase purchase a one year subscription Leads Online powerplus Investigative system This purchase or expenditure is being made because: this is computer software an online investigative lead system which will aid Officers in investigative follow up to solve crimes that have been committed. Vendor selected for this purchase: Leads Online Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: Leads Online is a prprietary vendor for this software and it can only be purchased through them Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund EI Road Use Tax F—I Sewer EI Sanitation Bonds 0 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 ;J- Z5- U v and the current available balance is $ CAP, GPI . `T Respectfully s mitted, (Signature Dept. Hea or Designee) Date (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 Sanitation Department to expend $ 1,430.73 plus est. shipping costs of $ 50.00 to pay for or purchase Annual uniform purchase for union employees. This purchase or expenditure is being made because: As per union contract. Vendor selected for this purchase: Van Meter X Bids or written quotes were taken on this purchase, as follows: Van Meter (total for all departments) Waterloo, IA $8,118.00 ARAMark (total for all departments) Waterloo, IA $8,347.71 ❑ 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 QX Sanitation F] Bonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 525-15-5400-1579 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 1,500.00 `/ and the current available balance is $ 1,500.00 Respectfully submitted, )2J1 (Si nature Dept. eaclor Designee) Cate (Signature Fina' ce Dept. Review) Date K:\shared good ies\forms\2018-December-Pre-Auth-Sanitation-Annual Uniform Purchase-van Meter-$1,430.73-525-15-5400-1579.xls(Mar 2010) City Clerk Use only Finance Committee 7� 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 Street Department to expend $ 3,584.58 plus est. shipping costs of $ to pay for or purchase 3 - MS695732 Air Seats for Street Department Graders This purchase or expenditure is being made because: Replace 20 year old seats in graders with air seats. Vendor selected for this purchase: Grammer, Inc. �X Bids or written quotes were taken on this purchase, as follows: Grammer, Inc. Trevor, WI $3,584.58 Sears Seating On-line $3,687.27 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 FX Road Use Tax [_1 Sewer ❑ Sanitation Bonds D Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 266-19-7200-1571 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 90,000.00/ / and the current available balance is $ 84,68-00 U,3S3.SSK V Respectfully submitted, 2 ern — ( ( gnature Dept. Head or Designee) ate (Signature Finance [Dept. Review) Date KAshared good ies\forms\201 8-Decem ber-Pre-Auth-Street-3-Air Seats for graders-266-19-7200-1571-$3,584.58.xls(Mar 2010) City Clerk se n y Finance Committee 2 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 $ 24,949.58 plus est. shipping costs of $ #VALUE! to pay for or purchase HP L365 64" Latex Printer Ink, 3XO Edge Holders FLEXI MUTCD Software GFP 363th 63" Top Heat Laminator This purchase or expenditure is being made because: Fabricate signs in multi colors (such as Wayfinding signs) Vendor selected for this purchase: Grimco, Inc. OX Bids or written quotes were taken on this purchase, as follows: Grimco, Inc. Indianapolis, IN $24,949.58 LexJet Sarasota, FL $27,430.00 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 FX Sanitation ❑X Bonds Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 417-17-7120-2106 & 418-17-7120-2106 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 10,000 20,000 and the current available balance is $ 10,000✓20,000 Respectfully submitted, ` oSign"aturetdeLpt. H d or Designee) D to (Signature Finance Dept. Review) Date Ushared good ies\forms\2018-December-Pre-Auth-Traffic-HP L365 64 inch Latex Printer-Grimco-$24,949.58-417 and 418-17-7120-2106.xls (Mar 2010) Budget Amendment Descriptions for 12/17/2018 Finance Committee Meeting Agenda: 1. Approve the project budget for the Waterloo Civil Rights History Study project funded with a federal grant in the amount of$37,500, as submitted by the Planning Department. 2. Approve the project budget for the Metro Coalition project,funded with dues from the Coalition member cities in the amount of$60,000, as submitted by the Finance Department. 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 - ALL PROJECTS re" PAGE ONE x'7/6 I (l� Project Name Waterloo Civil Rights History Study (Battle for Equality) City Contract No. P18AP00164 To be assigned by the Finance Dept. Project Manager Noel Anderson Project No. /M 6-le,-r Project Budget Total $ 37,500.00 Subproject No. C"Vt TZI T.S 1. How will this project be funded? A. Federal Grant Yes = No ❑ CFDA# 15.904 % Paid by federal grant 100.00% Grant Name African American Civil Rights Grant(Nat Parks Service) Grant Agreement Number P18AP00164 B. State Grant Yes 0 No % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding % Paid by City D. Other Entities Yes 0 No 0 % Paid by other entity Name Done None 2. Attach copies of any grant agreements that will fund the project(REQUIRED) 0 ❑ Yes No 3. Does the project include the purchase of right of way or other real property? ❑ Q 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 B. Publication, or printing costs ❑ ❑ C. Others, list ❑ ❑ 5. Does this project cover any regular full-time salaries or benefits? ❑ M If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) Research and survey the historic areas adjacent to the Smokey Row neighborhood, as well as sites outside of the Smokey Row section specifically for their African American Civil Rights associations. Nominate at least one (1) site and/or amend existing historic district nominations to the National Register of Historic Places. The nomination will meet all requirements as stated in National Register Bulletin. Design/fabricate historic panels to identify historic African-American Civil Rights sites identified. Provide contractural services to produce nomination, signage and brochure. Provide conceptual, graphic and construction/structural design. Page 2 must be attached and signed. K:\shared goodies\forms\Civil Rights History Study.xls\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) Waterloo Civil Rights History Study (Battle for Equality) Department No. project will be budgeted under 08 To be assigned by the Finance Dept. Activity No. project will be budgeted under 6100 Project No. Subproject No. (Each column should only include amounts by fund) Fund: 290 Fund: Fund: Fund: Total REVENUES: 3000 Cash on Hand $ - 3350 Federal Grant 37,500.00 37,500.00 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 TOTALS $ 37,500.00 $ $ $ $ 37,500.00 EXPENDITURES: 1111 Salaries- Regular $ - 1112 Salaries- Part Time - 1315 Education &Training - 1345 Travel -Official City - 1346 Travel - Prof Training - 1390 Contractual Services 37,500.00 37,500.00 TOT 37,500.00 $ - $ - $ - $ 37,500.00 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Civil Rights History Study.xls\Page 2(Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE ASB Project Name Metro Coalition City Contract No. Td beassigned by the Finance Dept. Project Manager Mayor Hart Project No g1MYR' Project Budget Total $ 60,000.00 Subprojed No. METROCO, 1. How will this project be funded? A. Federal Grant Yes ❑ No ❑x CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes ❑ No ❑x % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding Dues % Paid by City D. Other Entities Yes = No ❑ % Paid by other entity Name Done None 2. Attach copies of any grant agreements that will fund the project(REQUIRED) ❑ ❑x Yes No 3. Does the project include the purchase of right of way or other real property? ❑ ❑x If yes, will real property purchases be reimbursable under the grant? ❑ ❑x If yes, have you attached authorization to purchase real property to this document? ❑ ❑x 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees ❑ ❑x B. Publication, or printing costs ❑ Q C. Others, list ❑ ❑x 5. Does this project cover any regular full-time salaries or benefits? ❑ ❑ If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) The Metro Coalition is a group of the 10 most populous cities in the state. Mayor Hart is the current chair. The Chair's city does the accounting for the Coalition. 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 Project Name (from page one) Metro Coalition Department No. project will be budgeted under 01 T46 lie a ee*_, ija,FWaaae Dept. Activity No. project will be budgeted under 8203 _PA No. fklAlxR Subproject No. fETROCO (Each column should only include amounts by fund) Fund: Fund: Fund: Fund: 010 Total REVENUES: 3000 Cash on Hand $ - 3350 Federal Grant 3352 Federal HUD Grant - 3354 Shared Program - Local 60,000.00 60,000.00 3357 Shared Program -County - 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant - 3720 Donations- Restricted 3750 Sale of Bonds 3905 TIF Revenue TOTALS $ 60,000.00 $ $ - $ $ 60,000.00 EXPENDITURES: 1111 Salaries- Regular $ - 1112 Salaries - Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training - 1390 Contractual Services 60,000.00 60,000.00 2140 Land Purchase - 1358 Econ Dev Grant TOTALS $ 60,000.00 $ - $ $ $ 60,000.00 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget worksheet.xls\Page 2(Donat or NON-constr) (Mar 2010)