May 2012 Meeting Minutes

Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 10:00 a.m., May 23, 2012 in the Air­port Board Room by Chair­man McKenzie.

The Invo­ca­tion was giv­en by Ms. Pat­ty Strick.

The Pledge of Alle­giance was led by Chair­man McKenzie.

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

Approval of Minutes:

The April 11, 2012 Emer­gency Board Meet­ing Min­utes, the April 16, 2012 Spe­cial Board Meet­ing Min­utes, the April 25, 2012 Board Meet­ing Min­utes and the April 27, 2012 Emer­gency Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. Wheat pre­sent­ed and reviewed both the activ­i­ty report and the finan­cial report to the Board.

Pre­sen­ta­tion:

Mr. Mike Ler­ma, Man­ag­er at SheltAir Avi­a­tion, addressed the Board and pro­vid­ed a pre­sen­ta­tion out­lin­ing the accom­plish­ments and future projects for SheltAir Avi­a­tion since open­ing in June of 2010.

Con­sent Agenda:

There were no items list­ed on the Con­sent Agenda.

Busi­ness Items:

a. Approval for Elec­tron­ic Signature

This item pro­vides for Board approval for imple­men­ta­tion of an elec­tron­ic sig­na­ture sys­tem for Board Mem­ber sig­na­tures on checks.

Staff has researched and locat­ed a sys­tem that is com­pat­i­ble with the airport’s account­ing soft­ware and will allow for elec­tron­ic sig­na­tures on checks. FLEX­CHEK by Rely­co allows a sig­na­ture to be print­ed on the check either at the time of check print­ing or after the ini­tial check has been printed.

The Direc­tor of Admin­is­tra­tion would main­tain and ensure all prop­er con­trols are in place if uti­liz­ing the elec­tron­ic sig­na­ture pro­ce­dure for check signing.

The ini­tial cost for FLEX­CHEK is $1,014. This cost includes two dig­i­tized sig­na­tures, which would be the Board Chair­man and Vice Chair­man only. The cost for annu­al main­te­nance of this soft­ware is $119. Although this item was not includ­ed in the bud­get, there are suf­fi­cient funds avail­able to cov­er this cost.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the pur­chase of FLEX­CHEK soft­ware for imple­men­ta­tion of elec­tron­ic check sig­na­tures for Board Mem­bers. Mr. Koehne­mann sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Salary Sched­ule Sur­vey Update

This item pro­vides for Board review of a new pay sched­ule for air­port employ­ees which has been devel­oped based on a salary sur­vey of com­pa­ra­ble posi­tions in the area.

The cur­rent salary pay sys­tem con­sists of an eleven step pay scale for each pay grade. The new salary sched­ule estab­lish­es band­widths for each job clas­si­fi­ca­tion there­by allow­ing the air­port to move towards a mer­it pay for per­for­mance sys­tem and adjusts pay clas­si­fi­ca­tions based on mar­ket comparison.

In Sep­tem­ber 2011, the Board approved a pay increase for all pay clas­si­fi­ca­tions to address the con­cerns expressed by man­age­ment that the pay scale had not been adjust­ed for the last five years. Dur­ing that time it was agreed that a salary sur­vey would be per­formed to deter­mine if any fur­ther dis­crep­an­cies exist­ed com­par­ing the exist­ing salary sched­ules to com­pa­ra­ble work­forces in the area.

The sur­vey process iden­ti­fied com­pa­ra­ble posi­tions with­in the City of Pana­ma City, Pana­ma City Beach, Bay Coun­ty and in some instances Pen­saco­la, Tal­la­has­see and Call­away. Once salary infor­ma­tion was received, each posi­tion was eval­u­at­ed by com­par­ing the aver­age, mean, and aver­age less the high and low in order to deter­mine com­pa­ra­ble salaries.

Once the new salary sched­ules are adopt­ed the bud­get would be impact­ed by bring­ing any per­son­nel who are below the min­i­mum salary to the new min­i­mum salary, if necessary.

Addi­tion­al­ly, for those posi­tions that the max­i­mum salary is increased, there will be impacts over time as salaries are adjust­ed for merit.

This item is for infor­ma­tion­al pur­pos­es only and required no for­mal Board action.

c. Spe­cif­ic Salary Adjust­ment Considerations

This item pro­vides for Board approval of salary adjust­ments for the Fire Chief and Main­te­nance Man­ag­er and for con­sid­er­a­tion of salary adjust­ments for the Direc­tor of Admin­is­tra­tion, Deputy Exec­u­tive Direc­tor and Exec­u­tive Director.

In Octo­ber 2011, the air­port salary sched­ules were adjust­ed by 5% and the major­i­ty of air­port staff received a 5% salary increase at that time. At this same time, the Fire Chief and Main­te­nance Manager’s salary was adjust­ed by 3% and the Board agreed to hold any adjust­ments for the three exec­u­tive lev­el employ­ees until cer­tain thresh­olds were met.

In April 2012, the Board was updat­ed on the major accom­plish­ments made by Staff dur­ing the past year and briefed on the oppor­tu­ni­ties and chal­lenges that the future holds. All of the major goals that were estab­lished last year have been accom­plished. In light of these accom­plish­ments, Mr. Wheat rec­om­mend­ed the Board approve a 2% pay adjust­ment for the Fire Chief and the Main­te­nance Man­ag­er retroac­tive to Octo­ber 1, 2011, there­by bring­ing those salaries in line with the adjust­ments giv­en to the oth­er employees.

In addi­tion, Mr. Wheat asked the Board to con­sid­er grant­i­ng salary adjust­ments for the remain­ing three exec­u­tive lev­el posi­tions, based on the suc­cess­ful com­ple­tion of all the major goals and objec­tives estab­lished by the Board.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve the 2% pay adjust­ment for the Fire Chief and the Main­te­nance Man­ag­er retroac­tive to Octo­ber 1, 2011. Ms.

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

Fol­low­ing addi­tion­al Board dis­cus­sion, Mr. Bruett made a motion for the Chair­man to appoint one Board Mem­ber to meet with the Exec­u­tive Direc­tor for the pur­pose of rec­om­mend­ing salary adjust­ments for the posi­tions of Direc­tor of Admin­is­tra­tion and Deputy Exec­u­tive Direc­tor, and fur­ther for the Board Chair­man to dis­cuss a salary adjust­ment for the Exec­u­tive Direc­tor in con­junc­tion with his annu­al per­for­mance eval­u­a­tion and to bring these rec­om­men­da­tions back to the Board for con­sid­er­a­tion. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Chair­man McKen­zie appoint­ed Mr. Till Bruett to meet with the Exec­u­tive Direc­tor and fur­ther dis­cuss estab­lish­ing salary ranges and adjust­ments for the three positions.

d. Con­sent Order #3 with the Flori­da Depart­ment of Envi­ron­men­tal Protection

This item presents for Board approval of Con­sent Order #3 with the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion (FDEP) out­lin­ing the nec­es­sary actions required to reach set­tle­ment on cer­tain envi­ron­men­tal mat­ters between FDEP and the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict (Dis­trict).

In July 2009, the Dis­trict and FDEP entered into a Con­sent Order for wet­land fill and water qual­i­ty vio­la­tions. That ini­tial Con­sent Order was amend­ed in Novem­ber 2009, and in Feb­ru­ary 2010 the Dis­trict and FDEP entered into a sec­ond Con­sent Order with addi­tion­al cor­rec­tive actions. Since that time the Dis­trict has worked toward com­pli­ance by con­duct­ing wet­land restora­tion projects and sta­bi­liza­tion of crit­i­cal areas.

Con­sent Order #3 con­tains var­i­ous items that have not yet been com­plet­ed in pre­vi­ous Con­sent Orders and address­es sev­er­al new areas that have been dis­cov­ered. In addi­tion, this Con­sent Order levies fines for water qual­i­ty vio­la­tions and stormwa­ter vio­la­tions, fail­ure to con­struct in com­pli­ance with per­mit and fail­ure to pro­vide as-built cer­ti­fi­ca­tion in a time­ly manner.

This Con­sent Order includes spe­cif­ic cor­rec­tive actions that must be com­plet­ed to sat­is­fy FDEP and close­out the Con­sent Order. The Dis­trict has con­tin­ued to work dili­gent­ly with FDEP and the US Army Corps of Engi­neers to iden­ti­fy con­cerns and devel­op last­ing solu­tions. This Con­sent Order is a cul­mi­na­tion of efforts between all par­ties to achieve work­able solu­tions and resolve any out­stand­ing envi­ron­men­tal issues.

The total amount of fines due under this Con­sent Order is $82,344, which must be paid to FDEP with­in 30 days of the effec­tive date. Funds are avail­able from cash reserves to cov­er this expense. Approval of this Con­sent Order will also result in addi­tion­al fund­ing for the sec­ondary water qual­i­ty improve­ments and restora­tion efforts in the Mor­rell and Kel­ly Branch­es required under the cor­rec­tive actions of this Con­sent Order.

Fol­low­ing Board dis­cus­sion, Mr. Koehne­mann made a motion to approve Con­sent Order #3 with the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion and autho­riza­tion for the Board Chair­man to exe­cute any nec­es­sary doc­u­ments. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

e. ZHA Task Order — Design Improve­ments to the Stormwa­ter Man­age­ment System

This item pro­vides for Board approval of a Task Order to ZHA for pre­lim­i­nary design of improve­ments to the stormwa­ter man­age­ment system.

In the devel­op­ment of Con­sent Order #3, both the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion (FDEP) and the US Army Corps of Engi­neers (USCOE) expressed con­cern regard­ing issued such as water qual­i­ty, vol­ume, veloc­i­ty and pH. In an effort to address these issues, the fol­low­ing com­po­nents will be includ­ed in this Task Order:

• Improve­ments to Pond C out­falls 1‑A, 1‑B and 1‑C pip­ing and structures
• New sec­ondary treat­ment for dis­charge water from Pond C con­sist­ing of a new dry reten­tion area
• New con­veyance pip­ing, ditch­ing and struc­tures for stormwa­ter by-pass cur­rent­ly enter­ing the air­port on the East perime­ter (known as Wet­land B) and con­vey­ing the stormwa­ter along the air­port perime­ter, across the cross­wind run­way site, and to Mor­rell Branch
• Improve­ments to Pond D‑1 and RCF-B1 out­fall structures
• New sec­ondary treat­ment for dis­charge water from Pond D‑1 and RCF-B1 con­sist­ing of a wet sec­ondary treat­ment pond and new out­fall struc­tures into Kel­ly Branch

The total cost for work com­plet­ed under this Task Order is $181,021. This amount was not includ­ed in the FY 2012 bud­get; how­ev­er, fund­ing will be request­ed from FAA and FDOT.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve the work scope and Task Order amount for ZHA to per­form the work described in the Task Order, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Oth­er Business:

Ms. Jor­dan Jacobs with Moore Con­sult­ing Group addressed the Board and pro­vid­ed an update regard­ing new dai­ly non-stop ser­vice to St. Louis, Mis­souri on South­west Air Lines.

Pub­lic Comments:

Ms. Lin­da Art­man and Ms. Joan Evert addressed the Board and advised they would be com­pet­ing in an upcom­ing cross coun­try avi­a­tion race and request­ed the Board con­sid­er spon­sor­ing them.

Ms. Dawn Moliter­no made a motion to rec­om­mend Moore Con­sult­ing Group meet with Ms. Art­man and Ms. Evert to dis­cuss spon­sor­ship oppor­tu­ni­ties and the val­ue asso­ci­at­ed with a dona­tion. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 11:30 a.m. to enter into Closed Exec­u­tive Session.

Closed Exec­u­tive Session:

Board Mem­bers entered into Closed Exec­u­tive Ses­sion at 11:45 a.m. to dis­cuss mat­ters relat­ing to cur­rent lit­i­ga­tion to the extent autho­rized under Flori­da Statute 286.011(8). Those in atten­dance were as follows:

• John Wheat, Exec­u­tive Director 
• Andy McKen­zie, Chairman
• John Pilch­er, Vice Chairman 
• Till Bruett, Board Member
• Dawn Moliter­no, Board Member 
• Rick Koehne­mann, Board Member
• Carey Scott, Board Member 
• Chris Fore­hand, Board Member
• Franklin Har­ri­son, Air­port Attorney 
• Nick Ben­i­nate, Air­port Attorney
• Ross McCloy, Air­port Attorney 
• Brad Copen­haver, Attorney 
• Court Reporter

The Closed Exec­u­tive Ses­sion end­ed at approx­i­mate­ly 12:45 p.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary Andy McKen­zie, Chairman