September 2013 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., Sep­tem­ber 25, 2013 in the Air­port Board Room by Chair­man Pilcher.

The Invo­ca­tion was giv­en by Ms. Pat­ty Mitchell.

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, Mr. Russ Math­is and Mr. Del Lee.

Approval of Minutes:

The August 28, 2013 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed the activ­i­ty report. Ms. Hen­der­son pre­sent­ed and reviewed the finan­cial report.

Con­sent Agenda:

a. Con­tract Assign­ment – RW Arm­strong to CHA Con­sult­ing, Inc.

This item pro­vides for Board con­sent for the con­tract for Pro­fes­sion­al Ser­vices between the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict and RW Arm­strong to be assigned to CHA Con­sult­ing, Inc.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve the con­sent of the con­tract assign­ment and autho­riza­tion for the Board Chair­man or his designee to exe­cute the Con­sent to Assign­ment of Con­tracts with CHA Con­sult­ing, Inc. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Autho­riza­tion to Offer Legal Ben­e­fit to Employees

This item pro­vides for Board con­sid­er­a­tion of a legal ser­vices provider to be offered to staff at no addi­tion­al cost to the District.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion not to approve offer­ing Legal­Shield legal ben­e­fits to employ­ees. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Approve Sky­tank­ing USA 2014 Budget

This item pro­vides for Board approval of the 2014 Oper­at­ing and Main­te­nance Bud­get for Sky­tank­ing USA.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the Sky­tank­ing USA 2014 O&M bud­get as pre­sent­ed. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. FY 2014 Oper­at­ing and Cap­i­tal Budget

This item pro­vides for Board approval of the Fis­cal Year 2014 Oper­at­ing and Cap­i­tal Budget.

A draft of the FY2014 bud­get was pro­vid­ed to the Board and dis­cussed in detail at the Sep­tem­ber 11, 2013 Board Work­shop. The FY 2014 Oper­at­ing and Cap­i­tal Bud­get includes oper­at­ing rev­enues of $11,738,154 with oper­at­ing expens­es of $8,023,889.

The bud­get incor­po­rates the debt ser­vice require­ments for prin­ci­pal and inter­est pay­ments of 3,089,600 for the two SIB loans, along with pas­sen­ger facil­i­ty charges of $1,606,592 leav­ing a net require­ment from air­port rev­enues of $1,483,008.

The remain­ing net rev­enues avail­able for the cap­i­tal pro­gram and reserve accounts are

$1,064,312. The bud­get con­tains a 14% increase in oper­at­ing expens­es over the esti­mat­ed FY 2013 expense bud­get, and a 3.4% increase in oper­at­ing rev­enues for the same period.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve the FY 2014 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Award Bid for Mit­i­ga­tion Imple­men­ta­tion Services

This item pro­vides for Board award of a con­tract to pro­vide Mit­i­ga­tion Imple­men­ta­tion Ser­vices for more than 9,000 acres south of the air­port site.

In August 2013, the Air­port solicit­ed indi­vid­ual bids for mit­i­ga­tion ser­vices for the fol­low­ing categories:

Bid 1 – Pre­scribed Burn­ing Bid 2 – Lon­gleaf Pine Planting

Bid 3 – Hyr­dro­log­i­cal Restoration

In response to the request, two com­pa­nies sub­mit­ted bids, St. Joe Tim­ber­land Com­pa­ny and Wild­lands Fire Ser­vices, Inc. Based on the bids sub­mit­ted, the low bid­ders for the base quan­ti­ty of each cat­e­go­ry are as follows:

This mit­i­ga­tion work is being fund­ed thru a mul­ti-year FAA grant which cov­ers the cost of the bid solic­i­ta­tion, the QMS ser­vices pre­vi­ous­ly approved at the August Board meet­ing, the imple­men­ta­tion costs award­ed thru the bid solic­i­ta­tion, and a con­tin­gency. The grant is for $976,000 annually.

As the annu­al costs of the bids were well under the avail­able funds, staff rec­om­mend­ed that bid alter­nates be uti­lized to increase the mit­i­ga­tion activ­i­ties includ­ing increased burn­ing, plant­i­ng of wire­grass and exot­ic species erad­i­ca­tion. It was deter­mined that giv­en the avail­able fund­ing, the use of bid alter­na­tives would max­i­mize the mit­i­ga­tion impact.

Despite the fact that St. Joe Tim­ber­land pro­vid­ed a low­er Bid 1 for the base amount of Pre­scribed Burn­ing, the price dif­fer­en­tial in the alter­nates would make Wild­lands Fire Ser­vice the more cost effec­tive selec­tion for award of the three bids.

Based on the ben­e­fit of award­ing the base bids and alter­na­tives to one com­pa­ny, staff rec­om­mend­ed award­ing all three con­tracts to the Wild­lands Fire Ser­vices as follows:

Total of Con­tracts 1 – 3 (includ­ing alter­nates) $1,657,300

This mit­i­ga­tion work will be 90% fund­ed by an FAA grant and 5% by an FDOT grant with the remain­ing 5% fund­ed by the Dis­trict in the FY2014 Air­port Oper­at­ing Budget.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve award of the three con­tracts to Wild­lands Fire Ser­vice for Pre­scribed Burn­ing, Lon­gleaf Pine Plant­i­ng and Hydro­log­i­cal Restora­tion, includ­ing alter­nates, in the amount of $1,657,300, 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.

c. ZHA Task Order – Water Qual­i­ty Mon­i­tor­ing Fall 2013 and Spring 2014

This item pro­vides for Board approval of a Task Order to ZHA to per­form the required Water Qual­i­ty Mon­i­tor­ing ser­vices as required under the airport’s envi­ron­men­tal permits.

In accor­dance with FDEP WRP Per­mit #03 – 0212186-004-DF, USACOE 404 Per­mit SAJ-2001- 5264-IP-GAH, and the Con­struc­tion and Post Devel­op­ment Water/​Sediment Qual­i­ty and Bio­log­i­cal Mon­i­tor­ing Plan, the air­port is required to con­duct water, sed­i­ment and bio­log­i­cal mon­i­tor­ing twice a year for a six year peri­od fol­low­ing con­struc­tion. FDEP Con­sent Order #3 deter­mined the post con­struc­tion date would be the date that the final stormwa­ter cer­ti­fi­ca­tion for the entrance road was sub­mit­ted and accept­ed, there­fore, the effec­tive date is May 25, 2012.

Approval of this task order ini­ti­ates the sec­ond year of mon­i­tor­ing and will allow the air­port to main­tain com­pli­ance with per­mit require­ments for Water Qual­i­ty Mon­i­tor­ing. The total cost of this task order is $55,000. Fund­ing for this task order is con­tained in the FY2014 Oper­at­ing Expense Budget.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the task order with ZHA for Water Qual­i­ty Mon­i­tor­ing and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review by legal coun­sel. Mr.

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

Exec­u­tive Direc­tor Reports:

Wound­ed War­rior Retreat: Mr. McClel­lan updat­ed the Board regard­ing the airport’s par­tic­i­pa­tion with the sol­diers trav­el­ing through the air­port as part of the fall 2013 Wound­ed War­rior Retreat.

US Trav­el Round­table: Mr. McClel­lan updat­ed the Board regard­ing the airport’s recent par­tic­i­pa­tion in a round­table dis­cus­sion regard­ing tourism and region­al trav­el which includ­ed dis­cus­sion with Con­gress­man Steve Southerland.

Cov­ered Park­ing Project Update: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of con­struc­tion of the new cov­ered park­ing lot, which is expect­ed to be com­plet­ed lat­er this year.

Air Traf­fic Con­trol Tow­er Con­tract Pro­gram: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of the ATCT Con­tract Program.

Oth­er Business:

Chair­man Pilch­er addressed the Board regard­ing the upcom­ing trip to Ger­many with the Bay Eco­nom­ic Devel­op­ment Alliance to mar­ket the north­west Flori­da region, specif­i­cal­ly whether or not the Board want­ed to send the Exec­u­tive Direc­tor to par­tic­i­pate in those mar­ket­ing and busi­ness devel­op­ment efforts.

Vice Chair­man Till Bruett and Board Mem­ber Dawn Moliter­no both agreed that mar­ket­ing this region was impor­tant and would sup­port send­ing Mr. McClel­lan to Ger­many with EDA to par­tic­i­pate, pro­vid­ed that the total trav­el expens­es did not exceed $5,000.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to send Mr. McClel­lan to Ger­many with the EDA and to fund the expense for trav­el at an amount not to exceed $5,000. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed 3 to 1 with Chair­man Pilch­er opposing.

Pub­lic Comments:

Mr. David Camper­man with the Sci­ence and Dis­cov­ery Cen­ter addressed the Board regard­ing a dona­tion for stu­dents par­tic­i­pat­ing in the First Lego League

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:45 a.m.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary John Pilch­er, Chairman