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HomeMy WebLinkAbout08-13-14 Parking Commission MinutesBozeman Parking Commission Meeting August 13, 2014 7:30 a.m. City Hall Commission Room Parking Commissioners in Attendance: Chris Naumann 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: None. 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 None. IV. Approval of July 9 and July 15, 2014 minutes Ryan asked for a motion to approve the minutes from the regular BPC meeting on July 9, 2014 and the special meeting on July 15, 2014. Chris motioned to approve the July 9, 2014 and the July 15, 2014 minutes. Ben B seconded. The motion was carried unanimously. V. Public Comment on non-agenda items – State name & address, limit comments to 3 min. None. VI. Surface lot permits -current numbers and limits Scott wanted to discuss the number of spaces the BPC wishes to lease in each of the surface parking lot and how many spaces the BPC wishes to remain for hourly parking. The N Willson lot has a total of 43 spaces. With Home Base recently leasing 10 spaces, the total leased space count is 22 or approximately 50%. The Imperial Inn has requested more parking spaces either inside the parking garage or at one of the surface lots off Willson. Scott would like the BPC to establish a surface lot lease policy to help prevent over leasing in the surface lots and not allow sufficient hourly spaces. Pam stated that while it is important to provide parking for the private entities downtown it is also important to provide for the patrons who shop or visit the restaurants downtown too. Pam wants to know what is going to happen to the folks who currently hold a lease agreement at the S Willson lot once the Hotel leases the lot for construction staging. Scott stated that the Etha Hotel group has until September 24th to obtain the building permits from the City. Discussion at the BPC will continue at a future meeting to see how things progress with the Etha Hotel project. Pam reminded the BPC that there was discussion at a past meeting about changing some or all of the lots to pay lots (by the hour or permit only). Perhaps it is time to consider this. Scott stated that new permits for the Black lot had been suspended to encourage garage leases, but now they will again be offered in the Black lot. It was agreed that the policy for the N. Willson Lot, the Black Lot and the Rouse Lot would allow leasing up to 50% of the spaces, and that we would continue to not lease any spaces in the S. Willson Lot (Armory) at this time. This policy should be reviewed later this fall when the status of all pending hotel projects in better known, and then at least annually thereafter. VII. Parking Garage crack mapping - ACTION Brian Aschim from Morrison Maierle gave Scott a formal proposal for mapping of existing cracks in the ground level at the parking garage. The total cost for the proposed scope of work to be completed is $2,800. Scott wanted approval to move forward with the work and get it scheduled. Ryan asked for a motion to move forward with the crack mapping at the parking garage. Pam motioned to authorize the BPC to spend $2,800.00 for Morrison Maierle to conduct the crack mapping at the parking garage. Dennis seconded the motion. The motion was carried unanimously. Scott felt we should proceed with the mapping when Brian’s schedule allowed and that it probably would not occur until the fall. The group agreed. VIII. Staff Update and Meeting schedule Scott has created two new policies for the parking department. 1. All parking enforcement staff will attend a mandatory monthly meeting following the BPC meeting to inform them of any changes and updates. 2. Evaluations for the parking staff will be conducted every June. The evaluation will have both departmental and individual goals developed by the parking manager and in consultation with the officer. The parking officer will review their evaluations every quarter to see if the goals are being met. IX. BID/TIF Letter The Downtown Business Partnership sent a letter to the BPC in regard to the cleanliness of the elevators in the parking garage. Scott stated that the parking garage sees more traffic, vandalism and littering issues during Music on Main and other sponsored events. Scott is working with the BID to develop a scope of work that is acceptable to both and that would allow the BID to contract with the BPC to perform the garage cleaning function at a level satisfactory to both parties. Scott is looking purchased a steam cleaner to use in the stairwells and elevators and this equipment can be used by the cleaning and parking staff to maintain the garage cleanliness. Scott looked into contracting with an individual to do the work, but they couldn't afford the city required insurance coverage. The executive committee and Scott are considering for FY16 to create a part-time position that will perform the cleaning and maintenance functions in the parking garage and would replace the contracted party. They would not be hired until July 2015. Scott will continue to bring this to the Executive Committee and discuss various options going forward. X. The Future of Parking – (INFO) The 2014 downtown parking study has begun and is scheduled to be completed later this fall. Scott is still looking at various parking ideas and possible solutions, and it will stay on the BPC agenda. XI. Manager’s Report Scott presented the finance report. Fiscal year ending numbers for June 2014 were provided and no further adjustments are expected. Scott presented and reviewed the July 2014 financials which show the actual amounts ahead of budget for garage revenue (both permit and transient parking revenue). The citation revenues are lower than budget but this is typical in summer time. Expenses are below budget in all major categories. Scott stated that some transfers haven’t been made yet, so the numbers will change in future months to reflect this. In reviewing the parking garage statistics, average daily revenue continues to remain above the levels from last year and all prior years. Average daily entries are also above the prior year levels. The number of garage permits has stayed about the same. The Crazy Days event brought record numbers in terms of single day entries and revenue at the garage. Chris is going to present the revised cost of replacing the LED lights in the parking garage to the TIF board next week. The revised cost to replace all 188 fixtures is $181,000.00. The TIF board as already approved the level of funding, but Chris is going to also ask if they will pay for the “Measure and Verify” component for an additional $4,000 for the three year period. Chris stated that this project is going to be bundled with other lighting projects throughout the city under one single contract, but no delay is expected as all the projects are ready to proceed. Scott stated that there were 7 submittals for the surface lots RFQ. The proposals are just to determine who the BPC will contract with to redesign the lots. The original RFQ was amended to add in the regional storm water component. Public works is considering adding an underground filtration system under the Black lot. If this happens, then the lot will likely always remain a parking lot. Pam asked Chris what the status of the Rouse lot is. Chris said that the complication is the creek portion, but the RFQ will address the parking lot component separate from the creek enhancement component which could be done at a different time. The reference to the creek project is included in the RFQ. Scott stated that the new parking software upgrade won’t go live until September 8th, 2014. Martel construction is going to give Scott their bid for the roof at the parking garage. Dick Prugh and Mark Aden prepared a design for the BPC. They estimate the cost for the roof addition work at roughly $300,000. XII. New business None. XIII. Adjournment Ryan adjourned the meeting at 9:00 a.m. Respectfully Submitted Ashlie Portnell, Parking Clerk