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HomeMy WebLinkAbout8.12.14_Draft Minutes Final_201503100814531322 Town of Nantucket NANTUCKET MEMORIAL AIRPORT 14 Airport Road Nantucket Island, Massachusetts 02554 Thomas M. Rafter, A.A.E., Airport Manager Commissioners Phone: (508) 325-5300 Daniel W. Drake, Chairman Fax: (508) 325-5306 Arthur D. Gasbarro, Vice Chair Andrea N. Planzer Jeannette D. Topham AIRPORT COMMISSION MEETING August 12, 2014 The meeting was called to order at 5:12 PM by Chairman Daniel W. Drake with the following Commissioners present: Arthur D. Gasbarro, Vice Chair, and Jeanette D. Topham. Commissioner Andrea N. Planzer participated remotely by phone due to geographical distance. Mr. Drake announced that due to some conference phone issues Mr. Bouscaren, the newly appointed, but not yet sworn in, Airport Commissioner may not have been able to dial in and is not connected to the meeting. The meeting took place in the 1st Floor meeting room at the Public Safety Facility, 4 Fairgrounds Rd. Airport employees present were, Thomas Rafter, Airport Manager, Mae Williams, Administrative Assistant and Janine Torres, Office Manager. Mr. Drake announced the meeting was being recorded. Mr. Drake asked for comments on the Agenda. Hearing none the Agenda was approved. Mr. Drake asked for comments on the four sets of minutes presented for approval: 6/10/14 and 6/24/14 regular meeting minutes; and 2/11/14 and 5/27/13 executive session minutes. Ms. Planzer noted a typographical error on the 6/10/14 minutes under Pending Matters, second to last line, “purview” is misspelled. Ms. Topham noted Mr. Sylvia’s name was incorrectly spelled in the 6/24/14/ minutes under Statistics. Ms. Topham made a Motion to approve the four sets of minutes as corrected. Second by Mr. Gasbarro and Passed by the following roll-call vote: Mr. Drake – Aye Mr. Gasbarro – Aye Ms. Planzer – Aye Ms. Topham - Aye Mr. Gasbarro made a Motion to ratify the 7/23/14 and 8/6/14 Warrants. Second by Ms. Topham and Passed by the following roll-call vote: Mr. Drake – Aye Mr. Gasbarro – Aye Ms. Planzer – Aye Ms. Topham - Aye Public Comment None. Pending Leases/Contracts – Mr. Rafter presented the following Leases and Contracts: • RTT Concierge – a license agreement for GA ramp driving privileges for fee income of $1,500 • Air Wisconsin Airlines (US Airways) – a seasonal airline agreement for rental income of $11,000, plus fee income of $1,500, plus Landing fees. • Sherrill Tree Inc – a contract for the purchase of a skid mounted sprayer for $14,426 from the capital budget. • Kevin Conrad Heating & Cooling – a contract amendment to extend the expiration date of the contract to install air conditioning in the gift shop by one (1) month with no additional cost. • FAA – Other Transactional Agreement (OTA) for the Air Traffic Control Tower Modernization Project to increase the total funds available by $420K bringing the total funds available to $4,795,000. Ms. Topham asked if RTT Concierge was the only company providing this service. Mr. Rafter explained there is one other company with ramp driving privileges noting the Airport also has fees for taxis, livery and courtesy buses picking up passengers at the Airport. Mr. Gasbarro made a Motion to approve the license, lease agreement and contracts as noted on Exhibit 1. Second by Ms. Topham and Passed by the following roll-call vote: Mr. Drake – Aye Mr. Gasbarro – Aye Ms. Planzer – Aye Ms. Topham – Aye Pending Matters 070913-1 TON Memorandum of Understanding (MOU) Update – Mr. Rafter reported we are still waiting for the Procurement Office to issue the Town’s updated Procurement Policy, explaining we are waiting for the update before drafting a new MOU. 042214-2 Formerly Used Defense Site (FUDS) Status – Mr. Drake noted the Army Corps of Engineers (ACE) letter was discussed with Town Counsel who pointed out the investigation could involve risks beyond the MRS site. Mr. Drake stated the Commission needs to make a decision on the proposed lease with GJ Smith, Inc. without knowing the extent of the risks if we were to proceed with the lease. Ms. Topham made a Motion to terminate the open Bunker Lease Procurement matters. Second by Mr. Gasbarro. During discussion, Mr. Gasbarro expressed his disappointment; but added there is too much risk for the Airport. Ms. Topham concurred. Ms. Planzer asked if there were any other options to which Mr. Drake responded only against the advice of Counsel. The Motion Passed by the following roll-call vote: Mr. Drake – Aye Mr. Gasbarro – Aye Ms. Planzer – Aye Ms. Topham – Aye Discussion moved to other options, away from Bunker Road, that may be available noting if there were, it would have to be put out to bid and there was no guarantee Mr. Smith would be the winning bidder. A Motion was made by Ms. Topham directing the Airport Manager to seek other land that may be available to put out to bid for leasing purposes. Second by Mr. Gasbarro and Passed by the following roll-call vote: Mr. Drake – Aye Mr. Gasbarro – Aye Ms. Planzer – Aye Ms. Topham – Aye Various Personnel Matters 8.12.14 Airport Commission Minutes Page 2 of 5 • Job/Classification Plan Study Update – Mr. Rafter reported a meeting with Mr. Jacobs to discuss the scope has been scheduled. • Ratify Changes to Non-Union Personnel Manual – Mr. Rafter presented the proposed revision to Section III “Work Schedules and Overtime” of the Administrative Personnel Manual noting Town Counsel has made revisions. Mr. Drake noted Counsel had stricken “whenever practicable” from the Exempt Employee section. Mr. Drake had suggested the language foreseeing instances where the Manager may not be available to approve overtime. Mr. Drake suggests adopting the policy as amended but revisiting this phrase. Ms. Planzer objected to the term “whenever practicable” stating its meaning was too broad. Mr. Gasbarro suggested “or designee” as alternate language. After brief discussion, the matter was tabled to allow Town Counsel to suggest better language. 071514-1 FY14 Financial Update Mr. Rafter presented the 4th Quarter report for FY14 that will be presented to the Board of Selectman on August 20th noting the subsidy from the Town is $305K, down from $1.1M subsidy needed in FY13. Of the $1.3M of Retained Earnings applied to balance the budget, only $172K was used allowing $1.169M to be rolled over into Retained Earnings. Mr. Rafter noted a re-payment agreement to the Town is being drafted for the advance made by the Town. Mr. Rafter also reported the Airport is working with the Town on the Fixed Asset listing. Mr. Gasbarro commented the results of FY14 were due to a reduction of Expenses and hopes the Master Plan process will suggest opportunities to increase Revenue’s through the overall Rate Structure, such as a Peak Seasonal Pricing concept for ramp parking, so that the General Fund Subsidy can be eliminated altogether. Mr. Rafter agreed with the concept of increasing revenue’s but cautioned where the emphasis should be, noting there are other opportunities and alternatives in creating revenue. Mr. Gasbarro noted the timing of the Master Plan process is crucial to the formulation of FY16 Budget. Mr. Rafter added the Town has asked for a financial forecast to aide in the re-payment agreement; and the Master Plan Financial consultant will be producing a 5 Year Forecast which will be a valuable tool. 022613-2 Master Plan and Sustainability Program Update – Mr. Rafter noted the consultant [Jacobs] has not provided a weekly report for several weeks and will reach out to Mr. Chamberlain. Mr. Rafter reported meeting with Jacobs to review Chapter 6, “Facility Requirements” and it is in the process of being finalized. Mr. Rafter reported receiving the analysis on the terminal special needs and will be meeting with the consultant later in the week to review noting this will be part of the overall Alternatives Analysis. Mr. Rafter will also discuss with Mr. Chamberlain the scheduling of the next Advisory Group meeting. Mr. Rafter presented a MassDOT Grant Award noting it is not additional money, but simply a carryover of previously awarded money into the new fiscal year. Mr. Gasbarro made a Motion to accept the MassDOT Grant in the amount of $22,341.81. Second by Ms. Topham and Passed by the following roll-call vote: Mr. Drake – Aye Mr. Gasbarro – Aye Ms. Planzer – Aye Ms. Topham – Aye 8.12.14 Airport Commission Minutes Page 3 of 5 GA/Administration Building Change Order Update – Mr. Rafter presented revised Change Order #19 for the hand dryers explaining that the original Change Order was rejected and negotiated to the amount presented, $5,963.31. It was noted there is approximately $10K on additional change orders that are currently in contention. Mr. Rafter reported an “interim” final pay requisition is currently being processed; and the Airport is still waiting for the “actual” final pay requisition to be received. The actual final will include the credits for the punch list items completed by the Airport. Mr. Drake asked for the punch list items for the next meeting. Mr. Rafter reported receiving quotes to install irrigation and grass/sod at the building and any required contracts will be presented at the next meeting. Manager’s Report Other Project Updates – Mr. Rafter reported: • Air Traffic Control Tower – The 10% design review meeting took place. There are some long lead items, for example the rotating beacon that will be purchased in advance. Discussion regarding the project schedule indicated completion may be back on track for May 2015 completion. The preliminary construction cost estimate is high and the team is working to refine it. • The contracts for both the Security Upgrades and ARFF Vehicle have been sent to MassDOT for final signature. • Mr. Karberg has arranged a group of Worcester Polytechnic Institute students to provide re-design of the Airport’s website beginning in October. Discussion of ID Deposit Complaint – Mr. Rafter acknowledged a complaint from one individual concerned over the $300 refundable deposit requirement for an Airport ID badge. Mr. Rafter explained the past history of significant amount of lost/unreturned badges within our general aviation community and the increase to $300 several years ago resulted in the reduction of the loss/unreturned rate. The Transportation Security Administration (TSA) conducts audits each year and has established a very low limit as an acceptable loss ratio. Exceeding this limit can be very costly and time consuming to the Airport because it would require rebadging everyone. There are currently over 400 badges issued. Operations – Mr. Rafter reported: • A meeting took place this week with Bill McGrath to review terms of a new lease agreement for his hangar. • Our required full-scale emergency drill exercise is scheduled for September 24th. There is a requirement that airport commissioners and airport administrative personnel take certain NIMS (National Incident Management Systems) training. Dates are being coordinated with the consultant to provide this training. • Fuel sales over the Boston Pops weekend were down over $40K from last year. • The Lease agreement with Parks & Rec for the Delta fields has expired and we are researching the terms of that agreement before drafting a new one. • Loss of revenue from the parking lot operations is being identified and will be rectified through several means including the police department, internal procedures and system training by the manufacturer. Mr. Gasbarro suggested additional signage indicating a penalty for violators which may deter some of the scofflaw’s. Statistics – Mr. Rafter reported the June 2014 statistics: • Operations are up 8.39% compared to June 2013. FYTD Operations are down 5.72% • Enplanements are down .03% compared to June 2013. FYTD Enplanements are down 0.68% • Jet fuel gallons sold is down 8% from June 2013. FYTD Jet fuel gallons sold is up 2.58%. 8.12.14 Airport Commission Minutes Page 4 of 5 • Avgas gallons sold is up 32% from June 2013. FYTD AvGas gallons sold is down 1%. • Noise complaints were up 76% from June 2013. FYTD Noise complaints are down 29.63%. Mr. Rafter noted Mr. Karberg has a good handle on the complaint process and is working on recommendations to the tracking system to present to the Sub-Committee. Sub-Committee Reports None. Commissioner’s Comments Mr. Drake pointed out the TON’s Electronic Communication Policy has been included in the meeting packet. Public Comment None. Having no further business, Ms. Topham made a Motion to enter into Executive Session, not to reconvene in Open Session, to review Executive Session Minutes as enumerated on the Agenda as well as to conduct strategy session with respect to collective bargaining where if held in Open Session cold have a detrimental effect on the bargaining position of the Airport Commission. Second by Mr. Gasbarro and Passed by the following roll-call vote: Mr. Drake – Aye Mr. Gasbarro – Aye Ms. Planzer – Aye Ms. Topham – Aye Meeting adjourned at 6:01 pm. Respectfully submitted, ____________________________ Janine M. Torres, Recorder Master List of Documents Used 8/12/14 Agenda including Exhibit 1 6/10/14 Draft Minutes 6/24/14 Draft Minutes 2/11/14 Executive Session Minutes 5/27/14 Executive Session Minutes 7/23/14 Warrant Approval Sheet 8/6/14 Warrant Approval Sheet with accompanying emails: 7/26/14 Planzer to Crooks re Merchants Bonding Co Invoice Payment 7/29/14 Planzer to Torres/Crooks subject 8.6.14 Warrant Batches 7/29/14 Drake to Crooks/Torres re Merchants Bonding Co Invoice Payment RTT Concierge 2014 License Agreement Air Wisconsin 2014 Lease Agreement Sherrill Tree Inc Contract Proposed Revision / Existing Language Section III Administrative Personnel Manual 4th Quarter FY14 Enterprise Update MassDOT Standard Contract Form re Master Plan Update GA/Admin Bldg Construction Change Order Log 8/7/14 Email from Turner to Torres/Rafter/Tallman subject: ID Deposit Waiver Town of Nantucket Electronic Communication Policy effective 6/4/14 June 2014 Statistics 8.12.14 Airport Commission Minutes Page 5 of 5