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HomeMy WebLinkAbout01/21/1997 FINANCE COMMITTEE January 21, 1997 5 :35 p.m. Large Conference Room Members present : Chairperson Mollenhoff, Krizek, Getty. Moved by Krizek, seconded by Getty that the Agenda, as amended, be approved. Ayes : Three . Motion carried. Moved by Krizek, seconded by Getty that the Minutes of January 13 , 1997, as proposed, be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Airport Director to approve emergency radiator repairs on snow equipment at a cost of $1, 615 . 00 be approved. Ayes : Three. Motion carried. The request of the Building Official to approve Change Order No. 5 for a net increase of $1, 057 . 00 for ADA improvements to the first floor restroom at the Library was reviewed. An acoustical system was installed to absorb sound in the first floor restroom at the city library. The removal of the door on the women' s restroom required an additional screen be installed for privacy. Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the WP/FC CS/M Supervisor for authorization to purchase parts to repair three digester mixer houses at a cost of $1, 806 . 00 be approved. Ayes : Three . Motion carried. The following bids received for a FAX machine for the Police Department were reviewed: Bidder Model Amount Cedar Rapids Photo Copy, Inc. Savin 3640 $2, 025 . 00 Automated Business Products, Inc . Sharp FO-5500 $2, 118 . 00 Advanced Systems, Inc . Canon 7000 $1, 995 . 00 Of the three bids received, only Advanced Systems Inc. offered a trade-in of $500 . 00 on the department' s current FAX machine. It was the recommendation of the Police Chief that the bid of Advanced Systems, Inc . in the amount of $1, 995 . 00, less $500 . 00 trade-in, be approved. Funding is available in the Office Equipment Repair and Maintenance Line Item. Moved by Getty, seconded by Krizek that said recommendation be approved. Ayes : Three . Motion carried. The renewal of the Inland Marine Equipment Insurance Policy was reviewed. The Contractor' s Equipment and Inland Marine Insurance policy covers all the portable contractor' s equipment used by the Public Works, Engineering and Parks Departments . It also provides insurance coverage for all portable radio equipment used throughout the city. This coverage is necessary due to the wide exposure to the equipment as it is in daily use at various locations . The equipment is not covered under our property insurance due to the nature of its portability. The deductible ranges from $250 - $1, 000 . The contract was bid last year and the renewal premium is the same as last year with additional premium on new equipment only. The renewal premium cost for 1997 is $18, 709 with St . Paul' s Insurance Company. Moved by Krizek, seconded by Getty that the renewal of the Inland Marine Equipment Insurance Policy with St . Paul' s Insurance Company be approved. Ayes : Three. Motion carried. The request of the City Clerk for authorization to purchase computers, software and wiring for the ethernet network and a laser printer was reviewed. Five computers with ethernet network cards, a hub and new cabling need to be installed to complete the transfer from token ring network to ethernet for the permit system upgrade. Two existing computers need memory upgrades and ethernet cards . The estimated cost to complete the project is $14 , 692 . 75, which includes shipping. The estimated cost for the laser printer is $1, 740 . 00 . All of these items are included and financed in this Finance Committee January 21, 1997 Page 2 year' s computer plan. The Computer Technical Review Committee reviewed and approved this request on January 15, 1997 . Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three . Motion carried. The request of the Airport Director to approve emergency repairs to the furnace at the McCandless office was reviewed. The furnace stopped working in late December and Young Plumbing & Heating was hired to make the repairs. It worked for a few days and failed again. Staff was informed it required parts which needed to be ordered. When the parts arrived the furnace still did not operate and it was determined that due to its age and condition, it was not repairable and should be replaced. A replacement unit was not available and a adapter was made to fit a different brand which was located in Denver, Colorado and Young was instructed to proceed with the repairs . At this time the Airport Director does not know what the total cost will be for the repairs . Moved by Getty, seconded by Krizek to defer action on this item until an invoice is received on the total cost . Ayes : Three . Motion carried. An agreement with Terracon Consultants, Inc. to do soil borings in conjunction with the hangar development was reviewed. Terracon will provide subsurface exploration and geotechnical engineering services for the project . The field exploration will include drilling and sampling two to three soil borings to a depth of approximately 15 feet below grade. Following the field and laboratory testing, an engineering report will be prepared providing foundation design and construction recommendations as well as general site preparation recommendations. The cost for the agreement is estimated between $1, 125 and $1, 300 depending on the number of borings drilled. Moved by Krizek, seconded by Getty that said agreement, with costs not to exceed $1, 300, be approved. Ayes : Three . Motion carried. A Facade Improvement Program loan application for property located at 305 West 5th Street was reviewed. The applicants, Forest and Joanne Smith, are requesting a loan in the amount of $15, 354 for facade improvements to the building. The funds will be used to replace the upper story windows that are now covered with plywood and also to repair the wood sashes and trim on the upper floor windows . There will be interior floor repair and steel doors to cover the lower story windows during non-business hours . This request has been reviewed and approved by Main Street Waterloo Design Committee . Moved by Krizek, seconded by Getty that said loan application for funding in the amount of $15, 354 for improvements to property located at 305 West 5th Street be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Superintendent of Water Pollution/Flood Control for pre- authorization to expend $2 ,438 for replacement drive assembly for Aries TV surveillance camera be approved. Ayes : Three . Motion carried. Moved by Getty, seconded by Krizek that the request of the Superintendent of Water Pollution/Flood Control for pre- authorization to expend $3 , 400 for expenses incurred under terms of Joint Funding Agreement with the U. S . Geological Survey for operation and maintenance of gaging station on the Cedar River be approved. Ayes : Three . Motion carried. Moved by Getty, seconded by Krizek that the request of the Superintendent of Water Pollution/Flood Control for pre- authorization to expend $2, 628 to make repairs to 1985 4-wheel drive, 1/2 ton Chevy pickup be approved. Ayes : Three . Motion carried. Finance Committee January 21, 1997 Page 3 Moved by Krizek, seconded by Getty that the request of the Recreation Director for pre-authorization to expend $8, 294 to re- carpet the 2nd floor west wing at the Recreation Center be approved. Ayes : Two. Nays : Krizek. Motion carried. Moved by Getty, seconded by Krizek that the request of the Superintendent of Parks for pre-authorization to expend $2, 030 . 14 to purchase chainsaws be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Fire Chief for pre-authorization to expend $2, 456 for a computer system at the Hazardous Material Regional Training Center be approved. Ayes : Three . Motion carried. Moved by Getty, seconded by Krizek that the request of the Fire Chief to transfer $300 . 00 from Line Item 1390 (Contractual Services) to Line Item 1130 (Benefit Reimbursement) ; $500 . 00 from Line Item 1390 (Contractual Services) to Line Item 1344 (Telephone) ; $500 . 00 from Line Item 1390 (Contractual Services) to Line Item 1371 (Building Maintenance) be approved. Ayes : Three . Motion carried. Moved by Getty, seconded by Krizek that the request of the Assistant Library Director to make the following line item adjustments to Budget 3100 : decrease Line Item 1319 (Other Professionals) in the amount of $348 . 00; decrease Line Item 1324 (Protection Services) in the amount of $1, 235 . 00; decrease Line Item 1391 (Dues and Membership) in the amount of $1, 100 . 00; decrease Line Item 1594 (CD Rom Reference) in the amount of $990 . 00; increase Line Item 1320 (Semi Professional Services) in the amount of $1, 448 . 00; increase Line Item 1343 (Postage) in the amount of $1, 235 . 00; increase Line Item 1584 (Reference Books) in the amount of $712 . 00; increase Line item 1589 (Juvenile Books) in the amount of $278 . 00; increase Line Item 1589 (Juvenile Books) in the amount of $1, 696 . 00 ; request to make the following line item adjustments to Budget 3200 : decrease Line Item 1589 (Juvenile Books) in the amount of $70 . 00; decrease Line Item 2106 (Computer Equipment) in the amount of $5, 430 . 00; increase Line Item 1319 (Other Professional) in the amount of $240 . 00; increase Line Item 1320 (Semi Professional Services) in the amount of $746 . 00; increase Line Item 1343 (Postage) in the amount of $2, 500 . 00; increase Line Item 1584 (Reference Books) in the amount of $10, 000 . 00; increase Line Item 1599 (Young Adult Fiction) in the amount of $70 . 00; increase Line Item 2118 (Office Furniture/Equipment) in the amount of $5, 430 . 00; request to make the following line item adjustment to Budget 3280 : increase Line Item 1320 (Semi Professional Services) in the amount of $525 . 85 be approved. Ayes : Three . Motion carried. Moved by Krizek, seconded by Getty that Bills Payment, as contained in Schedule AP640, pp. 1-78, dated January 21, 1997 in the amount of $3 , 372, 464 . 32 be received, placed on file and forwarded to the full council for approval . Ayes : Three. Motion carried. Councilperson Getty recommended that departments seek informal bids on emergency repairs or ask city maintenance staff to look at the equipment before ordering repairs . He requested that the Finance Department distribute a letter to all departments reiterating that documented quotes should be sought even for emergency repairs . With no further business before the committee, it was moved by Getty, seconded by Krizek that the meeting be adjourned at 6 : 15 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk