January 2017 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., Jan­u­ary 25, 2017 by Chair­man Mathis.

The Invo­ca­tion was giv­en by Ms. Pat­ty Mitchell.

The Pledge of Alle­giance was led by Chair­man Mathis.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present except Mr. Carey Scott and Mr. Glen McDonald.

Mr. McClel­lan pre­sent­ed and reviewed the Activ­i­ty Report.

Ms. Dar­lene Nel­son pre­sent­ed and reviewed the Finan­cial Report.

Pri­or to vot­ing on the Con­sent Agen­da, Mr. Nel­son and Ms. Sims asked that item 3(e), Exec­u­tive Direc­tor Per­for­mance Eval­u­a­tion, be moved to Busi­ness Items for fur­ther discussion.

a. Board Meet­ing Min­utes – Decem­ber 14, 2016

This item pro­vides for Board approval of the Decem­ber 14, 2016 Board Meet­ing Minutes.

This item pro­vides for Board approval for the pur­chase of replace­ment com­mer­cial car­pet tiles for ter­mi­nal gate areas.

This item pro­vides for Board rat­i­fi­ca­tion of the Space/​Use Agree­ment with Mar­ti­naire Avi­a­tion, LLC.

This item pro­vides for Board approval for a Res­o­lu­tion to allow the Flori­da Depart­ment of Trans­porta­tion (FDOT) to rede­fine the use of a Joint Par­tic­i­pa­tion Agree­ment from Replace­ment ARFF Vehi­cle and Extri­ca­tion Equip­ment to Ter­mi­nal Ramp Rehabilitation.

Busi­ness Items:

a. Exec­u­tive Direc­tor Per­for­mance Evaluation

This item pro­vides for Board dis­cus­sion regard­ing the issue of the Exec­u­tive Director’s annu­al per­for­mance evaluation.

Under his employ­ment con­tract, the Board is asked to per­form an annu­al per­for­mance eval­u­a­tion for the posi­tion of the Exec­u­tive Direc­tor. Vice Chair­man Lee met with Mr. McClel­lan to con­duct an eval­u­a­tion and review his per­for­mance for this past year. He stat­ed that after dis­cus­sion with Mr. McClel­lan, he rat­ed his over­all eval­u­a­tion as ​“Above Aver­age”, and rec­om­mend­ed he receive a 2.93% raise, retroac­tive to Jan­u­ary 1, 2017, which would raise his annu­al salary to $160,087.

Ms. Sims addressed the Board and thanked Vice Chair­man Lee for his time in per­form­ing the annu­al eval­u­a­tion with Mr. McClel­lan. She fur­ther asked that the Board com­pare the salary ranges and full employ­ee pack­ages with oth­er Air­port Exec­u­tive Direc­tors in this region, which would allow all the Board mem­bers to pro­vide input in future evaluations.

Mr. Nel­son addressed the Board and stat­ed that going for­ward he would like the Board to be part of the eval­u­a­tion process and dis­cuss set­ting goals with the Exec­u­tive Direc­tor. He also asked that a copy of Mr. McClellan’s Employ­ment Con­tract be pro­vid­ed to each Board Mem­ber for review.

Chair­man Math­is thanked Vice Chair­man Lee for his time and effort in con­duct­ing the annu­al per­for­mance eval­u­a­tion with Mr. McClel­lan, and thanked the Board Mem­bers for their comments.

b. Sales Tax Audit

This item pro­vides for Board approval for the pay­ment to the Flori­da Depart­ment of Rev­enue (FDOR) from reserve funds for assess­ments as a result of a sales tax audit.

In late 2014, the Dis­trict received notice from FDOR that they would per­form a sales tax audit for the three year peri­od of Octo­ber 2011 through Sep­tem­ber 2014. This audit is still ongo­ing, but the Dis­trict and FDOR have come to an agree­ment on the major­i­ty of issues as a result of the audit.

In mid-Jan­u­ary 2017, the Dis­trict received an audit bal­ance state­ment from FDOR. The result of the audit bal­ance ver­sus the begin­ning assess­ment are as follows:

The Dis­trict pre­vi­ous­ly sub­mit­ted a par­tial pay­ment of $59,913.58 that was approved by the Board in Decem­ber 2015, leav­ing a bal­ance due of $87,907.17, accord­ing to FDOR.

The Dis­trict is cur­rent­ly appeal­ing two areas that staff and legal coun­sel do not agree with FDOR in regards to the Audit. The amount of tax that is being protest­ed and with­held is $21,427.92.

Staff will also seek an adjust­ment of the inter­est amount assessed as a result of the length of time to com­plete the audit.

The use of reserves to pay these defi­cien­cies will not impact the bud­get, or the air­line rates and charges.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan updat­ed the Board regard­ing Project Gon­do­la and Project Pom­pano with the Bay EDA and advised that both projects are mov­ing for­ward. He fur­ther advised that a new project with Bay EDA, Project Clap­ton, had recent­ly been launched.

Ms. Car­ol Roberts, Pres­i­dent of the Bay Coun­ty Cham­ber of Com­merce, updat­ed the Board regard­ing a recent trip to Tal­la­has­see with Mr. McClel­lan and oth­er Bay Coun­ty offi­cials to dis­cuss the recent­ly sub­mit­ted leg­isla­tive agenda.

Mr. Richard McConnell, Deputy Exec­u­tive Direc­tor, updat­ed the Board regard­ing the upcom­ing sum­mer sched­ule. He dis­cussed the increased flight activ­i­ty dur­ing the sum­mer months and the fact that more seats would be avail­able due to use of larg­er air­craft dur­ing this time.

Ms. Katie Spill­man with Moore Com­mu­ni­ca­tions Group (MCG) advised the Board that MCG was work­ing on a draft Com­mu­ni­ca­tions Plan to present to the Board at an upcom­ing meeting.

Mr. McClel­lan advised the Board that the FY16 Finan­cial Audit was near­ing com­ple­tion and that Staff was work­ing with Tip­ton, Mar­ler to com­plete the review.

Mr. McClel­lan advised the Board that new Taxi/​Shuttle signs had recent­ly been installed both inside and out­side the Ter­mi­nal Build­ing to aid pas­sen­gers in need of ground transportation.

The meet­ing was adjourned at approx­i­mate­ly 9:55 a.m.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Russ Math­is, Chairman