September 2018 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., Sep­tem­ber 26, 2018 by Chair­man Lee.

The Invo­ca­tion was giv­en by Ms. Rhon­da March­man. The Pledge of Alle­giance was led by Chair­man Lee.

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

Ms. Sims made a motion to approve the Agen­da. Mr. Tusa sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Recog­ni­tion:

Chair­man Lee announced that Ms. Sandy Sims received the hon­or from the Girls Scouts of Amer­i­ca as a ​“Women of Dis­tinc­tion Dia­mond Award recip­i­ent” last month for her con­tri­bu­tions to the com­mu­ni­ty that embody the vision of the founder; and Ms. Bec­ca Hard­en was also a ​“Women of Dis­tinc­tion” hon­oree, in the ​“Com­mu­ni­ty Impact” division.

Reports:

Mr. Park­er McClel­lan pre­sent­ed and reviewed the Activ­i­ty Report. Ms. Dar­lene Nel­son pre­sent­ed and reviewed the Finan­cial Report. 

Con­sent Agenda:

a. Board Meet­ing Min­utes – August 22, 2018

This item pro­vides for Board approval of the August 22, 2018 Board Meet­ing Minutes.

b. Spe­cial Board Meet­ing Min­utes – Sep­tem­ber 5, 2018

This item pro­vides for Board approval of the Sep­tem­ber 5, 2018 Spe­cial Board Meet­ing Minutes.

c. Approve FY 2019 Bud­get Work­shop Min­utes – Sep­tem­ber 5, 2018

This item pro­vides for Board approval of the Sep­tem­ber 5, 2018 FY 2019 Bud­get Work­shop Minutes.

d. Adopt Res­o­lu­tion to Change Project Descrip­tion and Scope for FDOT Joint Par­tic­i­pa­tion Agree­ment 42563119401

This item pro­vides for Board approval to autho­rize the Board Chair­man or designee to exe­cute the Res­o­lu­tion to revise the title and project descrip­tion of JPA 42563119401.

e. Approve Renew­al of Sched­uled Ser­vice Agree­ment for Air­port HVAC Sys­tem and Components

This item pro­vides for the renew­al of an Agree­ment with Trane to pro­vide sched­uled main­te­nance ser­vices for the Airport’s three com­mer­cial air and water cooled chillers and asso­ci­at­ed sys­tem components.

f. Approve T‑Hangar Lease Amendment

This item pro­vides for Board approval of an Amend­ment to the cur­rent T‑Hangar Lease.

g. Accept Bid – Fire Alarm/​Sprinkler Sys­tem Inspec­tion and Mon­i­tor­ing Service

This item pro­vides infor­ma­tion to the Board for award­ing a con­tract to Advanced Fire Pro­tec­tion Ser­vices, Inc. for the fire alarm and sprin­kler sys­tem inspec­tion and mon­i­tor­ing ser­vice, and autho­riza­tion for Exec­u­tive Direc­tor to exe­cute any nec­es­sary documents.

h. Approve Pol­i­cy Change – Eli­gi­bil­i­ty for Benefits

This item pro­vides for Board approval of a pol­i­cy change regard­ing the eli­gi­bil­i­ty of ben­e­fits in Pol­i­cy 8.1, and autho­riza­tion for Exec­u­tive Direc­tor to exe­cute any nec­es­sary documents.

i. Accept Agree­ment with Flori­da Cer­ti­fied Sign Erec­tors for the Entrance Road Signage

This item pro­vides for the removal, repair and rein­stal­la­tion of the Air­port Entrance road sig­nage impact­ed by the SR 388 Con­struc­tion Project, and autho­riza­tion for Exec­u­tive Direc­tor to exe­cute any nec­es­sary documents.

Ms. Sims made a motion to approve the Con­sent Agen­da and Mr. John­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Approve FY 2019 Oper­at­ing and Cap­i­tal Budget

This item presents the Fis­cal Year 2019 Oper­at­ing and Cap­i­tal Bud­get to the Board for adop­tion and autho­riza­tion for the Board Chair­man to exe­cute the Res­o­lu­tion adopt­ing the budget.

Mr. McClel­lan and Ms. Nel­son reviewed the pro­ject­ed oper­at­ing rev­enues and oper­at­ing expens­es for the upcom­ing fis­cal year. Mr. McClel­lan informed the Board that the real­ly impor­tant aspect of the August Activ­i­ty Report was the pas­sen­ger count which the Air­port uses as a per­for­mance mea­sure. The total pas­sen­ger count is fore­cast­ed to exceed 1 mil­lion pas­sen­gers this year, and over 1.1 mil­lion accord­ing to the Air­lines’ fore­cast­ed pas­sen­ger counts. Ms. Sims asked to clear up her con­fu­sion regard­ing pas­sen­ger counts vs. plane land­ing weights, and Mr. McClel­lan clar­i­fied that the rev­enues in our bud­get are based on the land­ed weights of the planes, as is spelled out in the Air­line Agree­ments with the Air­port. Ms. Nel­son added that the pro­ject­ed park­ing rev­enue is not an exact cor­re­la­tion based on pas­sen­ger counts because more than one pas­sen­ger can be in a car parked in the lot.

The FY 2019 Oper­at­ing and Cap­i­tal Bud­get includes oper­at­ing rev­enues of $14,042,645 and oper­at­ing expens­es of $8,279,847. The bud­get incor­po­rates the debt ser­vice require­ments for prin­ci­pal and inter­est pay­ments of $3,089,574 for the two SIB loans along with pas­sen­ger facil­i­ty charges of $1,606,578, result­ing in a net require­ment from Air­port rev­enues of $1,482,996. After air­line rev­enue shar­ing, the net remain­ing rev­enues for the cap­i­tal improve­ment pro­gram is $1,672,387.

The FY 2019 Oper­at­ing and Cap­i­tal Bud­get was pre­sent­ed to the sig­na­to­ry air car­ri­ers and dis­cussed at the Air­line- Air­port Affairs Com­mit­tee Meet­ing on August 9, 2018. The air car­ri­ers reviewed the Rates and Charges cal­cu­la­tions for FY 2019 along with the pro­posed Oper­at­ing and Cap­i­tal Bud­get. The air­lines were pleased with the bud­get pre­sen­ta­tion and did not request any changes.

A Board Bud­get Work­shop was held on Sep­tem­ber 5, 2018, where the bud­get was reviewed in detail with mem­bers of the Board. The high­lights of the bud­get include:

• Over­all rev­enues increased by $1,057,125 due to pri­mar­i­ly to increased pas­sen­ger and air­line traf­fic over FY 2018 Budget;
• Per­son­nel costs increased by 9.7% over FY 2018 Bud­get, which includes 3 new posi­tions, an increase to base pay of 2.9% (based on the Con­sumer Price Index for June 2018) along with a 2% mer­it pool, and an increase in health insur­ance of 8%;
• Total oper­at­ing expens­es bud­get­ed reflect a $363,032 increase from the pri­or year; and
• Rates and Charges are as follows:
• Ter­mi­nal Rental Rate increased from $61.24 to $63.74 per square foot
• Land­ing Fee decreased from $5.90 to $4.78 per 1,000 pounds
• Sig­na­to­ry Cost per Enplane­ment decreased from $7.42 to $6.34, though now all of our air­lines are Non-Signatory

Approval of the pro­posed bud­get will also include autho­riza­tion for:

• Cap­i­tal Equip­ment Sched­ule using FDOT grant mon­ey to include replac­ing the very large tires on vehi­cles, replac­ing old Air­port equip­ment, improv­ing the SR388/​Airport Entrance with a round­about and sprin­kler sys­tem instal­la­tion, clean­ing the Ter­mi­nal floors and replac­ing tiles, replac­ing bat­tery packs that back up our secu­ri­ty sys­tems, replac­ing two shut­tle vehi­cles with hard doors, and replac­ing the Exit door
• Cap­i­tal Expen­di­tures (Projects) Sched­ule using sup­ple­men­tal fund­ing from Tri­umph, FAA, and state grants to include the Ter­mi­nal Apron repair and expan­sion, the Cross­wind Run­way, replac­ing leak­ing sky­lights, con­vert­ing to LED lights for cost sav­ings, expan­sion of the Main­te­nance build­ing, envi­ron­men­tal mit­i­ga­tion, eco­nom­ic devel­op­ment projects i.e. Project Blue Star (next to the Fuel Farm), and Project Good­wrench (by part­ner­ing with Gulf Coast State Col­lege and Haney to cre­ate an approved cam­pus for the A&P pro­gram), and Ter­mi­nal expansion
• Main­tain­ing the fuel flowage fee at $.04 per gallon
• T‑Hangar rental rate with a stan­dard­ized CPI adjustment:
  • Small – $413.33
  • Medi­um – $558.53
  • Large – $772.77
  • Land Rent at the rate of $0.35 per square foot

Mr. John­son com­ment­ed that he thought the bud­get was con­ser­v­a­tive, but real­is­tic. Mr. Math­is made a motion to approve the FY 2019 Oper­at­ing and Cap­i­tal Bud­get. Mr. John­son sec­ond­ed the motion. The vote was tak­en and the motion passed unan­i­mous­ly. Mr. Tusa made a motion autho­riz­ing the Board Chair­man to exe­cute the Res­o­lu­tion adopt­ing the bud­get. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Accept Bid – C.W. Roberts Con­tract­ing, Inc. for Ter­mi­nal Apron Repair Project

This item pro­vides for Board accep­tance of a bid from C.W. Roberts Con­tract­ing, Inc. for Air­port Ter­mi­nal Apron Repair, and for Board autho­riza­tion for Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­men­ta­tion fol­low­ing sat­is­fac­to­ry legal review.

This project is to repair a sec­tion of pave­ment along the concrete/​asphalt tran­si­tion edge of the Air­port Ter­mi­nal Apron. The project will repair a por­tion where the pave­ment tran­si­tions from con­crete to asphalt. The Project will remove a 20-foot wide, 1,580-foot long, sec­tion of the asphalt pave­ment that has failed due to heavy use and will replace the sec­tion with a more resilient, poly­mer, asphalt that will bet­ter accom­mo­date the load trans­fer between the two pave­ment types.

After Board dis­cus­sion and clar­i­fi­ca­tion by Avcon’s Ms. Tonia Nation, Mr. Tusa made a motion to accept the bid from C.W. Roberts Con­tract­ing, Inc. Ms. Sims sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Accept Bid – C.W. Roberts Con­tract­ing, Inc. for Ter­mi­nal Apron Expan­sion Project

This item pro­vides for Board accep­tance of a bid from C.W. Roberts Con­tract­ing, Inc. for Air­port Ter­mi­nal Apron Expan­sion, and for Board autho­riza­tion for Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­men­ta­tion fol­low­ing sat­is­fac­to­ry legal review.

This project is to expand the Ter­mi­nal Apron at the Air­port by approx­i­mate­ly 154,800 square feet in order to accom­mo­date increased air car­ri­er air­craft size and frequency.

After Board dis­cus­sion, Ms. Sims made a motion to accept the bid from C.W. Roberts Con­tract­ing, Inc. Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Approve Mas­ter Plan­ning Ser­vices Agree­ment – CHA Con­sult­ing, Inc.

This item presents for Board approval an Agree­ment for Pro­fes­sion­al Mas­ter Plan­ning Ser­vices between the Air­port and CHA Con­sult­ing, Inc., and autho­riza­tion for Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments, pend­ing approval by the Air­port Attorney.

At a Spe­cial Board Meet­ing held May 29, 2018, the Board heard pre­sen­ta­tions from three firms that had respond­ed to the Airport’s State­ment of Qual­i­fi­ca­tions for an Air­port Mas­ter Plan Update Plan­ning Ser­vices Con­sul­tant and were rec­om­mend­ed by the Air­port Mas­ter Plan Update Con­sul­tant Selec­tion Committee.

After hear­ing the pre­sen­ta­tions, the Board ranked the three firms, with CHA Con­sult­ing Inc. being select­ed to per­form the mas­ter plan­ning ser­vices. At that time, Staff was autho­rized to nego­ti­ate a con­tract with CHA.

The Scope of Ser­vices reviewed and approved by the Fed­er­al Avi­a­tion Admin­is­tra­tion out­lin­ing the work tasks to be per­formed was pre­sent­ed to the Board.

Mr. Paul Puck­li of CHA Con­sult­ing Inc. pre­sent­ed to the Board a brief sum­ma­ry of the Mas­ter Plan­ning Study tasks, process­es and sched­ule, for a bet­ter under­stand­ing of the work­flow and the oppor­tu­ni­ty for Board and pub­lic involve­ment. After Board dis­cus­sion, Mr. John­son made a motion to approve the Mas­ter Plan­ning Ser­vices Agree­ment between the Air­port and CHA Con­sult­ing, Inc. Ms. Sims sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Bay EDA Update:

Ms. Bec­ca Hardin report­ed that the Bay EDA fol­lowed up on a lead gen­er­at­ed from the sum­mer inter­na­tion­al air­show, and that she, Vice Chair­man McDon­ald and Gulf Coast State Col­lege Pres­i­dent Hold­nack met with a major engine man­u­fac­tur­er who is inter­est­ed in our part­ner­ship with the Col­lege in the area of advanced and addi­tive man­u­fac­tur­ing, and will be meet­ing with them again next month. She informed the Board that in mid-Octo­ber, Bay EDA will be start­ing a major mar­ket­ing effort with a trip to the UK to part­ner with some Cham­bers of Com­merce to get in front of 50 – 60 com­pa­nies need­ing to be in the U.S. to do busi­ness, and pitch­ing the prop­er­ties avail­able here at the Air­port. Also dur­ing that vis­it, Ms. Hardin will be attend­ing Avi­a­tion Week at the MRO (Main­te­nance, Repair and Over­haul) Europe Con­fer­ence in Ams­ter­dam (which was very pro­duc­tive for project leads last year) and already has many meet­ings sched­uled, as well as her hav­ing accept­ed an invi­ta­tion to tour Fokker, a divi­sion of GKN Aero­space to talk about how we can help GKN expand here in Bay Coun­ty. She end­ed her report by say­ing that the avi­a­tion indus­try is on a growth upswing.

The Moore Agency Update:

Ms. Katie Spill­man of The Moore Agency report­ed that in August, the Air­port spon­sored the 3‑day music fes­ti­val ​“Pep­si Gulf Coast Jam” over the Labor Day week­end at Frank Brown Park with approx­i­mate­ly 73,000 in atten­dance, and over 50 states rep­re­sent­ed. The ECP ​“Escape” video was played on the main stage sev­er­al times through­out the week­end; the Air­port was announced by the Host of the event when thank­ing the spon­sors (as the next group was intro­duced); the Air­port logo was fea­tured on the mobile app in the spon­sor­ship sec­tion, and in the Jam’s social media pro­gram; and, lead­ing up to the Show, the ECP social media team gave away two pairs of 3‑Day Gen­er­al Admis­sion pass­es to ECP social media fans and fol­low­ers. Com­pared to July’s 801 Twit­ter impres­sions, August saw more than 12,000 impres­sions and 500 engage­ments as a result of the Jam push. There were only 1,200 Face­book impres­sions in July, but in August there were over 9,000. And, we already more than tripled our Insta­gram goal for the year, due to the cam­paign and our oth­er ini­tia­tives through­out the year. The Moore Agency will be review­ing our three major adver­tis­ing cam­paign bursts for 2018 and what changes will help our strat­e­gy in 2019.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan informed the Board that Staff worked with the ECP rental car agen­cies three months ago to exer­cise the option for extend­ing their agree­ment, and last week, they said they would rather rene­go­ti­ate with the allo­ca­tion of the spaces being addressed, and cov­er­ing the spaces and walk­way (which can be fund­ed by the Cus­tomer Facil­i­ty Charge Pro­gram). They will con­tin­ue to oper­ate under their exist­ing agree­ment until a new one is brought before the Board in Novem­ber. Vice Chair­man McDon­ald sug­gest­ed the rental cars make changes to their sig­nage to include a loca­tion sign.

Mr. McClel­lan report­ed that com­pa­nies bid­ding on the 3- to 4‑year project of the SR388 realignment/​ECP Entrance have expressed inter­est in buy­ing our sand. Regard­ing the cur­rent water pipe relo­ca­tion work being done at the entrance, he said Staff has con­tin­ued to work with the con­trac­tor and the coun­ty on try­ing to min­i­mize traf­fic issues with appro­pri­ate sig­nage as lanes are reduced dur­ing the construction.

He report­ed that Michelle Greer is the new Traf­fic Con­trol Tow­er man­ag­er, replac­ing Mr. Mike Park­er who retired.

He said the Staff ​“Thank You Lun­cheon” would be held Fri­day, Sep­tem­ber 28 in the Old Wel­come Cen­ter on the 2^nd floor with Sonny’s BBQ cater­ing it.

Mr. McClel­lan report­ed that Amer­i­can Air­lines announced last week that they’ll be adding a 5:00 p.m. flight dur­ing Novem­ber and Decem­ber to Dal­las, and in the sum­mer, a non-stop to Chica­go on Sat­ur­days, as they are very hap­py with their suc­cess here at ECP.

Mr. McClel­lan fur­ther report­ed that round one of the sup­ple­men­tal grant appli­ca­tion for the Ter­mi­nal Expan­sion was not suc­cess­ful, so Mr. Rick Mellin and he will meet with the FAA to find out what oth­er options are avail­able to strate­gize for anoth­er round in Jan­u­ary, and oth­er FAA fund­ing opportunities.

Announce­ments:

Kei­th from Sheltair informed the Board that they just fin­ished con­struc­tion on a new hangar, Hangar 2, and would be hav­ing a Grand Open­ing there after the Octo­ber Board Meet­ing on Wednes­day, Octo­ber 24, at 11:00 a.m. Mr. McClel­lan added that Sheltair would be a spon­sor for the Moonie Week­end, Sep­tem­ber 29 – 30, and is expect­ing to see 50 – 75 Moonie Air­craft on their ramp and fly­ing in for­ma­tion down the beach.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:14 a.m.

Kathy Gilmore, Exec­u­tive Sec­re­tary Glen McDon­ald, Vice Chairman