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HomeMy WebLinkAbout12-08-16, Exhibit 1 November PC MinutesPage 1 BOZEMAN PARKING COMMISSION November 10, 2016, 7:30 – 9:00 a.m. Madison Room, City Hall Minutes Committee Member - Pamela Bryan: Present Committee Member - Kelly Wiseman : Absent Committee Member - Ryan Olson: Absent Committee Chair - Dennis Bechtold: Present Committee Member - Ben Lloyd: Present Committee Member - Chris Naumann: Present Committee Member - Ben Bennett: Absent Staff - Thomas Thorpe : Present Staff - Chuck Winn: Present Staff - Kristen Pitcher: Present Staff - Laurae Clark: Present Deputy Mayor - Cyndy Andrus: Absent I. Call to order, 7:30 a.m. Dennis called the meeting to order. II. Disclosures of Ex Parte Communication There were no disclosures of ex parte communication. III. Changes to the Agenda There were no changes to the agenda. IV. Approval of October 2016 minutes -See Attachment Exhibit 1 Chris motioned to approve the October 2016 Minutes. Pamela seconded this motion. Page 2 Committee Member - Chris Naumann: Motion Committee Member - Pamela Bryan: 2nd Committee Member - Pamela Bryan: Approve Committee Member - Kelly Wiseman : Absent Committee Member - Ryan Olson: Absent Committee Chair - Dennis Bechtold: Approve Committee Member - Ben Lloyd: Approve Committee Member - Chris Naumann: Approve Committee Member - Ben Bennett: Absent Staff - Thomas Thorpe : N\A Staff - Chuck Winn: N\A Staff - Kristen Pitcher: N\A Staff - Laurae Clark: N\A Deputy Mayor - Cyndy Andrus: N\A V. Public Comment – Members of the audience or their agent may be invited to present testimony or evidence. To be recognized, each person desiring to give testimony or evidence shall step forward and, after being recognized, give their name and address for the record. The presiding officer may establish a time frame for each public comment but in no case shall such timeframe be less than three (3) minutes per speaker. The presiding officer may lengthen or shorten the time allotted for public testimony. Please see attachment from Cory Lawrence in regards to removing the multiple permit discounts. VI. Capital Improvements Program (CIP) 2017-2033 Adoption -Chuck Winn Action Item See Exhibit 2 Chuck went over the updated Capital Improvement Plan (CIP). This can still be adjusted prior to final approval. Pamela Motioned to approved the CIP with the revision of the Willson lot being moved from FY22 to FY19. Ben L. seconded this motion. Committee Member - Pamela Bryan: Motion Committee Member - Chris Naumann: 2nd Committee Member - Pamela Bryan: Approve Committee Member - Kelly Wiseman : Absent Committee Member - Ryan Olson: Absent Committee Chair - Dennis Bechtold: Approve Committee Member - Ben Lloyd: Approve Committee Member - Chris Naumann: Approve Committee Member - Ben Bennett: Absent Staff - Thomas Thorpe : N\A Staff - Chuck Winn: N\A Staff - Kristen Pitcher: N\A Staff - Laurae Clark: N\A Deputy Mayor - Cyndy Andrus: N\A Page 3 VII. Garage Contract Discount Policy discussion. Action Item See Exhibit 3 Chuck reviewed the memo and history of the discount policy, as well as the Downtown Parking plan that recommends adjusting the fees in the Garage as part of the plan to become solvent and balance the budget. He pointed out that the annual rates did not get adjusted in 2012, 2013, and 2016. Public comment was noted in the form of an email from Cory Lawrence. Chuck also stated that he had received a phone call from Eric Nelson. Alan McCollim, from the Element, echoed Cory’s concerns and reminded the BPC that they do pay substantially into the TIFD every year and they need to keep that in mind as the BPC is thinking about this policy. Pamela pointed out that the rates on Exhibit 3 are not the 2016 rates. If the 2017 rates had been provided it would indicate an even bigger loss of revenue then what is being shown in the exhibit. Ben L. motioned to adopt Parking Commission Resolution 2016-04. Chris seconded this motion. Committee Member - Ben Lloyd: Motion Committee Member - Chris Naumann: 2nd Committee Member - Pamela Bryan: Approve Committee Member - Kelly Wiseman : Absent Committee Member - Ryan Olson: Absent Page 4 Committee Chair - Dennis Bechtold: Approve Committee Member - Ben Lloyd: Approve Committee Member - Chris Naumann: Approve Committee Member - Ben Bennett: Absent Staff - Thomas Thorpe : N\A Staff - Chuck Winn: N\A Staff - Kristen Pitcher: N\A Staff - Laurae Clark: N\A Deputy Mayor - Cyndy Andrus: N\A VIII. RFP for data collection contract award to Western Transportation Institute. Chuck announced that the RFP was awarded to Western Transportation Institute (WTI). WTI will be doing the data collection twice, once in the Spring and once again in the Summer in the expanded data collection area. IX. Parking Manager Report -See Attachment Exhibit 4. Tom presented his last Parking Manager’s report. The garage usage is about the same as last month. X. New Business. Thomas Thorpe’s position is now opened. Pam agreed to be on the interview committee. XI. Adjournment. Dennis adjourned the meeting at 9:20 a.m. The next Bozeman Parking Commission meeting will be held December 8th, 2016 at 7:30am at City Hall. Bozeman Parking Commission meetings are open to all members of the public. If you have a disability that requires assistance please contact our ADA Coordinator, Mike Gray 582 -3232. Page 5 Exhibit 1 BOZEMAN PARKING COMMISSION October 13, 2016, 7:30 – 9:00 a.m. Madison Room, City Hall Minutes Committee Member - Pamela Bryan: Present Committee Member - Kelly Wiseman : Present Committee Member - Ryan Olson: Present Committee Chair - Dennis Bechtold: Present Committee Member - Ben Lloyd: Present Committee Member - Chris Naumann: Present Committee Member - Ben Bennett: Absent Staff - Thomas Thorpe : Present Staff - Chuck Winn: Present Staff - Kristen Pitcher: Present Staff - Laurae Clark: Present Deputy Mayor - Cyndy Andrus: Present XII. Call to order, 7:30 a.m. Dennis called meeting to order at 7:31 a.m. XIII. Disclosures of Ex Parte Communication There were no disclosures of Ex Parte Communications. XIV. Changes to the Agenda There are no changes to the Agenda. XV. Approval of September 2016 minutes Page 6 Exhibit 1 -See Attachment Exhibit 1 Pam motioned to approve the September 2016 minutes with the correction that Ben Bennett was not part of the Ex Parte Communication but Kelly Wiseman was. Chris Naumann seconded this motion. Committee Member - Pamela Bryan: Motion Committee Member - Chris Naumann: 2nd Committee Member - Pamela Bryan: Approve Committee Member - Kelly Wiseman : Approve Committee Member - Ryan Olson: Approve Committee Chair - Dennis Bechtold: Approve Committee Member - Ben Lloyd: Approve Committee Member - Chris Naumann: Approve Committee Member - Ben Bennett: Absent Staff - Thomas Thorpe : N\A Staff - Chuck Winn: N\A Staff - Kristen Pitcher: N\A Staff - Laurae Clark: N\A Deputy Mayor - Cyndy Andrus: N\A XVI. Public Comment – Members of the audience or their agent may be invited to present testimony or evidence. To be recognized, each person desiring to give testimony or evidence shall step forward and, after being recognized, give their name and address for the record. The presiding officer may establish a time frame for each public comment but in no case shall such timeframe be less than three (3) minutes per speaker. The presiding officer may lengthen or shorten the time allotted for public testimony. There were no public comments. XVII. Responsibilities of the parking Commission. Chuck Winn/Greg Sullivan Greg Sullivan, City of Bozeman Attorney, reviewed the role of the Bozeman Parking Commission (BPC). XVIII. Parking Plan Implementation and Rate adjustment schedule. –See Attachment Exhibit 2. Tom reviewed the parking plan implementation and rate adjustment schedule. Dennis feels that the BPC should look at all the rates at one time and adjust as needed rather than figuring them out one at a time. Pam and the rest of the BPC agreed that would be a better approach. XIX. Parking Manager Report -See Attachment Exhibit 3. The parking department is off to a good start. We have increased the patrols to four from three with Rocky Mountain Security in the garage. The usage in the garage is more permit users now that the tourist season has come to an end. Exhibit 1 Page 7 Chuck went over the Capital Improvement Plan (CIP). This can be adjusted prior to final approval. XX. New Business. Thomas Thorpe reported that he has a job offer on the table and therefore may be leaving within the next month or so. Kristen has taken another position in the Finance office and we are in the process of hiring a replacement for her. Kristen will be available to assist and train the new clerk. XXI. Adjournment. Dennis adjourned the meeting at 9:15 a.m. The next Bozeman Parking Commission meeting will be held November 10th, 2016 at 7:30am at City Hall. Bozeman Parking Commission meetings are open to all members of the public. If you have a disability that requires assistance please contact our ADA Coordinator, Mike Gray 582-3232. Page 8 Exhibit 2 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. Page 9 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 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 Page 10 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. 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. Page 11 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 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 P014 Parking Garage Crack Maintenance $5,000 $20,000 $5,000 $5,000 $20,000 P015 Parking Garage Roof Project P016 Property Purchase – Future Facilities 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 Exhibit 3 Parking Commission Mémorandum REPORT TO: Bozeman Parking Commission FROM: Chuck Winn, Assistant City Manager SUBJECT: Parking Commission Resolution 2016-04 removing the discounts for multiple permits in the Bridger Park Parking Garage. MEETING DATE: November 10, 2016 AGENDA ITEM TYPE: Action RECOMMENDATION: Approve Parking Commission Resolution 2016-04 discontinuing the discount policy for the purchase of multiple parking permits in the Bridger Park Downtown Parking Garage. PROPOSED MOTION: Having considered public comment and the information presented by staff, I hereby move to adopt Parking Commission Resolution 2016-04 eliminating the discounts for multiple passes in the Bridger Parking Garage. BACKGROUND: On January 9, 2013, the Bozeman Parking Commission adopted Resolution PC2013- 01 setting discounts for purchasers of multiple permits in the Bridger Park Downtown Parking Garage (Garage). The intent of the discount policy was to incentivize use of the Garage at a time when utilization was low. With the continued economic vibrancy of Downtown, the construction of two major projects (The Element and 5 West) along with the expected construction of The Etha Hotel and planned expansion of the Lark Hotel, Garage utilization is at an historic high. Additionally, on March 19, 2014, the Parking Commission adopted a cap on lease spaces. That cap was reached earlier this year and there are no longer spaces for monthly lease in the Garage. It can be argued these two factors alone eliminate the need for discounted rates of this type. It is important to note that the costs to maintain the Garage have increased resulting in additional pressure on the Parking Fund to pay for needed upgrades and repairs. Currently, Garage revenues do not cover Garage expenses. It has been a stated goal of the Parking Commission to make the operation of the Garage a more self-sufficient operation. To that end Resolution 2013-01 contains the following provision; Exhibit 3  The Bozeman Parking Commission shall annually review, and adjust if deemed appropriate the current base rate and/or discount levels offered so as to ensure these rates are reflective of the cost of operating the Garage. In addition, the 25-Year Leases for Uniform Development Code-required parking contain the following provision:  The Parking Commission may increase the rate without prior notice to the lessee on an annual basis in accordance with Parking Commission Policy. Although the Parking Commission has authority to adjust the rates annually it did not adjust lease rates for 2012, 2013 and 2016. The following chart shows the annual rates in the Garage and the surface lots since the Garage opened: Year Garage Upper Garage Basement Surface 2010 $35 $45 $35 2011 $40 $50 $35 2014 $45 $55 $35 2015 $50 $60 $40 2017 $60 $70 $45 ALTERNATIVES: As suggested by the Parking Commission. FISCAL EFFECTS: Assuming current lease numbers, it is expected this change will result in approximately $41,000 in additional annual revenue to the Parking Fund. Unintended consequences could include some leases being terminated due to the increased cost, but we expect any additional inventory would be absorbed by the strong market for longer term parking in the downtown core. Exhibit 3 Attachments: Resolution 2016-04 Report compiled on: November 3, 2016 Original Monthly Quantity Discount Monthly Annual Rate Lost Revenue Accounts Receiving No.Total Lost Rate Discount Amount Discounted Rate After Discount Annually/Permit Discounts Permits Revenue General Levels 0-5 Permits 50.00 0%0.00 50.00 600.00 0.00 5-9 Permits 50.00 10%5.00 45.00 540.00 60.00 10-29 Permits 50.00 20%10.00 40.00 480.00 120.00 Lark 19 2,280.00 30-59 Permits 50.00 25%12.50 37.50 450.00 150.00 Etha 54 8,100.00 60+ Permits 50.00 30%15.00 35.00 420.00 180.00 5 West (112) & Element (60)172 30,960.00 41,340.00 Basement Level 0-5 Permits 60.00 0%0.00 60.00 720.00 0.00 5-9 Permits 60.00 10%6.00 54.00 648.00 72.00 10-29 Permits 60.00 20%12.00 48.00 576.00 144.00 30-59 Permits 60.00 25%15.00 45.00 540.00 180.00 60+ Permits 60.00 30%18.00 42.00 504.00 216.00 Garage Rates 2016 BOZEMAN PARKING COMMISSION Exhibit 3 RESOLUTION 2016-04 A RESOLUTION OF THE PARKING COMMISSION OF THE CITY OF BOZEMAN, MONTANA, REPEALING THE POLICY FOR MULTI-LEASE DISCOUNTS FOR PERMITS IN THE BRIDGER PARK DOWNTOWN PARKING GARAGE WITH AN EFFECTIVE DATE OF JANUARY 1, 2017. WHEREAS, pursuant to city Resolution 3803, the Bozeman Parking Commission has jurisdiction over three parking districts: the downtown B-3 Zoning District, the Montana State University Residential Parking District, and the Bozeman High School Residential Parking District; and WHEREAS, Sect. 7-14-4501(3), MCA, authorizes the Bozeman Parking Commission, to charge for use of parking facilities; and WHEREAS, Sect. 7-14-4622(6), MCA authorizes the Bozeman Parking Commission to acquire, construct, rent, lease, maintain, and repair real and personal property used for parking services; and WHEREAS, the Bozeman Parking Commission adopted Resolution PC2013-01 on January 9, 2013, establishing a discount policy for purchasers of five or more parking permits in the Bridger Park Downtown Parking Garage (Garage); and WHEREAS, Resolution PC2013-01 provides the Parking Commission may adjust discount parking rates offered if deemed appropriate so as to ensure parking rates are reflective of the cost of operating the Garage; and WHEREAS, the Bozeman Parking Commission has determined that it is in the best interests of the City of Bozeman to repeal the discount policy adopted by Resolution PC2013-01. NOW, THEREFORE, BE IT RESOLVED that the discount policy established by Resolution PC2013-01 is hereby repealed. No other administrative discount is affected by this Resolution PC2016-04. PASSED and adopted by the Parking Commission of the City of Bozeman, Montana, on first reading at a session held on the 10th day of November, 2016. The effective date of this Resolution is January 1, 2017. ____________________________________ Dennis Bechtold, Chair ATTEST: __________________________________________ THOMAS THORPE, City of Bozeman Parking Manager Exhibit 4 Parking Manager’s Report Daily revenue seems to show that weekend trips to the garage have stayed strong even with MSU’s poor performance this football season. Exhibit 4 Validations remain steadily underused. Exhibit 4 33% of the budget year is complete and this far we have made 37% of our expected revenues. Exhibit4 Expenditures to date: WE have had to spend more than anticipated on out vehicles (snow tires) but I do not anticipate and large expenditures in the near future. I appreciate the opportunity to work with you for the past year and a half. I have enjoyed my time in Bozeman. Thank You