September 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., Sep­tem­ber 26, 2012 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 except Mr. Carey Scott.

Approval of Minutes:

The August 7, 2012 Spe­cial Board Meet­ing Min­utes, the August 22, 2012 Board Meet­ing Min­utes and the August 30, 2012 Spe­cial 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. Wage and Salary Pol­i­cy 7.1 Update

This item pro­vides for Board approval of an update to the Wage and Salary Pol­i­cy imple­ment­ing a new pay sched­ule for air­port employ­ees. The new sched­ule estab­lish­es band­widths for each clas­si­fi­ca­tion allow­ing the air­port to move towards a mer­it pay for per­for­mance based system.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve the new Wage and Salary Pol­i­cy 7.1. Mr. Koehne­mann sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Air­port Insur­ance Program

This item pro­vides for Board accep­tance of pro­pos­als for insur­ance cov­er­age for the Airport’s lia­bil­i­ty, workman’s com­pen­sa­tion, com­mer­cial fire (build­ings), vehi­cle insur­ance, pub­lic offi­cials and employ­ment prac­tices lia­bil­i­ty and law enforce­ment lia­bil­i­ty. Staff con­tact­ed sev­er­al local agen­cies; how­ev­er, only one agent sub­mit­ted a quote.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to accept the quotes from Brown & Brown Insur­ance Agency and autho­riza­tion for Staff to con­tract with Brown & Brown for FY2013 cov­er­age. Mr. Koehne­mann sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Accept Sup­ple­men­tal JPA – Park­ing Lot Mod­i­fi­ca­tions and Enhancements

This item pro­vides for Board accep­tance of a sup­ple­men­tal FDOT Joint Par­tic­i­pa­tion Agree­ment (JPA) that will pro­vide fund­ing for park­ing mod­i­fi­ca­tions in the exist­ing rental car ready return area and long term parking.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to accept the FDOT Sup­ple­men­tal Joint Par­tic­i­pa­tion Agree­ment, and autho­riza­tion for the Board Chair­man or his designee to exe­cute the required doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Accept Sup­ple­men­tal JPA and FAA Grant – Air­port Safe­ty Man­age­ment System

This item pro­vides for Board accep­tance of a sup­ple­men­tal FDOT Joint Par­tic­i­pa­tion Agree­ment (JPA) and an FAA grant that will pro­vide fund­ing for an Air­port Safe­ty Man­age­ment System.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to accept the FDOT Sup­ple­men­tal Joint Par­tic­i­pa­tion Agree­ment and the FDOT Grant, and autho­riza­tion for the Board Chair­man or his designee to exe­cute the required doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. FY 2013 Oper­at­ing and Cap­i­tal Budget

This item pro­vides for Board approval of the Fis­cal Year 2013 Oper­at­ing and Cap­i­tal Budget.

A draft of the FY2013 bud­get was pre­sent­ed to the Board at the August 23, 2011 Board meet­ing and dis­cussed in detail at the Sep­tem­ber 12, 2012 Board Work­shop. The FY 2013 Oper­at­ing and Cap­i­tal Bud­get includes oper­at­ing rev­enues of $11,822,000 with oper­at­ing expens­es of $7,836,100. The bud­get incor­po­rates the debt ser­vice require­ments for prin­ci­pal and inter­est pay­ments of 3,089,500 for the two SIB loans, along with pas­sen­ger facil­i­ty charges of $1,721,000 leav­ing a net require­ment from air­port rev­enues of $1,368,500.

The remain­ing net rev­enues avail­able for the Cap­i­tal Pro­gram and reserve accounts are $1,069,750. The cap­i­tal require­ment for the FY 2013 bud­get is $562,500 leav­ing $504,550 avail­able for reserve accounts. The bud­get con­tains a 6.5% increase in oper­at­ing expens­es over the esti­mat­ed FY 2012 expense bud­get, and an 11.2% increase in oper­at­ing rev­enues for the same period.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to pass a Res­o­lu­tion approv­ing the FY 2013 Oper­at­ing and Cap­i­tal Bud­get. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. ZHA Task Order – Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS) and Mit­i­ga­tion Mon­i­tor­ing for Fis­cal Year 2013

This item pro­vides for Board approval of a task order to ZHA as the airport’s con­tin­u­ing engi­neer­ing con­sul­tant to per­form the required envi­ron­men­tal mit­i­ga­tion work for the airport’s 9,600 acre mit­i­ga­tion site.

In accor­dance with the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion WRP Per­mit, the air­port is required to pro­vide qual­i­fied mit­i­ga­tion super­vi­sion to over­see all aspects of mit­i­ga­tion site imple­men­ta­tion, man­age­ment and cor­rec­tive actions and mit­i­ga­tion mon­i­tor­ing. The per­mit requires con­tin­u­ous inspec­tion pres­ence on-site to mon­i­tor mit­i­ga­tion activities.

In the past, the costs asso­ci­at­ed with these ser­vices have been cap­i­tal­ized as a cost of the over­all air­port relo­ca­tion project. In the future, all the costs will rep­re­sent an annu­al oper­at­ing expense with the excep­tion of the annu­al mit­i­ga­tion devel­op­ment projects which will con­tin­ue to be capitalized.

Work to be per­formed under this task order includes the ongo­ing qual­i­fied mit­i­ga­tion super­vi­sion, annu­al mit­i­ga­tion mon­i­tor­ing, an annu­al mit­i­ga­tion mon­i­tor­ing report, an annu­al progress report and con­struc­tion admin­is­tra­tion asso­ci­at­ed with the Mit­i­ga­tion Devel­op­ment Phase #6 cap­i­tal project.

The total cost for per­form­ing these ser­vices under this task order is $367,250, of which $272,500 is con­tained in the FY 2013 Oper­at­ing Expense Bud­get and $95,000 in the FY 2013 Cap­i­tal Budget.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the Qual­i­fied Mit­i­ga­tion Super­vi­sion and Mit­i­ga­tion Mon­i­tor­ing Task Order with ZHA for Fis­cal Year 2013 and approval 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.

c. ZHA Task Order – Stormwa­ter Sys­tem Aug­men­ta­tion Project Con­struc­tion Admin­is­tra­tion Services

This item pro­vides for Board approval of a task order to ZHA as the airport’s con­tin­u­ing engi­neer­ing con­sul­tant to per­form con­struc­tion admin­is­tra­tion ser­vices dur­ing the con­struc­tion of the stormwa­ter sys­tem aug­men­ta­tion project award­ed to Phoenix Construction.

In May 2012, the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion and the air­port agreed to Con­sent Order #3 which stip­u­lat­ed a num­ber of cor­rec­tive actions. A por­tion of the cor­rec­tive actions required an assess­ment and restora­tion plan for Mor­rell and Kel­ly Branch­es and the two areas north of John­ny Reaver Road. Addi­tion­al­ly, the order required a reduc­tion of water veloc­i­ty at the dis­charge points off site. As a result of this effort, an aug­men­ta­tion project for the exist­ing stormwa­ter man­age­ment sys­tem was devel­oped. The stormwa­ter sys­tem aug­men­ta­tion project was designed, bid and award­ed to Phoenix Construction.

This task order pro­vides the nec­es­sary ser­vices to rep­re­sent the air­port dur­ing con­struc­tion of the stormwa­ter sys­tem aug­men­ta­tion project. These include a full range of con­struc­tion admin­is­tra­tion ser­vices, inspec­tions, test­ing and sur­vey­ing, project close out and meetings.

The total cost of this task order is $76,000 and is con­tained in the Stormwa­ter Sys­tem Aug­men­ta­tion Project in the airport’s cap­i­tal budget.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve the task order with ZHA for the Stormwa­ter Sys­tem Aug­men­ta­tion Project Con­struc­tion Admin­is­tra­tion Ser­vices and approval 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.

d. ZHA Task Order – USACOE Require­ments Relat­ed to FDEP Con­sent Order #3

This item pro­vides for Board approval of a task order to ZHA as the airport’s con­tin­u­ing engi­neer­ing con­sul­tant to per­form the ser­vices to inter­face with the Unit­ed States Corp of Engi­neers (USACOE) to define the scope and pre­pare text for the instru­ment of agree­ment between the air­port and the USACOE relat­ed to FDEP Con­sent Order #3.

The Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion (FDEP) and the air­port have exe­cut­ed Con­sent Order #3. One of the require­ments of the con­sent order is to per­form assess­ments and devel­op restora­tion plans for Mor­rell Branch, Kel­ly Branch, two areas north of John­ny Reaver Road and reduce dis­charge veloc­i­ty off site. In addi­tion, the USACOE has deter­mined that an agree­ment between the air­port and the USACOE will be required to accept the improve­ments pro­posed to aug­ment the stormwa­ter man­age­ment sys­tem and final­ize the scope of restora­tion to Mor­rell and Kel­ly Branch­es and the two areas north of John­ny Reaver Road.

The total cost for this task order is $83,864 and funds are avail­able to cov­er the cost of this work.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the task order with ZHA for the require­ments relat­ed to Con­sent Order #3 and approval 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.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:30 a.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary John Pilch­er, Chairman