April 2016 Meeting Minutes

Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., April 27, 2016 by Chair­man Bruett.

The Invo­ca­tion was giv­en by Mr. Carey Scott.

The Pledge of Alle­giance was led by Chair­man Bruett.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present.

Approval of Minutes:

The March 23, 2016 Board Meet­ing Min­utes were approved as dis­trib­uted, with Vice Chair­man Math­is not­ing a name cor­rec­tion on page 21322.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed both the Activ­i­ty Report and the Finan­cial Report.

Busi­ness Items:

a. Pre­sen­ta­tion – Moore Com­mu­ni­ca­tions Group

Ms. Jor­dan Jacobs, Vice Pres­i­dent with Moore Com­mu­ni­ca­tions Group (MCG), reviewed the recent activ­i­ty report gen­er­at­ed by MCG, and dis­cussed the exten­sive pro­mo­tion of the ​“Now Board­ing” video cam­paign on the Airport’s web­site, trav­el des­ti­na­tion sites and social media. She also reviewed recent activ­i­ties involv­ing media rela­tions, an increase in sub­scribers to the E- Newslet­ter, and new and return­ing vis­i­tors to the Airport’s website.

This item was for infor­ma­tion­al pur­pos­es only and required no Board action.

b. Award Bid for ATM Concession

This item pro­vides for Board selec­tion of a finan­cial insti­tu­tion to place an Auto­mat­ic Teller Machine (ATM) in the Air­port terminal.

The cur­rent con­tract for the ATM in the North­west Flori­da Beach­es Inter­na­tion­al Air­port will expire on May 23, 2016. Staff devel­oped and dis­trib­uted a Request for Pro­pos­als (RFP) to ensure new ATMs would be avail­able. As a result, Sun­Trust was the only com­pa­ny to sub­mit a response to the RFP for an ATM Concession.

The ini­tial review of SunTrust’s sub­mit­tal showed to be non-respon­sive as it reflect­ed instal­la­tion of only one ATM in the Ter­mi­nal and instal­la­tion of a sec­ond ATM when Sun­Trust felt it was war­rant­ed. How­ev­er, ATMs are need­ed both pre-secu­ri­ty and post-secu­ri­ty. Staff con­tact­ed Sun­Trust regard­ing this, and they amend­ed their sub­mit­tal to include two ATMs.

Sun­Trust has pro­posed an annu­al guar­an­tee of $3,000 for the first year, $3,300 for the sec­ond year and $3,600 for the third year for place­ment of an ATM down­stairs (pre-secu­ri­ty), and an annu­al guar­an­tee of $1,200 for the first year, $1,500 for the sec­ond year and $1,800 for the third year for place­ment of an ATM upstairs (post-secu­ri­ty).

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to accept the bid from Sun­Trust, autho­riza­tion for Staff to enter into a con­tract with Sun­Trust allow­ing for instal­la­tion of two ATMs in the Ter­mi­nal Build­ing, and autho­riza­tion for the Board Chair­man to exe­cute any nec­es­sary doc­u­ments. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Equip­ment Pur­chase – Beard Equip­ment Com­pa­ny of Pana­ma City

This item pro­vides for Board approval for the pur­chase of a 15-foot batwing, PTO rotary mow­er to be used in sup­port of the Airport’s air­field main­te­nance program.

Con­tin­u­ing main­te­nance oper­a­tions at the Air­port require sig­nif­i­cant amounts of high vol­ume mow­ing, espe­cial­ly dur­ing the grow­ing months of the year. This pur­chase is for a replace­ment 15-foot high capac­i­ty mow­er. The cur­rent mow­er is worn out and sub­se­quent­ly caus­ing an esca­la­tion in costs to repair and maintain.

This pur­chase is pro­vid­ed for in the Airport’s FY-16 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get. The equip­ment is being pur­chased through a State of Flori­da Ag & Lawn Equip­ment con­tract through Beard Equip­ment Company.

Pri­or to vot­ing on this item, Mr. Pilch­er stat­ed that due to a per­son­al rela­tion­ship with the own­er of Beard Equip­ment Com­pa­ny he would be abstain­ing from vot­ing on this item.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the pur­chase of this equip­ment from Beard Equip­ment Com­pa­ny in the amount of $16,306.29, and autho­riza­tion for the Exec­u­tive Direc­tor or his designee to exe­cute the nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed.

d. Run­way Rub­ber Removal/​Painting Pur­chase – Hi Lite Air­field Ser­vices, LLC

This item pro­vides for Board approval for the pur­chase of air­field run­way rub­ber removal and repaint­ing ser­vices for the Air­port from Hi-Lite Air­field Ser­vices, LLC.

Due to accu­mu­lat­ed rub­ber deposits that have built up on run­way ser­vices over time, work must be per­formed peri­od­i­cal­ly to remove those deposits. Accu­mu­lat­ed rub­ber on run­way sur­faces reduces fric­tion caus­ing the run­way sur­face to become slick and slip­pery when wet thus reduc­ing the effec­tive­ness of air­craft brak­ing. The rub­ber deposits also reduce the run­way drain­ing effec­tive­ness dur­ing inclement weath­er conditions.

Approval of this item will allow for the pur­chase of state con­tract ser­vices to remove rub­ber buildup and repaint run­way sur­faces to com­ply with Fed­er­al Avi­a­tion Admin­is­tra­tion pave­ment mark­ing requirements.

This item is includ­ed in the Airport’s FY-16 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get. This ser­vice is offered under a State of Flori­da Depart­ment of Trans­porta­tion (FDOT) con­tract with Hi-Lite Air­field Ser­vices, LLC for air­field rub­ber removal and paint­ing services.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the pur­chase of air­field rub­ber removal and paint­ing ser­vices from Hi-Lite Air­field Ser­vices, LLC in an amount not to exceed $66,000, and autho­riza­tion for the Exec­u­tive Direc­tor or his designee to exe­cute the nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

e. Amend­ment to Oper­at­ing Agree­ment- Finch Trans­porta­tion, LLC (Sun­shine Shut­tle) and Relo­ca­tion of Ground Trans­porta­tion Kiosk

This item pro­vides for Board approval of an amend­ment to the Oper­at­ing Agree­ment with Finch Trans­porta­tion, LLC (Sun­shine Shuttle).

On May 25, 2013, the Air­port entered into an Agree­ment with Sun­shine to pro­vide ground trans­porta­tion ser­vices at the Air­port. The Agree­ment includ­ed pro­vi­sions for a Kiosk/​Storage space to be locat­ed in the arrival lob­by of the Ter­mi­nal Build­ing. The Oper­at­ing Agree­ment with Sun­shine Shut­tle will auto­mat­i­cal­ly renew for a one year peri­od on May 25, 2016.

Recent­ly the Air­port began a project to mod­i­fy the exit lane, which will require the relo­ca­tion of the Sun­shine Shut­tle Kiosk in order to accom­mo­date the exit lane mod­i­fi­ca­tion. The Air­port has iden­ti­fied a suit­able loca­tion for a new counter/​storage area. Sun­shine has agreed to pro­vide for the man­u­fac­ture and instal­la­tion of a new counter in accor­dance with exist­ing design standards.

Upon com­ple­tion, the counter will become a per­ma­nent build­ing mod­i­fi­ca­tion and own­er­ship will revert to the Air­port upon final expi­ra­tion of the Sun­shine Shut­tle Oper­at­ing Agreement.

In con­sid­er­a­tion for this mod­i­fi­ca­tion and improve­ment, Sun­shine Shut­tle is request­ing an Amend­ment to their Oper­at­ing Agree­ment for the following:

• Add a one-year exten­sion to the Oper­at­ing Agree­ment extend­ing the final expi­ra­tion date of the agree­ment to May 25, 2018.
• Increase Rents, Fees & Charges from $1,000 per month to $1,500 per month for the last two years of the agreement.
• Air­port par­tic­i­pa­tion in $6,000 of the cost asso­ci­at­ed with the man­u­fac­ture and instal­la­tion of the new kiosk. Pay­ment in the form of rent abate­ment of $500 per month for twelve (12) months begin­ning May 26, 2016.

All oth­er pro­vi­sions of the Oper­at­ing Agree­ment would remain unchanged.

Fol­low­ing Board dis­cus­sion, Mr. Lee made a motion to approve amend­ing the cur­rent Oper­at­ing Agree­ment with Finch Trans­porta­tion, LLC to reflect the request­ed changes, and autho­riza­tion for the Board Chair­man to exe­cute all nec­es­sary doc­u­ments upon review by Air­port legal coun­sel. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

f. Use of Exec­u­tive Search Firm for Direc­tor of Finance and Administration

This item pro­vides for Board approval for Staff to uti­lize the ser­vices of an Exec­u­tive Search Firm to replace the vacant posi­tion of Direc­tor of Finance and Administration.

On April 1, 2016, Pamn Hen­der­son, Direc­tor of Finance and Admin­is­tra­tion, announced her retire­ment effec­tive April 15, 2016. The posi­tion of Direc­tor of Finance and Admin­is­tra­tion plays a key and essen­tial role ensur­ing the finan­cial posi­tion of the Air­port, includ­ing all account­ing and finance func­tions, air­lines rates and charges, future finan­cial plan­ning, as well as oth­er mat­ters involv­ing insur­ance and human resources.

ADK Con­sult­ing Ser­vices (ADK) has pre­sent­ed a pro­pos­al for the HR Assist Pro­gram, which will pro­vide assis­tance to Staff in devel­op­ing and eval­u­at­ing the can­di­date pool. Staff rec­om­mends uti­liz­ing ADK to com­plete the employ­ment search based on their recent sim­i­lar finance/​business search­es. The ADK team includes CPAs and oth­er finance pro­fes­sion­als in the HR Assist Program.

The cost of the ADK HR Assist Pro­gram is $16,900. This amount will be incor­po­rat­ed into the FY2016 Oper­a­tions and Main­te­nance Budget.

Mr. McClel­lan rec­om­mend­ed a Selec­tion Com­mit­tee be estab­lished to review a short list of can­di­dates select­ed by ADK. The Selec­tion Com­mit­tee would be com­prised of Mr. McClel­lan, Exec­u­tive Direc­tor; Mr. Richard McConnell, Deputy Exec­u­tive Direc­tor, and one Board Mem­ber. Both Mr. Carey Scott and Mr. John Pilch­er vol­un­teered to fill the com­mit­tee posi­tion. After dis­cus­sion, Mr. Scott was des­ig­nat­ed to fill the Board Mem­ber com­mit­tee position.

Fol­low­ing Board dis­cus­sion, Mr. Lee made a motion to approve the use of ADK Con­sult­ing Ser­vices HR Assist Pro­gram to fill the posi­tion of Direc­tor of Finance and Admin­is­tra­tion at a cost not to exceed $18,000, and autho­riza­tion for the Board Chair­man to exe­cute any nec­es­sary doc­u­ments. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Reports:

Mr. McClel­lan updat­ed the Board regard­ing two projects mov­ing for­ward with the Bay Eco­nom­ic Devel­op­ment Alliance.

Mr. McClel­lan advised the Board regard­ing the sta­tus of the Air Traf­fic Con­trol Tow­er (ATCT) Con­tract Pro­gram and stat­ed that fund­ing had been approved by the Senate.

Mr. McClel­lan advised the Board that he is con­tin­u­ing to work with the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion and the US Army Corps of Engi­neers regard­ing reduc­ing the Let­ter of Cred­it required by the Airport.

Mr. McClel­lan advised the Board that a bid for con­struc­tion work required for upgrad­ing the exit lane would be going out with­in the next few months.

Mr. McClel­lan updat­ed the Board regard­ing the repairs asso­ci­at­ed with the FEMA project.

Mr. McClel­lan advised the Board that DC Avi­a­tion would begin con­struc­tion of their air­craft main­te­nance hangar with­in the next six­ty days.

Mr. McClel­lan advised the Board that two addi­tion­al cor­po­rate hangars would also be under con­struc­tion very soon.

Mr. McClel­lan advised the Board that Delta would be uti­liz­ing larg­er planes, specif­i­cal­ly an A321 air­craft, dur­ing the sum­mer months.

Mr. McClel­lan advised the Board that begin­ning in June, Unit­ed would also be uti­liz­ing a larg­er region­al jet for their Sun­day service.

Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of the Request for Qual­i­fi­ca­tions (RFQ) for Con­struc­tion Engi­neer­ing Inspec­tion Ser­vices, and advised the RFQ should be dis­trib­uted in late May.

Pub­lic Comments:

No pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:40 a.m.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Till Bruett, Chairman