Purchase of Services Fiscal Year 2025 Budget Presentation Copyrighted
March 28, 2024
City of Dubuque Public Hearings # 02.
Special Meeting
ITEM TITLE: Purchase of Services Fiscal Year 2025 Budget Presentation
SUMMARY:
SUGGESTED
DISPOSITION:
ATTACHMENTS:
Description Type
Policy Budget Book Supporting Documentation
Presentation_Uploaded 3.28.24 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.
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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 Citizen's Guide
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Purchase of Services
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DEPARTMENT/DIVISION: Purchase Of Services
RESPONSIBILITY: Alexis Steger, Housing & Community Development Director
Purchase of services activities are those services that the City feels fit the goals and priorities of the
City and are not required to be provided or would not be provided in the normal course of City business.
In Fiscal Year 2014, an application process was implemented for the funding of purchase of service
agencies.
The FY 2025 budget recommends an allocation of$100,000 in General Fund and $0 in Community
Development Block Funds for a total of$100,000 to fulfill some of the recommendations of the
Community Development Advisory Commission.
The recommendation of the Community Development Advisory Commission will be made to City
Council after the FY 2025 budget is adopted on April 11, 2024.
The following purchase of service agencies have received funding in the past:
Agency FY 2024 Funding Source
Convivium Urban Farmstead $25,000 General Fund
Presentation Lantern Center $25,000 General Fund
Dubuque Dream Center $25,000 General Fund
Friends of Fair Housing $17,080 General Fund
Crescent Community Health Center $7,920 General Fund
Total $100,000
Contracted services are services that the City would have within its organization regardless of who
provides the service. Contracted services in many cases leverage other resources that would not
normally be available to the City.An example is the Dubuque Humane Society which provides a
heightened level of service for animal control over what the City would provide for animals.
The following agencies have received or are being recommended to receive funding as contracted
services within other departments:
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Agency Department Funding
FY 2024 FY 2025 Source
Community Foundation of
Greater Dubuque - Project
HOPE Economic Development $85,000 $85,000 General Fund
Community Foundation of
Greater Dubuque - Inclusive
Dubuque Economic Development $75,000 $75,000 General Fund
Crescent Community Health
Center- Operating Health Services $50,000 $50,000 General Fund
Travel Dubuque Economic Development $1,446,631 $1,617,272 General Fund
Dubuque Area Labor
Management Council Economic Development $35,000 $35,000 General Fund
Dubuque Dream Center Economic Development $63,000 $63,000 General Fund
Dubuque Main Street Economic Development $96,211 $96,211 General Fund
Dubuque Winter Farmers
Market Economic Development $15,000 $15,000 General Fund
DuRide Transit $65,000 $30,000 General Fund
ECIA Membership Dues Planning $35,204 $36,397 General Fund
ECIA Prosperity lowa Economic Development $5,085 $5,085 General Fund
ECIA Transportation Planning Engineering $30,650 $25,000 General Fund
Fountain of Youth Economic Development $63,000 $63,000 General Fund
Four Mounds HEART Program Housing $10,000 $10,000 General Fund
Greater Dubuque
Development Corporation -
Retail Expansion/Marketing/
Workforce Economic Development $704,135 $704,135 Land Sales
Greater Dubuque
Development Corporation -
Director of Sustainable
Innovation Economic Development $105,500 $105,500 General Fund
Greater Dubuque
Development Corporation -
True North Economic Development $26,500 $26,500 GDTIF
Hills & Dales: Senior Center Recreation $25,000 $25,000 General Fund
Humane Society Health Services $175,932 $177,887 General Fund
Hawkeye Area Community
Action Housing $83,000 $83,000 General Fund
Total $ 3,194,848 $ 3,327,987
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PURCHASE OF SERVICE
Purchase of services activities are those services that the City feels fit the goals and priorities
of the City and are not required to be provided or would not be provided in the normal course
of City business. In Fiscal Year 2014, an application process was implemented for the funding
of purchase of service agencies.
Resources and Property Tax Support
200,000
100,000 $100,000 $100,000
$82,574
$— $— $—
0
CDBG Charges Property Tax Support
� FY 2023 FY 2024 FY 2025
Purchase of Services is supported by no full-time equivalent employees. Pay to other agencies
accounts for 100% of the department expense as seen below. Overall, the departments'
expenses are expected to unchange by 0.00% in FY 2025 compared to FY 2024.
Expenditures by Category by Fiscal Year
$82,574
Pay to Other Agency $100,000
$100,000
$0 $25,000 $50,000 $75,000 $100,000 $125,000 $150,000 $175,000
� FY 2023 FY 2024 FY 2025
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Recommended Operating Expenditure Budget - Department Total
79-PURCHASE OF SERVICES
FY22 Actual FY23 Actual FY24 Adoptcd FY 25 Rccomm'd
Fund/Account/Accouut Title Expense Expense Budget Budget
6E-Contractual Svcs
100-General
64130-Payments to Other Agencies 139,389 82,574 100,000 100,000
180-Community Development
64130-Paymcnts to Othcr Agcncics 54,774 0 0 0
6E-Contractual Svcs Total 194,163 82,574 100,000 100,000
PURCHASE OF SERVICES-Total 194,163 82,574 100,000 100,000
-$-
Recommended Expenditure Budget Report by Activity & Funding Source
79-PURCHASE OF SERVICES
FY25 Recomm'd
Fund/Activity FY23 Actual Expense FY24 Adopted Budget Budget
7901- Purchase of Services
100-General
6F,-Contractual Svcs 82,574 100,000 100,000
180-Community Development
6E-Contractual Svcs
7901- Purchase of Services Total 82,574 100,000 100,000
: z z
PURCHASE OF SERVICES TOTAL 82,574 100,000 100,000
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• � • � �
I
� 1 � 1 i � � � � �
Partnering with Non-Profits to Further City Council Goals & Priorities
Purchase of Services
The Purchase o f Services program is one o f three types o f
investments within the FY 2025 budget that are designed
to invest in community partners who are contributing
towards the City Council's goals.
. � . . . � � � • �
.
Partnership for a better Dubuque: Building our
community that is viable, livable, and equitable.
$365,210
Arts & Culture, Sustainable Dubuque & Neighborhood
Grants
$3,327,987 Contracted Services
$100,000 Purchase of Service Grants
• �
. . � .
` + � � ' +
�
Ar�s� Purch�se of
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PU RCHASE OF SERVICES
■ ■
• Activities which fit City goals + priorities that
would not be provided in the normal course of
City Business
• Funding: budget process + annual grant
competition
• Applications reviewed by Community
Development Advisory Commission & approved
by City Council
ELIGIBLE APPLICANTS INELIGIBLE COSTS PURPOSE
• Non-profit organizations • Capital improvement or • Support human service
providing year-round human building renovations programs in the City that
resource programs support City goals,
• Purchasing equipment objectives, and priorities
• Faith-based organizations
• Retirement of debt • Deliver services that are not
• Organization's mission is required or would not be
consistent with City goals & • Inherently religious, political, provided in the normal
priorities or lobbying activities course of City business.
• Services must be delivered in . General fundraising
the City of Dubuque
• Organizational dues or
• Benefit low & moderate- memberships
income populations
�
�
SERVICE DELIVERY TRAI N I NG
• Activities must be delivered within • Grant workshops (Spring)
the City of Dubuque • Applicants encouraged to attend
• Primarily benefit low & moderate- APPLY ONLINE
income households • www.cityofdubuque.org/CDBG
• Click "Purchase of Services Grant
• Activities benefit low & moderate- Application"
income service areas
REPORT PROGRESS ONLINE
• Place-based + person-based • Quarterly Reporting is required,
programs including income and demographic
information
• Places with potential to increase
opportunity for residents
� • � • . . •
-
� , � _ Crescent Community Health
� � _ — $ 10,000 Center
$25,000 Four Mounds
', � : � �
�
$ 10,000 Fou r Oa ks
$ 12,000 Multicultural Family Center
�, � .
� _ _ � � _ -
$25,000 Riverview Center
- � = � $ 10,080 Almost Home
$25,000 St. Mark Youth Enrichment
$117,080
1 ' ' � • ' : �
• $100,000 General Fund
• $0 Community Development Block Grant �CDBG�
TOTAL: $100,000
� / / � . � � � � � � � � � /
. . � .
Sustainable Dubuque Community Grants: $45,000 �CMO Budget�
Neighborhood Grants: $24,560 �CMO Budget�
Arts & Culture Grants: $295,650 �ED Budget�
• $250,000 �Operating) + $45,650 �Special Projects�
TOTAL ARTS, N EIGH BORHOOD, SUSTAI NABI LITY GRANTS = 365,210
� / / � . � � • ' � , � �
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s�rvrce. Cor��ra��ed �ervrc�s rr� marry case� �everc�ge ���rer resource� ��ra� w�u�d r�o� r�orma��y 6e avar�ab�� �o ��re Crt�r
• ' • • . . . • ' . � - • . ' �
Community Foundation of Greater Dubuque - Project HOPE Economic Development $85,000
Community Foundation of Greater Dubuque - Inclusive Dubuque Economic Development $75,000
Crescent Community Health Center - Operating Health Services $50,000
Travel Dubuque Economic Development $1 ,617,272
Dubuque Area Labor Management Council Economic Development $35,000
Dubuque Dream Center Economic Development $63,000
Dubuque Main Street Economic Development $96,211
Dubuque Winter Farms Market Economic Development $15,000
DuRide Transit $30,000
ECIA Membership Dues Planning $36,397
ECIA Prosperity lowa Economic Development $5,085
ECIA Transportation Planning Engineering $25,000
� / / � . � � • ' � , � �
• ' • • • . . • ' . � - � . ' •
Fountain of Youth Economic Development $63,000
Four Mounds HEART Program Housing $10,000
Greater Dubuque Development Corporation - Retail Expansion/Marketing/Workforce Economic Development $704,135
Greater Dubuque Development Corporation - Director of Sustainable Innovation Economic Development $105,500
Greater Dubuque Development orporation -
True North Economic Development $26,500
Hills & Dales: Senior Center Recreation $25,000
Humane Society Health Services $177,887
Hawkeye Area Community Action Housing $83,000
TOTAL CONTRACTED SERVICES I NVESTM ENT = $3,327,987
www.cityofdubuque.org/1681/Purchase-of-Service-Grant-Application