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HomeMy WebLinkAbout05-14-14 Parking Commission MinutesBozeman Parking Commission Meeting May 14, 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 Ben Bennett Pam Bryan City Staff in Attendance: Scott Lee, Parking Manager Laurae Clark, Treasurer Ashlie Portnell, Parking Clerk Guests in Attendance: Scott McMahan-City of Bozeman IT Manager Anna Rosenberry-City of Bozeman Admin Services Director Dick Prugh-Prugh and Lennon Jimmy Talarico-CTA Group 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 Ryan asked if there were any changes that needed to be made to the agenda. Due to the guests in attendance we are going to move up agenda item: VIII: Garage roof discussion with Dick Prugh and agenda item VII: Request for garage leased spaces CTA group IV. Approval of April 2014 minutes Ryan asked for a motion to approve the April 2014 minutes. Kelly motioned to approve the April 2014 minutes. Dennis seconded the motion. The motion was carried unanimously. V. Public Comment on non-agenda items – State name & address, limit comments to 3 min. None. VIII. Garage roof discussion – Dick Prugh – (ACTION) Chris and Scott met with Dick Prugh from Prugh and Lennon Architects about adding a roof to the top level of the parking garage. Scott stated that Dick will need to draft a proposal and then the BPC will need to approve contracting with him. Dick has talked to Tony Martel and they think the best choice is adding a roof to the structure instead of adding another parking level. Dick displayed the drawings of the garage and a rendering of what his idea is for the structure. The new roof structure could sit on the concrete posts that are currently located in the garage. The roof design shows that it would slope down towards the middle of the garage where drainage is already in place (butterfly design), Dick stated that there could be additional gutters added to the structure, but having the roof slope down towards the middle makes sense because of the existing drain. Kelly asked how the electrical is currently set up on the top floor. Dick stated that there is currently is lighting up there and it would not be hard to add additional lighting fixtures. Pam stated that knowing how expensive it is to build, do we know what the estimate prices would be to add a new level vs. just adding in a roof. Dick stated that the shut down time would be less just adding a roof vs. adding a level and with all the other construction currently going on downtown it wouldn’t be a wise choice to add the level and close the entire garage for the approximate one year time frame. Chris asked if the butterfly roof is designed to be removed if the time comes to add an additional level to the garage. Dick stated that it would be easy to remove if necessary. Chris stated that at this time there are two aspects the BPC needs to look at before they move forward. The first aspect is looking at the total cost for the new roof and the second is to look at the budget. The BPC will review this again at the June 2014 meeting. VII. Request for Parking Garage leased spaces CTA Group – (ACTION) Jimmy Talarico of CTA Architects Engineers (CTA) is representing a company called Home Base. They are requesting 50 spaces to be leased in the parking garage for a new building they are planning to construct. They will provide approximately 65 on site spaces but the UDC requirement is for an additional 50 spaces. Pam asked what time of day those spaces would be used. Jimmy stated from 9 to 5 daily. Dennis asked when the lease would start, Jimmy doesn’t know at this time when they want to start, but he knows that Home Base wants to lock in on a lease agreement as soon as possible. Cyndy wants to go through how many leases we currently have and an overview of what is left. Scott presented the resolution PC2014-03. Scott stated that currently we have three long term lease agreements with Etha, Imperial and Block G, at this time Imperial and Black G are the only two whose lease spaces are in the general parking spaces (non basement). The BPC agreed to lease the 50 spaces requested by Home Base, leaving approximately 10 remaining space left for lease. This number will fluctuate from month to month. Ben B stated that his only concern is what it will do to parking overall downtown. Due to the other projects happening all at once, parking will be difficult. Kelly stated that this could potentially push people into the parking garage which would be ideal. Ben B also asked Jimmy about the potential for Home Base needing more spaces in the future. Jimmy stated that the total number of spaces needed (115) will not change in the future. They have 65 on site spaces and the 50 spaces they are requesting will ensure that they will have enough spaces for their tenants. The current plan is for a building, with underground parking, two levels of commercial spaces and two levels of residential spaces, the total number of spaces they calculated to accommodate for everyone is 115. Ryan asked Scott what he would like from the BPC. Scott stated to the BPC that he wants to know what the next step is and what direction he should take this. Discussion ensued about changing the start of the lease payments to match when the lease was signed, and not just when they actually began to need to the spaces. Chris stated that the BPC should just use all the policies that are in place instead of coming up with something else. The policies in place have worked well in the past, so there is really no point in changing it. Scott asked permission to use the standard lease agreement already in place and move forward with this request. Chris motioned to direct Scott to proceed in negations for 50 spaces for Home Base request using the exisiting lease agreement. Kelly seconded the motion. The motion was carried unanimously. VI. Resolution 2014-03 – limits number of leases in Parking Garage- (ACTION) This was discussed at the March 2014 meeting. Scott drafted the resolution, and is presenting it to the BPC for approval. Ryan asked for motion to approve this Resolution PC2014-03. Dennis motioned to approve Resolution PC2014-03. Ben B seconded the motion. The motion was carried unanimously. Kelly suggested to Scott to create a parking garage spread sheet that shows all the permit holders. Pam wants the formula redesigned so that it is more understandable. IX. Parking Department Citation Software Implementation Anna Rosenberry and Scott McMahan, the IT Director attended to participate in conversations with the BPC and explain how the Finance department is preparing for the transition in software. Laurae has also been involved in several conversations. Scott Lee stated that the City will attempt to go live with this by July 18, 2014. The legal and IT departments are involved in the security aspect of the data. The language for the contract still needs to be completed before this can be finalized. Scott M stated that there are still a number of questions and concerns at this time on whether or not the Duncan solutions software will integrate well with the SunGard system the City currently uses. Another issue is if the cash register and receipts printer will be compatible with Duncan solutions software. It is unclear at this time just who will have access to all the data; Scott M stated that the City will require full access to all data. It should not go to an overseas company or be stored overseas. Anna Rosenberry stated that the time frame to go live will work just fine for the Finance office if it stays on track, however if something happens than the next best time would be September 2014. Laurae stated that a concern for the new software is how parking permits are going to be handled. Customers are required to come to City Hall to obtain their permit. We have three registers open during this time, so if we only are able to have one cash drawer, that will pose a big problem. There are just a number of unanswered questions yet at this time. Kelly suggested that Scott find out if there is another city using Duncan and SunGard systems and how they integrate together, that way we will know if there are any major issues. Chris stated that if it takes until September to go live with the new software that will be just fine, he thinks it's better to get everything right the first time. X. Parking Garage lighting study results & next steps Scott stated that the lighting study was done and the total cost to replace all the lights at the garage is $200,000.00. This equates to a 16 year payback. Scott suggested sticking to what we have now and replacing the lights as needed. Cyndy asked Scott if he had a maintenance plan. Scott said yes, currently there are 15 lights out in the parking garage and if the BPC decides not to fund the proposal, then he will begin to schedule replacement of needed fixtures. He has been holding off on replacing ballasts but he will go forward now with replacing the fixtures. Chris told Scott that he should order 20 to 25 lights so that he can replace the 15 that need it now and to have a handful ready when others go out. XI. Bi-Annual Parking Study update Scott spoke to WTI about the parking study, they recommended that we use the same guidelines and streets as the 2012 study and then in two years (2016) do a new assessment once all the big projects are done. XII. Manager’s Report The finance report shows that revenue is continuing to run ahead of budget. The average daily revenue dropped off due to mechanical issues with the garage exit terminals. The exit gates have been set to allow free passage on several occasions. Daily entries are up while the numbers of permits were lower for the month. That is normal for this time of year. Scott stated that there is a new top five for entries at the garage with a total number equaling 771 due to the Bobcat Fest that took place at the end of April. The parking department hired new officer, Jared Boles. Jared works Tuesday through Saturday focusing on the downtown beat. Scott stated that he is terminating the Montana Builders maintenance contract starting July 1, 2014. HRDC is taking over the contract for cleaning up the bus stop area, and Scott will hire or contract for someone to handle the cleaning of the parking garage itself including the stairwells and the elevators. The crack mapping project still needs to get done, that will hopefully get done soon. The local person is working with Mark Aden the principal structural engineer on the garage project. An RFP for the surface lots downtown was sent to the executive committee for review and comment. Still working out the exact language with the legal department before it can be sent out. Still scheduled to be finalized and published in June 2014. XIII. New business Ben B stated that we have talked a lot about looking into getting a new parking garage built, and he thinks the BPC needs to start really looking into what needs to be done to make that happen in the near future. Scott will create this as an agenda item for the June 2014 minutes. XIV. Adjournment Ryan adjourned the meeting at 9:05 a.m. Respectfully Submitted Ashlie Portnell, Parking Clerk