October 2014 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., Octo­ber 20, 2014 in the Air­port Board Room by Chair­man Bruett.

The Invo­ca­tion was giv­en by Ms. Pat­ty Mitchell.

The Pledge of Alle­giance was led by Chair­man Bruett.

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

Pre­sen­ta­tion:

Mr. McClel­lan addressed the Board regard­ing the upcom­ing pro­mo­tion for Jill Kunkel, the Delta Air Lines Sta­tion Man­ag­er at the air­port. Mr. McClel­lan pre­sent­ed a Res­o­lu­tion to Ms. Kunkel thank­ing her for her ded­i­ca­tion, sup­port and con­tin­ued work effort dur­ing her tenure with the air­port. The Board acknowl­edged and thanked Ms. Kunkel for her efforts and con­tin­ued support.

Ms. Jor­dan Jacobs and Mr. Patrick Sheffield, both with Moore Com­mu­ni­ca­tions Group, pro­vid­ed a pre­sen­ta­tion to the Board regard­ing their ongo­ing com­mu­ni­ca­tions efforts and intro­duced the airport’s new updat­ed logo.

Approval of Minutes:

The Sep­tem­ber 16, 2014 Bud­get Work­shop Min­utes and the Sep­tem­ber 24, 2014 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. Lease Assign­ment – Youngstown Prop­er­ties, LLC to Tin Cup Invest­ments, LLC

This item pro­vid­ed for Board approval of the assign­ment of the Lease Agree­ment between Youngstown Prop­er­ties, LLC and the Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict to Tin Cup Invest­ments, LLC.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the lease assign­ment from Youngstown Prop­er­ties, LLC to Tin Cup Invest­ments, LLC and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing sat­is­fac­to­ry legal review. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. (i) Accept JPA – Replace­ment Vehi­cle for Air­craft Res­cue Fire Fight­ing (ARFF) and Extri­ca­tion Equipment

This item pro­vid­ed for Board accep­tance of an FDOT Joint Par­tic­i­pa­tion Agree­ment that will pro­vide fund­ing for an ARFF truck and extri­ca­tion equipment.

c. Accept JPA – Update Secu­ri­ty Equipment

This item pro­vid­ed for Board accep­tance of an FDOT Joint Par­tic­i­pa­tion Agree­ment that will pro­vide fund­ing to update the air­port secu­ri­ty system.

d. Accept JPA – Pur­chase Safe­ty Vehicles

This item pro­vid­ed for Board accep­tance of an FDOT Joint Par­tic­i­pa­tion Agree­ment that will pro­vide fund­ing to pur­chase two safe­ty vehicles.

Fol­low­ing Board dis­cus­sion, Ms. Mead­ows made a motion to accept all three FDOT Joint Par­tic­i­pa­tion Agree­ments and approval of a Res­o­lu­tion that allows for the Board Chair­man or his designee to exe­cute the required doc­u­ments. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

e. Rat­i­fi­ca­tion of Space/​Use Agree­ment – ZHA, Inc.

This item pro­vid­ed for Board rat­i­fi­ca­tion of a Space/​Use Agree­ment with ZHA, Inc.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the rat­i­fi­ca­tion of the Space/​Use Agree­ment with ZHA, Inc. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

f. Approve Air­craft Ser­vice Inter­na­tion­al Group (ASIG) 2015 Budget

This item pro­vid­ed for Board approval of the 2015 Oper­at­ing and Main­te­nance Bud­get for ASIG.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to approve the 2015 Oper­at­ing and Main­te­nance Bud­get for ASIG as pre­sent­ed. Ms. Mead­ows sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. ZHA Task Order – Water Qual­i­ty Mon­i­tor­ing Post Con­struc­tion Fall 2014 and Spring 2015

This item pro­vides for Board approval of a Task Order to ZHA to per­form the required Water Qual­i­ty Mon­i­tor­ing ser­vices as required under the airport’s envi­ron­men­tal permits.

In accor­dance with FDEP WRP Per­mit #03 – 0212186-004-DF, USACOE 404 Per­mit SAJ-2001- 5264-IP-GAH, and the Con­struc­tion and Post Devel­op­ment Water/​Sediment Qual­i­ty and Bio­log­i­cal Mon­i­tor­ing Plan, the air­port is required to con­duct water, sed­i­ment and bio­log­i­cal mon­i­tor­ing twice a year for a six year peri­od fol­low­ing con­struc­tion. FDEP Con­sent Order #3 deter­mined the post con­struc­tion date would be the date that the final stormwa­ter cer­ti­fi­ca­tion for the entrance road was sub­mit­ted and accept­ed, there­fore, the effec­tive date is May 25, 2012.

Approval of this task order ini­ti­ates the third year of mon­i­tor­ing and will allow the air­port to main­tain com­pli­ance with per­mit require­ments for Water Qual­i­ty Mon­i­tor­ing. The total cost of this task order is $55,000. Fund­ing for this task order is con­tained in the FY2015 Oper­at­ing Expense Budget.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve the task order with ZHA for Water Qual­i­ty Mon­i­tor­ing and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review by legal coun­sel. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. (i) ZHA Task Order – Stormwa­ter Inves­tiga­tive Study Stage 1 (ii) ZHA Task Order – Stormwa­ter Inves­tiga­tive Study Stage 2

c. (iii) ZHA Task Order – Con­struc­tion Bid Doc­u­ment Devel­op­ment, Bid and Award

This item pro­vides for Board approval of task orders with ZHA to per­form inves­tiga­tive stud­ies of the dam­ages caused by the unnamed storm on April 29 and 30, 2014, as well as approval to pro­vide pro­fes­sion­al bid pack­ag­ing, bid­ding and award, FEMA admin­is­tra­tion and grant man­age­ment ser­vices for the repairs to the stormwa­ter man­age­ment sys­tem required as a result of the unnamed storm.

As a result of the unnamed storm which occurred on April 29 and 30, 2014, Staff has met with gov­ern­ment offi­cials from the coun­ty, state and FEMA to assess the dam­ages. Col­lec­tive­ly, there are approx­i­mate­ly 24 areas that have been iden­ti­fied that need to be repaired to their orig­i­nal state to main­tain a viable stormwa­ter sys­tem. A num­ber of these areas are can­di­dates for addi­tion­al mit­i­ga­tion to ensure that the air­port is able to func­tion as a Crit­i­cal Facil­i­ty in the event future storms occur that qual­i­fy as 100 year or 500 year storm events.

Two of the small­er projects have been sub­mit­ted to FEMA for review and fund­ing. An addi­tion­al 17 projects are to be sub­mit­ted to FEMA by the end of Octo­ber for review and fund­ing under their Alter­nate Pro­ce­dures Pro­gram. The remain­ing five areas to be addressed are areas that have been dam­aged by off-site water intru­sion from the east, north and west onto the air­port prop­er­ty. The source and vol­ume of this water is not ful­ly known; there­fore, it is rec­om­mend­ed that an inves­tiga­tive study be ini­ti­at­ed to deter­mine the source, vol­ume and poten­tial solu­tions for deal­ing with this water.

ZHA and their sub-con­sul­tants pro­pose to ini­ti­ate a two-stage inves­tiga­tive study. Stage 1 would involve an ini­tial inves­ti­ga­tion to deter­mine if any of the areas have obvi­ous solu­tions for repair and mit­i­ga­tion and to deter­mine the com­pre­hen­sive inves­ti­ga­tion required on any remain­ing areas. Stage 2 would be a fol­low-up to Stage 1 to insure proac­tive, site spe­cif­ic solu­tions to reoc­cur­ring dam­ages. It is rec­om­mend­ed that both task orders be sub­mit­ted to FEMA for approval under their Alter­na­tive Pro­ce­dures Pro­gram along with the projects ref­er­enced above.

In prepa­ra­tion of the sub­mit­tal, ZHA has devel­oped esti­mates for the repair and mit­i­ga­tion projects, iden­ti­fied the base doc­u­ments need­ed to cre­ate bid doc­u­ments and pre­pared scope nar­ra­tives required for the sub­mis­sion of the FEMA Project Work­sheets. ZHA would eval­u­ate and rec­om­mend award of the con­struc­tion con­tracts. Addi­tion­al­ly, ZHA will review FEMA guide­lines to insure all bid pro­ce­dures fol­low­ing guide­lines set out for prop­er pub­lic procurement.

The total amount for the Stage 1 task order would not exceed $77,700. There are suf­fi­cient funds in the bud­get for this task order. In addi­tion, it is antic­i­pat­ed that FEMA and the State will reim­burse the Dis­trict for 87.5% of the cost, leav­ing the District’s por­tion at $9,712.50

The total amount for the Stage 2 task order would not exceed $248,500. Depend­ing on the results of the Stage 1 inves­tiga­tive study, the cost could poten­tial­ly be reduced or eliminated.

The total amount for the bid doc­u­ment task order would not exceed $117,700. There are suf­fi­cient funds in the bud­get for this task order. In addi­tion, it is antic­i­pat­ed that FEMA and the State will reim­burse the Dis­trict for 87.5% of the cost, leav­ing the District’s por­tion at $14,712.50.

Fol­low­ing Board dis­cus­sion, Mr. Fore­hand made a motion to approve the Stage 1 inves­tiga­tive study task order in the amount of $77,700 with autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any nec­es­sary doc­u­ments, and autho­riza­tion to sub­mit the Stage 2 inves­tiga­tive study task order to FEMA for approval under the Alter­na­tive Pro­ce­dures Pro­gram, and to table award of the task order for bid doc­u­ment prepa­ra­tion until a lat­er date. Mr. Pilch­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

a. (i) Rat­i­fi­ca­tion of Space Use Agree­ment – Edge Aerodynamix

b. (ii) Estab­lish a Spe­cial­ized Ser­vice Oper­a­tor Agree­ment with Edge Aerodynamix

This item pro­vides for Board approval of the rat­i­fi­ca­tion of a Space/​Use Agree­ment with Edge Aero­dy­namix, Inc. for park­ing an air­craft on the com­mer­cial ramp, and for board approval of the estab­lish­ment of a Spe­cial­ized Ser­vice Oper­a­tor (SSO) Agree­ment with Edge Aero­dy­namix for the instal­la­tion of air­craft parts and air­craft main­te­nance at the airport.

Fol­low­ing Board dis­cus­sion, Mr. Pilch­er made a motion to approve the rat­i­fi­ca­tion of the Space/​Use Agree­ment with Edge Aero­dy­namix and to approve the estab­lish­ment of a Spe­cial­ized Ser­vice Oper­a­tor Agree­ment with Edge Aero­dy­namix, Inc. and autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Reports:

Mr. McClel­lan shared the fol­low­ing Staff announce­ments with the Board: Police Chief Bar­bara Mont­gomery recent­ly cel­e­brat­ed 36 years of employ­ment with the Air­port Police Depart­ment; and Lar­ry High­tow­er has been pro­mot­ed to the posi­tion of Main­te­nance Manager.

Mr. McClel­lan advised the Board that Jer­ry Swearin­gen, the Air­port Fire Chief, is work­ing with per­son­nel from the Bay Coun­ty Health Depart­ment regard­ing estab­lish­ing pro­to­col for deal­ing with the Ebo­la virus.

Ms. Mead­ows advised the Board that she recent­ly met with Mr. McClel­lan, Mr. Bag­by, Exec­u­tive Direc­tor of the Wal­ton Coun­ty TDC, and Mr. Lar­ry Jones, the Wal­ton Coun­ty Man­ag­er regard­ing allo­cat­ing mon­ey for the pur­pose of mar­ket­ing an addi­tion­al air car­ri­er. She stat­ed Wal­ton Coun­ty would be allo­cat­ing $500,000 to use toward pro­mot­ing the airport.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The reg­u­lar meet­ing was adjourned at approx­i­mate­ly 10:15 a.m. (CST).

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Till Bruett, Chairman