Agenda Cover Memorandum

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1 Agenda Cover Memorandum Meeting Date: October 27, 2014 Meeting Type: Committee of the Whole City Council Budget Workshop Item Title: Approve a FY15 budget transfer of from Watermain Construction ( ) to Watermain General Contractual ( ) Item Type: Transfer Budget Amendment Purchase Order Increase Other Action Requested: Approval For Discussion Feedback Requested For Your Information Staff Contact: Shawn Hamilton, City Manager Ph:(847) shamilto@parkridge.us Background: On January 9, 2014 while City crews were repairing a broken watermain on Dee Road, by Maine South High School, an AT&T cable was struck and damaged. AT&T had to repair the damage and invoiced the City on September 12, 2014 for the repair. The total claim for damages is. The City Council approved a purchase order for this invoice at its October 20, 2014 meeting. Funds are being transferred from Watermain Construction to Watermain General Contractual to cover this expenditure. As this is a budget transfer, action at the Finance Committee is final. Recommendation: Approve a FY15 budget transfer of from Watermain Construction ( ) to Watermain General Contractual ( ) Budget Implications: Does Action Require an Expenditure of Funds: Yes No If Yes, Total Cost: If Yes, is this a Budgeted Item: Yes No Requires Budget If Budgeted, Budget Code (Fund, Dept, Object) Attachment(s), if any: Cover memo and materials City Council 10/20/2014 Budget Transfer form

2 Agenda Cover Memorandum Meeting Date: October 20, 2014 Meeting Type: Committee of the Whole City Council Budget Workshop Item Title: Approve a purchase order for cable damages to AT&T, 909 Chestnut Street, Saint Louis, Missouri 63101, in the amount of Item Type: Transfer Budget Amendment Purchase Order Increase Other Action Requested: Approval For Discussion Feedback Requested For Your Information Staff Contact: Wayne Zingsheim, Director of Public Works Ph:(847) wzingshe@parkridge.us Background: On January 9, 2014 while City crews were repairing a broken watermain on Dee Road, by Maine South High School, an AT&T cable was struck and damaged. The cable was clearly marked thru the JULIE system. However, while excavating, sections of dirt fell in on top of the cable. This can happen when there is four feet of frost in the ground, rendering the dirt to virtual concrete. AT&T had to repair the damage and invoiced the City on September 12, 2014 for the repair. The total claim for damages is. We will transfer funds from Watermain Construction into Watermain General Contractual to cover this expenditure. This budget transfer will be brought to the next Finance Committee of the Whole meeting for approval. No purchase orders will be paid until the Budget Transfer has been approved by the Committee. This item was presented as an Action Item at the Committee of the Whole on October 13, 2014, at which time the Committee approved the motion on a voice vote of 7/0. Recommendation: Approve a purchase order for cable damages to AT&T, 909 Chestnut Street, Saint Louis, Missouri 63101, in the amount of Budget Implications: Does Action Require an Expenditure of Funds: Yes No If Yes, Total Cost: If Yes, is this a Budgeted Item: Yes No Requires Budget Amendment If Budgeted, Budget Code (Fund, Dept, Object) Attachment(s), if any: AT&T Invoice

3 . ' '. ". at&t To: PARK RIDGE, VILLAGE OF 505 BUL TER PLACE PARK RIDGE, IL Claim Number: AMER KMB RECEIVED SEP ACcrs PAYABLe Summary of Charges Page: 1 of3 Date: 09/05/2014 Claim for Damages The labor cost amount claimed includes direct costs and indirect costs, including but not limited to personnel, equipment, vehicles, administrative overheaqs, and an allocation of general corporate overhead. Charges for Damages to: ILLINOIS BELL TELEPHONE CO., DBA AT&TILLINOIS Occured/Discovered On or About: 01 /09/2014 Approximate Location: 1111 DEE RD (DEVON AVE AND DEE RD), PARK RIDGE CITY (PT.), IL LABOR COST MATERIALS/UNIT COST ITEMS CONTRACTOR LOSS OF SERVICE $4, $ $16, $208:00 How Damage Occured: CITY OF PARK RIDGE DIGGING UP A WATER MAIN BREAK TOTAL DUE: Breakdown of Charges on next page Call before you dig Call 811 For Inquiries Call: or (FAX) This payment is due upon receipt. If payment is not received within 30 days further collection action will be taken. IF A PAYMENT FOR LESS THAN THE FULL IS RECEIVED, IT WILL BE APPLIED AS A PARTIAL PAYMENT. Please do not pay with telephone bill. If you are covered by insurance, please forward this to your carrier for payment. Once your claim has been established with your insurance company, please contact us at with your claim information, and we will work with your insurance company to resolve. AT&T accepts checks, money orders or credit card payments. We do not accept cash. Please complete the information below and return in the enclosed envelope or you may call to pay by phone. eat&t TOTAL DUE: Amount enclosed:$ PARK RIDGE, VILLAGE OF Return this section with payment in enclosed envelope. Claim Number: AMER KMB Please write claim number on check or money order to ensure proper credit. For ~radit card payment: Credit Card number: Name on Card: Amount to be charged to your card:----- Three digit security number on back of card: Expiration Date: llllrlr~f~jiiiiii Remit Payment to: AT&T RM 39-N CHESTNUT ST SAINT LOUIS MO tiijjiiiit t tl llllltll tl lllltiij t l' llllll ul tl lll NNNNNNNY lim:?.:~ ~

4 Page: 2 of3 Date: 09/05/2014 Breakdown of charges LABOR COST EMPLOYEE A* MJi;, DATE OF REPAIR 0:1t.{1,U,<Q:.14 ~'W~O!M REG HRS REG RATE OVT HRS OVT RATE DBL HRS DBL RAJ!: $2, $2, labor Cost Sub"Total $4, MATERIALS DESCRIPTION CABLE EXCHANGE ANAW 200 PAl ENCAPSULANT 750 WRAP SPLICE ENV TBTENV36 36X20 CUSTOMER TROUBLE TICKET NDC CUSTOMER TROUBLE TICKET NCSC KIT SPLICE ENC CONNECTOR MODULE CLEAR 4008C/T QUANTITY UNIT COST $ $ $55.37 $5.52 $6.42 $ $47.35 Material Sub-Total $ CONTRACTOR COST CONTRACTOR NAME DRS ENTERPRISES ''" '$'1t&,6\l8\~5 Contractor Cost Sub,Tott..,$11'&;6'1-8~7.5 contini:ted on riext page

5 at&t Page: 3 of3 Date: 09/05/2014 Breakdown of charges (continued) LOSS OF USE DESCRIPTION POTS LOCAL EXCHANGE QUANTITY 200 UNIT COST 1.04 #OF DAYS $ Loss of use Sub-Total $ Total Labor Cost, Materials, Contractor, Loss of Use, Other Items I I ~ ~~-?Si ~

6 CITY OF PARK RIDGE TRANSFER TO: BUDGET TRANSFER FORM BUDGET LINE. BUDGET LINE DESCRIPTION REASON FOR TRANSfER Watermain - General Contractual to pay AT&T for damaged cable. TOTAL TRANSFER FROM: BUDGET LINE BUDGET LINE DESCRIPTION AlM"\1111. '~~ Watermain Construction TOTAL 1. Is the budget transfer shown above entirely within the same fund? [8] Yes. Continue to the next question. 0 No. If no, please separate it into separate budget transfers for each fund, if each transfer within each fund balances. If there are remaining transfers between funds, then please see the Finance Department Accounting Manager, as there are probable questions about budget amendments and whether the transfer is an interfund loan or an interfund gift. 2. Are all parts of the budget transfer in the same fund and with the same object code? DYes. You may stop here. Signatures are required from all department heads affected, the Finance Dir., and the City Mgr. [8] No. Continue to the next question. 3. Are all parts of the budget transfer within both the same fund and the same four-digit department code? 0 Yes. If yes, is the transfer, and all similar transfers in the same fiscal year, equal to or under $10,000? 0 Yes. You may stop here. Signatures are required from the City Mgr., Finance Dir., & affected department heads. 0 No. You may stop here. Signatures are required from the City Mgr., Finance Dir., & affected department heads. Finance Committee approval is also needed. Please attach an agenda cover memo and any applicable POs. [8] No. Continue to the next question. 4. Are all parts of the budget transfer in the same fund and s $1,000 (including similar transfers earlier in the fiscal year)? 0 Yes. You may stop here. Signatures are required from all department heads affected, the Finance Dir., and the City Mgr. [8] No. You may stop here. Signatures are required from the City Mgr., Finance Dir., and affected department heads. Finance Committee approval is also needed. Please attach an agenda cover memo and inclu e y applicable POs. Transfer Period: FY 15 Approved By:~~ 10/15/2014 ~ 1<>11-;;;j-'Zol~ City Manager Date Finance Director Date.a..~. 10/ &e;~ Head1 Date Dept. Head 2 (if applicable) Date Dept. Head 3 {it applicable) Date Dept. Head 4 (if applicable) Rev 11111/13 Date Finance Committee Approval Date (if applicable):

Agenda Cover Memorandum

Agenda Cover Memorandum Meeting Date: July 15, 2013 Meeting Type: COW (Committee of the Whole) City Council Budget Workshop Item Title: Action Requested: Approve the Resolution authorizing the City of