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Grand River Center (Conference Center) FY19 Budget Presentation Copyrighted February 15, 2018 City of Dubuque Public Hearings # 3. ITEM TITLE: Grand River Center(Conference Center) FY2019 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type FY19 Grand River Center Budget Recommendation Supporting Documentation FY19 Grand Rive Center Presentation Supporting Documentation Conference Center 35- This page intentionally left blank. -36- GRAND RIVER CONFERENCE CENTER FY 2017 FY 2018 FY 2019 % Change From Budget Highlights Actual Budget Requested FY 2018 Budget Expenses Supplies and Services 366,569 357,129 411,307 15.2% Machinery and Equipment — 14,000 129,500 825.0% Total Expenses 366,569 371,129 540,807 45.7% Debt on Projects paid with Sales Tax Fund (20%) 5,720 9,890 18,564 87.7% Property Tax Support 366,569 371,129 540,807 169,678 Percent Increase (Decrease) 45.7% Improvement Package Summary 1 of 3 This improvement package would provide funding for 15 security cameras to be placed inside and outside the Grand River Center (GRC). Currently GRC has cameras on the loading dock and an internal system for the employee service area back of house. 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 to the building. The City Council has a high priority goal of surveillance camera funding under their Social/Cultural Vibrancy five-year goal. There will be a recurring cost of approximately $4,100 a year for these cameras. The first-year license cost is included in the purchase price. Related Cost: $ 70,000 Tax Funds Non-Recurring Recommend - No Property Tax Impact: $ 0.028 0.26% Activity: Conference Center 2 of 2 This decision package provides for the purchase of a rotary ironing press for GRC linens. The Center does not have an iron, thus linens laundered at GRC are used on tables unpressed with many wrinkles. Related Cost: $ 13,500 Tax Funds Non-Recurring Recommend -Yes Property Tax Impact: $ 0.0054 0.05% Activity: Conference Center 3 of 3 This decision package provides for the purchase of two (2) LED stage lights. These lights provide extra lighting for keynote and other speakers on stage. These lights can be used for lighting of speaker programs to be videotaped and aired later. Related Cost: $ 3,000 Tax Funds Non-Recurring Recommend -Yes Property Tax Impact: $ 0.0012 0.01% Activity: Conference Center -37- Significant Line Items Supplies & Services 1. Platinum Hospitality privately manages the Grand River Center. The following expenses are the responsibility of the City based on the Facility Management Agreement: y 50% of energy costs (gas and electric) are estimated to be $158,157 in FY 2018 and are projected to be $173,466 in FY 2019. Electric increased from $129,221 in FY 2018 to $143,314 in FY 2019 based on FY 2017 actual plus 12.50%. Natural Gas increased from $28,936 in FY 2018 to $30,152 in FY 2019 based on FY 2017 actual plus 5.00%. y Insurance costs (property and general liability) are estimated to be $26,446 in FY 2018 and are projected to be $40,776 in FY 2019.An appraisal of all city buildings was completed during FY 2018. Property insurance cost is now allocated to departments based on the appraised value of the building and square footage used by each department. y Data Processing Maintenance Contracts is estimated to be $10,710 in FY 2018 and are projected to be $0 in FY 2019. It has been determined that the contract is not necessary. 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 2016 - $88,101 FY 2017 - $88,664 FY 2018 - $89,616 (Budgeted) FY 2019 - $88,664 (Projected) 2. As per the new 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$1,090 individually and $16,351 in aggregate for the fiscal year. Historical actual maintenance costs have been as follows: FY 2016 - $86,869 FY 2017 - $88,664 FY 2018 - $71,400 (Budgeted) FY 2019 - $95,644 (Projected) Equipment 3. The following equipment will be replaced in FY 2019 ($129,500): Truck $ 48,000 Audio Visual Equipment $ 65,000 Recommended Improvement Packages $ 16,500 Total Equipment $129,500 -38- Debt Service 4. FY 2019 Debt Service is as follows ($18,564): Payment Final Call Amount Debt Series Source Purpose Payment Date $ 9,632 2012D G.O. Sales Tax 20% Conference Center Improvements 2027 2019 $ 8,932 Planned Sales Tax 20% Energy Improvements 2039 $ 18,564 Total Conference Center Debt Service For Conference Center Performance Measures see Five Flags Civic Center Outline -39- This page intentionally left blank. -40- Recommended Operating Revenue Budget - Department Total 33 -CONF CENTER OPERATION FY16 Actual FY17 Actual FY18 Adopted FY19 Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 100 43235 PLATINUM HOLDINGS LEASE 69,842 58,464 72,219 71,700 43-USE OF MONEY AND PROPERTY 69,842 58,464 72,219 71,700 100 53605 MISCELLANEOUS REVENUE 0 122 0 0 53-MISCELLANEOUS 0 122 0 0 400 59350 FR SALES TAX CONSTRUCTION 5,840 5,720 9,890 18,564 59-TRANSFER IN AND INTERNAL 5,840 5,720 9,890 18,564 33-CONF CENTER OPERATION TOTAL 75,682 64,3061 82,109 1 90,264 -41- Recommended Operating Expenditure Budget - Department Total 33 -CONF CENTER OPERATION FY16 Actual FY17 Actual FY18 Adopted FY 19 Recomm'd Fund Account Account Title Expense Expense Budget Budget 100 62061 DP EQUIP.MAINT CONTRACTS 0 0 10,710 0 100 62206 PROPERTY INSURANCE 29,252 24,758 25,488 39,834 100 62207 BOILER INSURANCE 4,432 0 0 0 100 62208 GENERAL LIABILITYINSURAN 957 912 958 942 100 62411 UTILITYEXP-ELECTRICITY124,251 127,390 129,221 143,314 100 62412 UTILITYEXP-GAS26,306 28,716 28,936 30,152 100 62431 PROPERTY MAINTENANCE 0 95,644 71,400 95,644 100 62,614 EQUIP MAINT CONTRACT 0 485 0 257 100 62,663 SOFTWARE LICENSE EXP 0 0 0 11,700 100 62664 LICENSE/PERMIT FEES 800 0 800 800 100 62761 PAY TO OTHER AGENCY 88,101 88,664 89,616 88,664 62-SUPPLIES AND SERVICES 274,099 366,569 357,129 411,307 100 71116 COPIER MACHINE 0 0 11,000 0 100 71314 TRUCK-REPLACEMENT 0 0 0 48,000 100 72416 VIDEO EQUIPMENT 0 0 0 65,000 100 72417 CAMERA RELATED EQUIPMENT 0 0 3,000 0 71-EQUIPMENT 0 0 14,000 113,000 100 73,411 EQUIP ACQUISITION 0 0 0 16,500 73-CIP EXPENDITURES 0 0 0 16,500 400 74111 PRINCIPAL PAYMENT 4,300 4,300 8,600 11,981 400 74112 INTEREST PAYMENT 1,540 1,420 1,290 6,583 74-DEBT SERVICE 5,840 5,720 9,890 18,564 33-CONF CENTER OPERATION TOTAL 279,939 372,289 381,019 559,371 -42- Recommended Expenditure Budget Report by Activity & Funding Source 33 -CONF CENTER OPERATION F ; CONF CENTER OPERATIONS -33300 FUNDING SOURCE:GENERAL Account FY17 Actual Expense FY18 Adopted Budget FY19 Recomm'd Budget CIP EXPENDITURES 16,500 EQUIPMENT — 14,000 113,000 SUPPLIES AND SERVICES 366,569 357,129 411,307 CONF CENTER OPERATIONS 366,569 371,129 ?JIM DEBT SERVICE -33400 FUNDING SOURCE:DEBT SERVICE Account FY17 Actual Expense FY18 Adopted Budget FY19 Recomm'd Budget DEBT SERVICE 5,720 9,890 18,564 DEBT SERVICE 5,720 9,890 18,564 CONF CENTER OPERATION TOTAL $ 372,288.97 $ 381,019.00 $ 559,371.00 -43- Capital Improvement Projects by Department/Division CONF CENTER OPERATION CIP FY 16 Actual FY 17 Actual FY 18 Adopted FY 19 Recomm'd Number Capital Improvement Project Title Expense Expense Budget Budget 1022113 GRC-REPLACE CARPET — 120,530 — — 1022389 GRC-UPGRDE AV EQUIP — 5,626 — — 1022588 GRC KITCHEN EQUIPMENT 29,437 6,330 3002710 EXTERIOR DECORATIVE CONCR — — 100,000 — 3501516 GRC PARKING LOT REPAIRS — — 55,000 — 3501598 GRAND RIVER CTR MAINTENAN 86,869 18,643 3501990 GRAND RIVER CTR CHAIRS — 22,364 — — 3502112 GRC-FABRIC WALL COVERING — 101,564 — — 3502113 GRC-REPLACE CARPET — 79,971 — — 3502302 AUDIO-VIS&SOUND EQUIP 98,000 3502306 GRC-OUTDOOR FURN REPL — 16,387 — — 3502391 GRC-PAINT OFFICE — 11,605 15,000 — 3502519 GRC TECH REPLC SUPPORT 21,380 14,042 3502520 GRC MAIN EQUIP RPLC 6,305 24,766 3502590 GRC ENERGY EFFICIENCY IMP 10,000 183,000 3502650 GRC PORTABLE BAR REPLACEM — — 15,000 — 3602113 GRC-REPLACE CARPET 136,382 CONF CENTER OPERATION 143,991 421,827 -44- PROGRAM /DEPT PROJECT DESCRIPTION FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 TOTAL PAGE CONFERENCE CENTER General Government Energy Efficiency Improvements $ 183,000 $ — $ 52,000 $ 10,000 $ — $ 245,000 64 Replace Carpet $ 136,382 $ 75,000 $ — $ — $100,000 $ 311,382 65 Sound Control System Upgrade $ 98,000 $ 31,000 $ — $ — $ — $ 129,000 66 Upgrade AV Equipment $ — $ 75,000 $ — $ — $ 90,000 $ 165,000 67 Market Study and Facility Assessment $ — $ — $ — $ 65,000 $ — $ 65,000 68 Total-Conference Center $ 417,382 $181,000 $ 52,000 $ 75,000 $190,000 -45- This page intentionally left blank. -46- o ii=i)3 [Ljj D)a 0 r 1 .71 E _1TY Jf• V LJ LEIS URE SERVICES "an inclusive and equitable community. . . . residents experience healthy living and active lifestyles ; . . . have an abundance of fun things to do. . ." (2032 Dubuque Vision Statement) "achieving goals through partnerships ; to deliver excellent municipal services that contribute to an equitable, sustainable city. . ." (City Mission Statement) 1_ Pew A • • V ' II , 111.11 I •, •, , IP: 10 _ i? _2_ — Wriollris ...14 1 IF DL V --.- ! I • 4 , .17: '17'4'2" :*: 1.7144..4121:1:11: 440144%., • :4*40,4L.1 , 41# - -01. • 41111.7tIfItg- 741114, , • .1., AC, , ''41C4 f P717 RAN D RIVER CENTER a D A R[] ,75.) A D G_Aja6LIL Day to day operations Management Agreement with Platinum Hospitality Oversight provided by Leisure Services I/ \ o r, . (grand RidW n Centex 4 e o lBuilding owned by the City - ;/ 17Tr o Capital improvements are theit, ti� �._ , - ; n responsibility of the City 1AN ° N *LI s M � J A cei-D\ s *//d ,17i4 �� J Q L J E -I -MEL AM 17_ (CITY Capital improvements to the building 25 % actual hotel / motel tax generated by Grand Harbor ResoL1111 $ 88, 664 Property, boiler and general liability insurance ..... li $ 40, 766 50 % gas and electric $ 173, 466 General building repairs and maintena1 nce I $ 95, 644 In excess of $ 1090 and $ 16351 aggregate MAN © Fu N A co _r_ N 7 LJ I 1 I I ill L_ L J 1 E -I 2illDA . 0,-, .. , ,,, ,_. PLATI NCU M H OsiPIT.i L4'ITY _ . s9 }„.• All general 0uilding repairsairs and . , . . { . .... 1 .....,,,, , . - ., A maintenance under 1090 j o IL. ^ 8r ;, „ 500/0 gas and electric ..„. ..,,, ;‘,. ,. ::,. L..:, 'r - R �, _ . .t45�'Y, ` ; ' �"!`-�� _ All re�mfouo[� 0 © ° Grating expenses �`r, 4t c— . 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