October 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., Octo­ber 24, 2012 in the Air­port Board Room by Chair­man Pilcher.

The Invo­ca­tion was giv­en by Ms. Pat­ty Strick.

The Pledge of Alle­giance was led by Chair­man Pilcher.

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

Approval of Minutes:

The Sep­tem­ber 12, 2012 Board Work­shop Min­utes, and the Sep­tem­ber 26, 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. Gor­rie-Regan Security/​CCTV and Park­ing Sys­tem Main­te­nance Agreements

This item pro­vides for Board approval of a main­te­nance agree­ment with Gor­rie-Regan for the main­te­nance of the AMAG Secu­ri­ty Sys­tem and the Amano-McGann Park­ing Rev­enue Con­trol System.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the main­te­nance agree­ment with Gor­rie-Regan and autho­riza­tion for the Board Chair­man or his designee to exe­cute any required doc­u­ments. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Rat­i­fi­ca­tion of Pur­chase – Site Stabilization

This item pro­vides for Board approval and rat­i­fi­ca­tion of the pur­chase of sod required under FDEP Con­sent Order #3 for site stabilization.

Fol­low­ing Board dis­cus­sion, Mr. Koehne­mann made a motion to rat­i­fy the pur­chase made by Staff. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Com­mit­tee Rec­om­men­da­tion – Con­tin­u­ing Con­trac­tor Con­struc­tion Services

This item pro­vides for Board selec­tion and approval of a con­struc­tion firm(s) to per­form con­struc­tion ser­vices con­sist­ing of site work, civ­il work and paving work for the Air­port Author­i­ty as approved under state statute.

The air­port issued a Request for Qual­i­fi­ca­tions (RFQ) request­ing spe­cif­ic infor­ma­tion from qual­i­fied con­struc­tion con­trac­tors with site, civ­il and paving con­struc­tion expe­ri­ence to be short list­ed and be on-call for bid­ding and pro­vid­ing con­struc­tion for mis­cel­la­neous con­struc­tion projects of up to $2.5 mil­lion in scope on a non-exclu­sive basis for a five year period.

The gen­er­al scope of ser­vices to be pro­vid­ed by the con­tin­u­ing con­trac­tors includes gen­er­al earth­work and site work, util­i­ties, stormwa­ter work, paving, fenc­ing, struc­tures such as short span bridges and retain­ing walls, electrical/​communications/​low volt­age sys­tems, and oth­er hor­i­zon­tal civ­il type work.

As a result of the RFQ, five com­pa­nies sub­mit­ted state­ments of qual­i­fi­ca­tions. The fol­low­ing is a list of the com­pa­nies that responded:

• CW Roberts
• GAC
• Gulf Coast Util­i­ty Contractors
• Mar­shall Brothers
• Phoenix Con­struc­tion

In Octo­ber, the selec­tion com­mit­tee con­sist­ing of Mr. John Wheat, Mr. Park­er McClel­lan, Ms. Pamn Hen­der­son, Mr. Richard Zip­per­ly, and Mr. Chris Fore­hand met to dis­cuss their eval­u­a­tions of the state­ments of qual­i­fi­ca­tions from each com­pa­ny. After a thor­ough review, it was deter­mined that all of the com­pa­nies were well qual­i­fied to per­form the antic­i­pat­ed work and all met the require­ments con­tained in the RFQ.

There­fore, as a result of the review, the com­mit­tee rec­om­mend­ed all five con­trac­tors be main­tained for the con­tin­u­ing con­trac­tor con­struc­tion ser­vices for site, civ­il and paving work at the airport.

The over­all bud­get impact with this approach will reduce costs asso­ci­at­ed with a for­mal bid­ding process and ensure com­pet­i­tive bids from qual­i­fied con­trac­tors. Every project bid under this approach would be brought to the Board for approval.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the committee’s rec­om­men­da­tion of selec­tion of the five con­trac­tors to pro­vide con­tin­u­ing con­trac­tor con­struc­tion ser­vices for site, civ­il and paving work at the air­port, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Gen­er­al Avi­a­tion Fuel Flowage Fees

This item pro­vides for Board approval to con­tin­ue the cur­rent dis­count­ed rate charged per gal­lon for gen­er­al avi­a­tion fuel.

In May of 2011, the Board approved a tem­po­rary reduc­tion of fuel flowage fees from $.09 per gal­lon to $.04 per gal­lon. This reduc­tion pro­vid­ed a ben­e­fit to both the air car­ri­ers and the gen­er­al avi­a­tion users.

The cost of fuel today con­tin­ues to have an adverse impact on gen­er­al avi­a­tion and the price of avgas and jet fuel remains high. The num­ber of gen­er­al avi­a­tion oper­a­tions, as well as the gen­er­al avi­a­tion activ­i­ty over­all, still has not returned to the lev­els seen pre­vi­ous­ly at PFN.

In an effort to con­tin­ue the eco­nom­ic incen­tive of fuel sav­ings, Staff rec­om­mends con­tin­u­ing the reduc­tion of the fuel flowage fee to $.04 per gal­lon for the peri­od of Octo­ber 1, 2012 through Sep­tem­ber 30, 2013.

The FY 2013 Oper­a­tions and Main­te­nance Bud­get was cal­cu­lat­ed by uti­liz­ing the reduced incen­tive rate, there­fore it would not be impact­ed by this con­tin­ued reduction.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve con­tin­u­ing the fuel sav­ings by reduc­ing the price to $.04 per gal­lon on gen­er­al avi­a­tion fuel for the peri­od of Octo­ber 1, 2012 through Sep­tem­ber 30, 2013. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Restric­tive Covenant with FDEP for Dredge Spoils Place­ment Area

This item pro­vides for Board approval of exe­cu­tion of a Restric­tive Covenant with the Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion (FDEP) for dredge spoils materials.

Dur­ing con­struc­tion of ECP, dredge spoils mate­ri­als were moved from the old air­port site to the new air­port site, with the approval of FDEP, in order to facil­i­tate the sale of the old air­port prop­er­ty. The mate­ri­als were relo­cat­ed ear­ly in the con­struc­tion process and are locat­ed under roads, taxi­ways, and sim­i­lar paved areas.

Part of the agree­ment between FDEP and the air­port to relo­cate these mate­ri­als was that a Restric­tive Covenant would be required to lim­it cer­tain activ­i­ties where the mate­ri­als have been placed. All tasks and issues have been resolved and it is the appro­pri­ate time to approve and record the Restric­tive Covenant.

The only costs asso­ci­at­ed with this are the min­i­mal costs for record­ing the Restric­tive Covenant in the Pub­lic Records of Bay Coun­ty, Florida.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the exe­cu­tion and record­ing of the Restric­tive Covenant and com­ple­tion by Staff or legal coun­sel of any ancil­lary actions required by FDEP. Ms. Moliter­no sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Oth­er Business:

Mas­ter Plan Update: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of the Mas­ter Plan process.

Hangar Update: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of the door repair for Bay Air­craft Own­ers at one of their hangars.

Mar­ket­ing Update: Ms. Jor­dan Jacobs with Moore Com­mu­ni­ca­tions Group updat­ed the Board regard­ing the suc­cess of the sum­mer mar­ket­ing efforts.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:40 a.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary Till Bruett, Vice Chairman