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Grand River Center (Conference Center) FY22 Budget Presentation Copyrig hted March 9, 2021 City of Dubuque Public Hearings # 3. Special Meeting ITEM TITLE: Grand River Center(Conference Center) FY22 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Grand River Center FY22 Policy Budget Outline Supporting Documentation Budget Presentation_UPDATED 3/9/21 Supporting Documentation Conference Center -31- This page intentionally left blank. -32- GRAND RIVER CONFERENCE CENTER FY 2020 FY 2021 FY 2022 %Change From Budget Highlights Actual Budget Requested FY 2021 Budget Expenses Supplies and Services 348,946 423,574 535,443 26.4% Machinery and Equipment 24,983 90,846 175,580 93.3% Total Expenses 373,929 514,420 711,023 38.2% Debt on Projects paid with Sales Tax Fund (20°/o) 56,701 30,506 29,847 -2.2% Property Tax Support 373,929 514,420 711,023 196,603 Percent Increase (Decrease) 38.2% Improvement Package SummarX 1 of 1 This improvement level decision package is for eighteen (18) security cameras to be placed inside the Grand River Center (GRC). Currently the GRC has cameras on the loading dock and an internal system for the employee service back of house. The internal system was installed in 2003 with only minor updates since that time. 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 of the building. This phase 1 of a 3 phase projects focusing on cabling and servers which is necessary for all 3 phases. It focuses on the back of the house. There will be a recurring cost of approximately $1925 a year that would start in FY23 for these cameras. The first-year license cost is included in the purchase price. This improvement supports the City Council goal Vibrant Community: Healthy and Safe as well as the Management agenda high priority goal of surveillance camera funding. Related Cost: $ 31,730 Tax Funds Non-Recurring Recommend - No Property Tax Impact: $ 0.0125 0.12% Activity: Conference Center 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: ➢ 50% of energy costs (gas and electric) are estimated to be $168,644 in FY 2021 and are projected to be $175,525 in FY 2022. Electric increased from $136,594 in FY 2021 to $149,186 in FY 2022 based on FY 2020 actual with a 5% increase. Natural Gas decreased from $32,050 in FY 2021 to $26,339 in FY 2022 based on FY 2020 actual. ➢ Insurance costs (property and general liability) are estimated to be $45,791 in FY 2021 and are projected to be $53,341 in FY 2022 based on FY 2021 actual. -33- ➢ 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 2019 - $79,343 FY 2020 - $0 * FY 2021 - $79,343 (Budgeted) FY 2022 - $88,310 (Projected) *Due to COVID 19 there was a delay in reporting and payment of hotel motel tax from the Grand Harbor which delayed payment to Platinum Hospitality in FY20. The FY20 payment of$73,967 was made in July of 2020 (FY21). 2. As per the 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$1,128 individually and $16,924 in aggregate for the fiscal year. Historical actual maintenance costs have been as follows: FY 2019 - $109,742 FY 2020 - $132,246 * FY 2021 - $129,000** (Budgeted) FY 2022 - $145,616*** (Projected) *FY 2020 included an additional $55,000 to overhaul chiller number 2. **FY 2021 included an additional $27,000 to rebuild air handling unit number 3. ***FY 2022 includes an additional $37,200 to replace circulation and condenser pumps as well as water pump and boiler motors. Equipment 3. The following equipment will be replaced in FY 2022 ($175,580): Exhibit Hall Projector $ 71,000 Ice Cubers (2) $ 14,447 Garbage Disposals (2) $ 5,399 LED Message Sign $ 77,684 Smoking Urns $ 5,800 Walkie Talkies $ 1,250 Total Equipment $175,580 Debt Service 4. FY 2022 Annual Debt Service is as follows ($29,847): Payment Final Call Amount Debt Series Source Purpose Payment Date $ 2,756 2019C G.O. Sales Tax 20% Conference Center Improvements 2027 2026 $ 27,091 2019B G.O. Sales Tax 20% Energy Improvements 2039 2039 $ 29,847 Total Conference CenterAnnual Debt Service For Conference Center Performance Measures see Five F/ags Civic Center Outline -34- Recommended Operating Revenue Budget - Department Total 33-CONF CENTER OPERATION FY19 Actual FY20 Actual FY21 Adopted FY22 Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 400 54210 GO BOND PROCF.EDS 252 24,781 0 0 400 54220 BOND DISCOUNT ll 1,122 0 0 54 OTHER FINANCING SOURCES -Total � 263 25,903 0 0 400 59350 FR SALES TAX CONSTRUCTION 0 31,015 30,506 29,847 59 TRANSFER IN AND INTERNAL -Total � 0 31,015 30,506 29,847 CONF CENTER OPERATION -Total 263 56,918 30,506 29,847 -35- Recommended Operating Expenditure Budget - Department Total 33-CONF CENTER OPERATION FY19 Actual FY20 Actual FY21 Adopted FY 22 Recomm'd Fund Account Account Title Expense Expense Budget Budget 100 62061 DP EQUIP.MAINT CONTRACTS 10,343 0 0 0 100 62206 PROPERTY 1NSURANCE 39,536 44,457 44,825 52,891 100 62208 GENERAL LIABILITY INSURAN 920 875 966 450 100 62411 UTILITY EXP-ELECTRICITY 136,594 142,082 136,594 149,186 100 62412 UTILITY EXP-GAS 32,050 26,339 32,050 26,339 100 62431 PROPERTY MAINTENANCE 109,742 132,246 129,000 145,616 100 62611 MACH/EQUTP MAINTENANCE 0 0 0 72,000 100 62614 EQUIP MAINT CONTRACT 155 155 156 155 100 62627 CAMERA MAINTENANCE 96 96 240 96 100 62663 SOFTWARE LICENSE EXP 5,756 2,090 0 0 100 62664 LICENSE/PERMIT FEES 400 400 400 400 400 62713 LEGAL SERVICES 0 55 0 0 400 62731 MISCELLANEOUS SERVICES 121 151 0 0 100 62761 PAY TO OTHER AGENCY 79,343 0 79,343 88,310 62-SUPPLIES AND SERVICES 415,057 348,946 423,574 535,443 400 62724 BOND PAYING AGENT FEE 0 12 0 0 627-CONTRACTUAL SERVICES 0 12 0 0 100 7ll 16 COPIER MACHINE 10,041 0 0 0 100 71314 TRUCK-REPLACEMENT 30,169 0 0 0 100 72416 VIDEO EQUIPMENT 2,971 24,983 0 77,684 71-EQUIPMENT 43,181 24,983 0 77,684 100 73411 EQUIP ACQUISITION 16,757 0 90,846 97,896 73-CIP EXPENDITURES 16,757 0 90,846 97,896 400 741 ll PRINCIPAL PAYMENT 8,600 50,626 24,885 24,973 400 74112 INTF.REST PAYMENT 1,040 6,075 5,621 4,874 74-DEBT SERVICE 9,640 56,701 30,506 29,847 33-CONF CENTER OPERATION TOTAL 484,636 430,642 544,926 740,870 -36- Recommended Expenditure Budget Report by Activity & Funding Source 33-CONF CENTER OPERATiON CONF CENTER OPERATIONS -33300 FUNDING SOURCE:GENERAL Account FY20 Actual Expense FY21 Adopted Budget FY22 Recomm'd Budget CIP EXPENDITURES 90,846 97,896 EQUIPMENT 24,983 77,684 SUPPLIES AND SERVICES 348,740 423,574 535,443 CONF CENTER OPERATIONS 373,723 514,420 711,023 DEBT SERVICE -33400 FUNDING SOURCE:DEBT SERVICE Account FY20 Actual Expense FY21 Adopted Budget FY22 Recomm'd Budget CONTRACTUAL SERVICES 12 DEBT SERVICE 56,701 30,506 29,847 SUPPLiES AND SERVICES 206 DEBT SERVICE $56,918 $30,506 $29,847 CONF CENTER OPERATION TOTAL $430,642 $544,926 $740,870 -37- Capital Improvement Projects by Department/Division CONF CENTER OPERATION CIP FY 19 Actual FY 20 Actual FY 21 Adopted FY 22 Recomm'd Number Capital Improvement Project Title Expense Expense Budget Budget 1022588 GRC KITCHEN EQUIPMENT 3,486 1022590 GRC ENERGY EFFICIENCY IMP 21,000 1022785 SINK LIGHT FIXTURES 8,231 3002710 EXTERIOR DECORATIVE CONCR 1,125 96,239 3501516 GRC PARKING LOT REPAIRS 2,241 3501598 GRAND RIVER CTR MAINTENAN 53,788 3501990 GRAND RIVER CTR CHAIRS 21,821 11,566 3501993 GRAND RIVER CTR PAINT ENT 2,210 3502302 AUDIO-VIS&SOLTND EQUIP 3502519 GRC TECH REPLC SUPPORT 5,167 3502590 GRC ENERGY EFFICIENCY IMP 8,771 1,609 52,000 3502591 GRC LANDSCAPE IMPROVEMENT 11,405 3502649 GRC REPLACE PATIO CAULK 10,359 3502893 MANAGEMENT AND OPS ASSESS 35,000 3602113 GRC-REPLACE CARPET 213,952 3602892 MARKET STUDY AND ASSESS 65,000 CONF CENTER OPERATION TOTAL 96,398 355,570 52,000 121,000 -38- PROGRAM/ DEPT PROJECT DESCRIPTION FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 TOTAL PAGE CONFERENCE CENTER General Government Paint Exterior Metal $ - $ - $ - $ 50,000 $ 50,000 $ 100,000 84 Replace Carpet $ - $100,000 $120,000 $ 30,000 $ - $ 250,000 85 Replace Exterior Building Sign $ - $ - $ - $ - $ 40,000 $ 40,000 86 Paint Interior Rooms and Areas $ - $ - $ 38,000 $ 18,000 $ - $ 56,000 87 Replace Table, Chairs, and Podiums $ - $300,000 $ - $ 25,000 $ - $ 325,000 88 Landscape Renovations $ - $ - $ - $ 33,500 $ - $ 33,500 89 Energy Efficiency Improvements $ 21,000 $ - $ - $ - $ - $ 21,000 90 Market Study and Facility Assessment $ 65,000 $ - $ - $ - $ - $ 65,000 91 Concrete Restoration $ - $ 50,000 $ - $175,000 $ - $ 225,000 92 Repaint Exhibit Hall Airwalls $ - $ - $ 40,000 $ - $ - $ 40,000 93 Replace Fabric Wall Covering $ - $ 35,000 $120,000 $ 35,000 $ - $ 190,000 94 Roof Restoration $ - $ - $ - $350,000 $350,000 $ 700,000 95 Wood Bench Replacement $ - $ - $ - $ 25,000 $ - $ 25,000 96 Management and Operations Assessment $ 35,000 $ - $ - $ - $ - $ 35,000 97 Furniture Upholstery $ - $ - $ - $ 30,000 $ - $ 30,000 98 Overhead Door Replacement $ - $ - $ - $ - $ 21,000 $ 21,000 99 Trash Compactor Rehabilitation $ - $ - $ - $ 30,700 $ - $ 30,700 100 Replace Clouds $ - $ - $ - $ 83,800 $ - $ 83,800 101 Paint Bridge $ - $ - $ - $ 35,000 $ - $ 35,000 102 Replace/Rehab Room Doors $ - $ - $ - $ - $ 59,000 $ 59,000 103 Stage and Riser Replacement $ - $ - $ 25,000 $ 77,000 $ - $ 102,000 104 TOTAL $ 121,000 $485,000 $343,000 $998,000 $520,000 $2,467,000 -39- ti "t;! •,,� , y�� ..� � �- - -'# - _ 1 . 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March 15, 2020 last event r � �. Governor's Proclamation � _�� _. u nti I J u ly 3, 2020 � � Summer 2020 �� Y� Weddings - ability to social distance due to larger rooms No events from Thanksgiving, 2020 th roug h Feb 12, 2021 �� .`�� " I , � _l- �-_I r � -_��- �-Y -_- i �,-� � �- "��r��_�,�; � , ; , - � - -� ^-i ..�- � �� - - �� . ' � _ , �� ; - � , _ .. I.��:� � i i � ��==��,��.�;� � � .� �-� � i , � i ��i �, r, �, =�� =�-, _�� i �� .� � ,� _ ��T�;= f� _-� ��;;`�,��rs� � - -�i��iT ;_:�� _ �� CONFERENCES ,�, � � - __�-��.�� - � ,�� .��. ;��`;� � . ��-��:. 4_�_'_—_' "'_ ':� . 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' S e� ,�'� � � �i�� '±:��;:.:;, {s�. !�� ;:�o- '-� ;;� _ , :`�:-;�,�... �,+{�, A�i� .�..�;!?-�.��; . _ ,�... �r atG ... ... .� - „ . .. .�. .�^� FOCUS ON BUILDING THE BUSINESS UP AT GRC Grand River Center FY 2022 REQU ESTED PROPERTY TAX SU PPORT $711 , 023 .00 $ 11 . 18 Average homeowner's* property Net Operating tax cost for Grand River Center Property Tax Support (*qvg, home value of $146,567) �� rRAND 1�IVER �ENTER GRAND RIVER CENTER 2022 CAPITAL IMPROVEMENT PROJECTS ' • - FY 22 Cost Total Project Cost Energy Efficiency Improvements $ 21 ,000 $ 21 ,000 Market Study and Facility 65 000 65 000 Assessment $ , $ , Management and Operations 35 000 35 000 Assessment $ , $ , �� rRAND 1�IVER �ENTER +� - t ''• � � � "�� - �� ,� � _L .� .. - "�, - � - .�-,�- � �� . - � , ,;� - - � �,r.+� � I , - � �,..... �� , _� � . � _ �rRAND IVER �ENTER _ __ ._- , _ I i�'-- � 2�� ,- _:. � ; - - � ' � �- , � � _ ' j; _ .- ,�- i �:�- 1 ��„,�; .f�_ ' �:;;,,,: , . . � '. ,,:, ;�.�;. --_.:., - �;;�;� ;I i.,�. ;;i��l � _ �: ;;;;:::;,;� 1; ;� ,�:�� '!'�� !�i �' - __;� - ;• ,��i; ,�.�il�i �i -��l: ,�, �� a��... � Y �� . - - _ _ -�.�. . - -- � -� � ir J www. g rand rivercenter. com