August 2014 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., August 27, 2014 in the Air­port Board Room by Chair­man Bruett.

The Invo­ca­tion was giv­en by Ms. Pat­ty Mitchell. The Pledge of Alle­giance was led by Mr. McClellan.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present except Mr. Carey Scott.

Pre­sen­ta­tion:

Mr. McClel­lan addressed the Board regard­ing the upcom­ing reas­sign­ment for Mr. Dave Ver­non, the Deputy Fed­er­al Secu­ri­ty Direc­tor for the Trans­porta­tion Secu­ri­ty Admin­is­tra­tion at the air­port, and the upcom­ing retire­ment of Ms. Judy McK­ee, the Port Direc­tor for U.S. Cus­toms Port Pana­ma City and the air­port. Mr. McClel­lan pre­sent­ed Res­o­lu­tions to both Mr. Ver­non and Ms. McK­ee, thank­ing them for their ded­i­ca­tion, sup­port and con­tin­ued work efforts from both agen­cies dur­ing their tenures with the air­port. The Board acknowl­edged and thanked both Mr. Ver­non and Ms. McK­ee for their efforts and con­tin­ued support.

Mr. Math­is made a motion to present the Res­o­lu­tion to both Mr. David M. Ver­non and Ms. Judith L. McK­ee in appre­ci­a­tion for their con­tin­ued work and sup­port of the air­port. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Approval of Minutes:

The July 23, 2014 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed the activ­i­ty report. Ms. Hen­der­son pre­sent­ed and reviewed the finan­cial report.

Con­sent Agenda:

a. Repub­lic Park­ing Annu­al Bonus

This item pro­vid­ed for Board approval of an incen­tive bonus for Repub­lic Park­ing for the peri­od of June 2013 through May 2014 in the amount of $29,400, in accor­dance with the man­age­ment contract.

Fol­low­ing Board dis­cus­sion, Ms. Mead­ows made a motion to approve the incen­tive bonus to Repub­lic Park­ing in the amount of $29,400. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Accept FAA Grant

This item pro­vid­ed for Board accep­tance of an FAA grant for use of Enti­tle­ment Funds that pro­vide fund­ing for the expan­sion of the south ter­mi­nal apron and the mit­i­ga­tion site devel­op­ment. The grant would reim­burse the Dis­trict for 90% of the funds expend­ed on the ramp expan­sion project and the ongo­ing mit­i­ga­tion work, and would fund 90% of the con­tin­u­ing work.

The ramp expan­sion project is esti­mat­ed to cost $1,413,890 and the mit­i­ga­tion site devel­op­ment is esti­mat­ed to cost $924,433. Based on this total cost of $2,338,323, grant funds in the amount of $2,104,489 would be available.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to accept the FAA grant and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­men­ta­tion with FAA. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Accept JPA – Con­struct Air­craft Park­ing Ramp Phase 1a

This item pro­vid­ed for Board accep­tance of an FDOT Joint Par­tic­i­pa­tion Agree­ment that will pro­vide fund­ing for an air­craft park­ing ramp.

This project will help attract new busi­ness to the air­port by pro­vid­ing ramp space for large air­craft and by pro­vid­ing access to the unde­vel­oped gen­er­al avi­a­tion area at the south end of the airport.

The total amount of this JPA is $62,422. There is a required 50% match; how­ev­er, accep­tance of the grant does not autho­rize expen­di­ture of the funds, but sim­ply makes the funds available.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to accept the FDOT Joint Par­tic­i­pa­tion Agree­ment, and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Audit Engage­ment – Tip­ton, Mar­ler, Gar­ner & Chastain

This item pro­vides for Board approval of the fees with Tip­ton, Mar­ler, Gar­ner & Chas­tain to con­duct the annu­al audit for FY2014 in the amount of $20,800.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the Audit Engage­ment Let­ter with Tip­ton, Mar­ler, Gar­ner & Chas­tain for audit ser­vices and autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any required doc­u­ments. Mr. Math­is sec­ond­ed the motion.

The vote was tak­en and the motion passed unanimously.

e. Autho­riza­tion to Exe­cute Fed­er­al­ly Fund­ed Pub­lic Assis­tance Agreement

This item pro­vides for Board autho­riza­tion to exe­cute the Fed­er­al­ly Fund­ed Pub­lic Assis­tance Agree­ment between the Dis­trict and the Fed­er­al Emer­gency Man­age­ment Agency (FEMA) in order to receive dis­as­ter relief funding.

Fol­low­ing Board dis­cus­sion, Ms. Mead­ows made a motion to autho­rize the Board Chair­man to exe­cute the Fed­er­al Fund­ed Pub­lic Assis­tance Agree­ment between the Dis­trict and FEMA. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. ZHA Task Order – Air­craft Apron Design Service

This item pro­vid­ed for Board approval of a task order with ZHA to per­form the pro­fes­sion­al engi­neer­ing and design ser­vices for an air­craft park­ing apron.

This task order will pro­vide for the prepa­ra­tion of con­struc­tion doc­u­ments and pro­vide bidding/​procurement assis­tance for a new con­crete apron to be con­struct­ed north of Sheltair for large air­craft park­ing. The con­crete ramp is esti­mat­ed to be approx­i­mate­ly 300 x 500, and will cost approx­i­mate­ly $1,900,000.

The cost for the task order is not to exceed $50,450 and will be reim­bursable as part of the project by FDOT.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve the task order with ZHA and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Approve Land Lease – Stafford Aviation

This item pro­vides for Board approval of a Land Lease between the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict and Stafford Aviation.

Rep­re­sen­ta­tives from Stafford Avi­a­tion con­tact­ed staff and request­ed to place a hangar at ECP The terms of the lease would be as follows:

• No rent will be col­lect­ed until the Cer­tifi­cate of Occu­pan­cy is received.
• Lease term is 30 years.
• Rents will be cal­cu­lat­ed at the rate of $.33 per square foot per year, with an annu­al adjust­ment based on the CPI.
• Proof of gen­er­al lia­bil­i­ty, casu­al­ty and auto­mo­bile insur­ance is required, with Dis­trict named as an addi­tion­al insured.
• Area leased will be approx­i­mate­ly 22,000 square feet, to be con­firmed by survey.

Approval of this lease will pos­i­tive­ly impact the FY-15 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get by the amount of rev­enue from this lease. Month­ly rev­enue gen­er­at­ed would be approx­i­mate­ly $605.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the lease with Stafford Avi­a­tion, con­tin­gent upon FAA approval and on Stafford Avi­a­tion obtain­ing any required per­mits, and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments, pend­ing sat­is­fac­to­ry legal review. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Estab­lish a Spe­cial­ized Ser­vice Oper­a­tor Agree­ment with Stafford Aviation

This item pro­vides for Board approval to estab­lish a Spe­cial­ized Ser­vice Oper­a­tor Agree­ment for air­craft main­te­nance with Stafford Aviation.

Stafford Avi­a­tion would like to estab­lish an air­craft main­te­nance facil­i­ty on air­port prop­er­ty. Stafford intends to lease area at the air­port to con­struct a hangar/​ramp facil­i­ty to con­duct approved main­te­nance activities.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the Spe­cial­ized Ser­vice Oper­a­tor Agree­ment with Stafford Avi­a­tion and autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any required doc­u­ments fol­low­ing sat­is­fac­to­ry legal review. Ms. Mead­ows sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Reports:

FEMA: Mr. McClel­lan updat­ed the Board regard­ing the FEMA claims process and the begin­ning of repairs on air­port property.

Air Traf­fic Con­trol Tow­er Pro­gram: Mr. McClel­lan updat­ed the Board regard­ing the Tow­er Con­tract Pro­gram and stat­ed that fund­ing had been secured through FY2015 to con­tin­ue the program.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The reg­u­lar meet­ing was adjourned at approx­i­mate­ly 9:25 a.m. (CST).

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Till Bruett, Chairman