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HomeMy WebLinkAboutC10. Parking Fund Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Parking Fund Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. AGENDA ITEM TYPE: Consent MEETING DATE: December 7, 2015 RECOMMENDATION: Adopt the Parking Fund Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. Similar to recent years past, we are bringing the various parts of the plan forward as items on the Consent agenda. We will be prepared to address questions, if they arise, at the public meeting. The Parking, City Manager, and other city staff met in October to develop the attached Capital Plan for the equipment and capital needs of the Parking Fund. The plan was approved as presented at the Parking Commission’s meeting on November 12, 2015. Item of Note: • Very little money is currently available from our Parking operations to fund capital replacement or expansion projects. The Parking Fund must rely heavily on the Downtown Tax Increment Finance (TIF) District to support its capital plan. The 165 Downtown TIF is planning to contribute $1,000,000 to Parking Capital between FY16- FY19. • In addition to the TIF contributions, Parking Operations will need to contribute approximately 6% of annual revenues to capital in each year of this plan. • Parking Revenues are unpredictable; a large portion of the funds (roughly 50%) come from parking enforcement (ticket/fine) revenues. 640 - Parking Fund Revenue history Amount Change 2011 $ 427,272.00 - 2012 $ 395,914.00 -7.3% 2013 $ 431,128.00 8.9% 2014 $ 619,319.00 43.7% 2015 $ 584,593.00 -5.6% Linear Trend - 2016 $ 640,000.00 9.5% Average FY11- FY15 491,645.20 9.9% UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. $- $100,000.00 $200,000.00 $300,000.00 $400,000.00 $500,000.00 $600,000.00 $700,000.00 $800,000.00 2011 2012 2013 2014 2015 Linear Trend - 2016 Parking Fund Revenues 166 FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY16. Report compiled on: November 25th, 2015 Attached: Parking Fund CIP 167 Parking FundCapital Improvement PlanFinancial SummaryCurrent YearFY16FY17FY18 FY19 FY20 FY21UnscheduledProjected Beginning Balance Dedicated to CIP156,616$         295,440$             415,760$         399,317$        248,770$       (4,555)$        Cash In Lieu of Parking126,278$         ‐$                   Plus:  Parking Revenues Dedicated to Capital‐$                  40,320$               42,336$           44,453$          46,675$         49,009$     ‐$                   Plus:  Downtown TIF Interest Contribution10,000$           10,000$               10,000$           10,000$          10,000$         10,000$       Plus: TIF Contribution for parking lot redesign and improv 250,000$         250,000$             250,000$         250,000$          Less:  Scheduled CIP Costs(247,454)$        (180,000)$           (318,779)$       (455,000)$      (310,000)$      (30,000)$    (2,600,000)$    Projected Year‐End Cash Dedicated to CIP295,440$        415,760$            399,317$        248,770$        (4,555)$         24,454$    Assumptions Made for Revenue Estimates:Current YearFY16FY17FY18FY19 FY20 FY21Estimated Annual Parking Fund Revenues640,000$           640,000$                672,000$           705,600$          740,880$         777,924$       Estimated Growth in Revenues‐                      5%5%5%5% 5%Total Estimated Revenues640,000$           672,000$                705,600$           740,880$          777,924$         816,820$     Current Revenues Dedicated to CIP %0.0%0.0%6.0%6.0% 6.0% 6.0%  Plus:  Increase Dedicated to Capital Improvements %0.0%6.0%0.0%0.0% 0.0% 0.0%  Total % Dedicated to CIP0.0%6.0%6.0%6.0% 6.0% 6.0%Total Estimated Revenues Dedicated to Capital‐$                   40,320$                 42,336$            44,453$           46,675$          49,009$      ProjectedProjectedCURRENT2,750,0002,500,0002,250,0002,000,0001,750,0001,500,0001,250,0001,000,000750,000500,000250,0000Parking Fund Capital Projects 168 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21FY18FY19FY20Parking FundGF199PARKINGPROFESSIONAL BUILDING RECONFIGURATION ‐ PHASE 2$35,779P001PARKINGWILLSON LOT REDESIGN AND IMPROVEMENTS$165,000P004PARKINGSURFACE PARKING LOT HARDWARE & SOFTWARE SYSTEMS$15,000$50,000$15,000$15,000P012PARKINGARMORY LOT REDESIGN AND IMPROVEMENTS$250,000P013PARKINGBLACK (CARNEGIE) LOT REDESIGN & IMPROVEMENTS$410,000P014PARKINGPARKING GARAGE CRACK MAINTENANCE AND REPAIR$5,000$5,000$5,000$20,000$5,000P015PARKINGPARKING GARAGE ROOF PROJECT$400,000P016PARKINGPURCHASE OF PROPERTY FOR FUTURE PARKING FACILITIES IN THE DOWNTOWN PARKING DISTRICT.$1,500,000P017PARKINGROUSE PARKING LOT RE‐DESIGN AND IMPROVEMENTS$280,000P020PARKINGPARKING VEHICLE LEASES$10,000$10,000$10,000$10,000$10,000P021PARKINGPORTABLE RADIO REPLACEMENT$18,000P022PARKINGREPLACEMENT OF PARKING GARAGE EQUIPMENT$650,000$30,000$180,000$318,779$455,000$310,000$2,600,000Summary for  Parking Fund (12 items)Totals by year:$30,000$180,000 $318,779$2,600,000FY21FY17FY18UnscheduledFY20$310,000$455,000FY19169 CIP Project Fund Parking Fund PROJECT NUMBER GF199 DEPARTMENT PARKING PROJECT NAME PROFESSIONAL BUILDING RECONFIGURATION - Phase 2 FY17 FY18 $35,779 Unscheduled DESCRIPTION OF PROJECT The City is responding to growth by adding staff to meet the increased demand for services in our community. We have also reorganized divisions (Community Development) and created other divisions (Stormwater) to improve efficiency and better serve our community. In order to accommodate this grow, we need to remodel the Stiff Building. In FY16 the City Commission approved a Phase 1 of the remodel that will provide a better use of existing space by relocating certain functions to the basement and reclaiming unused square footage. Approval of Phase II would allow the consolidation of Community Development (Planning and Building) together on one floor and the consolidation of Public Works Services (Engineering, GIS and Stormwater) together on another floor. This will allow better coordination of staff and better service to our public. Phase 1 is anticipated to be completed late spring of 2016. ALTERNATIVES CONSIDERED Continue to operate as we are today ADVANTAGES OF APPROVAL Community Development would be able to consolidate its operations and services to allow for an integrated customer-focused service delivery model. It will also provide Public Works with the ability to collocate its services in the Stiff Building. Finally it will help the City to take a planned and efficient approach to building utilization and service optimization. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs anticipated for building reconfiguration. FUNDING SOURCES Building Inspection, Community Development, General Fund, Parking, Water New Replacement Equipment Project FY19 FY20 FY21 170 CIP Project Fund Parking Fund PROJECT NUMBER P001 DEPARTMENT PARKING PROJECT NAME Willson Lot Redesign and Improvements FY17 $165,000 FY18 Unscheduled DESCRIPTION OF PROJECT Layout, set-backs, landscaping, signage, lighting, storm water requirements, parking kiosk ALTERNATIVES CONSIDERED Keep lot as is ADVANTAGES OF APPROVAL Improved functioning of parking lot ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal FUNDING SOURCES Parking Fund and TIF Contribution New Replacement Equipment Project FY19 FY20 FY21 171 CIP Project Fund Parking Fund PROJECT NUMBER P004 DEPARTMENT PARKING PROJECT NAME Surface Parking Lot Hardware & Software Systems FY17 FY18 Unscheduled $50,000 DESCRIPTION OF PROJECT It is highly likely the Downtown Parking Lots will be transitioned to a fee lots. This will require the purchase and installation of pay-and-display kiosks for each parking lot estimated to cost $50,000. The pads and vehicle protection will be installed as a part of each surface lot’s redesign. ALTERNATIVES CONSIDERED Do not convert lots to pay lots; continue the current practice of permit holders and free 2-hour parking. ADVANTAGES OF APPROVAL Citizens using the surface lots will pay for the actual time they use the facilities. Revenue from parking charges can be used to support the parking operations and fund additional parking assets. This equipment will improve the efficiency of parking officers monitoring parking rules in the downtown. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minor operational costs. FUNDING SOURCES Parking Fund and TIF Contributions New Replacement Equipment Project FY19 $15,000 FY20 $15,000 FY21 $15,000 172 CIP Project Fund Parking Fund PROJECT NUMBER P012 DEPARTMENT PARKING PROJECT NAME Armory Lot Redesign and Improvements FY17 FY18 $250,000 Unscheduled DESCRIPTION OF PROJECT This project is scheduled after the completion of the Etha Hotel construction project. Layout, set-backs, landscaping, signage, lighting, sidewalks, and storm water treatment facilities are being planned. ALTERNATIVES CONSIDERED Keep the lot as is. ADVANTAGES OF APPROVAL Better functioning and safer parking lot layout. Will reduce a significant amount of untreated stormwater runoff. Increased revenue and parking asset coordination through the implementation of pay kiosks. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED New asphalt will require less maintenance, but plantings and landscaping will require additional maintenance. FUNDING SOURCES Parking Fund and TIF Contributions - the Etha Hotel may also help fund these improvements. New Replacement Equipment Project FY19 FY20 FY21 173 CIP Project Fund Parking Fund PROJECT NUMBER P013 DEPARTMENT PARKING PROJECT NAME Black (Carnegie) Lot Redesign & Improvements FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Improve the parking lot with layout, set-backs, landscaping, signage, lighting, sidewalks, and required storm water treatment infrastructure. This site may provide an important location for a regional underground storm water retention and treatment system under the parking surface. ALTERNATIVES CONSIDERED Keep the lot as is. ADVANTAGES OF APPROVAL Better functioning and safer parking lot layout. Will reduce a significant amount of untreated stormwater runoff. Increased revenue and parking asset coordination through the implementation of pay kiosks. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED New asphalt will require less maintenance, but plantings and landscaping will require additional maintenance. FUNDING SOURCES Parking Fund and TIF Contribution. Potential for Stormwater program funding. New Replacement Equipment Project FY19 $410,000 FY20 FY21 174 CIP Project Fund Parking Fund PROJECT NUMBER P014 DEPARTMENT PARKING PROJECT NAME Parking Garage Crack Maintenance and Repair FY17 $5,000 FY18 $5,000 Unscheduled DESCRIPTION OF PROJECT Includes laser measuring of deck gaps and routine repairs and patching of concrete deck surfaces. Structural gap repair is anticipated every 3 years with routine caulking in between. ALTERNATIVES CONSIDERED Moving to an every other year gap maintenance or reducing the frequency of structural gap filling (not advised). ADVANTAGES OF APPROVAL Will extend the life of the parking garage deck surfaces. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES Parking Fund New Replacement Equipment Project FY19 $20,000 FY20 $5,000 FY21 $5,000 175 CIP Project Fund Parking Fund PROJECT NUMBER P015 DEPARTMENT PARKING PROJECT NAME Parking Garage Roof Project FY17 FY18 Unscheduled $400,000 DESCRIPTION OF PROJECT Construction in the downtown core has increased demand for parking space in the Garage. The demand for additional space is anticipated with construction projects both planned and underway. The top floor of the garage has limited use during the winter months as snow removal is difficult due to limited clearances. Installing a roof on the top floor would allow for maximum utilization of the garage year around. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Increased utilization of the Parking Garage in all weather conditions. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES Parking Fund and TIF Contributions New Replacement Equipment Project FY19 FY20 FY21 176 CIP Project Fund Parking Fund PROJECT NUMBER P016 DEPARTMENT PARKING PROJECT NAME Purchase of property for future parking facilities in the Downtown Parking District. FY17 FY18 Unscheduled $1,500,000 DESCRIPTION OF PROJECT The Parking Commission has contracted with Rick Williams consulting to analyze current and future parking needs in the Downtown to plan for the acquisition of property and construction of new parking assets which may include a new garage and surface lots. Costs and locations of those needed assets are not known, but our current Black (Carnegie) Parking lot was appraised at $1.5M in 2011. ALTERNATIVES CONSIDERED Structured Parking (garaged) - generally thought to be much more expensive than surface lot purchase costs. ADVANTAGES OF APPROVAL Adequate parking resources are critical for the economic health and vibrancy of the Downtown Bozeman. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Additional lot maintenance each year/season. FUNDING SOURCES Parking Fund, Bonds, TIF, Loans. New Replacement Equipment Project FY19 FY20 FY21 177 CIP Project Fund Parking Fund PROJECT NUMBER P017 DEPARTMENT PARKING PROJECT NAME Rouse Parking Lot Re-design and Improvements FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Rouse Lot Improvements - Layout, set-backs, landscaping, signage, lighting, sidewalks, and storm water treatment facilities. These improvements are separate from any creek restoration project and will only involve the surface lot. ALTERNATIVES CONSIDERED Maintain current configuration. ADVANTAGES OF APPROVAL Better functioning and safer parking lot layout. Increased revenue and parking asset coordination through the implementation of pay kiosks. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED New asphalt will require less maintenance, but plantings and landscaping will require additional maintenance. FUNDING SOURCES Parking Fund, TIF contribution for lot improvements. New Replacement Equipment Project FY19 FY20 $280,000 FY21 178 CIP Project Fund Parking Fund PROJECT NUMBER P020 DEPARTMENT PARKING PROJECT NAME Parking Vehicle Leases FY17 $10,000 FY18 $10,000 Unscheduled DESCRIPTION OF PROJECT Currently, the Parking Division uses old Police vehicles that are no longer suitable for patrol use. The cost to convert one of these used vehicles for parking enforcement use is approximately $5,000 each; the PD requires us to paint the black and white vehicles to differentiate them from patrol cars and install different lighting packages. Currenlty, there are three vehicles used for parking enforcement. ALTERNATIVES CONSIDERED Lease hybrid vehicles at $280/mo. 12,000 mile annual usage. Purchase new cars. ADVANTAGES OF APPROVAL Low cost vehicles that are suitable for the Parking Enforcement function; re-use of police vehicles once they are no longer suitable for first- responder use. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Anticipating maintenance requirements for used police vehicles is difficult at best as their age and condition were the primary reasons they were replaced in the PD. Maintenance and operations for leased vehicles would be limited to oil changes and fuel costs and would be significantly lower than the current fleet. FUNDING SOURCES Parking Fund. New Replacement Equipment Project FY19 $10,000 FY20 $10,000 FY21 $10,000 179 CIP Project Fund Parking Fund PROJECT NUMBER P021 DEPARTMENT PARKING PROJECT NAME Portable Radio Replacement FY17 FY18 $18,000 Unscheduled DESCRIPTION OF PROJECT Replacement of the Division’s four portable radios with P25 compliant units. This project was originally scheduled for FY16, but we were able to extend the life of the current units by having them tuned and properly maintained. ALTERNATIVES CONSIDERED Continue the use of the current portables to the point of failure. Purchase less expensive models. ADVANTAGES OF APPROVAL These portable radios are the primary means of emergency communications with 9-1-1 and police units. Providing the Parking Enforcement Officers with reliable push-to-talk communications improves safety and efficiency of staff by ensuring they are in immediate contact should they need help themselves or need to report an emergency during their patrols. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Routine maintenance and battery replacements. FUNDING SOURCES Parking Fund New Replacement Equipment Project FY19 FY20 FY21 180 CIP Project Fund Parking Fund PROJECT NUMBER P022 DEPARTMENT PARKING PROJECT NAME Replacement of Parking Garage Equipment FY17 FY18 Unscheduled $650,000 DESCRIPTION OF PROJECT The parking garage equipment (barrier gates, card readers, ticket machines and pay stations) were purchased and installed in 2008. As the parking garage is not staffed, this equipment must operate flawlessly. Breakdowns strand parking customers in the garage until the gates are forced open or are opened manually by staff. Breakdowns anger customers and diminish trust in the facility and of local government operations. New technology and user interfaces will improve reliability and customer experience. We need to plan for the implementation of new equipment technology and user interfaces with smart phones, etc. Additionally, hotel and business lease holders are asking for different access options than are available under our current configuration (RFI, prox cards, ALTERNATIVES CONSIDERED Continue to use the current equipment and interfaces. ADVANTAGES OF APPROVAL Parking customers will experience improved payment options and reliability in the operation of the garage. Staff will spend less time repairing equipment and responding to calls for malfunctioning gates and payment machines. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Standard maintenance agreements FUNDING SOURCES Parking Fund, TIF New Replacement Equipment Project FY19 FY20 FY21 181