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City Council Fiscal Year 2025 Budget Presentation Copyrighted March 26, 2024 City of Dubuque Public Hearings # 06. Special Meeting ITEM TITLE: City Council Fiscal Year2025 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Policy Budget Book Supporting Documentation HOW TO USE THIS POLICY BUDGET DOCUMENT PURPOSE The Policy Budget defines goals and objectives for all City departments and activities, relates them to cost and resource requirements and attempts to establish measures for evaluating accomplishment. Specific improvement packages are developed and included in the Policy Budget for alternative funding and service levels. The Policy Budget document shows the budget by line item for each Department and provides a basis for fiscal control once the budget is adopted. The Policy Budget emphasizes objectives, accomplishments, and alternative funding and service levels and is intended to keep the attention of the City Council and public on the major policy decisions involving what services the City government will provide, who will pay for them, and the implications of such decisions. FORMAT The Policy Budget is organized by Department/Division and provides detail for all activities that make up each Department/Division. Each Department/Division tab includes the following information: 1) Department/Division Financial Summary: The budget highlights portion of the Department Summary reflects total expenses for the maintenance level budget (cost to continue at the same level of service) and approved improvement packages for all activities within the Department by expenditure category (employee expense, supplies and services, machinery and equipment, and debt service), and the funding sources that pay those expenses. The property tax portion of the funding is reflected, noting the increase or decrease from the prior years adopted budget. For Departments which are self supporting (i.e. Water, Water Resources & Recovery Center, Refuse and Salt Operations (part of Public Works), Media Service, Transit, Parking, Stormwater (part of Engineering)), the net operating surplus/deficit is reflected, noting the increase or decrease in the fund from the prior years adopted budget. This summary displays all Improvement Packages submitted by Department/Division Managers, with a notation of whether they were recommended by the City Manager, and then approved by the City Council. Those noted with a `YES' were added to the maintenance level budget and are reflected in the Department Funding Summary and those noted with a `NO' were not approved. And finally, this summary explains significant line item detail by expenditure category, notable revenue changes, and miscellaneous information regarding the maintenance level budget. These are the review notes prior to adding any improvement packages. 2) Memo Addressing Budget Issue (optional): If there is an important budget issue that needs further explanation, a memo will be provided. 3) Department's Organizational Chart (optional): Shows how a Department is structured. Usually included for larger more complex Departments. -i- 4) Department/Division's Highlights of Prior Year's Accomplishments and Future Initiatives: This is a written narrative that highlights the Department's prior year accomplishments and what Departments plan on accomplishing in the near future. 5) Department/Division's Goals and Performance Measures by Activity: This is a written activity statement and a matrix for each activity which includes activity objectives, relationship to City Council Goals & Priorities, and key performance indicators (KPIs). Performance measures are included for each activity to evaluate activities and ensure that the approved levels of funding yield the expected results. Icons for each KPI visually indicate how well an objective is doing and represent the following: Goal Met Goal in Progress Goal Not Met The goal has not This goal has not This goal has been been met but is been met and is not met. showing signs of currently showing improvement. signs of progress. 6) Recommended Operating Revenue Budget by Department/Division: This report reflects line item revenue detail at the Department/Division level (combines all activities for each line by fund). Two years actual revenues, prior year adopted revenues and the recommended revenue for the new budget year are reflected. 7) Recommended Operating Expenditure Budget by Department/Division: This report reflects line item expenditure detail at the Department/Division level (combines all activities for each line by fund). Expenses are grouped by category (employee expense, supplies and services, machinery and equipment, debt service, and transfers) and displays two years actual expenses, prior year adopted expenses and the recommended expense for the new budget year. 8) Recommended Operating Expenditure Budget by Activity and Funding Source: This report reflects expenses grouped by category (employee expense, supplies and services, machinery and equipment, debt service, and transfers) for each activity within the Department/ Division, and displays two years actual expenses, prior year adopted expenses and the recommended expense for the new budget year. 9) Personnel Complement at Department/Division and Activity Level: These reports reflect positions budgeted at the Department/Division level and the Activity level, by funding source. Total Full Time Equivalents (FTE) and wages with longevity expense are shown for each position for two years prior year adopted FTE and expenses, and the recommended FTE and related expense for the new budget year. 10) Capital Improvement Projects by Department/Division: This report lists all Capital Improvement Project totals for two years actual expenses, prior year adopted expenses and the recommended expense for the new budget year. 11) Five Year Capital Improvement Program Summary by Department/Division: This report lists all Capital Improvement Projects budgeted in the new budget year and planned for the next four years. Reference: Key Terms for Understanding Dubuque's Budget, Budget Glossary Budget Overview and Budget and Fiscal Policy Guidelines located in Resident's Guide -ii- City Council 3 This page intentionally left blank. 4 CITY COUNCIL FY 2023 FY 2024 FY 2025 Fro�m FY 024 Budget Highlights Actual Budget Requested Budget Expenses Employee Expense 90,403 90,068 90,429 0.4% Supplies and Services 62,333 66,832 70,081 4.9% Machinery and Equipment 1,035 350 — 0.0% Total 153,771 157,250 160,510 2.1% Resources Reimbursements 1,908 98 — 0.0% Total 1,908 98 — 0.0% Property Tax Support 151,863 157,152 160,510 3,358 Percent Increase (Decrease) 2.1% Personnel -Authorized FTE 3.50 3.50 3.50 Significant Line Items Employee Expense 1. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from FY 2024. The employee contribution of 6.29% is unchanged from FY 2024. 2. The fiscal hours budgeted increased from 2,080 hours in FY 2024 to 2,088 in FY2025, which increased employee expense. Supplies & Services 3. Meetings & Conferences increased from $34,361 in FY 2024 to $35,729 in FY 2025. This line item includes $1,000 per City Council member for city business meetings and approximately $4,104 per City Council member to attend one regional conference, the lowa League of Cities Summer Conference and the National League of Cities Congressional Summit in Washington, DC. In addition to these funds, members of the City Council may participate in the Chamber of Commerce Annual Washington DC Fly-in. Funding for that trip is in the Economic Development budget. 4. Association Dues increased from $20,515 in FY 2024 to $21,463 in FY 2025. This line item is based on the actual cost of the membership to lowa League of Cities $15,551 and US Conference of Mayors $5,912. 5 Revenue 5. Reimbursements Revenue decreased from $98 in FY 2024 to $0 in FY 2025. FY 2023 Actual was $1,908. This revenue is unpredictable and very rare. Future revenue is not planned on and therefore not budgeted. In past years, revenue received in this line items has been associated with reimbursements from outside agencies for Mayor speaking engagements and travel expenses. 6 CITY COUNCIL Dubuque operates under the council-manager form of local government, which combines the political leadership of elected officials in the form of a city council, with the managerial experience of an appointed local government manager, the city manager. FY 2023 FY 2024 FY 2025 Full-Time Equivalent 3.50 3.50 3.50 Resources and Property Tax Support 200,000 100,000 0 Operating Revenue Property Tax Support � FY 2023 FY 2024 FY 2025 The City Council is supported by 3.50 full-time equivalent employees, which accounts for 56.34% of the department expense as seen below. Overall, the departments' expenses are expected to increase by 2.07% in FY 2025 compared to FY 2024. Expenditures by Category by Fiscal Year $90,403 Employee Expense $90,068 $90,429 $62,333 Supplies and Services $66,832 $70,081 $1,035 Machinery and Equipment $350 $— $0 $20,000 $40,000 $60,000 $80,000 $100,000 � FY 2023 FY 2024 FY 2025 7 •� ��, ; 1 1 i : �:' � � ¢ DUBUQUE CITY C4UNCIL ,° G�ALS �x PRI � RITI ES .��. ,f, � __ , ., ���:a_�. _ .- � � _ �� �- , . d._ n�. �f—�. �; ' �9�''' _— �y � �,._o h �`"i�'.�!! �: = u� �,, . ,_,.��,� " ,,a� ;� � "��_� ."i�':• ���„�� „� ,�1"�j ? � ' �. `gd �yC-.� �a� _,��M 1 1f .- ' v"'� ��a- •i _,1I. K1 '4- ' _ �i1J�� ��:.. �r � � 1LI- �. �•:�" ��_�. _ - — _�... �4 i�� � ,_� .�..� ��'' `� �_ • '.� �� -=`�. �. __ . . ` � �I� �➢ -- ' .� ' _- ��.. � � � �!� � �� ` � � � — � - _ __ '� �� ��r.�L -�� p * ��p4 W'�:- � - �- , � �_ - _ _l �, - � :�' �' - � �� �. . _ d , - �- -� � � .� �. - ��� :. �. � � � � �� �� ��- �� �� � � �� �� � . � � ��_� _ k _ BRAD M_CAVAHAGH AIC W.lOHES DAUID T.AESHICK 5U5AH A.FAABER LAURA 1.ROU55ELL DAHHY C.SPRANK KATY A.WETHAL MAYOR AT LARGE AT LARGE 15T WAR� 2N�WAR� 3R�WAR� 4TH WAR� LOOKING AHEAD FIVE—YEAR GOALS: 2023 — 2025 Over the course of three sessions in . Vibrant Gommunity:Healthy and 5afe August,City Council memi�ers affirmed . Financially Responsible,High-PerFormance City Orgdnization: the 15-year aision statement and Sustaina�le,Equita�le,and EfFecti�e Service Deli�ery mission statement and identified eight fi�e-year goals for the city. • Robust Lncol Economy:Di�erse Susinesses and.Toi�s with Economic Prosperity They also identified top and high . Li�dble Neighborhoods and Hausing:Great Place to Live priarities for a 2023-2025 policy agenda as well as in-progress projects and • Sustainable En�ironment:Preserving and Enhancing Natural capital projects for 2d23-2025. Resources . Connected Community:Equitable Transportation,Technology Infrastructure,and Mohility • Di�erseArts,Culture,Parks,and Recreation Experiences and Atfi�ifies . Partnership far a Better Dubuque:Building�ur Community that is Viai�le,Li�able,and Equitahle 8 .�� '`�� � Y�":`��� ,,,. ;��, l '�,�� � � � �Y � , � , 1 � � � �s ' � � -,l � Dubuque 2038 is a sustainable and resilient Q � "� ' city, an inclusi�e and equitable community _ ' � where ALL are welcome.Dubuque 2038 � >- �. � ' ' has preser�ed our Masterpiece on the � � � `` �� Mississippi, has a strong,diverse economy 4�.i and expanding connecti�ity.Our residents experience healthy li�ing and acti�e lifestyles; ha�e = �� choices of quality, affordable, li�able neighborhoods; ha�e an abundance of di�erse, fun things to do; and are successfully and acti�ely engaged in the community. i ��_`'' F� � 5�� -:�j,Y C l• �-y � r a�.:,.,'� _. � q � �� � , ,If, ���9 ��,, :�-,.:� �,iV�tV_ . ' �...... a . ,: - • ' '•q Dubuque city government is progressive =��- and financially sound with residents �'�"���"ix'` �� ���-��,-. recei�ing value for their tax dollars and � c'' � achie�ing goals through partnerships. f �;;� f,..;x r :�.:'�'�� Dubuque city go�ernment's mission is • _ t- :�-�;:i to deli�er excellent municipal ser�ices t�t.r_,� that support urban li�ing;contribute to an equitable, � �Y� sustainable city; plan for the community's future; and � facilitate access to critical human services. w � - , '�..�" aT - 'r 1. _ - + j � �; - T _. � 3 i � � • '� �� PQLICYAGENDA �•. - rr_ ;.. TOP PRIQRITIES &HIGH PRIDRITIES �. " .. ..F._- ...' Policy agenda items are issues that need direction or � � ' ''�� a policy decision by the City Council, or need a major ,�. F .� ,��• � fun din g decision by t he Ci ty Counci l,or issues t ha t nee d �; � �. �;.;: -- =�- ��. . � �,�_ City Council leadership in the community or with other � +�. ,�,��4�� '�-=��,_ go�ernmental bodies. The policy agenda is di�ided into top '� ��- - . • � � - ��-. ' priorities and high priorities. w f° � -f=�= "-`-� � � � � i. ����y P w�s��. ;if-- 4;;�' �`` -n-- � ` �;� �' � � r�, . r x m m e. � O O O O�d ! L9 Cp +� $3 _ - www.citynfdubuque.org/citycouncil -�, � � . _ 9 �� a�' . ¢ �� �� _ � -,�:�, ' 2023 - 2025 TOP PRIORITIES {%n alpitabet%cal order) } ,.�. ;: . ` � - � �_ .� • Air Ser�iCe: Future Strategy&Aetion Plan . City Workforce Retention £tAttraction - - • Comprehensi�e Study of Fire Station Locations and Staffing �� ; . Police Department Full Staffing y a'_— --'�'� � ��,._--• - � . Street Maintenance&Rehabilitatian Program _��.�. - ��.r+-" - 2U23 - 2U25 HIGH PRIORITIES (b�atp��ecb�at�d�) � . Bee Branch Detention Basin Pump Replacement . Catfish Creek Sanitary Sewer Project Pump Station l . Central Avenue Corridor Re�italization Plan � � Le�eraging Federal&State Infrastructure Grant Pragrams _ . � � . RAISE Grant£t Matching Funds for Construction ` ' ' "�+' �� (14th St Railroad O�erpass and Elm St and 1Bth St. � `, ' . „� Corridor Complete Streets) . .k'S" � � �l�� _ .. r �.N� . yf` uE '� ":�,, y' ��.�y f ��`�i�����`e_•. •��' y �� u t �;"�' � MANAGEMENT IN PRaGRESS &MA aR PRO ECTS �: }-1s,:rGs a 'y;ir..� y ;.�rti�+�,,,'n���,+�:�:.r�.'-���;,tiz'.•:.r - S,v�,:. .- w'a..� r� ' �: . '��,f... ��.:r-. .. � �, .,T�.�� �''�,� ��'` f } Under each City Council goal are items listed s,.�;✓, ��._r_ � � ��. �-� �-• - as MANAGEMENT IN PRDGRESS and MAJOR � `+` PR�JECTS.Each goal contains management in � � �. progress items and some City Council goals also 0� k l ha�e major prcjects associated_ _ ��� .� }�;, �'� Mdnugement in progress . - � - � are items that are underway . . - . . - .- . �� and budgeted.Staff is . . . ..- -. . implementing and providing . - - . . . . . . . i , updates to City Council. ... - . . . � ... :- .:�•;„ '�� _,� iV� �"'�F`. , . _ f � � J��( -.?�►' �.�-.'�. ��� s���� ` VIBRANT COMMIJNITY � . - .���.s. �i �`�.w•-. MA[�TAGEMEIJ'P ILV PR�GRESS �" -'"_'•� •- - • Comprehensive Police Transparency:Annual Report -;� - �ij�►�::�► ..- _`a�.__>'"�.'��T�' � sri�;w�,.� +�!'� , ,� • Diversity,Equity,and Inclusion City Action Plan:Departmental , `"i l , -- Action Plans ��, ��'�g""5��.... -;�� v��� .ry��;, � , 3 - i- • Emergency Communications Accreditation , '�' ' • h �� • Emergency Communications Center:Reassess Funding,Relocation `� ���. � v to 2900 Chavenelle � � `�1 4 Y y � • Equi ta b le Fines an d Fees Re form �y- '�'-� � _.1. • Fire fPolice Culture Action Plan:De�elopment and Implementation - � � ����\ ,� : � j�, • Food[nsecurity:Report and City Actions _ ` �` • Historic Federal Building:Police 5atellite Location `, '� • • License Plate Reader Cameras:Installation ��� • Traffic and Security Cameras Deployment � G' . . ` :i a,� 10 FINANCIALLY-RESPONSIBLE, HIGH- MAJDR PROJECTS PERFORMANCE CITY ORGANIZATION • Lead Water 5er�ice Line Replacement • 5uperaisory Control And Data Acquisition(SCADA) MANAGEMENT I[�T PRDGRESS 5ystem O�erhaul • Downtown City Facilities/Workspace Analysis and Plan . Water Main Extensions-Southwest Arterial • Enterprise Asset Management 5ystem • Enterprise Resource Planning(ERP)5oftware Implementation • Federal and 5tate Legislative AdvocacyAgenda CONNECTED COMMUNITY and Priorities for 2�24 • Human Resource Information System�Payroll: ��AGEMENT[N PROGRESS RFP and Implementation • Central A�enue Traffic Corridor 5tudy • Human Resources Modernization • Community Broadband Expansion Project • Organizational Culture:Continuous Improvement • Neighborhood Speeding Mitigation:Direction and Enfarcement MAJOR PROJEGTS • Ftoundabout Policy • Data Center Relocation • Smart Parking and Mobility 5tudy • Engine House#1 Remodel Project • Traffic 5ignal Synchronization/STREETS Program MAJOR PROJECTS • Fiber Connections to Additional City Locations Project R�BIJST LOCAL EC�NOMY • Chaplain 5chmitt Island Trail Connector Project MANAGEMEh1'1'IN PROGRESS • C'onnection to Data Center Praject • Childcare Initiatiae Strategy and City Actions • East/West Corridor Roundabouts:Environmental • City Economic Development and[ncentives:Policies, Clearance Processes,and Practices a.Uni�ersity�Pennsylvania:Desi�n • Developers Round Table b.Universiry/Asbury:Design • Development Pro�ess 5treamlining c.Universiry/Loras:Design • Field of Dreams:Next Steps for City • Kerper Soulevard Roundabout Project • ]ob Fair:Implementation and Report • RAISE Planning Urant for Design • Low/Moderate Income Small Businesses Grants a.Elm and 16th 5treet Project • Minority-and Women-Owned Business Enterprise b.14th Street Oaerpass Praject Procurement Policy,Process Revision,&Recnaitment • Southwest Arterial[ntelligent Transportation • Poverty Pre�ention and Reduction Plan Implementation System(ITS)Praject • River Cnaise Infrastn�cture:Environmental Studies/ Permitting • 5ports Tourism Development:Response to Opportunities DIVERSE ARTS,CULTURE, PARKS,& RECREATI�N EXPERIENCES&ACTIVITIES LIVABLE NEIGHBORHOODS & HOlJ51NG MANAGEMENT[NPROGRESS MANAGEMENT I[�T PR�GRESS • Arts and Culture Master Plan:Revised Community • Imagine Dubuque:Annual Update Fteport Engagement 5trategy Adoption • Multicultural Family Center Youth Programs Expansion • Arts Operating Grants Review and Funding • Multi-Tiered Housing[nspection Program • Comiskey Park Upgrades:Phase 2 • Neighborhood Associations Toolkit • Comprehensiae Parks Master Plan • Safe Housing:Housing Inspection Program Enhancements and Software MAJOR PROJECTS • Tn�ck Route Ordinance • Eagle Valley Subdi�ision Park • Unified De�elopment Code Update • English Ridge Subdivision Park • Five F`lags Center Short-Term Improvements • Iackson Park Ftestrooms • Westbrook Subdivision Park 5USTAINABLE ENVIRONMENT MAIVAGEMENT IN PROGRESS • Electric Sus Implementation • ElectricFuelExciseRateOrdinanceAdoption PARTNERSHIPFORABETTERDUBUQIJE • Emerald Ash Borer Response MANAGEMEhIT[N PROGRESS • Odor Reduction Analysis and Report • City Life in Spanish:Implementation • Pollinator Habitat in Park 5ystem • Sewer System Infrastn�cture Asset Master Plan . . . . - . . . 11 Recommended Operating Revenue Budget - Department Total 70-CITY COUNCIL FY22 Actual FY23 Actual FY24 Adopted FY25 Rccomm'd Fund/AccounUAccount Title Revenue Revenue Budget Budget 100-General 4A-Charges for Services 47100-Reimbursements (98) (1,908) (98) 0 4A-Charges for Services Total � (98) (1,908) (98) 0 C1TY COUNCIL-Total (98) (1,908) T (98) = 0 12 Recommended Operating Expenditure Budget - Department Total 70-CITY COUNCIL FY22 Actual FY23 Actual FY24 Adopted FY 25 Recomm'd Fund/Account/Accouut Title Expense Expense Budget Budget 6A-Salaries&Wages 100-General 60200-Salaries-Regular Part Time 75,892 81,713 81,085 81,400 6A-Salaries&Wages Total 75,892 81,713 81,085 81,400 6B-Employee Benefits 100-General 61100-FICA-City Contribution � 1,767 � 1,876 � 1,174 � 1,181 61300-IPERS-City Contribution 6,149 6,662 7,656 7,685 61600-Workers'Compensation 146 153 153 163 6B-Employee Benefits Total 8,062 8,690 8,983 9,029 6C-Staff Development 100-General 62100-Association Ducs 14,542 25,784 20,515 21,463 62325-Milcagc 65 0 79 79 62400-Meetings&Conferences 10,838 27,641 34,361 35,729 62500-Education Reimbursement 220 410 3,500 3,500 6C-Staff Development Total 25,665 53,835 58,455 60,771 6D-Repair/Maint/Util 100-General 63400-Equipment MainURepair � 348 � 396 � 422 � 430 63730-Tciccommunications 1,318 1,419 1,575 1,596 6D-Repair/Maint/Util Total 1,666 1,815 1,997 2,026 6E-Contractual Svcs 100-General 64020-Advertising 0 0 0 0 64081 -Insurance-Liability 1,883 2,918 2,012 3,004 64140-Printing 223 39 285 285 64190-Technology Services 1,579 1,873 2,280 2,280 64191-IT Rechargcs � 0 1,853 1,615 1,515 64900-Othcr Profcssional Scrvicc 0 0 ` 0 0 64980-Technolo�ry Equip Maint Cont 1,867 0 0 0 6E-Contractual Svcs Total 5,552 6,683 6,192 7,084 6F-Commodities 100-General 65045-Technology�quipment 319 1,035 350 0 65060-Office Supplies 187 0 188 200 6F-Commoditics Total 506 1,035 538 200 CITY COUNCIL-Total 117,344 153,771 157,250 160,510 13 Recommended Expenditure Budget Report by Activity & Funding Source 70-CITY COUNCIL FY25 Recomm'd Fund/Activity FY23 Actual Expense FY24 Adopted Budget Budget 7001- Administration 100-General 6A-Salaries&Wages 81,713 81,085 8],400 6B-Employee Benefits 8,690 8,983 9,029 6C-Staff Development 53,835 58,455 60,771 6D-Repair/Maint/Util 1,815 1,997 2,026 6E-Contractual Svcs 6,683 6,192 7,084 6F-Commodities 1,035 538 200 7001- Administration Total 153,771 ! 157,250 ! 160,510 CITY COUNCIL TOTAL 153,771 157,250 160,510 14 CITY OF DUBUQUE , IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 70 CITY COUNCIL FY 2023 FY 2024 FY 2025 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61020 Part Time Employee Expense 100 175 NA-21 MAYOR 0.50 $ 14,800 0.50 $ 14,743 0.50 $ 14,800 100 12 NA-20 COUNCIL MEMBER 3.00 $ 66,600 3.00 $ 66,342 3.00 $ 66,600 TOTAL PART TIME EMPLOYEES 3.50 $ 81,400 3.50 $ 81,085 3.50 $ 81,400 TOTAL CITY COUNCIL 3.50 $ 81,400 3.50 $ 81,085 3.50 $ 81,400 15 CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2023 FY 2024 FY 2025 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET City Council-PT 10070100 61020 100 175 NA-21 MAYOR 0.50 $ 14,800 0.50 $ 14,743 0.50 $ 14,800 10070100 61020 100 12 NA-20 COUNCIL MEMBER 3.00 $ 66,600 3.00 $ 66,342 3.00 $ 66,600 Total 3.50 $ 81,400 3.50 $ 81,085 3.50 $ 81,400 TOTAL CITY COUNCIL 3.50 $ 81,400 3.50 $ 81,085 3.50 $ 81,400 16