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HomeMy WebLinkAbout02/09/1998 FINANCE COMMITTEE February 9, 1998 5 :40 p.m. Large Conference Room Members present : Chairperson Jordan, Krizek. Members absent : Mollenhoff . Moved by Krizek, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that the Minutes of February 2, 1998, as proposed, be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The following bids received for an 18" sheet laminator for the Police Crime Laboratory were reviewed: Bidder Bid Amount Iowa Business Machines $1, 495 . 00 USI 999 . 99 School Spaciality 1, 223 . 00 The laminator will be used for court room presentations, laminating evidence and exhibits as well as providing other types of laminations . Funds are available in the Local Law Enforcement Block grant recently awarded to the Police Department . It was the recommendation of the Police Chief that the low bid of USI in the amount of $999 . 99 be accepted. Moved by Krizek, seconded by Jordan that said recommendation be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The request of the Superintendent of Central Garage to purchase three liquid dispensing systems was reviewed. When bids were approved in August for three dump/snow control trucks, specifications did not include liquid dispensing systems . At that time, there was not sufficient information available to formulate specs that would ensure compatibility with snow control equipment and specified hydraulic systems . Since the purchase of the trucks, the equipment manufacturer has made a system available that is fully compatible and will mount directly to the spreader box making it a single operating system. The system is fully controlled by the truck operator. Injecting calcium chloride directly into the aggregate stream at the point of application allows precision control and provides the flexibility needed for varying temperature and moisture conditions . This pre-wetting enhances the melting characteristics of salt and in some cases can be applied directly to straight sand. This is a more effective method of anti-icing than is presently available. The total cost for the three liquid dispensing systems is $5, 022 . 00 . Moved by Krizek, seconded by Jordan that said request be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The request of the Director of the Recreation & Arts Commission to purchase computer equipment at a cost of $7, 765 . 00 was reviewed. The equipment includes : 15 inch monitor, RecWare Activity Registration Software, annual software subscription fee, four hour phone training, and a HP4000 Laserjet printer. The equipment is part of Year 2 of the City' s Computer Plan and the purchase of the equipment was approved by the Computer Technical Review Committee. The total cost for the equipment is $7, 765 . 00 and will be purchased using GO Bond funds . Moved by Krizek, seconded by Jordan that said request be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The request of the Administrative Director to replace the entire cooling system at the Five Sullivan Brothers Convention Center with package chiller units and a cooling tower was reviewed. The Trane chiller at the Five Sullivan Brothers Convention Center was Finance Committee February 9, 1998 Page 2 replaced two years ago with a reclaimed chiller from McElroy Auditorium. The replacement was to be temporary until long-term objectives could be formed concerning purchase, life cycle and operating costs of permanent replacement options . The replacement chiller has operated better than expected and there have been no repairs or maintenance costs associated with the operation of the unit . The problem at the Center is the chilled water and pre-cool coils . Building Maintenance soldered a number of leaks in both types of coils prior to the cooling season. A few months ago a replacement pre-cool coil was installed in air handler unit #4 . Once the chilled water was pressurized following the installation, the chilled water coil failed beyond repair. Last summer an excessive amount of water was noticed collecting in the condensate pan below AHU #5 . Many new leaks were discovered in the chilled water coil . The purchase and installation cost for this replacement coil is expected to be $15, 000 to $18, 000 . The replacement of the chilled water coil in AHU #4 will cost approximately $10, 000 . In addition, there have been two leaks in the basement level chilled water piping. Building Maintenance determined that a replacement system should be investigated that would allow abandonment of the existing coil and piping system before the remaining coils fail . A Life Cycle Cost Analysis of Potential Chiller Retrofits was arranged by The Energy Group and funded by Mid-American Energy at no cost to the city. Building Maintenance agrees with the study for recommendation of replacement . The projected cost is estimated at $275, 000 . The figure includes the installation of a cooling tower and all new coils in the air handlers . Replacement of air handler coils could exceed $100, 000 in the next two to three years if a replacement system is not installed. The project will be funded using Hotel/Motel tax funds . The management of Five Brothers Convention Center have not been interested in amending the existing agreement to allow the use of Energy Conservation funds for any project at the Center. Moved by Krizek, seconded by Jordan that authorization to replace the cooling system at the Five Sullivan Brothers Convention Center at a cost of $275, 000 be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The request of the General Manager of MET Transit Authority for an advancement on the fourth quarter transit levy in the amount of $245, 282 . 25 was reviewed. The request is necessitated by the uncertain timing of the receipt of Federal Transit Operating assistance for the current fiscal year. The federal assistance is applied to the operating expenses beginning July 1, 1997, but MET does not anticipate actually receiving it until late February or March 1998 . Moved by Krizek, seconded by Jordan that said request be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that a garbage refund in the amount of $51 . 00 for 1161 Patton Avenue be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The emergency repair to the boiler at City Hall was reviewed. Waterloo Boiler investigated a leak on the City Hall boiler on January 5, 1998 . The boiler was shut down for a short time and the leak was inspected through an access door on the fire side of the boiler. The boiler had over a dozen holes in the southwest bottom corner. Waterloo Boiler performed the repair at a cost of $2 , 074 . 71 . The insulation jacket on the boiler is asbestos . Advanced Technologies inspected the job and performed removal on January 7, 1998 at an estimated cost of $300 . 00 . Moved by Krizek, seconded by Jordan that emergency repairs to the City Hall boiler, as performed by Waterloo Boiler, at a cost of $2, 074 . 71 be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The following bids received for the Waterloo Airport ' s annual Airport Owners and Operators General Liability Policy and Errors and Omission Policy for 1998 were reviewed: Finance Committee February 9, 1998 Page 3 Bidder Bid Amount Wenk Aviation Insurance Agencies $13 , 225 . 00 PDCM Insurance $8, 953 . 00 The proposal from Wenk Aviation Insurance Agencies includes the policy for Errors and Omissions insurance and the policy from PDCM does not, but the cost premiums were provided at a later date from PDCM Insurance in the amount of $5, 000 . 00 . The Airport Commission approved the proposal from Wenk Aviation Insurance Agencies . Moved by Krizek, seconded by Jordan that the bid from Wenk Aviation Insurance Agencies in the amount of $13, 225 . 00 for the Airport ' s annual Airport Owners and Operators General Liability Policy and Errors and Omission Policy for 1998 be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that the request of the Parks Superintendent for pre-authorization to expend $6, 000 . 00 to purchase replacement parts for golf course equipment be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that the request of the Fire Chief to transfer $1, 518 . 00 from Line Item 3414 (Ambulance Service) to Line Item 1785 (Refunds) be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that the request of the Superintendent of Central Garage to transfer $2, 525 . 00 from Line Item 1571 (Replacement Parts Machinery & Equipment) to Line Item 1390 (Other Contractual Services) be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that the request of the Superintendent of Water Pollution/Flood Control to transfer $32 , 000 . 00 from Line Item 2117 (Motor Vehicles) to Line Item 1785 (Refund Payment) in the amount of $8, 000 . 00 and Line Item 1310 (Professional Services) in the amount of $25, 000 . 00 be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that the request of the City Engineer to increase Line Item 1343 and decrease Line Item 1352 in the amount of $900 . 00; increase Line Item 1375 and decrease Line Item 2118 in the amount of $950 . 00; increase Line Item 1561 and decrease Line Item 1352 in the amount of $1, 000 be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that the request of the Executive Director of Human Rights Commission for numerous line item adjustments, a copy is on file in the City Clerk' s office, be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Krizek, seconded by Jordan that Bills Payment, as contained in Schedule AP640, pp 1-63, dated February 9, 1998 in the amount of $766, 664 . 00 be received, placed on file and approved and forwarded to the full council for approval . Ayes : Two. Absent : Mollenhoff . Motion carried. With no further business before the committee, it was moved by Krizek, seconded by Jordan that the meeting be adjourned at 6 : 08 p.m. Ayes : Two. Absent : Mollenhoff . Motion carried. Nancy Eckert City Clerk