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Home My WebLink About2010-06-17 DTPC Packet6. OTHER BUSINESS 7. ADJOURN THE Ikt.TH PL.AGE OF MINNESOTA DOWNTOWN PARKING COMMISSION AGENDA Thursday, June 17, 2010 8:30 AM; Riverview Room, City Hall 1. CALL TO ORDER 2. APPROVAL OF MAY 20, 2010 MINUTES 3. NEW BUSINESS 3.01. 501 North Main Request 4. SPECIAL EVENT PERMITS 4.01. VICTORIAN CHRISTMAS 5. OLD BUSINESS p 5.01. FINALIZE POLICY ON PRIVATE USE OF PUBLIC PARKING 5.02. UPDATE ON RAMP SURVEILLANCE CAMERAS 6.01 RECENT CITY COUNCIL ACTIONS A) Approval of Parking Ramp wall sign contract 6.02. CONFIRM NEXT COMMISSION MEETING DATE Commissioners present: agenda approval of April minutes Gartner Studios request for one 24/7 ramp space 2010 lot improvement projects traffic committee update discussion A motion was made and seconded to approve the minutes. unanimous voice vote. mo sed in a David will forward the approved minutes to Stillwater's city clerk. Curt presented a request from Gartner Studios for a 2 to be used by their business out -of -town guests. make an exception to their policy (of not allow said if Gartner Studios would contact him wh of overnight parking he would make arrange seconded to den this re • uest. The m Bill presented information on the cou decision t project and not wait for the proje ' +proval and fu Engineers. Wi ° 's decision ti ; ng Commissio possibility of _ i g the gr project, incl ping. works grading plan on the levee projec winter at which • covered parking stoners did no o for this req . John ue s in need was made and e vote. th parts of the levee e Army Corp of in look at the ill explained the many facets of the levee strian walk dscape architecture planning, public mphitheate ids ill be going out for a consultant is these pL s eveloped by late fall or early them to th rking Commission. John said the traffic that mi permanently c Lot and #3 Ch fic committ result in the lo g off access to t. Lot kin!, . ome ideas to help with the Lift Bridge e parking spaces. He said they are looking at om Chestnut Street from parking lots, #2 River Bill will notify Gartner Studios of the Commission decision and suggest they call John for his suggestions on how to accommodate their guests. Commissioners will continue to think about possible improvement for the gravel lots while waiting for the city to complete levee plans. John will keep the Parking Commission updated on the Traffic Committees work and recommendations. Commissioners absent: City Staff present: City Staff absent: Submitted by: Curt Newcomb, chair /resident; Jeff Johnson, vice - chair /resident; David Korte, secretary/resident; Dave Junker, resident; Aimee Peletier, business; Sherri Hopfe Franke, business. Kevin LaCasse, business John Gannaway, police chief; Bill Turnblad, community develop director Dennis Pasket, parking enforcement officer David Korte Stillwater Downtown Parking Commission Meeting Minutes May 20, 2010 agenda discussion action ramp exit reader vintage car show, summer Tuesday, rumble on the deck finalize policy on special event usage of parking update on parking lot pay machines recent City Council actions - approval of bids for ramp security camera plans & specs next meeting Bill presented a recommendation from city planner Michel Pogge that the Parking Commission authorize funds to install serial ports on parking machines. At present all monthly parking permit holders and the Lowell Inn customers use proximity cards to exit the parking ramp. Every quarter each individual card is programmed manually. There is no way to confirm the cards have been programmed correctly and the otion - as hardware does not allow city staff to track usage of the proximity made and seconded to approve up to $ 1,000 to purchase and in The motion passed in a unanimous voice vote. eri John presented the special event applications from these thr organizatio review and discussion a motion was made and seconded to ., ve all e applications. The motion passed in a unanimous voice vote cover its costs for lot improvement projects, ongo if all the SETF suggestions were implemented, cover these expenses. The Commission did understand the i .nt sio recommendations were approved. A was mad multiplier and to have city staff t it judgment o an event when are not usin " rking spaces f passed in a u voice v Bill presented the recommendations from the Special Events Commission had been anxious to get their recommendations o complete the draft policy on rates for downtown parking spac renta the city council for possible approval. After reviewing the proposed pa SETF suggested four modifications. The Parking Ent e Fund needs t (SETF). Th- they could and it to es, the nce, and opera " ': nd e enough rev e to two of their ed to eliminate the "turnovers" to charge he day. The motion The Commission the sed the ne ents • reimburse the Parking Enterprise for the g Enforce 'a f and equipment. Bill presented parking lot pa ation achines are ultant has been ne. By the Jul ids on ram ennis, the r ;" Wing enforcement officer. The new th few problems. Bill stated a c going out in 1 contractor as approval. d expected the security cameras bids would be ing Bill will have a recommendation on a ecurity cameras to present to the Commission for The next meeting . sday, June 17, 8:30 a.m. at City Hall. Bill will forward the recommendation for purchase. John will forward the Commissions reco .+ endation. Bill will forward the Commissions recommendation to the SETF. Bill will develop language for the Commission to review on billing event organizers for Parking Enforcement staff and equipment. Bill will bring to the July meeting a recommendation for a contractor and bid on ramp security cameras. Bill will send out agenda and supporting documentation before the meeting. page 2 Bill Turnblad From: John Gannaway Sent: Tuesday, June 01, 2010 2:19 PM To: Bill Turnblad Subject: FW: Parking between Condo and MPYH Can you add this to the next Parking Commission Meeting From: Mike Wagner [mailto:mikew @gophersport.com] Sent: Tuesday, June 01, 2010 1:00 PM To: John Gannaway Cc: Micky Cook Subject: Parking between Condo and MPYH Hi John, The yellow tape really helped keep the cars off of the grass hill and the other grass areas over this last weekend. Extra metal signs with explicit information on parking will even be better especially when the yellow tape is gone. Some of the negative aspects of the yellow tape and cones are; the area between the cones and metal signs are too far. Cones fall over even with the addition of a sand bag. If the yellow tape could be only attached to permanent sign posts we could locate the tape at a higher position so all the people coming from the north parking lot could easily duck under the tape and yet the tape would be easily been seen by the cars looking for a spot to park. Tape broke several times. Nevertheless it worked and thanks. After cars start parking and were working north from Pappys parking perpendicular facing the river and still not blocking the service road there comes a point where they need to start parking in a parallel fashion or there won't be enough room for cars to pass on the main gravel road. Maybe a sign stating only parallel parking beyond this point would be in order. What do you think? Only saw one car that completely blocked the blacktoped service road and send all walkers on a detour. Again If you need my input on any of the parking issues I would be glad to help. My cell is: 651- 402 -3134. Thanks Sincerely, Mike Wagner Product Development Specialist 501 North Main Street, Unit 118 Stillwater, MN 55082 651- 342 -0678 (office) 651 - 342 -0677 (fax) 800 - 533 -0446 ext.1436 (voicemail) mikew(@,qophersport.com �,gophersport.com 1 Item 3.01 ALL ITEMS ON THE APPLICATION MUST BE COMPLETED AND SUBMITTED TO CITY HALL 45 DAYS PRIOR TO THE PROPOSED EVENT INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED Submittal Date: APPLICANT INFORMATION (Please Print on Application) Organization: L )f) C4 %(l C Contact Person. (tk (1 T f e Address: I 1 L- . T If2 (1- 1 / Ciity IL, to Daytime Phone 631- ` �� - 70 7 Type of Event: Description of Event: • C ( SL- . 2( s� 1 Pro. s Location of t (be specifi ): Estimated number of people to attend: 216 North 4th Street Stillwater, MN 55082 relephone: 651 -430 -8800 Fax: 651 -430 -8809 APPLICATION FOR SPECIAL EVENT CC' Email Address: Item 4.01 Type of Organization: Non - Profit For-Profit 4_ State /14 Zip S Alternate Phone Number (/' tg 7,..S EVENT INFORMATION (Special Events involving the use of City Property may require Park Board or Parking Commission review. Events on Private Property may require Planning Commission revi w.) (�: �^ Sai- (� Awe.- Sp ry. Date(s) of Event: ( 9 , O Hours�f E vent: .�w� 11 - l¢ (Special Events conducted after laroo p.m. require Council approval of a 11 variance to the noise ordinance) �l C STY�9 S IJIS I�'J► L C U(.tr'� In a ab- 4# If Lowell Park is used: North Lowell Park South Lowell Park (check which one or both) ■ roo The following information is required for consideration (Check next to items pertaining to your event. If not applicable — please put "N /A" in the space) jn c ` Selling Alcohol - Temporary Liquor Licenses are ONLY available to non - profit organizations - $25.00 per day W . Permit to Consume - Consumption only of beer, wine, wine coolers, and hard liquor on public property (parks) - $35.00 fee Site Map (Required for all events) — attach to application l Parking Impact (Required for al events) - Describe in detail: OUP 1 o r 1 Ac Pc ,(.1. 1 - (Continued on Back) /Special Signage - Describe: b (\Js S Q Q ' S t ) o rs � c-1' P `N2_ Approval Letter from Property Owner if on Private Property (attach to application) n i `t ^ 0 - 7/ / Vendors will be present at the event (SEE ATTACHED) Vim` Tents or Membrane Structures Size Location Exiting Points Cooking Operations Propane Deep Fat Frying Other Open Flame or Burning Operations Describe: Water Activities (River /Lakes) River /Lake Name: EMS Needs EMT Standby Ambulance Standby Fire Department Standby Fireworks Street Closure What Streets: Police Officer Needed (Required if alcohol is being serviced on public property and attendance is over 75 people or at the discretion of the Police Chief) Contact Stillwater Police Department (651- 351 -4900) to arrange for an officer. Restrooms (Portable) - Applicant to pay for restrooms - Contact Public Works to arrange - 651 - 275 -4100 ro Live Entertainment - Describe type of Music:-5(�� ((t i t - O � QJ^� (Ml� t n�o �(`S - 11v / Reviewed By: (Any concerns /comments will be attached to application) City Administrator City Clerk Community Development Director Fire Chief Police Chief Public Works Director Public Works Superintendent Park & Recreation Commission Approval Required Date Approved: Planning Commission Approval Required Date Approved: Downtown Parking Commission Approval Required Date Approved: City Council Approval Required Date Approved: Promotion /Advertisement of Event - Describe Level of Promotion /Advertisement FEES (if applicable) Permit to Consume ($35.00) Temporary Liquor License ($25.00/day) Event Fee ($500.00) Event Deposit ($250.00) Other Fees: TOTAL FEE FOR EVENT: Copy of Approved Application with Comments sent to applicant (Date) Rev. 01/08 m501 l� a THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: June 14, 2010 RE: Policy and Rates for Downtown Parking Space Rental BACKGROUND Over the years various groups have requested the use of downtown parking lot spaces and on- street parking spaces for events and other private uses. Sometimes the Parking Commission has approved the requests, sometimes not. When approved, sometimes a fee has been charged, but not always. A consistent policy does not exist. Therefore, the Parking Commission is in the process of developing a rental policy and rate schedule. When the Commission is satisfied with the draft policy, it will be forwarded to the City Council for consideration and possible adoption. THIRD DRAFT The first draft of the Parking Commission's policy and rate schedule was discussed at the April 15, 2010 Commission meeting. The second draft was discussed at the May 20, 2010 meeting. The second draft discussion was in response to the Special Events Task Force request to modify the fee structure for events. All of the Commissioners' comments have been incorporated into this third draft, which is seen below. 1. General a. Event parking i. Use of public parking spaces (parking lot and /or on- street parking) for events is acceptable under certain conditions. Those conditions include the following: 1. If the use is associated with an event, a completed event permit application must be submitted to and approved by the City prior to use of the parking spaces. Review of the event permit application will include consideration by the Downtown Parking Commission. 2. If one or two parking lot or on- street spaces are being requested, then the request will be approved (or denied) by the Downtown Parking Commission. Parking Space Rental June 14, 2010 Page 2 of 5 3. If three or more parking lot spaces or on- street spaces are being requested, then the request will be reviewed by the Parking Commission and forwarded to the City Council for approval (or denial). 4. No on- street parking spaces will be rented along Main Street. 5. Whenever public parking spaces are used for other than general public parking, the event organizer or user will be required to pay a rental fee. The amount of the fee shall be as established below, unless a fee is specifically negotiated and accepted by the City Council within the terms of a Special Event Contract. Any such parking fee shall be paid even if the user or organizer is a public agency, semi - public agency /group, or a not - for - profit group /agency. ii. The revenue generated by the public parking space fees will be deposited in the Downtown Parking Enterprise Fund. iii. Since the Parking Enforcement Officer wages are paid from the Downtown Enterprise Fund, whenever the Parking Enforcement Officer's time is charged to an event organizer, the revenue will be deposited into the Downtown Enterprise Fund. b. Non -event parking i. Review of requests for non -event use of public parking spaces (e.g. construction dumpsters, construction staging areas, etc.) will consider the following standards: 1. For requests to use one or two spaces, the Parking Commission shall review and approve (or deny) the request. For requests to use three or more spaces, the Parking Commission shall review and make a recommendation to the City Council, which shall approve (or deny) the request. 2. Non -event uses will not be allowed in on- street parking spaces along Main Street. 3. Non -event uses may be allowed in 3 hour public parking lots, and /or on- street parking spaces (except Main Street). However, they will not be allowed in any of the pay lots, which are currently identified as Lot 1 and Lot 2 in the 2010 Downtown Stillwater Public Parking Guide. ii. Whenever public parking spaces are used for other than general public parking, the non -event user will be required to pay a rental fee. The amount of the fee shall be as established below. This fee shall be paid even if the user is a public agency, semi - public agency /group, or a not - for- profit group /agency. iii. The revenue generated by the public parking space fees will be deposited in the Downtown Parking Enterprise Fund. Cost Special Event Application fee $50 Beautification fee $200 Out -of- pocket city costs $0 Materials $0 Park Usage Fee $0 Public parking fee $75 TOTAL $325 Parking Space Rental June 14, 2010 Page 3 of 5 2. Rate schedule a. Parking Lot Spaces i. Peak season rates 1. Lot 1= $15 per space per day. If the parking lot space(s) is /are reserved or used for only part of a day, the fee will be pro- rated 2. All lots except Lot 1= $9 per space per day. If the parking lot space(s) is /are reserved or used for only part of a day, the fee will be pro- rated. 3. For larger events the parking fee will be negotiated and included within the required Special Event Contract. A starting point for the negotiation will be the standard rates stated above. ii. Off season rates 1. All lots = three hours or less free; more than three hours will be charged $3 per space per day. b. On- Street Parking Spaces i. Peak season: $9 per space per day. If the parking space(s) is /are reserved or used for only part of a day, the fee will be pro -rated ii. Off season: $3 per space per day. The cumulative impact of contemplated fees on individual events has been analyzed and applied to several specific events. The result is presented below. Brine's House Bocce Ball Tournament (Off- season event) 1 Parking rate of the lot ($5), times three assumed sales per day = $5 x 3 = $15 per day per space. A day is defined as midnight to midnight. 2 Base rate of $3 x 3 assumed sales per day = $3 x 3 = $9 per day per space. A day is defined as midnight to midnight. 3 Base rate of $3 x a turnover rate of three = $3 x 3 = $9 per day per space. 4 200 participants @ $1 each 5 25 spaces x $3 per space (off- season rate) 6 No fees charged in the past. Cost Special Event w /contract Application fee $50 Beautification fee $2,500 Out -of- pocket city costs $430 Materials $12 Park Usage Fee $500 Public parking fee $4,698 TOTAL $8,190 Cost Special Event Application fee $50 Beautification fee $480 Out -of- pocket city costs $0 Materials $144 Park Usage Fee $0 Public parking fee $1,440 TOTAL $ 2,114 Cost Event Application fee $0 Beautification fee $350 Out -of- pocket city costs $0 Materials $12 Park Usage Fee $0 Public parking fee $144 TOTAL $506 Parking Space Rental June 14, 2010 Page 4 of 5 Antique Car Show (12 Wednesday evenings during summer; located in Lot 5) Rivertown Art Festival (Spring event in Lowell Park and abutting parking Tots — Lots 2, 4 and 150' of 5) Andersen Relay Race 7 4 booths x $10 x 12 weeks = $480; no participant fee since there is no entrance or registration fee for participants 8 4 barricades for each of the 12 weeks. 9 40 spaces x $3 a space x 1 turnover since this is only in the evening x 12 (occurs weekly for 12 weeks) 10 200 booths: Each vendor is charged $250 for a booth, 5% of the 250 is $12.50. $12.50 times 200 booths is $2,500. No participant fee since they do not get charged an entrance fee. 11 Four portable toilets 12 4 barricades on Sam Bloomer 13 174 spaces x $3 per space x 3 turnovers a day x 3 days. Since this is a contract event, the parking fee is negotiable. 14 Last year the Chamber of Commerce paid only $500 for the Park Usage Fee. Since this is a contract event, the total fees could be negotiated down. 15 350 teams of 12 registered participants each. Charge beautification fee of $1 for each of the 350 teams. 16 4 barricades 17 4 spaces x $3 per space x 3 turnovers a day x 4 days= $144. 18 Last year the race was charged $24. Cost Special Event w /contract Application fee $50 Beautification fee $400 Out -of- pocket city costs TBD Materials $0 Park Usage Fee $0 Public parking fee $1,044 TOTAL $1,494 Parking Space Rental June 14, 2010 Page 5 of 5 Criterion Bike Race ACTION The Parking Commission should review and discuss the third draft of its policy and rate schedule. If no revisions are made by the Commission, staff could send them on to the City Council. 19 300 registered racers; 10 booths. 20 $639 for 71 downtown on- street parking spaces ($3 x 3 turnovers x 71 spaces); $405 for the 45 parking spaces in the city lot ($3 x 3 turnovers x 45 spaces). Since this is a contract event, parking fee is negotiable. 21 Owed $1,400 last year: $1,000 toward city costs and $400 for beautification fee ($1 per biker). Contract event, fee could be negotiated. file: / //S (/Planning/ Downtown %20Parking %20Commission /Agenda %20packets /June %2017/ Camera %20System %20Timeline.htm Thanks, Mike Item 5.02' From: Michel Pogge Sent: Wednesday, June 02, 2010 9:27 AM To: John Gannaway; Rose Holman; Rich Bornt; Bill Turnblad; John Mooney Subject: Camera System Timeline Here is a very very very tentative timeline for the ramp camera system. Let me know your thoughts and feedback on the schedule. June 22nd — 90 % plan set to City for review June 28th — Plans done and ready to send out to Bid 1:30 PM July 12th — Bids due back to City July 15th — Parking Commission makes recommendation to City Council on System July 20th — City Council accepts Bids and enters into a contract Around August 16th — Install of system begins Early September — System live and training by vendor on the system. Michel Pogge, AICP 1 City Planner 1 City of Stillwater 216 North Fourth Street 1 Stillwater, MN 55082 1 651 - 430 -8822 1 651 - 430 -8810 (Fax) mpogge@ci.stillwater.mn.us 1 http: / /www.ci.stillwater.mn.us file: / / /SI /Planning/ Downtown% 20Parking% 20Commission /Agenda %20packets /June %2017/ Camera %20System %20Timeline.htm6 /14/2010 11:27:34 AM