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Grand River Center (Conference Center) Fiscal Year 2023 Budget Presentation Copyrighted March 24, 2022 City of Dubuque Public Hearings # 2. Special Meeting ITEM TITLE: Grand River Center(Conference Center) Fiscal Year 2023 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Grand River Center (Conference Center) Policy Supporting Documentation Budget Book Presentation_Uploaded 3.24.22 Supporting Documentation Conference Center -21- This page intentionally left blank. -22- GRAND RIVER CONFERENCE CENTER FY 2021 FY 2022 FY 2023 %Change From Budget Highlights Actual Budget Requested FY 2022 Budget Expenses Employee Expense — — 27,526 Supplies and Services 376,856 535,443 557,606 4.1% Machinery and Equipment — 175,580 160,680 -8.5% Total Expenses 376,856 711,023 745,812 4.9% Debt on Projects paid with Sales Tax Fund (20%) 30,506 29,847 29,010 -2.8% Property Tax Support 376,856 711,023 745,812 34,789 Percent Increase (Decrease) 4.9% Improvement Package SummarX 1 of 1 This improvement level decision package is for eighteen (18) security cameras to be placed inside the Grand River Center (GRC). Currently the GRC has cameras on the loading dock and an internal system for the employee service back of house. The internal system was installed in 2003 with only minor updates since that time. The safety and security of the many citizens and visitors to the Grand River Center is of utmost importance. No security monitoring system is in place for all the public areas, as well as entrances and exits of the building. This phase 1 of a 3 phase projects focusing on cabling and servers which is necessary for all 3 phases. It focuses on the back of the house. There will be a recurring cost of approximately $1925 a year that would start in FY23 for these cameras. The first-year license cost is included in the purchase price. This improvement supports the City Council goal Vibrant Community: Healthy and Safe as well as the Management agenda high priority goal of surveillance camera funding. Related Cost: $ 34,730 Tax Funds Non-Recurring Recommend -Yes Property Tax Impact: $ 0.0137 0.14% Activity: Conference Center Significant Line Items Employee Expense 1. FY 2023 employee expense reflects a 3.25% wage package increase. 2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from FY 2022 The employee contribution of 6.29% is unchanged from FY 2022. 3. In FY 2023, 0.15 FTE of the Leisure Services Manager position was reallocated from Parks to the Grand River Conference Center to better reflect time spent. Supplies 8� Services 4. Platinum Hospitality privately manages the Grand River Center. The following expenses are the responsibility of the City based on the Facility Management Agreement: ➢ 50°/o of energy costs (gas and electric) are estimated to be $175,525 in FY 2022 and are projected to be $171,401 in FY 2023. Electric decreased from $149,186 in FY 2022 to $136,594 in FY 2023 based on FY 2019 actual. Natural Gas increased from $26,339 in FY 2022 to -23- $34,807 in FY 2023 based on FY2019 plus 8.6%. FY20 and FY21 closures resulted in lower than typical energy use. ➢ Insurance costs (property and general liability) are estimated to be $53,341 in FY 2022 and are projected to be $58,515 in FY 2023 based on FY 2022 actual. ➢ During FY 2013 an agreement was renegotiated to require a payment of 25% instead of 50% of the actual Hotel/Motel Tax generated by the Grand Harbor Hotel. Payments and budget are as follows: FY 2020 - $0 FY 2021 - $148,538 * FY 2022 - $88,310 (Budgeted) FY 2023 - $88,310 (Projected) *Due to COVID 19 there was a delay in reporting and payment of hotel motel tax from the Grand Harbor which delayed payment to Platinum Hospitality in FY20. The FY20 payment of$73,967 was made in July of 2020 (FY21). 5. As per the Management Agreement, the repairs and maintenance limit and aggregate will increase by the CPI as of July 1 each year. The City is responsible for repairs and maintenance in excess of$1,184 individually and $17,765 in aggregate for the fiscal year. Historical actual maintenance costs have been as follows: FY 2020 - $132,246� FY 2021 - $52,725 ** FY 2022 - $145,616�** (Budgeted) FY 2023 - $132,338�*** (Projected) *FY 2020 included additional $55,000 overhaul chiller number 2. **FY 2021 included an additional $27,000 to rebuild air handling unit number 3. ***FY 2022 includes an additional $37,200 to replace circulation and condenser pumps as well as water pump and boiler motors. **** FY 2023 includes an additional $13,200 for replacement of pump motors and the ground water pump. 6. The FY 2023 budget includes a reserve of$106,391 for management fees due to issuing a request for proposal for the management company for the conference center. Equipment 7. The following equipment will be replaced in FY 2023 ($160,680): Digital signs system (internal) $ 64,700 Audio Visual Equipment $ 2,500 100 gallon water heater $ 17,000 Vacuums (6) $ 7,750 Broiler $ 10,000 Hot boxes - tall $ 9,000 6 Burner Range � $ 15,000 Recommended Improvement Packages $ 34,730 Total Equipment $160,680 -24- Debt Service 8. FY 2023 Annual Debt Service is as follows ($29,010): Payment Final Call Amount Debt Series Source Purpose Payment Date $ 2,604 2019C G.O. Sales Tax 20% Conference Center Improvements 2027 2026 $ 26,406 2019B G.O. Sales Tax 20% Energy Improvements 2039 2039 $ 29,010 Total Conference Center Annual Debt Service For Conference Center Performance Measures see Five Flags Civic Center Outline -25- Recommended Operating Revenue Budget - Department Total 33-CONF CENTER OPERATION FY20 Actual FY21 Actual FY22 Adopted FY23 Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 400 53620 RF,IMBURSF,MF,NTS-GENERAL 0 30,853 0 0 53 MISCELLANEOUS -Total 0 30,853 0 0 400 54210 GO BOND PROCEEDS 24,781 0 0 0 400 54220 BOND DISCOUNT 1,122 0 0 0 54 OTHER FINANCING SOURCES -Total - 25,903 0 0 0 400 59350 FR SALES TAX CONSTRUCTION 31,015 30,506 29,847 29,010 59 TRANSFER IN AND INTERNAL -Total � 31,015 30,506 29,847 29,O10 CONF CENTER OPE12AT10N -Total 56,918 61,359 29,847 29,010 -26- Recommended Operating Expenditure Budget - Department Total 33-CONF CENTER OPERATION FY20 Actual FY21 Actual FY22 Adopted FY 23 Recomm'd Fund Account Account Title Expense Expense Budget Budget 100 61010 FULL-TIME EMPLOYEF.S 0 0 0 21,746 100 61310 IPERS 0 0 0 2,053 100 61320 SOCIAL SECURITY 0 0 0 1,664 100 61410 HEALTH INSURANCE 0 0 0 2,014 100 61415 WORKMENS'COMPENSATION 0 0 0 42 100 61416 LIFE INSURANCE 0 0 0 7 61-WAGES AND BENEFITS 348,946 376,856 535,443 557,606 100 62206 PROPERTY INSURANCE 44,457 48,803 52,891 57,942 100 62208 GENERAL LIABILITY INSURAN 875 429 450 573 100 62411 UTILITY EXP-ELECTRICITY 142,082 106,893 149,186 136,594 100 62412 UTILITY EXP-GAS 26,339 17,217 26,339 34,807 100 62431 PROPERTY MAINTENANCE 132,246 52,725 145,616 132,338 100 62528 MOTOR VEH.MAINT.OUTSOUR 0 1,311 0 0 100 62611 MACH/EQUIP MAINTENANCE 0 0 72,000 0 100 62614 EQUIP MAINT CONTRACT 155 155 155 155 100 62627 CAMERA MAINTENANCE 96 0 96 96 100 62663 SOFTWARE LICENSE EXP 2,090 384 0 0 100 62664 LICENSE/PERMIT FEES 400 400 400 400 400 62713 LEGAL SERVICES 55 0 0 0 400 62731 MISCELLANEOUS SERVICES 151 0 0 0 100 62737 CONTRACT ADM SERVICE 0 0 0 106,391 100 62761 PAY TO OTHER AGENCY 0 148,538 88,310 88,310 62-SUPPLIES AND SERVICES 348,946 376,856 535,443 557,606 400 62724 BOND PAYING AGENT FEE 12 0 0 0 627-CONTRACTUAL SERVICES 12 0 0 0 100 71550 MISCELLANEOUS EQUIPMENT 0 0 0 51,000 100 71610 CUSTODIAL EQUIPMENT 0 0 0 7,750 100 72314 SOLTND SYSTEM DEVICES 0 0 0 2,500 100 72416 VIDEO EQUIPMENT 24,983 0 77,684 64,700 100 72417 CAMERA RELATED EQUIPMENT 0 0 0 34,730 71-EQUIPMENT 24,983 0 77,684 160,680 100 734ll EQUIP ACQUISITION 0 0 97,896 0 73-CIP EXPENDITURES 0 0 97,896 0 400 741ll PRINCIPAL PAYMENT 50,626 24,885 24,973 24,885 400 74112 INTEREST PAYMENT 6,075 5,621 4,874 4,125 74-DEBT SERVICE 56,701 30,506 29,847 29,010 33-CONF CENTER OPERATION TOTAL 430,642 407,362 740,870 774,822 -2�- Recommended Expenditure Budget Report by Activity & Funding Source 33-CONF CENTER OPERATiON CONF CENTER OPERATIONS -33300 FUNDING SOURCE:GENERAL Account FY21 Actual Expense FY22 Adopted Budget FY23 Recomm'd Budget CIP EXPENDITURES 97,896 — EQUIPMENT — 77,684 160,680 SUPPLIES AND SERVICES 376,856 535,443 557,606 WAGES AND BENEFITS 27,526 CONF CENTER OPERATIONS 376,856 711,023 745,812 DEBT SERVICE -33400 FUND[NG SOURCE: DEBT SERVICE Account FY21 Actual Expense FY22 Adopted Budget FY23 Recomm'd Budget CONTRACTUAL SERVICES DEBT SERVICE 30,506 29,847 29,010 SUPPLIES AND SERVICES DEBT SERVICE 30,506 29,847 29,010 CONF CENTER OPERATION TOTAL $407,362 $740,870 $774,822 -2$- Capital Improvement Projects by Department/Division CONF CENTER OPERATION CIP FY 20 Actual FY 21 Actual FY 22 Adopted FY 23 Recomm'd Number Capital Improvement Project Title Expense Expense Budget Budget 1021990 GRAND RIVER CTR CHAIRS 50,000 1022ll2 GRC-FABRIC WALL COVERING 35,000 1022590 GRC ENERGY EFFICIENCY IMP 21,000 1022785 SINK LIGHT FIXTURES 8,231 3002710 EXTERIOR DECORATIVE CONCR 96,335 3501990 GRAND RIVER CTR CHAIRS 11,566 3501993 GRAND RIVER CTR PAINT ENT 2,210 3502302 AUDIO-VIS&SOLTND EQU1P 3502590 GRC ENERGY EFFICIENCY IMP 1,609 3502591 GRC LANDSCAPE IMPROVEMENT 11,405 3502649 GRC REPLACE PATIO CAULK 10,359 3502710 EXTERIOR DECORATIVE CONCR 52,000 3502893 MANAGEMENT AND OPS ASSESS 35,000 3602113 GRC-REPLACE CARPET 213,952 100,000 3602892 MARKET STUDY AND ASSESS 65,000 CONF CENTER OPERATION TOTAL 355,666 — 121,000 237,000 -29- PROGRAM/ DEPT PROJECT DESCRIPTION FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 TOTAL PAGE CONFERENCE CENTER General Government Replace Carpet $ 100,000 $120,000 $ 30,000 $ - $216,000 $ 100,000 109 Paint Interior Rooms and Areas $ - $ - $ 18,000 $ - $ 24,000 $ 250,000 110 Replace Table, Chairs, and Podiums $ 50,000 $ 50,000 $125,000 $ - $ 50,000 $ 40,000 111 Concrete Restoration $ 52,000 $ - $ - $ - $ 50,000 $ 56,000 112 Replace Fabric Wall Covering $ 35,000 $120,000 $ 35,000 $ - $ - $ 325,000 113 Roof Restoration $ - $ - $350,000 $350,000 $ - $ 33,500 114 Wood Bench Replacement $ - $ - $ 25,000 $ - $ - $ 21,000 115 Paint Exterior Metal $ - $ - $ 50,000 $ 50,000 $ - $ 65,000 116 Furniture Upholstery $ - $ - $ 30,000 $ - $ - $ 225,000 117 Overhead Door Replacement $ - $ - $ - $ 21,000 $ 55,000 $ 40,000 118 Trash Compactor Rehabilitation $ - $ - $ 30,700 $ - $ - $ 190,000 119 Replace Clouds $ - $ - $ 83,800 $ - $ - $ 700,000 120 Replace Exterior Building Sign $ - $ - $ - $ 40,000 $ - $ 25,000 121 Paint Bridge $ - $ - $ 35,000 $ - $ - $ 35,000 122 Repaint Exhibit Hall Airwalls $ - $ 40,000 $ - $ - $ - $ 30,000 123 Replace/Rehab Room Doors $ - $ - $ - $ 59,000 $ - $ 21,000 124 Stage and Riser Replacement $ - $ 25,000 $ - $ - $ 77,000 $ 30,700 125 Window Panel Replacements $ - $ - $ - $ - $ 16,000 $ 83,800 126 TOTAL $ 237,000 $355,000 $812,500 $520,000 $488,000 $2,271,000 -30- CITY OF DUBUQUE, IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 33 Conference Center Operation FY 2021 FY 2022 FY 2023 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 3375 GE-44 LEISURE SERVICES MANAGER — $ — — $ — 0.15 $ 21,746 TOTAL FULL TIME EMPLOYEES — $ — — $ — 0.15 $ 21,746 TOTAL CONFERENCE CENTER DIVISION — $ — — $ — 0.15 $ 21,746 -31- CITY OF DUBUQUE,IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2021 FY 2022 FY 2023 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Conference Center Operation 10033100 61010 100 3375 GE-41 LEISURE SERVICES MANAGER — $ — — $ — 0.15 $ 21,746 Total — $ — — $ — 0.15 $ 21,746 TOTAL CONFERENCE CENTER DIVISION — $ — — $ — 0.15 $ 21,746 -32- ���� �.� �: � 1 .;,:i,�.�;��;s . �.. ,,,��,�. � - 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I �- I_ .;�g �� � �'>�. � ' a �4 �.�i_ ' ^41�" �r, -� �.I� +��� t <,�„#:l �,. � ,e �' � �m �'".�'r :�� , .;;� � ;�� _. �.�°� . '" '� ?�'v:'� I[i:' � ��>��," ,��. � � � 4 L I�� s � [ � ..� S ��.;, �a � - .� � ;iL.��: ��� ;�, E ���,�,@' � �' gsi-� �.�`k� _ r` �'� i '�. 'f"� ����,�`. ..i��i �_,,a'�.�.�� �"' .r� �� .� �_ `\=� . . � — �� �_ _ _ 45 q '�'y�{�,c, I *~��!.���v.._ �.� `' ,. �� �{'�1 � ' - m' � �ti'`��� �II�'{ }'�, a� ^"_ p� M�p,� f.� , �:'E{- 41 ��',�?'4�� �}, `. . . �'_— ' . �,y�y,. � 1� 1,��+r� �}I _ _ '...�` � 9 � .. � , s . - .� ' '� . '§s�. ",-. 1 t.�,4 � '����..�� . f� � �'cli�� r�, i� i V, x4. �. �, .i `�I 1"'`.: i �i�.. '�` . , ' . ' �. --,. - .., FOCUS ON BUILDING THE BUSINESS UP AT GRC Grand River Center FY 2023 REQU ESTED PROPERTY TAX SU PPORT $745, 812 $ 11 .06 Net O eratin Average homeowner's* property p J . Pro ert Tax Su ort tax cost for Grand River Center p y pp *Av , home value of 159 503 ( 9► � , ) �`� r� � GR.AND 1�IVER CENTER � - - • - . . 18 Secu rity Cameras Non -Recurrin $34, 370 gl GRAND RIVER CENTER 2023 CAPITAL IMPROVEMENT PROJECTS ' • - FY 23 Cost Total Project Cost Replace Carpet $ 100,000 $ 466,000 Replace Fabric Wall Covering $ 35,000 $ 190,000 Replace Tables, Chairs, and Podiums $ 50,000 $ 275,000 Concrete Restoration $ 52,000 $ 100,000 �I`�� � � GRAND 1�IVER CENTER i � —� .� — � �'�. -.�...�" � . �= �--� �.' wi.. ��I ..i.-��-__J'� - _ ..�„ -.�'"�.�� A _� �-�`�.�_ .� .. �' �- _ . I �. � �F � � I � � ���--• -��''`_,� i � � �RAND IVER CENTER . �� - . . . , �..�_ - _ - - `:�:����� _:1���� _ _ -_: - - __ -, . -� ; i � �- :-- -�:_ � �� �_�-:� ,_ . _ _ _ . � �;�,��,�� - -�°�,�� _ , � : �,f� ���� - _ �`� ��ff;; � �sa I I F },�{ � f{ `' - „ ,� ,,`"r,I.t�E�: � �; a , ;; l��i ! �llt .,�\�;,��:i�..��f3�,{:5 �i.;. .,_._� -., =_ . ;I�;€€1.�� i �.f. �•,._ ,�(;�Ij .:, # _�c �• __ �r. - � .' �_, _. __ ��._- - .� �- `r�_ � � . i1���� - - - -- - ._�.,�_ � 1� - ��4 _",�.'_ - h' �' „ J www. g rand rivercenter. com