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ImOn Ice Arena Fiscal Year2025 Budget Presentation Copyrighted April 9, 2024 City of Dubuque Public Hearings # 04. Special Meeting ITEM TITLE: ImOn Ice Arena Fiscal Year 2025 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- ImOn Arena -3- This page intentionally left blank. -4- IMON ARENA FY 2023 FY 2024 FY 2025 %Change From Budget Highlights Actual Budget Requested FY 2024 Budget Expenses Employee Expense 6,865 — — 0.0 % Supplies and Services 415,660 373,255 411,929 10.4 % Machinery and Equipment 0 0 16,100 0.0 % Total Expenses 422,525 373,255 428,029 14.7 % Debt on Projects paid with Sales Tax Fund (20%) 0 350,341 372,587 6.3 % Resources Operating Revenue 52,252 — — — % Total 52,252 — — — % Property Tax Support 370,273 373,255 428,029 14.7 % Percent Increase (Decrease) 14.7 % Significant Line Items Background 1. The Dubuque Community Ice Center (now known as ImOn Arena), was designed, developed, and built under a Development Agreement between the Dubuque Community Ice & Recreation, Inc. (DICE), the City, the Dubuque Racing Association (DRA), and Battlefield Dubuque, LLC commencing October 30, 2009. Opened September 18, 2010, the building is owned by the City and was leased in a 25-year lease agreement to DICE. DICE, a 501(c)(3) non-profit organization, raised all funds to build the Ice Center. DICE managed and operated the Ice Center on a day-to- day basis. The City of Dubuque received notice from DICE on June 17, 2021, of its intent to relinquish its leaseholder rights. DICE agreed to continue operating the Ice Center through September 5, 2021. The Development Agreement outlined the steps to be taken in the event the lease was terminated. These steps ended with the City taking ownership of all assets and commencing with full Ice Center operations on September 6, 2021. This was to continue ice operations to avoid disruption of ice usage for all user groups involved. As the City took over the operations and focused on the short-term needs of running the facility, they continued to consider what would be the best management model for the ice center in the long term. The City and the DRA discussed the opportunity to move the day-to-day operations of the Ice Center to the DRA. This led to an interim staffing agreement between the City of Dubuque and the DRA executed on January 1, 2022, in which the DRA would provide interim staffing to operate the facility.All operating expenses were charged to the City. Only the direct employee expenses were included in the monthly expenses. Indirect employee costs incurred during the term of the interim staffing agreement was provided by the DRA and not billed to the City.All other costs and operations continued to be the responsibility of the City during the term of that agreement. The facility was renamed Dubuque Ice Arena in October of 2022. A Management Agreement was adopted between Schmitt Island Development Corporation (SID) and the City on October 20, -5- 2022. The agreement provides for a $100,000 management fee to SID similar to the fee to the management firm for Five Flags and Grand River Center as well as the City's reimbursement of operating loss. A long-term management agreement is being developed at this writing for approval in late FY 2024. The facility was renamed ImOn Arena on August 21, 2023 as part of a naming rights agreement, which provides $100,000 in revenue to go towards SIDs Ice Arena operating budget with the goal of reducing the City's property tax support. Supplies and Services 2. Pay to otherAgency increased from $350,000 in FY 2024 to $382,673 in FY 2025. This line item represents the $100,000 management fee per the approved agreement with Schmitt Island Development Corporation (SID) and $282,673 operating loss coverage to SID. This number is projected per a budget provided by SID. The operational loss for FY2024 budget was estimated in December of 2022 with financial information from DICE and a partial operational year of the City. Operational methods needed to change, thus increasing expenses. Based on this, a truer actual expense for a 12-month period has been established through the operation by the Dubuque Racing Association (DRA) and now SID. Machinery & Equipment 3. Equipment replacement items include ($16,100): Ice Center Machinery and Equipment � Administration Door Crash Bars (8) $ 4,800 Microwave $ 300 Network Switch $ 11,000 Total Equipment $ 16,100 Capital and Equipment Investment 4. The City Council approved in the FY 2023 capital improvement budget just over$6.5 million to address the issue of settlement of the building, dehumidification, HVAC, concessions, and safety improvements, as well as a generator. The settlement project has been completed. This closure had a negative impact in the operating budget over two fiscal years. Currently the HVAC, dehumidification, and generator project are in design. One of the benefits of this project will be the summer use of the arena which will provide an opportunity for increased revenue in this off season timeframe. It is anticipated that as this project is completed by FY 2026, the operating subsidy/property tax support will be lowered. Dubuque prides itself in partnerships and those partnerships in capital and equipment investment have been a highlight in building the business at the arena. The naming of the arena to ImOn Arena nets both yearly revenue funding that affects the bottom line as well as has resulted in all new signage on the exterior of the building in addition to parking lot banners and upgraded signage throughout the facility. The Dubuque Racing Association (DRA) through the Schmitt Island Development (SID)fund invested $500,000 in a new audio/speaker system for the arena, food and beverage equipment, new paint and other improvements upon completion of the settlement project in the fall of 2022 and 2023. The Saints 4 Life Foundation was awarded a $50,000 DRA grant for control room equipment and video boards now in the arena near the flags. The University of Dubuque (UD) established a new men's and women's hockey program which -6- led to locker room and other improvements funded by UD and the rental of open ice time in the facility. Debt Service 5. FY 2025 Annual debt service is as follows ($372,587): Final Call Amount Debt Series Payment Source Purpose Payment Date $372,587 2023 Planned G.O. Sales Tax 20% Ice Settling Remediation 2043 $372,587 Total ImOn Arena Annual Debt Service ImOn Arena Performance Measures are included in the Five Flags Civic Center Outline. -7- � Recommended Operating Revenue Budget - Department Total � 28-ICE CENTER FY21 Actual FY22 Actual FY23 Adopted FY24 Recomm'd Fund/AccounUAccount Title Revenue Revenue Budget Budget 100-General 4A-Charges for Services 45021 -Credit Card Tips (16,704) 0 0 0 45032-Public Skate (25,052) 0 0 0 45033-Hockcy lce Rent (4,761) 0 0 0 45034-Icc Rcntal 0 (25,000) 0 0 45037-Ice Rental (238,853) (10,693) 0 0 45038-Free Style Ice Rent (3,421) 0 0 0 45039-Skate Rental (9,SOA) 0 0 0 45440-Events (350) 0 0 0 45443-Gift Certificates 2,692 0 0 0 45450-Meeting Room Fee (958) 0 0 0 45455-Program Fcc (3,817) 0 0 0 45500-Miscellaneous Chg for Svcs (1,689) 0 0 0 47100-Reimbursements (9,223) (15,911) 0 0 47500-Merchandise Sales (1,003) 0 0 0 47510-Beer (119,062) 0 0 0 47511 -Food (107,537) 0 0 0 47512-Liquar (43,282) 0 0 0 47513-Beverage/Ice (78,280) (647) 0 0 47514-Gift Cards (4,507) 0 � 0 � 0 4A-Charges for Services Total (665,315) (52,252) 0 0 40-Eliminated for GW 471 15-Sales Tax Collection (2,586) 0 0 0 40-Eliminated for GW Total (2,586) 0 0 0 200-Debt Service 4N-Transfers 49304-Transfer in Sales Tax 20% 0 0 (350,341) (372,587) 4N-Transfcrs Total 0 0 (350,341) (372,587) ICE CENTER-Total (667,901) (52,252) (350,341) (372,587) -$- � Recommended Operating Expenditure Budget - Department Total � 28-ICE 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 435 0 0 0 60200-Salaries-Regular Part Time 0 0 0 0 60300-Hourly Wagcs-Tcmp/Scasonal 69,196 5,115 0 0 60400-Ovcrtimc 9,491 0 0 0 6A-Salaries&Wages Total 79,121 5,115 0 0 6B-Employee Benefits 100-General 61100-FTCA-City Contribution 6,053 391 0 0 61300-II'ERS-City Contribution 841 0 0 0 61510-Health insurance 406 0 0 0 61540-Lifc Insurancc 1 0 0 0 61700-Uncmployment Compensation 0 912 0 0 61992-Physicals 1,562 447 0 0 6B-Employee Benefits Total 8,863 1,750 0 0 6C-Staff Development 100-General 62325-Mileage � 77 0 0 0 62500-Education Reimbursement 986 0 0 0 6C-Staff Development Total 1,063 0 0 0 6D-Repair/Maint/Util 100-General 63100-Building Maintenance 21,172 4,683 0 0 63400-Equipment Maint/Repair 6,878 3,108 0 0 63710-Electricity 96,043 45,732 0 0 63711 -Natural Gas ll,881 2,929 0 0 63720-Refuse 3,564 1,632 0 0 63730-Tciccommunications 730 410 0 0 63742-Stonnwatcr 1,996 2,349 0 � 0 6D-Repair/Maint/Util Total 142,264 60,842 0 0 6E-Contractual Svcs 100-General 64020-Advertising 225 149 0 0 64062-Refunds 0 81 � 0 � 0 64080-Insurance-Property 2,317 0 20,213 29,256 64083-Insurancc-Othcr 2,600 0 3,042 0 64130-Paymcnts to Other Agencies 502,299 334,693 350,000 382,673 64150-Rental-Equipment 4,560 387 0 0 64180-Sales Tax Expense 20,556 (1,611) 0 0 64185-License/Permit/Fees 2,479 � 0 � 0 0 64190-Technology Services 9,644 2,835 0 0 64195-Credit Card Charge (43) 0 0 0 64900-Other Professional Service 750 0 0 0 64975-Equip Maint Cont 468 4,099 0 0 6E-Contractual Svcs Total 545,855 340,633 373,255 4ll,929 -9- � Recommended Operating Expenditure Budget - Department Total � 28-ICE CENTER FY22 Actual FY23 Actual FY24 Adopted FY 25 Recomm'd Fund/Account/Accouut Title Expense Expense Budget Budget 6F-Commodities 100-General 65025-Program Materials 3,484 20 0 0 65033-Food Products 39,710 4 0 0 65034-Beer Products 38,024 13,395 0 0 65035-Liquor Products 5,293 0 0 0 65036-Beverage/Ice 26,322 65 0 0 65037-Pro Shop Mechandise 500 0 0 0 65045-Technology Equipment 0 0 0 11,000 65050-Other Equipment 12,253 0 0 5,100 65056-Traffic Security Cameras 3,361 0 0 0 65060-Office Supplies 3,070 701 0 0 65965-Janitorial 19,559 0 0 0 65999-Cash Ovcr and Short (114) 0 0 0 6F-Commodities Total 151,463 14,185 0 16,100 6G-Capital Outlay 100-General 67230-Heavy Equipment 17,500 0 0 0 67250-Office Equipment 11,697 0 0 0 6G-Capital Outlay Total 29,197 0 0 0 6H-Debt Service 200-Debt Service 68010-Principal Payment 0 0 118,203 151,968 68020-Interest Payrnents 0 0 232,138 220,619 6H-Debt Service Total 0 0 350,341 372,587 ICE CENTER-TOTAL 957,826 422,526 723,596 800,616 -10- Recommended Expenditure Budget Report by Activity & Funding Source 28-ICE CENTER FY25 Recomm'd Fund/Activity FY23 Actual Expense FY24 Adopted Budget Budget 2801- Ice Center Admin 100-General 6A-Salaries&Wages S,llS 6B-Employee Benefits 1,750 6C-Staff Development 6D-Repair/Maint/Util 60,842 — — 6E-Contractual Svcs 340,633 373,255 411,929 6F-Commodities 14,185 — 16,100 6G-Capital Outlay 2801- Ice Center Admin Total 422,526 373,255 428,029 2880- Ice Center Debt Service 200-Debt Service 6H-Debt Service 0 350,341 372,587 2880- Ice Center Debt Service Total 0 350,341 372,587 ICE CENTER TOTAL 422,526 � 723,596 � 800,616 -11- Capital Improvement Projects by Department/Division DUBUQUE ICE ARENA Project FY 24 Recomm'd Number Capital Improvement Project Title Department Fund Account Budget 2849900001 Ice Arena-Emergency Light and Ven Ice Center 304 64004 5,000 2849900001 Ice Arena-Emergency Light and Ven Ice Center 304 67500 69,000 ICE ARENA TOTAL 74,000 PROGRAM/ DEPT PROJECT DESCRIPTION FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 TOTAL PAGE DUBUQUE ICE ARENA Culture and Recreation Ice Center Locker Room Ventilation Replacement $ — $396,375 $ — $ — $ — $ 396,375 52 TPO Roof Replacement $ — $ — � — $ — $181,125 $ 181,125 53 New Northwest Corner Service Bar $ — $ — $ — $241,500 $ — $ 241,500 54 TOTAL $ — $396,375 $ — $241,500 $181,125 $ 819,000 -12- r �� — �'� ': � ! - 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L �E�� f I � _ .� r � - . - - - - - _ - - - - . • � � � ,�� y,��v� �., � Ir�+�� . • 1 1 �- �� City of Dubuque Schmitt Island Development (SID) Management contract Day-to-day Operations Building owned by City � � ` . Buildin Insurance .. . Staffing g Capital improvement funding - � O eratin loss ' p J Management fee � _ � M a rk P I a nte ry SCHMITT General Mana er ISLAND � .. ��,,,.:;v�� r g : � � � � Irn�K � u�� - . . E J u n e 17, 2021 - Dubuque Community Ice & Recreation , Inc. (DICE) notice to relinquish leaseholder rights June- August 2021 - DICE Interim Management Agreement through September 5, 2021 September 6, 2021 - City took over operations January 1 , 2022 - Interim Staffing Agreement - Dubuque Racing Association (DRA) - City transitioned Ice Center employees to DRA �, x s��, .� a�n.w�ovaio r : � � � � Irn�� • - ' - - E • • 1 October 20, 2022 ��- _ .,.,, - Schmitt Island Management short-term ,,,,� . �� . � s v Agreement between Schmitt Island Development � ; F� �� f,� Corporation (SID) and City �'�'�� 1 � - August 21 , 2023 - Renamed ImOn Arena with a naming rights agreement providing $ 100,000 with the goal of = reducing property tax support l��r�� January 16, 2024 - Schmitt Island Management long-term ��H�ITT Mana ement A reement ado ted between S I D � � �� g g p and City ( 10 yr term , potential 5 yr extension) CREATING A Hi�h-�erfnrrn�n�� r�ani��ati�n ��nd C�mrnunit�� r�th AN �� R��n �� l�E.l� ! rf�F�� 7��I� �� I�� I�I�� Y�i E UITABLE COMMUNITY - ' i i ' � - i � . � OF CHOICE �. . ■ ■ _ . � � _ �_ �,,,�„.,,�.«. �..�t�w.�, . .. .. _ - r• e- C,« r,..�_-l�k�1[a��9�,lrr[ i - � ' ' . ��,. F-- i� !��• � 4�'��5: ':!i*.-�_:�� - � .r --� � � r � �� _ 9�'� _�'' '� � i ��" �F - F-i � ��111• — � ti. � _ .�_' ' �I ��: k �2 . r � .i , � i � ~ �Y� .., _ a 1 1 1 � 1 � ■ � .-. . • � . I E I � p �,' 1. I .. :., .. - . . � .a�' � ��- • . � jw: �: 's � � .�..: A�E� , , • $5,600 vouchers to local schools � � � � � - � � � ' �- ' � • Waive $150 private rental fee and/or skate rental for 15 schools per year • Purchase additional skates and skating aids "Our students at the Alta Vista Campus recently had the opportunity to receive free skating passes that were donated to our school . As one of their teachers who saw their faces when they received the passes, I can't thank ImOn Arena and the City of Dubuque enough for this donation . Students were SO excited and I got to listen to the chatter as they made � plans to skate with friends and family. These moments are such a good reminder of what an incredible community we have. 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