December 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., Decem­ber 18, 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. Till Bruett and Ms. Dawn Moliterno.

Approval of Minutes:

The Novem­ber 20, 2013 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed the activ­i­ty report.

Con­sent Agenda:

a. Accept Quote for Enterasys Sys­tem Maintenance

This item pro­vides for Board autho­riza­tion to enter into a three year main­te­nance con­tract for the airport’s Enterasys System.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to accept the quote from Hayes E- Gov­ern­ment Resources for the Enterasys Main­te­nance Agree­ment at $41,126.92 and autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Removed agen­da item pri­or to meeting.

b. ZHA – Engi­neer­ing Ser­vices Agree­ment Renewal

This item pro­vides for Board approval and renew­al of the Pro­fes­sion­al Engi­neer­ing, Archi­tec­tur­al, Project Inspec­tion, Con­struc­tion Man­age­ment and Plan­ning Ser­vices Agree­ment with ZHA Incorporated.

In Jan­u­ary 2011, the Air­port Author­i­ty entered into an agree­ment with ZHA to pro­vide engi­neer­ing, archi­tec­tur­al, project inspec­tion, con­struc­tion man­age­ment and plan­ning ser­vices. The orig­i­nal agree­ment had a five (5) year term with an annu­al review of their per­for­mance and review of the ser­vices provided.

Dur­ing the past three years, ZHA has per­formed and com­plet­ed numer­ous tasks for the Air­port Author­i­ty. The projects have ranged from pro­vid­ing and ensur­ing envi­ron­men­tal over­sight and com­pli­ance, pro­vid­ing plan­ning ser­vices on mul­ti­ple ongo­ing air­port con­struc­tion projects, and by pro­vid­ing design and con­struc­tion over­sight to ongo­ing projects.

Staff rec­om­mends approval for renew­al of the Engi­neer­ing Ser­vices Agree­ment with ZHA. There would be no imme­di­ate impact to the bud­get as task orders would be brought back to the Board for approval on an indi­vid­ual basis.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve the annu­al review and renew­al of the Engi­neer­ing Ser­vices Agree­ment with ZHA, Inc., and autho­riza­tion for the Board Chair­man or his designee to exe­cute the appro­pri­ate doc­u­ments pend­ing review by air­port legal coun­sel. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. ZHA Task Order – Con­struc­tion Admin­is­tra­tion for Ramp Project

This item pro­vides for Board approval of a task order to ZHA as the airport’s con­tin­u­ing engi­neer­ing con­sul­tant to per­form the con­struc­tion admin­is­tra­tion and field inspec­tion services.

This task order pro­vides for ZHA to per­form con­struc­tion admin­is­tra­tion and field inspec­tion ser­vices to prop­er­ly over­see Phoenix Con­struc­tion Ser­vices dur­ing their con­struc­tion activ­i­ties for the ramp project.

The total amount of this task order is $72,500, which includes $71,450 for labor and $1,050 for expens­es. This task order will be reim­bursable as part of the project by FAA and FDOT.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve the task order to ZHA for con­struc­tion admin­is­tra­tion and field inspec­tion ser­vices for $72,500 and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Con­tin­ued Dis­cus­sion of Con­crete vs. Asphalt for Ramp Project

This item pro­vides for con­tin­ued dis­cus­sion of con­crete ver­sus asphalt for the ramp/​apron project.

At the Novem­ber 2013 meet­ing, the Board vot­ed to uti­lize asphalt rather than con­crete on the ramp/​apron expan­sion project. At that same meet­ing, Mr. James Finch, own­er of Phoenix Con­struc­tion Ser­vices, request­ed the Board fur­ther con­sid­er the use of con­crete and in doing so could offer a sav­ings of $85,000. Staff was direct­ed to review the request and present the find­ings at the next Board Meeting.

Fol­low­ing Board dis­cus­sion, it was the con­sen­sus of the Board to move for­ward with asphalt as orig­i­nal­ly spec­i­fied. No motion or vote need­ed for this item.

Exec­u­tive Direc­tor Reports:

Cov­ered Park­ing Project Update: Mr. Richard McConnell updat­ed the Board regard­ing the sta­tus of con­struc­tion of the new cov­ered park­ing lot. He stat­ed that the project has reached sub­stan­tial com­ple­tion and the cov­ered park­ing lot will be opened at the close of the Board Meeting.

30A Song­writ­ers Fes­ti­val: Mr. McClel­lan advised the Board that the air­port would be spon­sor­ing the 30A Song­writ­ers Fes­ti­val again next year when the event begins in Jan­u­ary 2014.

Con­sent Order 3: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of Con­sent Order 3. He stat­ed that the air­port has com­plet­ed all the require­ments under the Con­sent Order and the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion has indi­cat­ed that we have met all require­ments of the Con­sent Order and it will be reviewed by FDEP in Tallahassee.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:35 a.m.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary John Pilch­er, Chairman