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HomeMy WebLinkAbout08-09-2007 Airport Commission Meeting Minutes 1I MINUTES FINAL Iowa City Airport Commission August 9,2007 Iowa City Airport Terminal—7:00 PM Members Present: Howard Horan, Chair; Randy Hartwig;John Staley(arrived at 7:05 PM); Greg Farris; Janelle Rettig Staff Present: Sue Dulek,Michael Tharp Others Present: Jay Honeck, Steve Eaton,Philip Wolford,Justin Fishbaughh,Harry Hinkley DETERMINE QUORUM: The meeting was called to order at 7:03 P.M.by Horan. RECOMMENDATIONS TO COUNCIL: None APPROVAL OF MINUTES FROM THE JULY 19 AND AUGUST 1,2007 MEETINGS: There were no changes/additions/corrections to the above noted minutes. Hartwig moved to accept the July 19 and August 1,2007,meeting minutes as presented; seconded by Farris. Carried 3-0; Rettig abstaining and Staley absent. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: A) Aviation Commerce Park—Horan noted that Harry Wolf from Iowa Realty was not present at this evening's meeting. He did state that there are some"changes in the wind,"and that Members should be ready for short-notice meetings. Tharp responded to Members' questions about some upcoming projects. B) Land Lease with West Side Auto—Tharp noted that Dulek prepared a background memo on this item. Dulek stated that Jim Druesicke contacted her,and that he would like to enter into a 10 year lease and so a public hearing is requested. She said that she told Druesicke that he should attend the September meeting to discuss the lease provisions with the Members. I) Consider Resolution#A07-19,setting a public hearing regarding intent to enter lease agreement—Rettig moved to set the public hearing for September 13, 5:45PM, seconded by Farris. Motion carried 5-0. Airport Commission August 9,2007 Page 2 of 7 C) University of Iowa/Operator Performance Labs I) Consider a resolution approving letter of intent(deferred from 7/19/07)—Tharp reported that they had hoped to have an agreement ready for this month's meeting,but unfortunately they have not worked things out yet. He briefly explained some of the outstanding matters. One of the options that he mentioned is having a private company secure the 20-year lease,and they in turn would sub-lease to the University. This item is deferred to the September 13, 2007 meeting. D) FAA/IDOT Projects—Earth Tech—Steve Eaton I) Runway 7/25—Eaton noted that David Hughes is at a conference currently. Eaton stated that they took bids on this project last week, and he noted that everyone has a copy of the recommendation letter that they have prepared,as well as the bid tab. He noted that there were six bids, and all were below the estimate. He then explained to the Members how they came up with the recommended contractor, Metro Pavers. Dulek noted that she spoke with the FAA on this project,regarding the bidders' "good faith"efforts and the DBE goals. Dulek also spoke with Hughes about Metro's DBE efforts. Dulek added that the DBE is a goal,and not an absolute number, and that the federal regulations provide that the Members must make a reasonable judgment that the bidder made good faith efforts. Eaton also stated that Metro will be providing at least 30%of the work itself. Consider Resolution#A07-20,awarding contract for paving/lighting project—Staley moved to award contract to Metro Pavers on the paving/lighting project, seconded by Hartwig. Motion carried 5-0. Eaton next spoke to the Members regarding the FAA and upcoming grant monies that should become available. He suggested that once these monies are released,the Commission should act quickly to secure these. He further noted that this grant is subject to Congressional release. Rettig asked for some clarification on the runway grading. II) South Aviation Development Study—Eaton noted that they did a project for Willow Creek,and this is currently at the City Engineer's office. One of the issues on this is the cost of enclosing and doing the work needed on Willow Creek. Eaton further noted that the Willow Creek study needs to be incorporated into the final South Aviation Development Study as the two need to be blended together. III) South Taxilane Rehab—Eaton noted that they still have some issues on this. Some corrections have been made, but there is still some work to be completed. The contractor has been fairly agreeable to getting Airport Commission August 9, 2007 Page 3 of 7 these items completed,but Eaton stated there are still some drainage issues with ponding of water. IV) Hangar A Rehab—Consider Resolution#A07-21 accepting work for Hangar A Floors—Eaton stated there were some door issues,but the contractor took care of this. He asked that the Commission consider the resolution for this. Tharp stated that he has no concerns at this time with accepting this work. Farris moved to accept the resolution for Hangar A floors, seconded by Rettig. Motion carried 5- 0. V) Hangar A&B Doors—Eaton stated they are still waiting for the doors to be delivered. Tharp then stated that he received a call from Rick and the doors are in,but the locks have still not arrived. Liberty Doors is the company for this project. VI) Terminal Apron Rehab—Eaton stated that this is set for a Monday meeting to approve specs,etc. He further stated that if they get bids similar to the paving project bids,they should have another good bid to work with. Hartwig asked for a timeline on this,and Eaton stated it would be immediate. Dulek noted that the public hearing has been set for Monday,August 13,to address this item. VII) Obstruction Mitigation—Eaton noted there have been no changes. He further stated that this project is on a long list of projects to be reviewed, and they will continue to push on this to help it along. Horan asked if Eaton would show the Members what lines need to be moved. Eaton pointed out the specific changes on the map, and responded to Members' questions regarding this. VIII) 405 Approach Surveys—Eaton stated that they received word this week from the FAA that the survey is in the works now. Eaton further noted that at the last meeting the Commission approved an agreement for a State grant for the self-service fuel system, and that Earth Tech is trying to get this moving quickly. Staley spoke to the Members briefly regarding the University of Iowa lease(Item C),noting that it's not always easy to do leases within the University system,and the longer the term of the lease,the more complicated it gets. He stated that something as simple as construction this calendar year could stop it on the University end. He further noted that the use of a third party is often the norm for University dealings of this sort. E) T-Hangar Contracts and Rates—(Farris and Hartwig recused themselves due to a conflict of interest) Tharp reviewed what the Commission had done to date on this issue, and stated that his recommendation is for an inflationary increase. He reviewed the three options,A,B and C,explaining each. Staley noted that he agrees with Tharp's proposal and brought up the electrical rate issue that was Airport Commission August 9,2007 Page 4 of 7 previously discussed. Tharp stated that this is in the rate increase. Horan stated that he feels A, B and C are steep. Tharp commented that while he felt they were high an inflationary adjustment should be reflected with all the hangars. Horan suggested$139 vs$149. Rettig noted that they have not been adjusted for several years, and she feels all leases should keep up with inflation,unless there is a good reason not to. She stated that she feels Tharp has a good proposal,as well. Tharp responded to Members' questions regarding income on the T-hangar leases, and stated that he feels comfortable with what they have. The Members continued to discuss the suggested rates,and the reasons for the differences in hangars. The new price for A would be$137; B and C would be$149. Horan then suggested $144 versus the$149. Tharp gave the Members specific figures on the various amounts suggested. Rettig stated that she feels they need to generate income from the Airport facilities,and that she feels they need to keep up with inflation,unless there is a compelling reason not to do this. (TAPE ENDS) Members continued discussing their feelings on the rate increase,with some Members stating that they feel too big of an increase would be detrimental. Rettig again stated that she feels they need to keep up with inflation,and they need to be able to keep the facilities in good shape. Staley asked Tharp for an assessment of the$144 rate on B and C, and if this covers their expenses. The discussion then turned to whether or not wording needs to be added to the leases regarding no alcohol on City property. Tharp suggested they keep this in mind for next year's leases if a problem is encountered over the year. Tharp responded to Hinkley's comments regarding his hangar. Rettig noted that the Commission has not received anything in writing regarding this. Hinkley continued to question the Commission regarding the lease costs. Rettig then spoke to Horan's proposal, giving some background on the financial status of the Airport and where they need to be in the future,noting that they may not be so fortunate in the future with the funding they have received. She strongly feels they need to generate at least the rate of inflation on their facilities. The discussion turned to what other Airports charge for monthly hangar leases. Tharp explained to the Members how the Iowa City Airport compares to other airports, and he explained the various amenities that some airports do not offer that the Iowa City Airport does offer. The discussion then turned to the issue of people storing vehicles and other items in hangars,which,Rettig pointed out, is against FAA rules and regulations. She feels they should address this issue. Staley then turned the discussion to the operating budget for the Airport. With projected revenues of$364,499,he stated that this is just shy of the expenses. Out of that amount, $112,000 comes from the City. The Airport then has to make$252,499 in revenue to cover this. The biggest chunk of this,he stated,comes from land and building rentals. He asked what other options they have for increasing revenue. Horan moved to accept the rate structure as proposed,with the change to A-$137,and B and C -$144 per month, seconded by Staley. Motion carried 2-1;Rettig voting against,and Farris and Hartwig abstained due to conflict of interest. Rettig noted that she will expect the provisions of the lease to be followed to the letter, and an annual inspection will be done with all provisions of the lease being followed,regarding illegal storage Airport Commission August 9, 2007 Page 5 of 7 of materials on the airfield. Staley suggested they follow up on a specific hangar where rent was reduced about five years ago and see if this hangar is now paying what they should. F) Airport"Operations": Strategic Plan-Implementation; Budget; and Airport Management—Staley asked for clarification on"royalties and commissions" in the income section. Rettig asked about"consultant services"charges. Tharp responded to Members' questions,with Dulek adding information as well. Rettig then asked about"refuse collection"charges, an unbudgeted item. Tharp explained that they have new contracts on refuse pickup, and are starting recycling at the Airport. Rettig then asked about"repair of building and maintenance"for$1300, and"repair of structure" for$75. Tharp noted that this is the maintenance contract with the cleaning company($1300),and the$75 is for elevator inspection. Rettig then asked about the fence and parking lot projects, as well as the viewing area and office furniture replacement. Tharp responded, giving the Members a quick rundown on where he is with these various projects. Rettig stated that she would like to see projects started immediately when they have the funds available. Tharp noted that the plans have been submitted on the viewing area,and once approved,they can order the items for this area. (TAPE ENDS) Farris talked about the plans to run power to the viewing area, and various other items they need to complete. Horan noted that Tharp is up for his annual evaluation with the City, and he asked Tharp to speak to the Members on this. Tharp explained to the Members that his position is considered 60%,but that he has been working at least 75%the past several weeks. He would like to have his job upgraded to reflect this. He then asked if he could do maintenance work for the remaining 25%and have a full-time position with the Airport. Rettig noted that they do not have a maintenance position open,and that she would imagine they couldn't come up with a position like that. She stated they need to check with the City to see how they could change this position from .60 to .75. The discussion continued,with Members talking about the evaluation process. Horan suggested a sub-committee work on this. Horan stated that he will email the form that he received from Human Resources to each of the Commission Members, and they can each write out their own review. Dulek noted they should speak with Sylvia in HR on these matters. Horan asked for volunteers for a sub- committee—Hartwig stated that he would be glad to help. G) FBO Staff Report—Rettig asked why the soda machine has to be unplugged downstairs when someone makes popcorn,noting that this seems to be a hazard. Members stated that the breaker trips if they don't unplug the soda machine. Rettig suggested they check on this, and find out why this is happening. Tharp stated that more wire needs to be run. Hartwig stated that it might be time to sit down with Jet Air to discuss some of the security plan issues. Hartwig commented that it would be good to review procedures prior to the new football season. Horan then went to find Wolford so he could speak to this. The discussion then turned to the Sertoma Breakfast. Woolford gave the commission Airport Commission August 9,2007 Page 6 of 7 an update on what would be going on that day. Rettig asked about the runway closure plans with regards to weather. Tharp responded to these questions. Rettig thanked Sertoma for their efforts, and for using the Airport for their event. H) Subcommittees' Reports—Rettig pointed out that last year,they met with Deb Mansfield on August 22°d regarding the budget. She then stated that she thinks they're about two weeks away from the budget process getting started. Tharp stated that he could let the sub-committee members know when the information is available. I) Commission Members' Reports—Hartwig noted that the airplane being given away by AOPA was at the Airport on Sunday. He stated that Tharp put up a memo from the Iowa DOT on a toll-free number for flight service problems. Farris stated that he feels the Airport has had some good press lately, and he said that a pilot from California was in the area and that he commented on all of the "youngsters"at the Airport and the activity that is happening in the area. Horan then stated that he feels that he and perhaps Rettig should have Dale Helling from the City Manager's office to the Airport and bring him up to speed on the projects. Rettig then noted that a candidate for City Council,who publicly expressed that he does not see a need for the Airport,was emailed by her and offered a tour of the Airport. She said that he has responded, and she plans to set up a tour for him soon. Horan then reminded Members of the Monday, 8/13 meeting, and asked if they needed any further meetings before September. Rettig stated that she feels they should not have all of these special meetings,that the monthly meetings are where business should be addressed. .1) Staff Report—None. SET NEXT REGULAR MEETING FOR: A brief discussion ensued regarding meeting dates and times. Rettig stated that she will have conflicts for quite some time with the 2"d Thursday. It was noted that the public hearing has been set for the September 13,2007 meeting at 5:45 P.M. so they will keep this date as planned. ADJOURN: Meeting adjourned at 9:05 P.M. - '7- /9-a "ERSON DATE • Airport Commission August 9, 2007 Page 7 of 7 Airport Commission ATTENDANCE RECORD YEAR 2007 (Meeting Date) TERM 1/11 2/8 3/8 3/28 4/12 5/10 5/15 6/7 6/8 6/28 7/9 7/19 NAME EXP. Randy Hartwig 3/1/09 X X X X X X OXX X X X Greg Farris 3/1/13 O/E X X O/E X X X X O/E X X X John Staley 3/1/10 X X X X X X 0 X O/E O/E X X Howard Horan 3/1/08 X X X X X X X X X X X X Janelle Rettig 3/1/12 X X X X X X X X X X O/E O/E TERM 8/1 8/9 8/13 9/13 NAME EXP. Randy Hartwig 3/1/09 X X X Greg Farris 3/1/13 X X X John Staley 3/1/10 O/E X O/E Howard Horan 3/1/08 X X X Janelle Rettig 3/1/12 O/E X O/E KEY: X = Present 0 = Absent O/E= Absent/Excused NM= No meeting — = Not a Member