HomeMy WebLinkAboutMinutes-10/10/2016FINANCE COMMITTEE
October 10, 2016
5:10 p.m.
Harold E. Getty Council Chambers
Members present: Vice Chairperson Jacobs, Powers, and Chairperson Welper.
Moved by Powers seconded by Jacobs that the agenda, as amended, by deleting a duplicated
item (Leisure Services, NTE $6,520.00, to transport infield material for baseball / softball fields)
be approved. Ayes: Three. Motion carried.
Moved by Powers seconded by Jacobs that the Minutes of October 3, 2016, as proposed, be
approved. Ayes: Three. Motion carried.
Moved by Jacobs seconded by Powers that the request for the following travel requests, be
approved.
Travel Requests
Name & Title of
Personnel
Class/Meeting
Destination
Date(s)
Amount
not to
Exceed
Kelley Felchle, City Clerk
2016 IMFOA
Conference
Des Moines,
IA
October
20-21,
2016
$165.00
Todd Henrich, Building
Maintenance
HVAC Update Class
Waterloo, IA
(Hawkeye
College)
October
14, 2016
$239.00
Ayes: Three. Motion carried.
Mr. Powers questioned the lack of hotel costs for the City Clerk's travel to Des Moines.
Kelley Felchle, City Clerk, explained that she would be staying with friends while in Des
Moines.
Moved by Jacobs seconded by Powers that refund request in the amount of $433 for sewer
charges paid on property located at 822 W. 4th Street be approved. Ayes: Three. Motion
carried.
Moved by Powers seconded by Jacobs that the request for the following pre -authorizations to
expend over $1,000.00, be approved.
Pre -Authorizations to Expend over $1,000.00
Dept.
Amount + Est. S/H
Expenditure
Building
Maintenance
$12,000.00
Cleaning and repair of terminal connections for the
freight elevator at Five Sullivan Brothers Convention
Center (amount not to exceed $12,000).
Clerk/Finance
$1,395.00
Membership in the RSM Financial Executives
Network Group.
Clerk's Office
$12,500.00
Annual contract for Laserfiche Software Assurance &
Phone Support (12/18/16 - 12/17/2017).
Engineering
$3,952.50
Per VGM Development Agreement, removal of San
Marnan pavement striping.
Engineering
$7,956.13
Relocation of Century Link underground facilities per
VGM Development Agreement.
Engineering
$37,321.25
Relocation of MidAmerican underground facilities
per VGM Development Agreement.
Finance Committee
October 10, 2016
Page 2
Leisure Services
NTE $1,600.00
Transport of material for baseball field at Riverfront
Stadium.
Leisure Services
NTE $1,050.00
Infield material for baseball field at Riverfront
Stadium.
Leisure Services
NTE $4,250.00
Infield material for baseball / softball fields.
Leisure Services
NTE $6,520.00
Transport infield material for baseball / softball
fields.
Police
$9,999.00
Purchase two new L3 flash back 3 in -car camera
systems.
Police
$2,500.00
Breaching equipment for the EOD (bomb) disposal
unit.
Police
$9,523.00
Annual Laserfiche software update.
Sewer
$5,393.00
Replacement (1) Marlo MATC 45; (1) Duplex
Alternating Water Softner System; (1) HWS 100 RO
System, and (3) 9" Mixed Bed Deionizers for
Laboratory.
Sewer
$5,305.06
Rental of three 6" pumps with suction and discharge
hoses and fittings. Purchase of 4" pump suction and
discharge hose and fittings.
Sewer
$40,000.00
160,000 sand bags for September 2016 flood event.
Sewer
$3,945.99
Rental of two semi tankers, 6" umbilical hose reel,
with labor set-up and tear down, fuel and tire repair.
Traffic
Operations
$8,807.16
23 LED Street Light Lamps.
Mr. Jacobs asked for an overview of the Laserfiche software and how it benefits the city.
Kelley Felchle, City Clerk, explained the benefits and uses of the Laserfiche software.
Mr. Jacobs questioned whether all departments have access to this program and if all are utilizing
it.
Kelley Felchle explained that not all departments are currently utilizing Laserfiche, however,
there are definite plans to roll it out to each department. She added that this is a fairly new
program to the city and the implementation process just takes time.
Mr. Lind, questioned the relocation of utilities relating to the VGM Development Agreement.
Noel Anderson, Community Planning and Development Director, explained that this are some
utilities that will need to be relocated in this area and, as a result, will be in a better location for
future development. He added that the costs are being shared between VGM and the city.
Mr. Lind questioned why the higher bid was accepted on the MidAmerican contract.
Noel Anderson stated that the higher bid was for a better route as the lower bid would have run
utilities right under the parking lot and any future repairs would be more costly.
Mr. Lind questioned why we are paying to remove pavement markers.
Noel Anderson explained that the traffic flow would change as a result of this project and will
require new pavement markings.
Mr. Powers questioned if these are infrastructure movements and not for VGM itself.
Noel Anderson, explained that the changes are for proper traffic movement in that area.
Mr. Powers clarified that he meant the movement of utilities not the traffic movement.
Finance Committee
October 10, 2016
Page 3
Noel Anderson explained that the movement is being made to aid with the development of the
new parking lot.
Mr. Lind clarified that this is a part of the agreement with VGM.
Noel Anderson affirmed that it is a part of the development agreement.
Ayes: Three. Motion carried.
Moved by Welper seconded by Jacobs that the project budget for the Tri -County Byrne Justice
Assistance FYE2017 grant, funded with a federal grant passed through from the State of Iowa in
the total amount of $96,496, as submitted by the Police Department be approved. Ayes: Three.
Motion carried.
Moved by Welper seconded by Jacobs that the project budget for the Waterloo School Resource
Officers project funded by the school district in the amount of $216,042, as submitted by the
Police Department be approved. Ayes: Three. Motion carried.
Moved by Welper seconded by Jacobs that the project budget amendment for the Golf Course
Advertising Hotel/Motel Grand project to use the balance of funds awarded in FYE16 in the
amount of $6,522.25 in the current year, as submitted by Leisure Services be approved. Ayes:
Three. Motion carried.
Moved by Welper seconded by Jacobs that Bills Payment, as contained in Accounts Payable
Invoice Report, dated October 10, 2016, in the amount of $1,413,361.62 be received, placed on
file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried.
With no further business before the committee, it was moved by Jacobs seconded by Powers that
the meeting be adjourned at 5:23 p.m. Ayes: Three. Motion carried.
Kelley Fel
City Clerk