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Parking Meter Revenue Collection (BF-25, Rev 0)City of ADMINISTRATIVE SUBJECT: BUDGET AND FINANCE POLICIES AND PROCEDURES Delray MANUAL Parking Meter Revenue Collection NUMBER REVISIONS EFFECTIVE DATE: PAGE Beach BF -25 September 30, 2015 1 of 5 SUPERCEDES APPROVED BY: _. DONALD COOPER, tGt y Manager BF -25.1 Purpose: The purpose of this Standard Operating Procedure (SOP) is to set forth the policies and procedures for the collection of parking meter revenue. BF -25.2 Policy: This SOP provides standards of performance for the collection of parking meter revenue, including the process of counting coins, preparing coin deposits, maintaining the parking meters and Delray Beach Visitor's Center Change Machine, reconciliation and reporting of parking meter revenue. This policy also ensures that proper internal controls are in place. BF -25.3 Equipment Utilized: The City currently uses two types of parking meter technology. Single head electronic meters, manufactured by POM for on- street parking (SR A1A and East Atlantic Avenue), accepts coin and smart cards (issued by the City's cashiers in the Utility Billing Department). Multi space parking meters, manufactured by T2 Systems, (f /k /a Digital Payment Technologies), are located in the parking lots and accept coin, credit and smart cards. The Parking Facilities Technician utilizes two gray steel coin boxes. Each coin box has a padlocked metal cylinder (approximately 12 "D x 20 "H) that is placed on a two wheeled dolly for transport. The cylinder contains a mechanism for unlocking the parking meter coin canisters, which releases all coins collected into its receptacle. Laser cut keys to the padlocks are securely maintained at Utility Billing and Finance departments. Two additional backup steel coin boxes are stored and secured in the Building Maintenance Warehouse. The Parking Facilities Technicians use two keys for the collection of coins. One key unlocks the housing of the meter that encapsulates the coin canister which houses the meter coins. The other designated back -lock key opens the portion of the meter that holds the timer mechanism and is used when either replacing the timing mechanism or dislodging coins. The Parking Facilities Technicians also use a Personal Digital Assistance ( "PDA ") device to read the activity from each parking meter. The PDA device is inserted into the parking meter to obtain a reading of the coins inserted in the meters since the last reading. These readings are compiled in a web -based POM application and submitted to Finance by the Building Maintenance Superintendent. The City maintains a Change Machine at the City's Visitor Center located on the Southwest corner of Atlantic Avenue and A1A. SUBJECT: BUDGET AND FINANCE BF -25 Parking Meter Revenue Collection BF -25.3 Procedures: A. Coin Collection — Single Space Meters All on- street meters are collected Monday and Friday, weather permitting. Coin collection should not be done in the rain because water intrusion wets coins, which then jams the coin counting equipment. Collection of meters for the angled parking spaces on SR Al and East Atlantic Avenue, east of the Intra - Coastal Waterway, are also collected on Wednesday. Additionally, meters on SR A1A south of Atlantic Avenue to Casuarina are also collected on Sunday during high season, contingent on favorable weekend beach conditions. The entire process, from coin collection to coin deposit, should take two Parking Facilities Technicians approximately four and one half hours, if all 267 meters are emptied. The table below annotates the number of metered and handicapped spaces, as well as volunteer /staff parking. Additionally, there are spaces allocated for permit parking only for designated sites. Patrons with regular beach parking permits are permitted to park in metered spaces in the beach area parking lots without depositing coin in the meters. Patrons with a Senior Beach Permit may also use parallel parking spaces on SR A1A without depositing coins in the meter. Furthermore, patrons with disabilities displaying a valid handicapped placard or license plate do not have to deposit coins in the meters to park. SITES NUMBER OF SPACES NUMBER OF METERS HANDICAPPED VOLUNTEER/ STAFF PERMIT Dunes — SouthMultiS ace 39 2 0 0 N/A Dunes — North Multi Space 75 2 0 0 N/A Dunes — East Multi Space 0 2 5 3 N/A Anchor Park Multi Space 74 2 4 4 4 Ingraham Park Multi Space 36 2 3 8 10 Sandoway Park Multi Space 134 3 6 2 2 Marriott Parking Multi Space 28 2 2 0 N/A A1A — Atlantic Ave to Beach Drive Single Space 102 102 0 2 N/A A1A— Atlantic Ave toCasuarina Road Single Space 112 112 7 5 N/A East Atlantic Ave — InterCoastal Waterway to Al 38 38 0 3 N/A TOTAL 638 267 1 27 1 27 16 The process of collecting coins from single space meters is as follows: 1. For Single Space meters, the first Parking Facilities Technician uses a key to open the exterior door of each meter. The open door provides access to a locked cylinder shaped coin canister. 2. The coin canister is removed and placed into a cylinder shaped receptacle located at the top of the steel coin box. 3. Inside the receptacle is a fixed key that fits inside a lock located at the bottom of the coin canister. 4. The coin canister is twisted slightly clockwise until rotation stops. 5. A window on the coin canister opens and the coins empty into the coin box. 6. The coin canister is then rotated back into the original position causing the window to close. 7. The coin canister is reinstalled in the meter housing. 8. The second Parking Facilities Technician is responsible for using the PDA device. The device is inserted in each single -head meter to obtain a reading of the coin collected and the smart card use since the last meter - reading. These readings are date and time - stamped. 9. The two Parking Facilities Technicians go through this process for each single -head meter. After route A1A is completed, the coin box is secured in a City van. The second coin box is used to collect coins from the meters on the remaining route. 2 SUBJECT: BUDGET AND FINANCE BF -25 Parking Meter Collection B. Coin Collection — Multi Space Meters There are two types of multi -space meter coin receptacles. The first has coin (canvas) bags, located in the base of the machine. The second has metal coin canisters located in the upper portion of the multi space meter. The metal coin canisters are most often used in areas with high volumes of coin. Multi Space audit reports are date and time - stamped and contain readings of coin, credit card and smart card use since the last meter reading. The process of collecting coins from multi space meters is as follows: 1. A Parking Facilities Technician uses a key to open the base of the multi space meters and removes the coin bag, inserts an empty coin bag and runs a multi space audit report. The coin bag self -locks when removed. 2. A Parking Facilities Technician uses another key to open the upper portion of multi space meters and removes the metal coin canister, inserts an empty coin canister and runs a multi space audit report. The metal coin canister self -locks when removed. C. Coin Counting The Parking Facilities Technicians take the steel coin boxes to the Utilities Billing Department. The Parking Facilities Technicians obtain the coin box keys from Utilities personnel, who keep the keys in a locked cabinet. The Finance Department retains a second key for access to the steel coin boxes in its walk -in safe, secured by a door combination and a locked filing cabinet. Under the supervision of Utilities personnel: 1. Technicians ensure the coin - counting machine is zeroed -out and also has the proper empty coin - depository bags attached. 2. The Technicians empty the coins into the coin counting machine. The machine counts the coin and fills each bag according to denomination (pennies, nickels, dimes, quarters). 3. When a coin depository bag is full, the coin counting machine will stop counting and alert the Technicians to remove the coin bag designated as full, seal the bag and replace with a new /empty bag. 4. This process is repeated until the coin is completely counted. 5. An Audit report from the coin - counting machine is used to prepare the bank deposit slip and compared to the coin bags. 6. Utilities personnel will initial the coin - counting Audit report if the deposit slips total matches the Audit report total. Any differences would require a re -count of the coin. 7. The Utilities personnel who supervised the Parking Facilities Technician signs off on the deposit slip. The Technician keeps one copy of the deposit slip. The Utilities Billing Department keeps one copy of the deposit slip and forwards a third copy, along with the Multi -space audit reports, to the Finance Department. D. Coin Deposit Processing The Utilities Personnel records the transaction in the armored courier register which is signed off by the armored car service upon pick -up. The armored car service takes the bags to a cash vault of the designated bank depository. Bank staff counts and deposits the coins to the City's bank account, then forwards a receipt of the actual amount of the deposit to the Finance Department. E. Coin Deposit Reconciliation The assigned Accountant compares the deposit slips with the actual bank deposit amount to ensure that all deposits coincide. Any discrepancies are investigated with either the Parking Facilities Technicians or the designated bank depository, as needed. The Accountant records the actual parking meter revenue in compliance with established accounting procedures. 3 SUBJECT: BUDGET AND FINANCE BF -25 Parking Meter Collection F. Meter Repairs The Parking Facilities Technicians receive complaints regarding inoperable meters from citizens, parking meter enforcement volunteers and the Police Department. The complaints are recorded in a log by the Parking Facilities Technicians, which includes the complaint date, the number of the meter, the type of complaint and the date of resolution. The log, which is kept in the Building Maintenance Superintendent, is subsequently used for validating ticket discrepancies and also provides a historical record of recurring meter problems. The Parking Facilities Technicians also repair meters on an on -going basis, as discovered, during the coin collection process. No complaint may have been registered for these repairs, but will be logged by the Parking Facilities Technicians in the Building Maintenance Superintendent's office. G. Chanoe Machine The Parking Facilities Technicians are responsible for maintaining the Change Machine located at the City's Visitor Center located on the southwest corner of AA and Atlantic Avenue. The change machine is locked at all times with dual locks for increased security. Once a week the Change Machine will be emptied and its contents will be taken to the City's banking partner to exchange currency bills for quarters. Additionally, a periodic audit of the Change Machine is randomly done to ensure that the machine maintains its designated balance. BF -25.4 Internal Controls and Securit The Meter keys and the Change Machine keys are held in a locked container until the Parking Facilities Technicians initiate the collection process. A calendar schedule of collection dates and names of those collecting is maintained by the Superintendent - Building Maintenance. Additionally, daily Work Orders are also traced to assigned Technicians to ensure accountability. High quality locks secure each steel coin box. These locks shall be changed or rekeyed at least once per year and shall be changed with any turnover of directly involved personnel. One key shall be given to the Utilities Billing Department and one shall be held in Finance Department's vault for safekeeping. Purchases of replacement locks, keys, canisters and coin boxes shall be initiated and executed by the Superintendent - Building Maintenance in compliance with established Purchasing Procedures of the City. The Superintendent — Building Maintenance or the Public Works — Administrative Assistant may process completed requisitions under account number 001 3151 545, which is designated solely for the above listed items. Broken keys shall be given to Finance Department for disposal and replacement. A separate log shall be kept by the Treasurer for all keys maintained and disbursed by the Finance Department. Inventories shall be performed on an unscheduled basis. All excess coin canisters shall be stored in the Parking Manager's office and issued, when needed, with appropriate chain of custody documents. Excess canvas coin bags and metal coin boxes are ordered when needed. Coin deposits shall be made at the bank a minimum of two times per week (Monday and Friday), during season, or as needed, so that overflow of coins in the meters do not occur and so that the Parking Facilities Technician will not be carrying large amounts of coins in the City van for extended periods. El SUBJECT: BUDGET AND FINANCE BF -25 Parking Meter Collection BF -25.5 Other Procedures The Parking Facilities Technician and trained back -up personnel shall wear a back support belt to prevent possible injury when handling the steel coin containers. The vehicle where the coin canisters are secured during the coin collection process shall be locked at all times. At least one person shall be cross trained to assume the coin collection procedure, as needed. Alternate coin collection personnel must follow a designated chain of custody to receive any meter access keys. BF -25.6 Smart Cards Smart Cards may be purchased from the Cashier's Window at City Hall. The Smart Cards are used, same as coin, at the single space and multi -space meters. The cards can be refilled at the multi -space meter and the City of Delray Beach Visitor Center. The cards contain an imbedded chip (integrated circuit), which can provide data storage, identification and application processing. BF -25.7 Credit Cards Credit Cards are accepted only at Multi -space Meters, Credit Card Reporting is obtained by Finance Personnel authorized to access Bank of America's online statements and reporting. BF -25.8 Reporting The Superintendent - Building Maintenance shall submit a detailed report (by POM meter) of coin and Smart Card collections every 7 -10 days to the Finance Department. Any unusual circumstance(s) causing a potential change in revenue shall be noted on the report. A Monthly Summary Report of coin collections is also submitted to the Finance Department. Unusual circumstances shall include any large number of meters taken out of service, placed in service, inclement weather such as hurricanes, multiple day special events, etc. The Audit Reports of Multi Space meter collections are submitted to Finance after completing the Coin bank deposits. They are used in conjunction with the detailed POM reports to identify any discrepancies in comparing the reports and the actual bank deposits. Finance produces a monthly report which includes parking revenue from metered parking and locations throughout the City; including Old School Square Garage, Old School Square Valet, Federspiel Garage and Special Events. The report also compares actual revenues to those budgeted.