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Home My WebLink About07-08-10 Parking Commission Minutes Bozeman Parking Commission Meeting July 8, 2010, 7:00 a.m. City Hall Commission Room Parking Commissioners in Attendance: Pam Bryan Chris Pope Chris Naumann Tammy Hauer Ben Bennett City Staff in Attendance: Ashlie Portnell, Parking Clerk Laurae Clark, Treasurer Paul Burns, Parking Manager Guests in Attendance: Ben Lloyd Action Items:  None ________________________________________________________________________ Call to order 7:38:07 AM Pam called the meeting to order. Approval of June 9 minutes 7:38:26 AM Approval for the June 9 minutes will be done in August. Manager’s report 7:38:46 AM Signs about the MSU parking district expansion will go up on August 16th, just before school gets back in session. 150 passes were distributed to be used at the garage, for the Eagles convention downtown. Paul said that out of that 150, 17 were used. The Eagles is also going to have a garage sale on Saturday July 10, 2010, Paul rented them the lot for 80.00. The Parking Commission should talk about renting out the lots downtown in the future, on weekends that nothing is going on. There should be a set price on what it will cost to rent a lot downtown, if businesses choose to rent a lot. If people do want to rent a lot, an assembly permit will need to be drawn beforehand. The glass at the top west stairwell broke from the hail storm. No other serious damage was done. Paul was at the garage until six the night of the storm getting the gates and the machines back up and running. Because the power went out many people called explaining they were stuck and that the gates were not working. Paul was able to dismantle the gates and get the congestion of vehicles out. The gates to enter the garage were broken from people trying to get in before the storm hit. Cyndi asked what we could do in the future to prevent situations like the hail storm. Paul stated that he could purchase backup batteries for all the gates for when the power goes out in the future. It would be an expensive purchase, but necessary for situations like the hail storm. On the day of the storm we had a total of 442 entries, which equaled $276.00. The day after the storm, we had a total of 679 entries to the garage, which equaled $737.00; Music on Main was a big factor to the numbers for that day. Paul stated that the officers are running out of the pink parking ticket envelopes. One idea was to possibly start with a new color. Possibly two new colors. Chris N suggested one would be for a warning, and the other would be for a regular ticket. Blue was suggested for the warning envelope. It would look pretty much the same as a standard ticket, but it might not have the mailing info on it. If a decision is made to get new envelopes, how many will be needed? How much would it cost? Paul wanted to know if the handhelds show the parking officers if they issued a warning ticket prior to giving a vehicle the actual ticket. Paul will check with this scenario. This could be a positive thing for the businesses downtown. The Parking Commission discussed printing flyers with information about the parking garage for the merchant’s downtown to have at their businesses. There will be three big blue kiosk towers being placed around the downtown area. These kiosks should be in by the end of July. The foundations still need to be set before they can be put in. In addition to the kiosks there will be signs placed at the entries and exits to the garage explaining the rules, these signs can be seen from inside and outside the garage. These signs are also moveable. Paul has taken over creating the hot lists, and boot notice lists from Brian LaMeres. Last month we talked about Bruce Eiting, he is appealing his boot notices and now some parking tickets. Bob represented the City in the case, and did a great job! June 9th was the first court date, a decision, was not made so a second court date is made for August 18, 2010. Brian Heaston said if there are any changes in parking, the okay needs to be from the Parking Commission first. The applicant needs to come to the Parking Commission, before the City Commission. The earlier the better for the Parking Commission. Chris N said this will help the applicant from spending money when it may not be approved or are going down the wrong path. The big blue P in the garage needs to be cleaned. The people who made it will clean it for $700.00. The cameras in the car (rear right hand side) failed, swapped it with the left and now it works. $300.00 to replace the camera. Not really pleased with the camera car. When school starts again that one side on Mendenhall will be done by hand now instead of fixing the cameras. It is too dark and the new plates can't be seen on them. Other issues are affecting the progress of the cameras. Rich McLane did training on how to handle upset customers, which was great. Paul is taking over the street beat report. He will now be the voice for the parking officers. If they have information they think the Commission should hear, they will let Paul know. Bob and June have been trained and now have access to the garage while Paul is gone. June trained with Jackie and took over her duties while Jackie was on military leave. Bob, June, and Dave where at the car auction and they did a great job helping out Rich. Boot total for June was only one car. We are going to get an invoice for the garage. We agreed we needed to paint the inside of the garage. It was $20,000.00 to paint the inside. Some invoices were going to Martel and the Commission is not sure why, and also why he is sitting on them. This was not a part of the original budget. The Commission accrued around 42,000.00 in invoices that were sat on from contractors. Paul will present the numbers for June at next month's meeting. Long-term maintenance schedule 8:27:01 AM Paul had two handouts for the Commission. One handout was the long term maintenance chart showing what the numbers will look like for maintenance needed on the garage and the lots downtown for years 2010-2025. The handout also explained what kind of maintenance needs to be done to maintain the garage and lots, such as snow removal, crack seal, graffiti, cleaning, stripes, and lighting. The other handout explained what the scheduling for the maintenance might be. It ranged from maintenance every 1-3 years, 10 years, and 25 years. . It is critical to have money saved prior to repairing things at the garage. The estimated total for fiscal year 2011 is $23,750.00. There are a few short term maintenance items that need to be budgeted for; these items include floor sealer, expansion joint sealer, lights ballasts, deck repair/patch, beam repair/patch, deck seam sealers, and light bulbs. According to the handout, the Commission should budget about $ 91,880.00 for the maintenance work. $21,825.00 should be set aside every year as a reserve maintenance fund, which is $51.00 per space per year $75.00 is the national average per space per year. Paul may call Missoula or Billings, to find out how they create a budget schedule like the one handed out, that might help Paul. Maybe he can find out what the costs of things are at these others cities to see if anything might be cheaper somewhere else Parking study update 8:50:43 AM (motion needed to accept bid) They met with Western Transportation Institute ( WTI). The The Tax Increment Finance District (TIFD) approved their budget to fund the study. WTI can get started immediately. Someone from the TIFD should sign the contract. Paul will run through the scope of work with WTI. There will be a presentation and a report the third week in August. Marketing Committee update 8:50:44 AM The City Attorney said the Commission cannot advertise at a publicly owned space. Interior signage is not allowed. The Attorney will get back to Paul next week. The City rules regarding signage were reviewed and discussed. Variances to this policy must be approved by the City Commission. Northwestern Energy had a lot of validation tickets left over, Chris N handed them out to the businesses downtown. Several people did not know about these, including a few new businesses. Cyndi Andrus’ role 9:02:13 AM Cyndi wants to know what her role on the Parking Commission is. One of her roles is being a voice for the Parking Commission and let people know what is being talked about at the Parking Commission meetings. Her seat on the Parking Commission is a non- voting seat, but she can still give input towards decisions being made by the Parking Commission. The Parking Commission should utilize the many skills she has acquired from her job and being on many different committees and boards. To help her better understand her role the Parking Commission can bring things to her as they come up. Chris P is going to check to see if he still has the Bylaws for the Parking Commission and get those to Cyndi, as well as a copy of the mission statement. New business 9:19:31 AM Ben Lloyd is still not officially appointed to the Parking Commission, but he will receive copies of the mission statement and the bylaws to get him familiar with the goals the Parking Commission has and the regulations they must follow. Ben will also receive a copy of the downtown plan. Steve Schnee is officially done. But may attend the August meeting. Adjournment 9:25:51 AM Pam officially adjourned the meeting. Respectfully Submitted Ashlie Portnell, Parking Clerk