May 2015 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., May 27, 2015 in the Air­port Board Room 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.

Approval of Minutes:

The April 22, 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. Rat­i­fi­ca­tion of Agreements

This item pro­vides for Board rat­i­fi­ca­tion of Space/​Use Agree­ments with Delta Air­lines, Gate­way Group One, and Key Lime Air; and rat­i­fi­ca­tion of a Ban­ner Tow Agree­ment with Sim­mons Avi­a­tion Ser­vices, LLC.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to rat­i­fy the Space/​Use Agree­ments with Delta Air­lines, Gate­way Group One and Key Lime Air, and the Ban­ner Tow Agree­ment with Sim­mons Avi­a­tion, LLC. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Estab­lish Audit Selec­tion Committee

This item pro­vides for Board approval to estab­lish an Audit Selec­tion Com­mit­tee as required in Flori­da Statute 218.391.

The role of the Audit Selec­tion Com­mit­tee is to assist the Dis­trict in the selec­tion of an audi­tor to con­duct the finan­cial audit. The Audit Selec­tion Com­mit­tee will be respon­si­ble for the fol­low­ing: estab­lish eval­u­a­tion cri­te­ria; pub­licly announce request for pro­pos­als; pro­vide inter­est­ed firms with a Request for Pro­pos­al (RFP); eval­u­ate pro­pos­als; and rank and rec­om­mend the pro­pos­als of qual­i­fied firms.

Staff rec­om­mends the fol­low­ing rep­re­sen­ta­tives for the Audit Selec­tion Committee:

• J. Carey Scott – Board Member
• Park­er McClel­lan – Exec­u­tive Director
• Richard McConnell – Deputy Exec­u­tive Director
• Pamn Hen­der­son — Direc­tor of Finance and Administration
• Alter­nate — Helene Zack­ri­son – Man­ag­er of Finance and Administration

Once the RFP sub­mit­tals have been reviewed, the Audit Selec­tion Com­mit­tee will present the results and rank­ing of the eval­u­a­tion and a rec­om­men­da­tion to the Board for final adoption.

Estab­lish­ment of an Audit Selec­tion Com­mit­tee will have no impact on the budget.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to estab­lish an Audit Selec­tion Com­mit­tee com­prised of the rec­om­mend­ed rep­re­sen­ta­tives as estab­lished in Flori­da Statutes. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Approve Sub­lease – Kedrick Cer­ry, Inc., to Sem­coa, LLC

This item pro­vides for Board approval of a sub­lease of the Kedrick Cer­ry, Inc., hangar to Sem­coa, LLC.

Kedrick Cer­ry, Inc. has a lease with the Dis­trict for approx­i­mate­ly 33,150 square feet, on which a large cor­po­rate hangar was con­struct­ed. Rep­re­sen­ta­tives with Kedrick Cer­ry, Inc. are in nego­ti­a­tions to sell that hangar and have request­ed Board approval for a six month sub­lease between Kedrick Cer­ry, Inc. and Sem­coa, LLC.

It is antic­i­pat­ed that the sale of the hangar to Sem­coa, LLC will occur dur­ing that sub­lease peri­od, at which time the Board would be asked to approve a Lease Assign­ment to Sem­coa, LLC.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the sub­lease of the Kedrick Cer­ry, Inc. hangar to Sem­coa, LLC for the stor­age of air­craft. Ms. Mead­ows sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Approve Lease Assign­ment – Dean Crane to Bur­ton Beitz

This item pro­vides for Board approval of the assign­ment of the Lease Agree­ment between Mitchell Dean Crane (Dean Crane) and the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict (Dis­trict) to Bur­ton Beitz.

Staff was con­tact­ed by Dean Crane and informed that he is sell­ing his hangar to Bur­ton Beitz. Under the cur­rent Lease Agree­ment between Dean Crane and the Dis­trict, Dean Crane can­not assign or oth­er­wise trans­fer his rights and oblig­a­tions under the lease with­out pri­or writ­ten con­sent from the District.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the lease assign­ment from Dean Crane to Bur­ton Beitz, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments fol­low­ing sat­is­fac­to­ry review by legal coun­sel. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Equip­ment Pur­chase – Trac­tor and Equip­ment Com­pa­ny of Pana­ma City

This item pro­vides for Board approval for the pur­chase of a tracked, hydraulic exca­va­tor to be used in sup­port of the Airport’s Stormwa­ter Main­te­nance Program.

Ongo­ing main­te­nance oper­a­tions at the Air­port require dredg­ing and cleanout of stormwa­ter con­veyance ditch­es to allow for prop­er drainage dur­ing inclement weath­er con­di­tions. Pur­chase of a tracked exca­va­tor with dredg­ing buck­et is ide­al for con­duct­ing cleanout oper­a­tions at the Airport.

This spe­cif­ic type of equip­ment is man­u­fac­tured and dis­trib­uted only through Gradall and its autho­rized dis­trib­u­tors. There is only one autho­rized dis­trib­u­tor of Gradall equip­ment in the pan­han­dle. This would be a sole source pur­chase from that autho­rized distributor.

Pur­chase of this item is pro­vid­ed for in the FY2015 Oper­at­ing and Cap­i­tal Improve­ment Bud­get. Fifty per­cent (50%) of the pur­chase price will be reim­bursed to the Air­port through a 50/50 FDOT equip­ment grant.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to approve this sole source equip­ment pur­chase from Trac­tor and Equip­ment Com­pa­ny for a Gradall XL3200 III hydraulic exca­va­tor in the amount of $225,000. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Award Bid for Phase 1 Repair and Mit­i­ga­tion for Stormwa­ter Event 4177

This item pro­vides for Board award of a con­tract for Phase 1 repairs and mit­i­ga­tion work on Air­port prop­er­ty as a result of the storms which occurred in April 2014.

In late March 2015, a Request for Pro­pos­als (RFP) was issued for a por­tion of the stormwa­ter repairs and mit­i­ga­tion projects (Phase 1) which result­ed from the dam­age caused from the storms and rain event which occurred in April 2014.

The site repairs and mit­i­ga­tion for the Air­port is as follows:

1. Regrad­ing berms, ditch­es and swales, remov­ing silt, replac­ing cul­verts and mitered ends, soil amend­ments and sod­ding for ero­sion con­trol, rais­ing and regrad­ing the main­te­nance road, out­fall and drainage mod­i­fi­ca­tions, repair sump bot­toms, apron areas, con­crete matts, skim­mers and pipes.
2. Mit­i­ga­tion to dam­aged areas from flood­ing, includ­ing Armor­Flex Matts, fil­ter point matts, new larg­er box cul­verts, con­crete matts, out­fall mod­i­fi­ca­tions, and new rip rap.

Two bids were received as a result of the RFP. List­ed below are the com­pa­nies that bid and the bid amounts:

ZHA, the Airport’s Engi­neer­ing con­sul­tant, reviewed the sub­mit­tals and met with both bid­ders to con­firm their com­mit­ment to the scope of work.

A Project Work­sheet was sub­mit­ted to FEMA, based on FEMA’s eli­gi­bil­i­ty and esti­mat­ing tools. The Project Work­sheet includes the costs of the con­struc­tion of repairs and mit­i­ga­tion, pro­fes­sion­al fees, con­struc­tion and project man­age­ment and con­tin­gency. Both bids received are under the engineer’s esti­mate of con­struc­tion costs. The Project Work­sheet has been reviewed with FEMA staff and they have tak­en no excep­tions to the esti­mates that were provided.

After con­sid­er­a­tion of price and oth­er fac­tors, Staff and ZHA rec­om­mend award of the con­tract to the low bid­der, Phoenix Con­struc­tion Ser­vices, for a total con­tract amount of $538,000.

The project will be fund­ed 75% by FEMA, 12.5% by the State of Flori­da (SERT) and the remain­ing 12.5% by the District.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to award Phase 1 Repair and Mit­i­ga­tion for Stormwa­ter Event 4177 to Phoenix Con­struc­tion Ser­vices in the amount of

$538,000, and autho­riza­tion for the Chair­man or his designee to exe­cute any nec­es­sary con­tract doc­u­ments fol­low­ing sat­is­fac­to­ry review by legal coun­sel. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Pre­sen­ta­tion – Moore Com­mu­ni­ca­tions Group

Mr. Patrick Sheffield and Ms. Court­ney Cox, rep­re­sen­ta­tives from Moore Com­mu­ni­ca­tions Group, pro­vid­ed a pre­sen­ta­tion to the Board high­light­ing recent work sur­round­ing media rela­tions and pub­lic rela­tions on behalf of the Air­port. They also intro­duced new brand­ing idea ​“Now Board­ing” for ECP which would be seen on the Airport’s web­site and on mobile devices.

Exec­u­tive Direc­tor Reports:

Mr. McClel­lan updat­ed the Board regard­ing the recent MRO Con­fer­ence he attend­ed with Bay EDA. He stat­ed that he met with mul­ti­ple com­pa­nies regard­ing growth oppor­tu­ni­ties in this area.

Mr. McClel­lan advised that he would be attend­ing the 2015 Jump­start Con­fer­ence next week and is sched­uled to meet with sev­er­al dif­fer­ent air car­ri­ers about estab­lish­ing ser­vice to ECP.

Mr. McClel­lan advised there are ongo­ing dis­cus­sions with the air­lines regard­ing exe­cu­tion of the updat­ed agreements.

Mr. McClel­lan advised the increased sum­mer flight sched­ule will begin in June and there will be approx­i­mate­ly 26 arrivals and 26 depar­tures on Sat­ur­days dur­ing the upcom­ing sum­mer months.

Mr. McClel­lan advised that gen­er­al avi­a­tion traf­fic remained active and the Sheltair ramp expan­sion project was ongo­ing and expect­ed to be com­plet­ed in late July.

Mr. McClel­lan stat­ed that the Air­port recent­ly cel­e­brat­ed its five year anniver­sary and not­ed there were sev­er­al arti­cles and edi­to­ri­als in the News Her­ald mark­ing the occasion.

Pub­lic Comments:

No pub­lic comments.

Adjourn­ment:

The reg­u­lar meet­ing was adjourned at approx­i­mate­ly 10:30 a.m. (CST).

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Till Bruett, Chairman