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HomeMy WebLinkAbout08/01/1994 FINANCE COMMITTEE August 1, 1994 5 :30 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. The request of the Police Chief for authorization to purchase the following equipment was reviewed: laserjet printer to be located in the training office, three used personal computers and three jet printers for use by police/school liaison officers, and software for Crime Laboratory personal computer. All of the above computer equipment was reviewed and approved by the Computer Technical Review Committee. Councilperson Anders called for the question. Moved by Mollenhoff, seconded by Anders that the Police Department be authorized to purchase the following equipment : HP Laserjet IV printer for $2, 345, including two additional MB of memory and a laserboard; three used Data General Dasher personal computers for $2, 100; three BJ10ex printers at $816, cartridges at $72, and three printer cables at $24, for a total cost of $3, 012 . 00; and AutoCAD LT software at a cost of $409 . Ayes : Three. Motion carried. The request of the Housing Director to purchase computer equipment for workstation on the Housing Authority' s network was reviewed. The total cost is $3 , 128 . 75, including color monitor, token ring adaptor, and HP Laser Jet printer. The above request was reviewed and approved by the Computer Technical Review Committee . Moved by Anders, seconded by Mollenhoff that said request be approved. Ayes : Three. Motion carried. The request of the Administrative Director for authorization to purchase a computer for use as a communication server to link the city' s network with the county' s mainframe was reviewed. The above request was reviewed and approved by the Computer Technical Review Committee . The following bids were received for the bridge computer: Bidder Total Bid R.A. Snyder Consultants, Inc. $2, 728 . 00 Apex Computers $2, 399 . 00 Advanced Business Computers $2, 208 . 00 It was the recommendation of the Administrative Director that the bid of R.A. Snyder in the amount of $2, 728 be approved, with R.A. Snyder guaranteeing the work or full replacement . Moved by Anders, seconded by Mollenhoff that said recommendation be approved. Ayes : Three. Motion carried. Moved by Anders, seconded by Mollenhoff that the request of the Recreation & Arts Director for authorization to purchase 2 computers at a cost of $1, 375 each and two Epson printers at a cost of $399 each from Clark Computer Systems for use in the Sports and Arts Departments be approved. Ayes : Three . Motion carried. The request of the City Planner for authorization to proceed with acquisition of property generally located at the southwest corner of East 6th and Sycamore Streets was reviewed. Power Engineering & Manufacturing, LTD has contacted the city regarding the city' s interest in the property. Powers has ongoing expenses on the property and is considering leasing or selling the property in order to recoup some of their costs . In order to lease the property, Powers will need to make costly improvements and would like to know that there is no interest in the property by the city prior to spending the funds . Finance Committee August 1, 1994 Page 2 The City has been considering the possibility of acquiring this property and removing the building for use as an at grade parking lot . An appraisal of the property has been completed, and the Iowa Department of Natural Resources has indicated that they will not require any contaminant investigation at this time as long as we do not build on the property. The property has been appraised at $120, 000 and the property owner is willing to sell it at that price. The short term plan for the property involves removal of the exterior walls, filling of any voids and overlaying asphalt and striping. The spaces would then be offered for lease at the same rate per month as those in other city-owned parking lots . The long term plan for the property would involve construction of a parking ramp which would be tied to a major development . The long term plan involves all of the properties in the block and would be subject to market conditions continuing to improve prior to implementation. The project is proposed to be funded through parking revenues . Moved by Mollenhoff, seconded by Anders that the request of the City Planner for authorization to proceed with acquisition of property generally located at the southwest corner of East 6th and Sycamore Streets be approved. Ayes : Three. Motion carried. Moved by Anders, seconded by Mollenhoff that the request of the Housing Director for authorization to purchase 5 secretarial chairs at a total cost of $1, 030 . 14 be approved. Ayes : Three. Motion carried. The following bids for a combination TV/VCR for the Medical Office for Fire Rescue were reviewed: Bidder Bid Amount K-Mart (Magnavox) $399 . 00 Target (Emerson) $341 . 00 Rex (Funai) $399 . 00 It was the recommendation of the Fire Chief that the low bid of Target in the amount of $341 be approved. Moved by Mollenhoff, seconded by Anders that said recommendation be approved. Ayes : Three . Motion carried. The request of the Police Department for authorization to purchase ammunition in the amount of $9, 905 . 92 from four suppliers as follows was reviewed: Conevera' s Inc. 40 cal, Winchester 10, 000 rounds $3, 178 . 90 #1 buck, Winchester 1, 000 rounds $ 373 . 92 Ultramax Ammunition 9mm, Winchester 1, 000 rounds $ 276 . 00 40 cal, Winchester 30, 000 rounds $4, 350 . 00 223 cal, 68 grain 2, 000 rounds $ 356 . 00 223 cal, 55 grain 1, 000 rounds $ 149 . 00 Bull-X Inc. 9mm, 124 grain 10, 000 rounds $ 947 . 10 Streicher' s 308, Winchester 168 grain 500 rounds $ 275 . 00 Moved by Anders, seconded by Mollenhoff that authorization be given to purchase said ammunition. Ayes : Three . Motion carried. Finance Committee August 1, 1994 Page 3 Bruce Meisinger, Finance Manager, presented a proposed draft of a Line-Item Budget Policy and proposed draft of Expenditure/Purchase Authorization Policy. The Line-Item Budget Control Policy defines the limits of what may be expended in each budgeted line-item and assigns responsibility for the ongoing monitoring of expenditures within each line-item budget . The policy addresses the conditions under which a request for a line-item amendment may be requested and considered by the Finance Committee . The Expenditure and Purchase Authorization Policy requires that planned and scheduled purchases and expenditures be pre-authorized by the Finance Committee whenever an individual expense item amounts to $300 or more. A procedure is proposed to accommodate those purchases and expenses that involve large quantity supplies and materials on either a continuous or an emergency basis that would not be approved as quickly through the normal Finance Committee review process . Moved by Mollenhoff, seconded by Anders that said policies be recommended to the full council for their approval . Ayes : Three. Motion carried. Moved by Anders, seconded by Mollenhoff that pre-authorization form for one purchase over $300 be approved. Ayes : Three. Motion carried. Moved by Mollenhoff, seconded by Anders that the request of the Police Chief to revise Line Item #3361 to add the Governor' s Traffic Safety Bureau by the Arrive Alive Committee for Traffic Safety grant money in the amount of $8, 174 . 95 be approved. Ayes : Three . Motion carried. Moved by Mollenhoff, seconded by Anders that the request of the Fire Chief to transfer General Obligation Bond funds to Line Item #1573 in the amount of $22, 000 and to Line Item #2118 in the amount of $8, 000 be approved. Ayes : Three . Motion carried. Moved by Mollenhoff, seconded by Anders that bills payment, as contained in Schedule A918, pp. 1-42, dated August 1, 1994, in the amount of $1, 184, 990 . 33 be referred to the city council for their approval . 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 6 :44 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk