HomeMy WebLinkAboutApproved Documents - 10/3/2022City Clerk Use Only
Finance Committee
10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Airport Department to expend
$ 5,144.00 plus est. shipping costs of $ to pay for or purchase
new Ricoh IMC3000 network printer/copier/FAX machine. There is a rebate of $850,
making the net price $4,294, but the full amount is invoiced upfront and the rebate is sent later.
This purchase or expenditure is being made because:
this will replace both a B & W copier that is made for a much higher -volume than we need and an almost 20 year -old
color printer, which requires expensive toner cartridges. It will pay for itself over time with much lower usage fees.
Vendor selected for this purchase: Ricoh USA
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Ricoh has the state contract for copiers and this copier was quoted according
to the Naspo State of Iowa Contract terms & conditions/product schedule
#MA20058.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-29-7700-1561
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 6,500.00
and the current available balance is $ 6,253.02
Respectfully submitted,
Keith Kaspari 9/19/2022
ZO{
10/3/202
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Engineering Department to expend
$ 7,500.00 plus est. shipping costs of $ 0.00 to pay for or purchase
2022 aerial photos of Waterloo
This purchase or expenditure is being made because:
Provide new orthorectified aerial photos for the City of Waterloo
Vendor selected for this purchase:
Black Hawk County Assessor
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Black Hawk County paid to have the entire county flown and Waterloo paid to have the
aerials orthorectified to increase the accuracy. This was an option the County did not
need.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
420-07-7500-2103
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Jamie Knutson
09/21/2022 N
$ 30,000.00
$ 30,000.00
10/3/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
Black Hawk County Assessor's Office
316 E 5th Street Rm 209 DATE: September 14, 2022
Waterloo, IA 50703 INVOICE # 102
Phone 319-833-3006 FOR: Pictometry - Certified Imagery
Bill To:
City of Waterloo
DESCRIPTION
Pictometry - Certified Imagery
TOTAL
Make all checks payable to Black Hawk County
THANK YOU FOR YOUR BUSINESS!
AMOUNT
$ 7,500.00
$ 7,500.00
City Clerk Use Only
Finance Committee
10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Finance Department to expend
$ 2,500.00 plus est. shipping costs of $ 0.00 to pay for or purchase
actuarial services required to complete annual 509A filing with the State of Iowa.
This purchase or expenditure is being made because:
Vendor selected for this purchase:
Arthur J. Gallagher & Co
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Arthur J. Gallagher & Co provided a quote of $2,500. They have been completing the actuarial
work for us for a number of years and have data files built for the information,
minimizing the cost for the services.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-03-8950-1390
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 11,600.00
and the current available balance is
Respectfully submitted,
Bridgett Wood
9/20/22
$ 11,600.00
Zug
10/3/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Finance Department to expend
$ 10,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase
actuarial services to calculate the city's post -employment retirement benefits liability
obligation under Government Accounting Standard 75.
This purchase or expenditure is being made because:
Vendor selected for this purchase:
Arthur J. Gallagher & Co
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Arthur J. Gallagher & Co provided a quote of $10,000. They have been completing the actuarial
work for us for a number of years and have data files built for the information,
minimizing the cost for the services.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-03-8950-1390
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 11,600.00
and the current available balance is $ 11,600.00
Respectfully submitted,
Bridgett Wood
9/20/22
Tudyett ZuacW
10/3/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Fire Department to expend
$ NTE 800.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Consumables related to 2022 Fire Prevention Week open house on 10-11-2022.
This purchase or expenditure is being made because:
Consumables related to 2022 Fire Prevention Week open house on 10-11-2022.
Vendor selected for this purchase:
Multiple
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
WFR intends to utilize various vendors dependent on quality and/or item(s) purchased
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-12-1412 1394 12GRT 0005 & 12GRT 0007 & 12GRT Outreach
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Pat Treloar 09-20-2022
$ 800.00
$ 800.00
Tvdgetz Naad
10/3/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee 10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the
$ 14,000
plus est. shipping costs of
Leisure Services Department to expend
$ 0 to pay for or purchase
(12) Shazam Clover Mini & (1) Shazam Clover Station Duo point of sale devices for
Young Arena's concession operations.
This purchase or expenditure is being made because:
Upgrades are necessary for enhanced inventory controls, customer service & security and
improved financial reporting.
Vendor selected for this purchase:
Shazam -- Des Moines, Iowa
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Shazam currently is the arena's credit card processor, this purchase is the upgrading all
proprietary equipment ran on Shazam's network of technology.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
322-37-4500-2152
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 90,000
and the current available balance is $ 90,000
Respectfully submitted,
Paul Huting 09/13/2022
Tia4ett ZUacW
10/3/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee 10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Traffic Operations
$ 6,081.75
plus est. shipping costs of
Department to expend
$ 200.00 to pay for or purchase
White Diamond Grade Sheeting and Clear ECoat Film
This purchase or expenditure is being made because:
Sheeting and film is needed to fabricate signs in-house.
Vendor selected for this purchase: 3M
n Bids or written quotes were taken on this purchase, as follows:
3M Transportation Safety Division St. Paul, MN $6,081.75
Newman Signs, Inc. Jamestown, ND $11,225.25
Iowa Prison Industries Anamosa, IA $8,167.80
n Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
421-17-7120-2125
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 25,546.35
and the current available balance is $ 25,546.35
Respectfully submitted,
Sandie Greco 9/14/2022
Nw %Oa(
;CEO 10/3/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
10/3/2022
Approval Date
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Traffic Operations Department to expend
$ 4,082.66 plus est. shipping costs of $ 200.00 to pay for or purchase
Various sizes of aluminum sign blanks
This purchase or expenditure is being made because:
Aluminum sign blanks are needed to fabricate numerous types of signs in-house.
Vendor selected for this purchase: Newman Signs, Inc.
Ti Bids or written quotes were taken on this purchase, as follows:
3M Transportation Safety Division St. Paul, MN NO BID
Newman Signs, Inc.
Iowa Prison Industries
Jamestown, ND
Anamosa, IA
$4,082.66
$4,804.30
n Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
421-17-7120-2125
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 25,546.35
and the current available balance is $ 25,546.35
Respectfully submitted,
Sandie Greco 9/14/2022
Naad
10/3/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT ONLY
Finance Committee approval required?
YES NO 10/3/2022
If so, date approved: _
City of Waterloo
Line -Item Budget Amendment Request Form
The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget
amendment for FYE 2023 submitted by the Leisure Services Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES (INCREASE REVENUE)
INCREASE EXPENDITURES (DECREASE REVENUE)
Fund Dept Activity Acct #
Acct Name
` Proj Code
Amount
(Fund Dept Activity Acct #
Acct Name
Proj Code
Amount
010 37 4200 3820
Sale Tax Rev
58,703.00
010 37 4200 1398
Sales Tax
58,703.00
TOTAL
$58,703.00
This amendment is being requested because:
This is being requested because we over paid sales tax and received a refund for the over payment.
TOTAL
$58,703.00
Prior Committee Actions (Dates):
Vueyett Zo,a,
10/3/2022
(Signature DepV1eyn'ror Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendment Request Form.xls (Apr 2003)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance Committee approval required?
YES NO 10/3/2022
If so, date approved:
City of Waterloo
Line -Item Budget Amendment Request Form
The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget
amendment for FYE 2022 submitted by the Leisure Services Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES (INCREASE REVENUE)
INCREASE EXPENDITURES (DECREASE REVENUE)
Fund Dept Activity Acct #
Acct Name
Proj Code
Amount
Fund Dept Activity Acct #
Acct Name
Proj Code
Amount
cash
8,015.57
010 37 4105 1567
rec equip
37GFT.BBAL
8,015.57
TOTAL
This amendment is being requested because:
$8,015.57
TOTAL
$8,015.57
to carry forward funds left in this project. We will be using the funds for the upcoming basketball season.
Prior Committee Actions (Dates):
Paul Huting 09/13/2022
u4ett 2 Uaa4
SIGNED
10/3/2022
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Waterloo.34895.1.Budget_Amend_Mayors_More_Than_BB (Apr 2003)
Under File, Select "Save As"
From the "Save In" drop down box, locate the directory you wish to save your file in.
You may rename the file in the "File name:" box at the bottom of the screen.
REMEMBER: the form itself is protected so you can only enter information in the yellow high -lighted cells.
At the top of the form, go to the first cell requiring information. This is Cell El 1, directly after "FYE"
Once you've completed the fiscal year you can press the "tab" key to go to the next cell requiring information to be entered.
You may continue to press the "tab" key to move between the areas of the form that you must complete.
Or, you can simply use your mouse and click on the individual yellow cells you wish to move to.
The "TOTALS" will automatically be completed for you.
Once all information is entered, save your file and print the form.
Obtain the required signature and date and route the completed form to the Finance Department for their signature/approval.
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance Committee approval required?
YES NO 10/3/2022
If so, date approved:
City of Waterloo
Line -Item Budget Amendment Request Form
The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget
amendment for FYE 2023 submitted by the FIRE Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES (INCREASE REVENUE)
INCREASE EXPENDITURES (DECREASE REVENUE)
Fund Dept Activity Acct #
Acct Name
Proj Code
Amount
Fund Dept Activity Acct #
Acct Name
Proj Code
Amount
010 12 1412 3000
cash on hand
970.00
010 12 1412 1394
12GRT 0005
& 12GRT
0007 &
12GRT
OUTREACH
800.00
010 12 1412 3000
cash on hand
10.00
010 12 1412 1335
12GRT 0005
480.00
010 12 1412 3000
cash on hand
500.00
010 12 1412 1390
12GRT 0005
200.00
TOTAL
$1,480.00
TOTAL
This amendment is being requested because:
This community outreach budget item is being increased to purchase food, promotional and safety items for an educational
$1,480.00
community open house in observance of Fire Prevention Week, October 9-15, 2022. We will be utilitzing project carry over cash
Prior Committee Actions (Dates):
Pat Treloar 9/16/2022
(Writ!Na6.6(
10/3/2022
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies \forms\Waterloo.34986.1.Fire_Budget_Amendment_Open_House_Expenses_22 (Apr 2003)