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HomeMy WebLinkAbout12-05-16 CC Mtg - C8. Parking Fund CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Parking Fund Capital Improvement Plan (CIP) for Fiscal Years 2018-2022. AGENDA ITEM TYPE: Consent MEETING DATE: December 5, 2016 RECOMMENDATION: Adopt the Parking Fund Capital Improvement Plan (CIP) for Fiscal Years 2018-2022. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. The Assistant City Manager and other city staff met in October & November to develop the attached Capital Plan for the equipment and capital needs of the Parking Fund. The plan was approved as presented at the Parking Commission’s meeting on November 10, 2016. Item of Note: • P022 Parking Garage and Citation Equipment – As the parking garage is not staffed, our equipment must be highly reliable and operate with limited staff intervention. Because too often breakdowns have stranded customers in the garage, the Parking Commission has requested this equipment to attempt to reduce garage equipment malfunctions, which anger customers and diminish trust in the facility and of local government. Also as new technology and user interfaces are available, improved 56 reliability and customer experience will result in increased revenues through more reliable equipment operation and enforcement in general. • P023 Parking Garage Security Cameras – Presently, two video cameras cover the exit gates of the garage. The cameras do not provide adequate coverage of the entire facility. Limited internet speed heeded efforts in the past but recent installation of fiber has provided the needed bandwidth to support additional cameras. These additional security cameras placed in key locations will provide the security needed on all levels of the garage and stairwells. • P001 Willson Lot Redesign – While originally funded in FY17, we will not be completing the project due to the timeframes related to its use as a construction staging site. Instead, we have added the project back into the plan in FY19. • Parking operations do not generate adequate revenues to fund capital replacement or expansion projects. The Parking Fund must rely heavily on the Downtown Tax Increment Finance (TIF) District to support its capital plan. The Downtown TIF is planning to contribute $1,000,000 to Parking Capital between FY16-FY21. • Parking Revenues are unpredictable; a large portion of the funds (roughly 50%) come from parking enforcement (ticket/fine) revenues. 640 - Parking Fund Revenue history Amount Change 2012 $ 395,914.00 -7.3% 2013 $ 431,128.00 8.9% 2014 $ 619,319.00 43.7% 2015 $ 584,593.00 -5.6% 2016 $ 647,709.00 10.8% Linear Trend 2017 $ 700,000.00 Average FY12- FY16 $ 535,732.53 10.1% 57 UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY18. Report compiled on: November 17, 2016 Attached: Parking Fund CIP $- $100,000.00 $200,000.00 $300,000.00 $400,000.00 $500,000.00 $600,000.00 $700,000.00 2011 2012 2013 2014 2015 2016 Parking Fund Revenues 58 Parking FundCapital Improvement PlanFinancial Summary Current YearFY17 FY18 FY19 FY20 FY21 FY22UnscheduledProjected Beginning Balance Dedicated to CIP 166,616$        176,616$            190,716$        146,242$        174,862$      125,914$        Cash In Lieu of Parking  Plus:  Parking Revenues Dedicated to Capital‐$                 44,100$              46,305$          48,620$         51,051$        53,604$        ‐$                        Plus:  Downtown TIF Interest Contribution 10,000$          10,000$              10,000$          10,000$         10,000$        10,000$          Plus:  TIF Contribution for parking lot redesign and improv.‐$                 250,000$            300,000$        280,000$        170,000$        Plus:  Additional TIF Contribution Request‐$                ‐$                 Less:  Scheduled CIP Costs (adjusted)‐$                 (290,000)$          (400,779)$      (310,000)$      (280,000)$     (45,000)$       (2,310,000)$         Projected Year‐End Cash Dedicated to CIP176,616$        190,716$            146,242$        174,862$        125,914$      144,517$      Assumptions Made for Revenue Estimates: Current YearFY17 FY18 FY19 FY20 FY21 FY22Estimated Annual Parking Fund Revenues 700,000$           700,000$               735,000$           771,750$          810,338$         850,854$           Estimated Growth in Revenues‐                      5% 5% 5% 5% 5%Total Estimated Revenues 700,000$           735,000$               771,750$           810,338$          850,854$         893,397$         Current Revenues Dedicated to CIP % 0.0% 0.0% 6.0% 6.0% 6.0% 6.0%  Plus:  Increase Dedicated to Capital Improvements % 0.0% 6.0% 0.0% 0.0% 0.0% 0.0%  Total % Dedicated to CIP 0.0% 6.0% 6.0% 6.0% 6.0% 6.0%Total Estimated Revenues Dedicated to Capital‐$                   44,100$                46,305$            48,620$           51,051$          53,604$          ProjectedProjectedCURRENT2,500,0002,250,0002,000,0001,750,0001,500,0001,250,0001,000,000750,000500,000250,0000Parking Fund Capital Projects 59 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEUnscheduledFY21FY18FY19FY20FY22Parking FundGF199PARKINGPROFESSIONAL BUILDING RECONFIGURATION ‐ PHASE 2$35,779P001PARKINGWILLSON LOT REDESIGN$300,000P004PARKINGSURFACE PARKING LOT HARDWARE & SOFTWARE SYSTEMS$15,000$15,000$15,000$15,000P012PARKINGARMORY LOT REDESIGN AND IMPROVEMENTS$250,000P013PARKINGBLACK (CARNEGIE) LOT REDESIGN & IMPROVEMENTS$410,000P014PARKINGPARKING GARAGE CRACK MAINTENANCE AND REPAIR$5,000$0$5,000$20,000$5,000$20,000P015PARKINGPARKING GARAGE ROOF PROJECT$400,000P016PARKINGPURCHASE OF PROPERTY FOR FUTURE PARKING FACILITIES IN THE DOWNTOWN PARKING DISTRICT.$1,500,000P017PARKINGROUSE PARKING LOT RE‐DESIGN AND IMPROVEMENTS$280,000P020PARKINGPARKING VEHICLE LEASES$10,000$10,000$10,000$10,000$10,000P021PARKINGPORTABLE RADIO REPLACEMENT$20,000P022PARKINGPARKING GARAGE AND CITATION EQUIPMENT$250,000P023PARKINGPARKING GARAGE SECURITY CAMERAS$25,000Summary for  Parking Fund (13 items)Totals by year:$280,000 $45,000$290,000$2,310,000FY21FY22FY18UnscheduledFY20$310,000$400,779FY1960 CIP Project Fund Parking Fund PROJECT NUMBER GF199 DEPARTMENT PARKING PROJECT NAME PROFESSIONAL BUILDING RECONFIGURATION - Phase 2 FY18 FY19 $35,779 Unscheduled DESCRIPTION OF PROJECT The City is responding to growth by adding staff to meet the increased demand for services in our community. We have also reorganized divisions (Community Development) and created other divisions (Stormwater) to improve efficiency and better serve our community. In order to accommodate this growth, we need to remodel the Stiff Building. In FY16 the City Commission approved a Phase 1 of the remodel that will provide a better use of existing space by relocating certain functions to the basement and reclaiming unused square footage. Approval of Phase II would allow the consolidation of Community Development (Planning and Building) together on one floor and the consolidation of Public Works Services (Engineering, GIS and Stormwater) together on another floor. This will allow better coordination of staff and better service to our public. Phase 1 is anticipated to be completed late spring of 2016. ALTERNATIVES CONSIDERED Continue to operate as we are today ADVANTAGES OF APPROVAL Community Development would be able to consolidate its operations and services to allow for an integrated customer-focused service delivery model. It will also provide Public Works with the ability to collocate its services in the Stiff Building. Finally it will help the City to take a planned and efficient approach to building utilization and service optimization. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs anticipated for building reconfiguration. FUNDING SOURCES Building Inspection, Community Development, General Fund, Parking, Water New Replacement Equipment Project FY20 FY21 FY22 61 CIP Project Fund Parking Fund PROJECT NUMBER P001 DEPARTMENT PARKING PROJECT NAME Willson Lot Redesign FY18 FY19 $300,000 Unscheduled DESCRIPTION OF PROJECT Improve the parking lot layout, set-backs, landscaping, signage, lighting, required storm water treatment infrastructure requirements and parking kiosk. ALTERNATIVES CONSIDERED Keep lot as is ADVANTAGES OF APPROVAL Improved functioning of parking lot ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal FUNDING SOURCES Parking Fund and TIF Contribution New Replacement Equipment Project FY20 FY21 FY22 62 CIP Project Fund Parking Fund PROJECT NUMBER P004 DEPARTMENT PARKING PROJECT NAME Surface Parking Lot Hardware & Software Systems FY18 FY19 $15,000 Unscheduled DESCRIPTION OF PROJECT It is highly likely the Downtown Parking Lots will be transitioned to a fee lots. This will require the purchase and installation of pay-and-display kiosks for each parking lot estimated to cost $60,000. The pads and vehicle protection will be installed as a part of each surface lot’s redesign. ALTERNATIVES CONSIDERED Do not convert lots to pay lots; continue the current practice of permit holders and free 2-hour parking. ADVANTAGES OF APPROVAL Citizens using the surface lots will pay for the actual time they use the facilities. Revenue from parking charges can be used to support the parking operations and fund additional parking assets. This equipment will improve the efficiency of parking officers monitoring parking rules in the downtown. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minor operational costs. FUNDING SOURCES Parking Fund and TIF Contributions New Replacement Equipment Project FY20 $15,000 FY21 $15,000 FY22 $15,000 63 CIP Project Fund Parking Fund PROJECT NUMBER P012 DEPARTMENT PARKING PROJECT NAME Armory Lot Redesign and Improvements FY18 FY19 Unscheduled DESCRIPTION OF PROJECT This project is scheduled after the completion of the Etha Hotel construction project. Layout, set-backs, landscaping, signage, lighting, sidewalks, and storm water treatment facilities are being planned. ALTERNATIVES CONSIDERED Keep the lot as is. ADVANTAGES OF APPROVAL Better functioning and safer parking lot layout. Will reduce a significant amount of untreated stormwater runoff. Increased revenue and parking asset coordination through the implementation of pay kiosks. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED New asphalt will require less maintenance, but plantings and landscaping will require additional maintenance. FUNDING SOURCES Parking Fund and TIF Contributions - the Etha Hotel may also help fund these improvements. New Replacement Equipment Project FY20 FY21 $250,000 FY22 64 CIP Project Fund Parking Fund PROJECT NUMBER P013 DEPARTMENT PARKING PROJECT NAME Black (Carnegie) Lot Redesign & Improvements FY18 FY19 Unscheduled $410,000 DESCRIPTION OF PROJECT Improve the parking lot with layout, set-backs, landscaping, signage, lighting, sidewalks, and required storm water treatment infrastructure. This site may provide an important location for a regional underground storm water retention and treatment system under the parking surface. ALTERNATIVES CONSIDERED Keep the lot as is. ADVANTAGES OF APPROVAL Better functioning and safer parking lot layout. Will reduce a significant amount of untreated stormwater runoff. Increased revenue and parking asset coordination through the implementation of pay kiosks. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED New asphalt will require less maintenance, but plantings and landscaping will require additional maintenance. FUNDING SOURCES Parking Fund and TIF Contribution. Potential for Stormwater program funding. New Replacement Equipment Project FY20 FY21 FY22 65 CIP Project Fund Parking Fund PROJECT NUMBER P014 DEPARTMENT PARKING PROJECT NAME Parking Garage Crack Maintenance and Repair FY18 $5,000 FY19 $20,000 Unscheduled $0 DESCRIPTION OF PROJECT Includes laser measuring of deck gaps and routine repairs and patching of concrete deck surfaces. Structural gap repair is anticipated every 3 years with routine caulking in between. ALTERNATIVES CONSIDERED Moving to an every other year gap maintenance or reducing the frequency of structural gap filling (not advised). ADVANTAGES OF APPROVAL Will extend the life of the parking garage deck surfaces. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES Parking Fund New Replacement Equipment Project FY20 $5,000 FY21 $5,000 FY22 $20,000 66 CIP Project Fund Parking Fund PROJECT NUMBER P015 DEPARTMENT PARKING PROJECT NAME Parking Garage Roof Project FY18 FY19 Unscheduled $400,000 DESCRIPTION OF PROJECT Construction in the downtown core has increased demand for parking space in the Garage. The demand for additional space is anticipated with construction projects both planned and underway. The top floor of the garage has limited use during the winter months as snow removal is difficult due to limited clearances. Installing a roof on the top floor would allow for maximum utilization of the garage year around. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Increased utilization of the Parking Garage in all weather conditions. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Parking Fund and TIF Contributions New Replacement Equipment Project FY20 FY21 FY22 67 CIP Project Fund Parking Fund PROJECT NUMBER P016 DEPARTMENT PARKING PROJECT NAME Purchase of property for future parking facilities in the Downtown Parking District. FY18 FY19 Unscheduled $1,500,000 DESCRIPTION OF PROJECT The Downtown Strategic Parking Management Plan was adopted by the Parking omission and City Commission in July 2016. The plan outlines 26 strategies to address current and future parking issue in the Downtown. Over the next year, the Parking Commission will be working with city staff, downtown stakeholders and the community at large on next steps based on the adopted plan. The acquisition and construction of future parking assets (surface and structured) is a fundamental component. Costs and locations of those needed assets are not know, but our current Black (Carnegie) Parking lot was appraised at $1.5 M in 2011. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Adequate parking resources are critical for the economic health and vibrancy of the Downtown Bozeman. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Additional lot maintenance each year/season. FUNDING SOURCES Parking Fund, Bonds, TIF, Loans, SID New Replacement Equipment Project FY20 FY21 FY22 68 CIP Project Fund Parking Fund PROJECT NUMBER P017 DEPARTMENT PARKING PROJECT NAME Rouse Parking Lot Re-design and Improvements FY18 FY19 Unscheduled DESCRIPTION OF PROJECT Rouse Lot Improvements – Layout, set-backs, landscaping, signage, lighting, sidewalks, and stormwater treatment facilities. These improvements are separate from any creek restoration project and will only involve the surface lot. ALTERNATIVES CONSIDERED Maintain current configuration. ADVANTAGES OF APPROVAL Better functioning and safer parking lot layout. Increased revenue and parking asset coordination through the implementation of pay kiosks. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED New asphalt will require less maintenance, but plantings and landscaping will require additional maintenance. FUNDING SOURCES Parking Fund, TIF contribution for lot improvements. New Replacement Equipment Project FY20 $280,000 FY21 FY22 69 CIP Project Fund Parking Fund PROJECT NUMBER P020 DEPARTMENT PARKING PROJECT NAME Parking Vehicle Leases FY18 $10,000 FY19 $10,000 Unscheduled DESCRIPTION OF PROJECT In the fall of 2016, the Parking Division transitioned from utilizing old Police vehicles to leased Prius hybrids. Initial indications are that these vehicles will work exceptionally well for parking enforcement duties and will reduce the fuel consumption and maintenance costs when compared to the retired patrol vehicles. ALTERNATIVES CONSIDERED Continue to use retired patrol vehicles, lease hybrid vehicles at $280/mp. 12,000 mile annual usage. Purchase new cars. ADVANTAGES OF APPROVAL Low cost vehicles that are suitable for the Parking Enforcement function; re-use of police vehicles once they are no longer suitable for first- responder use. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Anticipating maintenance requirements for used police vehicles is difficult at best as their age and condition were the primary reasons they were replaced in the PD. Maintenance and operations for leased vehicles would be limited to oil changes and fuel costs and would be significantly lower than the current fleet. FUNDING SOURCES Parking Fund New Replacement Equipment Project FY20 $10,000 FY21 $10,000 FY22 $10,000 70 CIP Project Fund Parking Fund PROJECT NUMBER P021 DEPARTMENT PARKING PROJECT NAME Portable Radio Replacement FY18 FY19 $20,000 Unscheduled DESCRIPTION OF PROJECT This replacement project is dependent on the technology determination for the City’s police and fire departments. We recommend using the same platform (digital trunked) as police and fire, and the cost of the units will be similar to those specified for that system. ALTERNATIVES CONSIDERED Continue the use of the current portables to the point of failure. Purchase less expensive models. ADVANTAGES OF APPROVAL These portable radios are the primary means of emergency communications with 9-1-1 and police units. Providing the Parking Enforcement Officers with reliable push-to-talk communications improves safety and efficiency of staff by ensuring they are in immediate contact should they need help themselves or need to report an emergency during their patrols. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Routine maintenance and battery replacements. FUNDING SOURCES Parking Fund New Replacement Equipment Project FY20 FY21 FY22 71 CIP Project Fund Parking Fund PROJECT NUMBER P022 DEPARTMENT PARKING PROJECT NAME Parking Garage and Citation Equipment FY18 $250,000 FY19 Unscheduled DESCRIPTION OF PROJECT The parking garage equipment (barrier gates, card readers, ticket machines and pay stations) were purchased and installed in 2008. As the parking garage is not staffed, this equipment must be highly reliable and operate with limited staff intervention. Too often breakdowns strand parking customers in the garage until the gates are forced open, driven through, or are opened manually by staff. These malfunctions anger customers and diminish trust in the facility and of local government operations in general. Additionally, hotels using the garage for parking are requesting equipment to provide validation tickets for their customers. Our current system does not allow this capability in an affordable package. New technology and user interfaces will improve reliability and customer experience and allow for increased revenue through more reliable equipment operation and enforcement. The Parking Commission reordered the priorities previously listed in the CIP to accommodate tax increment funding and fund the replacement of the garage equipment and citation software (thought to be a software as service purchase). ALTERNATIVES CONSIDERED Continue to use the current equipment and interfaces. ADVANTAGES OF APPROVAL Parking customers will experience improved payment options and reliability in the operation of the garage. Garage revenue will increase as the gates will operate more regularly. Staff will spend less time repairing equipment and responding to calls for malfunctioning gates and payment machines. Public trust in the garage and parking operations will most likely improve while equipment damage and vandalism will likely decrease. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Standard maintenance agreements FUNDING SOURCES Parking Fund, TIF New Replacement Equipment Project FY20 FY21 FY22 72 CIP Project Fund Parking Fund PROJECT NUMBER P023 DEPARTMENT PARKING PROJECT NAME Parking Garage Security Cameras FY18 $25,000 FY19 Unscheduled DESCRIPTION OF PROJECT Presently Bridger Park has two video cameras coving the exit gates on Mendenhall and Black Streets. The cameras, while high quality, do not provide adequate security of the garage. It has been the plan to install additional cameras in key locations, but we have been limited by the speed of our internet connection. The installation of fiber in the garage has provided the needed bandwidth to install additional cameras to provide security on all levels and the stairwells. ALTERNATIVES CONSIDERED Continue to monitor only the exit gates. ADVANTAGES OF APPROVAL Increased security. We anticipate the installation of additional cameras will provide an important deterrence and will help the police to identify vehicles and those who choose to commit acts of vandalism and other criminal behavior. We may also receive additional reimbursements form the courts for damaged equipment if the parties responsible can be identified. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Maintenance for vandalized cameras and equipment. FUNDING SOURCES Parking Fund New Replacement Equipment Project FY20 FY21 FY22 73