July 2015 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., July 22, 2015 by Chair­man Bruett.

The Invo­ca­tion was giv­en by Ms. Pat­ty Mitchell.

The Pledge of Alle­giance was led by Chair­man Bruett.

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

Elec­tion of Officers:

The annu­al terms of Board Chair­man and Vice Chair­man are due for elec­tion by mem­bers of the Air­port Author­i­ty Board.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to nom­i­nate Mr. Bruett as Chair­man and Mr. Math­is as Vice Chair­man. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Approval of Minutes:

The June 24, 2015 Board Meet­ing Min­utes were approved as distributed.

Reports:

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

Con­sent Agenda:

a. Dis­pos­al of Sur­plus Property

This item pro­vides for Board autho­riza­tion for the sale of mis­cel­la­neous sur­plus inven­to­ry items.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to dis­pose of the mis­cel­la­neous inven­to­ry items as sur­plus prop­er­ty and sell by elec­tron­ic auc­tion or dis­pose of as appro­pri­ate. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Lease Assign­ment – Kedrick Cer­ry, Inc. to Sem­coa, LLC

This item pro­vides for Board approval of the assign­ment of the Lease Agree­ment between Kedrick Cer­ry, Inc., and the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict to Sem­coa, LLC.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the lease assign­ment from Kedrick Cer­ry, Inc., to Sem­coa, LLC, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any required doc­u­ments fol­low­ing sat­is­fac­to­ry legal review. Mr.

Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Audi­tor Selec­tion Com­mit­tee Recommendation

This item pro­vides for Board selec­tion of an audi­tor to per­form the annu­al audit for fis­cal years end­ing Sep­tem­ber 30, 2015, 2016 and 2017.

Ear­li­er this year, the Dis­trict released a Request for Pro­pos­als for Audit Ser­vices. The fol­low­ing is a list of the two com­pa­nies that respond­ed, and a break­down of the fees proposed:

In accor­dance with Flori­da Statute 218.391, the Audi­tor Selec­tion Com­mit­tee, con­sist­ing of Board Mem­ber Carey Scott, Exec­u­tive Direc­tor Park­er McClel­lan, Deputy Exec­u­tive Direc­tor Richard McConnell, Direc­tor of Finance and Admin­is­tra­tion Pamn Hen­der­son and Man­ag­er of Finance and Admin­is­tra­tion Helene Zack­ri­son as an alter­nate, met to review and rank the two firms.

As a result of the review and eval­u­a­tion, the Audi­tor Selec­tion Com­mit­tee rec­om­mends award of the con­tract for Audit Ser­vices for FY 2015, 2016 and 2017 to Tip­ton, Mar­ler, Gar­ner & Chastain.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to award the con­tract for Audit Ser­vices for FY2015, 2016 and 2017 to Tip­ton, Mar­ler, Gar­ner & Chas­tain, and autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any required doc­u­ments. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. ZHA Task Orders – Stormwa­ter Man­age­ment Sys­tem April 2014 Storm Repairs

This item pro­vides for Board approval for the revi­sions to Task Order 10‑J and the accep­tance of Task Order 10‑L. These task orders are relat­ed to the Inves­tiga­tive Study and doc­u­ment pro­duc­tion for FEMA projects fol­low­ing the April 2014 unnamed water event (FEMA DR-4177 FL).

As a result of the unnamed water event that occurred in April 2014, the Dis­trict has been work­ing to iden­ti­fy dam­ages, repairs and mit­i­ga­tion oppor­tu­ni­ties that are eli­gi­ble for fund­ing under the FEMA Pub­lic Assis­tance Pro­gram. Two Alter­na­tive Pro­ce­dures projects have been iden­ti­fied; one with 19 projects (Stage 1) and one with 8 projects (Stage 2).

Stage 1 has been sub­mit­ted to FEMA for $3,063,949 and includes thor­ough dam­age descrip­tions, com­pre­hen­sive scope of work for repairs, detailed cost esti­mates and pro­posed mit­i­ga­tion. These sites and mit­i­ga­tion have been engi­neered with Con­tract Doc­u­ments and Bid (valid until August 18, 2015). This work was iden­ti­fied in Task Orders H, K and I.

Stage 2 includes areas dam­aged by off-site water intru­sion from the east, north and west onto the air­port prop­er­ty. The source and vol­ume of this water was not ful­ly known and required an Inves­tiga­tive Study to deter­mine the source, vol­ume and poten­tial solu­tions for deal­ing with this water to pre­vent future reoc­cur­ring damages.

Task Order 10‑J (Inves­tiga­tive Study) was approved by the Board in Novem­ber 2014 to be sub­mit­ted to FEMA for review only. Based on the find­ings and inves­ti­ga­to­ry efforts it has been deter­mined that the scope of this task order be mod­i­fied from its orig­i­nal sub­mis­sion of $248,500 to $91,240.

In order to prop­er­ly com­pet­i­tive­ly bid Stage 2, it is nec­es­sary to devel­op for­mal design doc­u­ments, includ­ing draw­ings, nar­ra­tives, spec­i­fi­ca­tion guide­lines, front-end doc­u­ments and con­tracts for issuance to prospec­tive con­trac­tors. Upon receipt of the bids, ZHA will eval­u­ate and rec­om­mend award of con­struc­tion con­tracts. ZHA will review FEMA guide­lines to insure all bid pro­ce­dures fol­low guide­lines set out for prop­er pub­lic procurement.

Upon con­tract award, ZHA will pro­vide all con­struc­tion phase project man­age­ment, con­struc­tion over­sight and admin­is­tra­tion activ­i­ties. This task order also includes Project Man­age­ment for grant man­age­ment for Stage 1 and Stage 2. The cost esti­mate for Task Order 10‑L is esti­mat­ed to be $277,430.

The over­all cost of both task orders is $368,670 and it will include reim­burse­ment from FEMA (75%), the State of Flori­da –SERT (12.5%) and the Dis­trict (12.5%). It is rec­om­mend­ed that both task orders be sub­mit­ted to FEMA under their Alter­na­tive Pro­ce­dures Program.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve both task orders relat­ing to the water event of April 2014 des­ig­nat­ed by FEMA as DR-4177 FL, and autho­riza­tion to sub­mit the projects under the FEMA Alter­na­tive Pro­ce­dures Pro­gram, and approval for the Exec­u­tive Direc­tor to exe­cute any nec­es­sary doc­u­ments pend­ing review and approval by legal coun­sel. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Mas­ter Plan and Air­port Lay­out Plan Final Adoption

This item pro­vides for Board adop­tion of the Air­port Mas­ter Plan and Air­port Lay­out Plan.

The Con­sul­tant Team, in part­ner­ship with Staff and a Tech­ni­cal Advi­so­ry Team, began work­ing on the Mas­ter Plan for the 5, 10 and 20 year plans for the future. It was deter­mined that rather than year based mile­stones the use of plan­ning hori­zons would be uti­lized and that would pro­vide the Air­port with a more valu­able plan­ning tool.

The approval process for the Mas­ter Plan began with con­di­tion­al accep­tance by the Dis­trict and autho­riza­tion to sub­mit to the Fed­er­al Avi­a­tion Admin­is­tra­tion (FAA) and the Flori­da Depart­ment of Trans­porta­tion (FDOT) for accep­tance and approval. The Dis­trict has received accep­tance and approval from both FAA and FDOT. The final step of the approval process is final adop­tion by the District.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to adopt the Mas­ter Plan and Air­port Lay­out Plan. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Reports:

Mr. McClel­lan advised the Board that Staff, work­ing in con­junc­tion with the U.S. Cus­toms and Bor­der Pro­tec­tion Agency, has devel­oped a plan for inter­na­tion­al flights divert­ed to ECP. He advised that Delta has estab­lished ECP as the diver­sion site for nar­row-body aircraft.

Pub­lic Comments:

No pub­lic comments.

Adjourn­ment:

The reg­u­lar meet­ing was adjourned at approx­i­mate­ly 9:30 a.m. (CST).

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Till Bruett, Chairman