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HomeMy WebLinkAbout01-08-2009 Airport Commission Meeting Minutes , MINUTES FINAL Iowa City Airport Commission January 8,2009 Iowa City Airport Terminal—5:45 PM Members Present: Greg Farris,Howard Horan,Randy Hartwig,Janelle Rettig,John Staley Staff Present: Sue Dulek,Michael Tharp Others Present: David Hughes,Jay Honeck,Harrel Timmons, Phillip Woolford, Tim Busch, Sharon Lust, Gary Lust RECOMMENDATIONS TO COUNCIL: Recommend to change Airport Commission term lengths to 4 years. DETERMINE QUORUM: The meeting was called to order at 5:47 P.M. APPROVAL OF MINUTES FROM THE DECEMBER 11,2008 MEETING: Farris asked if anyone had any comments. Hartwig noted that on page 2,under the Aircare topic,that there should be some reference of Staley speaking as a University representative,and not as a Commission Member. Others agreed. Staley moved to approve the minutes as amended; seconded by Horan. Carried 5-0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park—Farris noted that Peggy Slaughter sent an email stating that she would not be able to attend this evening's meeting. Tharp added that Slaughter did note that one of her interested parties for the Aviation Commerce Park has hired an architect to draw up plans. Tharp also noted that he had an architect contact him regarding the Aircare facility. Staley noted, speaking as a University representative,that this architectural firm has been engaged to provide an estimate on building the Aircare hangar. b. University of Iowa Aircare Facility—Included in item a. above. Iowa City Airport Commission January 8,2009 Page 2 of 8 c. Dane/Larson Land Sale Request-Tharp noted that he spoke with Mr. Larson recently and that he is needing some further clarification from the FAA on what the extra piece of land can be used for. They have not heard back on this issue yet. Rettig noted that this is no longer a land sale but rather a lease. d. Airport Safety—Traffic Pattern Operations—Tharp stated that things are on schedule. He added that information will be seen starting the first. Farris asked if there was any further information on the segmented circle,and Tharp noted that he does not have a definitive cost estimate,but that he did speak with some other airports about this. The timeframe for this will be March. e. FAA/IDOT Projects—AECOM—David Hughes i. Runway 7/25—Hughes stated that between winter storms they have done some survey work. They still need to do some GeoTech work of filling in holes, and hope to have this done in the next few weeks. Hughes noted that late yesterday they received an email form the FAA stating that the AIP program is coming down the line quickly and that the FAA wants to get a grant application going with the State,prior to bids. The grant application would be put together based on estimates, according to Hughes. Hughes then responded to Members' questions regarding this particular grant application. Hughes stated that he wants to set up a users' group meeting for early February(February 5),and that he would like this to be a special Commission meeting, if possible. This will be to discuss the runway and the intersection. Hughes stated that basically it is to review the impacts to the Airport because of the construction. Members continued to discuss how this meeting will be structured, and whether it will be an official meeting. Everyone agreed it should be a regular Commission meeting. Hughes added that the FAA would like this project to be ready for bid by mid- March. ii. South Aviation Development Study—Hughes noted that there was some discussion at the last meeting on this,and that he has sent information to Rettig as she requested. Farris asked if this was going to be a 30-day turnaround, and Hughes stated that that is what they have planed for. iii. 2008 Pavement Rehab(North Taxilanes)—Hughes noted that due to the holidays and the winter weather,most of the projects have been shut down for now. He added that they are still working with some contractors to close out projects. Rettig asked about frost heave, and if it has been a problem. Hughes stated that they have seen some. He explained that the old runway was built directly on the clay surface, and when the ground freezes the runway tended to "float." The new pavement section has a granite slab underneath, Iowa City Airport Commission January 8,2009 Page 3 of 8 according to Hughes, so it is not getting the water infiltration like the old pavement did. They are seeing the old pavement move somewhat,but the new pavement is staying put. Hughes did add that they have contacted a company that does grinding, and they are set up to come out and grind the "hump"that has occurred on the pavement. iv. Obstruction Mitigation—See above. v. Building H—University of Iowa Hangar Expansion—Hughes reported that everything is ready to go for rebidding. They have revised the documents,and the new bid date is February 5 at 2:00 P.M. Members asked for some clarification on issues related to this rebid,to which Hughes responded. Rettig asked if they knew when building would begin. Hughes stated that he did not have the exact date,but would get that for her. 1. Consider Resolution#A09-01Approving Plans, Specifications,Form of Contract, and Estimate on Cost for the Building H-University of Iowa Hangar Expansion- Rettig moved to Consider Resolution#A09-01, Approving,Plans,Specifications,Form of Contract,and Estimate on Cost for Building H; seconded by Hartwig. Carried 5-0. vi. Corporate Hangar L—Farris explained the status of this issue to Members. He spoke to the City's budget and looking for funding to be able to start this project. He spoke to budgeting issues and the 2011 budget in particular. The hope is to fund some of these projects with sales of the Aviation Commerce Park lots. Rettig asked for some clarification on the matching portion of grants like this, and Hughes explained how the grants typically are structured. Members continued to discuss this issue,noting that they have immediate space concerns. The discussion centered on what the main concerns are for the Airport,and just what they may be able to get built sooner rather than later. Rettig stated that she would like to see them talk with the State about funding this differently, to which Tharp stated he doubted the State would agree to something like this, considering how their process is set up. Farris noted that they could attempt to run this by the State. Hartwig brought up the possibility of adding on to an existing hangar,since they have these funds. Rettig came back to her idea of contacting the State versus this grant situation. Staley asked Hughes what current prices are being seen on current bids for building hangars. Hughes responded that he recently bid a storage building in Waterloo,and that it was estimated at about $45.00 per square foot. It was noted that this would be a good time for the Airport to move forward on a project like this. Farris asked Iowa City Airport Commission January 8,2009 Page 4 of 8 the Members what their priority would be on this. Horan stated an 80 by 80 hangar with insulation, and possibly a small office area, and the ability to house various size aircraft would be optimal. Something with a lot of flexibility would be best. The FBO joined into the discussion,noting that there is a definite need for space at the Airport. The discussion came back to hangar I and any possibilities there, using the money that they know they have. Members agreed that once they have this number,they can work backwards to see how big of a building they could build. Farris noted that they would move forward with this, seeing if they can work with the State, and seeing what the City budget holds for them. Hartwig then asked about the University hangar,their temporary building, and where they are with that. Tharp stated that so far there has been a little conversation about it,but other than that nothing has transpired. Staley then asked Hughes if he believes they might see lower bids, given what he saw in the Waterloo instance. Hughes responded that given the dollars they are talking, a 60 by 60 building would be about right for that price. Staley asked if there is anything they could possibly put off on a building such as this,something they could complete at a later date. Otherwise he suggested they go for a bigger building with less "extras." Hughes noted that the biggest part of the cost is the flooring,the concrete, and the door. f. Airport"Operations"; Strategic Plan-Implementation;Budget;Management— Tharp noted that their strategic plan runs through 2010,and that perhaps they should form a subcommittee to work on a new five-year plan. He added that everything on the current plan has been met. Staley suggested they contact Jeff Davidson at the City Planning department as he worked with them before on this. Farris asked who would like to participate in this subcommittee. Rettig and Staley stated that they would meet with Tharp to begin the process. The budget was discussed next. Rettig began the discussion asking about boiler repairs. Tharp responded,explaining what the repairs consisted of. Rettig then noted on page 3,under"Expenses,"the "Building Repair and Maintenance Service," of which"Cleaning" is under,has already eaten up 86% of the budget,and that there are six months yet to cover. She also questioned "Income," on page 1,a reimbursement of$7,100. Rettig stated that Tharp was to let the Commission know what this was for,and that they had not heard yet what this entailed. Tharp stated that he spoke with Kevin O'Malley in City Finance and this is a reimbursement from the expenses Iowa City Airport Commission January 8,2009 Page 5 of 8 incurred to put the utilities in at Commerce Park. As the lots sell, MidAmerican reimburses the City for their cost of the initial infrastructure. Tharp added that with the sale of lots 2,3 and 4 they could expect another reimbursement from MidAmerican. Rettig also asked about the budget carryover, and Tharp stated that it is in the works at City Hall. The carryover comes to around$44,000. Rettig suggested not performing any of the pavement work budgeted and together with the carryover amount using that as a local match offer to the state. g. 2008 Annual Report—Janelle asked about the human element, suggesting a paragraph regarding the flood work and the involvement of the airport. Such as the rides to the local officials and the use by the President of the United States. Tharp noted that he would like to be able to present this at the operations budget meeting with city council on the 28`s. h. Maintenance Agreement with Jet Air—Farris noted that there have been several conversations and that Tharp had emailed copies of the agreement to members. Farris noted that he and Tharp had spoken to the Assistant City Manager and that he was supportive and didn't see anything initially wrong with the plan. Farris noted there were some insurance issues that had come up late that needed to be resolved before the commission could enter into the contract. Rettig asked about the dates of the agreements noting they ended at different times. Tharp responded the intent of both agreements was to run concurrently. Rettig also noted that the"Operations Specialist"was referred in several different manners and that they should all be cleaned up and referred to as"Operations Specialist." Rettig also suggested adding a direct reporting line to define who Jet Air is working for. Horan asked about the conflicts with the insurance policies. Farris responded that as of yet they did not know what the conflicts were, and noted that the information has previously been contained in previous management agreements, and had been accepted. Horan asked about the oversight of the agreements and Jet Air regarding the system and the issues involved into entering into such an agreement with the operator on the field. Rettig responded that is why the hierarchy should be known,and that the maintenance contractor,whoever they are,work for the commission, and the commission's authority to manage the agreement have been delegated to the Operations Specialist and the Commission has direct control over that employee. Rettig moved to authorize the chair the sign the maintenance agreement with Jet Air Inc with the discussed changes upon confirmation from the City Attorney that the liability issues have been resolved. Seconded by Horan. Motion Passed 5-0 Cleaning Contract—Rettig asked about the cleaning contract and confirmed the end date for December 31,2009. Rettig commented on item 3.ii which said that Jet Air would remove trash to the dumpsters,and wanted to insert 'or Iowa City Airport Commission January 8,2009 Page 6 of 8 recycling facilities.' Rettig asked about the end of the current agreement and Tharp noted that things were in place to move the contract on February 1st Staley moved to approve the agreement as amended. Seconded by Hartwig.Motion Passed 5-0 i. Jet Air/Iowa Flight Training-Flight Instruction—Timmons addressed the commission stating that the goal of Jet Air was to work its way out of the flight instruction business. Timmons related that some of the charter operations now require$50 million coverage and that had forced Jet Air into dealing with 2 insurance companies to provide coverage of both the charter and instruction businesses. Timmons introduced Tim Busch to members and described his background and that Busch ran Iowa Flight Training out of Cedar Rapids and Vinton. He stated that with this partnership and ultimately new arrangement,that scheduling,and bill paying,and other items would be online making it easier to access by the customer base. Farris asked about staffing and Timmons stated they would still need staff to sign out the aircraft among other things. Rettig asked about the requirements of the FBO agreement. Farris commented that there were 2 agreements in play,one was the FBO agreement which required Jet Air to supply flight instruction in order to qualify as an FBO. The second one was the minimum standards which stated that commercial entities needed permission to operate on the airfield. Horan asked about the ultimate goals of the arrangement, and Timmons responded that Jet Air's goal was to be out of the flight instruction business by the beginning of July. Rettig responded that this appeared to be a win-win situation, and that the airport would be getting an FBO with a focus on the charter aspects of operations,and a Flight Instruction provider whose whole motivation is to provide flight instruction. Horan commented that many of Jet Air's current charter pilots several were flight instructors for Jet Air and asked if that would continue. Timmons responded that many of the charter pilots had come through the Jet Air system, and would expect that to continue as they are more aware of the training, and skills of the pilots. Rettig asked about the space needs and Timmons responded that most of the items are covered by online operations. Farris commented that once things are more in place the commission would look any requests by the FBO to change agreements. j. Airport Commission Terms — Rettig moved that item i. FBO Staff Report be moved up in front of item h. Horan seconded the motion and it carred 5-0 k. FBO Staff Report—Timmons reported that this has been another harsh winter for operations. He noted the Galesburg airport had lots of ice and that operations were shut down for about a week. Timmons noted that at Iowa City they've received a lot of snow and some mixed precipitation. He noted Iowa City Airport Commission January 8, 2009 Page 7 of 8 that he was pleased with the snow removal and that they've been open more in Iowa City than elsewhere. Timmons discussed some of the issues of flying in ice noting that one of the jets was damaged by ice that had come loose causing substantial damage to a fan in the engine. Timmons noted the previously discussed lip on the runway and that he and Tharp had taken a look at it. Timmons noted that at Burlington,they had recently bid a project for a hangar and that the low bid came up to about$486,000 and that 6 contractors had bid on it. Rettig commented about the private ownership opportunities for hangars,and that if they fit into Jet Air's plans, a long term lease on a piece of land to construct a building could be possible. 1. Airport Commission Terms—moved to follow FBO Staff Report. Farris stated that he asked Tharp to add this to the agenda. He commented that he has been seeking people to apply for the upcoming position that is opening and most of the feedback he's getting is that people aren't comfortable with a 6 year commitment. Hartwig noted that part of the thoughts with 6 year terms is that it takes some time to get used to the airport area and the aspects of management. Rettig commented that the 6 year term caused her to think about the commitment, but that ultimately she chose to apply, but that there is indeed a 2 year learning curve. Horan asked about terms in the past being staggered. Farris noted there could be staggered terms. Farris moved to change terms 4 years if able to amend the upcoming term. Seconded by Rettig. Motion Passed 4-1. Horan Negative m. Subcommittees' Reports—Farris noted that there was one subcommittee formed. n. Commission Members' Reports— Horan asked if the REILS (runway end identifier lights) stayed on all the time. Hughes commented that they do turn off, but there is a timer set to keep the lights on approximately an hour after dark. Farris noted that the 15th they speak on the CIP budget with city council. Farris noted that at the end of the December the switch to the .75 Operations Specialist occurred. o. Staff Report— None. SET NEXT REGULAR MEETING FOR: February 12, 2009 at 5:45 P.M. ADJOURN: The meeting adjourned at 7:42pm .3//2/05 CHAAISON DATE Iowa City Airport Commission January 8, 2009 Page 8 of 8 Airport Commission ATTENDANCE RECORD YEAR 2009 (Meeting Dates) TERM 1/8 2/12 NAME EXP. Greg Farris 3/1/13 X Randy Hartwig 3/1/09 X Howard Horan 3/1/14 X Janelle Rettig 3/1/12 X John Staley 3/1/10 X KEY: X = Present O = Absent OLE= Absent/Excused NM= No meeting — = Not a Member