June 2012 Meeting Minutes

Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 10:00 a.m., June 27, 2012 in the Air­port Board Room by Chair­man McKenzie.

The Invo­ca­tion was giv­en by Ms. Pat­ty Strick.

The Pledge of Alle­giance was led by Chair­man McKenzie.

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

Pre­sen­ta­tion:

Chair­man Andy McKen­zie was rec­og­nized and pre­sent­ed with a pro­peller in appre­ci­a­tion of his eight years of ser­vice to the Air­port Authority.

Approval of Minutes:

The May 4, 2012 Spe­cial Board Meet­ing Min­utes and the May 23, 2012 Board Meet­ing Min­utes were approved as distributed.

Reports:

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

Con­sent Agenda:

a. Pol­i­cy Amend­ment – Edu­ca­tion­al Reimbursement

This item pro­vides for Board approval of a change to the Edu­ca­tion­al Reim­burse­ment Policy.

b. Autho­riza­tion to Close Regions Bank Account

This item pro­vides for Board approval to close the Regions bank account and trans­fer the funds in that account to the Con­struc­tion account.

c. Lease Assign­ment – Matt Mar­shall and Amy Mar­shall to Great Cir­cle South, LLC

This item pro­vides for Board approval of the assign­ment of the Lease Agree­ment between Matt and Amy Mar­shall and the Dis­trict to Great Cir­cle South, LLC.

Fol­low­ing Board dis­cus­sion, Mr. Koehne­mann made a motion to approve the Con­sent Agen­da, and autho­riza­tion for the Board Chair­man to exe­cute any required doc­u­ments. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Removal and Assign­ment of Task Order Element

This item pro­vides for Board approval for the removal of an ele­ment of a task order pre­vi­ous­ly award­ed to Atkins (for­mer­ly known as PBS&J) and the assign­ment of the remain­ing work under the task order to ZHA.

Pre­vi­ous­ly, the Board approved Task Order 4 with Atkins (then PBS&J) to per­form ser­vices required under the envi­ron­men­tal per­mit. Ele­ment 1 under this task order required quar­ter­ly water qual­i­ty mon­i­tor­ing and report­ing dur­ing the con­struc­tion peri­od and six years of semi- annu­al post-con­struc­tion water qual­i­ty mon­i­tor­ing and reporting.

In order to devel­op an improved approach in meet­ing all the envi­ron­men­tal require­ments, the Dis­trict is work­ing to move the remain­ing envi­ron­men­tal work from Atkins to ZHA, the District’s engi­neer­ing con­sul­tant. In an effort to ensure both con­sis­ten­cy with the new Con­sent Order and effi­cien­cy for all future water qual­i­ty mon­i­tor­ing and report­ing require­ments, it is in the District’s best inter­est to trans­fer this work to ZHA and elim­i­nate this ele­ment of work under the Atkins contract.

The cost for per­form­ing per­vi­ous work under this task ele­ment was cap­i­tal­ized as a part of the relo­ca­tion cap­i­tal pro­gram. Future costs for this work will be con­tained in the annu­al oper­at­ing expense bud­get, which is esti­mat­ed at $50,000 for FY 2013.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the removal of Task Order 4 Ele­ment 1 from the Atkins (for­mer­ly PBS&J) con­tract and assign the remain­ing work to the ZHA con­tract, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Spe­cif­ic Salary Adjust­ment Considerations

This item pro­vides for Board approval of salary adjust­ments for the Direc­tor of Admin­is­tra­tion, Deputy Exec­u­tive Direc­tor and Exec­u­tive Director.

At the May 23, 2012 meet­ing the Board appoint­ed Till Bruett to meet with the Exec­u­tive Direc­tor and rec­om­mend salary adjust­ments for the Direc­tor of Admin­is­tra­tion and the Deputy Exec­u­tive Direc­tor. Addi­tion­al­ly, the Board asked the Chair­man to meet with the Exec­u­tive Direc­tor for his per­for­mance review of the past year and rec­om­mend a salary adjust­ment to the Board.

Based on the accom­plish­ments achieved dur­ing the past year, the fol­low­ing actions are rec­om­mend­ed to the Board for con­sid­er­a­tion, retroac­tive to May 1, 2012:

• Direc­tor of Admin­is­tra­tion – Increase base salary to the max­i­mum lev­el of the cur­rent approved range by grant­i­ng a 4% increase. Cur­rent salary $87,069, rec­om­mend­ed salary $90,541.

• Deputy Exec­u­tive Direc­tor – Increase base salary by 12.5%. This salary adjust­ment reflects the mid-point of the pro­posed new salary range for this posi­tion. Cur­rent salary $100,000, rec­om­mend­ed salary $112,500.

• Exec­u­tive Direc­tor – Increase base salary 12.5%. Cur­rent salary $135,000, rec­om­mend­ed salary $151,875.

Approval of these rec­om­men­da­tions would not impact the FY12 bud­get as funds are avail­able to cov­er any salary adjustments.

Fol­low­ing Board dis­cus­sion, Mr. Koehne­mann made a motion to approve the salary adjust­ments for the Direc­tor of Admin­is­tra­tion, Deputy Exec­u­tive Direc­tor and Exec­u­tive Direc­tor, retroac­tive to May 1, 2012. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. ZHA Design of the Improve­ments to the Stormwa­ter Man­age­ment System

This item pro­vides for Board approval of a task order to ZHA for final design of improve­ments to the stormwa­ter man­age­ment sys­tem and its dis­charge into Mor­rell Branch and Kel­ly Branch and their respec­tive tributaries.

At the May Board meet­ing the Board approved the pre­lim­i­nary design effort for the stormwa­ter improve­ments at a cost of $181,021. At that time, Staff agreed to bring a final fixed fee for the design of the sys­tem back to the Board for review and approval after a plan had been final­ized with all the respec­tive envi­ron­men­tal agencies.

A task order for the design and bid­ding of the sec­ondary treat­ment improve­ments, an aug­men­ta­tion to the stormwa­ter man­age­ment sys­tem and its dis­charge into Mor­rell Branch, Kel­ly Branch and respec­tive trib­u­taries has been com­plet­ed. The design com­po­nents of this task order include the following:

• Improve­ments to Pond C out­falls 1‑A, 1‑B & 1‑C pip­ing and structures
• New sec­ondary treat­ment for dis­charge water from Pond C con­sist­ing of a new dry reten­tion area
• Improve­ments to Pond D‑1 & RCF-B1 out­fall structures
• New sec­ondary treat­ment for dis­charge water from Pond D‑1 & RCF-B1 con­sist­ing of a wet sec­ondary treat­ment pond and new out­fall struc­tures into Kel­ly Branch

The cost for this task order is $181,000. The Flori­da Depart­ment of Trans­porta­tion has approved a grant pay­ing 50% of the cost, and funds are avail­able to cov­er the remain­ing amount.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the task order amount for design of the stormwa­ter improve­ments, autho­riza­tion for ZHA to per­form the work described in the task order, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review and approval by legal coun­sel. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Util­i­ty Con­tract – Boost­er Pump Station

This item pro­vides for Board approval of mod­i­fi­ca­tions to the Boost­er Pump Sta­tion which require com­ple­tion pri­or to turn­ing over the Boost­er Pump Sta­tion and asso­ci­at­ed pip­ing to Bay County.

For the past sev­er­al months, Staff has worked with per­son­nel from the Bay Coun­ty Util­i­ties depart­ment to devel­op res­o­lu­tions to the minor issues remain­ing with the Boost­er Pump Sta­tion locat­ed at the air­port. After a detailed review, it was deter­mined that there were issues regard­ing the con­trol and oper­a­tion of the Jock­ey Pumps, as well as pres­sure con­trol issues that need­ed to be resolved pri­or to turn­ing over the Boost­er Pump Sta­tion to Bay County.

It has been deter­mined by both air­port Staff and per­son­nel with the Bay Coun­ty Util­i­ties depart­ment that per­form­ing these mod­i­fi­ca­tions would achieve the desired result and would there­fore allow the air­port to turn over the Boost­er Pump Sta­tion and asso­ci­at­ed pip­ing to Bay Coun­ty. This work would be accom­plished in part­ner­ship with the Bay Coun­ty Util­i­ties department.

The cost for per­form­ing the work asso­ci­at­ed with repair­ing the Boost­er Pump Sta­tion and address­ing the pres­sure con­trol issues is esti­mat­ed not to exceed $171,975. Funds are avail­able in the FY 12 bud­get to cov­er this expense.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve the mod­i­fi­ca­tions to the Boost­er Pump Sta­tion and autho­riza­tion for Staff to work with Bay Coun­ty to expe­dite the mod­i­fi­ca­tions to ensure the turnover of the Boost­er Pump Sta­tion to Bay Coun­ty. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

e. Change Order – GAC Con­trac­tors, Inc.

This item pro­vides for Board approval of a Change Order to the GAC Con­trac­tors, Inc. Seed­ing and Sod­ding Con­tract to include four areas requir­ing fur­ther stabilization.

At an ear­li­er meet­ing, the Board con­tract­ed with GAC Con­trac­tors, Inc. to pro­vide soil prepa­ra­tion, estab­lish­ment of veg­e­ta­tive cov­er and ero­sion con­trol mea­sures to a pri­ma­ry area of con­cern locat­ed at the south­east sec­tion of the cross­wind run­way locat­ed near the Pond C area. The con­tract also pro­vid­ed for the abil­i­ty to expand the scope to uti­lize the exper­tise of the con­trac­tor to sta­bi­lize oth­er areas at the airport.

Work­ing in part­ner­ship with the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion and the Unit­ed States Army Corps of Engi­neers, Staff has iden­ti­fied four addi­tion­al areas that require sta­bi­liza­tion. The sta­bi­liza­tion varies from light ground prepa­ra­tion and sod or seed to sig­nif­i­cant ground prepa­ra­tion and sod or seed. Once com­plet­ed, all the areas will require water­ing to ensure growth and stabilization.

This Change Order pro­vides only for the prepa­ra­tion of the ground, the soil, and for the lay­ing of sod or seed. The respon­si­bil­i­ty for water­ing all these areas would fall to the air­port. GAC Con­trac­tors, Inc. has pro­vid­ed a cost of not to exceed $218,281 for com­ple­tion of this addi­tion­al work. The Dis­trict would be respon­si­ble for the instal­la­tion of wells and irri­ga­tion sys­tems at an esti­mat­ed cost of $39,300. Fund­ing is avail­able in the FY12 bud­get to cov­er these expenses.

In order to main­tain com­pli­ance under FDEP Con­sent Order #3, Staff rec­om­mends approval of this Change Order and asso­ci­at­ed costs nec­es­sary to address addi­tion­al sta­bi­liza­tion requirements.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve the Change Order with GAC Con­trac­tors, Inc. in the amount of $218, 281 and autho­riza­tion for Staff to install wells and irri­ga­tion sys­tems in the amount of $39,300. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:50 a.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary John Pilch­er, Vice Chairman