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Home My WebLink About11/04/2002 FINANCE COMMITTEE November 4, 2002 4:00 p.m. Council Chambers Members present: Chairperson Jordan, Getty. Members absent: Hurley. Moved by Getty, seconded by Jordan that the Agenda, as proposed, be approved. Ayes: Two. Absent: Hurley. Motion carried. Moved by Getty, seconded by Jordan that the Minutes of October 28, 2002, as proposed, be approved. Ayes: Two. Absent: Hurley. Motion carried. The request of the Superintendent of Central Garage for authorization to purchase one Chevrolet Malibu for the Police Department from Rydell Chevrolet at a cost of$14,898.00 was reviewed. Bids were received on September 17, 2002 for three 2003 mid-size cars. These cars are part of the FY03 Capital Equipment Program. The Superintendent of Central Garage is requesting authorization to purchase one additional Chevrolet Malibu from this bid which was awarded to Rydell Chevrolet in the amount of $14,898.00 and approved by the Finance Committee on September 23, 2002. The additional Chevrolet Malibu will be used by the Police Department. Bond funds are available in the FY03 Capital Equipment Program for the purchase of the vehicle. Moved by Getty, seconded by Jordan that said request be approved. Ayes: Two. Absent: Hurley. Motion carried. The request of the Superintendent of Central Garage of authorization to purchase two F450 Super Duty trucks for the Street Department and one F450 Super Duty truck for Leisure Services Department and one 7-passenger mini van for the Planning and Zoning Department was reviewed. The Superintendent of Central Garage is requesting peiinission to purchase three F450 Super Duty trucks from bids received last fiscal year. In checking with the low bidder, they are willing to honor the bids that were approved by the Public Works and Finance Committees on January 14, 2002 allowing the city to purchase these trucks at the same price this year even though there has been a price increase since the last purchase. There are bond funds available in this year's Capital Equipment Program for these purchases. Two trucks would be used by the Street Department and one truck would be used by Leisure Services. The Superintendent of Central Garage is also requesting permission to purchase a 7-passenger mini van also from last year's bid. The low bidder is willing to honor last year's low bid. The van would be used by the Planning and Zoning Department for out-of-town trips by all departments. The existing van will be reassigned to another department. Moved by Getty, seconded by Jordan that said request be approved. Ayes: Two. Absent: Hurley. Motion carried. Moved by Getty, seconded by Jordan that the request of the Superintendent of Central Garage for authorization to purchase four Crown Victorias for the Police Department from Dewey Ford at a cost of$20,559.80 each be approved. Ayes: Two. Absent: Hurley. Motion carried. The following bids received for aluminum lettering for F.Y. 2003 Airport/Midport Signage were reviewed: Bidder Bid Amount Nagle Signs, Inc. $5,150.00 Signs &Designs $5,618.50 It was the recommendation of the Associate Engineer that the low bid from Nagle Signs, Inc. in the amount of $5,150.00 be accepted. Moved by Getty, seconded by Jordan that said recommendation be approved. Ayes: Two. Absent: Hurley. Motion carried. The request of Waterloo Tent & Tarp Company Inc. for an extension of five years to their existing loan agreement with a new balloon due date of October 1, 2007 was reviewed. 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The request of the Executive Director of Human Rights Commission for pre-authorization to expend $21,001.05 to purchase private office, reception area and conference room furniture was reviewed. Michelle Weidner, Chief Financial Officer, asked for a copy of the written authorization from HUD to expend this amount for the furniture. Walter Reed, Executive Director of Human Rights Commission, responded that the contract with HUD indicates that they can purchase equipment/furniture the commission feels is necessary. Ms. Weidner stated there is no dollar amount in the contract, and Mr. Reed responded there would not have been a dollar amount until the bids were received. Ms. Weidner noted that there is only one staff person funded by the Fair Housing grant and the furniture is for many offices. Mr. Reed responded that the purchase of the furniture was discussed with HUD prior to the signing of the agreement. The commission negotiated with HUD and HUD suggested that the purchase of furniture be written into the contract. HUD said the purchase of furniture was allowable under the contract. Councilperson Getty stated that he does not have a problem with approving the purchase of the furniture, but he just wants to be sure the purchase has been authorized by HUD. Councilperson Getty stated that it is difficult to understand that HUD has $21,000.00 to spend on office furniture when there are many other things we can spend the funds on. Mr. Reed responded that HUD looks at all the expenditures at audit time. Mr. Reed stated that during the next budget process, he would like to discuss moving the Fair Housing grant from the General Fund just as Community Development and the Housing Authority. Moved by Getty, seconded by Jordan that the request of the Executive Director of Human Rights Commission for pre-authorization to expend $21,001.05 to purchase private office, reception area and conference room furniture be approved. Ayes: Two. Absent: Hurley. Motion carried. Moved by Getty, seconded by Jordan that Bills Payment, as contained in Schedule AP640, dated November 4, 2002, pp. 1-72, in the amount of $1,675,071.63, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Absent: Hurley. Motion carried. With no further business before the committee, it was moved by Getty, seconded by Jordan that the meeting be adjourned at 4:33 p.m. Ayes: Two. Absent: Hurley. Motion carried. Nancy Eckert City Clerk