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HomeMy WebLinkAboutBPC Agenda Packet March 2015 BOZEMAN PARKING COMMISSION March 18, 2015, 7:30 – 9:00 a.m. Madison Room, City Hall Agenda I. Call to order, 7:30 a.m. II. Disclosures of Ex Parte Communication III. Changes to the Agenda IV. Approval of February 2015 minutes V. Public Comment on non-agenda items – State name & address, limit comments to 3 min. VI. Revised Garage Lease Policy- ACTION VII. FY16 Operating Budget - ACTION VIII. Manager’s Report 1. Monthly financials and graphs IX. New business X. Adjournment NOTE: The next Bozeman Parking Commission meeting will be held April 8, 2015, 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 582-2301). Bozeman Parking Commission Meeting February 11, 2015 7:30 a.m. Madison Room Parking Commissioners in Attendance: Ryan Olson Dennis Bechtold Cyndy Andrus Pam Bryan Kelly Wiseman Ben Lloyd City Staff in Attendance: Scott Lee, Parking Manager Laurae Clark, Treasurer Ashlie Portnell, Parking Clerk Chuck Winn, Assistant City Manager Guests in Attendance: Cory Lawrence- Etha Hotel Ryan A Farmer 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. Interim Chief of Police Rich McLane is going to speak during Public Comment. He is not on the agenda to speak, but just had information to share with the BPC. IV. Approval of January 2015 minutes Ryan asked for a motion to approve the January 2015 minutes. Pam motioned to approve the January 2015 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. Ryan Farmer attended the meeting to discuss his displeasure of service while paying a parking ticket at the Finance office at City Hall. Interim Chief of Police Rich McLane stated that he would like the Parking enforcement officers and the Police department to work together to come up with a lower amount for some of the parking violations. Rich explained that his officers are having some issues with the cost of the parking citations, for example a blocking a fire hydrant, crosswalk or mailbox will cost someone $50.00, but a tow a-way zone would only cost $20.00. Rich went on to explain that technically any of the $50.00 violations could be considered a tow a-way zone, so his officers would be more compelled to write a ticket for that violation instead of the more specific one. Rich would like the BPC to just think about changing the prices on a few of the violation codes and have a conversation at some point with him again. Kelly asked Rich if he would come up with a list of suggestions and present those at some point. Scott stated that he and Rich have had conversations, there are certain things that we need to separate out to give officers more discretion. Rich said it wouldn’t be too difficult to do. It’s just a matter of do you want to and when. VI. Revised Garage Lease Calculations- ACTION Scott presented a revised version of the Bridger Park lease limit calculations. Bridger Park has 435 spaces, with 333 spaces available for the general public and standard lease holders in the non basement levels. The 333 spaces are available on a first-come basis and are not reserved in anyway. The revision states that the industry benchmark shows that 70% of leases are generally in the facility at any given time. The latest data from 2014 shows that less than 50% of the lease holders on average were in parking garage at any given time between the hours of 7a.m. and 7p.m. Before the garage was created, it was a surface lot and it held a capacity of 70 spaces. The Executive Committee has met, reviewed various options and would like to make the following recommendation to the entire BPC. 1. The number of "spaces" available for general non-leaseholders should be increased by 50% above the previous public lot size to a total of 105 spaces due to increased traffic in downtown area and limited public parking and satisfy critics. 2. The average occupancy factor will be adjusted periodically but is being set at 65%. 3. Leases specifically for hotel use (night time use) will be counted at a holdover percentage (10%) considering the minimal use overlap during peak hour (9a.m.-5p.m.). The 2010, 2012 and 2014 parking studies show average garage occupancy between 9a.m. and 11a.m. to range from 20-40% while occupancy between 4p.m. and 7p.m. to range from 10-30% ; therefore 4. The following calculation model is used to determine leases available: The total number of non-basement spaces (333) LESS the minimum number of non-leased spaces available to public (105) which would leave a balance of (228) making the average occupancy factor for lease holders 65%. The total number of leases available: (non basement) is 351. Scott is asking that the BPC make a motion to approve the revised lease calculations. Pam suggested that maybe there is other data out there from other cities with garages. With the data collected and research done everything is from 8 am to 7pm. The Executive committee came up with 10% however; this is really a number they don’t know for sure because the hotels aren't open yet. This will change as the data changes and becomes "good data". Pam said her concern is once a lease is sold it's hard to get it back. She thinks having a higher percentage would be more beneficial for the BPC. Ryan said, to be clear, the goal is to fill up that garage, not with only lease holders but both transient parkers and lease holders. Kelly asked if employee parking has been taken into consideration with this percentage. Residential parking in this area is already a problem because employees of the downtown businesses park in that area. Not all businesses pay for a permit for their employees. Kelly stated that this does need to be considered, and whatever is decided needs to be well thought out. Cyndy said in regards to priorities, parking is on the radar at the City Commission level. Cyndy agrees with Kelly about neighbors complaining about parking as of now even, we cannot push parkers over into the residential area that is not a solution to the problem. Pam thinks it would be helpful to know how many lease holders and employees from the hotels are anticipated to use the garage. That data would be more accurate once they are open. Laurae stated that a lot of folks who have purchased a permit recently would be happy to park in the general floors instead of the basement, and honestly do just park there anyway. They would rather pay less money. Cory Lawrence from the Etha Hotel stated that he is glad that the BPC is having this conversation right now. He understands the yields and occupancy of hotels and his more than happy to give the BPC the numbers to help them come to a final decision. Scott stated that he does get frequent calls wondering why someone is not able to purchase a permit for the garage because it is not full. He thinks the problem once hotels are open will be pushed into the surrounding neighborhoods if not dealt with. Ryan asked for a motion to approve the "Revised" Bridger Park lease limit calculations. Ben L motioned to approve the "Revised" Bridger Park lease calculations. Ben L seconded. The motion was carried unanimously. Scott will reach out to the hotel project owners and find out their plans to accommodate their guests and employees. Where they are going to park and how many leases they anticipate utilizing. VII. Parking Demand Analysis-ACTION Scott presented an outline of the Downtown parking study. The outline was broken down into four phases. Phase I. The BPC must identify any and all existing and future parking conditions and problems. Phase II. Site evaluation and Schematic Design. Look at potential parking expansion sites, make a selection and come up with concepts to fit the layout of the property. Final designs and cost estimate, interim report (a recommended parking improvement plan.) Phase III. Financial feasibility analysis. Users of facilities, Fee structure, operating method and costs. Mixed-use evaluation, size of bond issue, ten-year projection of project revenues and expenditures, additional revenues, interim report. Phase IV. Final report and presentation of study findings. Scott stated that the projected cost for a study to be conducted is between $35, 000.00 to $40,000.00. However there are potential funding sources from the TIF, parking reserves, the City and grants. Ryan stated that he would like the BPC to get moving on this. Pam asked the BPC if the RFP process needs to start right away. Scott said yes it would. The next budget starts in July 2015 and there is funding in place for the new study. Scott stated that this line item needs approval. Ryan asked for a motion to approve the Parking demand analysis. Pam motioned to approve the Parking demand analysis for 2015. Kelly seconded the motion. The motion was carried unanimously. Dennis asked when the study will start. Scott stated that maybe within 90 to 120 days after the RFP is accepted by a firm. Scott will write the RFP and reviewed by a committee that is selected. That will either be the Executive committee or a subcommittee. The City Commission and the public will be a part of this. VIII. FY16 Operating Budget- DRAFT Scott stated that at this point this is still just a draft. There are multiple expenses not posted yet from January. This line item will be tabled from discussion at this time. IX. Manager’s Report Scott presented the finance report to the BPC. Citation revenue is below budget, garage revenue leases and transient parking numbers are above from last year this time. Scott stated the garage stats continue to climb in comparison to previous years. Scott has worked with Brian LaMeres and Brandi Higgins in the Finance office as to why the Personnel budget was so far off. Brandi Figured out what happened and explained to Scott that the personnel costs are above their budget for FY15 because the unfilled Parking Enforcement Officer authorization was budgeted in a fund that is no longer active. The budget projection shows that the unfilled authorization was budgeted in Fund 127 (old parking fund). The budget did not get carried into the system; however that position is intended to be budgeted for. The Finance department is working on a budget amendment to increase Parking's personnel budget to include this position. Cory Lawrence of the Etha hotel project does have his encroachment permit in place and is still working with Scott to finalize the language on the permit. Cory said that the language is very confusing and that the completion bond language needed to be changed. The garage lights have been ordered. They will be installed in March, and finished by the beginning of April. Chris and Scott met with Sanderson-Stewart about the lot redesign; they are close to completion of the contract. The overall cost for the work will be a total of $50,000.00. $10,000.00 of this will be for storm water redesign. Scott would like Public works to pay for that portion of the work. Scott will speak with the Public Works director Craig Woolard. Chuck Winn stated that at this time the only position that will be filled is a Parking Enforcement Officer, officer Woosley's position, when she is retired. Chuck wants to ensure the current staff is being utilized; he stated that the decision was made in coordination with the City Manager. X. New business The next BPC meeting will be moved to March 18, 2015 due to Spring break being the week of the 9th-13th. Kelly asked Scott if he knew what was going on with Alpha Graphics posting cones with tow signs on them. Scott is aware of it, the Code Enforcement officer speak to the owner about it. Rich will work with Scott per Chucks request to get that taken care of. XI. Adjournment The meeting was adjourned at 9:00 a.m. Respectfully Submitted Ashlie Portnell, Parking Clerk This document will become the policy that is attached to a resolution, with the policy being discussed at the March 18th BPC meeting, and then put on consent of the City Commission for approval and then adoption of the resolution and policy by the BPC. It is the intent to revise the previous resolution to require that all UDC leases come to the BPC for approval. Normal annual leases will still be issued by Finance Department without additional approval. CITY FACILITY PARKING LEASE POLICY This policy defines how leases for public parking spaces are reviewed, accepted, and encumbered. Nothing in this policy will imply, state or be construed as the transfer of ownership of the physical space being leased, or the provision of any rights other than those specifically stated. The Finance Department may issue surface lot permits or garage leases provided: 1) the total permits or leases issued do not exceed the allowed limits established by the Bozeman Parking Commission; 2) the term does not exceed the calendar year; and 3) the following conditions are met. PUBLIC SURFACE LOTS Armory Lot (26 spaces): No monthly or annual leases available. Willson Lot (43 spaces), Black Lot (71 spaces) and Rouse Lot (46 spaces): • Leases available to individuals or businesses; • Leases can be obtained and paid for on a monthly or calendar year (annual) basis; • Leases available on a first come first serve basis subject to availability; • Total leases available not to exceed limit established by the BPC, currently set at 50% of total number of spaces in each lot; • Leases available for any length of time up to the end of the current calendar year, and then must be renewed prior to January 1st of each year with fees payable monthly or annually; • No bulk discount available for public surface lot leases; and • Leases that are voluntarily surrendered, or for which payment has not been made by the renewal date are subject to forfeiture or non-renewal. • Lease payments begin immediately upon signing of lease agreement and annual agreements will be prorated. BRIDGER PARK GARAGE (435 spaces total) Total number of available spaces for lease will be determined by the Bozeman Parking Commission utilizing the adopted Lease Limit Calculation methodology. Two types of Garage Leases available: 1. Standard lease - not for meeting UDC requirements: • Leases available to individuals or businesses; • Leases available on a first come first serve basis subject to availability; • Total Bridger Park Garage leases available not to exceed limit established by the BPC; • Lease term: any length of time up to the end of the current calendar year, and then must be renewed prior to January 1st of following year with fees payable monthly or annually; • “Bulk” or volume lease agreements eligible for discounted rate according to Discount Policy adopted by the Bozeman Parking Commission; • Bulk or volume lease discount not combinable with annual discount, or combinable with other lease agreements to receive bulk or volume discount; • Leases that are surrendered, or for which payment has not been made by the renewal date are subject to forfeiture and reissuance to others; • Lease payments begin immediately upon signing of lease agreement and annual agreements will be prorated. 2. UDC Lease – for meeting UDC parking requirements: • Only available to Entities required to provide additional parking spaces to meet CoB UDC requirements; • Lease limited to actual number required by CoB to meet UDC requirement net of any offsets, reductions, SID/Cash-In Lieu spaces or onsite spaces provided; • Leases will be established utilizing the current Long Term Lease Agreement (LTLA) agreement approved by City Attorney; • Leases available on a first come first serve basis subject to availability; • Total Bridger Park Garage leases available not to exceed limit established by the BPC; • Lease Term for “UDC” leases shall not exceed 25 years in length; • Once approved by the BPC, all LTLA shall be placed on “consent agenda” of the City Commission before the final lease agreement is signed ; • “Bulk” or volume lease agreements eligible for discounted rate according to Discount Policy adopted by the Bozeman Parking Commission; • Bulk or volume lease discount not combinable with annual discount or combinable with other lease agreements to obtain additional discount; and • Lease payments begin as stated below. The following process will be followed for UDC leases and Long Term Lease Agreements (LTLA): 1. Applicant must request UDC leases in writing, describing proposed development (“Project”) and number of leased spaces required. 2. Parking Manager will verify with the Community Development Department the total number of UDC required spaces for the Project, the number of spaces provided thru other options, and the net number of spaces required (which should equal requested number of leases). 3. Parking Manager will provide the BPC with a draft Letter of Intent (LOI) outlining the Applicant’s Project and lease request. 4. The BPC will consider approving the LOI at its next regularly scheduled meeting. 5. If approved by the BPC, the Parking Manager will provide the approved and signed LOI to the Applicant and the Community Development Department. 6. The Parking Manager and Applicant will complete the LTLA pending final approval by the City Commission (CC). 7. The pending LTLA will be placed on the next available CC agenda for final approval. 8. Once LTLA is approved by CC and signed by all parties, the Applicant will be required to pay a minimum of twenty percent (20%) of the calculated lease payment amount for all the spaces stipulated in the LTLA, with this amount being billed on an annual basis net of all applicable discounts. 9. Upon issuance of the CoB Building Permit for the Project, the lease payment amount will increase to the full (100%) lease payment amount for all the spaces stipulated in the LTLA, with this amount being billed on an annual basis net of all applicable discounts. The amount shall be prorated for any unused portion from the 20% previously paid and remainder shall be billed accordingly by the Finance Department. 10. Upon payment in full of the total lease payment amount, the Applicant will be provided access and full use of the leased spaces. PARKING SERVICES Jun-14 FY15 Bgt - Fin Adj and CC approved Jan-15 Proj FY15 CHG for FY16 Budget FY16 - DRAFT Revenue Surface Permit Revenue 39,020 42,000 41,083 44,470 17,516 61,986 Garage Parking Revenue 175,148 165,500 152,636 202,900 (12,583) 190,317 Citation Revenue 369,130 393,000 184,939 333,977 25,962 359,939 Other Revenue 22,498 14,600 3,811 6,533 (1,733) 4,800 Total Revenue 605,796 615,100 382,469 587,880 29,162 617,042 Expenses Salaries and Wages 261,922 281,645 162,703 278,921 24,990 303,911 Supplies 27,786 35,290 13,165 22,568 (1,098) 21,470 Maint, Util & Contracted Svcs 95,603 120,612 60,706 104,059 47,856 151,915 Transfers & Other 99,960 111,884 57,425 98,623 (26,673) 71,950 Capital Exp & Reserves 19,652 - - - - - Total Expenses 504,923 599,431 293,999 504,171 45,075 549,246 Net Revenue / (Loss)100,873 65,669 88,470 83,709 (15,913) 67,796