January 2013 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., Jan­u­ary 23, 2013 in the Air­port Board Room by Chair­man Pilcher.

The Invo­ca­tion was giv­en by Ms. Pat­ty Strick.

The Pledge of Alle­giance was led by Chair­man Pilcher.

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

The Decem­ber 12, 2012 Board Meet­ing Min­utes were approved as distributed.

Mr. Wheat pre­sent­ed and reviewed both the activ­i­ty report and the finan­cial report to the Board.

a. Access Ease­ment to Bay County

This item pro­vides for Board autho­riza­tion to exe­cute and record an access ease­ment over West Bay Park­way to Bay County.

b. Tow­er Oper­at­ing Agree­ment with FAA

This item pro­vides for Board approval of a Tow­er Oper­at­ing Agree­ment between the Fed­er­al Avi­a­tion Admin­is­tra­tion (FAA) and the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict (Air­port Authority).

c. Ban­ner Tow Agree­ment – Aer­i­al Ban­ners INC

This item pro­vides for Board approval of a Ban­ner Tow Agree­ment between Aer­i­al Ban­ners INC and the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict for the oper­a­tion of air­craft ban­ner tow activ­i­ties at the airport.

Busi­ness Items:

a. FY-12 Finan­cial Audit Report

This item pro­vides for Board approval and adop­tion of the audit report for the fis­cal year end­ing Sep­tem­ber 30, 2012.

Tip­ton, Mar­ler, Gar­ner & Chas­tain have recent­ly com­plet­ed the airport’s annu­al finan­cial audit. Mr. David Tip­ton addressed the Board regard­ing the audit report and stat­ed there were no find­ings regard­ing vio­la­tions of pro­vi­sions of con­tracts or grant agree­ments, fraud, ille­gal acts or abuse regard­ing the airport’s account­ing practices.

The audit report indi­cat­ed that the gen­er­al-pur­pose finan­cial state­ments rep­re­sent­ed the true finan­cial posi­tion of the Dis­trict and that oper­a­tions and cash flows were in accor­dance with gen­er­al­ly accept­ed account­ing prin­ci­ples and that no reportable con­di­tions were dis­closed dur­ing the audit.

b. FY 2012 Rates and Charges for the Sig­na­to­ry Air Carriers

This item pro­vides infor­ma­tion to the Board con­cern­ing sig­na­to­ry air­line rates and charges for Fis­cal Year 2012 in accor­dance with the new air­line use and lease agree­ments that went into effect Octo­ber 1, 2011.

The frame­work of the new agree­ment charges one rate for land­ing fees and one rate for ter­mi­nal rental. The land­ing fee rate rep­re­sents the total costs asso­ci­at­ed with oper­at­ing the air­field cost cen­ter and includes all oper­at­ing and main­te­nance costs along with debt ser­vice costs for con­struct­ing the air­field. The ter­mi­nal rental includes both the debt ser­vice and O&M costs in the ter­mi­nal com­plex cost cen­ter and is charged on a rentable square foot calculation.

This busi­ness frame­work also pro­vides for a rev­enue shar­ing pro­gram with the sig­na­to­ry air­lines after the air­port has paid all oper­at­ing expens­es and annu­al debt ser­vice. In con­junc­tion with the FY 2012 finan­cial audit the air­port has final­ized rates and charges for the sig­na­to­ry air car­ri­ers and deter­mined the rev­enue shar­ing amount for FY 2012.

List­ed below are the over­all results for FY 2012 rates and charges:

This item is for infor­ma­tion pur­pos­es only and required no Board action.

c. ZHA Task Order — Envi­ron­men­tal Restora­tion Plan

This item pro­vides for Board approval of a task order to ZHA to pro­vide restora­tion of Mor­rell Branch, Kel­ly Branch and the area north of John­ny Reaver Road in com­pli­ance with the Envi­ron­men­tal Impact Assess­ment Restora­tion Plan accept­ed by the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion (FDEP) and the US Army Corps of Engi­neers (USACOE).

The FDEP and the Air­port agreed to Con­sent Order #3 which includ­ed cor­rec­tive actions con­cern­ing the assess­ment of envi­ron­men­tal impacts and restora­tion plans for the Mor­rell Branch, Kel­ly Branch and an area north of John­ny Reaver Road on the west side of the main access roadway.

The assess­ments were sub­mit­ted and accept­ed by both agen­cies. A com­pre­hen­sive envi­ron­men­tal impact assess­ment restora­tion plan was also sub­mit­ted and approved by FDEP and the USCAOE. The restora­tion plan pro­vid­ed for hand removal of iden­ti­fied veg­e­ta­tion and hydro peri­od assess­ment in areas delin­eat­ed in the plan; veg­e­ta­tive plant­i­ng in var­i­ous delin­eat­ed areas and the over­sight, mon­i­tor­ing and doc­u­men­ta­tion of the restora­tion for a two year period.

The total cost of this task order is $245,000. The bud­get estab­lished for the over­all project dur­ing 2012 con­tains a bud­get item of $250,000 to per­form this restora­tion work. This is the last item con­tained in the pro­gram to address the envi­ron­men­tal issues in Con­sent Order #3.

d. Com­mit­tee Rec­om­men­da­tion – Com­mer­cial Apron and ATCT Fenc­ing Project

This item pro­vides for Board rank­ing and selec­tion of a qual­i­fied firm to pro­vide design ser­vices relat­ed to the Push­back Apron and ATCT Secu­ri­ty Fenc­ing Project.

The air­port issued a Request for Qual­i­fi­ca­tions (RFQ) request­ing state­ments of qual­i­fi­ca­tions with spe­cif­ic infor­ma­tion from qual­i­fied engi­neer­ing firms with expe­ri­ence in air­field projects. In response to the RFQ, two firms sub­mit­ted state­ments of qual­i­fi­ca­tions. The two firms that sub­mit­ted were Avcon and Garv­er. Each com­pa­ny was eval­u­at­ed on the fol­low­ing gen­er­al cri­te­ria in review­ing their submittals:

• Key per­son­nel, their expe­ri­ence, avail­abil­i­ty for this assign­ment and role in the project
• Pre­vi­ous apron design expe­ri­ence at com­pa­ra­ble airports
• Approach to design, method­ol­o­gy, pro­posed sched­ule and approach to the project
• Loca­tion of per­son­nel and resources
• Local and DBE participation

In Jan­u­ary 2013, the selec­tion com­mit­tee met to dis­cuss their eval­u­a­tions of the state­ments of qual­i­fi­ca­tion from both respon­ders. The selec­tion com­mit­tee includ­ed Chris Fore­hand, John Wheat, Park­er McClel­lan and Pamn Hen­der­son. Both com­pa­nies were qual­i­fied to per­form the antic­i­pat­ed work and met all the require­ments con­tained in the RFQ. Avcon ranked high­est with each com­mit­tee mem­ber due to their exten­sive air­port expe­ri­ence and spe­cif­ic project expe­ri­ence. Based on the final rank­ing, the com­mit­tee rec­om­mend­ed select­ing Avcon for the apron and ATCT secu­ri­ty fenc­ing project.

This project is con­tained in the FY 2013 bud­get. Upon approval of the selec­tion of a firm to pro­vide the design for the apron and ATCT project, Staff will nego­ti­ate a fee with the select­ed design firm. This fee will be brought back to the Board for con­sid­er­a­tion at the Feb­ru­ary 2013 Board Meeting.

Oth­er Business:

Stormwa­ter Man­age­ment Sys­tem aug­men­ta­tion Project Update: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of this project and pro­vid­ed pho­tos of the progress made dur­ing the project.

Mr. Math­is addressed Staff regard­ing an update to the hangar door prob­lem with Bay Air­craft Own­ers Asso­ci­a­tion. Mr. McClel­lan stat­ed that the door man­u­fac­tur­er is work­ing on a res­o­lu­tion and the hangar door is sched­uled to be repaired by May 2013.

There were no pub­lic comments.

The meet­ing was adjourned at approx­i­mate­ly 9:50 a.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary John Pilch­er, Chairman