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HomeMy WebLinkAbout2024-06-20 DTPC Packet DOWNTOWN PARKING COMMISSION June 20, 2024 REGULAR MEETING 8:30 A.M. I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES 1. Possible approval of the May 16, 2024 meeting minutes IV. OPEN FORUM - The Open Forum is a portion of the Commission meeting to address subjects which are not a part of the meeting agenda. The Chairperson may reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. V. CONSENT AGENDA – These items are considered routine and will be enacted by one motion with no discussion. Anyone may request an item to be removed from the consent agenda and considered separately. VI. UNFINISHED BUSINESS VII. NEW BUSINESS 2. Overnight Bus Parking Policy Request (Lora Hotel) 3. Harmony and High Vibes Festival Parking Reservation Request (New Event Permit Application) 4. Downtown Parking Commission Work Plan VIII. FYI – STAFF UPDATES 5. Parking System Updates a. Financial Updates b. Permit Module Update c. Enforcement (and Master Sign Plan) Update IX. ADJOURNMENT 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.stillwatermn.gov DOWNTOWN PARKING COMMISSION MEETING MINUTES May 16, 2024 Chairman Glynn called the meeting to order at 8:30 a.m. Present: Chairman Glynn, Commissioners Bates, Havir, Kaufer, Lentz, Lepage, Rheinberger, Councilmember Junker Absent: None Staff: Community Development Director Gladhill, Police Chief Mueller APPROVAL OF MINUTES Possible approval of March 21, 2024 meeting minutes Commissioner Rheinberger pointed out two corrections regarding seconders of motions, and Chairman Glynn said the corrections have already been made. Motion by Commissioner Rheinberger, seconded by Commissioner Lepage, to approve the March 21, 2024 meeting minutes as corrected. All in favor. Possible approval of April 18, 2024 meeting minutes Motion by Commissioner Rheinberger, seconded by Commissioner Kaufer, to approve the April 18, 2024 meeting minutes. All in favor. OPEN FORUM There were no public comments. CONSENT AGENDA There were no items on the Consent Agenda. UNFINISHED BUSINESS There was no unfinished business. APPOINT CHAIR AND VICE CHAIR Motion by Commissioner Rheinberger, seconded by Commissioner Lepage, to keep Glynn as Chair and Rheinberger as Vice Chair. All in favor. NEW BUSINESS Strategic Plan Workshop Mr. Gladhill led an exercise to craft a purpose statement, answering the question, “Why does the Commission exist today?” Commissioners offered the following points: • sufficient for needs, user friendly, adequate revenue, flexibility for use • community connection, great communication, ease of access with flexibility and ability to change, public safety, revenue, fiscally responsible, encourage tourism, develop commerce Downtown Parking Commission Meeting May 16, 2024 Page 2 of 4 • serve the community, solve problems, support local usage of parking, engage local businesses, promote productive tourism • alignment, find balance, include everyone in decisions, collaborative effort, develop financial aspects • expand revenue stream, enforcement, stay relevant with types of parking and technology, safe parking, keep a percentage of free parking • revenue, accommodate all types of parking, enforcement, communicate, collaborate especially with downtown and residential community • financially sustaining, support businesses, accommodate residents, handle tourism, easy to navigate • revenue, balance needs of both tourism and residents, keep day to day requests aligned with vision and framework, new and future parking opportunities, best in class solutions Mr. Gladhill asked what would be the top three to five items, and the following were stated: Revenue, alignment of downtown businesses - community - visitors, communication, enforcement, access, balance, inclusion, having some free parking along with convenience parking, flexibility and adaptability, ability to react as changes occur, consistency, safety - people should feel they will have a good experience. Enforcement Discussion Given the new pay parking system implementation, Police Chief Mueller stated that consistency is needed for enforcement. The many longstanding anomalies and unusual parking agreements need to be phased out, while at the same time promoting confidence that enforcement isn’t targeted or unfair. Officers who have been doing things a certain way for years are now being asked to do something different. The system is very easy; good signage is key. Officers will really start enforcing the new system this summer. Commissioners pointed out the importance of better signage and empowering businesses with information and understanding that things are changing, to create a better experience for customers. Mr. Gladhill stated City staff is working with MnDOT for more 30 minute parking signs on Main Street (State Right of Way). Staff is also working on a proposal for other additional signage after an inventory of existing signs through geo-tagging, and recommendations on the content and layout of additional signs. The City does not have a dedicated staff member just for parking. He also will talk to the GIS tech in the engineering division about some assistance. Chairman Glynn asked if the DTPC can do anything differently to increase public safety. Chief Mueller replied that he appreciates the efforts toward consistency and standardizing the parking anomalies; and also the Commission’s support for shutting down lots during events. He realizes that it loses revenue but people will find spaces to park for events. His biggest fear is a vehicle pedestrian accident. So when the Department asks to shut down a street, for instance Chestnut at Water for public safety to staff police, fire and EMS downtown, support from this Commission is important. Commissioners also voiced support for lighted lots for workers who work late at night, and enforcing the yellow curb areas for safer intersections, particularly at Mulberry and Main Streets. Strategic Plan Workshop continued Mr. Gladhill led an exercise on vision, asking, “In 10 years where do you want to see the Commission and the Downtown Parking System?” The following were listed. • expanding a broader scope - consider the Commission having a wider vision on how downtown parking impacts the residential areas Downtown Parking Commission Meeting May 16, 2024 Page 3 of 4 • communications - how to further increase dialogue with the public, businesses and shareholders • innovate - are there alternative parking solutions outside what we’re thinking about? • enforcement - continuing to have a backbone and clear set of rules • continue to bring best in class solutions, looking at what other cities are doing and keeping on top of technology changes • new parking ramp, consistent with the long term plan for Stillwater • no cars east of trail • public understanding that goes with communication • user fee-based • rideshare accommodations • clear boundaries, revenue and communication • a second parking garage • hoping there is still a working functional Downtown Parking Commission in 10 years • real time online availability for parking • enforcement • Stillwater should set the standard for what good looks like - not following but leading • adequate, easily understood parking • communication • self sustained • revenue generating parking • go beyond downtown, i.e. uber relay station • great Commission engagement • technology that works • parking alternatives i.e. uber, shuttles • creating a balance for locals, tourists and businesses • consistency and clarity • organic collaboration • contemporary forward thinking • for the DTPC to have overall positive optics in the Community, exceeding the expectations of the community and visitors • revenue positive • fewer complaints • community acceptance • a modern parking system whatever that is • a viable downtown • a system that has full flexibility for needs Downtown Parking Commission Meeting May 16, 2024 Page 4 of 4 • how to accommodate party buses and group transportation Mr. Gladhill summarized key themes: capacity expansion, full spectrum of parking opportunities, innovative ways to address parking needs in coming years, long term financial planning, facilities maintenance. Staff will bring this back in document form and discuss ways to reach that vision. Lumberjack Days Mr. Gladhill showed a map of the parking areas being requested by event organizers. The organizers also want the City to waive all event fees (parking fees are about $200/lot/day, about $10,000-20,000 parking fees total). The DTPC is asked to make a recommendation to the City Council on the request to waive parking fees. Commissioners discussed prior history of Downtown Parking Commission recommendations to collect parking fees per event policy, and the Council’s history of waiving fees. Summarizing the discussion, Mr. Gladhill suggested the Commission could give two options, either have the event pay the standard fee, or meet in the middle, maybe $5,000 with the understanding that all the other pay parking that is not being reserved would go to $10 per vehicle. After further discussion, Mr. Gladhill suggested a potential motion could be to recommend the event pay the current fees with openness to negotiate as data is collected on event parking. Motion by Commissioner ___________, seconded by Commissioner Rheinberger, to recommend that the Council see the fee as it exists under current event policy with the asterisk for negotiation that the Council may negotiate and the Downtown Parking Commission will retain the right to escalate other parking fees on available paid spots during this weekend. All in favor. Parking Permit Module Update and Fee Schedule Discussion Mr. Gladhill noted that with the new permit module there are credit card fees of approximately $5 per transaction. He would like to try to have the permit holder pay the same amount that they pay now when the new system kicks in rather than pass convenience/credit card fees to the user, in an effort to promote economic development. The City would then indirectly absorb the convenience fees because the new system is a huge benefit to staff. Commissioners voiced disagreement and felt that user fees are generally accepted by credit card users and should be passed along to the customer rather than absorbed by the City. If the permit holder pays for an entire year, the merchant fee will be charged only once, thereby saving them money. FYI/STAFF UPDATES Financial Updates Discussed above. COMMISSIONER REQUESTS There were no Commissioner requests. ADJOURNMENT Chairman Glynn adjourned the meeting at 10:30 a.m. Brad Glynn, Chair ATTEST: ________________ Tim Gladhill, Community Development Director DATE: June 20, 2024 TO: Honorable Chair and Downtown Parking Commissioners FROM: Tim Gladhill, Community Development Director SUBJECT: Lora Hotel Overnight Bus Parking Request DISCUSSION Lora Hotel has requested the City consider a policy to allow parking of busses overnight. Lora Hotel occasionally hosts guests that are transported via bus, and said bus needs an appropriate overnight parking location. Staff agrees that this is a need that is generally unaddressed by current policies. The Downtown Parking District does have multiple on - street bus parking stalls located on the south end of Main Street, but these spaces are time limited and technically are not authorized for overn ight parking. Staff would recommend a one-year pilot program/study that utilizes Lot #12 on the north end of Downtown. Data shows that this is a lesser used parking lot. Additionally, it already allows for larger vehicle parking (truck and boat trailer). Additionally, this is already an area where 24 Hour Parking is allowed. Bus Parking would require payment as required by the current Fee Schedule; in this case requiring payment for two (2) stalls. This set up would require pre-arrangement with City Staff for payment and license plate entry. Additionally, Staff would recommend a condition of approval that busses may not idle when not actively transporting guests. The Commission could consider additional locations, but Staff would recommend that any location not obstruct premium parking location. Below are additional Staff Recommendations. Location Notes and Recommendations Lot 14 & 15 (near Teddy Bear Park) Current demand already exceeds capacity. Parking is occurring in non-parking stall areas. Difficult for busses to navigate. Lot 16-18 (surrounding Veterans Memorial Park) Space subject to Parking Lease with Cub Foods Corporate Headquarters. Space subject to agreements with Veterans Memorial Association RECOMMENDATION Staff recommends that the City implement a one-year pilot study/program for overnight bus parking in Lot #12. ACTION REQUESTED Motion to recommend that the City implement a one-year pilot study/program for overnight bus parking in Lot #12. 1 Tim Gladhill From: Sent: To: Cc:David Junker Subject:RE: Downtown Parking Commission - Bus Parking Kadie Frey <> Thursday, June 6, 2024 4:29 PM Tim Gladhill [CAUTION] *** This email originated from outside the organization. *** Do not click links or open attachments unless you recognize the sender and know the content is safe. Thanks Tim for the updates. I have the parking commission meeting in my calendar. Below is a request for overnight bus parking, let me know if I can add anything additional. Dear Parking Commission, I hope this email finds you well. I am reaching out to inquire about overnight parking options available for a busses in the downtown area. LORA has been working with overnight groups from out of town, and we anticipate the need for parking arrangements for their bus during their visits to Stillwater. We want to explore various options to ensure smooth logistics for our attendees and participants. Could you please provide information regarding any designated bus parking areas or alternative solutions that may be available in the walking vicinity of LORA. We are looking for a spot where the bus can be parked during the day and overnights. Additionally, if there are any permits or reservations required for bus parking, please advise us on the necessary procedures to acquire them. We are happy to assist with handling any parking fees that may occur for our groups. We greatly appreciate your assistance in this matter and understand that parking arrangements in downtown areas are limited. Your guidance will be instrumental in helping us plan effectively for our future groups. Thank you very much for your attention to this request. I look forward to hearing from you soon with any available information or suggestions. Warm regards, Kadie Frey| General Manager | Lora Hotel & Event Center 402 South Main Street | Stillwater, MN | www.lorahotel.com | From: Tim Gladhill <tgladhill@stillwatermn.gov> Sent: Thursday, June 6, 2024 8:54 AM To: Kadie Frey <> Cc: David Junker <djunker@stillwatermn.gov> Subject: Downtown Parking Commission - Bus Parking 2 Kadie: Thanks for your comment (and previous question) on overnight parking. The Downtown Parking Commission is currently working on developing their next Work Plan and is actively working on new strategies. I would encourage you to come to our next meeting (June 20th) at 8:30 a.m. Alternatively, if you want to send me a request in writing (email), I could share that with the Commission as part of that process. Could be general (we need some overnight bus parking) or a bit more specific (we should allow overnight bus parking in Lot A, B, C, etc.). Thanks! Tim Gladhill City of Stillwater Community Development Director tgladhill@stillwatermn.gov www.stillwatermn.gov https://www.facebook.com/StillwaterMinnesota P: 651-430-8821 Schedule a Meeting **new link** DATE: June 20, 2024 TO: Downtown Parking Commission FROM: Chad Rogness, Parks Superintendent SUBJECT: 2024 Harmony & High Vibes Festival Event Application BACKGROUND Melissa Kzaz, a Stillwater resident, submitted an event application for the 2024 Harmony & High Vibes Festival event to be held on September 22, 2024 at the Lowell Park stage area. This event is a new event to the City of Stillwater and Lowell Park. “The Harmony & Good Vibes Festival is a celebration of wellness, creativity and positive energy. It is a transformative experience of healers, readers as well as high vibe vendors and creators. Enjoy morning yoga, High Vibe DJ, creating atmosphere of unity and joy.” The event has requested the use of parking lot #5 for their food vendors. The event organizer will be charged according to the 2024 Event Fee Schedule which would total $200 for Lot #5. ACTION REQUESTED Upon satisfactory review of the application and use of Lot #5, the Downtown Parking Commission should pass a motion recommending approval of use of Lots # 5 for the Harmony and High Vibes Festival event. DATE: June 20, 2024 TO: Honorable Chair and Downtown Parking Commissioners FROM: Tim Gladhill, Community Development Director SUBJECT: Downtown Parking Commission Work Plan DISCUSSION Over the past several years, the Downtown Parking Commission has prepared an Annual Work Plan to guide its work. The past year was focused on the single topic of updating pay zones and technology. In the coming months, the Commission will likel y focus on analysis of data and effectiveness since these major changes took effect. On May 16, 2024, the Commission held a strategic plan workshop to prepare a Mission/Purpose Statement (why does the Commission exist today?) and Vision Statement (where do we want the Commission and Downtown Parking District to go in the future/the next 10-20 years). The results of that Workshop and Staff Recommendations for final product are attached to this Staff Report. The current step in the process will focus on Strategies (Commission Level) and Actions (Staff Level). These components are intended to create the roadmap to go from Mission/Purpose to Vision. Staff extrapolated some of the discussion at the Mission, Purpose, and Vision Level along with other Staff Recommendations to pro pose attainable Strategies and Actions. Depending on discussion, if a follow up discussion in a workshop format is needed, a workshop can be scheduled for the July Commission Meeting. ACTION REQUESTED Motion to recommend that the City Council approve the 2024/2025 Downtown Parking Commission Work Plan. Downtown Parking Commission 2024-2025 Work Plan Purpose: The Downtown Parking Commission ensures a financially stable Downtown Parking System that balances the needs of a wide spectrum of stakeholders. The Commission strives to be flexible and consistent in providing safe and accessible amenities. Vision: The Downtown Parking Commission will help Stillwater become the premier destination. It will enhance communications and innovative, cutting-edge approaches. The Commission will also work to improve the public perception of the Commission itself. Strategies (Commission Level): • Improve Communication • Improve Parking Availability • Streamline Operations Actions (Staff Level): Action Associated Strategy Completion Timeframe Master Sign Plan Improve Communication Q3 2024 Install Additional Signage Improve Communication Q4 2024 Leverage New Permit Module for Communication with Permit Holders Improve Communications Q3 2024 Increase Enforcement Cadence with Existing Enforcement Resources • Existing Enforcement Officer • Additional Hours for Existing Staff Improve Parking Availability Q3 2024 Increase Enforcement with Increased Enforcement Resources Improve Parking Availability Q1/Q2 2025 2025 Budget Request Feasibility Study for Parking Ramp #2 Improve Parking Availability 2025 2025 Budget Request Improve Daily Management and Operations Streamline Operations Q1/Q2 2025 Budget Request Purpose – Raw Data • Sufficient for needs • User Friendly • Adequate Revenue for existence • Flexibility for use • Efficiency for use • Ease of access & change/flexibility • Community Connection and Communication • Public Safety • Revenue Sustainability/Fiscal Responsibility • Encourage tourism develop commerce • Serve the community • Solve problems • Support local usage • Encourage local businesses • Promote productive tourism • Alignment • Balance • Inclusive • Collaborative • Development • Expand revenue stream • Enforcement • Stay relevant (types of parking, technology) • Provide safe parking • Keep % of free parking • Accommodate (access to…, H.C. [accessible], 30 minute, LT [long term]) • Enforce; plan, monitor, refine • Communicate; DT, Residents, O.O. Town • Collaborate; DT, Residential • Revenue; plan, save, build • Support businesses • Accommodate residents • Handle tourism • Easy to navigate • Balance needs of tourism & residents • Keep day to day requests aligned with vision framework • New/future parking opps… • Identify best in class solutions • Monetize parking to self-fund • Financially sustaining Vision – Raw Data • Broader scope – not DT in silo; expand • Communications – dialogue with public • Innovate – Alt. parking solutions, shuttles, etc. • Back Bone – Enforce Rules & Strategic Plan • Continue to be ‘best in class’ solutions • New ramp • No cars east of trail • Public understanding • User fee based 100% • Ride share accommodations • New structure • Clear boundary (N, S, E, W) • Expanded Total Zone • Balanced Revenue • Community – communication & collaboration • 2nd Parking Garage • Commission is still active • Real Time availability for parking • Well known Stillwater DT is paid parking • Enforcement • Set the standard – “What gold looks like” • Adequate Parking – new ramp • Parking rules easily understandable • Self sustained • Go beyond Downtown • Greater commission engagement • Technology that works • Parking alternatives • Balance for locals, tourists, and businesses • Consistency and clear expectations • Organic collaboration • Front runners, modern, contemporary, forward thinking • Overall optics positive • Exceeding expectations community and visitors • Revenue positive • Community Acceptance • Modern Parking System • Viable Downtown • Full Flexibility for Needs DATE: June 20, 2024 TO: Honorable Chair and Downtown Parking Commissioners FROM: Tim Gladhill, Community Development Director SUBJECT: Parking System Updates DISCUSSION The following updates are offered to the Commission. • YTD Financials • Permit Module Update • Enforcement Update YTD Financials Please note that Staff cannot fully compare YTD Financials to prior years, as there is not yet a full year’s worth of data. • Covid Pandemic impacted Fiscal Years 2020 and 2021 • Fee Schedule Amended for existing Pay Zones ($1/hour from $3 or $5/day); delayed until June (instead of May) 2023 • Expanded Pay Zone (Surface Lots and On Street Parking East of Main Street) delayed until September 2023 due to Chestnut Street Plaza Construction and Main Street Closure • Prior Years had an Off Peak Season from November 1 through April 30, whereby Lots 1 and 2 were free/no revenue during that timeframe Staff offers the following annual revenue and expense notes. • Prior Years Annual Balance Sheet o Average Annual Expenses (include depreciation for long -term capital maintenance) is approximately $400,000 to $450,000 o Historic Annual Income (based on previous Fee Schedule and Pay Zone) is approximately $350,000 to $400,000 • Annual financial reporting showed an increasing gap of revenue and expenses to support long-term maintenance (sealcoating, overlay, reconstruct, etc.) o Revenue was supporting daily operations, but was leading to an increasing reliance on Property Taxes when full reconstruction of parking lots were needed Exhibit – 2022 Audit and Financial Results by CliftonLarsenAllen LLP Expanded Pay Zone Forecasts • Conservatively and in order to not over-estimate net revenue amounts, Staff estimated an approximate Net Annual Revenue Increase of $300,000 to $400,000 with the Expanded Pay Zone (September 2023), but could reasonably expect a higher amount • Annual Debt Service for a new Parking Ramp (at the same scope and scale of the existing ramp) could be approximately $550,000 o Current trends and forecasts would not support an additional ramp; however, as more net revenue data is available, future forecasts may support o The City could look at a smaller scale approach (single deck over multiple lots) for a lower annual debt service cost • Additional Staffing/Expenses to improve Daily Operations/Management and Enforcement would be approximately $100,000 annually (based on wages + benefits + overhead or contract amount for contracted services) 2024 Year to Date Revenue (January through June) Permit Module Update At the beginning of June, Staff launched the new Permit Module through Passport Parking (provider of the mobile pay app). There are approximately 250 permit holders (likely to grow to closer to 300 hundred with increased enforcement). In the first two (2) weeks, Staff has issued or renewed approximately 40 permits. The first few months will involve additional staff assistance to help set up accounts, but will eventually evolve into more self-service. Most Permittees report that the system is extremely easy to use . For those that need additional technical support, Staff still is able to assist at City Hall. Enforcement Update With the launch of the Permit Module, Staff has better confidence in the License Plate Reader. As such, enforcement continues to increase per Commission Direction. Enforcement efforts appear to be having an effect on improved compliance, as Permit Applications continue to increase. Many Applicants noting a noticeable increase in enforcement. One remaining barrier to continued improved comp liance is perceived lack of signage (and in some areas actual lack of signage). The lowest areas of compliance are On Street Parking. Surface Lot compliance is generally positive. For some key sign gaps, Staff is awaiting certain ROW Permit Approvals. Staff will be working on a Master Sign Plan over the next 1-2 months for other signage needs. Some key priorities include, but are not limited to the following. • On Street Parking Signage • Directional Signage for Credit Card Terminals • General ‘Pay Zone’ Signage to supplement Passport Signs • Lot Identification and Permit Allowed/Not Allowed Status ACTION REQUESTED No action requested – for informational purposes. Fund Title YTD Last Year (2023) YTD Last Year (2023) YTD Compare Pre-Covid (2019) YTD Pre-Covid (2019) Compare Post Covid (2022) YTD Post Covid (2022) Compare Budget % Budget % of Year 725 - PARKING RAMP Parking Permits $3,135.00 $1,149.64 173%$6,607.50 -53%$0.00 NA $5,000.00 63%42% 725 - PARKING RAMP Parking Permits-Lowell Inn $7,153.19 $5,417.80 32%$2,334.28 206%$4,824.92 48%$15,000.00 48%42% 725 - PARKING RAMP Ramp Revenue $31,751.93 $10,768.69 195%$14,211.00 123%$16,866.12 88%$200,000.00 16%42% 720 - PARKING FUND Parking Permits $37,949.00 $24,984.37 52%$27,394.34 39%$33,422.18 14%$80,000.00 47%42% 720 - PARKING FUND Event Reservations $7,589.00 $6,263.00 21%$1,536.00 394%$168.00 4417%$10,000.00 76%42% 720 - PARKING FUND Parking Revenue $93,640.30 $0.00 NA $0.00 NA $0.00 NA $300,000.00 31%42% 720 - PARKING FUND Parking Tickets $3,925.00 $3,725.00 5%$9,580.94 -59%$3,825.00 3%$20,000.00 20%42%