MEET­ING MINUTES

MEET­ING MIN­UTES

PANA­MA CITY – BAY COUN­TY AIR­PORT AND INDUS­TRI­AL DIS­TRICT

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Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., May 25, 2022 by Chair Glen McDon­ald.

The Invo­ca­tion was giv­en by Vice Chair Hol­ly Melz­er.

The Pledge of Alle­giance was led by Mr. Will Cramer.

Roll was called. Mr. James John­son is expect­ed, arrived at 9:05

Chair McDon­ald asked if there were any Pub­lic Com­ments. There were no Pub­lic Com­ments.

Chair McDon­ald asked if there were any items on the Agen­da, includ­ing the Con­sent Agen­da, that any Board Mem­ber would like to move, and if not, to make a motion to accept the Agen­da.

Vice Chair Melz­er made a motion to accept the Agen­da, and Mr. Will Cramer sec­ond­ed the motion. The vote was tak­en and the motion passed unan­i­mous­ly.


Reports:

Mr. Park­er McClel­lan pre­sent­ed the Activ­i­ty Reports. Mr. McClel­lan report­ed the pas­sen­ger count for April 2022 once again exceed­ed all oth­er pre­vi­ous reports. Year to date pas­sen­ger activ­i­ty for April are still up 15% com­pared to last year. We con­tin­ue to main­tain 20 – 25% mar­ket share. There is still con­tin­ued growth region­al­ly.


Mrs. Dar­lene Gor­don pre­sent­ed the Finan­cial Reports for the last 7 months end­ing April 30, 2022. In the month of April, our total cash increased approx­i­mate­ly $800,000.00 over March with a total cash bal­ance of $32.9 mil­lion. Com­pared to April 2021, our total cash was $25.7 mil­lion. We are cur­rent­ly at 137% of our bud­get. Rental Car Con­ces­sions and Park­ing con­tin­ue to sur­pass last year and account for $1.6 mil­lion over last year at this time. Over­all our finan­cials are strong.


We have been able to fill sev­er­al open posi­tions, to include an Account­ing Assis­tant, a Fire Cap­tain, some Main­te­nance Per­son­nel and a Police Offi­cer. Mr. McClel­lan explained our Employ­ee Refer­ral Incen­tive Pro­gram, which gives a bonus to staff who rec­om­mend new hires that stay employed.

At the request of the Chair, Mrs. Gor­don also reviewed our var­i­ous CARES Act rant bal­ances, as well as oth­er grant monies and how they are allo­cat­ed.

Con­sent Agen­da:

Board Meet­ing Min­utes – April 20, 2022

This Item pro­vid­ed for Board approval of the April 20, 2022 Board Meet­ing Min­utes.

Approve Scope Mod­i­fi­ca­tion – Air­field Mark­ings

This item pro­vides for Board approval for a change in instal­la­tion mate­r­i­al and asso­ci­at­ed cost for run­way hold posi­tion mark­ings for Run­way 16⁄34 at the Air­port.

At the Novem­ber 17, 2021 reg­u­lar­ly sched­uled meet­ing, the Board approved a pur­chase for the pro­vid­ing and instal­la­tion of pre-formed ther­mo­plas­tic mark­ings for Run­way 16⁄34 from FDOT State of Flori­da Pur­chas­ing Con­tract #BEA97 (Paint­ing Ser­vices). Since that approval, the Air­port has received and eval­u­at­ed a recent­ly amend­ed State Con­tract, which includes the use of Methyl Methacry­late (MMA) paint mate­r­i­al as an approved alter­na­tive to the instal­la­tion of Ther­mo­plas­tic Mark­ings. MMA paint mate­r­i­al is pre­sent­ed with like char­ac­ter­is­tics and use­ful life with a sig­nif­i­cant­ly low­er price to pro­vide and install. Fol­low­ing research and eval­u­a­tion by Air­port staff, it was deter­mined MMA mate­r­i­al will bet­ter meet the require­ments of the Air­port.

This is a bud­get­ed item in the Airport’s FY2022 Oper­at­ing and Cap­i­tal Bud­get. This ser­vice is offered under State of Flori­da Depart­ment of Trans­porta­tion (FDOT) con­tract #BEA97 for paint­ing ser­vices.

Staff rec­om­mends Board approval of the change from Ther­mo­plas­tic Sur­face Paint­ed Hold Posi­tion Mark­ings to Methyl Methacry­late (MMA) Sur­face Paint­ed Hold Posi­tion Mark­ings and asso­ci­at­ed change in cost of acqui­si­tion from $90,252.97 to $56,960.81 from Flori­da Air­field Main­te­nance, JV.

Accept Bid for Tick­et­ing Bag Belt Expan­sion

This item pro­vides for Board approval of the pur­chase of a bag­gage con­vey­or belt exten­sion in the tick­et­ing lob­by at the Air­port.

The Air­port owns and main­tains a belt con­vey­or sys­tem for the pur­pose of trans­fer­ring pas­sen­ger checked bag­gage from the Ter­mi­nal tick­et­ing lob­by, through TSA bag­gage screen­ing, and final­ly to out­bound air­craft. As part of a project to expand tick­et counter and bag­gage pro­cess­ing capac­i­ty in the Ter­mi­nal Build­ing, the out­bound bag­gage con­veyance belt is being extend­ed by approx­i­mate­ly ten (10) feet in sup­port of two (2) addi­tion­al tick­et counter posi­tions being installed sep­a­rate­ly.

An ​“Invi­ta­tion for Bid” was pub­licly adver­tised for the ten (10) foot exten­sion to the Airport’s exist­ing tick­et lob­by bag­gage con­veyance belt. At bid open­ing on May 3, 2022, one respon­sive bid was received as fol­lows:

ERMC Avi­a­tion, LLC — $34,704

This pur­chase is pro­vid­ed for in the Airport’s FY2022 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get. Through­out the fis­cal year, there have been sav­ings dur­ing the pro­cure­ment of oth­er items.

Staff rec­om­mends Board accep­tance of the sin­gle and respon­sive bid from ERMC Avi­a­tion, LLC for the Tick­et­ing Bag Belt Exten­sion in an amount of $34,704.

Approve Nate’s San­i­ta­tion Exten­sion

This item pro­vides for Board approval to extend the Agree­ment with Nate’s San­i­ta­tion Ser­vices, Inc. Waste Removal Ser­vices Agree­ment for an addi­tion­al one (1) year term. Effec­tive June 1, 2018, the Air­port entered into a non-exclu­sive agree­ment with Nates San­i­ta­tion Ser­vices, Inc. for waste removal ser­vices at the North­west Flori­da Beach­es Inter­na­tion­al Air­port. The con­tract was for an ini­tial three-year term with two addi­tion­al one (1) year options. The first of two one-year options to the agree­ment was exe­cut­ed by the Board at the March 24, 2021 Meet­ing. This request to exer­cise the sec­ond one-year option.

The month­ly ser­vice pay­ment is includ­ed in the FY2022 Air­port Oper­at­ing and Cap­i­tal Bud­get, and will also be includ­ed in the upcom­ing FY2023 Air­port Oper­at­ing and Cap­i­tal Bud­get. Per the Ser­vice Agree­ment, the month­ly ser­vice pay­ment will increase from $1,960.03/month to $2,018.83/month for the con­tract­ed ser­vices with the abil­i­ty to add dump­sters or addi­tion­al pick-ups based on demand.

Staff rec­om­mends Board approval of the Nate’s San­i­ta­tion Ser­vices, Inc. Waste Removal Ser­vices agree­ment sec­ond one (1) year renew­al option.


Mr. Will Cramer made a motion to accept the Con­sent Agen­da, and Mr. Les McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unan­i­mous­ly.


Busi­ness Items:

Approve ZHA, Inc. Annu­al Review – May 2022

Mr. McClel­lan explained we do an Annu­al Review with ZHA, Inc., and that Staff is very hap­py with the per­for­mance of ZHA, Inc. this past year and rec­om­mend that the Board approve that we con­tin­ue using ZHA, Inc. For the upcom­ing year.

Mr. Rick Mellin gave a pre­sen­ta­tion of activ­i­ties they per­formed and accom­plished over the last year and what they are plan­ning to accom­plish in the upcom­ing year.

Dur­ing the past year, ZHA, Inc. has per­formed and com­plet­ed numer­ous tasks for the Air­port. The projects have ranged from pro­vid­ing and ensur­ing envi­ron­men­tal over­sight and com­pli­ance, pro­vid­ing plan­ning ser­vices on mul­ti­ple ongo­ing air­port con­struc­tion projects, and by pro­vid­ing design and con­struc­tion over­sight of ongo­ing projects.

Dur­ing his past year, ZHA, Inc. strived to work in the best inter­est of the Air­port Author­i­ty and has per­formed the projects in an exem­plary man­ner.

Staff rec­om­mends approval of the annu­al renew­al of the Pro­fes­sion­al Engi­neer­ing, Archi­tec­tur­al, Project Inspec­tion, Con­struc­tion Man­age­ment and Plan­ning Ser­vice Agree­ment with ZHA, Incor­po­rat­ed for Year 2 of their agree­ment, based on their sat­is­fac­to­ry per­for­mance in Year 1.

Mr. James John­son made a motion to approve ZHA, Inc. Annu­al Review – May 2022, and Mr. Les McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unan­i­mous­ly.

b. Con­struc­tion Man­age­ment at Risk – North Expan­sion — Pre­sen­ta­tion


Mr. Rick Mellin of ZHA, Inc. gave a pre­sen­ta­tion show­ing the pros and cons of dif­fer­ent con­struc­tion deliv­ery meth­ods. Mr. McClel­lan explained why we chose Con­struc­tion Man­age­ment at Risk (CM@Risk) when the build of the expan­sion was start­ed, and that it saved $1.3 mil­lion. The rea­son for the pre­sen­ta­tion was so that the Board, espe­cial­ly the new­er Board Mem­bers, may see why we chose the CM@Risk project deliv­ery method.


Mr. McClel­lan advised based on this dis­cus­sion, it appears we have con­sen­sus on using Con­struc­tion Man­age­ment at Risk for the North Build­ing Expan­sion.

c. Adopt Peer to Peer Vehi­cle Shar­ing Oper­a­tion Agree­ment – Turo, Inc.

Mr. McClel­lan explained that over the last sev­er­al years, peer-to-peer vehi­cle shar­ing has grown in pop­u­lar­i­ty and is used across the nation, includ­ing at ECP. The impact on the Air­port has been dif­fi­cult to deter­mine, since there was no report­ing mech­a­nism in place. Recent­ly Staff was con­tact by Turo, Inc. in order to estab­lish an agree­ment for peer-to-peer vehi­cle shar­ing.

Peer-to-Peer Vehi­cle Shar­ing allows own­ers of vehi­cles to rent their vehi­cles to inter­est­ed par­ties, and it con­tin­ues to devel­op with the increased use of tech­nol­o­gy. Peer-to-Peer­ing com­pa­nies use a mobile app to arrange for the use of a vehi­cle by an indi­vid­ual. The mobile app plat­form allows for indi­vid­u­als to review cars avail­able in an area, select a vehi­cle, and coor­di­nate pick-up and drop-off loca­tions and cost. Pas­sen­gers con­firm the rental infor­ma­tion on the app and own­ers deliv­er vehi­cles to a pre­de­ter­mined loca­tion at a spe­cif­ic date and time. There is no cash trans­ac­tion at the Air­port as every­thing is com­plet­ed through the app. One of the largest peer-to-peer vehi­cle shar­ing is Turo, Inc.

He explained Turo, Inc. will be able to uti­lize any avail­able park­ing spaces for the trans­ac­tions estab­lished through the App, and the Air­port does not have any respon­si­bil­i­ty in the trans­ac­tion, but the Air­port will be able to col­lect a 10% Con­ces­sion Fee.

The Agree­ment devel­oped with Turo, Inc. allows for users of the mobile app to pick up a vehi­cle at the Air­port in the long/​short term park­ing lots or at anoth­er pre-deter­mined loca­tion close to the Ter­mi­nal. Vehi­cles deliv­ered to the Air­port pri­or to the arrival of the renter will be parked in the long/​short term park­ing lots. The loca­tion is then trans­mit­ted to the renter, and upon arrival, the renter will pay the park­ing fees upon exit­ing the lot. If it is deter­mined the own­er would like to phys­i­cal­ly hand the keys to the renter, the Air­port will pro­vide for a short-term park­ing loca­tion, at which loca­tion the vehi­cle will not be left unat­tend­ed.

The Air­port will receive park­ing and a 10% con­ces­sion fee of the trans­ac­tion amount, as defined in the Oper­at­ing Agree­ment.

Staff and legal coun­sel have worked with Turo, Inc. to estab­lish an oper­at­ing agree­ment that is agree­able to all par­ties and allows for Turo, Inc. to begin oper­a­tions at the Air­port under an Agree­ment. Staff will also mon­i­tor oth­er peer-to-peer vehi­cle shar­ing apps and uti­lize this Agree­ment as the basis. Turo, Inc. will send month­ly com­pli­ance reports allow­ing audit capa­bil­i­ties, and will remit month­ly rev­enues due the Air­port. Turo, Inc. and its agents will fol­low all Air­port Rules and Reg­u­la­tion and the Agree­ment allows the Air­port to mod­i­fy or ter­mi­nate the agree­ment with 30 days’ notice.

It should be not­ed that the State of Flori­da has addressed Peer-to-Peer Car/​Vehicle Shar­ing in Flori­da Stat­ue 627.7483.

Staff rec­om­mends the adop­tion of the Peer-to-Peer Vehi­cle Shar­ing Oper­at­ing Agree­ment and autho­rize staff to uti­lize this agree­ment for Turo, Inc. and oth­er future Peer-to-Peer Vehi­cle Shar­ing com­pa­nies wish­ing to uti­lize the Air­port.

Mr. James John­son made a motion to Adopt the Peer to Peer Vehi­cle Shar­ing Oper­a­tion Agree­ment – Turo, Inc., and Mr. Les McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unan­i­mous­ly.

Con­struc­tion Update (infor­ma­tion only):

Air­port Entrance Round­about and State Road (SR) 388 Realign­ment

Mr. Richard McConnell report­ed on the S.R. 388/​Airport Entrance Round­about. FDOT has start­ed the work on the actu­al Round­about itself and the curb­ing has been added for the cir­cle. It is mov­ing for­ward and every­thing looks good.

b. Gate 7 Ramp Repair

Mr. McConnell report­ed that the Gate 7 Ramp Repair is now fin­ished and the cur­ing peri­od is over, strip­ing has been added and it is now oper­a­tional.

Bay EDA Update (Infor­ma­tion Only):

Bay EDA Pres­i­dent Ms. Bec­ca Hardin report­ed that June 8th at 9:00am, there will be a rib­bon-cut­ting cer­e­mo­ny for Cen­tral Moloney, Inc. She said that she, Chair McDon­ald and Mr. McClel­lan had a great trip to Dal­las, TX. They met with ten com­pa­nies and she will be fol­low­ing up. She is hop­ing to get two or three site vis­its from those meet­ings. She is get­ting ready for some upcom­ing inter­na­tion­al shows.

The Moore Agency Update (Infor­ma­tion Only):

Ms. Katie Spill­man of The Moore Agency report­ed on mar­ket­ing. She said she is going into plan­ning for a new TV spot and has shared three sto­ry­boards since the last Boar Meet­ing and she is work­ing with Mr. McClel­lan on final­iz­ing the project. She expects pro­duc­tion to being ear­ly to mid-June. They are cur­rent­ly work­ing on a vehi­cle vinyl wrap design for the new Air­port Shut­tle.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan gave the Exec­u­tive Direc­tor Report. He report­ed on the talk that he gave along­side Direc­tors of air­ports from Dal­las, Las Vegas and St. Louis went very well. He gave an update on a cou­ple of projects with con­struc­tion bids over bud­get, but said that we are look­ing at grant monies avail­able through the FAA that we have applied for and are await­ing a deci­sion. He said, we will make sure to max­i­mize the amount of grant mon­ey. Sum­mer sched­ule is out, we are expect­ing to have a very busy sum­mer and are hop­ing to keep the Air­port oper­at­ing effi­cient­ly through­out the sea­son. He is talk­ing with Katie Spill­man at the Moore Agency about hav­ing the Wheels Up Sum­mer Music Series in the Air­port in July, as we did last year. He also remind­ed every­one that just after the July Board Meet­ing, we will have Annu­al Manda­to­ry Ethics Train­ing and for every­one to allow extra time to attend. This is a State of Flori­da require­ment for Appoint­ed Board Mem­bers.

Pub­lic Com­ments:

There were no Pub­lic Com­ments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:02 a.m.

Next meet­ing is sched­uled: June 29, 2022 – Board Meet­ing 9:00 a.m.
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Lisa Brady, Exec­u­tive Assis­tant Glen McDon­ald, Chair