November 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., Novem­ber 20, 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 Ms. Dawn Moliterno.

Approval of Minutes:

The Octo­ber 23, 2013 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed the activ­i­ty report. Ms. Hen­der­son pre­sent­ed and reviewed the finan­cial report.

Con­sent Agenda:

a. Approve 2014 Board Meet­ing Calendar

This item pro­vides for Board approval of the 2014 Board Meet­ing Cal­en­dar. Board mem­bers reviewed the cal­en­dar and there was con­sen­sus to approve the dates as pre­sent­ed. No vote was tak­en regard­ing this item.

b. Gen­er­al Avi­a­tion Fuel Flowage Fees

This item pro­vides for Board approval to con­tin­ue the eco­nom­ic incen­tive for gen­er­al avi­a­tion fuel.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve con­tin­u­ing the reduced fuel rate of $.04 per gal­lon for gen­er­al avi­a­tion fuel for the peri­od of Octo­ber 1, 2013 through Sep­tem­ber 30, 2014. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Ban­ner Tow Agree­ment – Jer­sey Shore Aer­i­al Advertising

This item pro­vides for Board approval of a Ban­ner Tow Agree­ment between Jer­sey Shore Aer­i­al Adver­tis­ing, LLC and the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict for the oper­a­tion of air­craft ban­ner tow activities.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the Ban­ner Tow Agree­ment with Jer­sey Shore Aer­i­al Adver­tis­ing, LLC and autho­riza­tion for the Board Chair­man to exe­cute any required doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Approve Cov­ered Park­ing Lot Rate

This item pro­vides for Board approval of the dai­ly park­ing rate for the cov­ered park­ing lot at the air­port, and the estab­lish­ment of a rate for an annu­al park­ing per­mit in the cov­ered park­ing lot.

The cov­ered park­ing lot will be a pre­mi­um lot locat­ed behind the short term lot. The addi­tion of this park­ing lot will pro­vide users the abil­i­ty to park under cov­er, which will pro­tect vehi­cles from the sun.

Staff com­pared the rates of the for­mer Cov­ered Air­port Park­ing busi­ness, reviewed the park­ing rates as com­pared to the oth­er air­ports in our region, and solicit­ed input from the airport’s pro­fes­sion­al park­ing man­age­ment com­pa­ny, Repub­lic Park­ing, as to an appro­pri­ate rate to charge for park­ing in the cov­ered park­ing lot. Based on this review, staff pro­pos­es an hourly rate of $4.00 per hour for each of the first three hours, with a max­i­mum dai­ly rate of $13.00 for the cov­ered park­ing lot.

Addi­tion­al­ly, there is a demand for the estab­lish­ment of an annu­al park­ing pass for the cov­ered park­ing lot. In response to that demand, staff pro­pos­es a rate of $2,400 annu­al­ly, allow­ing for two exits per month. The num­ber of per­mits issued would be lim­it­ed to 15 spaces, which would be marked to ensure availability.

Board mem­bers addressed the cur­rent prac­tice of pro­vid­ing free park­ing for the first ten min­utes of park­ing in both the short term and long term park­ing lots. It is the Board’s opin­ion that if we are going to con­tin­ue this prac­tice, the length of time should be increased to allow ample time to reach the ter­mi­nal build­ing. Staff request­ed addi­tion­al time to review the impact on park­ing rev­enues should the free park­ing time be extended.

Approval of the new park­ing rate and the estab­lish­ment of an annu­al park­ing pass for the cov­ered park­ing lot will have a pos­i­tive impact on the budget.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to extend the time for free park­ing to the first 20 min­utes and direct­ed staff to deter­mine the impact on rev­enues if the free park­ing time were extend­ed to the first 30 min­utes; approved the dai­ly cov­ered park­ing rate of $13.00 per day, with $4.00 per hour for each of the first three hours; and approved an annu­al park­ing rate of $2,400 for the cov­ered park­ing lot. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Award Bid for Ter­mi­nal Push-Back and ATCT Secu­ri­ty Project

This item pro­vides for Board selec­tion of a con­trac­tor and award of a con­tract to per­form the ter­mi­nal push-back apron and Air Traf­fic Con­trol Tow­er (ATCT) secu­ri­ty project.

A Request for Pro­pos­als was issued in Octo­ber 2013 for the ter­mi­nal push-back apron and secu­ri­ty project. The bid doc­u­ment includ­ed a base bid and four alter­nates, with the air­port hav­ing the option to award the base bid plus any, all or none of the alter­na­tives, at the District’s sole discretion.

The fol­low­ing is the scope of work for the base bid and a list of the four alter­nates: BASE BID:

• Selec­tive demo­li­tion or removal of asphalt, con­crete curb­ing, elec­tri­cal race­ways and land­scape areas air­side and land­side adja­cent to the Ter­mi­nal Building
• Removal and relo­ca­tion of exist­ing gate equip­ment and instal­la­tion of new gate equipment
• Instal­la­tion of race­ways, wiring and pull box­es for gate equipment
• Con­struc­tion of push-back apron, edge light­ing, grad­ing and drainage
• Con­struc­tion of asphalt, con­crete side­walks and curb­ing, and striping
• Removal and instal­la­tion of SIDA fence
• Coor­di­na­tion with the Owner’s representative/​project engi­neer to ensure prop­er sequenc­ing of all con­struc­tion activities
• Instal­la­tion of side­walk con­nect­ing park­ing to ter­mi­nal and to main­te­nance areas

Bid Alter­nate 1 – PCC Apron Pave­ment would replace the base bid asphalt paving detail with a Port­land Cement Con­crete paving detail.

Bid Alter­nate 2 – Air­field Mark­ings is the removal and replace­ment of all apron mark­ings sur­round­ing the ter­mi­nal inside of the exist­ing apron taxi lanes.

Bid Alter­nate 3 – Push-back Apron Light­ing would replace the base bid LED Taxi­way Edge Light with Apron Floodlights.

Bid Alter­nate 4 – North Apron Light­ing would replace base bid LED Taxi­way Edge Light with Apron Floodlights.

In response to the RFP, bids were received from Phoenix Con­struc­tion Ser­vices, Inc., GAC Con­trac­tors, Inc., and Mar­shall Broth­ers Indus­tri­al, Inc. Phoenix Con­struc­tion Ser­vices was the low base bid­der and the low bid­der con­sid­er­ing any com­bi­na­tion of the base bid and bid alternates.

The orig­i­nal bud­get for this project was $1,379,000. Due to the fact that the bids came in high­er than antic­i­pat­ed, staff has increased the bud­get to $1,500,000, which will allow for con­struc­tion, pro­fes­sion­al fees and con­tin­gency. Accep­tance of the base bid and bid alter­nates 2, 3 and 4 would result in a total con­struc­tion con­tract amount of $1,195,196, and would pro­vide for $210,698 of pro­fes­sion­al fees and a project con­tin­gency of $94,106. Alter­nate 1 is not being rec­om­mend­ed at this time, due to the avail­abil­i­ty of funds.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to autho­rize increas­ing the bud­get for this project to $1,500,000 and award the con­tract for the Ter­mi­nal Push-back Apron & ATCT Secu­ri­ty Project to Phoenix Con­struc­tion Ser­vices, Inc., for the base bid and bid alter­nates 2, 3 and 4 for a total con­tract amount of $1,195,196. Mr. Lee sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Reports:

Cov­ered Park­ing Project Update: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of con­struc­tion of the new cov­ered park­ing lot. Con­struc­tion is near­ing com­ple­tion and the lot is expect­ed to be open by mid-December.

Air Traf­fic Con­trol Tow­er Con­tract Pro­gram: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of the ATCT Con­tract Pro­gram. He stat­ed that fund­ing for the pro­gram has been secured through Jan­u­ary 15, 2014, at which time the exten­sion of fund­ing will be reviewed by Congress.

Water Qual­i­ty Mon­i­tor­ing Report: Mr. McClel­lan pro­vid­ed the Board with an infor­ma­tion­al report from ZHA regard­ing the Water Qual­i­ty Mon­i­tor­ing con­duct­ed on air­port property.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The reg­u­lar meet­ing was adjourned at approx­i­mate­ly 9:45 a.m.

AIR­PORT MAS­TER PLAN

BOARD WORKSHOP

The Work­shop of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 10:00 a.m., Novem­ber 20, 2013 in the Air­port Board Room by Chair­man Pilcher.

Mr. Paul Puck­li, a con­sul­tant with CHA Con­sult­ing, LLC, pro­vid­ed a pre­sen­ta­tion to the Board regard­ing the progress of the Mas­ter Plan Study. His pre­sen­ta­tion dis­cussed the sta­tus of the work com­plet­ed to date, as well as the future work efforts.

Mr. Puck­li advised the Board that input would be need­ed regard­ing the future facil­i­ty require­ments as it relates to pro­ject­ed pas­sen­ger growth for the Ter­mi­nal Build­ing. He reviewed sev­er­al options of both con­course and ter­mi­nal expan­sion projects.

After gen­er­al dis­cus­sion, it was the con­sen­sus of the Board that a tour of the spe­cif­ic areas being con­sid­ered in the Ter­mi­nal Build­ing would be more appro­pri­ate before deter­min­ing which options would best fit the need future growth and development.

A Mas­ter Plan Work­shop will be sched­uled on Fri­day, Decem­ber 13, 2013 at 10:00 a.m. to pro­vide a tour in the Ter­mi­nal Build­ing for the Board Members.

The Mas­ter Plan Work­shop was adjourned at approx­i­mate­ly 11:25 a.m. CST.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary John Pilch­er, Chairman