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HomeMy WebLinkAbout09/08/2003 FINANCE COMMITTEE September 8, 2003 4:45 p.m. Council Chambers Members present: Chairperson Jordan, Hurley, Getty. Moved by Getty, seconded by Hurley that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the Minutes of September 2, 2003, as proposed, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that a travel request for Sports Programmer to acquire Certified Pool Operator License at Cedar Falls, Iowa on January 13-14, 2004, with costs not to exceed$200.00, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that a travel request for Human Resources Manager to attend IA Public Employers Labor Relations Association Annual Meeting in Des Moines, Iowa on October 2-3, 2003, with costs not to exceed $180.00, be approved. Ayes: Three. Motion carried. The request of the Fire Chief for approval of exception to pre-authorization forms for the purchase of drugs for the ambulances was reviewed. The monthly g cost of drugs for the ambulances always exceeds the $1,000.00 limit. An exception to the pre-authorization forms for the purchase of the drugs for the ambulances will accelerate the payment to the vendors and cut the amount of paperwork required to process the bills. Moved by Hurley, seconded by Getty that said request be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the request of the Fire Chief for pre-authorization to expend $2,284.17 to purchase staff scheduler for the Fire House Software be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Director of Cultural and Arts Commission for pre-authorization to expend $150.00 to $500.00 for catered luncheon by Martha Ives for paid participants at the Frame-by-Frame Symposium at the Center For The Arts on September 27, 2003 be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Director of Cultural and Arts Commission for pre-authorization to expend $750.00 to $1,000.00 (annually) for supplies and field trip costs and food expenses for the Seekers Program and $5,000.00 to $7,500.00 (annually) for Covenant Medical for Recreational Therapists be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the request of the Superintendent of Traffic Operations for pre-authorization to expend $5,300.00 to purchase two controllers for the closed loop system for the emergency vehicle access at Hawkeye Road and San Marnan Drive be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Leisure Services Director for authorization to increase Line Item 3800 (Misc. Revenue) and Line Item 1319 (Other Professional Services) in the amount of$4,328.50, be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Leisure Services Director for authorization to increase Line Item 3720 (Gifts & Donations) in the amount of$2,000.00; Line Item 1112 (Salaries Part-Time) in the amount of $12,500.00; Line Item 1121 (FICA — City Contribution) in the amount of $975.00; Line Item 1390 (Other Contractual Services) in the amount of$525.00 and Line Item 1567 (Rec. Equipment/Supplies) in the amount of$6,000.00), be approved. Ayes: Three. Motion carried. xza'D/City paxag courm •paureo uoriow •aana :saXy •ur•d £S:I, pauznofpE aq&maul aui Xaprill i q papuooas `XuaD Xq panour sem it `aaptuzuroo alp aiojaq ssautsnq iaui_m3 ou uitm •patio uoriow •I£•£9$ Jo iunoure alp tit ouioala smooS IoJ £059Z •oM aotonui uo �uturtisgt? uep10 f uosiadltouno3 uitm `cart :saky •Ienozdde ioj Irounoo IInj alp of pap eAuoJ pue panoIddd pue alj uo paot?Id `pantaoai oq `58.06S`Z88`I$ 3o iunoure alp tit `g},-I •dd `£00Z `8 iaquzaidaS PaieP `0179dFi am patios tit paureiuoo se ivatu ed sing rip XIIaJ Xq Papuooas `1aTing panow Z a�Ed £00Z `8 ioquraidog aaptuzuzoD aoueut3 FINANCE COMMITTEE September 2, 2003 4:30 p.m. Council Chambers Members present: Chairperson Jordan, Hurley, Getty. Moved by Hurley, seconded by Getty that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the Minutes of August 25, 2003, as proposed, be approved. Ayes: Three. Motion carried. The request of the City Planner for approval of proposal from Terracon to conduct a Limited Site Investigation at the future Cedar Valley Art Mall site at an estimated cost of $15,375.00 was reviewed. Terracon performed Phase I Environmental Site Assessment encompassing a larger area. That larger area was based on the original Riverfront Renaissance Plan that was defeated by referendum. This Limited Site Investigation would provide additional information regarding the potential presence of elevated chemicals of concern in the on-site soils and/or groundwater as a result of potential release from these various properties. The project is necessary for the design of the Vision Iowa Riverfront Renaissance Project. Moved by Hurley, seconded by Getty that said request be approved. Ayes: Three. Motion carried. The request of the Superintendent of Traffic Operations for authorization to purchase video detection system for the intersection of Ansborough Avenue and West 4th Street and Greenhill Road and Rainbow Drive at an estimated cost of $50,000.00 was reviewed. The detection system is the heart of a traffic actuated signal control. The loops at these locations frequently fail. Some directions are actually on constant recall because their detection systems do not work causing excessive delays to the motoring public. They will have to wait even when there is no traffic on the cross street. The systems need to be fixed, and it is to the public's benefit if a video detection system is installed to solve the problem. Staff is recommending the video detection system because of the ease and safety of installation and maintenance, ease of design, flexibility, fewer failures with video detection, no intrusion in the pavement, some video pictures can be transmitted to the traffic control center for monitoring purposes, and most cameras can be set to collect speed and volume data. Moved by Getty, seconded by Hurley that said request be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Fire Chief for authorization to seek bids for a new copy machine for the Fire Inspections Department be approved. Ayes: Three. Motion carried.. Moved by Hurley, seconded by Getty that the request of the Fire Chief for authorization to seek bids for laundry services for Waterloo Fire Rescue be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that a garbage refund in the amount of $30.00 for 1118 Amherst Avenue be approved. Ayes: Three. Motion carried. Moved byGetty, seconded byHurleythat a sewer refund in the amount of 215.47 for 965 Home Y Plaza be approved. Ayes: Three. Motion carried. The bids received for cell phones for city departments were reviewed. Bid specifications were sent to six companies and the city received seven bids, with Stratus Co. submitting two bids. The apparent low bidder is Verizon Wireless with a bid of$33.19 per month per cell phone, with Stratus Co. submitting a bid of$31.49 per month plus $2.00 per month for voice mail and caller ID for a total bid of$33.49 per phone per cell phone. The bid from Verizon Wireless is for 400 anytime minutes and the bid from Stratus Co. is for 300 anytime minutes. All the companies submitted bids which included a free cell phone, long distance, call waiting, voice mail, call forwarding, three way calling and basic text messaging. Our current contract is with Verizon Wireless with 48 cell phone users at a cost of$34.02 per month per cell phone. Debra Hoefle, representing Verizon Wireless, reported that the minutes can be pooled or each individual can have 400 minutes per month. Ms. Hoefle stated that Verizon Wireless has a local presence with a store on University Avenue and a representative in the area. Ms. Hoefle reported that the long distance is included for most anywhere in the United States, with the plan covering approximately 85 to 95 percent of the United States. Long distance calls made outside of the plan area cost $0.69 per minute. Finance Committee September 2, 2003 Page 2 Adam Williams, President of Stratus Co., reported that their local corporate headquarters is located in downtown Waterloo. Mr. Williams stated he is the dealer for Nextel and four other products. Mr. Williams reported that the bid with Nextel gives the city the option to pool the minutes, no roaming charges as it only works on their system, unlimited direct connect or mobile-to-mobile minutes. Mr. Williams presented an offer of$500.00 which will be paid to the city at the end of the contract. Discussion was heard on basic text messaging. Verizon's package includes 200 messages per month per phone, with Nextel costing $0.10 per message. It was the consensus of departments present that text messaging is not an important feature. Ms. Hoefle stated that Verizon's bid includes unlimited mobile-to-mobile minutes. Ms. Hoefle reported that Verizon would be willing to reduce the monthly charge per phone by $2.00 if the city does not want to use the basic text messaging. Councilperson Getty noted that it is the consensus of the departments that voice mail is important. Councilperson Getty stated that it does not appear that Nextel bid apples to apples. Councilperson Clark responded that Nextel gave a base bid of$31.49, and then bid $1 per month per phone for voice mail and $1 per month per phone for caller ID. Councilperson Greenwood stated that we need to look at what system gives the best coverage. Paul Huting, Leisure Services Director, stated that we need to look at the work involved in switching phone numbers for all the users and all the contacts that will have to be made to notify them of the change in phone numbers. Moved by Hurley that the bid from Stratus Co. at a cost of $31.49 per month per phone plus $1.00 per month per phone for voice mail be approved. The motion died for a lack of a second. Councilperson Getty stated that he is in favor of accepting Verizon's bid as we have had them for two years, they are reliable and are proposing to reduce the monthly charge by$2.00 if we do not take the basic text messaging, which would put their monthly charge at $31.19 per month per phone. Councilperson Hurley stated that Stratus Co. is a local business and Verizon is a national chain. Ms. Hoefle responded that Verizon has a local office and a local business person in the office every day. Tom Jennings, Police Chief, stated that the Police Department did have coverage problems with Verizon, but Verizon addressed the problems. Moved by Getty, seconded by Jordan that the bid from Verizon Wireless at a cost of$31.19 be approved. Ayes: Two. Nays: Hurley. Motion carried. Moved by Getty, seconded by Hurley that a travel request for two Police Officers to attend FBI Sniper/Observer Certification Course in Johnston, Iowa on September 7-12, 2003, with costs not to exceed $820.00, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that a travel request for Community Development Coordinator and Administrative Secretary to attend Skillpath Professional Growth & Development Conference in Des Moines, Iowa on October 22, 2003, with costs not to exceed $164.00 each, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that a travel request for Manager of Rehabilitation Services and Rehabilitation Specialist to attend Mold and Mold Remediation Short Course in Minneapolis, Minnesota on October 12-15, 2003, with costs not to exceed $1,365.00 each, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that a travel request for Fire Captain to attend Training Program Management in Emmitsburg, Maryland on October 19-31, 2003, with costs not to exceed$207.00, be approved. Ayes: Three. Motion carried. Finance Committee September 2, 2003 Page 3 Moved by Getty, seconded by Hurley that a travel request for Fire Marshal to attend International Association of Arson Investigators Annual Seminar and Conference in Waterloo, Iowa on September 16-19, 2003, with costs not to exceed $125.00, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that a travel request for Police Lieutenant to attend S.W.A.T. Supervision and Command Decision Making Training Course in Annandale, Minnesota on October 5-10, 2003, with costs not to exceed $1,433.00, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the request of the Fire Chief for approval of amendment of total cost of repairs to Platform 311 as $14,882.00 be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Superintendent of Waste Management Services for pre-authorization to expend $2,811.51, plus $150.00 shipping costs, to repair the TV camera for the Sewer Department be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Superintendent of Waste Management Services for pre-authorization to expend not to exceed $4,000.00 for annual uniform replacement for the Water Pollution/Flood Control Department be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Superintendent of Streets for pre- authorization to expend $6,500.00 for annual uniform purchase be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Superintendent of Waste Management Services for pre-authorization to expend not to exceed $2,000.00 for annual uniform replacement for the Sanitation Department be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the request of the Neighborhood Services Coordinator for pre-authorization to expend $1,295.00, plus $25.00 shipping costs, to purchase McGruff The Crime Dog outfit be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Leisure Services Director for pre- authorization to expend $1,708.25 for consignment tickets sold in August 2003 be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Leisure Services Director for pre- authorization to expend $2,360.00 to purchase program tee-shirts for participants in the Mayor's OlympiKids for Fitness Downtown Run be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the request of the Fire Chief for pre-authorization to expend $1,425.14 to purchase HazMat suits be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that the request of the Fire Chief for authorization to transfer $1,000.00 from Line Item 1400-1376 (Office Equipment) to Line Item 1400-1598 (Haz Mat Expense)be approved. Ayes: Three. Motion carried. Moved by Hurley, seconded by Getty that Bills Payment, as contained in Schedule AP640, dated September 2, 2003, pp. 1-65, in the amount of $325,184.69, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Getty, seconded by Hurley that the meeting be adjourned at 5:14 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk