MEET­ING MINUTES

PANA­MA CITY – BAY COUN­TY AIR­PORT AND INDUS­TRI­AL DISTRICT

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MEET­ING MINUTES

PANA­MA CITY – BAY COUN­TY AIR­PORT AND INDUS­TRI­AL DISTRICT

_____________________________________________________________________________________

Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., Sep­tem­ber 22, 2021 by Chair Glen McDonald. 

The Invo­ca­tion was giv­en by Vice Chair Hol­ly Melzer.

The Pledge of Alle­giance was led by Chair McDonald.

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

Chair McDon­ald asked if there were any Pub­lic Com­ments. Good­will Big Bend Vice Chair Steve Roden and mem­bers of their Board called in vir­tu­al­ly to thank the ECP Board for the 10-year rela­tion­ship where 17 employ­ees with dis­abil­i­ties have been allowed to work at the Air­port. They expressed their grat­i­tude for ECP sup­port­ing employ­ees with hand­i­caps, for sup­port­ing our com­mu­ni­ty, and for sup­port­ing their mis­sion. Chair McDon­ald thanked them for sup­port­ing our Air­port and thanked them for the job they do.

An Amend­ed Agen­da was pre­sent­ed to the Board. Chair McDon­ald asked if there were any Items on the Amend­ed Agen­da, includ­ing the Con­sent Agen­da, that any Board mem­ber would like to move, and if not, to make a motion to accept the Amend­ed Agenda.

Vice Chair Hol­ly Melz­er made a motion to accept the Amend­ed Agen­da, and May­or Mark Shel­don 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 August 2021 exceed­ed all oth­er pre­vi­ous years for August, but the pas­sen­ger counts are slow­ing down giv­ing every­one a breather from the busy summer.

Mrs. Dar­lene Gor­don pre­sent­ed the Finan­cial Reports. May­or Shel­don con­grat­u­lat­ed Staff for being far ahead in rev­enue and under in expens­es and per­son­nel. May­or Shel­don added that Staff was a great asset to the Air­port, and that Staff should be com­mend­ed for a tremen­dous job.

Con­sent Agenda:

  1. Board Meet­ing Min­utes – August 25, 2021

This Item pro­vid­ed for Board approval of the August 25, 2021 Board Meet­ing Minutes.

  1. Board Bud­get Work­shop Min­utes – Sep­tem­ber 1, 2021

This Item pro­vid­ed for Board approval of the Sep­tem­ber 1, 2021 Board Bud­get Work­shop Minutes.

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  1. Rat­i­fi­ca­tion of Con­tract with Pio­neer Pro­duc­tion Ser­vices, LLC 

This Item pro­vid­ed for Board rat­i­fi­ca­tion of the Con­tract between Pio­neer Pro­duc­tion Ser­vices, LLC and North­west Flori­da Beach­es Inter­na­tion­al Air­port (The Air­port) for a short-form doc­u­men­tary series 

(VIEW­POINT) to be dis­trib­uted to Pub­lic Tele­vi­sion sta­tions in all 50 states.

Pio­neer Pro­duc­tion Ser­vices con­tact­ed Staff propos­ing the pro­duc­tion of one (1) 3 – 5‑minute edu­ca­tion­al seg­ment (VIEW­POINT), a stand­alone short-form doc­u­men­tary for dis­tri­b­u­tion to Pub­lic Television 

sta­tions (esti­mat­ed reach for one year is 60 mil­lion house­holds), with VIEW­POINT host, Den­nis Quaid.

VIEW­POINT will main­tain edi­to­r­i­al con­trol for the series for­mat fol­low­ing Pub­lic TV Stan­dards and will adhere to guide­lines for Pub­lic Television’s offi­cial prac­tices. The Air­port agrees to be a con­tent expert for VIEW­POINT and under­stands that the for­mat of the seg­ment is non-com­mer­cial and strict­ly edu­ca­tion­al in nature. 

The prod­ucts asso­ci­at­ed with this con­tract will pro­vide the Air­port with addi­tion­al tools to enhance our mar­ket­ing efforts and in addi­tion pro­vide us with the nation­al out­reach which is a goal of the Air­port. The pro­duc­tion will include our pas­sen­ger, busi­ness and edu­ca­tion focused efforts to enhance the Air­port and the Region.

There are no fees asso­ci­at­ed with the Pub­lic Tele­vi­sion por­tion of the project. A $28,000 fee cov­ers the val­ue-added pro­duc­tion and dis­tri­b­u­tion ser­vices as follows:

  • One (1) broad­cast 5 – 6‑minute edu­ca­tion­al doc­u­men­tary pro­file with expan­sive and detailed infor­ma­tion doc­u­ment­ing the issues and edu­ca­tion­al mes­sage that are applic­a­ble to the Air­port tar­get audi­ence. It will be pro­duced and edit­ed on dig­i­tal HD media with an edu­ca­tion­al and infor­ma­tion­al for­mat, designed to pro­mote the Airport’s edu­ca­tion­al mes­sage with­in the con­text of the fea­ture sto­ry line. Pro­duc­tion will include inter­views, nar­ra­tion, program/​set design, script writ­ing, videog­ra­phy, graph­ics, music, edit­ing, high-end com­put­er-gen­er­at­ed graph­ics, and 2‑D ani­ma­tion and/​or graph­ics of the Air­port logo, phone num­ber, and website.
  • One (1) high end one-minute edu­ca­tion­al com­mer­cial seg­ment used for net­work distribution.
  • Dig­i­tized seg­ments into files for stream­ing on ifly​beach​es​.com and deliv­ered in a for­mat for stream­ing on social media sites, as well as design and gen­er­ate an email cam­paign to the Air­port nar­row­cast­er audi­ence send­ing up to 1,000,000 video emails from VIEWPOINT’s email database.

Staff rec­om­mend­ed Board rat­i­fy the Con­tract with Pio­neer Pro­duc­tion Ser­vices, LLC in an amount not to exceed $28,000.

  1. Approve Updat­ed Tem­po­rary COVID-19 Leave Pol­i­cy (moved to Busi­ness Agen­da)

Mr. James John­son 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:

  1. Approve New Air­line-Air­port Use and Lease Agreement

This Item pro­vid­ed for the Board’s approval of the new Air­line-Air­port Use and Lease Agree­ment for the sig­na­to­ry air car­ri­ers serv­ing the air­port effec­tive Octo­ber 1, 2021.

On May 17, 2010, the Air­port entered into an agree­ment with pas­sen­ger air car­ri­ers estab­lish­ing an inter­im sig­na­to­ry agree­ment to oper­ate at the new air­port and estab­lish rates and charges that the air 

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car­ri­ers would pay. These rates and charges were based on the old rates paid at the old air­port. At the 

Sep­tem­ber 28, 2011 month­ly meet­ing, the Board approved new adjust­ed rates and charges based on the busi­ness mod­el being nego­ti­at­ed with the air car­ri­ers. On March 28, 2012, the Board approved an Air­line-Air­port Use and Lease Agree­ment effec­tive from Octo­ber 1, 2011 through Sep­tem­ber 30, 2015.

On Sep­tem­ber 23, 2015, the Air­port and the sig­na­to­ry air­lines entered into anoth­er 5‑year agree­ment under sim­i­lar terms and con­di­tions as the pre­vi­ous one. Changes includ­ed giv­ing the Air­port the abil­i­ty to build a cap­i­tal reserve and made oth­er account­ing updates based on the his­toric per­for­mance of the 

Dis­trict. This agree­ment was for a five-year term end­ing Sep­tem­ber 30, 2020.

As a result of the Pan­dem­ic in ear­ly 2020, it was agreed by the Dis­trict and the sig­na­to­ry air­lines, which include Amer­i­can Air­lines, Delta Air Lines, South­west Air­lines, and Unit­ed Air­lines, that the cur­rent 2015 Agree­ment would be extend­ed for 6 months with an option for an addi­tion­al 6 months. This exten­sion was due to the many unknowns asso­ci­at­ed with the Pan­dem­ic. The cur­rent agree­ment expires Sep­tem­ber 30, 2021.

The frame­work of the Agree­ments, both the cur­rent and the pro­posed, entail charg­ing two basic rates, one for the land­ing fee and one for the ter­mi­nal rental rate. The land­ing fee rate rep­re­sents the total costs asso­ci­at­ed with the air­field cost cen­ter and includes all oper­at­ing and main­te­nance costs along with debt ser­vice costs for con­struct­ing the air­field, and it is cal­cu­lat­ed based on total costs divid­ed by the total land­ed weight of the air­lines in the fis­cal year. The ter­mi­nal rental rate includes both the debt ser­vice and oper­at­ing and main­te­nance costs in the Ter­mi­nal com­plex cost cen­ter and is based on a rentable square foot cal­cu­la­tion. The agree­ments are hybrid-type, which cal­cu­late the Ter­mi­nal rate uti­liz­ing com­pen­sato­ry method­ol­o­gy and the land­ing fee uti­liz­ing resid­ual method­ol­o­gy. This busi­ness frame­work also calls for a set­tle­ment and rev­enue shar­ing pro­gram with the air­lines. Each year when the annu­al audit is com­plet­ed, the rental rate and land­ing fee are recal­cu­lat­ed based on actu­al num­bers rather than bud­get­ed ones, after which time the Air­port either refunds or bills the air­lines for the dif­fer­ence in what was paid and what should have been paid (the set­tle­ment). Addi­tion­al­ly, the rev­enue shar­ing cal­cu­la­tion is deter­mined based on excess rev­enues over expens­es after all oper­at­ing expens­es, cap­i­tal equip­ment, cap­i­tal reserves and annu­al debt ser­vice have been paid. The air­lines receive half of the excess rev­enues remain­ing after con­trac­tu­al deduc­tions have been made.

The pro­posed 2021 Air­line-Air­port Use and Lease Agree­ment is a 3‑year term rather than a 5‑year term at the air­lines’ request, and it offers two 2‑year options. The term of this Agree­ment has an effec­tive date of Octo­ber 1, 2021 and expires on Sep­tem­ber 30, 2024, if no options are exer­cised. The options require that both the Dis­trict and the major­i­ty of the sig­na­to­ry air­lines agree to exer­cise an option in order to extend. The sig­nif­i­cant changes in the Agree­ment include the elim­i­na­tion of the cap­i­tal reserve con­tri­bu­tion, the estab­lish­ment of overnight fees, adding a non-sig­na­to­ry pre­mi­um to rental rates and land­ing fees, the amor­ti­za­tion of projects fund­ed by the Air­port greater than $150,000 over the life of the asset, and com­mon use bag­gage claim. The pro­posed Agree­ment is mutu­al­ly ben­e­fi­cial to both the Air­port and the air­lines and rec­og­nizes the suc­cess of the Air­port and the part­ner­ship with the airlines.

The air­lines that will be sig­na­to­ry to this Agree­ment are Amer­i­can, Delta, South­west and Unit­ed. As the Air­port con­tin­ues to grow, addi­tion­al air­lines can become sig­na­to­ry and are encour­aged to do so. Air­lines that do not become a sig­na­to­ry are con­sid­ered non-sig­na­to­ry, and they do not gain the ben­e­fits of this Agree­ment, the most impor­tant of which are rev­enue shar­ing, set­tle­ment and no non-sig­na­to­ry pre­mi­um on rates and fees. 

Approval of this Agree­ment pro­vides the basis in deter­min­ing air­line rates and charges on an annu­al basis for the bud­get process.

Chair McDon­ald com­mend­ed Staff for the excel­lent job and many hours spent debat­ing issues with the air­lines to reach this agreement.

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Staff rec­om­mend­ed that the Board approve the new air­line agree­ment and autho­rize the Board Chair to 

exe­cute all doc­u­ments. Amer­i­can, Delta, South­west and Unit­ed have all agreed to exe­cute this Agreement.

May­or Shel­don made a motion to approve the New Air­line-Air­port Use and Lease Agree­ment, and Mr. John­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

  1. Approve FY 2022 Oper­at­ing & Cap­i­tal Budget

This Item pre­sent­ed the Fis­cal Year 2022 Oper­at­ing & Cap­i­tal Bud­get to the Board for adoption.

The FY 2022 Oper­at­ing & Cap­i­tal Bud­get includes oper­at­ing rev­enues of $15,215,002 and oper­at­ing expens­es of $10,459,885. The bud­get incor­po­rates the debt ser­vice require­ments for prin­ci­pal and inter­est pay­ments of $2,614,217 for the two SIB loans which is off­set with fund­ing from pas­sen­ger facil­i­ty charges of $1,359,393 and COVID-19 grant funds of $1,254,824, result­ing in no net require­ment from air­port oper­at­ing rev­enues for the pay­ment of debt ser­vice. Also includ­ed is the use of COVID-19 grant funds for $750,000 of oper­at­ing expens­es and $5,845,211 for cap­i­tal expenditures.

The FY 2022 Oper­at­ing & Cap­i­tal Bud­get was pre­sent­ed to the sig­na­to­ry air car­ri­ers and dis­cussed at the Air­line-Air­port Affairs Com­mit­tee Meet­ing on August 11, 2021. The air car­ri­ers reviewed the Rates and Charges cal­cu­la­tions for FY 2022 along with the pro­posed Oper­at­ing & Cap­i­tal Bud­get. The air­lines request­ed that the Air­port review expens­es for pos­si­ble sav­ings. As a result of the review, Staff adjust­ed the hire dates of some new­ly added posi­tions in order to trim costs. 

A Board Bud­get Work­shop was held on Sep­tem­ber 1, 2021, where the Bud­get was reviewed in detail. It should be not­ed the rental rate is slight­ly low­er than pre­sent­ed at the Work­shop. The high­lights of the bud­get include:

Over­all rev­enues increased by $3,120,719, or 25.8%, over the FY 2021 Bud­get due pri­mar­i­ly to addi­tion­al air­line land­ing fees and ter­mi­nal rents, high­er con­ces­sion fees includ­ing rental cars, retail, food & bev­er­age, and increased park­ing rev­enue; Per­son­nel costs increased by $726,387, or 14.9%, over FY 2021 Bud­get, which includes the addi­tion of six new posi­tions (of which four are only par­tial­ly fund­ed for the year), and an increase to base pay of 5.0%, to all con­tract and non-con­tract employ­ees, which will off­set the cur­rent CPI rate of 5.4%; Total oper­at­ing expens­es bud­get­ed reflect a $1,273,213, or 13.9%, increase from the pri­or year’s bud­get; and Rates and Charges are as follows:

Ter­mi­nal Rental Rate increased $61.06 to $61.65 per square foot

Land­ing Fee decreased from $4.50 to $3.39 per 1,000 pounds

Sig­na­to­ry Cost per Enplane­ment decreased from $12.26 to $5.62

Approval of the pro­posed bud­get pre­sent­ed will also include autho­riza­tion for the following:

  • Cap­i­tal Equip­ment Schedule 
  • Cap­i­tal Expen­di­tures (Projects) Schedule
  • Staffing Lev­els and Pay Range Adjust­ments (all employ­ees, con­tract and non-contract)
  • Renew­al of Prop­er­ty and Casu­al­ty Insurance 
  • Main­tain­ing the fuel flowage fee at $.04 per gallon
  • T‑Hangar rental rate for new tenants:
  • Small — $451.53
  • Medi­um — $610.14
  • Large – $844.19

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  • Land Rental rate of $0.38 per square foot
  • Grad­u­at­ed Ground Trans­porta­tion Rate Adjust­ment to Pre-COVID amount begin­ning in Novem­ber 2021 through June 2022, at which time the rate will return to $135 per month.

The FY 2022 Oper­at­ing & Cap­i­tal Bud­get con­tains a 25.8% increase in oper­at­ing rev­enues over the FY 2021 Bud­get and a 13.9% increase in oper­at­ing expens­es for the same peri­od. This Bud­get pro­duces $3,173,281 in net remain­ing rev­enues avail­able after rev­enue shar­ing that may be used for fund­ing the cap­i­tal pro­gram and increas­ing reserves. 

Mr. McClel­lan informed the Board that the eco­nom­ic devel­op­ment projects still alive include: The Avi­a­tion Cen­ter of Excel­lence (Project Gator, Project Venus, Project Ace, and Project Good­wrench); he described an overview of the Ter­mi­nal Expan­sion con­cepts; and Ms. Gor­don report­ed on our plans for using COVID Grants.

Staff rec­om­mend­ed Board approval of the FY 2022 Oper­at­ing & Cap­i­tal Bud­get and autho­riza­tion for the Board Chair to exe­cute the Res­o­lu­tion adopt­ing the budget.

Mr. John­son made a motion to approve FY 2022 Oper­at­ing & Cap­i­tal Bud­get and Exe­cute the Res­o­lu­tion Adopt­ing the Bud­get, and Mr. Will Cramer sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

  1. Accept Selec­tion Com­mit­tee Rec­om­men­da­tion – Adver­tis­ing, Mar­ket­ing and Pub­lic Rela­tions Ser­vices and Award Contract

This Item pro­vid­ed for Board accep­tance of the Mar­ket­ing Ser­vices Selec­tion Com­mit­tee for the Adver­tis­ing, Mar­ket­ing and Pub­lic Rela­tions Ser­vices for the North­west Flori­da Beach­es Inter­na­tion­al Airport.

On August 4, 2021 the Air­port issued a Request for Pro­pos­als (RFP) for Adver­tis­ing, Mar­ket­ing and Pub­lic Rela­tions Ser­vices for the North­west Flori­da Beach­es Inter­na­tion­al Air­port. The con­tract is a three-year non-exclu­sive con­tract with the option to extend for an addi­tion­al two years, sub­ject to annu­al review and approval by the District.

Although, two com­pa­nies par­tic­i­pat­ed on the Pre-Pro­pos­al Non-Manda­to­ry Zoom Meet­ing on August 12, 2021, and two oth­ers emailed inquiries regard­ing the RFP and were direct­ed to the Busi­ness Oppor­tu­ni­ties page on ifly​beach​es​.com, The Moore Agency was the only com­pa­ny that sub­mit­ted a pro­pos­al for the Sep­tem­ber 8, 2021 due date. 

A Mar­ket­ing Ser­vices Selec­tion Com­mit­tee was estab­lished to review the sub­mit­tal, and includ­ed the fol­low­ing per­sons: Jason Cut­shaw, Park­er McClel­lan, Richard McConnell and Dar­lene Nel­son. The Com­mit­tee less Richard McConnell met on Sep­tem­ber 15, 2021 and reviewed the sub­mit­tal for com­pli­ance with sub­mis­sion instruc­tions, as well as pre­sen­ta­tion, form and content.

The Com­mit­tee mem­bers were pro­vid­ed a copy of the firm’s sub­mit­tal for review and com­ment. The com­ments includ­ed dis­cus­sion of over­all pre­sen­ta­tion design, pre­vi­ous air­port expe­ri­ence, expe­ri­ence with print, dig­i­tal and social media mar­ket­ing and mon­i­tor­ing, web design and con­tent, and oth­er relat­ed items. 

After review and dis­cus­sion by the Com­mit­tee, the Com­mit­tee deter­mined that The Moore Agency pro­vid­ed a pro­pos­al that met the needs of the Air­port. The Com­mit­tee rec­om­mend­ed award­ing the con­tract for Adver­tis­ing, Mar­ket­ing and Pub­lic Rela­tions Ser­vices to The Moore Agency; how­ev­er, should the Board desire to review their pre­sen­ta­tion, an invi­ta­tion to pro­vide a pre­sen­ta­tion at the Octo­ber 20, 2021 Board Meet­ing will be extend­ed to the firm. 

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The retain­er for this Con­tract will remain at $98,400 annu­al­ly or $8,200/month. The expens­es for 

con­tin­ued mar­ket­ing ser­vices has been pro­grammed in the FY22 Bud­get and will be pro­grammed in 

future bud­gets. Staff rec­om­mend­ed the Board Accept the Com­mit­tee rec­om­men­da­tion to award the Adver­tis­ing, Mar­ket­ing and Pub­lic Rela­tions Ser­vices Con­tract to The Moore Agency.

Mr. Jason Cut­shaw com­ment­ed that tourism mar­ket­ing is key in our area, and said he felt it was para­mount that the Adver­tis­ing, Mar­ket­ing and Pub­lic Rela­tions Ser­vices Agency see the vision of the com­pa­ny, the long-term plan, and the strate­gic goals of the orga­ni­za­tion, which he believed was obvi­ous in The Moore Agency’s pro­pos­al. Mr. Cut­shaw added that he enjoys their local cam­paigns, they have been doing a good job, and that user-gen­er­at­ed con­tent is very pop­u­lar now and they seem to be trend­ing and have a pulse on that real­ly well.

Mr. Cramer made a motion to accept the Selec­tion Com­mit­tee Rec­om­men­da­tion – Adver­tis­ing, Mar­ket­ing and Pub­lic Rela­tions Ser­vices and Award Con­tract to The Moore Agency, and 

Mr. McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

  1. Approve One-Year Exten­sion on Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc. – Jan­i­to­r­i­al Ser­vices Contract

This Item pro­vid­ed for Board approval of a one-year exten­sion to a con­tract with Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc., known as RESPECT of Flori­da (Respect) with Good­will Indus­tries – Big Bend, Inc. (Good­will) as the ser­vice provider for jan­i­to­r­i­al ser­vices at the North­west Flori­da Beach­es Inter­na­tion­al Airport.

In Sep­tem­ber 2010, the Board award­ed a con­tract for jan­i­to­r­i­al ser­vices at the Air­port with Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc., (RESPECT of Flori­da). The ini­tial term of the con­tract was for a five-year term and expired on Sep­tem­ber 30, 2015.

In 2015, the Board award­ed a con­tract with Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc., (RESPECT of Flori­da) for a term of five addi­tion­al years with annu­al approvals of fees as part of the annu­al bud­getary process.

Respect of Flori­da was estab­lished in 1974 by the Flori­da Leg­is­la­ture as a 501©3 non-prof­it orga­ni­za­tion to admin­is­ter Florida’s State Use Pro­gram under guid­ance of Flori­da Depart­ment of Man­age­ment Ser­vices. The goal of Respect is to cre­ate employ­ment oppor­tu­ni­ties for blind and per­sons with dis­abil­i­ties to achieve per­son­al inde­pen­dence though use­ful, pro­duc­tive and gain­ful employ­ment. The State Use Pro­gram allows exempt gov­ern­men­tal enti­ties from hav­ing to obtain infor­mal quotes and the com­pet­i­tive solic­i­ta­tion process.

Under the terms of the con­tract, RESPECT will fur­nish all ser­vices, labor, mate­ri­als, equip­ment, tools, insur­ance, per­mits, fees and sup­plies nec­es­sary to per­form the scope of ser­vices detailed in the contract.

As we review the ever-chang­ing envi­ron­ment that exists at the Air­port today, it was deter­mined it would be in the best inter­est of the Air­port to review the con­tract with Respect and Good­will to ensure the Air­port is receiv­ing the best ser­vice and expect­ed lev­el of cleanliness. 

Over the last sev­er­al months Good­will, as well as many employ­ers around the Region have had a chal­lenge main­tain­ing ade­quate staffing lev­els. Fol­low­ing Hur­ri­cane Michael and the Pan­dem­ic, our Region saw an increase in the labor rate and a lack of qual­i­fied employ­ees. Good­will was no dif­fer­ent and as a result we saw a reduc­tion in the staffing lev­els, which result­ed in a reduced lev­el of service. 

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Fol­low­ing sev­er­al meet­ings between Respect and Staff, it was deter­mined that the best approach moving 

for­ward was to have Respect solic­it bids from oth­er Respect Employ­ment Cen­ters. Three Employ­ment Cen­ters par­tic­i­pat­ed in the site vis­it and two sub­mit­ted respons­es. Respect uti­lized an inter­nal review 

pan­el, reviewed the respons­es, and it was deter­mined the best response was that of Good­will. The Good­will pro­pos­al addressed the wage rate which includ­ed address­ing the increase in the min­i­mum wage and oth­er ser­vice issues dis­cussed dur­ing the solic­i­ta­tion process.

Staff met with Respect and the lead­er­ship of Good­will to address con­cerns of the past sev­er­al months, to ensure the Air­port was going to main­tain its appear­ance and clean­li­ness stan­dards. Good­will assured the Staff and Respect that bud­get was not going to be an issue and they were com­mit­ted to con­tin­u­ing this Con­tract and would ensure the Air­port would con­tin­ue to receive the expect­ed ser­vice and clean­li­ness. Good­will is also part­ner­ing with oth­er Employ­ment Cen­ters includ­ing ARC of the Bay for sup­port and logis­ti­cal services.

Based on the dis­cus­sions with Respect and Good­will, Staff rec­om­mend­ed the Air­port con­tin­ue with its con­trac­tu­al rela­tion­ship with Respect and their sub-con­trac­tor Good­will for an addi­tion­al year for jan­i­to­r­i­al ser­vices at the Air­port. The cost for jan­i­to­r­i­al ser­vices for FY22 is esti­mat­ed to be $862,519, which is a 16% increase over FY21 and the addi­tion of por­tions of the Pub­lic Safe­ty Building.

This cost for the jan­i­to­r­i­al ser­vices pro­vid­ed by RESPECT has been includ­ed in the pro­posed FY22 Air­port Oper­at­ing & Cap­i­tal Budget. 

Staff rec­om­mend­ed the Board approve an exten­sion of the con­tract with Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc., (RESPECT of Flori­da) for a term of one year with annu­al approvals of fees as part of the bud­getary process.

Vice Chair Melz­er made a motion to approve the One-Year Exten­sion on Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc. – Jan­i­to­r­i­al Ser­vices Con­tract, and Mr. Cramer sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

  1. Approve ZHA Task Order #56A – TSA Screen­ing Check­point Expan­sion – Design Services

This Item pro­vid­ed for the Board’s approval of Task Order #56A to ZHA as the Airport’s con­tin­u­ing engi­neer­ing con­sul­tant to per­form required design ser­vices to add a rough­ly 12,000 SF expan­sion with 6,000 SF of new first floor build­ing space to the east of the exist­ing TSA Secu­ri­ty Check­point and 6,000 SF of shell space on the 2nd floor at the Airport.

The Air­port has been expe­ri­enc­ing increased pas­sen­ger traf­fic trend­ing toward Pas­sen­ger Activ­i­ty Lev­el 1 (PAL 1) iden­ti­fied in the recent­ly com­plet­ed Mas­ter Plan Update. Based on these activ­i­ty lev­els, the Air­port has ini­ti­at­ed sev­er­al projects to increase Ter­mi­nal pas­sen­ger capac­i­ty as rec­om­mend­ed in the Mas­ter Plan Update. One such project is the North Con­course Expan­sion Design. 

This pro­posed expan­sion of the TSA Screen­ing Check­point design ser­vices is one of sev­er­al work tasks includ­ed in the North Con­course Expan­sion design project and includes the design of a 12,000 SF two-floor expan­sion (6,000 SF on each floor) and demo­li­tion and ren­o­va­tion of rough­ly 7,100 SF exist­ing fin­ished space. The project intent is to cre­ate a larg­er space for a new­ly con­fig­ured TSA Secu­ri­ty Check­point that will increase the num­ber of scan­ning lanes from three to five. Addi­tion­al­ly, the exist­ing TSA suite will be recon­fig­ured to accom­mo­date the TSA admin­is­tra­tive offices adja­cent to the Check­point. The total TSA Check­point and offices will encom­pass approx­i­mate­ly 13,100 SF. The 2nd floor space will be shell space to accom­mo­date future expan­sion of the Airport’s admin­is­tra­tion offices. The design team will coor­di­nate with TSA to size and locate exist­ing and/​or new screen­ing equip­ment. A phas­ing plan will be devel­oped for con­struct­ing the build­out and to min­i­mize impacts to the facil­i­ty operations. 

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This Task Order will not include bid­ding and award, con­struc­tion admin­is­tra­tion, CEI or mate­ri­als test­ing ser­vices asso­ci­at­ed with the con­struc­tion phase, which will be autho­rized under a sep­a­rate task order.

The over­all cost of this task order is $457,440 and it is con­tained in the FY22 Oper­a­tion & Cap­i­tal Bud­get. This project is also part of an exist­ing State of Flori­da Pub­lic Trans­porta­tion Grant Agree­ment of which fifty (50) per­cent of the task order amount will be reim­bursed to the Airport.

Staff rec­om­mend­ed Board approval of the Task Order for engi­neer­ing con­sult­ing ser­vices as dis­cussed above for the TSA Screen­ing Check­point Expan­sion design services.

Vice Chair Melz­er made a motion to approve ZHA Task Order #56A – TSA Screen­ing Check­point Expan­sion – Design Ser­vices and Mr. Cramer sec­ond­ed the motion. The vote was tak­en and the motion passed unan­i­mous­ly.

  1. Approve Updat­ed Tem­po­rary COVID-19 Leave Policy

This Item pro­vid­ed for Board approval of the Updat­ed Tem­po­rary COVID-19 Leave Policy.

In April 2020, the CARES Act pro­vid­ed for addi­tion­al leave in the event of COVID-19 impacts to employ­ees and their fam­i­lies, through Decem­ber 31, 2020. The impacts of the Pan­dem­ic con­tin­ue to have adverse impacts on our employ­ees and their families.

The Air­port devel­oped a Tem­po­rary COVID-19 Leave Pol­i­cy for employ­ees that were employed for more than 30 days. This Pol­i­cy pro­vid­ed for time off from work with­out charg­ing vaca­tion or sick leave. The employ­ee had to meet the eli­gi­bil­i­ty cri­te­ria and there were numer­ous employ­ees that ben­e­fit­ted from this Pro­gram. The Pro­gram expired in June 30, 2021.

As we moved into the next phase of COVID-19, we have had to adapt to the Delta Vari­ant and oth­er vari­ants, as well as the ever-chang­ing infor­ma­tion available. 

The well-being of our staff is and has been a guid­ing ele­ment as we con­tin­ue to nav­i­gate the Pan­dem­ic. As we reviewed alter­na­tives, it became appar­ent that the mit­i­ga­tion of the effects for COVID-19 may be achieved with the vaccine. 

The deci­sion to get the COVID-19 Vac­cine is a per­son­al one and not to be tak­en light­ly. As we hear of the reports of hos­pi­tal­ized patients and the ratio of vac­ci­nat­ed ver­sus unvac­ci­nat­ed, as well as the health impacts of vac­ci­nat­ed ver­sus unvac­ci­nat­ed, they point toward the vac­cine pro­vid­ing health benefits. 

Based on infor­ma­tion received from our insur­ance car­ri­er, legal coun­sel and oth­ers, Staff pro­posed the fol­low­ing measures:

  • Should an employ­ee test pos­i­tive for COVID-19, they must have a neg­a­tive COVID-19 test pri­or to return­ing to work.
  • Should an employ­ee not have suf­fi­cient unused leave (sick, annu­al or per­son­al) avail­able and they test pos­i­tive for COVID-19, Leave with­out Pay will be autho­rized in accor­dance with the exist­ing Policy.
  • If an employ­ee choos­es to get the COVID-19 Vac­cine, they will not be charged for the time to get the vac­cine and up to one day off, if there are adverse effects from the vaccine.
  • If a COVID-19 vac­ci­nat­ed employ­ee tests pos­i­tive for COVID ‑19, they will not be charged sick or vaca­tion time for an equiv­a­lent of one pay period. 
  • If an employ­ee has cho­sen or choos­es to get a CDC approved vac­cine, the employ­ee will receive a $500 incen­tive. The incen­tive will be issued fol­low­ing proof of com­plete vac­ci­na­tion process, i.e. one or two dos­es depend­ing on the approved dosage. 

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  • The Updat­ed Tem­po­rary COVID-19 Leave Pol­i­cy would expire April 30, 2022, unless amend­ed, extend­ed or rescinded. 

Any finan­cial impacts relat­ed to COVID-19 will be incor­po­rat­ed into the Airport’s Oper­at­ing & Cap­i­tal Bud­get, and CARES Act fund­ing may be request­ed in accor­dance with the Grant Assurances.

Staff rec­om­mend­ed the Board approve the Updat­ed Tem­po­rary COVID-19 Leave Pol­i­cy for the Airport’s 70 employees.

A dis­cus­sion ensued that includ­ed fol­low­ing issues: the incen­tive amount, if the fed­er­al gov­ern­ment was still reim­burs­ing for sick time, if it would help our insur­ance costs, if an employ­ee could not take the vac­cine due to a health-relat­ed rea­son how would they be affect­ed, if we would be dis­crim­i­nat­ing against those who do not want to take the risk of pos­si­ble future long-term effects, and could the incen­tive push per­sons who should not get the vac­cine into get­ting one. 

  • There were motions with lack of seconds.
  • Mr. McClel­lan was asked to con­tin­ue with the exist­ing pol­i­cy, and he informed the Board that since fed­er­al COVID fund­ing expired in June, the prac­tice has been:
  • · Should an employ­ee test pos­i­tive for COVID-19, they must have a neg­a­tive COVID-19 test pri­or to return­ing to work.
  • Should an employ­ee not have suf­fi­cient unused leave (sick, annu­al or per­son­al) avail­able and they test pos­i­tive for COVID-19, Leave with­out Pay will be autho­rized in accor­dance with the exist­ing Policy.
  • Vice Chair Melz­er made a motion to approve leav­ing the exist­ing COVID-19 Leave Pol­i­cy in place, and Mr. James John­son sec­ond­ed the motion. The vote was tak­en and the votes were as fol­lows: May­or Shel­don, Mr. Cramer, and Chair McDon­ald vot­ed ​“no,” and Mr. Cut­shaw, Mr. John­son, Mr. McFat­ter, and Vice Chair Melz­er vot­ed ​“yes.” The motion passed. 

Con­struc­tion Update 

Entrance Round­about and State Road (SR) 388 Realign­ment (infor­ma­tion only):

Mr. McConnell report­ed the S.R. 388/​Airport Entrance Round­about project has been mak­ing a lot of progress, and the ini­tial design of the Round­about has begun. Mr. McConnell explained that the Round­about detour is expect­ed to be imple­ment­ed in Jan­u­ary, and at the time, they will work on fin­ish­ing the Round­about itself. He said there has been a lot of activ­i­ty improve­ments from the bridge to the entrance at Mar­gar­i­taville with a basecoat of slur­ry down, but because the bridge is not in yet, they can­not get to this sec­tion as much as they would like to. 

Bay EDA Update:

Bay EDA Pres­i­dent Ms. Bec­ca Hardin was excit­ed to report that yes­ter­day Bay Coun­ty, Flori­da received the For­eign Direct Invest­ment Cer­ti­fi­ca­tion from Transat­lantic Busi­ness Invest­ment Coun­cil at the Bay Coun­ty Com­mis­sion Meet­ing. She said many present in today’s Board Meet­ing and her lead­er­ship team spent 2 ½ days tour­ing the inter­na­tion­al site con­sul­tants through Bay Coun­ty giv­ing them a mock prospect tour, along with strate­gic plan­ning on how we can enhance our for­eign invest­ment recruit­ment efforts. She said we are the first and only coun­ty in the State of Flori­da to receive this des­ig­na­tion and the con­sul­tant pre­sent­ed the cer­ti­fi­ca­tion and award to the Bay Coun­ty Com­mis­sion. Ms. Hardin explained her eco­nom­ic team can now add that cer­ti­fi­ca­tion to their mar­ket­ing tools prov­ing they meet the cri­te­ria of hav­ing the knowl­edge, resources and assets to be able to recruit inter­na­tion­al com­pa­nies, that they know cul­tur­al dif­fer­ences and how to make a project work in our area.

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Ms. Hardin report­ed that Bay EDA Vice Pres­i­dent Ben Moor­man just returned from a mar­ket­ing trip in Aus­tria and Ger­many where he met with 10 dif­fer­ent com­pa­nies and had some real­ly good project activ­i­ty. Ms. Hardin report­ed the Bay EDA will be attend­ing the Nation­al Busi­ness Avi­a­tion Asso­ci­a­tion (NBAA) tradeshow in Vegas in Octo­ber; and the Main­te­nance, Repair and Over­haul (MRO) Europe Show in Amsterdam. 

Ms. Hardin showed a project track­ing sheet with 12 prospects look­ing at the Air­port, nine of which are active right now – not count­ing the ones Mr. McClel­lan touched on in his FY22 Bud­get Report. Ms. Hardin report­ed that Project Light­ning Strike is very close to sign­ing the lease at the for­mer GKN Aero­space facil­i­ty at Ven­ture Cross­ings, and would bring 200 jobs and $21M cap­i­tal investment. 

She said Project Life, a med­ical man­u­fac­tur­ing com­pa­ny, is look­ing at mul­ti­ple struc­tures in Ven­ture Cross­ings. She said they went to nine dif­fer­ent states, but we are the only one in the State of Flori­da still in the mix. Ms. Hardin said they would bring 500 jobs and $450M cap­i­tal investment. 

Ms. Hardin report­ed that last week Project Tiger was in town and Mr. McClel­lan is work­ing with them on lay­outs of what their site plan could look like. She said Project Air, and advanced man­u­fac­tur­ing project is look­ing at the Infield.

The Moore Agency Update:

Ms. Jor­dan Jacobs of The Moore Agency thanked the Board for their con­tin­ued part­ner­ship and want­ed to assure them that they are tru­ly pas­sion­ate about this account and are com­mit­ted to bring­ing fresh, new ideas each year. 

Ms. Jacobs report­ed – per Mr. McClellan’s request for a change in the way The Moore Agency presents at the Board Meet­ings – as an ​“under-the-hood-look” at chan­nels they mar­ket to with this meeting’s report focus­ing on Facebook/​Instagram.

Ms. Jacobs began by describ­ing why Facebook/​Instagram is an impor­tant part of their media mix. She said that brand aware­ness keeps ECP top of mind among tar­get audi­ences, com­pet­i­tive advan­tage informs pas­sen­gers of what sets ECP apart, and build­ing brand loy­al­ty retar­gets past ECP web­site vis­i­tors or those who inter­act­ed with the ECP Face­book page. 

Ms. Jacobs explained what the suc­cess looks like: 3.4 mil­lion impres­sions since we start­ed using them for adver­tis­ing; over 480,000 peo­ple reached; videos run­ning with over 480,000 views; over 30,000 links clicked in our adver­tise­ments; over 2,000 page fol­low­ers and grow­ing; 9,500 page likes; and 4,500 comments. 

Ms. Jacobs described what some of the agency’s back­end activ­i­ty looks like: dri­ving fol­low­ers to our web­site; tar­get­ing loca­tions, demo­graph­ics, gen­der, lan­guages; set­ting goals or key per­for­mance indi­ca­tors for cam­paigns; and ana­lyz­ing performance.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan assured May­or Shel­don that Staff reached out to oth­er air­ports to find out what they have done regard­ing lob­by­ists, and body­cams – some­thing the may­or brought up at the Bud­get Work­shop – and as a result, Staff is devel­op­ing a lob­by­ist RFP, and look­ing at try­ing to get the costs down for bodycams. 

Mr. McClel­lan added to Ms. Jacobs’ report on brand aware­ness inform­ing the Board he hears more peo­ple say­ing ​“our” Air­port instead of ​“the” Air­port, some­thing he has been push­ing for the last 10 years. 

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Mr. McClel­lan also report­ed on how the Wound­ed War­riors make this their first stop when they come into town and to kick off the Wound­ed War­rior Retreat, either he or Mr. McConnell board the air­plane, make an announce­ment, and a group hearti­ly greets them on the first floor of the Ter­mi­nal, just out­side the Exit Lane. 

Mr. McClel­lan fin­ished his report by invit­ing the Board to Friday’s ​“Air­port Employ­ee Thank You Lunch,” where all the Air­port employ­ees will be treat­ed to a to-go bag lunch to show the Airport’s appre­ci­a­tion for all they did to help make this a record-break­ing year. 

Pub­lic Comments:

There were no Pub­lic Comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:38 a.m.

________________________________ ________________________________

Kathy Gilmore, Exec­u­tive Assis­tant Glen McDon­ald, Chair