September 2024 Meeting Minutes

MEET­ING MINUTES

PANA­MA CITY – BAY COUN­TY AIR­PORT AND INDUS­TRI­AL DISTRICT

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Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., Sep­tem­ber 25, 2024 by Chair Mark Sheldon. 

The Invo­ca­tion was giv­en by Ms. Hol­ly Melzer.

The Pledge of Alle­giance was led by Vice Chair Will Cramer. 

Roll was called. In atten­dance were: Ms. Vic­to­ria Williams, Mr. Matt Algar­in, Ms. Hol­ly Melz­er, Mr. Glen McDon­ald, Mr. Les McFat­ter, Vice Chair Will Cramer, and Chair Mark Sheldon.

Chair Shel­don asked if there were any Pub­lic Com­ments. There were no Pub­lic Comments. 

Chair Shel­don asked if there were any items on the Agen­da, includ­ing the Con­sent Agen­da, that any Board Mem­ber would like to move to a Busi­ness Item for fur­ther dis­cus­sion, and if not, for a motion to accept the Amend­ed Agenda.

Ms. Williams made a motion to accept the Agen­da and Mr. McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Reports:

Mr. McClel­lan updat­ed the Board on the August Activ­i­ty Reports. The month of August showed an increase in total pas­sen­gers of 11% com­pared to August 2023, and was up 16% in total pas­sen­gers year-to-date. ECP’s mar­ket share in the Pan­han­dle is 23% for the month. The Region­al Com­par­i­son also showed the Air­port had sub­stan­tial growth through­out the year. 

Ms. Dar­lene Gor­don pre­sent­ed the Finan­cial Reports for the eleven months end­ing August 31^st, 2024. At the end of August, the total cash reflect­ed an increase of $1.5 mil­lion from July with a total bal­ance of $51 mil­lion. Ms. Gor­don also report­ed that unre­strict­ed cash is $33.7 mil­lion and restrict­ed cash is $17.3 million. 

In August 2024, total lia­bil­i­ties decreased $437,000 from July, due to project con­struc­tion pay­ments. Ms. Gor­don moved on to excess rev­enues over expens­es, which reflect­ed $27.2 mil­lion year-to-date, with an increase of $1.6 mil­lion dol­lars in the month of August. Oper­at­ing rev­enue over expens­es is $21 mil­lion year-to-date and exceeds bud­get by $1.5 mil­lion, which equates to 108% of budget.

The Ter­mi­nal Com­plex rev­enues exceed bud­get by $825,000, with air­line rev­enues being 5% over bud­get and rental car con­ces­sion income exceed­ing bud­get by 8%. 

Con­sent Agenda:

a. Approve Board Meet­ing Min­utes – August 28, 2024

This item pro­vides for Board approval of the August 28, 2024 Board Meet­ing Minutes.

b. Approve Board Bud­get Work­shop Min­utes – Sep­tem­ber 12, 2024 

This item pro­vides for Board approval of the Sep­tem­ber 12, 2024 Board Meet­ing Minutes.

c. Approve Ricon­do & Asso­ciates, Inc. Task Order #22

This item requests for the Board’s approval of a Task Order with Ricon­do & Asso­ciates for finan­cial con­sult­ing services.

d. Approve Dis­pos­al of Sur­plus Prop­er­ty — Tractor 

This item requests approval by the Board for the dis­pos­al of sur­plus prop­er­ty (trac­tor).

e. Approve Spe­cial Ser­vice Oper­a­tor (SSO) Agreement 

This item pro­vides for Board approval of an agree­ment for Com­mer­cial Oper­a­tions – Air­craft Main­te­nance with Palm View Air­craft Corp.

f. Approve ZHA Task Order #49H

This item pro­vides for Board approval of ZHA Task Order #49H – Ter­mi­nal Bag Make-up Expan­sion Con­struc­tion Admin­is­tra­tion Ser­vices (Exten­sion).

g. Approve Agree­ment Amend­ment ‑01 to Avcon

This item requests approval by the Board of Amend­ment – 01 for Avcon (Agree­ment No. 2023 – 02B).

Mr. McDon­ald made a motion to Accept the Con­sent Agen­da and Ms. Melz­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Approve and Adopt Res­o­lu­tion #2024 – 04 for FY 2025 Oper­at­ing and Cap­i­tal Budget

Ms. Dar­lene Gor­don reviewed high­lights of the oper­at­ing and cap­i­tal bud­get and dis­cussed the meet­ing with the air­lines on August 7^th, which went well with no changes being request­ed in regards to the bud­get. At the Bud­get Work­shop on Sep­tem­ber 12^th, Staff received input from the Board which was incor­po­rat­ed into the final Bud­get document.

The rev­enue bud­get high­lights includ­ed a 10.4% increase in oper­at­ing rev­enues over the FY 2024 Bud­get, which equates to $2.3 mil­lion of increased rev­enues. The major con­trib­u­tors to rev­enue are air­lines at 32%, while the rental cars and the Ter­mi­nal Com­plex both con­tribute 29% of oper­at­ing revenues. 

The expense bud­get includes an 8.6%, or $1.1 mil­lion, over­all increase over the FY 2024 Bud­get, due main­ly to per­son­nel costs. 

Bud­get­ed rates and charges for FY 2025 reflect an increase of 3% over Bud­get FY 2024 in the Ter­mi­nal Rental Rate to $66.80, a 12.5% decrease in the Land­ing Fee rate to $3.84, and the sig­na­to­ry CPE is reduced by 38.4% to $3.98.

Mr. Cramer made a motion to Approve and Adopt Res­o­lu­tion #2024 – 04 for FY 2025 Oper­at­ing and Cap­i­tal Bud­get and Mr. Algar­in sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Approve Ardur­ra Group, Inc. Task Order #23A-07 – Air­port Safe­ty Man­age­ment Sys­tem (SMS)

Mr. McClel­lan updat­ed the Board con­cern­ing the SMS require­ment of the FAA. A plan will be devel­oped and a man­u­al will be writ­ten for imple­men­ta­tion with this Task Order. This task order is fund­ed in part by the FAA. Mr. McClel­lan request­ed the Board’s approval.

Ms. Williams made a motion to Approve the Ardur­ra Group, Inc Task Order #23A-07 – Air­port Safe­ty Man­age­ment Sys­tem (SMS) and Ms. Melz­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Approve Ardur­ra Group, Inc. Task Order #23A-08 – Rental Car Cen­ter Design

Mr. McClel­lan pre­sent­ed the Rental Car Facil­i­ty relo­ca­tion plan that includes a new build­ing, addi­tion­al rental car park­ing spaces, and addi­tion­al long-term park­ing spaces. The project is part of the Ter­mi­nal Expan­sion project, and this Task Order will pro­vide for the nec­es­sary design ser­vices. Mr. McClel­lan request­ed the Board’s approval.

Mr. McDon­ald made a motion to Approve the Ardur­ra Group, Inc Task Order #23A-08 – Rental Car Cen­ter Design and Ms. Melz­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Approve Sole Source Pur­chase – TIBA Rev­enue Con­trol Equipment

Mr. McClel­lan pre­sent­ed for approval the sole source pur­chase of TIBA Rev­enue Con­trol Equip­ment. The equip­ment will be used in the park­ing facil­i­ties as an enhance­ment to the cur­rent TIBA sys­tem and equip­ment and will improve rev­enue recog­ni­tion and park­ing lot uti­liza­tion. This equip­ment includes license plate recog­ni­tion and the abil­i­ty to track vehi­cles as they enter and exit the park­ing lots, as well as sig­nage indi­cat­ing occu­pan­cy to cus­tomers as they arrive to park. The Airport’s exist­ing rev­enue con­trol sys­tem is TIBA brand and this is a sole source pur­chase. Mr. McClel­lan request­ed the Board’s approval.

Ms. Melz­er made a motion to Approve Sole Source Pur­chase – TIBA Rev­enue Con­trol Equip­ment and Ms. Williams sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

e. Approve Amend­ment 1 with The Moore Agency

Mr. McClel­lan pre­sent­ed Con­tract Amend­ment 1 with the Moore Agency, dis­cussing the Airport’s con­tin­ued need for a social media pres­ence due to sig­nif­i­cant­ly growth in the past year. This Amend­ment will allow Moore to con­tin­ue to lead mar­ket­ing in this area, while scal­ing back in oth­ers. The FY 2025 Bud­get includes a new posi­tion for a Man­ag­er of Mar­ket­ing and Pub­lic Rela­tions that will assume some respon­si­bil­i­ties that Moore has pre­vi­ous­ly han­dled; there­fore, this amend­ment reduces the scope of the Moore agree­ment and the relat­ed fee. Mr. McClel­lan request­ed the Board’s approval for Amend­ment 1 with the Moore Agency.

Dis­cus­sion ensued.

Mr. Cramer made a motion to Approve Amend­ment 1 with the Moore Agency and Mr. McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

f. Approve Change Order for Roberts and Roberts, Inc. – Admin­is­tra­tive Park­ing Lot

Mr. McClel­lan pre­sent­ed a Change Order for Roberts and Roberts, Inc. for the Admin­is­tra­tive Park­ing Lot project. This change order includes fund­ing for a scope change to the type of light pole used in the lot, a cost dif­fer­en­tial for data con­trol feed to gate arms, and the addi­tion of an exit gate arm. Mr. McClel­lan request­ed the Board’s approval of a Change Order for Roberts and Roberts, Inc.

Ms. Melz­er made a motion to Approve the Change Order for Roberts and Roberts and Mr. Algar­in sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

g. Approve AVCON, INC. Task Order #23B-04 – Con­struc­tion Engi­neer­ing Inspec­tion (CEI) and Con­struc­tion Admin­is­tra­tion

Mr. McClel­lan pre­sent­ed an Avcon, Inc. Task Order for Con­struc­tion Engi­neer­ing Inspec­tion (CEI) and Con­struc­tion Admin­is­tra­tion (CEI) for the Ter­mi­nal Apron Expan­sion & Recon­struc­tion Project, explain­ing this project was one of which received a recent FAA grant. This project is part of the North Ter­mi­nal Expan­sion Project. As a part of the CEI ser­vices, this Task Order includes a res­i­dent project engi­neer to be on-site dai­ly to min­i­mize issues. Mr. McClel­lan request­ed the Board’s approval on AVCON, INC’s Task Order #23B-04 – Con­struc­tion Engi­neer­ing Inspec­tion (CEI) and Con­struc­tion Administration.

Ms. Melz­er made a motion to Approve AVCON, INC. Task Order #23B-04 – Con­struc­tion Engi­neer­ing Inspec­tion (CEI) and Con­struc­tion Admin­is­tra­tion and Mr. McDon­ald sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

h. Approve ZHA Task Order #19N – Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS)

Mr. McClel­lan pre­sent­ed the ZHA Task Order for Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS). A back­ground was giv­en to explain the his­to­ry of the mit­i­ga­tion plan, and the inter­rup­tion of the plan due to Hur­ri­cane Michael. This is an ongo­ing process until which time the area can be put into a ​“Main­te­nance” phase. Mr. McClel­lan request­ed the Board’s approval of ZHA’s Task Order #19N- Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS).

Dis­cus­sion ensued.

Ms. Williams made a motion to Approve ZHA Task Order #19N – Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS) and Mit­i­ga­tion Mon­i­tor­ing for Sep­tem­ber 2024 through August 2026 and Mr. McFat­ter sec­ond­ed the motion. The vote was tak­en, and all mem­bers vot­ed ​“Yes” with the excep­tion of Mr. McDon­ald vot­ing ​“No”.

i. Approve AVCON Task Order #23B-05 – Stormwa­ter Mas­ter Plan

Mr. McClel­lan pre­sent­ed the AVCON Task Order #23B-05 Stormwa­ter Mas­ter Plan The Task Order pro­vides for the prepa­ra­tion of a plan to assess the cur­rent drainage sys­tem, issues, and needs relat­ed to expan­sion in order to opti­mize the best use of air­port prop­er­ty and pro­vide for a cen­tral­ized repos­i­to­ry of stormwa­ter infor­ma­tion. Mr. McClel­lan request­ed the Board’s approval of AVCON’s Task Order #23B-05 — Stormwa­ter Mas­ter Plan.

Mr. McDon­ald made a motion to Approve AVCON, INC Task Order #23B-05 – Stormwa­ter Mas­ter Plan and Mr. McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Con­struc­tion Updates (Infor­ma­tion Only)

a. Ter­mi­nal Buildout

Mr. Richard McConnell pre­sent­ed updates on the Ter­mi­nal Build­out and stat­ed that the exit lane is near­ly com­plet­ed, and work is con­tin­u­ing on the instal­la­tion of the fix­tures, tiling, and paint­ing the restrooms. This project is quick­ly com­ing to con­clu­sion and com­ple­tion is expect­ed in November.

b. Bag Make­up Expansion

Mr. McConnell pro­vid­ed an update on the Out­bound Bag­gage Make­up Project, stat­ing that the inte­ri­or con­struc­tion of the project showed sub­stan­tial com­ple­tion and exte­ri­or con­struc­tion of the project out­stand­ing tasks include stuc­co com­ple­tion and roof trim. Final com­ple­tion date is expect­ed to be Novem­ber 8, 2024.

c. Flori­da Air Nation­al Guard 

Mr. McConnell explained while the FLANG facil­i­ty is not one of the Airport’s projects, it is on sched­ule and mov­ing along nicely.

Plan­ning Update (Infor­ma­tion Only)

a. North Ter­mi­nal Update

Mr. McClel­lan shared that the Air­port is await­ing the results of the Bipar­ti­san Infra­struc­ture Law (BIL) fund­ing grant appli­ca­tion, which is antic­i­pat­ed around the end of October. 

b. Project Inspire

Mr. McClel­lan dis­cussed Project Inspire and informed the Board about the ini­tial meet­ing with the advi­so­ry com­mit­tee last week. Mr. Cole Davis and Mr. McClel­lan are work­ing togeth­er on the Mem­o­ran­dum of Agree­ment with Flori­da State University. 

Dis­cus­sion ensued.

Bay EDA Update (Infor­ma­tion Only)

Ms. Bec­ca Hardin updat­ed the Board on Project Spin­ner, for­mer­ly Project Joe, which is a 500-employ­ee project and $107 mil­lion cap­i­tal invest­ment. Updates were also giv­en for the Tri­umph Gulf Coast Grant, Project Opal (300 job project with $1 bil­lion cap­i­tal invest­ment); and Project Comet (400 job project with $50 mil­lion cap­i­tal invest­ment). Ms. Hardin also gave an update on Project Super­bowl, which is a com­pa­ny that she met in Chica­go and will meet again in Barcelona, (150 jobs and $25 mil­lion cap­i­tal investment). 

Dis­cus­sion ensued.

The Moore Agency Update (Infor­ma­tion Only)

Ms. Katie Spill­man shared her August report from the Moore Agency, which includ­ed updates on the Bay Biz full page ad, an arti­cle in The Cir­cuit, some social media engage­ment pas­sen­ger incen­tives, upcom­ing plans for pro­mo­tions, and cre­ative devel­op­ments for the shut­tles to enhance the pas­sen­ger experience. 

Exec­u­tive Direc­tor Report:

Mr. McClel­lan report­ed the Air­port has a new audio/​visual sys­tem and also dis­cussed with the Board the idea of the Board Pack­age being pre­sent­ed at the meet­ing in elec­tron­ic ver­sion (iPad) rather than in print­ed binders. Mr. McClel­lan informed the Board about the lun­cheon that was giv­en to the all employ­ees at the Air­port in appre­ci­a­tion for the hard work put in through­out the peak sum­mer months. 

Mr. McClel­lan shared that Staff is prepar­ing for Hur­ri­cane Helene, and that meet­ings with the ten­ants are ongo­ing to dis­cuss prepa­ra­tions and updates. There are no plans to cease oper­a­tions, and the Air­port will con­vey infor­ma­tion through social media for pas­sen­gers to check with their air­lines for flight status. 

There were no addi­tion­al pub­lic comments. 

Next meet­ing sched­uled: Board Meet­ing: Octo­ber 30, 2024 – 9:00 a.m.

The meet­ing was adjourned at approx­i­mate­ly 9:52 a.m.

_________________________________ ________________________________

Park­er W. McClel­lan, Jr., AAE Mark Shel­don, Chair

Exec­u­tive Director