HomeMy WebLinkAboutApproved Documents 2/20/2023FINANCE DEPT. STAFF ONLY
LINE ITEM USED 224 32 5853 1346
TRAVEL REQUEST
CITY OF WATERLOO
FY 23 BUDGETED 15,000
EXPENDED YTD 10,674.56
THIS REQUEST 11020.00
LEFT AFTER THIS
REQUEST 3980
DATE 1-30-2023
Original - Clerk/Finance Copy - Department
NAME(S) AND POSITION(S):
Matt Chesmore Rudy Jones, Angie Fordyce
DATE:
1-24-23
NAME OF CLASS / MEETING:
2023 Program Manager School -Lead Grant
DESTINATION: Seattle, Washington
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
April 16, 2023
RETURN DATE:
April 20 ,2023
DATE(S) OF MEETING:
April 17-20, 2023
PURPOSE OF TRAVEL/TRAINING:
Program Manager Training is required for staff that have day to day responsibilities with the lead
grant. This is hosted by the Office of Lead Hazard Control and Healthy Homes.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
X COST $
YES NO
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM: Waterloo, Iowa
ESTIMATE OF COST:
BUDGET LINE ITEM: 224 32 5853 1346
3540.00 LODGING 50.00 TAXI X GRANT REIMBURSABLE
525.00 MEALS PARKING YES NO
2535.00 REGISTRATION 4250.00 AIRFARE X REQUIRED CERTIFICATION
MILEAGE/FUEL 120.00 MISC/TOLLS YES NO
TOTAL FOR ALL: $ 11020.00
TOTAL: $ 3673.34
PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
I APPROVE THIS TRAVEL REQUEST
Rudy D Jones T* wo4q°
DEPARTMENT HEAD 14i1k�i4)(
1-25-2023 2/20/2023
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 224 32 6800 1346
TRAVEL REQUEST
CITY OF WATERLOO
FY 23 BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original - Clerk/Finance
2754.00
2364.00
390.00
02/08/2023
Copy - Department
NAME(S) AND POSITION(S):
Stephanie Shavers
DATE: 2/08/23
NAME OF CLASS / MEETING:
Neighborhood USA 48th Annual Conference
DESTINATION:
El Paso, Texas
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
May 23, 2023
RETURN DATE:
May 28, 2023
DATE(S) OF MEETING:
May 24-27, 2023
PURPOSE OF TRAVEL/TRAINING:
The 48th Annual Conference which has a theme of Embracing a Diverse Future. It focuses on the
positive influential impact when diverse communities unite and join as allies
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
x COST $
YES NO
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM: Waterloo
ESTIMATE OF COST:
950.00
175.00
225.00
LODGING 100.00 TAXI
MEALS PARKING
REGISTRATION 814.00 AIRFARE
MILEAGE/FUEL 100.00 MISC/TOLLS
TOTAL FOR ALL: $ 2364.00
BUDGET LINE ITEM: 224 32 6800 1346
X GRANT REIMBURSABLE
YES NO
x REQUIRED CERTIFICATION
YES NO
TOTAL: $ 2364.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
Date Approved by Finance Committee:
Rudy Jones gwyeaw
DEPARTMENT HEAD DATE
2/8/23 2/20/2023
DATE
K: \Shared Goodies\Forms\Travel Request Form
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT.
LINE ITEM USED
FY 23 BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original - Clerk/Finance
STAFF ONLY
010-01-8220 1346
$3,000.00
$642.09
$450.00
$1,907.91
02/02/2023
Copy - Department
NAME(S) AND POSITION(S):
Chris Youngblut, Technology Services Director
DATE: 02/02/2023
NAME OF CLASS / MEETING: DESTINATION: Johnston, IA
Community Broadband Conference/Spring Forum
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
April 4, 2023
RETURN DATE:
April 6, 2023
DATE(S) OF MEETING:
April 4-6, 2023
PURPOSE OF TRAVEL/TRAINING:
2023 Broadband Conference, Expo, and Spring Forum
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
X COST $
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE
AIRFARE
DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
225.00 LODGING
75.00 MEALS
150.00 REGISTRATION
MILEAGE/FUEL
TOTAL FOR ALL: $ 450.00
TAXI
PARKING
AIRFARE
M ISC/TOLLS
BUDGET LINE ITEM: 010-01-8220 1346
X GRANT REIMBURSABLE
YES NO
X REQUIRED CERTIFICATION
YES NO
TOTAL: $ 450.00
PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
Chris Youngblut
DEPARTMENT HEAD
02/02/2023
DATE
K: \Shared Goodies\Forms\Travel Request Form
Date Approved by Finance Committee:
DATE
2/20/2023
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT.
LINE ITEM USED
FY 23 BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE
Original - Clerk/Finance
STAFF ONLY
010-11-1100-1346
$123,416.00
$81,926.18
$300.00
$41,189.82
2/8/23
Copy - Department
NAME(S) AND POSITION(S):
Officer Amira Ehlers
DATE:
2/8/23
NAME OF CLASS / MEETING:
Street Cop Training "The Gun Game"
DESTINATION: Sioux City, Iowa
DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE:
4/3/23
RETURN DATE:
4/3/23
DATE(S) OF MEETING:
4/3/23
PURPOSE OF TRAVEL/TRAINING:
Lt. Bose is requesting to send Officer Amira Ehlers to Street Cop Training "The Gun Game".
The training is being held in Sioux City, IA. The total city cost not to exceed $300.00
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
X COST $
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE
AIRFARE
DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
LODGING
MEALS
$250.00 REGISTRATION
$50.00 MILEAGE/FUEL
TOTAL FOR ALL: $ 300.00
TAXI
PARKING
AIRFARE
MISC/TOLLS
BUDGET LINE ITEM:
YES
YES
GRANT REIMBURSABLE
NO
X REQUIRED CERTIFICATION
NO
TOTAL: $ 300.00
PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
Steve Bose, Lieutenant Training Unit
DEPARTMENT HEAD
2/8/23
I APPROVE THIS TRAVEL REQUEST
?writ
OWS/XX
2/20/2023
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
City Clerk Use Only
Finance Committee
2/20/2023
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
$ 5,125.50 plus est. shipping costs of $ 565.68 to pay for or purchase
heater chamber with coil and insulation for deicer truck. This is an amended
pre-auth, due to vendor estimating shipping charges at less than actual cost.
This purchase or expenditure is being made because:
heater chamber is wearing out and has leaks, causing the unit to smoke. Part
needs to be replaced.
Vendor selected for this purchase: Ground Support Specialist
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Vendor manufactured deicer truck, so they are the best source for replacement parts.
Prior Committee Actions (Dates): 12/19/2022, approved @ $5,625.50
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:
010-29-7700-1571 29A1P.0049
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 39,712.00
and the current available balance is $ 25,670.97
Respectfully submitted,
Keith Kaspari 2/7/2023
7 of,,"
2/20/2023
(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
Approval Date 2/20/2023
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 Building Maintenance Department to expend
$ 5,200.00 plus est. shipping costs of $ 0 to pay for or purchase
Sprinkler Head Replacement at Waterloo Convention Center.
This purchase or expenditure is being made because:
deficiencies found in the sprinkler inspection need corrected.
Vendor selected for this purchase: Blackhawk Automatic Sprinklers Inc
❑ Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Current vendor for fire sprinklers
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund
Bonds
Road Use Tax
Federal/other grants
Sewer
Other (specify)
This expenditure is to be coded to the following budget line -item:
322-22-6860-2152
Sanitation
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 3,000,000.00
and the current available balance is
Respectfully submitted,
Greg Ahlhelm, Building Official 02/09/2023
$ 2,155,141.35
" 2/20/2023
(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
Approval Date 2/20/2023
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
Leisure Services
Department to expend
$ 24,840.00 plus est. shipping costs of $ 1,750.00 to pay for or purchase
Approximately 242 trees as part of the Plant Waterloo program generously funded by the Young
Family foundation. Residents may purchase trees at a reduced rate of $20 per tree.
This purchase or expenditure is being made because:
To encourage Waterloo citizens to plant trees after losing so many ash trees in the community.
Vendor selected for this purchase: multiple
❑■ Bids or written quotes were taken on this purchase, as follows:
Bids were received from Jordan's Nursery, Tiedt Nursery & Wood Duck Trees Farms.
Trees will be purchased from each vendor listed based on meeting specs of the bid and
lowest prices for each species, and species availability.
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
Bonds
Road Use Tax
Federal/other grants
Sewer ❑ Sanitation
Other (specify) donation
This expenditure is to be coded to the following budget line -item:
010-37-4105 1536 37GFT.TREE
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 32,993.58
and the current available balance is $ 32,993.58
Respectfully submitted,
Paul Huting 01/31/2023
2/20/2023
(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
Approval Date 2/20/2023
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 Sewer (Grinder) Department to expend
$ 3,642.00 plus est. shipping costs of $ 150.00 to pay for or purchase
A Grinder Pump Sample for Satellite Side
This purchase or expenditure is being made because:
This grinder is needed for the Satellite side of WM
Vendor selected for this purchase: Electric Pump
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Electric Pump is sole provider
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund 0 Road Use Tax 0 Sewer E Sanitation
▪ Bonds E Federal/other grants E Other (specify)
This expenditure is to be coded to the following budget line -item:
520-14-5200 1571
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 400,000.00
and the current available balance is $ 247,076.86
Respectfully submitted,
Jesse Gaherty
1131123 Zoe s' ` 2/20/2023
(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
Approval Date 2/20/2023
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 Sewer (Mixer) Department to expend
$ 52,972.00 plus est. shipping costs of $ 500.00 to pay for or purchase
A Flygt Mixer
This purchase or expenditure is being made because:
This mixer is a backup for the TAS mixers as well as the centrate tank mixers
Vendor selected for this purchase: Electric Pump
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Electric Pump is sole provider
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund 0 Road Use Tax 0 Sewer E Sanitation
▪ Bonds E Federal/other grants E Other (specify)
This expenditure is to be coded to the following budget line -item:
520-14-5200 1571
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 400,000.00
and the current available balance is $ 247,076.86
Respectfully submitted,
Jesse Gaherty
1131123 >r ZOot 2/20/2023
(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
Approval Date 2/20/2023
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 Sewer (Transmission) Department to expend
$ 2,500.00 plus est. shipping costs of $ to pay for or purchase
Parts and labor to rebuild transmission
This purchase or expenditure is being made because:
New transmission unavailable. Parts and labor to rebuild existing transmission
Vendor selected for this purchase:
L & M Transmission
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Sole Provider
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund 0 Road Use Tax 0 Sewer E Sanitation
▪ Bonds E Federal/other grants E Other (specify)
This expenditure is to be coded to the following budget line -item:
520-14-5200 1571
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 400,000.00
and the current available balance is $ 241,692.92
Respectfully submitted,
Brian Bowman
2-9-23 (WyeCt N
2/20/2023
(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
2/20/2023
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
Streets
Department to expend
$ 6,549.00 plus est. shipping costs of $ 874.00 to pay for or purchase
Traffic barrels and rings, traffic drums, A -Frame barricade kits, channelizer cones and bases.
This purchase or expenditure is being made because:
Barricades needed for seasonal street repairs.
Vendor selected for this purchase: Traffic Safety Warehouse
❑■ Bids or written quotes were taken on this purchase, as follows:
Traffic Safety Warehouse Deerfield, IL $7,423.00
Traffic Safety Zone $9,692.50
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
Bonds
Road Use Tax
Federal/other grants
Sewer n Sanitation
Other (specify) LOST
This expenditure i5 to be coded to the following budget line -item:
205-19-7110-1555
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 9,500.00
and the current available balance is
Respectfully submitted,
Sheila Steffen rs/Wret Z00449
$ 9,026.63
2/20/2023
(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-2/20/2023
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 fo lowing 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 4105 3000
cash
37GFT.TREE
3,153.58
010
37 4105 1536
trees
37GFT.TREE
3,153.58
010
37 4105 3720
restricted dona
37GFT.TREE
20,000.00
1010
37 4105 1536
trees
37GFT.TREE
20,000.00
010
37 4105 3712
sale of trees
37GFT.TREE
4,840.00
010
37 4105 1536
trees
37GFT.TREE
4,840.00
TOTAL
This amendment is being requested because:
$27,993.58
TOTAL
$27,993.58
to carry forward funds left in 37GFT.TREE. We plan to use these funds in upcoming project of Plant Waterloo. Project to start in February
2023
To budget gift received from Young Family Foundation for offer this residential tree planting project
to budget for revenue from the sales of trees related to this program
Prior Committee Actions (Dates):
Paul Huting 1/31/2023
2/20/2023
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:luserslshared goodieslformsl (Apr 2003)