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Home My WebLink About11-10-16 Bozeman Parking Commission Exhibit 2 - CIP 18-22 CIP FINAL Page 1 Parking Commission Mémorandum REPORT TO: Bozeman Parking Commission FROM: Chuck Winn, Assistant City Manager SUBJECT: Parking Commission Review of Proposed FY18-22 Capital Improvements Plan. MEETING DATE: November 10, 2016 AGENDA ITEM TYPE: Action RECOMMENDATION: Review the draft FY18-22 Capital Improvement Plan and recommend approval to the Bozeman City Commission. PROPOSED MOTION: Having reviewed the proposed FY18-20 Draft Capital Improvement Plan, I hereby move to recommend approval to the Bozeman City Commission. BACKGROUND: In December of each year, the Bozeman City Commission considers draft Capital Improvement Plans (CIP’s) for each of the City’s major funds. The CIP’s are five-year plans that identify any planned expenditure of $10,000 or greater, that results in the acquisition of an asset with a useful life of 1 year or more. CIP’s are critical planning documents and help to properly preserve, maintain, and improve a community’s stock of buildings, streets, parks, water and sewer lines, and equipment. Planning for these capital improvements is a matter of prudent financial management, as well as sound development practice. The CIP is prepared, reviewed and adopted annually because we know circumstances and priorities change in our rapidly growing community. Parking Fund: One of the major objectives of the Parking Commission and a primary focus of the previously adopted CIP’s has been to reconfigure and improve the four surface lots downtown. Planned improvements to the lots include enhanced traffic flow, landscaping, stormwater treatment, and facility improvements to provide future pay-on-foot kiosks. Sanderson/Stewart Engineers was hired and completed their plan December 2015. The North Willson lot improvement was scheduled in the CIP for FY16 but did occur due to the 5 West project. The Armory lot was scheduled for FY17 but did not occur due to the planned construction of The Etha. It is important to note that while the planned improvements will enhance the visual appeal and provide additional landscaping and stormwater treatment, they will result in fewer parking spaces. Downtown Tax Increment Financing District (TIF): In FY2015 and FY2016 the TIF approved $250,000 for downtown parking lot reconstruction; none of those funds were spent as the proposed parking lot Page 2 improvements were deferred both years. The FY2017 TIF Budget includes $250,000 to be invested in any high-priority downtown parking improvements as determined by the Bozeman Parking Commission and the recently adopted Downtown Comprehensive Parking Management Plan. Recommended Change in Priorities Garage Equipment: The equipment in the Garage was installed during construction in 2008. It is automated and uses gates and paper tickets to enter and requires credit card payments and gates to exit. The first two hours are free, but the system requires the ticket issued when entering to open the gate to exit. Most garages and parking lots using gates are staffed with attendants to collect payments and be on site if issues arise (i.e. Gallatin Field – automated lanes with attendant booths). While the gate system works most of the time it does malfunction and is subject to operator errors requiring afterhours response from the parking staff. Of particular concern is the increase in vandalism and theft of services as people drive through the gates and manual lift them to avoid paying fees. Additionally, malfunctions or operator error with credit cards cause backups and frustrations as people try and exit after an event downtown or at other busy times. Public trust that the garage will operate properly is critical as we work to maximize its use. Lease holders are issued an RFI card that will allow access and exit without using the ticket machines. Three downtown hotels lease space in the garage to meet their required parking minimums per the development code, these hotels are also issued RFI cards that are subject to loss and theft. The equipment to allow hotels to validate guest parking is prohibitively expensive and requires secure connections to the City’s IT infrastructure. To overcome this financial and technological hurdle, parking staff has been manually printing tickets for two of the hotels until this issue is resolved. This is not a long term solution. Technology in the parking industry has improved rapidly over the last several years. Pay-on-foot, pay-by-plate/space, pay-and-display technology, and improved gate system have improved the user experience, allowed for better and more efficient enforcement, and more accurate tracking of utilization of the parking resource. We believe we should migrate to one of these new technologies to improve service and streamline our garage operations, and for the surface lots should we decide to charge for parking there. Enforcement Equipment: The City purchased a citation management program from Duncan two years ago. The system is comprised of handheld ticket writing machines, software that collects citation information, allows for tracking, appeals and payments and, in theory, a collection service. The City pays a per ticket fee for the service. Since its purchase and installation, the Duncan system has proven to be unreliable for both staff and the public. For the last two years we have worked with the vendor to address problems and have been only marginally successful. Vendor commitments and timeframes for fixes and upgrades come and go with little or no communication from Duncan. The system is frustrating to use for both the staff and general public and has resulted in lost revenue due to poor collection and dismissal of citations. It is my recommendation that we delay the parking lot reconfigurations and instead work to replace the garage equipment and the Duncan citation system. Both will require a formal solicitation and will include involvement of City Information Technology and Finance. Please note a new citation system may be pay per transaction “purchase” and may not qualify as a capital outlay. Page 3 Video Cameras: Our current camera system does not provide the level detail and coverage we need to monitor and follow up the Police Department to prosecute criminal activity in the garage. We are presently evaluating camera locations and types to more comprehensively capture activities at the entry/exit gates and other public areas in the garage. It is our intent to use FY17 monies originally allocated for the Willson Lot reconfiguration to fund these needed upgrades. Once the proposals are received, we will return to the Parking Commission with a report to seek your concurrence. ALTERNATIVES: As suggested by the Parking Commission. FISCAL EFFECTS: This plan assumes continued contributions from the TIF and will require their concurrence as we proceed. Initial discussions are favorable. Attachments: Draft CIP Schedule FY18-22 Report compiled on: November 3, 2016 Draft FY18-22 CIP for Parking Commission Consideration Project No. Project Name FY18 FY19 FY20 FY21 FY22 Unscheduled GF199 Professional Building Remodel $35,779 P001 Willson Lot Redesign and Improvements $300,000 P004 Surface Parking Lot Hardware Systems $15,000 $15,000 $15,000 $15,000 P012 Armory Lot Redesign $250,000 P013 Black (Carnegie) Lot Redesign $410,000 P014 Parking Garage Crack Maintenance $5,000 $20,000 $5,000 $5,000 $20,000 P015 Parking Garage Roof Project $400,000 P016 Property Purchase – Future Facilities $1,500,000 P017 Rouse Lot Redesign $280,000 P020 Parking Vehicle Leases $10,000 $10,000 $10,000 $10,000 $10,000 P021 Portable Radio Replacement $20,000 P022 Parking Garage Equipment Replacement $150,000 P024 Replacement of Duncan Citation System May not be a capital item