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Home My WebLink About10/24/1994 FINANCE COMMITTEE October 24, 1994 3 : 00 p.m. Large Conference Room Members present : Chairperson Krizek, Mollenhoff, Anders. Moved by Mollenhoff, seconded by Anders, that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. Moved by Anders, seconded by Mollenhoff that the Administrative Director be instructed to rebid the energy management improvements at the Waterloo Public Library accepting sealed bids. With approval of the first and seconder, the above motion was withdrawn. The following bids for energy management improvements at the Waterloo Public Library were reviewed: Bidder Bid Amount Johnstone $22, 109 . 53 Crescent $23 , 035 . 13 Van Meter $20, 769 . 67 It was the recommendation of the Administrative Director that the low bid of Van Meter in the amount of $20, 769 . 67 be approved. Moved by Mollenhoff, seconded by Anders that the recommendation of the Administrative Director that the low bid of Van Meter in the amount of $20, 769 . 67 be approved. Ayes : Three. Motion carried. The following bids for a fax-modem and communications software were reviewed: Bidder Bid Amount Warren Computer Company $450 . 00 Computer Support Services $290 .35* *Bid did not meet FAX capabilities. It was the recommendation of the Computer Technical Review Committee that the bid of Warren Computer Company in the amount of $450 . 00 be approved. Moved by Anders, seconded by Mollenhoff that said recommendation be approved. Ayes : Three. Motion carried. The following bids for the purchase of transievers for the fiber- twinax connection to Black Hawk County were reviewed: Bidder Bid Amount Cable Express $990 . 00 South Hills DataComm $900 . 00 It was the recommendation of the Computer Technical Review Committee that the low bid of South Hills DataComm in the amount of $900 . 00 be approved. Moved by Mollenhoff, seconded by Anders that said recommendation be approved. Ayes : Three . Motion carried. Moved by Anders, seconded by Mollenhoff that the request of the Police Chief to seek bids for patrol vehicles be approved and said bids be sent to all dealers in Black Hawk County and with the State of Iowa bid process. Ayes : Three. Motion carried. Moved by Mollenhoff, seconded by Anders that request of the Police Chief to transfer $500 . 00 from Line Item #1561, Office Supplies, to Line Item #1710, Claims, Judgments & Contingencies, be approved. Ayes : Three. Motion carried. The monthly minimum charge for private haulers of garbage was reviewed. City Clerk Susan Finance explained that those residents who contract with a private hauler are currently charged $3 . 25 per � r Finance Committee October 24, 1994 Page 2 month. The former administration enacted the fee in 1993 to equally distribute the costs not associated with garbage collection services, such as administration, Operation Pride Program, street cleaning, special yard waste drop-offs and recycling drop-off. The city has received numerous calls from owners of apartment buildings and others who are unhappy with the fee. Currently 239 private hauler exemptions forms have been file in the City Clerk' s office for calendar year 1994, which generates $9, 321 toward the costs associated with garbage collection services. Moved by Anders, seconded by Mollenhoff that the minimum fee be further investigated and this item be brought back to the Finance Committee in two weeks . Ayes : Three. Motion carried. Calendar year 1995 garbage exemption application forms for low- income and single family households over 65 years of age were reviewed. City Clerk Sue Fangman stated that the low income exemptions use the federal poverty income guidelines. Persons meeting 50 percent of the federal poverty guidelines pay either a minimum charge of $2 . 00 for one or two member households or $3 . 25 for larger households . Persons having an annual income between 50 percent and 100 percent of federal poverty guidelines pay a monthly fee of $5 . 00 per month. The total number of low-income garbage exemption forms filed in calendar year 1994 was 645 at a cost of $40, 608 . 00 . Garbage exemptions for single family households over 65 years of age with income less than $8, 500 per year will pay a $2 . 00 minimum and those with incomes between $8, 501 . 00 - $10, 000 . 00 will pay a $5 . 00 monthly minimum charge. Approximately 386 single households over the age of 65 filed for exemption for calendar year 1994 for a reduction of income to the city of $33, 852 . 00 . Moved by Mollenhoff, seconded by Anders that calendar year 1995 garbage exemption forms for low-income and single family households over 65 years of age be approved. Ayes : Three . Motion carried. The request of the Finance Manager to return to weekly bills payment was reviewed. On August 15, 1994 the Finance Committee authorized the Finance Department to implement bi-weekly bills payment on a trial basis . The bi-weekly payment cycle was tried in an attempt to allocate more time during each cycle to improve invoice documentation, budget account coding and to facilitate new requirements for pre-authorizations . It has become evident during the trial period that by delaying all payments submitted through the process an additional week to work with those payments that may present some sort of documentation or budget problem slows the processing for all payments, including those which may not have problems . It was the recommendation of the Finance Manager to reinstitute the weekly payment cycle. Payments submitted with good documentation, properly coded and have the necessary pre- authorization will be processed within the one week time frame. Those payment that do not have the proper documentation will be held so that those problems can be addressed and will not be processed until corrective action has been taken. Moved by Mollenhoff to continue with the bi-weekly bills payment . The above motion died due to lack of a seconder. Moved by Anders, seconded by Krizek that the Finance Department be given authorization to return to a weekly bills payment cycle effective November 1, 1994 . Ayes : Two. Nays : Mollenhoff. Motion carried. Moved by Mollenhoff, seconded by Anders that the request of Planning and Zoning Department for pre-authorization to expend $600 . 00 to pay R.A. Snyder Consultant to reset the bridge server be approved. Ayes : Three. Motion carried. Moved by Anders, seconded by Mollenhoff that the request of the Park Superintendent for pre-authorization to expend $853 . 83 to purchase replacement parts for a rotary mower be approved. Ayes : Three. Motion carried. Finance Committee October 24, 1994 Page 3 Moved by Anders, seconded by Mollenhoff that the request of the Park Superintendent for pre-authorization to expend $4, 000 . 00 for annual flower seeds and supplies be approved. Ayes : Three. Motion carried. Moved by Mollenhoff, seconded by Anders that the request of the Parks Superintendent for pre-authorization to expend $3,412 . 00 to scrape, paint, prime and paint the outfield fence at the municipal stadium be approved. Ayes : Three. Motion carried. Moved by Anders, seconded by Mollenhoff that the request of the Superintendent of Central Garage for pre-authorization to expend $400 . 00 for software update and service contract for fleet management be approved. Ayes : Three. Motion carried. Moved by Mollenhoff, seconded by Anders that the request of the Finance Manager for pre-authorization to expend $17, 748 . 01 to pay New World Systems for travel expenses and training costs to convert, implement and train city staff on the new financial system be deferred to November 7, 1994 meeting. Ayes : Three. Motion carried. Moved by Mollenhoff, seconded by Anders that the request of the Community Development Administrator to increase Revenue Line Item #3350, Federal Grant, in the amount of $68, 100 . 00, increase Expense Line Item #1567, Recreation Equipment and Supplies, in the amount of $68, 100 . 00, increase Revenue Line Item #3380, CD Revenue, in the amount of $30, 000 . 00, decrease Expense Line Item #1327, Residential Rehabilitation, in the amount of $20, 000 . 00, and increase Expense Line Item #1371, Building and Ground Maintenance, in the amount of $50, 000 . 00 be approved. Ayes : Three . Motion carried. Moved by Anders, seconded by Mollenhoff that the request of the Finance Manager for authorization to transfer $18, 000 . 00 from Fund 200, Trust and Agency, to the Fire Department Line Item #1314, Health and Services, to pay for work-related medical claims be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Mollenhoff, seconded by Anders that the meeting be adjourned at 4 : 30 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk