HomeMy WebLinkAbout02/10/1997 FINANCE COMMITTEE
February 10, 1997
5 : 10 p.m.
Large Conference Room
Members present : Chairperson Mollenhoff, Getty.
Members absent : Krizek.
Moved by Getty, seconded by Mollenhoff that the Agenda, as
proposed, be approved. Ayes : Two. Absent : Krizek. Motion
carried.
Moved by Getty, seconded by Mollenhoff that the Minutes of February
3 , 1997, as proposed, be approved. Ayes : Two. Absent : Krizek.
Motion carried.
The request of the Superintendent of Central Garage for
authorization to purchase weather service provided by Data
Transmission Network Corporation was reviewed. The system provides
weather-related data to help facilitate snow removal efforts . It
will help to provide an anti-icing program rather than a de-icing
program, which is more affective than de-icing. The system will
also provide information concerning rainfall and other conditions
that will affect the summer oiling program. Initial set-up/start-
up costs is $1, 183 . 00 with monthly payments of $68 . 00 . Moved by
Getty, seconded by Mollenhoff that said request be approved. Ayes :
Getty. Nays : Mollenhoff . Absent : Krizek. Motion fails .
The following expenditure authorization and bidding policies were
reviewed.
EXPENDITURE AUTHORIZATION POLICY
1 . Every Department shall submit an Expenditure Request of the
Finance Committee of the City Council for any payment,
purchase or expense amount of $1, 000 or more for review and
authorization prior to any commitment or obligation for the
expenditure on the part of the City of Waterloo.
2 . The Expenditure Request shall be submitted to the Finance
Committee on the approved form required for the expenditure
authorization process . The information required for Finance
Committee review is to be completed on the request form.
3 . Requests for blanket authorization may be made for a specified
period of time or certain dollar amounts and will be
considered for approval to cover high volume supplies, parts
and materials that are consumed in large quantities or in an
emergency occurrence which would not be expeditiously
considered in an individual item review.
4 . Expenditure authorization requests must be submitted and
reviewed for Finance Committee approval in a manner consistent
with the city' s approved line-item budget control policy.
BIDDING POLICY
Required for small purchases :
1 . Written, telephone or fax quotations from at least three
vendors are required for small or minor purchases of $300 up
to $1, 000 . Other forms of verifiable price comparison may be
substituted. Quoted prices should be documented in written
form and placed at the department level for the audit review
cycle for the year in which the purchase is made.
2 . Office supplies shall be made through Black Hawk County
Central Purchasing for the duration of the city' s contract for
office supplies .
Finance Committee
February 10, 1997
Page 2
Required for large purchases :
1 . The city' s standard printed bidding format shall be utilized
for all purchases of $1, 000 or more. This procedure requires
at least three (3) vendors to be asked to submit sealed bids
to be opened at a designated time and place . Detailed
specifications for the item being purchased are to be
included.
Required procedures for major capital improvements and service
contracts :
1 . Formal bidding procedures are required for major capital
improvement projects or contracts for services amounting to
$25, 000 or more . These procedures include a public hearing on
the plans and specifications of the contract or project as
well as a formal opening of sealed bids before the City
Council or designated party.
Moved by Getty, seconded by Mollenhoff that the expenditure policy
for purchases of $1, 000 . 00 or more and the bidding policy for
purchases of $300 . 00 or more be approved. Ayes : Two. Absent :
Krizek. Motion carried.
Moved by Getty, seconded by Mollenhoff that a garbage refund in the
amount of $60 . 00 for 3508 Monticello be approved. Ayes : Two.
Absent : Krizek. Motion carried.
Moved by Getty, seconded by Mollenhoff that the request of the
Superintendent of Parks for pre-authorization to expend $2, 421 . 56
for 6" water meter for the South Hills Golf Course be approved.
Ayes : Two. Absent : Krizek. Motion carried.
Moved by Getty, seconded by Mollenhoff that the request of the
Administrative Director to transfer $1, 161 . 72 from Line Item 1111
(Salaries) to Line Item 1128 (Retirement) ; $450 . 00 from Line Item
1111 (Salaries) to Line Item 1113 (Longevity) be approved. Ayes :
Two. Absent : Krizek. Motion carried.
Moved by Getty, seconded by Mollenhoff that Bills Payment, as
contained in Schedule AP640, pp. 1-53 , dated February 10, 1997, in
the amount of $344, 331 . 62, be received, placed on file and
forwarded to the full council for approval . Ayes : Two. Absent :
Krizek. Motion carried.
With no further business before the council, it was moved by Getty,
seconded by Mollenhoff that the meeting be adjourned at 5 : 30 p.m.
Ayes : Two. Absent : Krizek. Motion carried.
Susan Fangman
City Clerk