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Approved Documents - 3/3/2025
TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 26 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-01-8220 1346 $3,000.00 $0.00 $2,464.00 $536.00 2/20/25 Copy - Department NAME(S) AND POSITION(S): Ben Wagner, GIS Coordinator DATE: 02/19/2025 NAME OF CLASS / MEETING: Esri User Conference DESTINATION: San Diego, Ca DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 07/14/2025 RETURN DATE: 07/18/2025 DATE(S) OF MEETING: 07/14/2025 - 07/18/2025 PURPOSE OF TRAVEL/TRAINING: The Esri User Conference is the premier place for GIS professionals to learn and connect through shared perspective of geography. There is many levels of training to discover new insights and technology, and connect with peers and experts. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: 1182 LODGING 200 372 MEALS 60 0 0 REGISTRATION MILEAGE/FUEL 650 TOTAL FOR ALL: $ 2464 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: 010-01-8220 1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 2464 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Chris Youngblut DEPARTMENT HEAD 02/19/2025 DATE K: \Shared Goodies\Forms\Travel Request Form Date Approved by Finance Committee: 3/3/2025 DATE (Wgett Naad FINANCE DEPT. STAFF ONLY LINE ITEM USED 520-14-5200-1346 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Scot Reuter -Plant Maintenance Mechanic Chris Pett- Plant Maintenance Foreman FY 25 BUDGETED VPDVM$12,000.00 EXPENDED YTD $5,721.65 THIS REQUEST 2,102,00 LEFT AFTER THIS $4,176.35 REQUEST DATE 02/19/25 0ri.'nal - Cerk/Finance Co. - De.artment DATE: 02/19/25 NAME OF CLASS / MEETING: Back Flow Training Certification DESTINATION: Cedar Falls, lA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 04/14/25 PURPOSE OF TRAVEL/TRAINING: Education RETURN DATE: 04/18/25 DATE(S) OF MEETING: 04/14/25-04/18/25 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: x CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI 152.00 MEALS PARKING 1950.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 2,102.00 BUDGET LINE ITEM: X GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 1,051.00 PER PERSON f BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Brian Bowman DEPARTMENT HEAD 02/19/25 DATE K:AShared Cioodies\F©rms\Travel Request Foram Date Approved by Finance Committee: 3/3/2025 DATE te,619,ettNazi TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 25 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 $120,000 $103,834.00 $269.00 $15,897.00 02/18/2025 Copy - Department NAME(S) AND POSITION(S): Officer Nichols DATE: 02/18/2025 NAME OF CLASS / MEETING: Remington 700 Armorer's Course DESTINATION: Grinnell, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 7, 2025 RETURN DATE: May 7, 2025 DATE(S) OF MEETING: May 7, 2025 PURPOSE OF TRAVEL/TRAINING: Lt. Fangman is requesting to send Officer Nichols to this course. He will receive training that will enable him to maintain the Department's stock of rifles. The cost of this course will not exceed $269.00. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: XX COST $ YES NO METHOD OF TRAVEL: XXX CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: LODGING $19.00 MEALS $250.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 269.00 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: GRANT REIMBURSABLE YES NO YES NO TOTAL: $ 269.00 PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Lt. Greg Fangman Date Approved by Finance Committee: 3/3/2025 DEPARTMENT HEAD DATE 02/18/25 DATE K: \Shared Goodies\Forms\Travel Request Form Tu4at N TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 25 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-27-2505-1346 $29,000.00 $5,298.48 $963.37 $22,738.15 2/14/25 Copy - Department NAME(S) AND POSITION(S): DATE: 02/06/2025 ABRAHAM L FUNCHESS, JR EXECTIVE DIRECTOR NAME OF CLASS / MEETING: CARES MEETING DESTINATION: CLEARWATER BEACH, FL DEPARTURE POINT CEDAR RAPIDS IF NOT WATERLOO: DEPARTURE DATE: MARCH 2, 2025 RETURN DATE: MARCH 3, 2025 DATE(S) OF MEETING: MARCH 3, 2025 PURPOSE OF TRAVEL/TRAINING: APPRAISAL FOUNDATION MEETING, NOT FROM GENERAL FUND, FULLY REFUNDED FROM THE APPRAISAL FOUNDATION WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE X AIRFARE X PRIVATE VEHICLE DEPARTING FROM: ESTIMATE OF COST: X LODGING 160.00 MEALS REGISTRATION MILEAGE/FU EL BUDGET LINE ITEM: 010-27-2505-1346 150.00 TAXI X GRANT REIMBURSABLE PARKING YES NO 653.37 AIRFARE X REQUIRED CERTIFICATION MISC/TOLLS YES NO TOTAL FOR ALL: $ 963.37 TOTAL: $ 963.37 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO ABRAHAM L FUNCHESS JR Date Approved by Finance Committee: 3/3/2025 DEPARTMENT HEAD DATE 02/06/2025 DATE K: \Shared Goodies\Forms\Travel Request Form thA4ett Z TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 25 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 $120,000 $102,807.00 $1,027.00 $16,166.00 02/13/2025 Copy - Department NAME(S) AND POSITION(S): Chief Duncan DATE: 02/13/2025 NAME OF CLASS / MEETING: Iowa Association of Police Chief's Conference DESTINATION: Coralville, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 18, 2025 RETURN DATE: May 22, 2025 DATE(S) OF MEETING: May 19-22, 2025 PURPOSE OF TRAVEL/TRAINING: Lt. Fangman is requesting to send Chief Duncan to this conference. This conferene covers topics on current trends in law enforcement across the country and within Iowa. The cost of this course will not exceed $1,027.00. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: XX COST $ YES NO METHOD OF TRAVEL: XXX CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: $550.00 $252.00 $175.00 $50.00 LODGING MEALS REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 1,027.00 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: GRANT REIMBURSABLE YES NO YES NO TOTAL: $ 1,027.00 PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Lt. Greg Fangman Date Approved by Finance Committee: 3/3/2025 DEPARTMENT HEAD DATE 02/13/25 DATE K: \Shared Goodies\Forms\Travel Request Form TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 25 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 $120,000 $104,103.00 $766.00 $15,131.00 02/18/2025 Copy - Department NAME(S) AND POSITION(S): Chaplain Caleb Reising DATE: 02/18/2025 NAME OF CLASS / MEETING: Individual Crisis Intervention and Group Crisis Intervention DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: March 5, 2025 RETURN DATE: March 7, 2025 DATE(S) OF MEETING: March 5-7, 2025 PURPOSE OF TRAVEL/TRAINING: Lt. Fangman is requesting to send Chaplain Reising to this course. The Department has recently started a peer support team. Chaplain Reising is being added to this team. This training will assist in preparing him in how to handle situations that the team will encounter. The cost of this course will not exceed $766.00. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: XX COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: $300.00 $91.00 $375.00 LODGING MEALS REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 766.00 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: GRANT REIMBURSABLE YES NO YES NO TOTAL: $ 766.00 PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Lt. Greg Fangman Date Approved by Finance Committee: 3/3/2025 DEPARTMENT HEAD DATE 02/18/25 DATE K: \Shared Goodies\Forms\Travel Request Form �� No( TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 25 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST STAFF ONLY see below DATE 2/25/25 Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): (6) Traffic Dept Staff and (2) Waste Management Staff DATE: 2 24.2025 NAME OF CLASS / MEETING: National Electrical Code CEU's DESTINATION: Public Works Bldg DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: TBD RETURN DATE: TBD DATE(S) OF MEETING: TBD PURPOSE OF TRAVEL/TRAINING: 18 hours of National Electrical CEUs for State of Iowa license renewals. Instructor to be onsite for 3 days. 520-14-5200-1315($12,000/$9,729.02/$2,025/$695.98); 266-17-7120-1315 ($18,400/$9,991.05/$6,075/$2,333.95). WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING MEALS 7,200.00 REGISTRATION MILEAGE/FUEL 900.00 TOTAL FOR ALL: $ 8,100.00 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: See line items above X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 1,012.50 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Sheila Steffen DEPARTMENT HEAD DATE Date Approved by Finance Committee: 3/3/2025 2.24.2025 DATE '/Pa ett K: \Shared Goodies\Forms\Travel Request Form City Clerk Use Only Finance Commiep3/2025 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 $ 8,808.00 plus est. shipping costs of $ 950.00 to pay for or purchase four (4) super sacks (1,000kg or 2,205 lb) of NAAC solid deicer. This purchase or expenditure is being made because: this product is the FAA -approved solid runway deicer. With a second ice event forecast in less than a week's time, we need to replenish our supply. Vendor selected for this purchase: Cryotech of Fort Madison, IA �■ Bids or written quotes were taken on this purchase, as follows: Cryotech $8,808.00 + 950 s/h = $9,758 (increased shipping slightly, just in case) New Deal $9,800.00 + $978.65 s/h = $10,778.65 These are the only vendors that sell approved products and would ship to us. 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 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 and the current available balance is Respectfully submitted, Steven Kjergaard $ 1,234,901.00 $ 1,043,282.21 2/7/2025 a0, °sic o 3/3/2025 (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 Commief3/2025 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 Central Garage Department to expend $ 6,559.82 plus est. shipping costs of $ 1,000.00 to pay for or purchase Cylinder and hydraulic fittings for Sanitation Truck 151201. This purchase or expenditure is being made because: Leaking cylinder. Vendor selected for this purchase: Elliott Equipment n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Vendor specific cylinder pack. 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: 010-18-7955-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 595,500.00 and the current available balance is $ 222,341.36 Respectfully submitted, Sheila Steffen 3.3.2025 (4 No.ad Ti 3/3/2025 (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 Comme,/2025 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 Central Garage $ 2,962.95 plus est. shipping costs of $ 200.00 Left rear side panel and parts for Endloader #194A01. Department to expend to pay for or purchase This purchase or expenditure is being made because: Parts were damaged during snow event. Vendor selected for this purchase: Murphy's Tractor and Equipment n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Emergency repair. 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: 010-18-7955-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 595,500.00 and the current available balance is $ 222,341.36 Respectfully submitted, Sheila Steffen 3.3.2025 Tit Oo SIFN�U 3/3/2025 (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 CommjIt/�/2025 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 $ 3,254.21 plus est. shipping costs of $ 200.00 Pinion gear and parts for Grader #194B02. Central Garage Department to expend to pay for or purchase This purchase or expenditure is being made because: Parts were damaged during snow event. Vendor selected for this purchase: Murphy's Tractor and Equipment n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Emergency repair. 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: 010-18-7955-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 595,500.00 and the current available balance is $ 222,341.36 Respectfully submitted, Sheila Steffen 3.3.2025 Tu4ett Zaa, >'b'i E 3/3/2025 (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 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 $ 33,511.80 plus est. shipping costs of $ 0.00 to pay for or purchase Upgrade/replacement for the LPR system for Parking Enforcement, including a new computer for the system. This purchase or expenditure is being made because: The current system is out -dated and will not work with the new kiosks that will be used for paid parking in the downtown. Vendor selected for this purchase: Genetec thru Reimagine Parking �■ Bids or written quotes were taken on this purchase, as follows: Genetec thru IPS: $66,868.05 Genetec thru Reimagine Parking: $33,241.80 - AMENDED to $33,511.80 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: 010-03-7930 2106/2126/1520 & 323-22-7930-2126 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 53,300.00/18,324.16 and the current available balance is Respectfully submitted, Bridgett Wood 12/17/24 $ 53,300.00/18,324.16 TwWgett Nao, °'l0 3/3/2025 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Approval Date /2025 City Clerk Use Only Finance Commis ep3 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 $ 9,542.00 plus est. shipping costs of $ 0.00 to pay for or purchase (2) Handheld parking enforcement devices with printers and 3 3-year warranty on device and printer and integration with IPS for enforcement. This purchase or expenditure is being made because: Parking enforcement is being changed from VATS to Park Loyalty. Vendor selected for this purchase: Park Loyalty n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: this is the parking enforcement provider Re -imagine Parking uses and is upgrading all their clients to. 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: 010-03-7930 2126 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 9,600.00 and the current available balance is $ 9,600.00 Respectfully submitted, o D' 3/3/2025 (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 3/3/2025 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 $ 5,201.27 plus est. shipping costs of $ 0.00 to pay for or purchase One XL200 radio This purchase or expenditure is being made because: To replace a current radio used daily by fire personnel Vendor selected for this purchase: Raycom n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: We need to order from a supplier that carries our current brand/model of radios as well as a local company that is able to program the new radio accordingly 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 1390 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Bill Beck $ 434,292.00 $ 158,506.00 02/17/2025Nao, DIGITALLY SIGNED 3/3/2025 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form Approval Date /2025 City Clerk Use Only Finance Commiiep 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 $ 10,652.00 plus est. shipping costs of $ 0.00 to pay for or purchase 25 ball and burlap stock trees and labor to plant them to specification. This purchase or expenditure is being made because: Approximately 22 trees were lost in a May, 2024 wind storm at Byrnes Tennis Center. Many of which were mature evergreens. Ball and burlap stock is the most suitable form of replacement. Vendor selected for this purchase: Matthias Landscaping. �■ Bids or written quotes were taken on this purchase, as follows: Jordan's Nursery, Meyer's Nursery and Matthias Landscaping submitted bids for planting 25 ball and burlap stock trees at Byrnes Tennis Center. Matthias Landscaping had the low bid at $10,652.00. 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: 0 General Fund 7 Road Use Tax ❑ Sewer 0 Sanitation ElBonds I I Federallothergrants . Other (specify) Pending grant applications. This expenditure is to be coded to the following budget line -item: 010 - 37 - 4105 - 1536 37GFT.PARKTREE (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is itte (Signature Dept. Head $ 39,000.00 $ 29,594.64 nee)4101g 145eit Mag.° Trr•V Date (Signature Finance Dept. Review) — Date K:lshared goodieslformslExpenditure Pre-Authorization.xls (Mar 2010) 3/3/2025 purchase or expenditure submitted by the $ 29,033.20 plus est. shipping costs of FY25 Ammunition Order City Clerk Use Only Finance Committee Approval Date 3/3/2025 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following Police Department to expend to pay for or purchase $ 00 This purchase or expenditure is being made because: This is an FY 24 ammunition order based on a sealed bid process. Vendor selected for this purchase: Sunset Law Enforcement ❑ Bids or written quotes were taken on this purchase, as follows: This is an FY23 ammunition order based on a sealed bid process. Sunset LE was the 2nd winning bid but the other distributor is unable to provide ammo for at least 12 to 18 months. IT Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to General Fund IT Road Use Tax IT Bonds ❑ Federal/other grants ❑ This expenditure is to be coded to the following Police Dept. Ammunition 010-11-1100-1544 describe the funding for this expense: Sewer n Sanitation Other (specify) budget line -item: (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Aaron McClelland, Police Lieutenat 2/13/2025 (Signature Dept. Head or Designee) Date (Project Code) $ 36,400.00 $ 32,119.00 DIGITALLY SIGNED (Signature Finance Dept. Review) 3/3/2025 Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 3/3/2025 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 $ 6,530.20 plus est. shipping costs of $ 0.00 to pay for or purchase Fifty (50) Black Hawk duty holsters. This purchase or expenditure is being made because: (50) Black Hawk Duty Holsters for weapon transition. Vendor selected for this purchase: Ray O'Herron n Bids or written quotes were taken on this purchase, as follows: Ray O'Herron- $6,530.20 Galls- $7,499.50 Optics Planet- $6,749.50 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 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: 010-11-1100-1529 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 45,000.00 and the current available balance is $ 43,771.00 Respectfully submitted, Aaron McClelland, Police Captain 2/18/25 T/,e,t( !Naad sen 3/3/2025 (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 3/3/2025 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 $ 12,199.32 plus est. shipping costs of $ 0 to pay for or purchase (6) BEE III standard Radaer units for patrol cars This purchase or expenditure is being made because: BEE III replacement radars for marked patrol units for traffic control. Funded by the Governor's Traffic Safety Bureau grant. Vendor selected for this purchase: MPH Industries Inc. n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Proprietary radar equipment used by the Waterloo Police Department. 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) GTSB Grant This expenditure is to be coded to the following budget line -item: 010-11-1150-2110 GTSB Grant (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 12,000.00 and the current available balance is Respectfully submitted, Aaron P. McClelland, Police Captain $ 12,000.00 2-17-25 �A,� r/ ^�^�� MORALLYci i `� Nam( SIGNED 3/3/2025 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Date City Clerk Use Only Finance Commit,,•�� •3/2025 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 Sanitation Department to expend $ 18,000.00 plus est. shipping costs of $ 0 to pay for or purchase Cogsdale software update NTE $18,000. This purchase or expenditure is being made because: Splitting recycling and yard waste services and listing them separately on utility bills. Vendor selected for this purchase: Cogsdale n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Proprietary - verbal quote 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: 525-15-5400-1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 60,000.00 and the current available balance is $ 19,539.09 Respectfully submitted, Sheila Steffen (Signature Dept. Head or Designee) w No.cW DIGITALLY 3.3.2025 SIGNED Date (Signature Finance Dept. Review) 3/3/2025 Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Replace Aircraft Passenger Boarding Bridge City Contract No. Project Manager Steven Kjergaard Project Budget Total $ 1,800,000.00 1. How will this project be funded? To be assigned by the Finance Dept. Project No. Subproject No. A. Federal Grant Yes X No CFDA # 20.106 % Paid by federal grant 95.00% Grant Name FAA AIP-057 (assumed) Grant Agreement Number 3-19-0094-057 B. State Grant Yes No X % Paid by state grant Grant Name Grant Agreement Number *grant not rec'd yet C. City Match Source of Funding PFC Revenue % Paid by City 5.00% D. Other Entities Yes No X % Paid by other entity Name 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. Done None ❑ ❑X Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 0 ❑ ❑X ❑ ❑X ❑ ❑X 6. Include a brief description of the project in the space below: (REQUIRED) This project is for the replacement of the only passenger aircraft boarding bridge at the Waterloo Airport. The existing bridge is more than 20 years old. The model is no longer in production and replacement parts are not readily available. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet Replace Boarding Bridge.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date Project Name (from page one) Replace Aircraft Passenger Boarding Bridge Department No. project will be budgeted under 29 Activity No. project will be budgeted under REVENUES: 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 3456 PFC Revenue EXPENDITURES: 7750 / 7755 To be assigned by the Finance Dept. Project No. Subproject No. (Each column should only include amounts by fund) Fund: Fund: 291 291 Fund: 7750 1,710,000.00 7755 90,000.00 Fund: Total 1,710,000.00 3/3/2025 TOTALS $ 1,710,000.00 $ 90,000.00 $ $ 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 2169 Airport Improv TOTALS Steven Kjergaard 7750 7755 $ 150,955.00 $ 7,945.00 1,559,045.00 82,055.00 $ 1,710,000.00 $ 90,000.00 $ $0.00 2/11/2025 90,000.00 $ 1,800,000.00 $ 158,900.00 1,641,100.00 $ 1,800,000.00 Tut N0,06( s3/2025 $0.00 (Signature Dept. Head) Date (Signature Finance Dept. Review) K:\shared goodies\forms\Project Budget Worksheet Replace Boarding Bridge.xls\Page 2 (Constr Proj) (Mar 2010) Date PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Airfield Pavement Maintenance Management System Steven Kjergaard $ 97,600.00 1. How will this project be funded? To be assigned by the Finance Dept. Project No. Subproject No. A. Federal Grant Yes X No CFDA # 20.106 % Paid by federal grant 95.00% Grant Name FAA AIP-058 (assumed) Grant Agreement Number 3-19-0094-058 B. State Grant Yes No X % Paid by state grant Grant Name Grant Agreement Number *grant not rec'd yet C. City Match Source of Funding PFC Revenue % Paid by City 5.00% D. Other Entities Yes No X % Paid by other entity Name 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. Done None ❑ ❑X Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 0 ❑ ❑X ❑ ❑X ❑ ❑X 6. Include a brief description of the project in the space below: (REQUIRED) This project includes the work, services, materials, equipment and supplies necessary to provide a pavement management system in accordance with FAA Advisory Circular 150/5380-7B and AIP grant assurances. Work to be completed by AECOM Technical Services, Inc. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet Pavement Assessment.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Comm e,�.,/2025 Approval Date ��j Project Name (from page one) Airfield Pavement Maintenance Management System Department No. project will be budgeted under 29 Activity No. project will be budgeted under 7750 / 7755 REVENUES: 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 3456 PFC Revenue To be assigned by the Finance Dept. Project No. Subproject No. (Each column should only include amounts by fund) Fund: Fund: 291 291 Fund: Fund: 7750 7755 Total 92,720.00 92,720.00 4,880.00 4,880.00 TOTALS $ 92,720.00 $ 4,880.00 $ EXPENDITURES: 7750 7755 2103 Engineering & Consulting $ 92,720.00 $ 4,880.00 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 2169 Airport Improv Steven Kjergaard TOTALS $ 92,720.00 $ 4,880.00 $ $ $ 97,600.00 $ 97,600.00 $ $ 97,600.00 $0.00 $0.00 Zo( 3/ 2025 2/11 /2025 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet Pavement Assessment.xls\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Rehabilitate Runway 18-36 (Design) City Contract No. Project Manager Steven Kjergaard Project Budget Total $ 438,900.00 1. How will this project be funded? To be assigned by the Finance Dept. Project No. Subproject No. A. Federal Grant Yes X No CFDA # 20.106 % Paid by federal grant 95.00% Grant Name FAA AIP-059 (assumed) Grant Agreement Number 3-19-0094-059 B. State Grant Yes No X % Paid by state grant Grant Name Grant Agreement Number *grant not rec'd yet C. City Match Source of Funding PFC Revenue % Paid by City 5.00% D. Other Entities Yes No X % Paid by other entity Name 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. Done None ❑ ❑X Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 0 ❑ ❑X ❑ ❑X ❑ ❑X 6. Include a brief description of the project in the space below: (REQUIRED) this phase of the project will include work, services, materials, equipment and supplies necessary to provide preliminary design, final plans, specifications, construction cost estimates and bidding services by AECOM. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet Rehab Runway 18-36 Design.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committge�3/2025 Approval Date .5/ Project Name (from page one) Rehabilitate Runway 18-36 (Design) Department No. project will be budgeted under 29 Activity No. project will be budgeted under 7750 / 7755 REVENUES: 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 3456 PFC Revenue EXPENDITURES: To be assigned by the Finance Dept. Project No. Subproject No. (Each column should only include amounts by fund) Fund: Fund: 291 291 Fund: Fund: 7750 7755 Total 416,955.00 416,955.00 21, 945.00 21, 945.00 TOTALS $ 416,955.00 $ 21,945.00 $ $ $ 438,900.00 7750 7755 2103 Engineering & Consulting $ 416,955.00 $ 21,945.00 $ 438,900.00 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 2169 Airport Improv TOTALS $ 416,955.00 $ 21,945.00 $ $ $ 438,900.00 $0.00 $0.00 Steven Kjergaard 2/12/2025 Na-aq' I'IN3/2025 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet Rehab Runway 18-36 Design.xls\Page 2 (Constr Proj) (Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES NO -3/3/2025 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 25 submitted by the Finance 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 03 8400 3000( cash on hand 110,000.00 010 22 8800 1371 Bldg/Grounds maint 110,000.00 TOTAL This amendment is being requested because: 110, 000.00 TOTAL To cover damages paid for while waiting on the insurance claim process to be completed. Prior Committee Actions (Dates): 110, 000.00 Bridgett Wood 2/14/25,149,e,tt N0.0, 3/3/2025 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Copy of Budget Amendment Request Form (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES NO-3/3/2025 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 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 1415 3722 Refunds _ 1,567.71 010 12 1415 1371 Building Maint. 1,567.71 TOTAL This amendment is being requested because: 1,567.71 TOTAL 1,567.71 these funds are a reimbursement from the Northeast Iowa Response Group for equipment purchased by WFR Prior Committee Actions (Dates): Bill Beck 2/18/25 Tw,o6,ett Zo SI%o 3/3/2025 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Copy of Budget Amendment Request Form (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES "°-3/3/2025 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 25 submitted by the Building 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 22 5100 3420 rental property inspection _ 3,200.00 010 22 5100 1571 mach parts 4,500.00 010 22 5100 3631 plan/review fees 3,800.00 010 22 5100 1572 tires 1,500.00 010 22 5100 1573 safety equip 1,000.00 TOTAL This amendment is being requested because: 7,000.00 TOTAL Budget for revenue received over budget and increase expenses accordingly. Prior Committee Actions (Dates): 7,000.00 Greg Ahlhelm 2/19/25 W9,elt ZQacw 3/3/2025 SIGNED (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Copy of Budget Amendment Request Form (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES NO-3/3/2025 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 25 submitted by the Finance 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 03 8400 3614 Interest 20,000.00 010 03 7940 2126 Parking Equip 10,000.00 1390 Other Contractual 10,000.00 TOTAL 20,000.00 TOTAL 20,000.00 This amendment is being requested because: In order to comply with line Budget Line Item policy to complete the purchase of the new handheld devices as our parking enforcement is changed from VATS to Park Loyalty and to over the increased cost of the LPR system upgrade and installation costs. Prior Committee Actions (Dates): Bridgett Wood 2/25/25 Zo( SIGNE 3/3/2025 SIGNED (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Copy of Budget Amendment Request Form (Apr 2003)