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HomeMy WebLinkAbout08-13-14 Parking Commission Agenda and Materials Ib 19 BOZEMAN PARKING COMMISSION August 13, 2014, 7:30 — 9:00 a.m. Madison Room, Citv Hall Agenda I. Call to order, 7:30 a.m. II. Disclosures of Ex Parte Communication III. Changes to the Agenda IV. Approval of July 9 and July 15,2014 minutes V. Public Comment on non-agenda items— State name & address, limit comments to 3 min. VI. Surface lot permits -current numbers and limits VII. Parking Garage crack mapping-ACTION VIII. Staff Update and Meeting schedule IX. BID/TIF Letter X. The Future of Parking—(INFO) XI. Manager's Report 1. Monthly financials and graphs 2. LED lighting in Garage 3. BID Garage Maintenance Proposal 4. Surface lots RFQ 5. Parking Citation Software upgrade XII. New business XIII. Adjournment NOTE:The next Bozeman Parking Commission meeting will be held September 10, 2014, at 7:30 a.m. 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, James Goehrung, at 582-3232 (TDD 582-230I). Bozeman Parking Commission Meeting July 9, 2014 7:30 a.m. City Hall Madison Room Parking Commissioners in Attendance: Ben Lloyd Chris Naumann Ryan Olson Dennis Bechtold Cyndy Andrus Ben Bennett 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. IV. Approval of June 2014 minutes Ryan asked for a motion to approve the June 2014 minutes. Ben B motioned to approve the June 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. VI. Adoption of the amended BPC Bylaws —ACTION Scott proposed changes to the Bylaws to be consistent in terminology and to make minor changes as recommended by the legal department and presented those changes to the BPC. Scott shared some of the changes; the document now is consistent in referring to the BPC not commission or board, and the board members are now consistently called Commissioners. The amendment also changes the membership of the Executive Committee to be the BPC Chair, BPC vice Chair and a Commissioner in good standing as appointed by the BPC. If approved by the BPC, the final document still needs to be presented to the City Commission to be reapproved. Scott asked the BPC to approve the Bylaws with an effective date of July 9, 2014. Ryan asked for a motion to approve. Chris motioned to approve the revised BPC Bylaws. Dennis seconded the motion. The motion was carried unanimously. VIII. The Future of Parking— (INFO) Scott stated that Chris, Ben B and he are meeting with Dennis Burns of Kimley Horn on July 10, 2014 to discuss the future of parking. Dennis told Scott that the BPC needs to figure out if the issue with parking is a 100 space problem or a 500 space problem etc. Are there issues with tourists parking or employees of the downtown district? Once these question type of questions have been answered it will be help the BPC to determine what direction we need to take to properly address the future of parking. Chris stated he would ask Dennis about including a plan for growth to the area in the master plan for parking. A realistic plan would go through 2020. Scott clarified that he has not actually hired Dennis for the job, but that he is just getting free advice from Dennis. Scott stated that another member from the BPC is more than welcome to attend the meeting on July 1 Oth with Ben B, Chris and Scott, but it cannot be more than 3 as that would constitute a quorum. VII. Appointment of Executive Committee Member—ACTION Ben Bennett has volunteered to join the Executive Committee. Ryan asked for a motion to approve Ben B as the newest member to the Executive Committee. Dennis motioned to approve Ben B as the newest member to the Executive Committee. Chris seconded the motion. The motion was carried unanimously. IX. Manager's Report Scott presented the financial report to the BPC. The FY2014 yearend final report may include some additional revenue and expenses that are not listed on the report currently; those will show on the final report presented at the next meeting. The FY14 report shows the parking garage permit revenue is 34% above budget. This number does not include the permits for the hotel projects, so this is very promising number. Citation revenue is also up compared to a year ago at this time and also higher than the budget. Scott stated that Laurae Clark and Brian LaMeres are working on cleaning up the refunds from ticket write offs. The financial report shows the operating expenses for several categories, including supplies, is over the budget which is to be expected with an increase in revenue. Approximately$20,000 was spent out of the Capital Reserve Account for the garage software and hardware upgrade done earlier this year. Scott was asked by the Executive Committee to create a policy on how the BPC allocates where net profit is allocated and designated for future use. Scott explained that the Parking Enterprise fund policy allocates profits into three different fiscal reserves. The first is the Capital Reserve fund, the Operating Reserve fund and the Long Term Maintenance Reserve fund, but does not define the allocation between the three funds. Cyndy asked Scott if funds could be transferred from one account to another if necessary. Scott said yes, but would require BPC action. There will be more discussion on this at a future meeting. Average Daily Entries and Revenue continue to track above the same period as last year. On the day of the first Music on Main in 2014, we had a new top 5 event for entries with 802 entries. The surface lot RFQ was sent out and noticed in the newspaper. Scott stated that there are several firms that he has been contacted by that are interested in working on the surface lots. More are expected. A review committee will be created to negotiate with the firm selected. The firm will also come to a BPC meeting and discuss their proposal for the lots and give the BPC a chance to ask questions and review the plan. Cyndy asked what lots will be done. Scott stated that the order has not been determined. The order will also depend on funding available but will be determined by the BPC in consultation with the firm selected. The TIF board has budgeted $250,000 to put towards improving a surface lots in each of the next two fiscal years. It is unknown how what portion of the overall costs this represents. Cyndy asked if we are planning on getting multiple bids for the project or just one and then starting the implementation. Chris stated that the firm will help the BPC to develop the overall plans for the lots, and then those plans will be sent out to bid. We expect to get multiple bids for the project and if they all come in too high, that the BPC has the option to wait. Chris stated that timing is everything, costs change based on time of year, so if it is more expensive in the summer then the BPC can hold until fall or spring. Scott will give an update on this at the August 2014 meeting. The Parking software upgrade is moving along at a good pace the Finance and Accounting department are working with Scott and are still trying to work out the kinks with the conversion. Scott stated that the Detention center crew is cleaning the East and West stair wells today (7/9/14). The 2014 downtown parking study will be conducted this month. The data collected from this study can be incorporated into the future of parking master plan when it is completed. The Etha hotel got another extension from the city Planning department. They now have until September 24th to pull their building permit. There will be a special BPC meeting on July 151h at 11:00am with Mark Aden,the parking garage engineer, and Dick Prugh,the parking garage architect. They are going to present their initial ideas for a roof at the parking garage. They will also be having a meeting to discuss the mapping of the cracks at the parking garage. Chuck Winn will be leading that discussion, and a representative from Morrison Maierle will also be in attendance. X. New business An email was sent to all City Commissioners requesting the creation of a new parking district surrounding the downtown core area. Scott explained to the person who sent the email that this process takes time and requires significant input from the City and the surrounding areas. Ryan is curious how far this district would go. Scott said that existing staff could cover a new district if the geographic area was limited both north to south and east to west. It would require further review to determine what that actual boundary could be. A parking study would need to be conducted to see what the traffic is like in the area. Staff is aware of parking availability problems on Willson, Tracy and Black Avenue mainly to the north of Main Street. The City Commission would have to give approval for any new district to be created. There does not need to be 100%participation, but the higher the majority of the folks signing the petition the better. Ryan wants to know if the BPC contacts the residents of that area or if they need to reach out to the BPC. Chris thinks we should send out the petition and see how many people sign it. Ben B said if we are going to ask the people of that area then we also need to include the surrounding areas. Ryan added that it's also a timing issue. Maybe a study of the congested area and the areas surrounding it should be completed. The study would show if this is an issue based on the construction going on and street closures or if it will be on on-going issue. Ryan suggested creating a letter notifying the residents that they can attend a BPC meeting to discuss the possibility of a parking district in the area. The BPC can conduct a study of the surrounding area as well and share the data at a future meeting. Scott stated that on Saturdays the parking garage hits the highest average revenue of the week; yet it was the second lowest average daily entries, which means the average people that parked in there stayed longer. XI. Adjournment Ryan adjourned the meeting at 8:45a.m. Respectfully Submitted Ashlie Portnell, Parking Clerk Bozeman Parking Commission Meeting July 15, 2014 11:00 a.m. City Hall Commission Room Parking Commissioners in Attendance: Chris Naumann Ryan Olson Cyndy Andrus Ben Bennett Kelly Wiseman Pam Bryan City Staff in Attendance: Scott Lee, Parking Manager Guests in Attendance: Mark Aden, DCI Engineering Dick Prugh, Prugh and Lenon Architecture Action Items: I. Call to order. Ryan called the meeting to order at 11:00 a.m. II. Disclosures of Ex Parte Communication None. III. Public Comment on non-agenda items — State name & address, limit comments to 3 min. None. IV. Parking Garage Roof Discussion Dick Prugh and Mark Aden provided some concept drawings and ideas for potential roof designs for the parking garage. The roof would be a butterfly design, sloping to the middle where existing drainage areas could be utilized to handle the run off. The pitch of the roof would be minimal as they do not want fast run off of snow or water. Cyndy asked about the option to add another level of parking before the roof was installed. The structure was designed to add on additional levels. The concept has been considered by the BPC, but Mark stated it would require portions of the existing parking decks to be closed to vehicle traffic, to allow contractor to brace for the additional weight, while the concrete is being poured and curing, that would be required. The majority of the garage would be shut down for periods of time that could last several months each. Chris Naumann inquired about the safety of the roof and how not to make the roof an obvious, climbable structure for the safety of human life and injury. Mark and Dick mentioned there could be some aspects of the design that would make it very difficult for people to climb the structure, but there was no preventative measure that could be made that would stop a person if he/she had the will to climb upon the roof. Mark and Dick were asked if the roof could be removed and reused if it was determined to be advantageous to add another level in the future. They stated that the support beams would be attached to the existing support columns and could be removed and reused. Depending on the actual material used for the roof, it may not be reusable. The Commissioners present asked that the roof be designed so that photovoltaic panels could be added either now or in the future. This should be considered as a worthwhile investment/option even if the return on investment is longer than normal. Kelly Wiseman expressed concern and asked for consideration to be given to the amount of light that will be potentially produced from the rooftop light fixtures. The desire was expressed for keeping as much light as possible from escaping the top of the garage and making an obvious glare. Ben Bennett asked if there would be any type of disruption to the business tenants of the Intermodal Commerce Condominiums. Mark and Dick stated that there might be temporary road closures for the craning of materials to the roof deck. Bennett emphasized that safety precautions would need to be made for the Intermodal Commerce Condominiums, to avoid damage to property and the possibility personal injury. The Executive Committee will work with Scott as well as Dick and Mark to develop more detailed designs and rendering, including options the BPC wants to consider,that can be presented to the BPC in the future. Ryan adjourned the meeting at 11:45a.m. Respectfully Submitted Scott Lee, Parking Manager ��TC �T ENGINEERS ® MORRISO1V SCIENTISTS SURVEYORS ®� MAIERLE INC. PLANNERS '1 2880 Technology Blvd.,W. BOZEMAN,MT 59718 406-587-0721 FAX 406-922-6702 do Employee-Ouwed Company August 7, 2014 Scott Lee Parking Manager City of Bozeman PO Box 1230 Bozeman MT 59771-1230 Re: City of Bozeman Downtown Parking Garage— Proposal for mapping of existing cracks in the ground level C.I.P. concrete deck Dear Scott: We are pleased to provide you with this scope and fee proposal for the mapping of the concrete cracks currently present at the ground level elevated slab of the Downtown Bozeman parking garage. The following is our understanding of the required scope of services and fee assumptions and limitations. Scope of Services and Fee Assumptions/Limitations • Morrison-Maierle, Inc. (MMI) will conduct a visual observation of the northern half of the ground level elevated parking slab, from both above and below, and map—via hand sketches on existing floor plan drawings - the approximate/general location and extents of the existing concrete cracks (i.e. no exacting measurements nor exact replication of crack locations will be developed). • MMI will coordinate with the City parking officials to document which cracks had been previously repaired, when those repairs took place, and by whom the work was performed, and note this information in the 'as-observed' mapping. • In the development our proposed fee and required effort, we have assumed that City parking officials will provide AutoCAD or PDF floor plans of the existing parking slab which is to be evaluated. • Final deliverables will consist of electronically transmitted PDF drawings of the slab floor plan showing the approximate location and extents of the concrete cracks from both above and below the slab. • The scope of this proposal is limited to the one time visual observation and approximated mapping of the existing concrete cracks in the ground level elevated parking slab for the City's use in their ongoing crack monitoring. This work shall not be considered an endorsement or determination of the causes and/or severity of the concrete cracks, nor as a study of the condition or structural integrity of the existing parking garage. Based on our understanding of the required scope of services as outlined in this letter, our proposed fee for this work is$2,800. Please let us know if you have any questions, comments, or concerns with this proposal. If everything looks acceptable, please respond with your approval, and we will proceed with the development of the City's Standard Agreement. Thank you again for this opportunity! Sincerely, A] MORRISON-MAIERLE.im%Brian D. Aschim, PE Project Manager "Providing resources in partnership with clients to achieve their goals" August 4, 2014 TO: Scott Lee, Parking Manager and s Bozeman Parking Commission FR: Chris Naumann, Executive Director RE: Parking Garage Elevator Repairs, Cleanliness and Maintenance On behalf and request of the Downtown Business Improvement District (BID) board and the Downtown Tax Increment Finance (TIF) board to request a higher level of maintenance and cleaning of the elevators at the Bridger Park Garage. The BID and TIF boards are concerned by the lack of consistent, timely cleaning of the garage elevators. In addition to requesting that they be cleaned weekly, if not multiple times a week, the boards request that more durable ceiling tiles, metal perhaps, be purchased and installed to replace the broken/missing plastic ones. Finally the boards suggest mechanically scouring the interior metal surface with a repetitive pattern to hide the existing vandalism and scratching. The dirty elevators in disrepair present a very negative image of the Bridger Park Garage and downtown in general. Please reply in writing with a specific plan to address these issues so that I may update both boards. Respectfully Submitted, C4. Chris Naumann Executive Director 0OWNTOWN 60MMAN PARTNERSHIP 222 EAST MA N STREET,SUITE 302 HZEMM.MONTANA 54715 • ' p.406.586.4008 f.406.586.3882 w%,iv�.dormto,,rn6ozemon.or0 Bozeman Parking Commission Finance Report as of June 30, 2014 Jun-12 Jun-13 Jun-14 FY2014 Remaining FYTD FYTD FYTD(Fiscal Year 2014) Full Yr Actuals Actuals Actuals Budget VARIANCE Budget Balance % Revenue Downtown surface lot permits 14,654 14,768 15,140 16,000 860 16,000 860 5% Garage permits 80,968 81,050 114,093 85 000 29 093 85,000 (29,093) -34% Garage transient 48,423 53,978 60,353 60,000 353 60,000 (353) -1% Garage validation 866 685 702 1,000 298 1,000 298 30% MSU resident permits 11,795 11,657 12,740 11,000 1,740 11,000 1,740 -16% High school permits 2,365 2,250 1,845 2,500 655 2,500 655 26% MSU visitor permits 8,215 8,360 9,295 8 000 1 295 8,000 (1,295) -16% Municipal fee 355 120 53,490 45,000 8,490 45,000 8,490 -19% Boot fee 4,350 3 300 3,320 3 000 320 3,000 320 -11% Citations 224,255 213,085 312,480 260,000 52 480 260,000 (52,480) -20% Refunds&Reimbursement 12,500 1,355 285 10,000 (9,715) 10,000 9,715 97% Gara a indoor advertising 2 082 2,998 2,584 2,000 584 2,000 584) -29% Other Revenue/ Loan Interest 26 1,718 13,082 - 13,082 - (13,082) #DIV/0! Total Revenue 410 143 395 085 599,409 503 500 95f 909 503,500 (95,909) -190/0 Operating Expenses Wages and salaries 195,188 198,286 261,922 264,636 2,714 264,636 (2,714) -1% Supplies/Materials 12,684 23,623 28,232 17,825 (10,407) 17,825 10,407 58% Maintenance-vehicle software 10,452 56,861 1 9,302 8,000 (1,302) 8,000 1,302 16% Utilities- hone elect as 32,065 31,683 29,890 32,400 2,510 32,400 (2,510) -8% Contracted Services 53,730 61,685 56,742 55,500 (1,242) 55,500 1,242 2% Travel/Training 1,909 - - 3 500 3 500 3,500 (3,500) -100% Other-pstq, adv, rents taxes 28,658 32,766 40,974 36,950 (4,024) 36,950 4,024 11% Capital &Reserve - - 19,652 25,000 5,348 25,000 (5,348), -21% Transfers to General Fund 52,465 56,864 60 000 60,000 1 - 60,000 - 0% Total Oeerating Ex enses 387,151 461 767 506,714 503,811 (2,903) 03 1 503,811 2,9 % Net Profit Loss 22,992 (66,682)1 92,695 311 93,006. 311 Bridger Park Downtown Parking Garage Stats Mar-13 Apr-13 May-13 Jun-13 Mar-14 Apr-14 May-14 Jun-14 Average Daily Revenue $144.741 $163.131 $128.001 $162.931 $189.231 $154.171 $155.231 $186.03 Average Daily entries(all) 331 354 1 349 1 392 1 407 406 379 419 Bridger Park Downtown Permits Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Regular 189 183 187 187 183 186 191 195 Basement 51 49 49 48 46 45 45 45 Total permits 240 232 236 235 229 231 236 240 Top 5 Events at Bridger Park ENTRIES REVENUE Amount Date Event Amount Date Event 1 849 12/13/2013 Art Walk $918 3/15/2014 Run 2 the Pub 2 824 6/27/2013 MOM $738 7/1/2010 Hail/MOM 3 802 6/26/2014 MOM $601 12/3/2011 Xmas Stroll 4 802 8/1/2013 MOM $581 12/1/2012 Xmas Stroll 5 788 7/18/2013 MOM $541 3/16/2013 Run 2 the Pub ,NOTE: SOME REVENUE AND EXPENSE POSTING MAY OCCUR UNTIL END OF JULY NOTE:0 months(0%)remaining in Fiscal Year(July-June) Prepared by Scott Lee Finance report FY2014-June 2014 8/8/2014 Bozeman Parking Commission Finance Report as of July 31, 2014 Jul-12 Jul-13 Jul-14 FY2015 Remaining FYTD FYTD FYTD(Fiscal Year 2015) Full Yr Actuals Actuals Actuals Budget VARIANCE Budget Balance 0/0 Revenue Downtown surface lot permits 70 642 429 764 335 18,000 17,571 98% Garage permits 3,308 3,179 5,570 2,925 2,645 105,000 99,430 95% Garage transient 5,380 6,625 7,076 5,000 2,076 60,000 52,924 88% Gara e validation 25 100 - 42 42 500 500 100% MSU resident permits 80 120 100 113 13 12,000 11,900 99% High school permits 5 10 5 19 14 2,000 1,995 100% MSU visitor permits 35 125 20 94 74 10,000 9,980 100% Citation Admin Fees - - 5 165 3 333 1 832 40,000 34,835 87% Boot fee - 450 750 250 500 3,000 2,250 75% Citations 15,325 25,570 17,215 29,167 (11,952) 350,000 332,785 95% Refunds&Reimbursement 1,250 - - 833 833 10,000 10,000 100% Gara e indoor advertising - - - 200 200 2,400 2,400 100% Other Revenue/ Loan Interest 197 136 111 183 72 2,200 2,089 95% Total Revenue 25,675 36,957 36 441 42,923 6 482 615,100 578,659 94% Operating Expenses Wages and salaries 14,167 22,364 23,091 19,744 (3,347) 236,925 (213,834) -90% Supplies/Materials 4,782 3,614 4,418 2 941 (1,477) 35,290 30,872 -87% Maintenance-vehicle software 2,121 - 907 2,000 1,093 24,000 23,093 -96% Utilities-phone, elect as 2,388 439 2,533 2,693 160 32,312 29,779 -92% Contracted Services 5,193 5 316 3,939 5 233 1,294 62,800 (58,861) -94% Travel/Training - - 942 125 817 1,500 (558) -37% 10ther-pstq, adv, rents taxes 13,047 1 262 - 3,907 3 907 46,884 (46,884) -100% Capital &Reserve 821 - - 4 167 4,167 50,000 (50,000) -100% Transfers to General Fund 4,739 5,000 1 5,417 5 417 65,000 (65,000) -100% Total Oeerating Expenses 47,257 37,996 35 830 46,227 10,398 554,711 (518,882) -94% Net Profit Loss (21,582) 612 (3,304) 1 3,916 1 60,389 Bridger Park Downtown Parking Garage Stats Apr-13 May-13 Jun-13 Jul-13 Apr-14 May-141 16644 Jul-14 Average Daily Revenue $163.13 $128.001 $162.93 $193.001 $154.171 $155.231 $186.03 $255.97 Average Daily entries(all) 354 1 349 1 392 1 447 1 406 1 379 1 419 496 Bridger Park Downtown Permits Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Regular 183 187 187 183 186 191 195 191 Basement 49 49 48 46 45 45 1 45 47 Total permits 232 236 235 229 231 236 240 238 Top 5 Events at Bridger Park ENTRIES REVENUE Amount Date Event Amount Date Event 1 876 7/18/2014 Crazy Days $918 3/15/2014 Run 2 the Pub 2 867 7/10/2014 MOM $738 7/1/2010 Hail/MOM 3 849 12/13/2013 Art Walk $601 12/3/2011 Xmas Stroll 4 831 7/24/2014 MOM $581 12/1/2012 Xmas Stroll 51 824 1 6/27/2013 1 MOM 1 $580 1 7/18/2014 1 Crazy Days Prepared by Scott Lee Finance report FY2015-Jul 2014 8/8/2014 Bridger Park Downtown Avg Daily Entries 550 N 500 a 450 c "' 400 JEL 0 350 m 300 co v 250 ¢ 200 150 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul f 2013-14 Avg.Entries 423 363 381 350 407 369 390 407 406 379 419 496 -4-2012-13 Avg.Entries 415 323 326 323 348 314 314 331 354 349 392 447 -6-2011-12 Avg.Entries 327 265 275 282 332 276 292 285 295 301 352 383 t 2010-11 Avg.Entries 247 224 229 235 1 278 217 240 265 268 252 291 311 Bridger Park Downtown 310 Average Daily Revenue 260 a 3 C i 210 C 160 v en �o 110 60 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul t2013-14 Avg.Rev 189.06 138.63 151.39 138.77 180.97 145.97 158.04 189.23 154.17 155.23 186.03 255.97 -4--2012-13 Avg.Rev 206.03 133.53 119.97 127.60 169.39 136.39 118.96 144.74 163.13 128.00 162.93 193.00 -Ar-2011-12 Avg.Rev 169.40 118.63 120.29 119.50 151.48 104.55 113.38 114.13 119.80 124.55 169.53 187.06 -0-2010-11 Avg.Rev 150.48 1 115.59 1 112.68 1 112.13 133.99 1 94.39 97.93 113.45 131.93 95.65 135.77 176.94 Downtown Bridger Park Garage - monthly %Change from same month in prior year 2010 to 2011 2011 to 2012 2012 to 2013 2013 to 2014 %CHANGE SUMMARY DATA SUMMARY DATA SUMMARY DATA SUMMARY DATA entries rev entries rev entries rev entries rev Jan 37% 32% 28% 11% 14% 30% 17% 7% Feb 30% -1% 26% 20% 4% 1% 24% 33% Mar 48% 22% 8% 1% 16% 27% 23% 31% Apr 27% 22% 10% -9% 20% 36% 15% -5% May 29% -6% 19% 30% 16% 3% 8% 21% Jun 35% 34% 21% 25% 11% -4% 7% 14% Jul 13% -1% 23% 6% 17% 3% 11% 33% Aug 33% 13% 27% 22% 2% -8% Sep 18% 3% 22% 13% 13% 4% Oct 20% 7% 18% 0% 17% 26% Nov 20% 7% 14% 7% 8% 9% Dec 19% 13% 5% 12% 17% 7% Total 26% 11% 18% 11% 13% 11% 15% 19% garage counts by day of week-graphs and tables