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HomeMy WebLinkAbout04-09-14 Parking Commission MinutesBozeman Parking Commission Meeting April 9, 2014 7:30 a.m. City Hall Commission Room Parking Commissioners in Attendance: Ben Lloyd Chris Naumann Kelly Wiseman Ryan Olson Dennis Bechtold Cyndy Andrus City Staff in Attendance: Scott Lee, Parking Manager Laurae Clark, Treasurer Ashlie Portnell, Parking Clerk Guests in Attendance: Kyle Dornberger Action Items: I. Call to order, 7:30 a.m. Ryan called the meeting to order at 7:30 a.m. II. Disclosures of Ex Parte Communication None. III. Changes to the Agenda Correction on date noted at bottom of agenda. The next meeting will be May 14, 2014 and not the March 19, 2014 date listed. IV. Approval of March 2014 minutes Ryan asked for a motion to approve the March 2014 minutes. Kelly motioned to approve the March 2014 minutes. Chris seconded the motion. The motion was carried unanimously. V. Public Comment on non-agenda items – State name and address. Please limit comments to 3 minutes None. VI. Bi-Annual Parking Study – (ACTION) Scott presented the map of where the 2010 & 2012 parking studies were conducted. He stated that the BPC needs to determine what information they want included in the 2014 study. Ryan asked what data is going to be collected this time. Scott stated that we should collect data on the same things done in 2012 and WTI will also suggest new areas to study. Chris told Scott to go ahead and contact WTI and get it scheduled, and propose the scope of work to be conducted and have the contract drawn up. Chris also stated that we need to try and get the same dates as last study. VII. Etha Hotel – status update Kyle Dornberger from the Etha Hotel attended today's meeting to answer any questions. Scott also provided an email sent by Cory Lawrence that updated the schedule, and next steps which include working on the license agreement for the parking lot adjacent to the building. Cyndy asked the BPC if businesses are being informed about when construction is going to start on the hotel. Scott said it would be a good idea to contact businesses and residence around the area and notify them when construction will officially start. Ben L. asked Kyle if there is a subcontract bid yet. Kyle stated that Martel has the bid. VIII. Block G Hotel – 1st Right of Refusal Letter – (ACTION) The attorney from G25 Holdings wrote a letter to the BPC requesting that they have first rights to the parking spaces inside the parking garage if the Etha Hotel agreement falls through. Ryan asked the BPC if they needed to make a motion to write a response letter back to G25. Dennis is concerned about making a commitment like that because we already have an agreement with the Etha Hotel. Dennis stated that it would not be the best idea to tell G25 that they can just have first rights of refusal to those spaces. What if the BPC wants to lease basement spaces for the month to month renters instead? Dennis said we need to keep our options open to be able to negotiate how we want those spaces to be used. Chris stated that he agrees with Dennis, but has seen in the last 5 years that those spaces are never at full capacity. Kelly doesn't like the language of the letter. He thinks that if Etha Hotel falls through then the BPC should give out notices to the other businesses that are interested in leasing spaces and give them a chance to negotiate. Ben L added to Kelly's comment that they should come up with a plan on how they would utilize the spaces before we just give them the spaces. Ryan suggested contacting the G25 people again and to have them redraft the letter to state that they would like to request first rights to negotiate. Cyndy suggested creating a letter and sending it to the other businesses who might be interested. Scott will draft a letter and send it out. The letter will basically state the BPC will be again leasing spaces in the basement, and if anyone is interested, they need to contact Scott to express their interest. If more people are interested than spaces available, the BPC will have to determine what is in their best interest. VIII. Parking Department Software – (ACTION) Scott would like to purchase new handheld machines and software for his department to use for issuing tickets. Duncan Solutions makes a handheld machine and software to go with them. Cardinal also makes a hardware and software package that is currently used by Missoula, Great Falls, Billings, Helena and now Butte. Currently the parking department uses an older version of Duncan, so would prefer to remain with the vendor for which we have a history and working relationship. Scott stated that with the new software it will help streamline the ticket processing from issuance to collection. Violators would be given improved methods to pay citations, or appeal them electronically as well as view pictures and citations on line. It would also electronically store all the relevant information in one place, and any CoB employee with access could see everything. There are two different pricing options. The first is a straight lease arrangement where we pay a flat fee per citation, with no upfront cost. This is estimated at $24,000 per year. The second option is buy the handhelds outright (about $1,800 each) and lease the software modules separately as a monthly fee. Either option would include automatic software upgrades. Scott stated that the handhelds are 10 years old so it may be cheaper to purchase the handhelds outright. The software leases would cost approximately $6,000 - $10,000 annually. The upgrade will provide the officer in the field with the history of the license plate and officers can take pictures right from the handhelds and automatically get attached to the ticket. Offenders would also be able to access the ticket information and pictures online. Payments could be submitted online, thru the mail, or in person at the finance office at City Hall. The software would also have the capability to link permits issued for the residential districts to the specific plate for which it was issued, so even if removed, the officer can verify that a permit was issued properly. Scott is asking the BPC to provide the Executive Committee with the authority to approval the purchase of the handhelds and software once the final cost estimates have been received. Scott will arrange a demo for the finance staff and other interested parties.. Kelly motioned to have a demonstration for the new software in the finance department, based on the feedback from them, then Scott can order the new software and handhelds. Dennis seconded the motion. The motion was carried unanimously. IX. Letter from Mark Bryan – (INFO) Scott presented the letter from Mark Bryan (parking garage permit holder) about the Etha Hotel lease agreement for the parking garage. Mark is concerned that the overflow of cars from the Etha hotel will force the regular parkers up to the upper floors. Mark listed reasons why he feels that any overflow parkers from the hotel should use the third floor to park instead of the first two floors. Scott asked the BPC if there is a response he should get back to Mark with. Kelly asked about the condition of the elevators, we don’t want to have hotel guests using them if they are not clean. Chris stated that the elevators are dirty most of the time. Chris also stated that there is no control over where people park in the garage, there would be no way to determine if the vehicle parked is a hotel guest or not. Bob Fletcher previously asked if the top level could be leased out to downtown employees only but this was not practical. The garage does not have an attendant, so there would not be a way to determine who is a hotel guest or not. Ryan stated that the letter only mentions the Etha Hotel group, there are other hotel projects in the works and they might be interested in lease agreements as well. That needs to be taken into consideration, especially if the time comes and they too want to park their guests in the garage. Chris stated that we need to respond to this letter, and acknowledge his concerns. The BPC will consider the suggestions he made. The best solution now is to monitor changes and makes changes as we can. X. Manager’s Report (info) Revenue continues to remain above budgeted levels. Expenses are over budget due to snow plowing and other seasonal expenses. Chris asked if the new parking software would hit this fiscal year. Scott stated yes it most likely would. Permits for the garage are slightly down. The daily revenue was higher on a month/yr comparison. Scott met with Chris and Cyndy about the janitorial services and came up with a proposal for HRDC. Scott is requesting that HRDC takes over bus stop cleaning, and he will seek bids separately for cleaning the remainder of the garage. The proposed start for new contracts would be July 1, 2014. Interviews for the new parking officer will start April 9. There were five candidates selected for interviews; Scott hopes to make a recommendation to Human Resources by the middle of next week. Scott has contacted Dick Prugh to develop a rough spec sheet/drawing for adding another level to the garage, or putting a roof structure on the existing top level. Dick has been on vacation, but Scott follow-up. Scott will call Tony Martel to get a rough estimate for what the cost would be for both options. Scott has contacted Michael Shamblin about the crack mapping at the garage. Scott does not have a cost estimate at this time. Cameras for the parking garage have been ordered through the IT department; Scott stated that he has not ordered the installation of conduit as need to best determine exactly where to place each camera. Initially cameras will be located at the two entrance/exits. If damage is done, and recorded by a camera, Scott will refer it to Bozeman police department as they have existing methods and ordinances to seek restitution for these acts. Scott will work with Mark Johnson about how to handle the restitution for fines. It may go through the municipal courts as a criminal process. XI. New business Chris stated that Scott’s evaluation is coming up again; He will prepare the evaluation sheets and get those emailed out to the BPC. XII. Adjournment The meeting was adjourned at 9:00. a.m. Respectfully Submitted Ashlie Portnell, Parking Clerk