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Grand River Center Fiscal Year 2025 Budget Presentation Copyrighted April 9, 2024 City of Dubuque Public Hearings # 03. Special Meeting ITEM TITLE: Grand River Center Fiscal Year2025 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Policy Budget Book Supporting Documentation PowerPoint Presentation 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 Citizen's Guide -ii- Grand River Center -3- This page intentionally left blank. -4- GRAND RIVER CONFERENCE CENTER FY 2023 FY 2024 FY 2025 %Change From Budget Highlights Actual Budget Requested FY 2024 Budget Expenses Employee Expense 22,205 28,694 30,359 5.8% Supplies and Services 530,963 950,352 978,658 3.0% Machinery and Equipment 1,081 135,000 270,150 100.1% Total Expenses 554,249 1,114,046 1,279,167 14.8% Debt on Projects paid with Sales Tax Fund (20%) 29,010 29,469 28,686 -2.7% Property Tax Support 554,249 1,114,046 1,279,167 165,121 Percent Increase (Decrease) 14.8% Improvement Package SummarX 1 of 1 This improvement package request provides for the addition of 10 cameras in the public areas of GRC. No security cameras are in the public space, entrances or exits. This project includes cameras, cabling and installation. The total cost in FY 2025 ($30,000) will go towards the purchase a server and cameras. The cost starting in fiscal year FY 2026 ($2,700) will be for the license and maintenance contract. The first year license is included in the purchase price. This improvement supports the City Council goals of Vibrant Community: Healthy and Safe and Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery. Related Cost: $ 27,300 Tax Funds Non-Recurring Recommend - No Related Cost: $ 2,700 Tax Funds Recurring Total Cost: $ 30,000 Property Tax Impact: $ 0.0107 0.12% Activity: Conference Center Significant Line Items Background 1. The City has contracted with the firm Global Spectrum L.P., doing business as OVG360, to privately manage the Grand River Center. OVG360's management agreement began on March 31, 2023 and ends June 30, 2028 with an option for renewal to June 30, 2033. Employee Expense 2. FY 2025 employee expense reflects a 5.00% wage package increase. 3. 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. -5- Supplies 8� Services OVG360 privately manages the Grand River Center. The following expenses are the responsibility of the City based on the Facility Management Agreement: 4. Building Maintenance decreased from $140,000 in FY 2024 to $25,000 in FY 2025 due to having a new management agreement with different terms. This line item represents building additions, alterations, repairs, or improvements where the cost for the expenditure is greater than $5,000 and the depreciable life of the applicable item is in excess of one year. In consultation with OVG360, a figure of$25,000 is proposed in this budget request, however, if those dollars are not needed, they will remain unspent. 5. Insurance costs (property and general liability) increased from $71,101 in FY 2024 to $103,658 in FY 2025 based on FY 2024 actual. 6. Pay to OtherAgency increased from $458,310 in FY 2024 to $850,000 in FY 2025 due to having a new management agreement with different terms. In the new agreement, this line item includes the fixed annual management fee ($150,000), as well as the amount that is provided to the contracted management company, OVG360, to cover the operating loss of the Grand River Center ($700,000). OVG360 maintains a city operating account that all revenues and expenses outlined in the Management Agreement flow into on a fiscal year basis. Bookings for FY 2025 occurred mostly in FY2023 and FY 2024 during the tenure of the prior management company. The majority of conference, convention, and major events book that far ahead. The loss of air service has affected some conferences. Beginning in FY 2026, OVG360 expects a trend of increased bookings resulting in a better revenue and expense profile. This expectation is due to current and planned aggressive marketing efforts, partnership with Travel Dubuque, improved guest and customer experiences, improved cleanliness, and greatly improved food and beverage offerings. Equipment 7. The following equipment will be replaced in FY 2025 ($270,150): Conference Center Machinery and Equipment Administration Multi-function machine $ 11,000 Ice cuber 1 (service hall) $ 8,700 Convection ovens $ 52,000 Slicer $ 5,000 Scissors Lift $ 25,000 Tables and Carts- 175 Round $ 96,150 36" Gas Griddle $ 9,500 Gas Floor Fryer $ 6,300 Hot Dog Grill $ 2,500 Under Counter Refrigerator $ 5,500 Reach in Refrigerator $ 6,000 Back Bar Cabinet $ 4,000 Heated Food/Plate Cabinets $ 33,000 36" Gas Range Open Burners $ 5,500 Total Equipment $270,150 -6- Capital and Equipment Investment 9. Recognizing the need for capital and equipment investment due to a possible management company change, the City Council approved in the FY 2024 budget a $500,000 capital and equipment replacement fund to invest in needed upgrades to the Grand River Center facility. To date, $357,700 has been spent on six new boilers which heat the facility, $88,350 on the renewal of chiller 2 adaptive frequency drive (AFD), and $15,800 for replacing ABB drive on air handler 2 with other planned investments. Prior approved budgets for equipment replacements and repairs have been completed, such as the purchase of a new combination oven, repairs to a walk in cooler, boiler supply and return piping replacement, serving tables and table covers, replacement pipe, drape and skirting, with more replacements and capital improvements in the works currently. These investments were critical to the operations of the facility. Debt Service 10. .FY 2025 Annual Debt Service is as follows ($28,686): Payment Final Call Amount Debt Series Source Purpose Payment Date $ 2,596 2019C G.O. Sales Tax 20% Conference Center Improvements 2027 2026 $ 26,090 2019B G.O. Sales Tax 20% Energy Improvements 2039 2039 $ 28,686 Total Conference Center Annual Debt Service For Conference Center Performance Measures see Five Flags Civic Center Outline -7- � Recommended Operating Revenue Budget - Department Total � 33-CONFERENCE CENTER FY22 Actual FY23 Actual FY24 Adopted FY25 Rccomm'd Fund/AccounUAccount Title Revenue Revenue Budget Budget 100-General 4A-Charges for Services 47100-Reimbursements 0 0 0 0 4A-Charges for Services Total 0 0 0 0 4N-Transfcrs 49102-Transfcr in DRA Distribution 0 0 0 0 4N-Transfers Total 0 0 0 0 200-Debt Service 4N-Transfers 49304-Trans(er in Sales Tax 20% (29,847) (33,063) (29,469) (28,686) 4N-Transfers Total (29,847) (33,063) (29,469) (28,686) 40-Eliminated for GW 48200-Procccds from GO Dcbt 0 0 0 0 48205-Bond Discount/Prcmium � 0 0 0 0 40-Eliminated for GW Total 0 0 0 0 CONFERENCE CENTER-Total (29,847) (33,063) (29,469) (28,686) -$- � Recommended Operating Expenditure Budget - Department Total � 33-CONFERENCE CENTER FY22 Actual FY23 Actual FY24 Adopted FY 25 Recomm'd Fund/Account/Accouut Title Expense Expense Budget Budget 6A-Salaries&Wages 100-General 60100-Salaries-Regular Full Time i 0 17,091 22,746 23,974 60635-Special Pay Sick Lv Payout 50% 0 196 0 206 6A-Salaries&Wages Total 0 17,287 22,746 24,180 6B-Employee Benefits 100-General 61 100-FICA-City Contribution 0 1,286 1,740 1,850 61300-IPERS-City Contribution 0 1,613 2,147 2,263 61510-Health Insurance 0 2,014 2,013 2,013 61540-Life Insurance 0 5 7 7 61600-Workers'Compensation 0 0 41 46 6B-Employcc Bcnefits Total 0 4,918 � 5,948 6,179 6D-Repair/Maint/Util 100-General 63100-Building Maintenance 65,178 39,687 140,000 25,000 63321 -Vehicle Repair-Outsourced 0 0 0 0 63400-Equipment Maint/Repair 0 1,993 0 0 63710-Electricity 124,623 0 136,500 0 63711 -Natural Gas 31,351 0 34,800 0 6D-Repair/Maint/Util Total 221,153 41,679 3ll,300 25,000 6E-Contractual Svcs 100-General 64080-Insurance-Property 52,937 62,723 69,989 101,958 64081 -Insurance-Liability 511 637 1,112 1,700 64130-Payments to Olher Agencies 86,928 425,031 458,310 850,000 64185-License/Permit/Fees 0 0 400 0 64190-Technology Services 0 493 0 0 64975-Equip Maint Cont 399 399 2,400 0 64980-Technology Equip Maint Cont 437 0 450 ' 0 64990-Other Contractual Service 0 0 106,391 0 200-Debt Service 641 10-Legal 0 0 0 0 64900-Other ProCessional Service 0 0 0 0 6E-Contractual Svcs Total 141,2ll 489,283 639,052 953,658 6F-Commodities 100-General 65045-Technolo�ry Equipment � 0 _ 1,081 _ 41,500 _ 11,000 65050-Other Equipment 2,598 0 93,500 259,150 6F-Commodities Total 2,598 1,081 135,000 270,150 6G-Capital Outlay 100-General 67100-Vehicles 0 0 0 0 67270-Other Capital Fquipment 0 0 0 0 6G-Capital Outlay Total 0 0 0 0 6H-Debt Service -9- � Recommended Operating Expenditure Budget - Department Total � 33-CONFERENCE CENTER FY22 Actual FY23 Actual FY24 Adopted FY 25 Recomm'd Fund/Account/Accouut Title Expense Expense Budget Budget 6A-Salaries&Wages 200-Debt Service 68010-Principal Payment 24,973 24,885 26,091 26,091 68020-Interest Payments 4,874 4,125 3,378 2,595 68990-Paying Agcnt Fccs 0 0 0 0 6H-Debt Service Total 29,847 29,010 29,469 28,686 CONFERENCE CENTER-TOTAL 394,809 583,258 1,143,515 1,307,853 -10- Recommended Expenditure Budget Report by Activity & Funding Source 32-CIVIC CENTER FY25 Recomm'd Fund/Activity FY23 Actual Expense FY24 Adopted Budget Budget 3201- Administration 100-General 6A-Salaries&Wages 21,946 22,746 24,180 6B-Employee Benefits 5,749 5,948 6,179 6D-Repair/Maint/Util 42 42 42 6E-Contractual Svcs 1,248,147 1,100,730 1,136,283 6F-Commodities 96,582 162,775 320,070 6G-Capital Outlay 106,313 30,000 — 3201- Administration Total � 1,478,779 1,322,241 1,486,754 3280- Debt Service 200-Debt Service 6E-Contractual Svcs 6H-Dcbt Scrvicc 41,887 42,748 41,688 3280- Debt Service Total 41,887 42,748 41,688 CONFERENCE CENTER TOTAL 1,520,667 � 1,364,989 � 1,528,442 -11- Capital Improvement Projects by Department/Division CONF CENTER OPERATION Project FY 25 Recomm'd Number Capital Improvement Project Title Department Fund Account Budget 3346000013 Roof Restoration Conference Center 305 67500 70,000 3346000013 Roof Restoration Conference Center 305 64004 7,000 3346000014 Public Restroom Remodels Conference Center 305 67500 358,000 3346000014 Public Restroom Remodels Conference Center 305 64070 7,500 3346000014 Public Restroom Remodels Conference Center 305 64004 19,500 CONF CENTER OPERATION TOTAL 462,000 PROGRAM/ DEPT PROJECT DESCRIPTION FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 TOTAL PAGE CONFERENCE CENTER General Government Replace Carpet $ — $ — $ — $ — $ 65,000 $ 65,000 45 Roof Restoration $ 77,000 $ — $ — $ — $1,350,00($1,427,000 46 Parking Island and Venue Landscape Renovations $ — $ 39,500 $ 9,000 $ — $ — $ 48,500 47 Replace Clouds $ — $ — $ — $ — $ 98,000 $ 98,000 48 Dishwasher and Water Softener Replacement $ — $ — $181,000 $ — $ — $ 181,000 49 Public Restroom Remodels $ 385,000 $385,000 $ — $ — $ — $ 770,000 50 Replace Fabric Wall Covering $ — $ — $ — $ — $ 77,000 $ 77,000 51 TOTAL $ 462,000 $424,500 $190,000 $ — $1,590,00($2,666,500 -12- CITY OF DUBUQUE, IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 33 Conference Center Operation FY 2023 FY 2024 FY 2025 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 3375 GE-44 LEISURE SERVICES DIRECTOR 0.15 $ 21,746 0.15 $ 22,746 0.15 $ 23,974 TOTAL FULL TIME EMPLOYEES 0.15 $ 21,746 0.15 $ 22,746 0.15 $ 23,974 TOTAL CONFERENCE CENTER DIVISION 0.15 $ 21,746 0.15 $ 22,746 0.15 $ 23,974 -13- 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 DIRECTOR 0.15 $ 21,746 0.15 $ 22,746 0.15 $ 23,974 Total 0.15 $ 21,746 0.15 $ 22,746 0.15 $ 23,974 TOTAL CONFERENCE CENTER DIVISION 0.15 $ 21,746 0.15 $ 22,746 0.15 $ 23,974 -14- ���� �.� �: � 1 .;,:i,�.�;��;s . �.. ,,,��,�. � - 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'd _� ' - �" ��' !a . �' 9� �41 �fa-�. . -�`f�i a c }r • . e, r �.. o-. ���. . `� ��._ � ' � � �r,�i +W'��F� `� N�:i�Y��'i�'t I . j + Y�-' �R ��. �- ,'_� � ',,y � 4�-�� ..�� .,�'�� ����� ,����d !� rt rr ry �� � ' �'{i:l �K�4 '� �'1F^nj � � 'JI. � _� ' $' �' r ` �;�, � , - ' . _ �y4 � .i � f" '�� ���y� "T„.*�/ ` y��, � •�',� � _ . �N "� �' - -��. � 'k..- �� �I'j II� �� _ � ~ �f '�� � a _ ,� + , � �� �.�'�'S' :r � .� 1 �� - V - - -�=�'�, �,, ,�� � ,� � , ' �fi� l��. k'4 ��� ,r. _.�i ► � � f ��'- �' �' �� �'y _�.�� - P z I ° � -- - t� ' � .ii. !Q t i: - . �— .ul" � �' , ��,i: ..:�~ 1 � ' �\ .�, � � � } � ��-� F - .,� ■ rv.�.5 .�� .. ,. 1� � j � ��. �''� `�y� _ _ ;., �'�y _ _ .� - � � � :�p ���> -- ` � -- i+►s � a ".e:�� � i �;, };. � r�`�7�, �.� � 9 r�r .k.;..m._.. ��� tea+v�n - �o�vh �tc.rrv� . . • . rno�Y1�� u�ov �o �vc�n EoY � � vY tmc o�� ��nc TeY��a� �ht,�ttx . �lovr yo � S�o Vo��v a�u�e o��d « meav�� }��t, �[�me � � Wi�Y1 W o� �d �ha►� v�av wo►v�tcd �� ��no�Yc 1! ��t . c��,c� � t►ne wo�nv�n �� Du buque C ham ber o f Commerce O V� Y t�i d l � �Q �a� v��ov I�o��Y�t �0 ■ "The Grand River Center is a jewel on the Mississippi and a wonderful ����,,��r 1�ovc d `_ "_ �A� location to host a meeting or event,large or small.The staff is kind and y� r���lC� ���101n S ��V V"� L ■ knowledgeable." ���(� ��d � w v -Justine Paradiso 1 y� Wt�lt��j �o Wo1 d � J �o�vc � wohtl�e�r fv� v�D�tolo►y ��°Y1 r� n ��S TeG�n , ��o+v�"� I�vUPf� ' `� t74� �J Google Review Opening Doors "Baylee and her team were the hest!The space is 6eautiful and they do ■ everything they can to ensure that yau have the best day.The river walk "The Grand River Center staff are a joy to work with!They are passionate access,outdoor space,and cocktail area are breathtaking.We loved about event planning and provide suggestions far improving the guest being so close to the river on our wedding day. Our food was absolutely experience for our supporters." ■ delicious and we got many compliments on ittoo!" -Ann Lorenz -Madelyn Kieler Miller ���t i ` �1 � rT 1 - � � �� � . / � 1 � � �eL _� \� ;� �'� `, f e�, �l � � � � � � � � � r , " , ; �, t v y, � � �V, � � . � . �r ; .'i � � e �v��� � I � I � I..� ! � ���'� 6 ��, I �. �� . �� •A 4� ��� ; � ! \�x Ei ° J; ; �� ������ � ��;� � �� � � ,,` ; ; � �I�� , � �, i ,�. � �, / � j�� � • • ' ' • • • - �``?,�;�'. ��t ' F,; , ,,� , ; �� h,� � .r.^�-----� ,�. � �� � " -'�' - ` �j' ir}, � . • • • • • • • , -;. ,,� - ;; � � � .� � �; � � �� � t:� +, �, :e��'s _4,: � � ������ �:�> '�/' �����..,�r::,!: • • • � . ! � ��;' � - - - � I � .. }, l,I,�,� � r��-' '-':5�� 5� � �1� �'��1"I h 1p�\\ "� - t - "r`:ii,;;:'r-c-`=...:1:�''.:rf;n 1 � � _ j��:;:: � � �_ 3 . . . i i � � � _ - �- � r - - �r� � � � � n�v`� � � ^ w� .�. ^ s.�- � - !��_.-� � � � � � � � _ .t:�—.� � - - �.: • . . • . . . +999�_����,,,��� ;�,w � � E . �_� ■ ■ Grand River Center FY 2024 REQU ESTED PROPERTY TAX SU PPORT $ 1 ,279, 167 $ 18 .93 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 196 508 ( 9► � , ) �`� r� � GR.AND 1�IVER CENTER � � , � � � / � • • • • • • ' • - FY 25 Total 5 YR Roof Restoration $77,000 $1 ,427,000 Public Restroom Remodel $385,000 $770,000 ��� r� � GRAND 1�IVER CENTER GRAND RIVER CENTER PERFORMANCE MEASURES Maintain infrastructure and amenities to support economic development and growth GROWING SUSTAINABLE COMMUNITIES CONFERENCE ATTENDEES STATES soo 30 40o zo Zoo �o o � o � FY 19 FY 24 FY 23 �- FY 19 FY 20 FY 23 GRAND 1�IVER CENTER . , i{'I'w �'j g� `•, i� ,�;, � � RAND IVER ENTER �� � � � i � � C ., . _ �G ��_- _ � �� � • - � � . 4 � � ❑ � `' , � .,��,I�' � � � �.. � � � .���.� ,. � ,,. _ � � . . _ i � � ■ � . I - www. g rand rivercenter. com