Loading...
HomeMy WebLinkAbout04-08-15 BPC Agenda and Packet I BP BOZEMAN PARKING COMMISSION April 8, 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 March 2015 minutes V. Public Comment on non-agenda items—State name & address, limit comments to 3 min. VI. Parking Manager Hiring Discussion VII. Revised Garage Lease Policy Update VIII. Parking Demand Analysis Update IX. 2014 Parking Study Release Update X. Parking Lot Redesign Update XI. Monthly Finances and Statistics XII. New business XIII. Adjournment NOTE:The next Bozeman Parking Commission meeting will be held May 13, 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 March 18, 2015 7:30 a.m. Madison Room Parking Commissioners in Attendance: Chris Naumann Dennis Bechtold Cyndy Andrus Ben Bennett Kelly Wiseman Ben Lloyd City Staff in Attendance: Chuck Winn,Assistant City Manager Scott Lee,Parking Manager Laurae Clark, Treasurer Ashlie Portnell,Parking Clerk Guests in Attendance: Keith Comiso- The LARK Andy Holloran-Element Hotel& 5 West Building Rich McLane Albert Mcdonald Action Items: I. Call to order, 7:30 a.m. Chris called the meeting to order at 7:30 a.m. II. Disclosures of Ex Parte Communication None. IV. Approval of February 2015 minutes Chris asked for a motion to approve the February 2015 minutes. Kelly motioned to approve the February 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. Andy Holloran the developer of the 5 West mixed use building asked the BPC if he needed to have a lease agreement in place for the tenants of his facility in order for them to have a place to park. He asked if his tenants would be able to come to City Hall and purchase a pass for the parking garage and if it would be revoked once the hotel projects were ready for business. Scott stated that at any point his tenants could come in and purchase a permit for the parking garage. Scott clarified that permits are only revoked if someone voluntarily surrenders the permit or they do not continue to pay for their permit. Andy asked how many spaces are available; Scott stated that over 100 as of now are still available. Cyndy asked if Andy or someone else in his situation could come in and purchase the remaining spaces available. Scott said yes any one could lease any or all remaining spaces in the parking garage. Albert McDonald stated that he currently has a liquor license in Belgrade, and is looking into transferring that to the Five West building once it is completed. He stated that he had concerns about parking in that area of town and asked the BPC for suggestions for calculating the UDC parking requirements for his proposed business. Chris recommended that Albert consult with the Community Development Department as they make the determination on UDC requirements. Chris stated that the CDD will need to know the location and what type of business he will have and they will be able to calculate the required number of parking spaces that he would need to provide. VI. PSA for Surface Lot Redesign work - Authorize Parking Manager to sign - ACTION Scott met with Greg Sullivan who advised Scott that the BPC should provide a formal motion to approve the contract. Chris and Scott met with Sanderson Stewart and revised the scope of work and this reduced the total cost to about $50,000. Scott also spoke with Public Works Director Craig Woolard about having the storm water program pay the storm water portion of the redesign project. That total storm water component came to approximately $10,000. Craig agreed to pay for that portion, so the balance of the project cost for the BPC would actually be about $40,000. Scott stated he would like a motion from the BPC to approve him signing off on the PSA with Sanderson Stewart. Once approved and signed then Sanderson Stewart will start work. Cyndy asked if restriping the lot was involved. Scott stated it will be a total redesign of all the lots and that striping will be included in the redesign as well as bringing each lot to current code. Dennis motioned to have Scott sign the PSA and get the project started. Kelly seconded the motion. The motion was carried unanimously. VII. Revised Garage Lease Policy- ACTION Scott presented a revised City Owned Facility Parking Lease Policy that was created by the Executive Committee with input and consultation with Chuck Winn and Cyndy Andrus who provided input from the City Commissioners. This policy would cover the Bridger Downtown Parking Garage and all surface lots in the downtown area owned by the City of Bozeman. This policy would be incorporated in a resolution that will be presented at a future meeting for adoption, and only the policy is being discussed at this meeting today. Scott stated that once this policy document is approved, it will be added to the City Commission agenda as a consent item for their approval and then brought back for adoption of the resolution and policy by the BPC. The intent is also to revise the previous resolution by requiring that all Unified Development Code (UDC) leases come to the BPC for approval. Standard annual leases will still be issued by the Finance department at City Hall without approval from the BPC. The policy spells out the differences between the two types of leases available - the UDC lease (25 year) and the standard annual lease agreements - and what are the different requirements for each type of lease. Kelly recommended rewording#9 of Section 2- UDC Lease requirements to state that the BPC is only requiring payment for the first year upfront, not the entire term. The remainder will be billed accordingly by the Finance department at City Hall. Kelly also asked if the BPC says no to a request, could that business or person appeal it with the City Commission. Chris said yes, however if someone comes to the BPC with a request, there must be available spaces to begin with, so the chances of the BPC saying no to a business or person would not be likely unless the requested spaces were not currently available. Scott clarified to the BPC that the letter of intent is just a limited time place holder for someone to request spaces and to continue thru the planning process and seeking approval from the Community Development Department and/or City Commission. Once the Long Term Lease Agreement is approved, they still have approximately two years to pull permits with the Building department, and the BPC would hold their spaces during this time. This policy would change the amount of time initially which the BPC would hold their spaces while the project is seeking approval from the City. If they do not receive approval from the City prior to the expiration of the Letter of Intent, then they would need to request an extension or submit a new application to the BPC. Cyndy asked the BPC to keep the City Commission in the loop as parking becomes more valuable downtown and interest in parking continues to grow. Chuck asked how long the Letter of Intent would be good for. Chris stated that at this time the term for the Letter of Intent has not been discussed. Cyndy asked could it be reviewed at 6 months or 90 days. Chris said the community development department required them to have a contract to be a part of their Long,Term Lease Agreement plan, and that the Planning department and City Commission would need to accept the terms. Cyndy said it should not be signed until everything is in place. Kelly said it should all depend on the scope of the project and that it should be spelled out in the Letter of Intent. Cyndy agreed with Kelly, once those details are in the Letter of Intent, it will be up to the BPC to fill in the rest of the blanks. Chris asked if the BPC is comfortable approving a template for a Letter of Intent per the scope of the project. He explained that it would not necessarily be a certain number of days for every single project, but the template would allow the BPC to fill in those blanks for each project. Once the template is created it will go to the City Commission for review and then back to the BPC to adopt it via a resolution. It was suggested to combine numbers 6 and Ton the policy. Scott stated that more of the items on the policy may be condensed to clean it up further for the final version. Chuck stated that the BPC does not know what the City Commission will say once they see policy and they must approve the policy before it can be formally adopted by the BPC. Chris stated that the authority for this policy should be up to the BPC when it's all said and done. He asked what would happen in the City Commission wants to change what is already in place. Chris said this needs to be clarified. Cyndy stated that the City Commission is not looking to develop the policy only to be in the loop. Dennis agrees with Cyndy, once this even gets to the City Commission all the leg work should have already been done, conversations with the appropriate people should have already taken place so there should not be an issue by the time it goes to the City Commission. Dennis motioned to adopt the City facility parking lease policy and forward it to the City Commission for consideration. Ben B seconded the motion. The motion was carried unanimously. Ben L added that he does not have a good sense of what is actually left after all these leases agreements are in place. He is curious why these projects aren't motivated to provide onsite parking. He stressed the importance of keeping spaces available for the general public. Ben L suggested creating a pie chart or something to show what the numbers are. Cyndy agrees with Ben L lets just see a chart for what's available for people who just want to come and go. VIII. FY16 Operating Budget - ACTION Scott stated that there will be adjustments to the amounts in some expense categories after Brandi Higgins in the Finance department corrects the estimated costs for salaries. The budget is now within a few thousand dollars compared to what was presented in the last budget proposal. For current FY2015,the projected $83,709 surplus will be allocated into different reserve accounts as previously discussed. Scott stated that he needs the BPC to make a motion for approval of the 2016 Operating Budget. Kelly motioned to approve the Bozeman Parking Commission Operating Budget. Ben L seconded the motion. The motion was carried unanimously. IX. Manager's Report Scott presented the financial report to the BPC. He stated that the garage transient revenues are trending above budget. Scott stated that citation revenue is still under budget, but that is the only thing under budget at this point. Permits in the garage have had a slight increase. The Run to the Pub was a success for revenue in the garage, and did make a new top five event. Average daily entries are up. Revenue is growing and is consistently above the trend from prior years. Entries for the garage are up 16% for the month of February and up from the prior year. X. New business Chris asked Scott if he had heard back from WTI yet about the study of the lots and garage. Scott stated he has not heard back from them yet. He will contact them for the data. Chris stated that it would be great to include the Manager's report charts and graphs into the minutes each month. XI. Adjournment The meeting was adjourned at 8:50 a.m. Respectfully Submitted Ashlie Portnell, Parking Clerk Bozeman Parking Commission Finance Report as of March 31, 2015 Mar-13 Mar-14 Mar-15 FY2015 Remaining FYTD FYTD FYTD(Fiscal Year 2015) Full Yr Actuals Actuals Actuals Budget VARIANCE Budget Balance % Revenue Downtown surface lot Dermits 13.905 13,638 19.500 16,215 3,285 18,000 (1,500) -8% Garage permits 67.127 97.739 152.713 89.949 62,764 105,000 (47,713) -45% Garage transient 40.951 45.106 54.584 45.000 9.584 60,000 5,416 9% Garage validation 385 502 493 375 118 500 8 2% MSU resident Dermits 11,177 12.045 12.615 11.345 1.270 12,000 (615) -5% Hiah school Dermits 2,145 1,750 2 585 1,891 694 2,000 (585) -29% MSU visitor permits 8.115 9,010 1 8 985 9,454 (469) 10,000 1,015 10% Citation Admin Fees (15) 42.090 30.521 30,000 521 40,000 9,479 24% Boot fee 2.250 1.950 1.773 2.250 (478) 3,000 1,228 41% Citations 156.595 222.375 190.019 262.500 (72,481) 350,000 159,981 46% Refunds&Reimbursement 1,040 9,565 - 7,5013 (7 500) 10,000 10,000 100% Garaae indoor advertisina 2,030 2,019 1.917 1.800 117 2,400 483 20% Other Revenue/ Loan Interest 1.252 22.254 1 2.389 1,650 739 2,200 (189) -9% Total Revenue 306.956 480,043 478,092 479,929 (1,837) 615,100 137,008 22% Operating Expenses Wages and salaries 146,290 196,732 215.083 206.275 (8.808) 275,033 (59,950) -22% SUDDIies/Materials 14,466 21,617 18,024 26.468 8.444 35,290 (17,266) -49% Maintenance-vehicle, software 21.592 9,041 12,918 18.000 5.082 24,000 (11,082) -46% Utilities-phone. elect. aas 22.269 22.295 1 24.042 24.234 192 32,312 (8,270) -26% Contracted Services 47.893 37.617 58,780 47,100 (11.680) 62,800 (4,020) -6% Travel/Trainino - - 942 1.125 183 1,500 (558) -37% Other-Dsta. adv, rents,taxes 25,581 32.930 30.585 35.163 4578 46,884 (16,299) -35% Capital&Reserve 5.382 19 652 37.500 37.500 50,000 (50,000) -100% Transfers to General Fund 42,648 45,000 38.812 48.750 9.938 65,000 (26,188) -40% Total ODerating Expenses 326.121 384,884 1 399.. 444.615 45,429 592,819 (193,633) -33% Net Profit(Loss) (19.165) 95,159 1 78,906 1 35,314 43,5921 22,281 Bridger Park Downtown Parking Garage Stats Dec-13 Jan-14 Feb-14 Mar-14 Dec-14 Jan-15 Feb-15 Mar-15 Average Dailv Revenue $180.971 $145.97 $158.041 $189.23 $237.00 $195.291 $181.251 $191.65 Average Daily entries(all) 407 369 390 1 407 506 441 453 482 Bridger Park Downtown Permits Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 Reqular 191 185 184 188 176 170 171 287 Basement 48 56 56 66 70 67 67 67 Total permits 239 241 240 254 246 237 238 354 Top 5 Events at Bridger Park ENTRIES REVENUE Count Date Event Amount Date Event 1 996 12/12/2014 Art Walk $1,030 3/14/2015 Run 2 the Pub 2 982 12/6/2014 Xmas Stroll $918 3/15/2014 Run 2 the Pub 3 876 7/18/2014 Crary Days $905 12/6/2014 Xmas Stroll 4 867 7/10/2014 MOM $738 7/1/2010 Hail/MOM 5 850 8/14/2014 MOM $690 1/16/2015 unknown NOTE:3 months(25%)remaining in Fiscal Year(July-June) Prepared by Scott Lee Finance report FY2015-Mar 2015 4/3/2015 Bridger Park Downtown - Avg Daily Entries 550 -- 500 — 450 V 400 W 350 2. p 300 � m 250 a' 200 150 � Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar t 2014 Avg.Entry 406 379 419 496 473 425 420 396 506 441 453 482 t 2013 Avg.Entry 354 349 392 447 423 363 381 350 407 369 390 407 --*-2012 Avg.Entry 295 301 352 383 415 323 326 323 348 314 314 331 —0--2O11 Avg.Entry 268 252 291 311 327 265 275 282 332 276 292 285 —�2010 Avg Entry 210 196 216 275 1 247 224 229 1 235 278 1217 240 265 Bridger Park Downtown - Average Daily Revenue $250 $230 $210 $190 -110 d c $170 — d $150 M $130 c m $110 m $90 a $70 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar t 2014 Avg Rev 154 155 186 256 221 173 178 191 237 195 181 190 t 2013 Avg Rev 163 128 163 193 189 139 151 139 181 146 158 189 �—2012 Avg Rev 120 125 170 187 206 134 120 128 169 136 119 145 --*--2011 Avg.Rev 132 96 136 177 169 119 120 120 151 105 113 114 —a—2010 Avg.Rev, 108 1 102 102 179 150 1 116 1 113 112 134 t 94 98 113 Downtown Bridger Park Garage - monthly %Change from same month in prior year 2010 to 2011 SUMMARY 2011 to 2012 SUMMARY 2012 to 2013 SUMMARY 2013 to 2014 SUMMARY 2014 to 2015 SUMMARY %CHANGE DATA DATA DATA DATA DATA entries rev entries rev entries rev entries rev entries rev Jan 37% 32% 28% 11% 14% 30% 17% 7% 20% 34% Feb 30% -1% 26% 20% 4% 1% 24% 33% 16% 15% Mar 48% 22% 8% 1% 16% 27% 23% 31% 18% 0% 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% 12% 17% Sep 18% 3% 22% 13% 13% 4% 17% 25% Oct 20% 7% 18% 0% 17% 26% 10% 17% Nov 20% 7% 14% 7% 8% 9% 13% 38% Dec 19% 13% 5% 12% 17% 7% 24% 31% Total 26% 11% 18% 11% 13% 11% 15% 22% 18% 16% garage counts by day of week-graphs and tables