HomeMy WebLinkAboutApproved Documents - 7/15/2024TRAVEL REQUEST
CITY OF WATERLOO
NAME(S) AND POSITION{S):I DATE:
LeKeisha Veasley, Housing Authority Director
7/2/24
FINANCE DEPT. STAFF ONLY
LINE ITEM used 283-13-5450 1560
FY 95 BUDGETED $1,500.00
EXPENDED YTD $0 On
THIS REQUEST $500 00
LEFT AFTER THIS
REQUEST $1,000_00
DATE 715174
;.,i.,..I - ri-1k, ICS.,...,..- r.,.... - h -...,..+...hr+
NAME OF CLASS I MEETING: DESTINATION: Held at Ridgeway Towers
Ridgeway Towers Resident Meetings DEPARTURE POINT FVEn2s
IF NOT WATERLOO: (071112024-D!3130=25)
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
July FYE 2025
(0711/2024 - 0613412025)
PURPOSE OF TRAVELITRAINING:
Per HUD Regulations, we must hold resident meetings for input 3-4 times/year and refreshments (food, cups, plates,
rSapkins, etc) for such is an allowable expense in our Public Housing Operating Budget approved by the Housing Authority
Board on 05/15/2023. The requested amount for FYE 2025 (July 1, 2024 -,lune 30,2024). We have resumed quarterly
meetings since August 2023.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $
YES NO
METHOD OF TRAVEL:
NIA CITY VEHICLE
NIA AIRFARE
ESTIMATE OF COST:
LODGING
500 MEALS
REGISTRATION
MILEAGEIFUEL
TOTAL FOR ALL: $ 500.00
NIA PRIVATE VEHICLE
DEPARTING FROM: NIA
TAXI
PARKING
AIRFARE
MISCITOLLS
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
LeKeisha Veasley
DEPARTMENT HEAD
07/02/2024
DATE
K:1Shared Goodies\FonnslTravel Request Form
BUDGET LINE ITEM: 283-13-5450 1560
X GRANT REIMBURSABLE
YES NO
X REQUIRED CERTIFICATION
YES NO
TOTAL: $ 500.00 PER PERSON
Date Approved by Finance Committee:
7/15/2024
DATE
Naad
SIGNED
TRAVEL REQUEST
CITY OF WATERLOO
NAME(S) AND POSITION(S):
Quentin Hart, Mayor
DATE: 7/2/2024
FINANCE bEPT. STAFF ONLY
LINE ITEM USED
010-01-8200 1391
FY 25 BUDGETED
$16,000.00
EXPENDED YTD
0.00
THIS REQUEST
$920.00
LEFT AFTER THIS
$15,080.00
REQUEST
DATE
X7703/24
NAME OF CLASS 1 MEETING: DESTINATION:
Cedar Falls
Volunteer Center of Cedar Valley DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE:
April 23, 2024 April 23, 2024
PURPOSE OF TRAVEL/TRAINING:
Honor Volunteers and top teens of the Cedar Valley
DATE(S) OF MEETING:
April 23, 2024
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $
YES NO
METHOD OF TRAVEL:
CITY VEHICLE
AIRFARE
ESTIMATE OF COST:
DEPARTING FROM:
LODGING TAXI
MEALS PARKING
920.00 REGISTRATION AIRFARE
MILEAGEIFUEL MISC/TOLLS
TOTAL FOR ALL: $ 920.00
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
Quentin Hart
DEPARTMENT HEAD
7/2/2024
DATE
K:1Shared Good ies\Forms\Travel Request Form
PRIVATE VEHICLE
BUDGET LINE ITEM: 010-01-8200-1391
x GRANT REIMBURSABLE
YES NO
x
YES NO
REQUIRED CERTIFICATION
TOTAL: $ 920.00 PER PERSON
Date Approved by Finance Committee:
7/15/2024
DATE
Li2� N044"�' - -
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-29-7700 1346
TRAVEL REQUEST FY 25 BUDGETED $5,000.00
CITY OF WATERLOO EXPENDED YTD $461.40
THIS REQUEST $1,425.00
LEFT AFTER THIS
REQUEST $3,113.60
DATE 07/03/24
Original - Clerk/Finance Copy - Department
NAME(S) AND POSITION(S): DATE: 7/2/2024
Steven Kjergaard, Director of Aviation
NAME OF CLASS / MEETING: DESTINATION:
Kansas City, MO
4 States (FAA) Airport Conference DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
August 20, 2024 August 23, 2024 August 21 - August 23, 2024
PURPOSE OF TRAVEL/TRAINING:
Annual conference for Airport Directors in Iowa, Missouri, Kansas and Nebraska to discuss priority
topics with the Central Region FAA Office personnel, receive HQ updates, participate in CIP and
sponsor meetings, and attend various informational conference sessions.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM: Waterloo
ESTIMATE OF COST:
670.00 LODGING TAXI
205.00 MEALS 100.00 PARKING
325.00 REGISTRATION AIRFARE
125.00 MILEAGE/FUEL MISC/TOLLS
TOTAL FOR ALL: $ 1,425.00
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
Steven Kjergaard
DEPARTMENT HEAD
7/2/2024
DATE
K:AShared Goodies\Forms\Travel Request Form
BUDGET LINE ITEM: 010-29-77001346
x GRANT REIMBURSABLE
YES NO
x REQUIRED CERTIFICATION
YES NO
TOTAL: $ 1,425.00 PER PERSON
Date Approved by Finance Committee:
7/15/2024
DATE
�� N
City Clerk Use Only
Finance Comm!'Y71 5/2024
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
$ 5349.55 plus est. shipping costs of $ to pay for or purchase
Annual fee for registration/membership software to be used by Sportsplex, Sports,
and Leisure Campbell Office. Services 7/05/24 thru 07/05/25
This purchase or expenditure is being made because:
The current software has been in use for three years.
Vendor selected for this purchase: Peak Software Systems, Sandy UT
❑ Bids or written quotes were taken on this purchase, as follows:
Q Bids or quotes were not taken on this purchase because:
We wish to continue using the current "Sportsman" software.
Software must be purchased through them.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
XGeneral Fund Road Use Tax Sewer El
EI Bonds Federallother grants Other (specify)
This expenditure is to be coded to the following budget line -item:
4180-1520 $2407.30 4200-1520 $2407.30 4100-1520 $534.96
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Sanitation
(Project Code)
$ 5700.00 3000.00 472.00
$ 5700.00 3000.00 472.00
Paul Huting 07/01/24
si" 7/15/2024
(Signature Dept. Mead or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodleslformslExpenditure Pre -Authorization As (Mar 2010)
City Clerk Use Only
Finance CommittoM 5/2024
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
$ 7,604.65 plus est. shipping costs of $ Included to pay for or purchase
Young Arena Ice system RO Water system improvements
This purchase or expenditure is being made because:
the removal & replacement of of exhausted carbon beds and reverse osmosis membranes, along with
new water quality sensors are needed upgrades to enhance the water quality for Ice making operations.
Vendor selected for this purchase
Culligan Iowa, Waterloo, IA
❑ Bids or written quotes were taken on this purchase, as follows:
Bids or quotes were not taken on this purchase because:
The RO Water system is a Culligan RO Water system owned by Young Arena and serviced by
Culligan Iowa of Waterloo Iowa.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund El Road Use Tax Sewer Sanitation
FBonds Federal/other grants Other (specify)
This expenditure is to be coded to the following budget line -item:
323-37-4500-2152
(Fund - Department - Activity - Account Number)
(Project Code)
in which the budgeted amount is $ 100,000.00
and the current available balance is $ 44,819.84
Respectfully submitted,
Paul Huting
7103124 Ljrff Na0w, 7/15/2024
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:Ishared good ieslformslExpenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Commit�71 5/2024
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 Jylayor Department to expend
$ 5,769.00 plus est. shipping costs of $P.00 to pay for or purchase
A Mayor's The United States Conference of Mayors annual Membership dues
This purchase or expenditure is being made because:
Annual membership dues
Vendor selected for this purchase:
US Conference of Mayors
Bids or written quotes were taken on this purchase, as follows:
Bids or quotes were not taken on this purchase because:
This is an annual membership dues
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund EI Road Use Tax ❑ Sewer F-� Sanitation
❑ Bonds 1:1 Federal/other grants F] Other (specify)
This expenditure is to be coded to the following budget line -item:
010-01-8200-1391
(f=und - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ -16,000.00
and the current available balance is $ 9,324.00
Respectfully submitted,
Quentin Hart 7/22024 SIGNED 7/15/2024
401
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:lshared good iestforms\Expenditure Pre-Authorization.xls (Mar 2010)
�.;,,, THE VNITED STATES
CONFERENCE OF MAYORS
t' �r, : 'as`,
U.S. Mayors
1620 I St., NW 4th Floor
Washington, DC 20006
Bill To:
City of Waterloo
715 Mulberry Street
Waterloo, IA 50703
Billing FY2025
Fiscal Year Member Billing 2025
Terms:
Remittance Address:
THE UNITED STATES CONFERENCE OF MAYORS
P.O. BOX 826902
PHILADELPHIA, PA 19182-6902
PAGE OF
INVOICE
INVO0 /2l
Date: Jul 1, 2024
DUG' Date: Jul 31, 2024
CUS 1-I YPE NAME: Fiscal Year Member
Balance Due: $5,796.00
$5,796.00 $5,796.00
Total: $5,796.00
City Clerk Use Only
Finance Commi771 5/2024
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 Mayor Department to expend
$ 4,711.98 plus est. shipping costs of $ 0.00 to pay for or purchase
renewof Metro Coalition membership.
This purchase or expenditure is being made because:
Membership in the Metro Coalition.
Vendor selected for this purchase:
Bids or written quotes were taken on this purchase, as follows:
5■ Bids or quotes were not taken on this purchase because:
This is a renewal of a membership in the coalition.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-01-8200 1391
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 16,000.00
and the current available balance is $ 16,000.00
Respectfully submitted,
Quentin Hart, Mayor 7/5/24 � �il� si'e' `u 7/15/2024
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Commit 171 5/2024
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
MIS
$ 12,727.55 plus est. shipping costs of $
Avaya IP Phone System Licensing, Maintenance and Support
Department to expend
to pay for or purchase
This purchase or expenditure is being made because:
This is annual phone system maintenance (July 9, 2024 - July 8, 2025)
Vendor selected for this purchase:
SCI Communications
Bids or written quotes were taken on this purchase, as follows:
5■ Bids or quotes were not taken on this purchase because:
SCI Communications was chosen as maintenance vendor because they are most
familiar with our system - and have given good support int he past as needed. This
is a change from an earlier pre-auth where Gordon Flesh was the vendor.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-01-8220 1520
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 103,416
and the current available balance is $ 103,416
Respectfully submitted,
Chris Youngblut 07/03/2024 NiSIGNEd t ,ED
7 5
e
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 7/15/2024
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 Public Works Department to expend
$ 40,000 plus est. shipping costs of $ 0 to pay for or purchase
NTE $40,000 Makeup Air Unit Repair - Make-up air is designed to "make up" the air in the
buildings interior space that has been removed due to process exhaust fans.
This purchase or expenditure is being made because:
Possible repair/replacement of motors, failed contactors and the installation of new fan contactors and overload relay.
Vendor selected for this purchase:
Trane
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Vendor specific unit.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund ❑E Road Use Tax ❑ Sewer ❑E Sanitation
EIBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
266-19-7100-1371 / 525-15-5400-1571
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 30,000 / 110,000
and the current available balance is $ 30,000 / 110,000
Respectfully submitted,
�� 1 °'°��'""
Sheila Steffen 7/15/20247/15/2024
sicNED
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared good ies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Commit'171 5/2024
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 Sewer (BFP) Department to expend
$ 20,580.00 plus est. shipping costs of $ - to pay for or purchase
Watts 6" RPZ Backflow Preventer
This purchase or expenditure is being made because:
New Backflow Preventer is needed
Vendor selected for this purchase:
Plumb Tech Inc
Q■ Bids or written quotes were taken on this purchase, as follows:
Plumb Tech - $20,580.00
Only received one quote
❑ 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 ❑ Road Use Tax F■ Sewer ❑ Sanitation
El Bonds El Federal/other grants El Other (specify)
This expenditure is to be coded to the following budget line -item:
520-14-5200 1571
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
(Project Code)
$ 600,000.00
and the current available balance is $ 597,796.64
Respectfully submitted,
Brad Manahl 07/03/24 SIGNED 7/15/2024
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) i/ Date
KAshared 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 ® NC -7/15/2024
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 2025 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 3720 Donations 37GFT.0008 67,170.00
010 37 4105 2168 Park Improvements 37GFT.0008 67,170.00
TOTAL 67,170.00
TOTAL 67,170.00
This amendment is being requested because:
To budget funds received from Nicholas Sulentic Trust for the replacement of the shelter at Sulentic Park.
Prior Committee Actions (Dates):
Paul Huting 7/1/24
(Signature Dept. Head or Designee) Date
K:\users\shared goodies\forms\Copy of Budget Amendment Request Form (Apr 2003)
�� SICU 7/15/2024
(Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)