August 2018 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 22, 2018 by Chair­man Lee.

The Invo­ca­tion was giv­en by Ms. Rhon­da March­man. The Pledge of Alle­giance was led by Chair­man Lee.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers except Mr. Jay Tusa and Ms. Sandy Sims were present.

Mr. Math­is made a motion to approve the Agen­da. Mr. Nel­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Reports:

Mr. Park­er McClel­lan pre­sent­ed and reviewed the Activ­i­ty Report. Ms. Dar­lene Nel­son pre­sent­ed and reviewed the Finan­cial Report. 

Con­sent Agenda:

a. Board Meet­ing Min­utes – July 25, 2018

This item pro­vides for Board approval of the July 25, 2018 Board Meet­ing Minutes.

b. Accept Bid for ARFF Truck Tire Replace­ments – South­ern Tire Mart, LLC

This item pro­vides for Board approval for the pur­chase of replace­ment tires for one of the Airport’s large Air­craft Res­cue and Fire­fight­ing vehicles.

c. Accept Bid for Dry Pipe Replace­ment – Bag­gage Make-up Area

This item pro­vides for the accep­tance of a bid from Sea­go Fire Pro­tec­tion for replace­ment of por­tions of the Dry Pipe Fire Sprin­kler Sys­tem locat­ed with­in the Bag­gage Make-up Area in the Air­port Ter­mi­nal Building.

d. Appoint­ment of Vice Chair­man by Posi­tion to the Eco­nom­ic Devel­op­ment Alliance

This item is to appoint a rep­re­sen­ta­tive to the Bay Coun­ty Eco­nom­ic Devel­op­ment Alliance (EDA).

e. Accept Staff Rec­om­men­da­tion on Repub­lic Park­ing Annu­al Bonus

This item pro­vides for Board approval of an incen­tive bonus for Repub­lic Park­ing for the peri­od from June 2017 through May 2018.

f. Accept FAA Grant for Envi­ron­men­tal Mitigation

This item pro­vides for Board accep­tance of an FAA Grant for use of Enti­tle­ment Funds that pro­vides fund­ing for Envi­ron­men­tal Mit­i­ga­tion Con­struc­tion efforts on the 9,600 acres south of the Air­port. This is an on-going part­ner­ship with the FAA and the Air­port to mit­i­gate this land.

Mr. John­son made a motion to approve the Con­sent Agen­da and Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Reject RFPs for Fuel Farm Man­age­ment Agreement

This item pro­vides for Board approval to reject all respons­es to the Request for Pro­pos­al (RFP) for the Fuel Farm Facil­i­ties Man­age­ment, Oper­a­tion and Admin­is­tra­tive Services.

Mr. McClel­lan described ECP’s fuel stor­age facil­i­ties and how the fuel is stored and used, and explained the dif­fer­ent fuel stor­age agree­ments with the air­lines, Sheltair, Air­port main­te­nance vehi­cles and rental cars. He informed the Board that this item’s con­tract is refer­ring pri­mar­i­ly to the avi­a­tion fuel farm; Men­zies is the cur­rent oper­a­tor whose con­tract ran out after 5 years. The Air­port received two bids, one from Men­zies and one from The FSM Group, but both had sig­nif­i­cant omis­sions in the sub­mit­tals (i.e. a bud­get for 2019, 2020 and 2021; com­pa­ny finan­cials). Legal advised that we reject the bids, go through a new bid­ding process, and get new submittals.

Men­zies agreed to oper­ate under the same con­di­tions of the con­tract with no changes until the esti­mat­ed mid- November/​December when we should have a new con­tract in place.

Mr. Math­is made a motion to reject the bids for the Fuel Farm Facil­i­ties Man­age­ment, Oper­a­tion and Admin­is­tra­tive Ser­vices. Mr. John­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Task Order – ZHA – Water Qual­i­ty Mon­i­tor­ing – Final Report

This item pro­vides for Board approval of a Task Order to ZHA as the Airport’s con­tin­u­ing engi­neer­ing con­sul­tant to pre­pare a final water mon­i­tor­ing sum­ma­ry report and request release from the six-year con­tin­ued water mon­i­tor­ing – a con­di­tion required for the per­mit of the new Air­port – to the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion (FDEP) and Unit­ed States Army – Corps of Engi­neers (USCOE).

Mr. Rick Mellin informed the Board that ECP com­plet­ed the required mon­i­tor­ing peri­od show­ing pos­i­tive trends in all cat­e­gories dur­ing the six years, accom­plish­ing every­thing tied to a Con­sent Order, and now we must sub­mit a report sum­ma­riz­ing the information.

Fol­low­ing Board dis­cus­sion, Mr. Nel­son made a motion to approve a task order to ZHA to pre­pare a final water mon­i­tor­ing sum­ma­ry report to request release from con­tin­ued water mon­i­tor­ing. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Task Order – ZHA – Ter­mi­nal Gate 6 & 7 and Hold Room Expan­sion Services

This item pro­vides for Board approval of a Task Order to ZHA as the Airport’s con­tin­u­ing engi­neer­ing con­sul­tant to pro­vide design, bid­ding and con­struc­tion admin­is­tra­tion ser­vices to accom­plish the design and con­struc­tion of a Ter­mi­nal Hold Room expan­sion of Gates 6 & 7.

Mr. McClel­lan described the cur­rent gate con­fig­u­ra­tions, dif­fer­ent options the Staff looked at with con­sul­tants to expand and meet the cur­rent instant growth demands – and the growth needs of next sum­mer – the need to increase the size of the small hold­ing room, and allow for more Air­port mar­ket­ing oppor­tu­ni­ty. He detailed the best design to include a very cost-effec­tive, Type‑2, one-sto­ry, struc­ture with a 10 – 20-year life expectan­cy. The expan­sion of the cur­rent ramp toward the taxi­way would include a 7,000-square-foot build­ing with two load­ing bridge gates, restrooms, con­ces­sions, seat­ing in a hold room for approx­i­mate­ly 300 pas­sen­gers, and would accom­mo­date all 737 and A320 air­craft, as well as uti­lize adapters for small­er region­al air­craft. It would uti­lize Gates 6 & 7 as load­ing bridge gates, as opposed to the cur­rent ramp load­ing positions.

This would be a medi­um-term fix until a long-term, more cost­ly, per­ma­nent solu­tion out­lined in the Mas­ter Plan (grant yet to be award­ed by the FAA) – could be built, which could take 18 months to two years to finish.

The finance process is mov­ing for­ward for this tem­po­rary solu­tion, the air­lines have seen a basic sketch, and the mod­u­lar unit could be dis­man­tled and used for oth­er things once the Mas­ter Plan is imple­ment­ed. Mr. Richard McConnell tes­ti­fied that he was in a sim­i­lar struc­ture in Den­ver, and could not tell that it was a tem­po­rary build­ing. Mr. Mellin informed the Board that the floor would be sol­id and not flex.

Fol­low­ing Board dis­cus­sion, Mr. Nel­son made a motion to approve the task order to ZHA to pro­vide design, bid­ding and con­struc­tion admin­is­tra­tion ser­vices to accom­plish the design and con­struc­tion of a Ter­mi­nal Hold Room expan­sion of Gates 6 & 7. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Bay EDA Update:

Ms. Bec­ca Hardin report­ed that the Bay EDA has sev­er­al leads from air­shows for bring­ing new avi­a­tion-relat­ed busi­ness­es to the area, and com­mend­ed Mr. McClel­lan for all the hours he spent on try­ing to get Project Soho award­ed to the Air­port. Even though the avi­a­tion com­pa­ny decid­ed to buy and retro­fit an exist­ing old­er build­ing that had gone into bank­rupt­cy in the city of Lynn Haven – instead of build­ing on ECP prop­er­ty – ECP will con­tin­ue to be part of their pos­si­ble expan­sion opportunities.

The Moore Agency Presentation:

Ms. Katie Spill­man of The Moore Agency announced that the ECP ​“Escape” cam­paign video is the recip­i­ent of a 2018 Gold­en Tel­ly Award and pre­sent­ed the award to Chair­man Lee for the ​“local TV with a spe­cial focus on gen­er­al tourism and trav­el” cat­e­go­ry. She showed the video to wrap up the presentation.

The Moore Agency Update:

Ms. Spill­man report­ed that July had excel­lent organ­ic social media engage­ment and con­tent, with Facebook’s ​“Pho­to Fri­day” being the top per­former where fans and fol­low­ers send in their favorite pho­to. July also saw above aver­age newslet­ter open rates for the trav­el indus­try, with no paid cam­paigns or push. As part of the ECP Perks pro­gram, after the Board meet­ing Ms. Spill­man would be giv­ing out cook­ies again to the ECP pas­sen­gers thank­ing them for fly­ing with us. She also report­ed that WKGC FM 90.7 The Morn­ing Mix radio sta­tion talk show at Gulf State Col­lege reached out with inter­est sur­round­ing new TSA pro­to­cols and she orches­trat­ed a live inter­view fea­tur­ing Bri­an Cahill, Fed­er­al Secu­ri­ty Direc­tor with US Depart­ment of Home­land Secu­ri­ty for TSA North Flori­da. Dur­ing the month of July, Moore pre­pared for ECP’s spon­sor­ship pres­ence once again this year at the Pep­si Gulf Coast Jam on Labor Day week­end. Among oth­er expo­sure touch points, the ECP Escape video will be played dur­ing the con­cert, and lead­ing up to the show, the social media team is giv­ing away two pairs of tick­ets to ECP social media fans and followers.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan informed the Board that our Bud­get Work­shop is sched­uled for Sep­tem­ber 5, with a quick Spe­cial Meet­ing right before it to hope­ful­ly get the Board approval to move for­ward with the Cross­walk improve­ments to pre­vent pond­ing, and get it into the bud­get for this fis­cal year. The oth­er sub­ject that will be dis­cussed will be how to shuf­fle funds that had been allo­cat­ed for Project Soho.

He report­ed that Unit­ed Air­lines added an after­noon flight for the next two months, and that the Secu­ri­ty project is close to being done with a 30-day test­ing peri­od in place. Vice Chair­man McDon­ald asked about adding a third TSA line to short­en wait­ing times dur­ing the sum­mer, and Mr. McClel­lan said they won’t do it sea­son­al­ly, but are in reg­u­lar dis­cus­sions with ECP about look­ing ahead to accom­mo­date the Air­port growth. Mr. Nel­son asked when South­west Super Sum­mer Sat­ur­days was run­ning until, and Mr. McClel­lan said through Sep­tem­ber. Mr. Nel­son sug­gest­ed a ​“Staff Appre­ci­a­tion Cook Out,” and Mr. McClel­lan said we try to do that every year, toward the end of September.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

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

Kathy Gilmore, Exec­u­tive Sec­re­tary Del Lee, Chairman