HomeMy WebLinkAbout2014-01-21 Bd Comm minutesAirport Commission
October 17, 2013
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
OCTOBER 17, 2013 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Howard Horan, Chris Ogren, Minnetta Gardinier, Paul Hofineyer
Members Absent: Jose Assouline
Staff Present: Sue Dulek, Michael Tharp
Others Present: Matt Wolford, David Hughes, Jeff Edberg, Steve Eaton, Philip Wolford
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
CALL TO ORDER:
Chairperson Horan called the meeting to order at 6:06 P.M.
APPROVAL OF MEETING MINUTES:
3� mmin
Minutes of the September 19, 2013, meeting were reviewed first. Ogren moved to approve
the September 19, 2013, minutes as amended, seconded by Hofineyer. Motion carried 4-
0, Assouline absent. Ogren noted that under the Commission Members' Report section, it
should be "School of Mines," not minds. Also she noted that Horan's trip was to the Republic of
Georgia.
Next the minutes of the October 1, 2013, meeting were reviewed. Ogren moved to approve
the minutes as presented; seconded by Hofineyer. Motion carried 4 -0, Assouline absent.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION /ACTION:
a. Horan then asked if they could move the Jet Air item on the agenda (Item 4i. —
FBO / Flight Training Reports) up to this point in tonight's agenda. All of the
Members agreed to this suggestion by Horan.
4i. FBO /Flight Training Reports -
i. Jet Air — Philip Wolford with Jet Air addressed the Members, noting that
Jet Air has had some personnel changes. He shared that Matt-Wolford is
now the General Manager of the Iowa City office. Wolford continued,
noting the addition of a new mechanic and the departure of their shop
manager. He also noted some of their growing customer base. Matt
Wolford then spoke to Members regarding maintenance issues. First,
Airport Commission
October 17, 2013
Page 2
Members congratulated him on his official new role. Wolford then moved
to the maintenance reports that he shared with Members, responding to
Members' comments and explaining some of the maintenance issues
addressed since the last meeting.
b. Airport Commerce Park — Realtor Jeff Edberg spoke to Members regarding the
six unsold lots in the Airport Commerce Park development. He added that Lot #9
is pending and that they are still hoping Lot #8 will become part of this deal.
Edberg shared that the buyer on Lot #9 has required some extensions due to
having problems with a property sale on his end. Members spoke about this
briefly, making sure that this is a truly interested party. Edberg assured them that
he is. The sale on Lot #6 was completed, according to Edberg.
C. Fly Iowa — Tharp stated that they are still discussing fundraising ideas for this
event. Gardinier added that they are working on a spreadsheet of possible
donors. Hofineyer then spoke to the format of the fundraising letter that they
recently discussed, asking if others would be agreeable to have all of the
Commission Members sign this letter. Members agreed that this would be a
good idea. Gardinier stated that the logo is still being worked on and as of today
she does not have a draft to share with Members. She does, however, hope to
have this by the next meeting. Members continued to discuss the issues
involved in planning for the Fly Iowa event. Tharp shared that he has had a
couple of individuals contact him about taking part in the event as entertainment.
d. Motion to adjourn to Executive Session — Hofineyer moved to adjourn to
Executive Session under Iowa Code, Section 21.5(1)(c) to discuss strategy
with Counsel in matters that are presently in litigation or where litigation is
imminent where its disclosure would be likely to prejudice or disadvantage
the position of the governmental body in that litigation; seconded by
Gardinier. Motion carried 4 -0, Assouline absent. The Commission went
into Executive session at 6:22 pm and returned to open session at 7:35 pm.
e. FAA/IDOT Projects: AECOM / David Hughes
i. Runway 7/25 Parallel Taxiway — Horan asked if this has been
completed. Hughes responded, noting that they are at the point where
they need to do a final punchlist for the contractor so all of the
outstanding issues can be addressed.
ii. Roofing Rehabilitation — Hughes noted that they received four bids on
this project. One bid form was not completed and the recommendation
was to reject that bid as unresponsive and award to the lowest responsive
bidder. T &K Roofing was the lowest responsive bidder, and they are
approximately $7,000 over what was estimated for this project. Gardinier
asked how these bids were in comparison to the original bids received.
Hughes responded to this, noting that they are lower than the original bids
received previously.
1. Consider a Resolution — Horan moved to accept Resolution
#A13 -22 Accepting Bids and Awarding Contract for Terminal
and Building D Roof Rehab to T &K Roofing; seconded by
Hofineyer. Motion carried 4 -0, Assouline absent.
Airport Commission
October 17, 2013
Page 3
iii. Obstruction Mitigation — Hughes stated that they finally were able to
obtain all of the necessary signatures on the contract. He will get the
shop drawings to the contractor so this project can move forward.
iv. 2014 IDOT Grant Projects —
1. Taxiway B rehabilitation and overlay — Hughes briefly described
what this project will entail.
a. Horan moved to Consider Resolution #A13 -23 Setting
a Public Hearing on the Plans, Specifications, and
Form of Contract for Taxiway B Rehabilitation and
Overlay; seconded by Gardinier. Motion carried 4 -0,
Assouline absent.
2. Taxiway B lighting — This entails installation of the LED lighting
on the taxiway.
a. Gardinier moved to Consider Resolution #A13 -24
Setting a Public Hearing on the Plans, Specifications,
and Form of Contract for Taxiway B Lighting;
seconded by Ogren. Motion carried 4 -0, Assouline
absent.
3. North T- hangar pavement maintenance — Hughes briefly
described the area in question here and what this project will
entail.
a. Hofineyer moved to Consider Resolution #A13 -25
Setting a Public Hearing on the Plans, Specifications,
and Form of Contract for North T- Hangar Pavement
Maintenance; seconded by Gardinier. Motion carried
4 -0, Assouline absent.
Airport Master Plan Update — Planning Services RFQ — Tharp spoke to the
Members regarding this issue, noting that he will also be addressing the next
item on the agenda, as it relates to the same issue. Members received two draft
versions of the RFQ in this week's packet, according to Tharp. He continued to
explain this process and how every five years the Airport has to go through an
engineering selection process. AECOM has been the resident engineer over the
past five years here at the Airport. Tharp noted that the question for the
Commission is primarily concerning dates. At this point he shared some
handouts with Members, noting that the last time this was done, a subcommittee
was formed to narrow the list down to three finalists. Tharp also explained to
Members how this process was handled in the past so that interviews and
meeting times did not become overly cumbersome for them. He then responded
to Members' questions and concerns regarding this process. Horan encouraged
Members to take a look at the Master Plan for the Airport. Members then
discussed dates for candidates to give their presentations, give themselves time
to review the information, and then a date for the final selection process. After
some discussion, 5:00 P.M. on Tuesday, December 17 was set for the five -year
engineering services RFQ presentation date.
g. 2014 -2018 Engineering Services RFQ — Tharp stated that a similar process for
the Master Plan portion would be used. Members agreed that they would work
on this at a January meeting. A meeting was scheduled for January 14 at 5:00
P.M. Tharp asked if any of the Members would want to volunteer to be a part of
Airport Commission
October 17, 2013
Page 4
the Selection Committee for this process. Horan stated that he would be on this
subcommittee.
h. Airport "Operations" –
i. Strategic Plan – Implementation – Horan stated that he believes they
are doing an awesome job in implementing their Strategic Plan. Tharp
stated that Human Resources at City Hall is updating their background
check guidelines for departments. He stated that he plans to review
these at next month's meeting.
ii. Budget –
1. FY2015 Budget – Tharp stated that they have received some
initial information from Accounting regarding the FY15 budget, but that
there are still pieces `missing,' such as personnel costs and those
associated expenses. He added that he has talked with the Finance
Director about this and that they will be given extra time to get their
budget documents done. One of the questions that the Commission
needs to answer is, does the Commission want to approve the full budget
or have a subcommittee take care of this instead. After some discussion,
it was decided to have the subcommittee review the budget, with the
whole Commission voting on it afterwards.
iii. Management – Tharp noted that the call letters are out, and that the
Airport submitted basically the same documents as the previous year.
Once the Master Plan is developed, the FAA can do their review.
j. Subcommittee Reports -
i. For October — Economic Development – Members discussed, again,
the need for subcommittees and why they were developed to begin with.
ii. For November — Events (Gardinier, Hofineyer, Tharp) – Fly Iowa and
the Air Race will be a part of this discussion.
k. Commission Members' Reports – Gardinier shared that she took a commercial
flight to San Antonio recently. She ended up losing her new i -Pad while there.
On a positive note, Gardinier stated that she flew up to Traverse City, Michigan,
with a 35 -knot tail wind along the lake. Last weekend she flew to St. Louis and
the end of this week to Memphis. Ogren shared that she flew commercially to
Minot, North Dakota for work and was able to see their museum while there.
Hofineyer stated that he recently flew up to Pocahontas, Iowa, to watch his son
play football. He added that the airport there has a grass runway, which was fun
to land on. Horan stated that he has been enjoying the YouTube videos of Jay
Honeck where he has a GoPro mounted on the wing of his plane as he does
rolls.
I. Staff Report – None.
SET NEXT REGULAR MEETING FOR:
The next Fly Iowa subcommittee meeting is November 5, 2013, at 5:30 P.M. The next regular
meeting will be Thursday, November 21, 2013, at 6:00 P.M. at the Airport Terminal building.
ADJOURN:
Airport Commission
October 17, 2013
Page 5
Chairperson Horan adjourned the meeting at 8:14.
CHAIRPERSON DATE
Airport Commission
October 17, 2013
Page 6
Airport Commission
ATTENDANCE RECORD
2013
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
o
0
0
0
0
0
0
0
0
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EXP.
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O
00
N
\7
00
-4
W
\
W
�
W
W
W
W
W
W
W
1
W
W
W
03/01/13
O/E
X
N
N
N
N
N
N
N
N
N
N
Rick
M
M
M
M
M
M
M
M
M
M
Mascari
03/01/14
X
X
X
X
X
X
X
O/
X
X
X
X
Howard
E
Horan
Minnetta
03101/15
X
X
X
O/
X
O/
X
X
X
O/
X
X
Gardinier
E
E
E
Jose
03102/12
X
O/
O/
X
X
X
O/
O/
X
X
X
O/
Assouline
E
E
E
E
E
Chris
03/01/15
X
X
X
X
X
X
X
X
X
X
X
X
Ogren
Paul
03/01/15
NM
N
X
X
X
X
X
X
X
O/
X
X
Hofineyer
M
E
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
Airport Commission mrf-m- r-
November 5, 2013 3b(2)
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
NOVEMBER 5, 2013 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Howard Horan, Chris Ogren, Minnetta Gardinier, Paul Hofineyer
Members Absent: Jose Assouline
Staff Present: Sue Dulek, Michael Tharp
Others Present: Matt Wolford, Chuck McDonald, Mary-Ann Love
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
CALL TO ORDER:
Tharp called the meeting to order at 5:35 P.M.
ITEMS FOR DISCUSSION /ACTION:
a. FLY IOWA — Tharp mentioned there were a couple of new attendees in the audience
and suggested they do a round of introductions. Tharp stated they were still
discussing fundraising and noted that he had received everyone's lists for contacts
and consolidated the list. Members reviewed the contact list and made some final
corrections. Tharp mentioned they had discussed the donation receipt letter to some
extent. Tharp noted he's updated the letter to have it on Airport letterhead, but that it
still reflects the donation amount and the relevant tax information for entities to
produce to verify the deductible status. Woolford discussed additional entities that
he would be willing to approach
Gardinier stated she had received a draft of the sketch logo for the event. Gardinier
shared the draft and members discussed the sketch and alternatives. Gardinier
stated she would take the comments back to the artist for adjustments. Members
discussed the theme language for the event. Members discussed trying to maintain
the 'past, present, future' idea but coming up with a better phrase.
Members then discussed the inclusion of some unmanned aerial aircraft to show the
technology. Gardinier stated that there are many uses of the technology and that
she felt the event could be a chance to show that the technology isn't inherently bad.
Horan stated he felt the technology was viewed negatively enough to distract from
the intent of the event. Members continued to discuss activities for the events. Love
shared that she had viewed a battery powered ultralight at Oshkosh and something
like that might be good to have.
Airport Commission
November 5, 2013
Page 2
Ogren asked the group what else needed to be done to finish up the fundraising
plans. McDonald commented that along with that would be the program guide.
Tharp stated that the group had discussed donation levels that would include
advertising within the program guide. Members continued discussing the various
entities to target for advertising and donations. Tharp noted he had tried to include
all the companies that have worked on the airport in recent years. Tharp noted that
he would get donation letters composed and share with Gardinier
Woolford mentioned that he believed there would be a few entities that he worked
with through Jet Air that would be willing to donate or sponsor a performing act.
Woolford asked about what donors were getting for their donations. Gardinier stated
the Air Race Classic just updated their numbers. Ogren shared her notes from the
previous meeting. Members continued to discuss the numbers. Members decided
to use $5000 for a 2 page ad, $2500 for a 1 page ad, $1000 for a Y2 page ad, $500
for a % page ad, and $250 for a 1/8 page (business card) ad. Any donations valued
below $250 would get recognition on a full donor page. Gardinier stated that
regarding the web page any donations at $500 or above would also get a link on the
Fly Iowa web page. Members agreed to the fundraising scale.
Ogren stated that she liked Sue Dulek's idea about having author's attending the
event and stated that she had known of another author that had written about
aviation in Eastern Iowa.
Members agreed to move forward with the fundraising letters and get them sent out.
ADJOURN: Tharp adjourned the meeting at 6:51pm
CHAIRPERSON DATE
Page 3
Airport Commission
ATTENDANCE RECORD
2013
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
O
O
O
O
O
O
O
O
O
O
N
W
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(P
W
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W
W
CO
O
O
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EXP.
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N
N
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O
(A
W
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W
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W
W
W
W
W
W
W
W
W
W
W
03/01/13
O/E
X
N
N
N
N
N
N
N
N
N
N
N
Rick
M
M
M
M
M
M
M
M
M
M
M
Mascari
03/01/14
X
X
X
X
X
X
X
O/
X
X
X
X
X
Howard
E
Horan
Minnetta
03/01/15
X
X
X
O/
X
O/
X
X
X
O/
X
X
X
Gardinier
E
E
E
Jose
03/02/12
X
O/
O/
X
X
X
O/
O/
X
X
X
O/
O/
Assouline
E
E
E
E
E
E
Chris
03101/15
X
X
X
X
X
X
X
X
X
X
X
X
X
Ogren
Paul
03/01/15
NM
N
X
X
X
X
X
X
X
O/
X
X
X
Hofineyer
M
E
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
Airport Commission
November 21, 2013
Page 1
MINUTES
IOWA CITY AIRPORT COMMISSION
NOVEMBER 21, 2013 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Howard Horan, Chris Ogren, Minnetta Gardinier
Members Absent: Jose Assouline, Paul Hofineyer
Staff Present: Sue Dulek, Michael Tharp
Others Present: Matt Wolford, David Hughes
FINAL
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
CALL TO ORDER:
Chairperson Horan called the meeting to order at 6:10 P.M.
APPROVAL OF MEETING MINUTES:
Minutes of the October 17, 2013, meeting were reviewed first. Ogren moved to approve the
October 17, 2013, minutes as presented, seconded by Gardinier. Motion carried 3 -0,
Assouline and Hofineyer absent.
Next the minutes of the November 5, 2013, meeting were reviewed. Gardinier moved to
approve the minutes as presented; seconded by Ogren. Motion carried 3 -0, Assouline
and Hofineyer absent.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION /ACTION:
3b(3)
a. Airport Commerce Park — Tharp stated that Jeff Edberg is unable to attend this
evening's meeting. He noted that they are still working on closing the latest sale.
Dulek noted that at the December meeting they will need to deal with an
extension to the listing agreement they currently have. Gardinier asked if they
could go ahead and discuss this issue at this evening's meeting, and Dulek noted
that they could. Gardinier stated that she believes Edberg is doing a good job,
especially keeping in touch with the Commission on a consistent basis. Horan
agreed, noting that he would approve an extension with Edberg as well. Tharp
stated that he too believes Edberg has been doing a good job.
b. Fly Iowa — Tharp stated that the subcommittee met recently and they made
some fundraising decisions at that time. They are currently working on getting
some letters written and sent out. Gardinier noted that she did speak with the
Airport Commission
November 21, 2013
Page 2
artist Mary Moye - Rowley regarding her availability. Ogren questioned if they
should send out the fundraising letters before or after the holidays. Gardinier
stated that as soon as the letters are ready they should send them, regardless of
the holidays. Horan asked how many mailings they intend to make, adding that
he has found you often need to send twice as many as you think, in order to get
the response you want. Gardinier suggested they follow up in person on some of
these fundraising requests.
C. FAA/IDOT Projects: AECOM / David Hughes
L Runway 7/25 Parallel Taxiway — Hughes stated that they completed the
punchlist on this project and gave it to the contractor. This past Monday
they revisited the list, according to Hughes, and there are still several
items left to be completed. Some of the items to be completed are
dependent on the weather conditions. Hughes then noted a complaint
about the radio - controlled lights not working, and that this issue has been
dealt with. Tharp added that they had some problems with the lights, as
well, but that this afternoon's adjustment seems to have fixed things.
Gardinier stated that she flew into the airport on Saturday evening and
the lights worked at that time. Hughes then responded to questions from
Gardinier regarding this issue, noting that there is a Task Order needed
due to the delay in completing this project. Tharp further explained how
this will cover the project delays along the way. This would extend the
contract by $29,700. Members then discussed this issue, venting their
unhappiness with how this has gone so far.
1. Consider Resolution #A13 -26 Approving Task Order No. 16
With AECOM — Horan moved to approve Resolution #A13 -26;
seconded by Ogren. Motion carried 3 -0; Assouline and Hofineyer
absent.
ii. Roofing Rehabilitation — Hughes stated that they have gotten contracts
back from T &K Roofing and have met with the contractor to discuss
possible patching and other work to protect things until the spring, when
the project can take off.
iii. Obstruction Mitigation — Hughes stated that the light poles have been
ordered and are expected the first week in December. The contractor will
notify him as soon as they are ready to go. Gardinier asked if she could
go back to the Task Order item and ask a question. She asked if the
resolution they passed is for 30 days. Hughes responded that it is, due to
the 30 -day delay in the contract. He explained that this Task Order
should get them through to the end of the project.
iv. 2014 IDOT Grant Projects — Hughes noted that the three DOT projects
are ready to move forward. He then stated that he could address each
one.
1. Taxiway B rehabilitation and overlay —
a. Public Hearing — Horan then opened the public hearing
on this issue. Hughes further explained what this project entails,
noting that this is basically the remaining section of the taxiway
that leads to the apron on either end, and has not been replaced
with concrete. They are doing an asphalt overlay on the
pavement and modifying the intake where necessary, due to the
pavement being raised about two inches. Hughes further
explained the funding sources being used in this project. Matt
Airport Commission
November 21, 2013
Page 3
Wolford with Jet Air asked what type of closures they might expect
with this project. Hughes explained that there would be a day
closure in the specific intersection and he detailed how this will be
handled. This project will start with the spring construction
season. Members noted their concern regarding the timing of
projects like this and the Fly Iowa and other events taking place in
2014. Tharp stated that the anticipation with all three of these
projects is to have them completed before June. Gardinier asked
if they should specifically indicate in the contracts that these
projects must be completed by June 1St. Tharp and Hughes noted
that they could add wording to this effect. Hughes continued to
respond to questions and concerns, using the map to show how
planes will still be able to maneuver around the grounds during
this period. Horan then closed the public hearing.
b. Consider Resolution #A13 -27 Approving Plans,
Specifications, and Form of Contract for Taxiway B
Rehabilitation and Overlay, and Requesting Bids — Gardinier
moved to approve Resolution #A13 -27 as amended with a
June 1St completion date, seconded by Horan. Motion carried
3 -0; Assouline and Hofineyer absent.
2. Taxiway B lighting —
a. Public Hearing — Horan opened the public hearing. He
suggested they amend this resolution in the same way, with a
completion date being added. Hughes briefly detailed what this
project entails, noting that they are not going all the way into the
hangar area with these lights. Horan then closed the public
hearing.
b. Consider Resolution #A13 -28 Approving Plans,
Specifications, and Form of Contract for Taxiway B Lighting,
and Requesting Bids — Ogren moved to approve Resolution
#A13 -28 as amended with a June 1St completion date,
seconded by Horan. Motion carried 3 -0; Assouline and
Hofineyer absent.
3. North T- hangar pavement maintenance —
a. Public Hearing — Horan opened the public hearing.
Hughes explained what is involved in this project. This project will
also repair the drainage issue on the access road. Gardinier
asked what type of closure time they can expect with this project
and whether there will be any alternatives for plane storage.
Tharp stated that they will work with Jet Air on this issue, as well
as use any open hangars at that point. Horan closed the public
hearing.
b. Consider Resolution #A13 -29 Approving Plans,
Specifications, and Form of Contract for North T- Hangar
Pavement Maintenance, and Requesting Bids — Horan moved
to approve Resolution #A13 -29 as amended with a June 1St
completion date, seconded by Ogren. Motion carried 3 -0;
Assouline and Hofineyer absent.
d. FY2015 FAA Pre - Application — Tharp stated that this is the application they will
submit via the State. He briefly explained the process and how they will
Airport Commission
November 21, 2013
Page 4
lay out the Airport's five -year plan associated with what their goals are.
Once the State reviews these applications, they send the appropriated
funding to the FAA for distribution. The next major project, according to
Tharp, will be the Airport's Master Plan. This entails 14 projects, the first
one being obstruction mitigation. Next the projects move to the parking
apron at the terminal building, snow equipment, and storage building, to
name a few. Tharp continued to respond to Members' questions.
Gardinier asked to go back to the apron expansion project, noting that it is
earmarked for 2016. Tharp noted that this project would cover the north
half essentially. Gardinier continued to ask for some clarification of the
apron project. Tharp explained how the various projects will be
addressed and what formulas the FAA uses in the grant process.
Tharp was asked if he needed a formal motion on this matter and he
noted that he basically needs the Commission's consensus to send the
applications to the FAA as required and at the appropriate times. Horan
stated that he agrees they need to move ahead with what has been
recommended.
e. Airport "Operations" —
i. Strategic Plan — Implementation — Tharp noted that Members have a
draft of the annual report in their packets. He asked that they let him
know by the December meeting if they have any questions regarding this.
Gardinier asked that he send them all a Word document of this
information so they can easily review it and make suggestions. Gardinier
suggested they add some pictures of the improvements made in the past
year.
ii. Budget —
1. FY2015 Budget — Tharp noted that he and Horan have met with
the Finance Director and the City Manager's office to discuss some of the
preliminary budget numbers. Basically what the Members have is a copy
of a report that was done following these discussions, summarizing the
budget discussions thus far. One thing that has changed, according to
Tharp, is that the final budget has been zeroed out, as opposed to the
usual $4,000 to $5,000 balance the Airport normally had. Another
change is in the General Levy, which has been lowered to $68,000.
Tharp then responded to Members' questions and concerns, noting that
there are several issues at play here. The conversation continued on the
General Levy support from the City and how it has been changing
gradually over the past few years. Tharp stated that there should be
some further discussion between the Commission and the City, to let
them know that they are okay with the $72,000 for now but that they need
to discuss this issue further, before the General Levy amount is too low.
Several suggestions were made for how they might word this discussion
and how they need to state their case for keeping the General Levy
subsidy at a reasonable level. Gardinier stated that she would like to see
it at $70,000. The discussion continued on this issue, with Tharp
explaining the need for this subsidy and the history of changes along the
way. He and Horan shared with Members what they discussed with the
City Manager and Finance Director's office, and the direction that the City
Airport Commission
November 21, 2013
Page 5
appears to be heading as they set the upcoming budget. Gardinier asked
that they not accept the $68,000, that they approach the City again and
ask that the General Levy support be put at $70,000, with a commitment
of something like three to five years too, so they know they can rely on
this support from the City. She continued, stating that by having this
commitment, they could make long -term plans and know what to expect.
Dulek noted that these are annual budgets and that it would be doubtful
to have a five -year commitment like that, as amounts are reviewed
annually.
Tharp continued to share how they have handled the budget process in
the past. He stated that he agrees with Gardinier that they should ask for
the subsidy to go back up to $70,000, but that he is not necessarily
agreeable to asking for a five -year commitment on this. He added that he
does believe they need to use this issue when they talk to the City about
future funding. Tharp also explained how the portion once set aside for
the Economic Development Coordinator made a change in their subsidy.
Since that time, changes have been made due to budgetary issues at the
City level. Members questioned how they should address this now, in
light of the possibility that the subsidy will be further reduced in the future.
Gardinier moved to ask for an adjustment to $70,000 on the General
Levy amount, with a three -year commitment to the Airport. The
discussion continued, with Gardinier stating her reasoning behind why
she believes they need to ask for more money from the City, along with a
three to five -year commitment. Others noted that they don't necessarily
agree with this tactic. Tharp noted that as Dulek pointed out earlier,
getting a three to five -year commitment is not going to happen. However,
asking for a higher subsidy could be used as the conversation starter for
how this General Levy subsidy is going to go in the future and what type
of support the Airport might expect. Horan then seconded the motion
made by Gardinier. Motion carried 3 -0; Assouline and Hofineyer
absent. Horan asked that Gardinier be on the subcommittee to craft the
letter asking for this adjustment and subsequent commitment from the
City. She readily agreed to this. Ogren asked if she should be a part of
this, as well. Horan stated that they could discuss this further, and
Members quickly discussed the timeframe for getting this letter written up
and sent off to the City.
iii. Management — Tharp noted that this is something that has come up with
the new software system and how payments are processed. He briefly
described how this process was handled previously and what changes
have been made. Currently the Operations Specialist can approve
invoices up to $2,000. Members continued to discuss how this has been
handled previously and how they would like to progress. Tharp explained
that this would give him authorization on something that the Commission
has already approved. After some discussion it was decided to defer this
until the December meeting. Gardinier noted that she would like more
information on how other entities, such as the Library, handle this before
they make a final decision.
1. Consider a resolution authorizing the Operations Specialist
to approve vendor payments based on approved contracts.
Airport Commission
November 21, 2013
Page 6
Horan moved to defer this issue to the December meeting,
Seconded by Ogren. Motion carried 3 -0; Assouline and
Hofineyer absent.
f. FBO / Flight Training Reports –
i. Jet Air – Matt Wolford with Jet Air addressed the Members, noting that
they are checking on the light issue right now. Wolford shared the
October maintenance items, things such as light replacement, pothole
repairs, and some downspout issues. November has brought winter
maintenance issues and getting ready for snow plowing. Ogren asked
about the door issue on Care Ambulance's hangar. Wolford stated that it
was popping the breaker every time they used the remote. This ended up
being a motor issue. Wolford then turned to FBO news. He stated that
last month they had two fairly large planes land. He shared with
Members some of the stories of these flights. Wolford also shared how
business has been for Jet Air, noting that things continue to be quite
busy. Wolford then shared that he became engaged in this exact room
about a month ago and he shared the story with Members.
ii. Iowa Flight Training – None.
g. Subcommittee Reports -
i. For November — Events (Gardinier, Hofineyer, Tharp) Gardinier
noted that with regards to the Air Race Classic, there is a woman in Des
Moines who is interested in helping out with this event. Tharp stated that
they will need to discuss this further so he has a better idea of what they
are looking for as a `stop over site.' Gardinier will keep him informed with
what she finds out.
ii. For December – None.
h. Commission Members' Reports – Horan stated that he did not do anything
aviation related this past month. Ogren shared that she flew a commercial flight
to Nashville and back. Gardinier stated that she flew her plane to Nashville and
back just this past weekend. She shared what her experience was like with 50-
knot winds most of the trip.
I. Staff Report – Dulek stated that there is a new City Council Member coming on-
board. Members noted that they should invite him to visit the Airport.
SET NEXT REGULAR MEETING FOR:
The next Fly Iowa subcommittee meeting is December 3, 2013, at 5:30 P.M. The next regular
meeting will be Thursday, December 19, 2013, at 6:00 P.M. at the Airport Terminal building.
ADJOURN:
Horan adjourned the meeting at 8:10 P.M.
CHAIRPERSON DATE
Airport Commission
November 21, 2013
Page 7
Airport Commission
ATTENDANCE RECORD
2013
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
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Key:
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O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
Airport Commission
December 10, 2013
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
DECEMBER 10, 2013 — 5:30 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Howard Horan, Chris Ogren, Minnetta Gardinier, Paul Hofineyer
Members Absent: Jose Assouline
Staff Present: Michael Tharp
mn-TrIf r—
3b(4)
Others Present: Matt Wolford, Chuck McDonald (via speakerphone), Mary Moye - Rowley,
Deb Dunkhase
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
CALL TO ORDER:
Tharp called the meeting to order at 5:35 P.M.
ITEMS FOR DISCUSSION /ACTION:
a. FLY IOWA — Tharp mentioned there were a couple of new attendees in the audience
and suggested they do a round of introductions. Tharp stated that Chuck McDonald
would not be physically attending the meeting but would be attending via
speakerphone. Tharp noted that since some folks were there for specific
discussions he would suggest beginning with the artwork discussion. Mary showed
different ideas to the group. Members discussed the artwork designs and made
suggestions for adjustment. Members discussed the positioning of the jet on the
graphic. Members also discussed the slogan for the event with a desire to change it
from the "past, present, future" to "Business, Medicine, Research, Recreation"
Member's decided to let Mary continue to work with the artwork using the "Business,
Medicine, Research, Recreation" Slogan.
Tharp suggested that they next talk about the youth activity component of the event.
Dunkhase has the members for some details of the area they had been thinking
about using. Members suggested at this point, the area wasn't completely
determined and everything was potentially open. Dunkhase suggested they do a
number of different activities gear toward youth. Dunkhase also stated she could
bring some of the items for the next meeting to show off some of the potential things.
Gardinier asked about any connection to the downtown movie series, suggesting
they ask if there was a way the group would consider showing a movie at the airport
following. Dunkhase suggested that they could also bring out some of the flight
simulators. Ogren asked about an idea that had been brought before regarding
doing a camp event. Dunkhase asked about details regarding the camp and the
charging of fees. McDonald responded that the stipulations for the event was that
Airport Commission
December 10, 2013
Page 2
the Airshow portion had to be free of charge. Dunkhase suggested that if they did a
camp event that they should work with the Young Eagles program to end the camp
with a flight opportunity. Dunkhase also mentioned that the Children's Museum had
taken over the guest welcome center at Coral Ridge Mall. With the Children's
Museum being involved with Fly Iowa, they would be able to use that area for
advertising the event. Dunkhase stated she would talk to the Summer of the Arts
coordinators regarding the movie at the airport and that she would bring things to
show at the next meeting.
Tharp noted that with the letter it was currently written for cash donations, but the
idea would be to tailor the asking paragraphs to particular donors, so if they were
looking for something specific they could write them as necessary. Ogren suggested
a couple of edits to the donation letter. McDonald stated that with regarding the
different acts, he had a contract roster from ICAS (International Council of Air
Shows). Tharp noted that McDonald has been forwarding email contacts that he's
received from performers beginning to arrange their booking schedules. Tharp noted
that he's been able to follow up with some of them for pricing details to get a better
idea of costs, as well as additional things crews might ask for. McDonald stated that
typically an act will perform from 10 -15 minutes.
Tharp handed out a schedule that was established for the previous Fly Iowa hosted
at Iowa City. He stated that gave a good idea of timeline. He noted that the event
was scheduled around the SERTOMA breakfast, and that the airshow was
scheduled in two sections for an hour each time. Tharp noted they also need to
begin detailing the event out in terms of the timing for that day regarding both the air
show timeline, food, breakfast etc. McDonald suggested an FAA safety seminar.
Ogren stated that maybe for the January meeting the group discuss the event
schedule.
Tharp noted that he has occasionally been asked by the SERTOMA club about the
breakfast. He noted that his response has normally been the group hasn't decided
what they were doing yet. Tharp stated that the feeling he got was the SERTOMA
might be willing to do the breakfast but if they did, they would eliminate the traditional
end of August breakfast.
Members agreed to continue to move forward with the logo work and fundraising.
Tharp noted the next meeting should be January 7, 2014.
ADJOURN: Tharp adiourned the meeting at 6:51 pm
CHAIRPERSON DATE
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Airport Commission
December 17, 2013
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
DECEMBER 17, 2013 — 5:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Howard Horan, Chris Ogren, Minnetta Gardinier, Paul Hofineyer Jose
Assouline
Members Absent:
Staff Present: Michael Tharp, Sue Dulek
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Others Present: David Hughes, Steve Eaton, Doug Schindel, Terry Lutz, Andrew Maysent,
Derick Anderson, Ron Roetzel, Melissa Underwood, Mathew Ferrier,
Greg Broussard, William Bogert, Jayne DeCoste, Nick Glew
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
CALL TO ORDER:
Horan called the meeting to order at 5:12 P.M.
ITEMS FOR DISCUSSION /ACTION:
a. Airport 5 -Year Engineering Services Selection
i. Presentations /Interviews - Tharp briefly described the process for the selection
stating that members were going to hear from 4 firms and that they would have a 20
minute presentation and a 10 minute question and answer period with each firm.
Tharp noted that the first candidate was from McClure Engineering.
Members from McClure Engineering presented to the Airport Commission. Following
the presentation, Members asked questions of the firm which they responded to.
Members then heard a presentation from AECOM. Following the presentation,
Members asked questions of the firm which they responded to.
Members then heard a presentation from Bolton & Menk. Following the presentation,
Members asked questions of the firm which they responded to.
Members heard a final presentation from Anderson - Bogert. Following the
presentation, Members asked questions of the firm which they responded to.
Following the presentations members began discussion regarding the selection
process. Gardinier asked when the Commission needed to make a decision. Tharp
noted that the Commission did not need to make a decision that night, and they had it
on the agenda for the regular meeting. Tharp stated that they did not have a formal
Airport Commission
December 17, 2013
Page 2
reference survey that was used. Tharp noted that as part of the initial review process
he did call folks for references. Tharp noted that some of the questions he asked were
things like "How responsive are the firms, did it take an unusual amount of time to get
responses ?" Tharp noted that members could also call references that were listed in
the submittal documents and most airports were pretty forthcoming with a
conversation. Horan discussed the initial review process and that the subcommittee
was himself, Tharp, and Ron Knoche with the City's Public Works department.
Tharp noted that he felt the initial review process worked and that they had 4 firms that
would provide a good service to the airport.
Members continued to discuss the presentations that were given. Members discussed
the decision timeline. Tharp noted that the current agreement with AECOM expires on
December 31. Tharp stated that if they didn't have a decision Thursday, they could
extend the conversation into January with no real harm.
Members continued to discuss the firms and their proposals. Hofineyer asked about
pricing consideration, Tharp noted that due to FAA policy pricing could not be used as
part of the evaluation. Tharp noted that during the process of negotiating task orders
with a firm, they are reviewed by the Public Works document for a time comparison
and if there is large discrepancy then hours are negotiated to a resolution.
Members agreed to continue the discussion at the regular meeting.
ADJOURN: Hofineyer moved and Horan seconded a motion to adjourn. Motion carried
5 -0. Meeting adjourned at 8:52pm
CHAIRPERSON DATE
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BOARD OF ADJUSTMENT
NOVEMBER 13, 2013 — 5:15 PM
CITY HALL, EMMA HARVAT HALL
MEMBERS PRESENT:
MEMBERS ABSENT:
STAFF PRESENT:
OTHERS PRESENT:
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APPROVED
Larry Baker, Gene Chrischilles, Connie Goeb, Brock
Grenis, Becky Soglin
None.
Sarah Walz, Sue Dulek
RECOMMENDATIONS TO CITY COUNCIL: None.
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
CONSIDERATION OF SEPTEMBER 18, 2013 MEETING MINUTES
Soglin moved to approve.
Baker seconded the motion.
A vote was taken and the motion carried 5 -0.
SPECIAL EXCEPTION ITEM
EXC13- 00015: Discussion of an application submitted Tom Kemmerer for a special exception to
allow conversion of a non - conforming use that is located in a structure designed for a use that is
prohibited in the zone to allow conversion to another non - conforming use of the same or lesser
intensity; and a historic preservation exception to modify the site development standards
(parking) to allow re -use of the historic property located in the High Density Multi - Family (RM-
44) zone at 518 Bowery Street.
Walz said the applicant contacted her today and said he would like to defer this application.
Walz recommended that he defer the application until the January meeting of the Board.
Chrischilles moved to defer EXC13 -00015 to January 2014.
Board of Adjustment
November 13, 2013
Page 2 of 3
Goeb seconded.
A vote was taken and the motion carried 5 -0.
OTHER:
Members of the Board discussed their experiences at the American Planning Association
meeting. Soglin said that based on what she learned there, Iowa City is doing almost everything
right, and she complimented Walz on how she conducts the meetings of the Board.
ADJOURNMENT:
Chrischilles moved to adjourn.
Baker seconded.
The meeting was adjourned on a 5 -0 vote.
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MINUTES APPROVED
BOARD OF ADJUSTMENT
DECEMBER11, 2013 — 5:15 PM
CITY HALL, EMMA HARVAT HALL
MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Brock
Grenis, Becky Soglin
MEMBERS ABSENT: None.
STAFF PRESENT: Sarah Walz, Sarah Holecek
OTHERS PRESENT: Jesse Allen
RECOMMENDATIONS TO CITY COUNCIL: None.
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
The reading of the opening statement was waived by the Board.
CONSIDERATION OF NOVEMBER 13, 2013 MEETING MINUTES
Chrischilles moved to approve the minutes.
Goeb seconded the motion.
A vote was taken and the motion carried 5 -0.
OTHER
A request from Jay Nelson to extend the term of a variance granted in May, 2013, to allow
redevelopment of property located in the Central Business Service (CB -2) zone at 211 N.
Linn Street.
Walz said the property owner is in the process of selling the property and wants to ensure that
the new owner has the same rights and obligations that the Board imposed. She said the idea is
that within six months, starting from the date of this meeting, the owner should get a building
permit and progress should be seen.
Holecek said that there were a number of conditions placed on the building to be constructed
there so those would also be transferred with the continuing variance allowance.
Grenis opened public hearing.
Board of Adjustment
December 11, 2013
Page 2 of 3
Jesse Allen of Allen Homes said he was already building a project up the street from the subject
project and got to know Nelson from being around the neighborhood. He said he purchased the
plans from the architect and plans to build the building the Board has already approved. He said
if the request to extend the term is approved, they will probably start construction in February or
March.
Grenis asked if Allen is up -to -date on the conditions the Board put on this property. Allen said
he's very familiar with this project because he's been entrenched in the neighborhood with his
other projects.
Grenis closed public hearing.
Soglin moved to approve the request for an extension of the term of variance of 211 N.
Linn Street, which is VAR13- 00001.
Baker seconded the motion.
Grenis said based on the Board's extensive findings the first time this variance came before the
Board and because nothing has changed, he is comfortable approving the request.
The other Board members concurred with those findings.
A vote was taken and the motion carried 5 -0.
Grenis declared the motion approved.
OTHER:
BOARD OF ADJUSTMENT INFORMATION:
ADJOURNMENT:
Chrischilles moved to adjourn.
Soglin seconded.
The meeting was adjourned on a 5 -0 vote.
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