Approving the City of Rochester Meridian Gate Traffic Control System Policy and authorizing the City Administrator to establish and revise Administrative Guidelines necessary to implement the Policy.

The City of Rochester, in partnership with the Mayo Clinic and Destination Medical Center (DMC), has invested in the Meridian Gate Traffic Control System to provide a safe, secure, and consistent method for managing temporary street and right-of-way closures associated with special events, construction activities, and other authorized public uses. The system provides an enhanced traffic control option intended to improve pedestrian safety, support effective traffic management, reduce reliance on traditional barricades where appropriate, and contribute to safe and welcoming public spaces.

The proposed policy provides the framework governing how the City's limited inventory is prioritized, reserved, deployed, and managed. 

The proposed policy establishes the following key provisions:

• Priority of Use: Establishes priorities when multiple requests compete for available equipment. Recurring and significant downtown special events receive first priority, followed by traffic control associated with the Bold. Forward. Unbound. initiative and other significant City infrastructure or construction projects, followed by special events and temporary traffic control needs outside the Central Business District.
• Required Use: Allows the City to require use of the Meridian Gate System when enhanced traffic control is necessary for public safety. Use will generally be required for large community events, extended street closures, arterial or collector roadway closures, major downtown corridor closures, events with high pedestrian volumes, and other circumstances determined by City staff.
• Reservations and Administration: Designates the Parks and Recreation Department as the reservation coordinator and equipment custodian. Requests associated with special events will generally be coordinated through the City's existing Special Event Permit process.
• Fees: Establishes that there will be no rental fee for use of the Meridian Gate System. Users will be responsible for applicable City labor charges associated with delivery, setup, and retrieval of the equipment unless otherwise waived by the City.
• Administrative Guidelines: Authorizes the City Administrator to establish and revise Administrative Guidelines addressing operational matters such as reservations, equipment assignment, storage, delivery and pickup, maintenance, responsibilities, damage, and emergency use.

The policy provides the operational framework for use of the equipment and clarifying departmental responsibilities. Parks and Recreation will coordinate reservations and equipment inventory; City staff will coordinate delivery and retrieval; the Fleet Shop will provide equipment inspection and preventive maintenance; and the Special Event Review Team will evaluate traffic control needs and help resolve scheduling conflicts.

Because the City's inventory is limited and the Meridian Gate System may be needed simultaneously for special events, construction projects, and other public safety purposes, the policy also establishes a process for resolving competing requests. Public safety and emergency needs remain paramount, and the City retains the ability to immediately deploy the equipment during emergencies, disasters, or significant public safety incidents.

Approval of the proposed policy will provide a transparent and consistent framework for managing this City investment while maintaining sufficient administrative flexibility to respond to changing operational and public safety needs.

The Meridian Gate Traffic Control System is intended to enhance safety and accessibility for people traveling through areas affected by temporary street closures, including pedestrians and participants attending community events. The system provides an affordable option for delivering a higher level of safety for qualifying events held within the public right-of-way, helping reduce financial barriers and making enhanced traffic control more accessible to a broader range of community events and organizations. Establishing consistent criteria for use and prioritization also provides a transparent and equitable framework for allocating the City's limited equipment inventory based on public safety needs and event characteristics.

More broadly, the policy supports safe, accessible, and welcoming public spaces where residents and visitors can participate in community events. Providing appropriate separation between vehicles and people using the public right-of-way can improve the experience for pedestrians and event participants and support the City's goal of creating public spaces where people feel safe and welcome participating in community activities.

Development of the proposed policy and Administrative Guidelines included review and coordination among City departments including Police, Parks and Recreation, Public Works, City Clerk and City Administration as well as discussion with Rochester Downtown Alliance and DMC. 

There is no rental fee associated with use of the Meridian Gate Traffic Control System. Users will be responsible for applicable delivery, setup, and retrieval labor charges for City equipment operators in accordance with the City's adopted fee schedule unless otherwise waived by the City.

The policy establishes a minimum labor charge based upon two employees for delivery, setup, and retrieval, with the total charge dependent upon the event needs and number of gates and/or barricade systems deployed.

No alternative actions are recommended at this time.