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CR 91-217 Special Use Parking Permitti 5 O P_ K October 8, 1991 Council Report 91 -217 SPECIAL USE.PARRING PERMIT Proposed Action Staff recommends the adoption of the following motion: "Move to create a special use parking permit ". The adoption of this motion will allow the creation of a permit which can be utilized by individuals who are not employees of local business so they can park in the downtown municipal parking areas for periods of time greater than our ordinance allows. At a future meeting staff will be requesting that the City Council approve the necessary ordinances and resolutions to implement the Special Use Permit. Overview The Parking Committee has been asked to consider a special use parking permit for businesses whose clients or customers attend conferences or other special events which require parking in excess of the maximum time limit. The current parking permit system does not accommodate these types of requests. In the past, special events were handled informally. However, with an increase in requests for special.event parking, it is felt a formal system is needed. A system as recommended by staff was previously approved by the Parking Committee, however it was tabled by the City Council for the following reasons: 1. Inconvenient for users, 2. High user fee. Both these issues are addressed in the revised system. The Parking Committee has recommended the City Council approve the Special Use Parking Permit as proposed. Primary Issues to Consider O What are the specifics of this request? o How is this permit going to work? o Who would handle these requests? O What would be the cost associated with these permits? O What is the fee going to be used for? O In what lots should these permits be valid? O How long should these permits be valid? o Where in the CBD is long term parking available? O How has the action as proposed, been revised to meet Council concerns? O What further steps are required to implement this permit? O Examples of how the Special Use Permit will work. Supporting Information O Recommendation from Richard Ellis Inc. O Information from Benshoof & Associates, Inc. Paul Steinman Community Development Specialist Special Use Permit Page 2 Primary Issues to Consider O What are the specifics of this request? These permits would be available to any individuals, in whatever quantity necessary, to allow them to exceed the established 3 hr. parking limit. Any person attending an event, or planning to hold an event which requires a Special Use Permit would be able to purchase these permits at City Hall. These events or individuals could include: - seminar or class attendees construction workers special auditors organizational special event participants, such as K.C. Bridge League individuals entertaining clients for a time period longer than three hours other event participants as determined appropriate by staff, the Police Department and /or the Parking Committee O How is this permit going to work? The permit would be available for both single and multiple event situations. Examples of a single event use: o Bank seminar o Day long deposition held at a law office , o Training day at Re -Max Realtors office Examples of a multiple event use: o K.C. Hall Senior Day, held twice monthly o Church group monthly meeting Businesses wanting to purchase multiple use permits will be required to fill out an application form for approval by city staff. Two of the requirements for approval of the multiple use permit would be: o Must fill out application form for city staff approval. o Must be a non - profit organization. These two requirements were not specifically discussed with the Parking Committee, but after further discussion with the City's parking consultant, these suggestions were made as a way of curbing violations of the multiple use permit. O Who would handle these requests? Currently, the city receptionist handles all permits. Because this permit is part of the parking system, staff recommends that the receptionist issue these permits. . Special Use Permit Page 3 O What would be the cost associat d with th se permits? Staff is recommending a fee of $1.00 per one day permit In a multiple use situation, for a non - profit user, the permit would cost $1.00, and would be reusable throughout the entire year. O What is the fee going to be used for? Cost Breakdown: $0.50 per permit for setup, printing, and cutting 0.50 administration, record keeping, etc. 1.00 Total special use permit fee. O In what lots should these permits be valid? Staff recommends only three lots be available for special use permit parking: 1. Lot #700, 1 block North of Main between 9th and 8th Avenues 2. Lot 1900, North of 1st Street on 10th Avenue 3. Ramp, 1 block South of Main between loth and 11th Avenues This is to avoid filling high demand lots with vehicles parked for special uses O How long would these permits be valid? Staff is recommending that an expiration date of December 31, of the - corresponding year, be printed on the.permit. O How has the action as proposed, been revised to meet council concern? Staff feels the proposed cost of $1 will not be a prohibiting factor to any business or individual. This proposal has been simplified by allowing any person to purchase the permits. O Will this permit system be reexamined at a later date to d termine whether it is meeting the needs of businesses? The Special Use Permit system will be evaluated approximately one year from now to determine whether it is meeting all the needs of.the special users and the City. If not, staff and the Parking Committee will reexamine alternatives at that time. O What further steps are required to implement this permit? The following steps are required for implementation: 1. An ordinance authorizing a fee for municipal parking on a monthly, quarterly, yearly, and special use basis. At present there is no ordinance establishing a monthly, quarterly, or yearly parking fee. Special Use Permit Page 4 2. A resolution detailing the fees for monthly, quarterly, yearly, and special use permits. O Examples of how the Special Use Permit system will work. 1. A business owner purchases 5 permits at $1.00 each, for use at a.later date.,Two weeks go by, and the business owner has a client stop by for the entire day. The business owner would validate one of the permits at that time, give the permit to his client, and direct the client to the nearest special use permit parking area. 2. A tenant in the Norwest Building is holding a seminar on 12 -4- 91. The tenant purchases the respective number of permits for $1.00 each, validates them, and sends them to the seminar attendees along with directions to the nearest special use permit parking area. 3. The Jaycees are planning to hold a special event on the 3rd Wednesday of every month for three summer months which would require 25 special use permits. The Jaycees make application to the City, and if approved, purchase 25 permits for $25. These .permits would be validated at City Hall at the time of purchase and would be reusable on the validated days for the three summer months.. Alternatives Based on the above information, the Parking Committee has the following alternatives: 1. Adopt the recommended motion. 2. Make no changes in the current system. This motion would mean that the staff and the Police Department would continue to deal with this issue on an informal basis. 3. Adopt a Special Use Permit with changes to the recommended action. • Special Use Permit Page 5 Example of permit: SPECIAL USE PERMIT • DATE OF PURCHASE: FEE: $1.00 INDIVIDUAL OR BUSINESS: LOT LOCATION ('CIRCLE ONE): RAMP #700 #900 DATE OF USE: PURPOSE: PERMIT HOLDER: DISPLAY ON DRIVERS SIDE DASHBOARD OF VEHICLE. NO PARKING BETWEEN THE HOURS OF 2 - 6 A.M. Expiration date 12 -31 -91 6800 France Avenue South Suite 170 Minneapolis Minnesota 55435 Telephone 612 926 6800 Telefax 612 920 8640 June 13, 1991 International Real Estate Advisers Richard Ellis Inc. Ms. Kersten Elverum City of Hopkins 1010 South 1st Street Hopkins, MN 55343 RE: Special Event Parking Permit Dear Kersten: I am. writing on behalf of the tenants of Hopkins.Norwest Bank Building, 1011 First Street South, who have requested a special event parking permit. Presently the three hour parking limit causes problems for tenants who have events that require client /customer parking for a longer period than three hours. When customers /clients receive a parking ticket, it leaves a negative impression in their mind and a strong desire not to bring repeat business to Hopkins. After a thorough review of our present parking needs, I would offer the following suggestion: A company requiring client /customer parking for a period longer than three hours would apply to the City for a special parking permit. These permits would be a color other than the employee /monthly parkers (presently red) The permits could work either of two ways, depending on the level of control desired by the City. The easiest is based on the honor system. Companies would call the City the day they will be using them and be responsible for passing them out and collecting them again. Each time they are used, they will notify the City. If the parking patrol person notices an abuse of the above system, or the City desires more control, the companies could be required to get the permits and return them to the City for each use. This seems too cumbersome,a process to have to go through unless proven necessary. Offices in Chicago New York and Washington DC. Associated companies in London Glasgow Manchester Brussels Paris Amsterdam Frankfurt Madrid Barcelona Lisbon Geneva Milan Sao Paulo Hong Kong Singapore Bangkok Beijing Melbourne Adelaide Sydney Brisbane Perth Auckland Wellington and a representative office in Tokyo t Ms. Kersten Elverum June 13, 1991 Page 2 Kersten, I think everyone wants to make this a process that is easy for all. The bottom line for our tenants is if their clients cannot park long enough to conduct business without the hassle of parking tickets, they simply do not want to lease space in Hopkins. This obviously is a situation we want to correct. Thank you for your time and consideration. I look forward to the .parking committee meeting. Sincerely, r arbara B. Reinhardt Property Manager BBR /k J I i BENSHOOF & ASSOCIATES INC. i TRANSPORTATION ENGINEERS AND PLANNERS 7901 FLYING CLOUD DRIVE, SUITE 119/ EDEN PRAIRIE, MINNESOTA 55344/(612)944-7590/ FAX (612) 944 -9322 September 19, 1991 MEMORANDUM REFER TO FILE: 91 -39 ME TO: Jim Kerrigan, City of Hopkins FROM: James A. Benshoof RE: Review of Needs for Parking in Downtown Area Longer than Three Hours PURPOSE Most public parking spaces in the downtown area are controlled with time limits (maximum of three hours) and /or employee parking permits Periodically, users other than regular employees have a need to park longer than three hours. In the past the City has dealt with this situation on an informal basis, granting special exceptions to the P _ parking time limits. Recently, the City has determined that this informal practice should be changed for several reasons, including the need to treat all parking users on a consistent, equitable basis. City staff and the Parking Committee have developed an idea regarding a special use parking permit system as a means to meet the needs for parking longer than three hours. In response to questions raised by City Council members, our firm has been retained to conduct a basic review of the needs for parking longer than three hours and of a program to fulfill those needs. This memorandum is to present the results of our review. NEEDS FOR PARKING LONGER THAN THREE HOURS An important first step is to understand the needs, including what 'users need to park longer than three hours and when do such needs arise. Such an understanding was gained through a review of written material in the City files and discussions with several participants. From these considerations, it is understood that major examples of needs to parking longer than three hours include the following: Senior Citizen program held at Knights of Columbus - Held on 2nd and 4th Tuesdays of every month from 11:00 a.m. to 2:30 p. M. - Typical attendance is 75 -80 persons - Workers for program are at site from 8:00 a.m. to 3:00 p.m. Soup Day at Knights of Columbus - Held on 3rd Tuesday of every month 10 -15 workers need parking from 8:00 a.m. to 3:00 p.m. Mr. Jim Kerrigan -2- September 19, 1991 St. Joe's Bridge Club at Knights of Columbus - Held once a month from 2:00 p.m. to 7:00 p.m. - Typical attendance is 25 -50 people Seminar or special program conducted by downtown employers, e.g. by First Bank or tenants of Norwest Bank Building Construction workers Special auditors or part-time employees OBJECTIVES In order to review the candidate special use permit system and consider any other! possible options, it is important to establish the objectives that are important in fulfilling the above needs. Based on our understanding of the downtown parking system and comments expressed by City Council members, City staff, and others, we have identified the following objectives: Provide parking for persons who have a need to park longer than three hours Provide such parking in a manner that is convenient for the users Provide such parking at reasonable cost • Maintain consistent, equitable treatment among all downtown. parking users Provide. a system that is convenient for City staff to administer and enforce Preserve availability of parking spaces for short -term customer use Minimize disruptions to the overall parking system REVIEW OF POSSIBLE SOLUTIONS The next step involved review of the special use parking permit system suggested by City staff and the Parking Committee. This system would effectively meet several of the objectives. On the other hand, this system would have limitations in convenience and equitable treatment among parking users. Two limitations pertaining to convenience are Awkwardness regarding the requirement that a business owner purchase the permit(s) at City Hall. Difficulties in some instances for a businessowner to predict in advance the number of permits needed and the particular days for which they would be needed. From the equitable treatment standpoint, questions could be raised regarding use of the same two dollar fee for a single day event, as compared to an event that would occur two to four times per month throughout the year. Mr. Jim Kerrigan -3- September 19, 1991 After identifying the above limitations, efforts then were applied to developing options for resolving those limitations while capitalizing on the strengths of the special use parking permit idea. Several, alternatives were identified and considered relative to the objectives. One such alternative would involve using the top level of the parking ramp for long -term parking on a daily fixed fee basis. An advantage of this alternative would be to increase utilization of the parking ramp. On the other hand, this alternative would have several significant disadvantages, including: capital cost of the automatic gate control system, reduction in flexibility for future use of ramp, and consolidation of all non - employee permit parking longer than three hours in one facility. Another option, which is more similar to the special use parking permit idea drafted by staff and the Parking Committee, would involve a parking permit printed on heavy duty paper with dimensions approximately 3 inches by 5 inches. This permit would entitle the bearer to park longer than three hours on one day only, with the user marking on the permit the date for which it is valid. The user would be instructed to place the permit on the front dashboard with the date marked on the permit clearly visible from outside the vehicle for enforcement personnel. To enhance convenience for the user, an idea is that the permit would entitle the user to park for longer than three hours in any space marked with a three hour limit. Recognizing that certain three hour parking facilities presently are more crowded than others, it would be desirable to encourage the users to park in facilities with greater space availability, e.g. the parking ramp. The permits would be available for purchase at City Hall. Any person would be eligible to purchase the permits in whatever quantity they desire. For example, an employer with an infrequent need for special parking beyond three hours may purchase 10.20 permits and keep them on hand for when special needs arise. Another example would be the Knights of Columbus, which may purchase a larger quantity of permits to meet the needs of its multiple programs per month. The cost per permit probably should be reduced when ermits are purchased in large quantities. For example, one idea would be to charge E1.00 per permit for purchases of up to 300 permits and $0.75 per permit for purchases of greater than 300 permits. The preceding parking permit concept has been reviewed relative to the objectives expressed earlier in this memorandum. The basic finding is that this permit concept effectively meets most objectives. One item that would be important to monitor if this permit system is implemented would be the effects on availability of parking spaces for short-term customer use. If one outcome of this parking permit system would be overcrowding of certain parking facilities needed for short-term customer use, corrective actions could be taken, e.g. raising the parking permit fee or prohibiting use of the parking permit in certain parking facilities. CONCLUSIONS AND RECOMMENDATIONS Two principal conclusions from this review of matters involving *a' possible parking permit system for downtown. Hopkins are: Legitimate needs exist for parking longer than three hours by persons in addition to regular daytime employees. Mr. Jim Kerrigan -4- September 19, 1991 To effectively meet those needs without disrupting the rest of the downtown parking system, the preferred solution is to implement a special use parking permit system with the following major characteristics: - Permit to consist of printed paper card about 3 inches by 5 inches. The permit card should have special texture or color characteristics to discourage illegitimate copies. - Permit valid for one day only, with the date to be marked on the permit by the user. Permit entities user tq park longer than three hours in any spaces marked as three hour parking. - Cost per permit is $1.00, except that a price of $0.75 would apply when over 300 permits are purchased at the same time. It is recommended that the preceding parking permit concept be carefully considered by the Parking Committee and City Council. After appropriate refinements and approvals, it is recommended that the City implement a special use parking permit program on a six month trial basis. Monitoring should be performed during this six month period to assess the ability of this program to meet the needs for parking longer than three hours without causing significant negative effects on other parking users. After consideration of the monitoring results, the Parking Committee and City Council then could make a decision on a permanent special use parking permit system.