Grand River Center/Conference Center FY 2017 Budget Presentation Copyright 2014
City of Dubuque Public Hearings # 5.
ITEM TITLE: Conference Center(Grand River Center) FY 2017 Budget
Presentation
SUMMARY:
SUGGESTED DISPOSITION:
ATTACHMENTS:
Description Type
Conference Center (Grand River Center) FY17 Supporting Documentation
Recommended Budget
Conference
Center
125-
This page intentionally left blank.
-126-
GRAND RIVER CONFERENCE CENTER
%Change
FY 2014/15 FY 2015/16 FY 2015/16 FY 2016/17 from Adopted
Budget Highights Actual Adopted Amended Recomm'd FY 2015/16
Supplies and Services 293,789 291,500 291,500 383,301 31.5%
Total 293,789 291,500 291,500 383,301 31.5%
Debt on Conference Center
Improvements Paid with Sales
Tax Fund 20% 5,940 5,848 5,848 5,719 32.4%
Property Tax Support 293,789 291,500 291,500 383,301 91,801
Percent Increase (Decrease) 31.5%
Improvement Package Summary
1 of 1
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 the
maintenance contract on the cameras starting in FY 2018. The first year is included in the purchase
price.
Related Cost: $66,000—Tax Funds — Non-Recurring Recommend - No
Property Tax Impact: +$.00281+.25%
Activity: City Clerk
Significant Line Items at Maintenance Level
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 $166,588 in FY 2016 and are
projected at $181,516 in FY 2017 due to a projected 8% increase in electricity costs.
➢ Insurance costs (property, boiler and general liability) are estimated to be $36,624 in FY 2016
and are projected at $35,746 in FY 2017. Property Insurance is projected to decrease 2% from
FY 2016 actual.
-127-
➢ Data Processing Maintenance Contracts is estimated to be $10,500 and represents the
associated costs computer network support and server maintenance. (Previously budgeted in
the Grand River Center— Technology Replacement Capital Improvement Program and moved
to the operating budget in FY 2017).
➢ Fiscal Years 2005 through 2013 required a payment of 50% of the actual Hotel/Motel tax
generated by the Grand Harbor Hotel in the previous 12 months period to be distributed
annually. During FY 2013 the agreement was renegotiated to require a payment of 25% of the
actual Hotel/Motel Tax generated by the Grand Harbor Hotel. Payments made to date are as
follows:
FY 2005— $196,400
FY 2006— $197,971
FY 2007— $188,682
FY 2008— $181,352
FY 2009— $167,958
FY 2010— $159,505
FY 2011 — $154,598
FY 2012 — $149,498
FY 2013— $156,602
FY 2014— $163,630
FY 2015— $ 87,342
FY 2016— $ 78,288 (Budgeted)
FY 2017— $ 88,216 (Projected)
2. The City is responsible for repairs and maintenance in excess of $1,000 individually and $15,00
in aggregate in any fiscal year. As per the new Management Agreement the limit and aggregate
will increase by the CPI as of July 1, 2015. The first years increase resulted in a change so that
the City is now responsible for repairs and maintenance in excess of$1,014 individually and
$15,239 in aggregate for the fiscal year. The City created a five year maintenance schedule for
painting, replacing carpet, and furniture. This schedule was moved from the Maintenance
Capital Improvement Project to the Operating Budget in FY 2017. Historical actual maintenance
costs have been as follows:
FY 2007 - $ 82,966
FY 2008 - $330,836
FY 2009 - $ 82,966
FY 2010 - $104,140
FY 2011 - $ 68,679
FY 2012 - $ 70,763
FY 2013 - $ 48,811
FY 2014 - $ 74,885
FY 2015 - $ 36,368
FY 2016 - $106,205 (Budgeted)
FY 2017 - $ 70,000 (Projected)
Equipment
3. The City is responsible for computer replacements and the security computer will need to be
replaced in FY 2017 at a cost of$2,375.
-128-
Debt Service
4. In FY 2013 GO Bonds were issued for various Conference Center improvements with annual
debt service of $5,719 abated with Sales Tax Construction (20%).
-129-
Recommended Operating Revenue Budget - Department Total
33 - CONF CENTER OPERATION
Fund Account Account Title FY14 Actual FY15 Actual FY16 Adopted FY17 Recomm'd
Revenue Revenue Budget Budget
100 43235 PLATINUM HOLDINGS LEASE 73,364 69,089 70,156 72,332
43- USE OF MONEY AND PROPERTY 73,364 69,089 70,156 72,332
400 59350 FR SALES TAX CONSTRUCTION 6,020 5,940 5,848 5,719
59-TRANSFER IN AND INTERNAL 6,020 5,940 5,848 5,719
33-CONF CENTER OPERATION TOTAL 79,384 75,029 76,004 78,051
-130-
Recommended Operating Expenditure Budget - Department Total
33 - CONF CENTER OPERATION
Fund Account Account Title FY14 Actual FY15 Actual FY16 Adopted FY 17 Recomm'd
Expense Expense Budget Budget
100 62061 DP EQUIP. MAINT CONTRACTS 0 0 10,000 10,500
100 62206 PROPERTY INSURANCE 24,860 29,078 31,113 30,363
100 62207 BOILER INSURANCE 4,210 4,210 4,374 4,432
100 62208 GENERAL LIABILITY INSURAN 1,084 1,072 1,137 951
100 62411 UTILITY EXP-ELECTRICITY 128,344 122,857 128,344 132,685
100 62412 UTILITY EXP-GAS 47,805 48,831 38,244 46,154
100 62431 PROPERTY MAINTENANCE 0 0 0 70,000
100 62664 LICENSE/PERMIT FEES 0 400 0 0
100 62761 PAY TO OTHER AGENCY 163,630 87,342 78,288 88,216
62-SUPPLIES AND SERVICES 369,933 293,789 291,500 383,301
102 71550 MISCELLANEOUS EQUIPMENT 6,808 0 0 0
71 - EQUIPMENT 6,808 0 0 0
400 74111 PRINCIPAL PAYMENT 4,300 4,300 4,300 4,300
400 74112 INTEREST PAYMENT 1,720 1,640 1,548 1,419
74- DEBT SERVICE 6,020 5,940 5,848 5,719
33-CONF CENTER OPERATION TOTAL 382,761 299,729 297,348 389,020
-131-
Recommended Expenditure Budget Report by Activity & Funding Sounce
33 - CONF CENTER OPERATION
GRC WINDOW CLEANING SYS - 2497
FUNDING SOURCE: DRA DISTRIBUTION
Account FY14 Actual FY15 Actual FY16 Adopted FY17 Recomm'd
Expense Expense Budget Budget
EQUIPMENT 6,808 0 0 0
GRC WINDOW CLEANING SYS 6,808 0 0 0
CONF CENTER OPERATIONS - 33300
FUNDING SOURCE: GENERAL
Account FY14 Actual Expense FY15 Actual Expense FY16 Adopted Budget FY17 Recomm'd Budget
SUPPLIES AND SERVICES 369,933 293,789 291,500 383,301
CONF CENTER OPERATIONS 369,933 293,789 291,500 383,301
DEBT SERVICE -33400
FUNDING SOURCE: DEBT SERVICE
Account FY14 Actual FY15 Actual FY16 Adopted FY17 Recomm'd
Expense Expense Budget Budget
DEBT SERVICE 6,020 5,940 5,848 5,719
DEBT SERVICE 6,020 5,940 5,848 5,719
CONF CENTER OPERATION $382,760.79 $299,728.72 $297,348.00 $389,020.00
TOTAL
-132-
Capital Improvement Projects by Department/Division
CONF CENTER OPERATION
CIP Capital Improvement Project FY 14 Actual FY 15 Actual FY 16 Adopted FY 17 Recomm'd
Number Title Expense Expense Budget Budget
1002390 GRC -SL AND BN CONCRETE 5,700 0 0 0
1012392 GRC -SECURITY CAMERAS 8,587 0 0 0
1012466 GRC FLOOR VACUUMS 9,734 0 0 0
1012468 GRC COPY MACHINE 8,000 0 0 0
1022113 GRC - REPLACE CARPET 0 0 0 200,000
1022306 GRC -OUTDOOR FURN REPL 13,963 0 0 0
1022307 GRC - RIVER RM COOL STUDY 0 0 0 0
1022389 GRC -UPGRDE AV EQUIP 49,858 0 8,000 6,000
1022467 GRC RECYCLING CONTAINERS 4,170 0 0 0
1022521 HVAC HANDLING UNITS 0 12,946 0 0
1022522 BOOKDROP 0 16,078 0 0
1022523 LIBRARY SANITARY LINE 0 9,891 0 0
1022588 GRC KITCHEN EQUIPMENT 0 0 44,000 0
1022589 GRC PAINT BRIDGE 0 0 30,000 0
1022651 GRC REPLC ELECTR FLR BOX 0 0 0 33,000
3501598 GRAND RIVER CTR MAINTENAN 74,885 36,368 70,000 0
3501990 GRAND RIVER CTR CHAIRS 29,345 0 30,000 52,700
3501991 GRAND RIVER CTR LVL FLOOR 39,659 0 0 0
3501993 GRAND RIVER CTR PAINT ENT 0 0 0 100,000
3502110 GRC- PAINT BALLROOMS 2,460 0 0 0
3502112 GRC-FABRIC WALL COVERING 27,737 0 100,000 0
3502113 GRC-REPLACE CARPET 0 0 80,000 0
3502388 GRC OUTDOOR SIGN 78,745 0 0 0
3502391 GRC-PAINT OFFICE 0 0 35,000 15,000
3502465 GRC RPLC SINK URINAL CONT 29,233 0 0 0
3502519 GRC TECH REPLC SUPPORT 0 55,558 2,700 25,000
3502520 GRC MAIN EQUIP RPLC 0 0 26,000 26,000
3502590 GRC ENERGY EFFICIENCY IMP 0 0 20,000 20,000
3502591 GRC LANDSCAPE IMPROVEMENT 0 0 15,000 0
3502649 GRC REPLACE PATIO CAULK 0 0 0 20,000
3502650 GRC PORTABLE BAR REPLACEM 0 0 0 15,000
CONF CENTER OPERATION TOTAL 382,075 130,841 460,700 512,700
-133-
City of Dubuque
Recommended Capital Improvement Program Summary
Fiscal Year 2017-2021
PROGRAM/DEPT PROJECT DESCRIPTION SOURCE OF FUNDS FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 TOTAL PAGE
CONFERENCE CENTER
General Government
Grand River Center-Replace Greater Downtown TIF, $ 200,000 $ - $ 166,000 $ 173,000 $ - $ 539,000 94
Carpet Sales Tax Fund(20%),
DRA Distribution
Grand River Center-Paint Exterior Sales Tax Fund(20%) $ 100,000 $ - $ - $ - $ - $ 100,000 95
Metal
Grand River Center-Replace DRA Distribution $ 33,000 $ - $ 33,000 $ - $ - $ 66,000 96
Electric Floor Boxes
Grand River Center-Maintenance Sales Tax Fund(20%) $ 26,000 $ - $ 32,000 $ - $ - $ 58,000 97
Equipment Replacement
Grand River Center-Network Sales Tax Fund(20%) $ 25,000 $ - $ - $ - $ - $ 25,000 98
Switch Upgrade Phase 2
Grand River Center-Energy Sales Tax Fund(20%) $ 20,000 $ 20,000 $ 20,000 $ - $ - $ 60,000 99
Efficiency Improvements
Grand River Center-Replace Patio Sales Tax Fund(20%) $ 20,000 $ - $ - $ - $ - $ 20,000 100
Caulk
Grand River Center-Paint Interior Sales Tax Fund(20%) $ 15,000 $ 15,000 $ 15,000 $ - $ - $ 45,000 101
Rooms and Areas
Grand River Center-Portable Bar Sales Tax Fund(20%) $ 15,000 $ 15,000 $ - $ - $ - $ 30,000 102
Replacement
Grand River Center- Sales Tax Fund(20%) $ 52,700 $ - $ - $ - $ - $ 52,700 103
Table/Chair/Podium Replacement
Grand River Center-Upgrade AV DRA Distribution $ 6,000 $ - $ 90,000 $ - $ 10,000 $ 106,000 104
Equipment
Grand River Center-Kitchen DRA Distribution $ - $ 30,000 $ - $ 139,000 $ 50,000 $ 219,000 105
Equipment Replacement/Rebuild
Grand River Center-Replace Sales Tax Fund(20%), $ - $ 20,000 $ 35,000 $ - $ - $ 55,000 106
Fabric Wall Covering DRA Distribution
Grand River Center-Reupholster Sales Tax Fund(20%) $ - $ - $ 27,500 $ - $ - $ 27,500 107
Furniture
Grand River Center-Market Study GDTIF $ - $ - $ - $ 65,000 $ - $ 65,000 108
and Facility Assessment
Grand River Center-Landscape Sales Tax Fund(20%) $ - $ - $ - $ 15,000 $ - $ 15,000 109
Renovation
Total-Conference Center Division $ 512,700 $ 100,000 $ 418,500 $ 392,000 $ 60,000 $ 1,483,200
-134-
Grand River Center
FY 2017
Day to Day Operations
•Management Agreement with
Platinum Hospitality
•Oversight provided by Leisure
Services
HOW IS GRAND RIVER CENTER MANAGED
AND MAINTAINED?
Grand River Center building
•Owned by the City of Dubuque
•Capital improvements of the
building and grounds
responsibility of the City
HOW IS GRAND RIVER CENTER MANAGED
AND MAINTAINED?
WHO PAYS FOR WHAT?
CITY
General Building Repairs and Maintenance -$70,000 annually
•City is responsible for items in excess of $1014
individually and $15,239 in aggregate in any fiscal year
25% actual hotel/motel tax generated by Grand Harbor Resort
Property, boiler, and general liability insurance
50% gas and electric
Capital improvement projects
WHO PAYS FOR WHAT?
PLATINUM HOSPITALITY
All other general building repairs and maintenance
All remaining operating expenses
FY 17 IMPROVEMENT PACKAGE
RECOMMENDATION
$ 66,000 15 security cameras
FY 18 recurring cost
$4100 maintenance contract
FY 17 CAPITAL IMPROVEMENT PROJECTS
Replace River Room and Ballroom carpet $ 200,000
Replace electrical floor boxes -Ballroom $ 33,000
Paint Ballroom $ 15,000
Repainting exterior metal $ 100,000
Maintenance equipment purchase $ 26,000
Network switch upgrade $ 25,000
FY 17 CAPITAL IMPROVEMENT PROJECTS
Energy efficiency improvements $ 20,000
Replace caulk seams on patio $ 20,000
Portable bar replacement $ 15,000
Table, podium, chair replacement $ 52,700
Replace 6 televisions $ 6,000
QUESTIONS?