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HomeMy WebLinkAbout05-10-2001 Airport Commission Meeting Minutes 1 MINUTES IOWA CITY AIRPORT COMMISSION THURSDAY MAY 10,2001—5:45 P.M. IOWA CITY AIRPORT TERMINAL MEMBERS PRESENT: Rick Mascari, John Ruyle, Mark Anderson, Alan Ellis STAFF PRESENT: Sue Dulek,Ron O'Neil CALL TO ORDER: Chairperson Mascari called the meeting to order at 5:45 p.m. APPROVAL OF MINUTES: The minutes of the April 12, 2001,Commission meeting were approved as submitted. AUTHORIZATION OF EXPENDITURES: Mascari asked about a payment to Streb Construction. O'Neil said it was for two areas of runway repair. Ruyle made a motion to approve the bills. Anderson seconded the motion and the bills were approved 4—0. PUBLIC DISCUSSION—ITEMS NOT ON AGENDA: No items were presented. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park 1. Construction-ONeil introduced Ross Spitz,the engineer from the City's Public Works Department in charge of construction for the ACP. Spitz said paving would begin on Monday,May 14. Ruppert Road will be closed and construction will begin on the west end of the project. The sewer and storm lines are installed. The channel for storm water is constructed and connected to the Wal-Mart detention pond. After the grading is completed, it should take about two weeks to complete the paving. The target date is mid July of this year. The road will be opened after it is accepted and approved by the Council. The communication lines will be installed after the road is completed. O'Neil asked Spitz if there was any type of landscaping plan for the east entrance? Spitz said he did not think there was any specific plan. The only landscaping plan included grading and seeding the lots. ONeil said the out-lots should not be designed as a park for people to be in. The land at the east end of the development was purchased as a safety area for Runway 24 and should not be designed to attract a congregation of people. Spitz said the communication lines will be fiber optic and would be whatever is requested. He will contact the contractor and see what is to be installed. 2. Marketing-O'Neil said that Kay Ireland,from the Public Works Department,is drawing a conceptual design for the ACP. This will probably cost several hundred dollars. The design will be used for signage and in marketing brochures. Tracy Overton, from Iowa Realty,presented a pricing list for the lots. He said he based the list on several factors, including the fact that the property is being leased instead of sold. Overton said he sat in on a meeting of the Economic Development Committee. He said there was some talk of covenants that the Council would like to see incorporated into the leases. ONeil said he sent an e-mail to Mascari and Ellis last week, asking them to contact the City Manager to schedule a meeting with the Economic Development Committee to discuss the agreement or memorandum of understanding for payment of the ACP infrastructure. Mascari said he would contact Steve Atkins tomorrow. Dulek said no leases could be signed until the City Council accepts the final plat. This should be done by mid-summer. Overton said he made some assumptions on the pricing model. He said his pricing model is based on sale price of the land, discounted because the land is being leased. He said there should be rental increases incorporated into the leases,based on the CPI or some other factors. He said the lease must be attractive enough to overcome the equity that would accrue if the property was purchased. 3. Other issues-Overton said the Commission must approve a real estate disclosure form. Anderson made a motion to direct the chairperson to sign the disclosure agreement. Ruyle seconded the motion and it passed 4-0,with Horan being absent. Overton said that the standard lease should be completed,including any restrictive covenants the Commission wants to incorporate. The building restriction line was discussed. Dick Blum, from H.R. Green Company, said the 35'height building line is a guideline and does not restrict structures shorter than that south of the line. The primary surface and the 7/1 transition slope will be the controlling factors. The length of the lease was discussed. O'Neil said the important thing to remember is that there needs to be some type of review of the rent on a regular basis. Every five years is an average length of review term that is usually accepted by the FAA. b. Hangar Building K-O'Neil said he recently met with Tom Werderitsch,Tom's attorney, Assistant City Attorney Andy Matthews, and City Engineer Rick Fosse to discuss the water problem with Building K. Dulek recommended not discussing too much detail because of possible litigation on the project. Ellis said this was a project for the Airport Manager to handle and he should bring the results of his negotiations with SWA to the Commission if he has any questions. ONeil said that,depending on what SWA offered to resolve the problem, there might be an executive session at the next Commission meeting. c. FBO services-RFP- O'Neil said he had sent a copy of the draft RFP to the Commission last week. He said that the Commission must decide what services they consider to be mandatory and what they want as optional. The consensus of the Commission was to that retail fueling and mechanic services were mandatory and priority would be given to the companies that could provide the most additional services. O'Neil said the Commission should also decide if there is any space they considered mandatory to rent. The Commission said they would not include any mandatory space in the RFP and will decide it on a case by case situation after they receive responses from the RFPs. d. Building D rehab project-final- ONeil said the project was not completed and this would be on the agenda for June. The contract completion date is May 18. e. Hangar leases#31 &33- O'Neil said he had received signed leases from both tenants. Anderson made a motion for resolutions approving leases for hangars#31 and#33. Ellis seconded the motion. At roll call vote the motion was approved 3 -0,with Horan being absent and Ruyle abstaining. f. Fuel site- Blum gave an update on the progress of the project. He said most of the concrete was poured and the remaining part of the road to the site should be completed tomorrow. He said the Commission would need to decide on a final location for the remote fueling station. He said the site selected at the last meeting would add about$ 4500 to the project. He said he had discussed this with O'Neil and there was money in the project budget to move the station further west. g. Underground tanks-removal- ONeil said a copy of a proposal from PES to remove the old ICFS fuel tanks was in the Commission packet. He said he met with representatives from PES to discuss their bid. O'Neil said he wanted a bid that was complete and expected a turnkey operation. PES assured him that their bid was complete,to include DNR approval for a clean site. It did not include any clean up of contamination if there was any Anderson made a motion to accept the proposal from PES for removing the old fuel tanks. The project would start as soon as the new fuel site was operational. Ellis seconded the motion and it was passed 4 -0,with Horan being absent. h. Fly Iowa 2001 -Anderson gave a summary report of the events that were scheduled. He said that Coke would be a major sponsor,but would only want Coke products sold during the event. Dulek will check to see if this is allowed. i. Buildings A,B,&C-leases and rent- O'Neil said here were several tenants from the north T-hangars that paid their March rent to ICFS. O'Neil said he has asked those tenants to provide him with some proof of payment so he can try to recover the money from ICFS/PS Air. Also included in the Commission packet was a generic lease for the T-hangars. ONeil said ICFS never had leases with the tenants. O'Neil said the Commission should also discuss the hangar rents at some time. O'Neil suggested that if the Commission wanted to change the rent,a public hearing should be set to discuss it. Ellis asked that the Cedar Rapids rent survey be included in their next packet of information. This will be an agenda item at the next meeting. O'Neil said that he was going to standardize invoices and when a tenant gets two months behind in their rent,he will give them their 30-day notice to leave. If the rent is caught up before the end of the 30 days,the notice will be cancelled. CHAIRPERSON'S REPORT: Mascari asked when summer pothole patching would be done? O'Neil said they usually get a ton of asphalt at a time and patch areas. He said this would be done in the near future. Mascari mentioned that Dennis Gordon had an airplane accident in Colorado. Aside from being shaken up a bit,Gordon was o.k. Mascari said he wanted to send his condolences to the John Wilson family. Mr.Wilson died recently. Wilson was a pilot with an airplane based at Iowa City. Mascari said there was notice in the packet that the Manager was going to be taking some vacation time in May. Because of the number of calls he had to take the last time O'Neil was on vacation,Mascari said he was reluctant to take any calls about the Airport. He said he isn't sure if the Commission members should take any calls. Mascari asked who,other than the Commission, gets a notice when the Manager is on vacation? O'Neil said he puts a notice in the City internal mail to all the divisions and departments that are likely to work with the Airport, such as Streets, City Attorney,Public Works,Fire, etc. Anderson said he thought it was the Commission's responsibility to back up the manager when he is gone. He said the Commission members know the Airport and what needs to be done. Dulek said the confusion last time dealt with the duties of the Commission. The Commission does not have the responsibility for the day to day operation of the Airport. Ellis said that in March,the decisions on how to provide interim services for the overall health of the Airport were Commission decisions and were involved with the big picture of the administration of the Airport. O'Neil said the problem with taking vacation time is that there are only two City staff and if he is gone,there is no one left to make administrative decisions. O'Neil said that Gerry Kaefring, Airport Maintenance Worker,is very competent and can take care of the day to day operations. O'Neil said he tries to schedule his vacation so that both he and Gerry are not gone for a period of time at the same time. Mascari asked O'Neil if there was a way he could always be contacted when he was on vacation or away for Airport business? O'Neil said if he is gone on City business,Kaefring always knows how to contact him. If he is on vacation,he has an answering machine at home and at the office. If he is not out of town,he normally stops in at his office once or twice during the week while he is on vacation to check messages and mail. O'Neil said he has about three weeks of vacation to use or lose in the next seven weeks. Because vacation time is part of the salary package,the Commission suggested looking into paying the Manager for vacation days that he does not have time to use. O'Neil said he usually does not plan vacation time during the winter months because he needs to be available to plow snow. This limits the time available to use vacation hours. O'Neil suggested having a training session for the Commission to let them know where keys are, how to file a NOTAM, etc. COMMISSION MEMBERS' REPORTS: Ellis wanted to know if income and expenses could be listed every month. Ruyle said the report in the packet is not a P &L and that would be more information than is necessary. The Commission agreed that the report in the packet should not be changed. Ellis wanted to know if tenants making alterations to their hangars were required to meet City code. O'Neil said that is in the hangar leases that the tenants have to have prior approval for permanent improvements to their hangars and that those improvements,if required,had to meet City codes. Anderson asked that the pending projects list be updated. Ellis wanted to talk about his airport business plan. Mascari said he would put it on the next agenda. 0. ADMINISTRATIVE REPORT: O'Neil said someone would like to operate out of a hangar and provide mechanic services. Anderson said it would have to meet minimum standards. O'Neil said there is someone that is interested in leasing Building D for a non-aviation use. The consensus of the Commission was that they were not interested in pursuing that proposal. The final acceptance for the Master Plan update will be on the June agenda. Dee Norton will have a group of U of Iowa retirees at the Airport on May 16. Mascari will give an update of Airport issues and O'Neil will give a bus tour of the facilities and projects around the Airport. Norton expects about 50 people. SET NEXT MEETING: The next regular Airport Commission meeting is scheduled for June 14, 2001,at 5:45 p.m. ADJOURNMENT: The meeting was adjourned at 8:05 p.m. Rick Mascari,Chairperson