November 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., Novem­ber 14, 2012 in the Air­port Board Room by Vice Chair­man Bruett.

The Invo­ca­tion was giv­en by Ms. Pat­ty Strick.

The Pledge of Alle­giance was led by Vice Chair­man Bruett.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present except Mr. John Pilcher.

Approval of Minutes:

The Octo­ber 24, 2012 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. Wheat pre­sent­ed and reviewed the activ­i­ty report to the Board. There was no finan­cial report pre­sent­ed dur­ing the Board Meet­ing. An updat­ed finan­cial report will be pro­vid­ed upon com­ple­tion of the FY 12 audit.

Con­sent Agenda:

a. 2013 Board Meet­ing Agenda

This item pro­vides for Board approval of the 2013 Board Meet­ing schedule.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to approve the 2013 Board Meet­ing sched­ule. Mr. Koehne­mann sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Cov­ered Air­port Park­ing Oper­a­tion and Air­side Par­cel Agreement

This item pro­vides for Board approval to enter into an agree­ment with the St. Joe Com­pa­ny regard­ing the Cov­ered Air­port Park­ing operation.

In Sep­tem­ber 2010, the air­port entered into a lease with the St. Joe Com­pa­ny for an eleven acre unim­proved par­cel of land south of the gen­er­al avi­a­tion hangar area. In May 2011, the St. Joe Com­pa­ny opened a new off- air­port cov­ered park­ing lot oper­a­tion on prop­er­ty they own in direct com­pe­ti­tion with the airport’s pub­lic park­ing lot. Since the open­ing of the new cov­ered park­ing lot the airport’s park­ing rev­enues have declined. In an effort to improve the airport’s rev­enue flow Staff has engaged in dis­cus­sions with the St. Joe Com­pa­ny regard­ing var­i­ous approach­es that would pro­duce an accept­able out­come for both parties.

As a result of those dis­cus­sions, Staff has reached an agree­ment with the St. Joe Com­pa­ny that pro­vides for the clo­sure of the exist­ing cov­ered air­port park­ing oper­a­tion no lat­er than Decem­ber 31, 2012 and the ter­mi­na­tion of the eleven acre lease agree­ment effec­tive Decem­ber 1, 2012.

This will return park­ing cus­tomers to the pub­lic park­ing lots and allow for the air­port to gain con­trol of a very valu­able land par­cel for future development.

The over­all esti­mat­ed bud­get impact of this agree­ment will increase net revenues.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the Cov­ered Air­port Park­ing Oper­a­tion and Air­side Par­cel Agree­ment with the St. Joe Com­pa­ny and approval for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review and approval by legal coun­sel. Mr. Koehne­mann sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Cov­ered Air­port Ter­mi­nal Park­ing Sched­ule of Events

This item pro­vides for Board approval of the sched­ule of events for the design and con­struc­tion of the new cov­ered air­port ter­mi­nal park­ing project, and the antic­i­pat­ed fund­ing process for this project.

As pre­vi­ous­ly approved by the Board, the off- air­port cov­ered park­ing oper­a­tion will cease oper­a­tion dur­ing the next 30 days. In order to con­tin­ue pro­vid­ing excel­lent cus­tomer ser­vice to the trav­el­ing pub­lic, the air­port must move for­ward with the plan­ning and devel­op­ment of new cov­ered park­ing in the exist­ing park­ing lots.

Staff, work­ing in con­junc­tion with ZHA Inc., has devel­oped a con­cep­tu­al plan to con­struct cov­ered park­ing in the cur­rent rental car ready return area. This would require relo­cat­ing the rental car return area to a more appro­pri­ate loca­tion in the exist­ing long term lot to bet­ter accom­mo­date the rental car cus­tomers. By accom­plish­ing this, it will pro­vide the air­port park­ing cus­tomers with three lev­els of ser­vice to choose from, more specif­i­cal­ly short term park­ing, long term park­ing and cov­ered parking.

The nec­es­sary park­ing lot mod­i­fi­ca­tions and struc­tur­al foun­da­tions for the cov­ered park­ing struc­ture will be designed under our con­tin­u­ing engi­neer­ing con­tract with ZHA, Inc. The con­struc­tion work will be bid out and com­plet­ed by one of the recent­ly select­ed con­tin­u­ing hor­i­zon­tal con­trac­tors. Pro­pos­als and pric­ing will be solicit­ed from shade struc­ture fab­ri­ca­tors for fab­ri­ca­tion of the cov­ered park­ing structure.

The project bud­get will be brought back to the Board for approval when final­ized. This project was not includ­ed in the FY 2013 bud­get; how­ev­er, the air­port has received an FDOT grant to cov­er 50% of the cost of this cap­i­tal project and will obtain a loan for the remain­ing 50% of project costs.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the sched­ule as pre­sent­ed for the process of con­struct­ing a new cov­ered park­ing alter­na­tive with­in the cur­rent ter­mi­nal park­ing area. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. ZHA Task Order – Cov­ered Air­port Ter­mi­nal Park­ing RFP Process

This item pro­vides for Board approval of a task order with ZHA, Inc. for pro­vid­ing pro­fes­sion­al con­sult­ing ser­vices to com­plete the prepa­ra­tion of a Request for Pro­pos­als (RFP) doc­u­ment and to admin­is­ter the RFP process for selec­tion of a shade struc­ture fabricator/​erector.

This task order pro­vides pro­fes­sion­al con­sult­ing ser­vices to com­plete the prepa­ra­tion of Request for Pro­pos­al (RFP) doc­u­ments and admin­is­ter the RFP process, as an exten­sion of staff, for solic­it­ing com­pet­i­tive pro­pos­als from shade struc­ture fabricators/​erectors and the eval­u­a­tion and selec­tion of the most qual­i­fied pro­pos­al for pro­vid­ing a shade struc­ture for cov­ered air­port park­ing adja­cent to the ter­mi­nal building.

The RFP doc­u­ments will include sketch­es, per­for­mance spec­i­fi­ca­tions, price, and design pro­pos­al doc­u­ments requir­ing the poten­tial provider of the shade struc­ture to artic­u­late qual­i­ty, tech­ni­cal spec­i­fi­ca­tions, price and aes­thet­ic char­ac­ter­is­tics for the respec­tive proposals.

This project was not includ­ed in the FY 2013 Cap­i­tal Improve­ment Bud­get. The cost of pro­vid­ing the ser­vices con­tained in the task order is $26,500.00. An FDOT grant has been obtained in the amount of 50% to cov­er costs asso­ci­at­ed with devel­op­ment of the cov­ered park­ing struc­tures. Funds are avail­able to cov­er the remain­ing por­tion of this expense.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the Task Order with ZHA for the cov­ered air­port ter­mi­nal park­ing RFP process and selec­tion of a shade struc­ture fabricator/​erector, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Ricon­do & Asso­ciates Fea­si­bil­i­ty Analy­sis Task Order – Cov­ered Air­port Parking

This item pro­vides for Board approval of a task order with Ricon­do & Asso­ciates to per­form a fea­si­bil­i­ty analy­sis for obtain­ing a five year loan for the con­struc­tion of new cov­ered air­port ter­mi­nal parking.

The cur­rent SIB loan agree­ment allows the air­port to obtain addi­tion­al financ­ing on a par­i­ty lev­el with the exist­ing SIB debt. To accom­plish this, how­ev­er, the air­port must pro­vide the SIB agency with a report pre­pared by an air­port con­sul­tant stat­ing that based upon rea­son­able assump­tions, pro­ject­ed pledged funds will be suf­fi­cient to sat­is­fy the rate covenant of debt ser­vice cov­er­age equal to 125% of the debt ser­vice require­ment. This report is required under the State Infra­struc­ture Bank (SIB) Loan Agree­ment with the State of Flori­da Depart­ment of Transportation.

This report will include a descrip­tion of the assump­tions used and the cal­cu­la­tions made in deter­min­ing the esti­mat­ed net rev­enues and shall also set forth the cal­cu­la­tions of the debt ser­vice require­ment or max­i­mum annu­al debt ser­vice. This assign­ment will include the prepa­ra­tion of a five-year finan­cial pro­jec­tion and devel­op­ment of a let­ter report that the Air­port Author­i­ty may share with banks as it seeks a bank loan.

This work was not includ­ed in the FY 2013 bud­get. The cost of this task order is $26,480. The air­port has received an FDOT grant to cov­er 50% of the cost of this task order and the air­port will obtain a loan for the entire project which will also cov­er the remain­ing 50% of this task order.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the work scope and task order with Ricon­do for the fea­si­bil­i­ty study 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.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:30 a.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary Till Bruett, Vice Chairman