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Approved Documents - 1.16.2024
TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 24 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-01-8220 1346 $3,000.00 $573.44 $1,460.00 $966.56 1/5/24 Copy - Department NAME(S) AND POSITION(S): Ben Wagner, GIS Coordinator DATE: 01/03/2024 NAME OF CLASS / MEETING: 2024 MidAmerica GIS Symposium DESTINATION: Omaha, NE DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 15th, 2024 RETURN DATE: April 18th, 2024 DATE(S) OF MEETING: April 15-18, 2024 PURPOSE OF TRAVEL/TRAINING: MidAmerica GIS Symposium is 4 days of educational and networking events for users from around the Midwest. It is a great opportunity to learn best practices and new use cases for geographic information systems. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE X DEPARTING FROM: Waterloo, IA PRIVATE VEHICLE ESTIMATE OF COST: 600 140 495 165 LODGING MEALS REGISTRATION MILEAGE/FUEL 60 TOTAL FOR ALL: $ 1,460 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: 010-01-8220-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 1,460 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Chris Youngblut DEPARTMENT HEAD 01/03/2024 DATE K: \Shared Goodies\Forms\Travel Request Form Date Approved by Finance Committee: 1/16/2024 DATE (1?°yeteNo44° mr,N City Clerk Use Only Finance Committee 1/16/2024 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 $ 3,965.00 plus est. shipping costs of $ 0.00 to pay for or purchase materials and labor to install drywall in new FAA West End office area. This purchase or expenditure is being made because: this space was included in the new FAA lease to help meet their space requirements. Vendor selected for this purchase: KSE Services, LLC n Bids or written quotes were taken on this purchase, as follows: KSE Services $3,965.00 Modern Builders (verbal only) $5,000.00 FAW Construction (verbal only) $4,500.00 IT 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 ElBonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-29-7700-1371 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 321,600.00 and the current available balance is Respectfully submitted, Keith Kaspari 1/3/2024 �� 2 Uo q $ 127,896.40 1/16/2024 (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 1 /16/2024 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 $ 5,522.60 plus est. shipping costs of $ 0 to pay for or purchase Annual renewal of our design software. This purchase or expenditure is being made because: Software is used for road design, platting, sanitary sewer, storm sewer, water, projects. Used to design projects for numerous departments besides Engineering Vendor selected for this purchase: DLT n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: DLT is the only government provider of this software. 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) LOST This expenditure is to be coded to the following budget line -item: 205-07-7830-1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Jamie Knutson $ 10,000.00 $ 8,373.23 01/02/2024 Wk4ettZug 1 / 16/2024 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) TD SYNNEx Price Quotation Dishr'r_ Quote: 5214410 Reference: 1827896 Date: 01 /01 /2024 Expires: 01/28/2024 Mr. Jamie Knutson Waterloo City of (IA) 715 Mulberry Street Waterloo, IA 50703 Phone: (319) 291-4312 Fax: (319) 291-4262 Email: jamie.knutson@waterloo-ia.org Ervin So DLT Solutions, LLC 2411 Dulles Corner Park Suite 800 Herndon, VA 20171 Phone: (703) 708-9688 Fax: (703) 708-9688 Email: ervin.so©dlt.com # DLT Part No. 1 2 9701-1008733 Contract Qty Unit Price Ext. Price OM II 4I $1,281.90 Architecture Engineering & Construction Collection Government Single -user Annual Subscription Renewal Switched From Maintenance (Switched between May 2019 - May 2020 and Ongoing) PoP: 3/6/2024 through 3/5/2025 9971-30221 OM 1 $395.00 IMAGINiT Priority Support - up to 5 users PoP: 3/6/2024 through 3/5/2025 Total Contract Number: OPEN MARKET DUNS #: 78-646-8199 Federal ID #: 54-1599882 CAGE Code: OSOH9 FOB: Destination Terms: Net 30 (On Approved Credit) DLT accepts VISA/MC/AMEX $5,127.60 $395.00 $5,522.60 UNLESS CONTROLLED BY AN EXISTING RESELLER PARTNER AGREEMENT OR OTHER WRITTEN CONTRACTUAL AGREEMENT BETWEEN YOU AND DLT, THIS QUOTE AND ANY RESULTING AWARD OR ORDER IS SUBJECT TO THE TERMS AND CONDITIONS POSTED AT HTTPS://WWW.DLT.COM/PRODUCTS/CLIENT-COMMERCIAL-LICENSES. THESE TERMS CONTROL THE TERMS OF SALES AS WELL AS THE END USER'S USE OF THE PRODUCTS AND/OR SERVICES INCLUDED IN THIS QUOTE. BUYER IS DIRECTED TO INCORPORATE (BY REFERENCE) THIS QUOTE IN ANY RESULTING AWARD OR ORDER. THE TERMS AND CONDITIONS AT THE ABOVE LINK ARE THE ONLY CONTROLLING TERMS THAT WILL APPLY TO A RESULTING ORDER AND THE USE OF THE PRODUCTS AND/OR SERVICES INCLUDED IN THIS QUOTE. ANY ADDITIONAL OR INCONSISTENT TERMS ON BUYER'S ORDER THAT IN ANY WAY, MODIFY, ALTER OR NEGATE THE TERMS OF SALE OR THE MANUFACTURER'S END USER LICENSE AGREEMENT WILL NOT BE BINDING ON DLT OR ITS MANUFACTURERS AND SHALL NOT APPLY UNLESS SPECIFICALLY AGREED TO IN WRITING BY DLT AND THE MANUFACTURER. NO RETURNS ARE AUTHORIZED OF THE PRODUCTS AND/OR SERVICES INCLUDED IN THIS QUOTE. THE PRODUCTS AND/OR SERVICES INCLUDED IN THIS QUOTE ARE NONRECOURSE, NONCANCELLABLE, AND NON -RETURNABLE UNLESS EXPLICITLY AGREED TO IN WRITING BY DLT. DLT CONFIDENTIAL Page 1 of 2 TD SYNNEPrice Quotation &Pc Mr - Quote: 5214410 Reference: 1827896 Date: 01 /01 /2024 Expires: 01/28/2024 PLEASE REMIT PAYMENT TO: ACH: DLT Solutions, LLC Bank of America ABA # 111000012 Acct # 4451063799 -OR- Mail: DLT Solutions, LLC P.O. Box 743359 Atlanta, GA 30374-3359 Customer orders are subject to all applicable taxes and regulatory fees. Documentation to be submitted to validate Invoice for payment: a. Authorized Services shall be invoiced with a corresponding time report for the period of performance identifying names, days, and hours worked. b. Authorized reimbursable expenses shall be invoiced with a detailed expense report, documented by copies of supporting receipts. c. Authorized Education or Training shall be invoiced with a Report identifying date and name of class completed, and where applicable the name of attendees. DLT CONFIDENTIAL Page 2 of 2 City Clerk Use Only Finance Committee 1/16/2024 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 $ 3,600.00 plus est. shipping costs of $ 0.00 to pay for or purchase Digital fire investigation software platform This purchase or expenditure is being made because: To standardize our department's processes across investigators Vendor selected for this purchase: Blaze Stack n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Service renewal. Bids were collected in FY23 and Blaze Stack was awarded the contract. 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: 010-12-1400 1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Bill Beck 12/28/2023 > -f w $ 20,000.00 $ 14,271.16 1/16/2024 (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 1/16/2024 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 Leisure Services Department to expend $ 7,000.00 plus est. shipping costs of $ to pay for or purchase Sunlighten Infrared Sauna This purchase or expenditure is being made because: enhance memberships and increase revenue sources. Vendor selected for this purchase: Sunlighten (Overland Park, KS) n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: WDC gifted funds to purchase this item. 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) WDC Gift This expenditure is to be coded to the following budget line -item: 010-37-4105-2178 37RST.WDC (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 7,000.00 and the current available balance is $ 7,000.00 Respectfully submitted, Paul Huting 01/02/2024 (54 1Oo 1/16/2024 (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 1/16/2024 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 $ 2,500.00 Leisure Services Department to expend plus est. shipping costs of $ to pay for or purchase renewal of annual subscription to TreeKeeper Software 1/1/24 - 12/31/24 This purchase or expenditure is being made because: TreeKeeper software is used to manage Waterloo's tree resources. Vendor selected for this purchase: Davey Resource Group n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Davey Resource Group's TreeKeeper software was chosen in 2012 to manage Waterloo's tree inventory after evaluating all vendors and bids. 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: 010-37-4100 1319 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 14,552.00 and the current available balance is $ 9,900.67 Respectfully submitted, Paul Huting 01/02/2024 r 1/16/2024 (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 1 / 16/2024 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 Police Department to expend $ 4,200.00 plus est. shipping costs of $ 0 to pay for or purchase Upgrades to Waterloo Police website design. This purchase or expenditure is being made because: Replace a 17 year old website design with new website/design and implimentation. These are not apples to apples bids. Revize was not comparable with VGM Forbin. Vendor selected for this purchase: VGM Forbin n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Under contract with VGM Forbin for design and upgrades $4,200.00 for Citizen Communication form, Citizen Complaint form, Tresspass Enforcement Request form as well as a document library. 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: 010-11-1105-1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 223,000.00 and the current available balance is $ 127,016.00 Respectfully submitted, Aaron McClelland, Police Captain 1/2/24 (Nwziyett ZO q 1/16/2024 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Committee Approval Date 1/16/202 Project Name (from page one) Consumables for Hazmat Instruction Department No. project will be budgeted under 12 Activity No. project will be budgeted under 1415 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds 3831 Registration Fee EXPENDITURES: To be assigned by the Finance Dept. Project No. Subproject No. (Each column should only include amounts by fund) Fund: 1412 Fund: Fund: Fund: Total 5,000.00 5,000.00 TOTALS $ 5,000.00 $ $ - $ $ 5,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1394 Restaurant/Food Service 5,000.00 5,000.00 TOTALS $ 5,000.00 $ $ $ $ 5,000.00 13I 111P eck 01/03/2024 'Wee z o 1 / 16/2024 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Worksheet (1).xls\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Consumables for Hazmat Instruction Kayla Zwanziger $ 5,000.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes No Grant Name C. City Match Source of Funding D. Other Entities Yes X No Name Various businesses in the Waterloo area To be assigned by the Finance Dept. Project No. Subproject No. % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 100.00% Done None ❑ 0 Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X 6. Include a brief description of the project in the space below: (REQUIRED) Occasionally Hazmat classes run 8+ hours so the employer requests meals are provided to the participants. This is something we line up and pay for in advance, but we are later reimbursed for the cost of the class and consumables. Having a project code would allow us to have a continuous revenue and expense stream when the situations arise. Page 2 must be attached and signed. K:\shared goodies\forms\Project Worksheet (1).xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Junior Art Gallery $ 30,000.00 1. How will this project be funded? A. Federal Grant Yes No CFDA # Grant Name B. State Grant Yes No Grant Name C. City Match Source of Funding D. Other Entities Yes x No Name Community Foundation NEIA - YP Endownment To be assigned by the Finance Dept. Project No. Subproject No. % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) 100.00% Done None ❑ ❑x Yes No ❑ ❑x ❑ ❑x ❑ ❑x ❑ ❑x ❑ ❑ ❑ ❑ ❑ ❑x Funds to be used to update, develop and/or create new experiental exhibits located in the Junior Art Gallery, which is apart of the Phelps Youth Pavilion. The project's priority will focus on the implementation of new semi -permanent hands-on exhibits. Page 2 must be attached and signed. K:\shared goodies\forms\CA_JAG_ProjectWorsheet.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Committee 1/16/2024 Approval Date Project Name (from page one) JUNIOR ART GALLERY Department No. project will be budgeted under 26 Activity No. project will be budgeted under 4265 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: To be assigned by the Finance Dept. Project No. Subproject No. (Each column should only include amounts by fund) Fund: 010 Fund: Fund: Fund: Total 30,000.00 30,000.00 TOTALS $ 30,000.00 $ $ $ $ 30,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1350 Exhibition Expenses 20,000.00 20,000.00 10,000.00 10,000.00 TOTALS $ 30,000.00 $ $ $ CHAWNE PAIGE 01/02/2024 $ 30,000.00 1/16/2024 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\CA_JAG_ProjectWorsheet.xls\Page 2 (Donat or NON-constr) (Mar 2010) elCOMMUNITY FOUNDATION - OF NORTHEAST IOWA December 13, 2023 Waterloo Center for the Arts 225 Commercial St Waterloo, IA 50701-1313 Re: Approved Agency Endowment Fund Award (Grant # 60087) Dear Chawne, Enclosed is a check in the amount of $15,000.00. This award was made possible by your Youth Pavilion Endowment Fund. By depositing this check, you acknowledge to use these funds for the following purpose: Redevelopment of Youth Pavilion Exhibit in JAG 1. As always, thank you for your ongoing support of the Community Foundation and for all you do for this community. We are grateful to partner with you in support of your very important mission. Sincerely, r Kaye M. Englin President & CEO Enclosure 319-287-9106 cfn. . 3117 Greenhill Circle Cedar Falls, Iowa 50613 Confirmed in Compliance with National Standards for U.S. Community Foundations CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date 1/16/2024 Project Name (from page one) Cedar Valley SportsPlex - Infrared Sauna Department No. project will be budgeted under 37 Activity No. project will be budgeted under 4105 To be assigned by the Finance Dept. Project No. 37RST Subproject No. WDC (Each column should only include amounts by fund) Fund: Fund: Fund: Fund: REVENUES: 010-37-4105 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: Total 7,000.00 7,000.00 TOTALS $ 7,000.00 $ $ $ $ 7,000.00 2103 Engineering & Consulting 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc 2178 - Sports Fac Impr. 7,000.00 7,000.00 TOTALS $ 7,000.00 $ $ $ $ 7,000.00 Paul Huting 01/02/2024 ZOO 1/16/2024 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\37RST.WDC project budget.xls\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Cedar Valley SportsPlex - Infrared Sauna Bob Etringer $ 7,000.00 1. How will this project be funded? A. Federal Grant Yes No x CFDA # Grant Name B. State Grant Yes No Grant Name C. City Match Source of Funding D. Other Entities Yes x No Name WDC x To be assigned by the Finance Dept. Project No. 37RST. Subproject No. WDC % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) WDC has gifted the funds to purchase this Infrared Sauna for the Cedar Valley SportsPlex. 100.00% Done None ❑ ❑x Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ ❑x ❑ ❑x ❑ ❑ ❑ ❑x Page 2 must be attached and signed. K:\shared goodies\forms\37RST.WDC project budget.xls\Page 1 All Projects (Mar 2010)