August 2015 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., August 26, 2015 by Vice Chair­man Mathis.

The Invo­ca­tion was giv­en by Ms. Pat­ty Mitchell.

The Pledge of Alle­giance was led by Vice Chair­man Mathis.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present except Chair­man Bruett.

Approval of Minutes:

The July 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. Repub­lic Park­ing Annu­al Bonus

This item pro­vides for Board approval of an incen­tive bonus for Repub­lic Park­ing for the peri­od of June 2014 through May 2015 in the amount of $30,993.51 in accor­dance with the man­age­ment contract.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the incen­tive bonus to Repub­lic Park­ing in the amount of $30,993.51. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Rat­i­fi­ca­tion of Equip­ment Pur­chase – Air­field Light­ing Con­trol System

This item pro­vides for Board rat­i­fi­ca­tion of a sole source pur­chase for the air­field light­ing con­trol and mon­i­tor­ing sys­tem equipment.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to rat­i­fy the exe­cu­tion of doc­u­ments by the Exec­u­tive Direc­tor for the sole source pur­chase of the air­field light­ing con­trol and mon­i­tor­ing sys­tem equip­ment from Coop­er Crouse-Hinds. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Rat­i­fi­ca­tion of Equip­ment Repair – Air­field ATCT Radio Transmitters

This item pro­vides for Board rat­i­fi­ca­tion of a sole source pur­chase for the repair of three (3) air traf­fic con­trol tow­er radio transmitters.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to rat­i­fy the exe­cu­tion of doc­u­ments by the Exec­u­tive Direc­tor for the sole source repair of equip­ment from Exelis, Inc., for repair of the three radio trans­mit­ters in an amount not to exceed $21,900. Ms.

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

d. Lease Agree­ment – Glob­al Avi­a­tion Ser­vices, LLC

This item pro­vides for Board approval of a Lease Agree­ment with Glob­al Avi­a­tion Ser­vices, LLC.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the Lease Agree­ment with Glob­al Avi­a­tion Ser­vices, LLC and autho­riza­tion for the Board Chair­man or his designee to exe­cute the lease. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. ZHA Task Order – Qual­i­fied Mit­i­ga­tion Super­vi­sion and Mit­i­ga­tion Monitoring

(cor­rect­ed title)

This item pro­vides for Board approval of a task order to ZHA as the airport’s con­tin­u­ing engi­neer­ing con­sul­tant to per­form Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS) as required under the airport’s envi­ron­men­tal permits.

In accor­dance with FDEP WRP Per­mit #03 – 0212186-004-DF, the air­port is required to pro­vide QMS to over­see all aspects of mit­i­ga­tion site imple­men­ta­tion, man­age­ment and cor­rec­tive actions and on-site mit­i­ga­tion monitoring.

This task order for QMS includes the fol­low­ing services:

• QMS of all mit­i­ga­tion activ­i­ties on the mit­i­ga­tion site locat­ed south of CR 388 and the air­port for up to 100 days of on-site coor­di­na­tion and inspec­tion per annu­al period.
• Over­sight and admin­is­tra­tion of the con­struc­tion activ­i­ties and inter­face with the com­pa­ny per­form­ing the mit­i­ga­tion plan implementation.
• Annu­al mit­i­ga­tion mon­i­tor­ing in accor­dance with the Air­port Relo­ca­tion Mit­i­ga­tion Plan and mon­i­tor­ing the sta­tions and meth­ods estab­lished dur­ing the ini­tial base­line quan­ti­ta­tive mon­i­tor­ing con­duct­ed in Fall 2006.
• Pro­vide sta­tis­ti­cal analy­sis of the quan­ti­ta­tive mon­i­tor­ing data based pri­mar­i­ly on before and after com­par­i­son of over­all com­mu­ni­ty classification.
• Pre­pare the annu­al report and the mit­i­ga­tion report for the cur­rent period.

The cost for the task order is a lump sum of $355,300, and is includ­ed in the FY16 Oper­at­ing Budget.

Fol­low­ing Board dis­cus­sion, Mr. Lee made a motion to approve the task order with ZHA and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Food and Bev­er­age Con­ces­sion Agree­ment – First Class Con­ces­sions, Inc.

This item pro­vides for Board approval to extend the Food and Bev­er­age Con­ces­sion Agree­ment with First Class Con­ces­sions, Inc.

The cur­rent Food and Bev­er­age Con­ces­sion Agree­ment with First Class Con­ces­sions, Inc. (First Class) had a ter­mi­na­tion month of May 2015, with the oppor­tu­ni­ty for the Con­ces­sion­aire to be con­sid­ered for addi­tion­al five-year options. In May 2015, the Board autho­rized an exten­sion of four (4) months to final­ize plans for the con­ces­sion. Since that time, Staff has been work­ing with Tas­neem Vakharia, own­er of First Class Con­ces­sions, Inc., to devel­op an updat­ed concept.

The fol­low­ing upgrades are being made to the restau­rant and lounge locations:

• Addi­tion of a spe­cial­ty cof­fee bar air­side fea­tur­ing the nation­al­ly known brand Seattle’s Best. Cof­fee, frozen blend­ed drinks and local bak­ery items will be offered.
• Through a part­ner­ship with Gray­ton Beach Beer Com­pa­ny we will devel­op a new con­cept with a coastal appearance.

• Décor upgrade to the air­side restau­rant, to include new menu items from local vendors.
• • Rename the land­side restau­rant to Emer­ald Coast Pub, to tie into the local­i­ty and to the airport’s three let­ter des­ig­na­tion. This loca­tion will also be upgrad­ed with an elec­tron­ic menu sys­tem, and the same type of local fare being served airside.

There are changes to the Agree­ment that have been includ­ed in the exten­sion. The fol­low­ing is a list of the changes:

• Require First Class to make the pro­posed upgrades as soon as pos­si­ble, after obtain­ing final approval from the Dis­trict, and work­ing to sched­ule con­struc­tion at times of least dis­rup­tion to passengers.
• Increase the lev­el of enplane­ments from 500,000 to 600,000 for First Class to retain the exclu­sive food and bev­er­age rights.
• Upon reach­ing the 600,000 enplane­ment lev­el, First Class will be offered the oppor­tu­ni­ty to expand food and bev­er­age ser­vices, at the dis­cre­tion of the District.

The bud­getary impacts to the air­port would be min­i­mal, as the air­port would be pro­vid­ing the util­i­ties to the cof­fee bar. Addi­tion­al­ly, it is antic­i­pat­ed that the updat­ed con­cept would attract addi­tion­al pas­sen­ger activ­i­ty, thus increas­ing revenues.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to extend the Food and Bev­er­age Con­ces­sion Agree­ment with First Class Con­ces­sions for the five-year option peri­od, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any required doc­u­ments, fol­low­ing sat­is­fac­to­ry legal review. Mr. Lee sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Jan­i­to­r­i­al Ser­vices Agree­ment – Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc.

This item pro­vides for Board approval of a con­tract with Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc., known as RESPECT of Flori­da, to pro­vide jan­i­to­r­i­al ser­vices at the North­west Flori­da Beach­es Inter­na­tion­al Airport.

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

Staff reviewed the per­for­mance of RESPECT and their oper­a­tional part­ner, Good­will, and it was deter­mined that the jan­i­to­r­i­al ser­vices pro­vid­ed by Good­will sup­port­ed the needs of the air­port. Over the term of the last agree­ment, Good­will has request­ed only a small per­cent­age increase and has adjust­ed their ser­vice lev­els to meet the ever chang­ing oper­a­tional needs of the airport.

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. For the first year of the con­tract term, the Dis­trict will pay a fee of $636,656.02.

For each sub­se­quent year, an annu­al bud­get will be pre­sent­ed for Dis­trict review and approval.

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 the guid­ance of the Flori­da Depart­ment of Man­age­ment Ser­vices. The State Use Pro­gram allows exempt gov­ern­men­tal enti­ties from hav­ing to obtain infor­mal quotes and the com­pet­i­tive solic­i­ta­tion process.

This con­tract has been includ­ed in the FY16 Oper­at­ing and Cap­i­tal Improve­ment Budget.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the con­tract with Flori­da Asso­ci­a­tion of Reha­bil­i­ta­tion Facil­i­ties, Inc., (RESPECT of Flori­da) for a term of five years with annu­al approval of fees as part of the bud­getary process, and autho­riza­tion for the Board Chair­man or his designee to exe­cute nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Reports:

Mr. McClel­lan stat­ed that the sum­mer trav­el num­bers have exceed­ed the expec­ta­tion of the car­ri­ers and air­port Staff. He intro­duced Mr. Greg Rice, Region­al Direc­tor with Unit­ed Air­lines. Mr. Rice advised the Board that the cur­rent mar­ket is well sup­port­ed at the airport.

Mr. McClel­lan advised the Board that the air­port, in part­ner­ship with the Bay EDA, were work­ing to inter­face with two major com­pa­nies inter­est­ed in avi­a­tion and logis­tics oppor­tu­ni­ties in Bay County.

Mr. McClel­lan advised that the air­port is a spon­sor of the Chas­ing the Sun Music Fes­ti­val, to be held at the end of September.

Pub­lic Comments:

No pub­lic comments.

Adjourn­ment:

The reg­u­lar meet­ing was adjourned at approx­i­mate­ly 10:05 a.m. (CST).

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Russ Math­is, Vice Chairman