Residential Parking Permit Zone

Policy and Procedures

1.0 Background When Hartford Parking Authority (HPA) receives written notification from a neighborhood association or

neighborhood revitalization zone (NRZ), that a high-density residential neighborhood has a competing

demand for parking among residents, commuters and business patrons, and that the competing demand

results in insufficient legal on-street parking for residents, the following process will be implemented:

2.0 Residential Parking Permit Zone (RPPZ) Planning

2.1 Planning Process

Upon receipt of written notification requesting support from an NRZ, HPA shall follow the

following process:

Attend meetings in the specific NRZ to assess the issues at hand and brief them on how the Residential Parking Permit (RPP) program works

Evaluate additional information provided by NRZ to determine if a RPPZ is the best solution to resolve NRZ concerns. If so;

Consult with DPW, Traffic Authority, relevant neighborhood associations, residents, community organizations, merchants, businesses, property owners and churches (Parties), as

applicable, to ensure all considerations are taken into account. As described in Section 2.2

Utilize On-Street operator to conduct a parking analysis of the area to gain a better understanding of the parking patterns in the target area(s)

Meet with all necessary Parties to discuss the analysis findings and solutions

Upon agreement between the NRZ and HPA, HPA shall proceed with establishing the RPPZ

2.2 HPA Support of the NRZ

HPA will support the NRZs in the RPP planning process by:

Attending all required NRZ meetings

Attending all required public hearings and answer constituent questions

Coordinate will all necessary City departments

Provide communication templates and samples is various languages

The NRZs shall be responsible for:

Coordinate public meeting(s) with their membership, residents, business, etc.

Notification of its membership, residents, business, etc. of the public meeting(s)

Provision and distribution of all written notifications and communications such as minutes and flyers

3.0 RPPZ Implementation Once it is determined by Section 2.0 that an RPPZ is the best solution the following steps shall be

followed:

Support NRZ as described in Section 2.2

Procure all on-street signage and necessary resident permits

Coordinate as necessary to install signage

Place the RPP permit applications (see attached pdf documents) on-line for residence to download, as well as place in local branch public libraries

Process applications and issue permits

After the initial grace period to process the initial program applications, issue warning citations to vehicles parking illegally in the RPP for no less than two weeks

Issue citations and tow in accordance with on-street regulations

After implementation of an RPP program, success and proposed modifications will be evaluated by HPA and the NRZ following a period of time (as determined by HPA)

Coordinate with all relevant parties to address any issues, concerns, and make any necessary revisions to the program process based on data and feedback received

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4.0 Processing and Issuing Residential Parking Permits

4.1 Daily Opening Procedure

4.1.1 Cash In

Contact Officer Manager or Exec. Assistant and in their absence the Director of Finance & Admin to retrieve the cash drawer from the safe.

Verify $200 is enclosed in the cash drawer

Report any discrepancies to the Officer Manager

4.1.2 Square Opening

Press the home circular button on Square to turn the screen on

Swipe the screen to access the desktop

Select the Register icon located on the bottom taskbar

Sign into Square with the Log In Lisa.Cruz@hartford.gov and password provided by the Officer Manager

Select Reports on the left side of the screen

Select Current Drawer

Select Start Drawer and then Confirm Start Drawer

Select Paid In/Out

Type in the value of cash found in drawer pulled from safe (typically $200.00) in the Amount box

Type in the days date in the Description box

Select Paid In and then Confirm Paid In

Select menu icon

Select Register from left side of screen

Select the 1 icon on the bottom of the screen to show neighborhoods

Register is now ready for daily use

4.1.3 Permit Database Daily Opening

Log on to the PC next to the cashier station with the Login RPPdesk and password provided by the Office Manager

Go to Windows Explorer and then the I: Drive

Open folder 1-Residential Parking Permit Documentation

Open folder Permit Database

Open file Permit Database

Select the worksheet tab for the current months neighborhood

Find the serial number for both the last issued Resident and Visitor Permits

Find the inventory of current months neighborhood permits and ensure the next permit in the sequences are available

The database is now ready for daily use

4.1.4 T2 Daily Opening

On to the PC next to the cashier station open Internet Explorer

Log on to T2 System at https://hpa.t2flex.com/PowerPark/) with the login username HPA2014 and password provided by Office Manager

T2 is now ready for daily use

4.1.5 Tax Collector Daily Opening

On to the PC next to the cashier station open Windows Explorer and then the I: Drive

Open folder 1-Residential Parking Permit Documentation

Open folder Tax Collector Database

Open File Tax Collector Database

The Tax Collector Database is now ready for daily use

4.2 Applicant Eligibility

4.2.1 Number of permits per residence

A residence is shall be considered a house, condominium, or legal apartment

Illegal apartments or sublets will not be considered a residence for purposes of the RPP

Applicants can purchase up to two (2) permits per residence when two vehicle registrations are provided

Applicants can purchase one (1) visitor permit per residence

Applicants are not required to have a motor vehicle to purchase a visitor permit

Exceptional circumstances must be reviewed and approved by the CEO in writing

4.2.2 Replacement permits

Visitor permits will not be replaced or eligible for purchase until after the next renewal cycle for the applicable permit zone.

If the below requirements are met replacement resident permits will be provided at no cost.

o Provide a valid drivers license identification that matches the application on file and;

o Provide the old permit in any condition (must show number and permit zone).

4.2.3 Permit Renewal

Permits will be renewed on an annual basis

Each RPP zone will have its own renewal month

Permits expire on the last day of the month in the year indicated on the permit

Renewal criteria is the same as requesting a new permit as detailed in Section 4.3

If an applicant lost a previous visitor permit they may apply for a renewal permit

All permit zone stickers will change color on an annual basis

All permits must be renewed within fifteen (15) days of permit expiration. After which point the applicant will be removed from the T2 system

4.3 Application Review and Supporting Documentation

4.3.1 Application & Permit Database

On the PC next to the cashier station fill out each cell as you review the application and supporting information

Note that many cells have pull-down menus that cannot be type in

Fill out ALL cells for each application

Save Permit Database after every applicant

4.3.2 Reviewing Application

Verify that the application is fully completed and signed

Collect one of the following forms of acceptable photo identification:

o Connecticut Drivers License o U.S. Passport o Connecticut Issued identification card o U.S. Military ID o CT Dept. of Social Services issued photo public assistance card

Verify the following about the applicants photo identification:

o ID is valid and not expired o Photograph matches the applicant o Name matches the application o ID has not been tampered with or altered in any way

4.3.3 Registration

Collect the vehicle registration for each permit that is requested and verify:

o Applicants name appears on the registration(s) o Registration is not expired o Vehicle information matches the application

4.3.4 Address Verification

Collect one of the following forms of acceptable address identification. Bills must be no more than one (1) month old:

o Utility bill (gas or electric) o Water bill o Cable Television bill o Mortgage statement o Current signed lease (non-handwritten)

Verify the following from the address verification:

o The name matches the application o The address matches the application o The address is within the applicable permit zone

4.3.5 Parking Citations

Verify there are no outstanding parking citations

To search for citations by Name select this icon from the top toolbar

o You will be prompted to enter in the customer information

o Fill out Last and First Name

o Press Search button

o If multiple entries appear utilize middle initial, plate #, or address to determine

which entry(s) apply to the applicant

To search for citations by Plate select this icon from the top toolbar

o You will be prompted to enter in the license plate number

o Press Search button

o If multiple entries appear utilize middle initial, plate #, or address to determine

which entry(s) apply to the applicant

Once youve found the appropriate person and or vehicle you will want to make sure

you inform them of ALL outstanding citations that they may have, if you did the lookup

by name you will default to the screen with ALL of their debts. If you had to do a

lookup by plate click their name in the top right as seen here:

Once youre at the customer screen their total will be shown as the Balance Due in the customer screen

If there are outstanding citations the applicant must pay the PMO the entire balance due before processing a RPP

4.3.6 Delinquent City Taxes

Review the Tax Collector Database File by pressing CTRL+F and entering the applicant(s) name and/or address

Verify the is no delinquent taxes due to the City

If there is outstanding debt, direct the applicant to City Hall (550 Main St.) to the Tax Collectors office to pay entire debt and return with a DMV release before processing a RPP

4.3.7 Rejection

If any of the above criteria defined in Section 4.2.1 through 4.3.6 are not fully met the application must be rejected and any payment received shall be returned to the applicant.

If the HPA processor feels there in an exceptional or unusual circumstance, they may present the situation to the CEO for their judgment decision. In the absence of the CEO

the Associated Director may be utilized

An explanation to the applicant for the rejection shall be provided and possible corrections should be provided

An applicant can reapply without penalty once the reason for rejection has been resolved

4.4 Payment

4.4.1 Payment Criteria

All applicants not exempt as discussed below shall pay twenty-five dollars ($25) for each resident permit and for the visitor permit

All applicants that meet the following criteria may be exempt from payment:

o Epileptic

o Deaf

o Permanently restricted to a wheelchair

o Permanently and totally disabled and receiving benefits from the Social Security Administration

o 65 year old, or older, homeowner with an income no more than $45,500 (single) or $52,000 (married) and has applied for property tax relief under the City Tax

Assessor

o Owner of a vehicle specially equipped to accommodate a handicapped driver or passenger

o Currently enrolled in the following CT Dept. of Social Services (DSS) programs:

Temporary Family Assistance (TFA)

State Administered General Assistance (SAGA)

If an applicant desires exemption consideration they must provide the following documentation:

o Epileptic, deaf, or permanently restricted to a wheelchair :

Appropriate medical documentation

o Permanently and totally disabled:

Proof of disability social security benefits (not retirement benefits)

o 65 or older homeowner:

Tax relief documentation signed by City Assessors office

o Specially equipped vehicle:

Found on registration o CT Dept. of Social Services TFA & SAGA programs:

Original program enrollment letter provided by DSS with applicants name and address found on vehicle registration

4.4.2 Payment Methods

Cash Personal or cashiers check Money order Credit/Debit Card (Visa, MasterCard, American Express, Discover)

Confirm that the name on all payment methods matches the person applying for the permit.

If check, money order, or credit/debit card transactions become invalid after applicant has left

the premises, HPA will notify the applicant in writing of the returned check, non-sufficient

funds, or cancelled transaction. The resident will have fifteen (15) days to provide payment

after which point the applicants permit will be rendered invalid and written notice thereof will be sent to the applicant.

4.4.3 Fee Schedule

1st vehicle permit..$25.00*

2nd vehicle permit $25.00*

Visitor Permit:...$25.00*

Parking Permit Renewal:...$25.00 (each)**

Parking Permit Replacement:$0 (each)*** * May be prorated based on Section 4.4.4

** To include visitor permit

*** Visitor permits are not to be replaced. Free replacement criteria is discussed in Section 4.2.2

4.4.4 Proration

Permit Fees are valid for (up to) a one (1) year period and are non-refundable if resident moves or terminates before anniversary/renewal date of the RPP program

Permit fees will be prorated if an applicant applies for a parking permit after the renewal date of the RPP program in their neighborhood. Permit fees will be charged by number

of full months remaining before the annual anniversary date of the RPP program.

Permits acquired after the 15th of the month do not pay for the current month.

o $3.00 for the first month

o $2.00 for each subsequent month

If there are only a few months remaining in the current permit year and the upcoming

years permits are available, an applicant may pay prorate for the current year and

purchase the upcoming years permits at the same time.

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4.4.5 Payment Process

On Square select applicants neighborhood

Select Residential or Visitor Permit

Review the proration chart displayed at cashier station to determine the number of months to be paid for and select that month on Square

Scroll down and select street name

Select the quantity purchased (1 or 2 residential or 1 visitor)

In notes section type in permit number(s) along with residents last name (note do not press enter to next line only use a space in between names)

Select Add (blue button on the upper right corner of screen)

Repeat from first step to add a visitor permit if necessary

If an error is made Select Current Sale button and then Clear Sale button before moving to next step

Select Charge (blue button on the upper right part of screen)

Choose payment method cash or charge or other for checks

If not exact change amount press custom button

Enter amount paid

Change amount will show on next screen

Give change amount to applicant and then put payment in cash drawer, or,

Have applicant sign credit card receipt and place in drawer

4.4.6 Issuing A Refund Process

If an error was made after charges were applied within Square complete the following steps to apply a refund:

Select menu icon

Select Activity on the left side of the screen

Select the transaction to refund

Select Issue Refund

Select Accidental Charge or Canceled Order as applicable

Select Refund button (blue button upper right corner of screen)

Select menu icon

Select Register on the left side of the screen and continue with transaction as necessary

4.4.7 Issuing A Repeat Receipt

If the need for to reprint a receipt complete the following steps to print a second receipt:

Select menu icon

Select Activity on the left side of the screen

Select the transaction to reprint receipt

Select Send Receipt

Select which method the applicant would like the receipt

Select menu icon

Select Register on the left side of the screen and continue with transaction as necessary

4.4.8 Replacing Paper Roll

No input to Square is need

Open printer door with button on the right side of paper exit

Pull out old roll

Add new roll with feed coming from the bottom of the roll

Close the door

4.5 Issuing Permit

Once the staff member has reviewed the application and supporting documentation, and cleared

payment the staff member shall:

Pull the next permit(s) in sequential order

Fill out the necessary information on the application under OFFICE USE ONLY

Verify correctness of data entered into permit database

Issue the permits to the applicant

Issue the instructional packet to the applicant

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4.6 Daily Closing Procedure

4.6.1 Square Closing

Count cash present in drawer

Select menu icon

Select Reports on the left side of the screen

Select Current Drawer

Select button

Select End Drawer near the top of the screen

In Actual In Drawer line tap the gray enter amount and enter actual value found in drawer

Select End Drawer and then Confirm End Drawer

Select Sales Summary on the left side of the screen

Select Full Summary

Select the printer icon

Place in drawer

Select menu icon

Select Settings on the left side of the screen

Scroll down and select Sign Out

Register is now closed from daily use

4.6.2 Permit Database Daily Closing

Save Permit Database file

Email PMO General Manager and CC On-Street Manager & Assoc. Director that the database has been updated and the number of applicants processed that day.

Close the file

The Permit Database is now closed from daily use

4.6.3 T2 Daily Closing

Log-off T2 Database by pressing log-out button or X in upper right corner

T2 is now closed from daily use

4.6.4 Tax Collector Daily Closing

Close the Tax Collector Database file by using the X in upper right corner

The Tax Collector Database is now closed from daily use

4.6.5 Cash Out

Contact Officer Manager on in their absence the Director of Finance & Admin to return the cash drawer to the safe.

Report any drawer discrepancies to the Officer Manager

Place all revenues and receipts from the day in the daily deposit bag

Verify $200 is enclosed in the cash drawer

5.0 Permit Locations and Use

5.1 Resident Permits

Old permit(s) shall be removed before the placement of a new permit

Resident permits shall be placed right side up in the lower right portion of the back glass

Resident permits are only valid for the vehicle(s) listed on the application

Permits are non-transferrable

Permits are not to be copied or otherwise replicated

5.2 Visitor Permits

Visitor permits shall be placed on the center/right side of dash in clear view from the windshield

Visitor permits are allowed to be transferred to between cars

Old visitor permit(s) are not valid for use

Visitor permits are not to be copied or otherwise replicated

The applicant is responsible for safe guarding their visitor permit and ensuring its return

Lost/stolen visitor permits will not be replaced until the next permit cycle

6.0 Restrictions and Enforcement

6.1 Permit Restrictions

Permits are only valid within the applicable parking zone as dictated by parking signs within the zone

A motorist without a parking permit shall not park within the applicable parking zone during the timeframe the zone is active

Permits are not valid during a declared snow ban, other emergency, or authorized parking restriction

Permit holders must still parking legally and are subject to applicable state and local laws

Permits shall not be, copied, forged, sold, traded, or offered for sale

Permits shall not be obtained under fraudulent conditions or false pretense

6.2 Enforcement

6.2.1 Citations

Courtesy or warning tickets will be issued for an initial period (to be determined by HPA) during the establishment of a new RPP zone

Citations shall at a minimum be printed on standard citation paper to include the violation regulation number, time, date, and location of the violation

Citations may be issued for the following violations:

o Failure to properly affix/display while parked in an established Residential Parking Permit Zone

o Parking in a RPP zone with no permit

o Parking in a RPP zone with an expired permit

o Utilizing a false/fake RPP

All citations can be contested as defined in the Municipal Code

Fine for the above violations are forty five dollars ($45) and subject to penalties as defined in the ordinance.

6.2.2 Revocation

The HPA may revoke a resident parking permit or a visitor parking permit if a permit

holder is found to be in violation any part of Section 6.1.

A notice of the revocation shall be sent to the permit holder by first class mail at the

address stated on the current permit application on file with the HPA.

Any person, who has had a permit revoked by HPA, may apply for a new permit. A new

permit may be issued following the requirements of Section 4.3.

Approval by: ___________________ Date: ________________________