HomeMy WebLinkAbout2.26.13 Minutes_201503101243013075
Town of Nantucket
NANTUCKET MEMORIAL AIRPORT
14 Airport Road
Nantucket Island, Massachusetts 02554
Thomas M. Rafter, Airport Manager Commissioners
Phone: (508) 325-5300 Daniel W. Drake, Chairman
Fax: (508) 325-5306 Arthur D. Gasbarro, Vice Chair
David C. Gray, Sr.
Sonny Raichlen
Jeannette Topham
AIRPORT COMMISSION MEETING
February 26, 2013
The meeting was called to order at 5:00 PM by Chairman Daniel W. Drake with the following
Commissioners present, David C. Gray, Sr., Sonny Raichlen and Jeanette Topham.
Vice Chair Arthur D. Gasbarro was participating remotely by phone due to geographical distance.
The meeting took place in the 1st Floor meeting room at the Public Safety Facility, 4 Fairgrounds
Rd.
Mr. Drake announced the meeting was being recorded.
Airport employees present were Thomas M. Rafter, Airport Manager, David Sylvia, Training and
Compliance Officer, Ashley Christ, Business Manager, Noah Karberg, Environmental
Coordinator and Janine Torres, Office Manager.
The Commission M/S/P Unanimously by a roll call vote approval of the Agenda:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
The Commission M/S/P Unanimously by roll call vote approval of the 2/7/13 Minutes:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
The Commission M/S/P Unanimously by roll call vote approval of the 2/12/13 Minutes:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
2.26.13 Airport Commission Minutes Page 2 of 7
The Commission M/S/P Unanimously by roll call vote to ratify the 2/20/13 Warrant:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
Approval of the 3/6/13 Warrant was deferred to the next meeting due to not being reviewed yet
by several Commissioners.
Public Comment
None.
Pending Leases and Contracts
Mr. Rafter presented three (3) contracts for approval:
Lakes Region Environmental Contractors, Inc. – Amendment 2 to extend the contract
for the Fuel Farm Annual Inspection to March 31, 2013.
Division 15 HVAC, Inc. - a one-time contract for a not to exceed amount of $26,200.00
to repair the HVAC system in the terminal restaurant.
Frank Balester – a three year contract not to exceed $24,000.00 for welding services.
The Commission M/S/P Unanimously by roll call vote to approve all three contracts:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
Pending Matters
120412-3 Existing Bunker Lease Review – Mr. Rafter reported amendments are in progress to
the two Bunker Leases which were affected by the percentage rent clause.
Mr. Rafter also reported the Proposals received for the Bunker Lease RFP are under review.
Finance/Budget
022613-1 Powers & Sullivan FY12 Financials – Mr. Rafter answered several questions from
Ms. Topham:
Pg. 14 – Custodial Credit Risk Deposits – Has there been an issue with the co-mingling
of funds between Airport and other Town accounts? – Per FAA regulation, we are not
permitted to co-mingle funds with other Town accounts.
Pg. 15 – Custodial Credit Risk Investments – Should the Airport have a policy on
investment credit risk? - The Airport will mirror any policy regarding credit risk the
Town develops. Mr. Drake added the same holds true for interest rate risk.
Pg. 17 – Is the construction in progress the GA building? – Yes and also the R/W 33
extension project.
Pg. 23 – What are compensated absences? – Most likely paid and bought back sick and
vacation days. Will verify and notify if different.
Mr. Drake reminded everyone these financials are done on an accrual basis not a cash basis so the
numbers look different when produced from MUNIS.
2.26.13 Airport Commission Minutes Page 3 of 7
When asked by Mr. Gray, Mr. Rafter said he was satisfied overall with the numbers.
The Commission M/S/P Unanimously by roll call vote to formally acknowledged receipt of the
Powers & Sullivan FY 2012 financials by a roll call vote:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
112012-1 FY2014 Budget - Mr. Rafter acknowledged Ms. Christ for her diligence in working
with the Finance Department in reconciling the debt service resulting in an overall reduction of
debt of $328K. Despite the reduction, Mr. Rafter recommends still carrying the deficit of $304K
which includes carrying a $240K Contingency Reserve for unanticipated expenses. Mr. Rafter
added some unplanned expenses have already surfaced and feels more comfortable leaving the
budget as is.
Mr. Rafter added the budget will be presented to the FinCom on Tuesday, March 5th at 4:30 PM
in the High School cafeteria. A Reserve Fund Transfer will also be requested to cover the
Taxiway Delta design work. The design work must be completed in order to apply for a grant
and although Jacobs will not bill the Airport for the design work until the grant is in place, we are
required to have the funds in place in order to enter into a contract for the design work.
To answer Mr. Raichlen, Mr. Rafter noted Jacobs’s initial proposal was $100K for the design and
$67 for construction oversight, but has gone back to Jacobs to trim down their expenses.
Mr. Drake added there are three Capital Items being presented: the Master Plan, Taxiway Delta
Widening and new vehicles & equipment. Mr. Rafter noted the borrowing for vehicles &
equipment won’t be needed until the second round of borrowing.
The Commission M/S/P Unanimously by roll call vote to approve the FY2014 Budget as
presented:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
021213-1 2013 Fee Structure – Mr. Rafter explained in working on the Fee Structure in relation
to the minimum standards, he has come across some intricacies regarding implementation and
would like to meet with the Finance Sub-Committee to develop a strategy.
Mr. Drake suggested a workshop instead noting the Service Sub-Committee may want to
participate. Everyone agreed.
GA/Administration Building Project Update
Mr. Rafter reported the final Takeover Agreement (Agreement) is being presented for approval
noting receiving a copy of the Sureties signature this afternoon.
Mr. Rafter also reported on two meetings that took place since the last Commission meeting: The
contractor did a site visit meeting with both the Architect and OPM and are seemingly anxious to
get started; Jacobs and Brite Lite met on site to identify wires bundled from the old building and
determine their final location which Jacobs will plot on a drawing.
2.26.13 Airport Commission Minutes Page 4 of 7
Mr. Raichlen asked if the balance of the contract was being paid up front to which Mr. Rafter
explained only the money withheld from Baybutt from their last two invoices with the balance to
be paid as the work proceeds pursuant to the original contract.
Mr. Gray asked about the OPM services. Mr. Rafter noted we are waiting for a contract
amendment from Legal Counsel for both the OPM and the Architect.
The Commission M/S/P Unanimously by roll call vote to approve the Takeover Agreement with
the Surety Company:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
Mr. Drake noted an open issue remains regarding the site work. Mr. Rafter reminded the
Commission the original change order for the site work was deemed excessive and rejected by the
Airport. The new GC will submit a new change order for the work. Mr. Rafter added Jacobs has
finalized a drawing incorporating changes made by the subcontractor that will aide in the site
work.
022613-2 Master Plan – Mr. Rafter reported participating in a conference call today with the
Jacobs and their sub-consultant, InterVISTAS Consulting, to discuss the Forecast portion of the
Master Plan Scope which includes air service. We need to know who our customers are, where
they are coming from and going to and what that means as far as our facility needs.
Mr. Rafter also reported receiving a draft of the Scope for the Rates & Charges portion of the
Master Plan adding Parsons Brinkerhoff is the sub-consultant on this. This is still under review.
Mr. Karberg is working with Jacobs reviewing the Environmental Scope. A Client Group
meeting is being scheduled for March 14th in Hyannis. This meeting will be attended by
representatives from the FAA and DOT to review the Scope of Work.
021213-1 FAA Matters – Mr. Rafter reported on the FAA Work Group meeting that took place
in Hyannis on February 13th which Mr. Drake and Mr. Gasbarro also attended. The FAA
participants included representatives from several different Divisions including Air Traffic,
Airports, Engineering, Planning and the Deputy Administrators from the New England Region.
The main topics discussed were communication improvement; CIP Projects, both past, present
and future projects including the Master Plan, TW Delta and Control Tower; and Nantucket’s
financial reality and challenges.
Mr. Rafter questioned the Supplemental Agreement to the OTA for the Control Tower
(Supplement), which was received a few days ahead of the meeting. The Supplement only
extended the term of the OTA and did not address the use of funds for a Structural Analysis of the
existing tower. The FAA representatives in attendance were not aware of the Supplement. Mr.
Rafter did copy all in attendance with his response to the Contracting Office that issued the
Supplement noting the missing language but also reaffirming items discussed in the meeting.
Mr. Drake added the FAA is expecting us to submit grant applications for TW Delta and the
Master Plan as soon as possible. Additionally, due to several large projects underway at
Providence, Bridgeport and Worcester, there would most likely not be any discretionary funds
until 2015.
2.26.13 Airport Commission Minutes Page 5 of 7
Mr. Gasbarro added the FAA group was specific in saying the present tower, while not ideal, did
not compromise safety and that all options for the tower are on the table. There is no immediate
need due to a safety concern. Mr. Drake added the only immediate need is the fact that the OTA
expires in 2015 and; added the FAA group believed a rehab of the existing tower, without the
requirement to raise it 29 feet, was most likely the best option.
Supplemental Agreement to the Other Transactional Agreement (OTA) - ATCT - Mr. Drake
noted we have not heard back from the FAA’s Contracting Office after submitting some
recommended changes to the document.
Manager’s Report
Mr. Rafter reported:
Projects Update
6/24 HIRLS project – Kobo is currently installing cable along RW 6/24 and has done
work on the segmented circle and wind cone. They appear to be moving at a good pace.
RFP/Bid Status
Still waiting to hear back from UPS regarding their new Lease.
A proposal received for the gift shop is under negotiations.
The Commission earlier approved the Contract for the HVAC work in the restaurant.
Operations Update
Most recent news on the Government’s Sequestration indicates approximately 138
control towers will close and another 50 will have to cut back in hours of operation. The
Nantucket tower is not on either list. There is potential for minor effects on Nantucket
due to mandated furlough days for FAA personnel. Mr. Drake added the bigger concern
is maintenance of their equipment. In some instances at least, broken or worn-out
equipment will not be replaced.
Labor negotiations: Have forwarded job descriptions and evaluation forms to Legal
Counsel and am working on dates for negotiations.
A request has been received from Toscana Corp to move a building across Airport
property. The building is currently located on the Coffin property and Toscana is
considering purchasing the building and moving it onto their property. It would require
temporary removal of the perimeter fence as well as the removal of several trees. Mr.
Karberg is checking on the environmental aspect of the tree removal. Mr. Rafter feels
the Airport can most likely accommodate Toscana; however, the reason for the move is
what is concerning. There is a residential development of approximately 65 homes
planned for this area. Mr. Rafter plans on reaching out to Andrew Vorce to obtain more
information.
Island Airlines is putting two more Caravans in service. The ramp layout is being
adjusted to accommodate them.
The Town has adopted a set of Personnel Polices which the Town Manager anticipates
the Enterprise Departments to adopt as well. Mr. Rafter has discussed this with Legal
Counsel and would like the Personnel Sub-Committee to meet and discuss.
Have received a proposed schedule from JetBlue showing a second weekend flight from
NY which conflicts with their other flight. This is a major concern due to both ramp
space as well as terminal space. Bob Tallman has been tasked with contacting JetBlue to
resolve the issues.
Reimbursement has been received from the NetJets incident. An Article at ATM will
allow reimbursement back into the budget line items should it pass successfully.
Maintenance employee, Kristian Kieffer, has turned in his resignation due to his decision
to move off island.
2.26.13 Airport Commission Minutes Page 6 of 7
Energy initiatives: We are anticipating the announcement of the winning Carbon Neutral
Proposal next week; and, the lighting fixture upgrades is due to begin next week.
Mr. Rafter is still working on the Minimum Standards.
Mr. Gray asked for an update on B&K Noise Desk. Mr. Rafter responded B&K has not yet
provided an update on the FAA feed and doesn’t feel the Airport can afford it this year. Mr.
Drake asked if it could be postponed until July. Mr. Rafter agreed to ask and relook at the FY14
budget to see if the extra expense would be covered.
Statistics Report
Mr. Rafter explained he has been working with Mr. Sylvia to change the format of the reports and
add additional information the Commission should find helpful and informative:
Operations through January were 6,645, down 5.6% from last year. Mr. Rafter reviewed
new slides comparing Operations over the last three years as well as individual Itinerant
Operations comparing air carrier, air taxi and GA and military operations.
Enplanements through January were 6,183, down 8.11% from last year. Mr. Rafter
reviewed a new graph showing Enplanements by destination.
Freight for January was 140,018 lbs, up 24.47% from last year.
Mr. Drake would like the reports based on fiscal year instead of calendar year.
Sub-Committee Reports
None.
Commissioner’s Comments
Mr. Gasbarro reported the Coffin subdivision was approved in 2008 and the former Commission
Chair, Foley Vaughan did submit a letter of disapproval to the Planning Board which is filed as
part of the decision of the special permit.
Mr. Drake remarked at the last Commission Meeting there was frustration expressed over timing
of information coming from the Finance Department and wanted to set the record straight that the
information was received within the timeframe given by the FD.
Public Comment
None.
Having no other business for Open Session, the Commission M/S/P Unanimously by roll call
vote to convene into Executive Session, not to reconvene in Open Session for the purpose of
reviewing Executive Session Minutes of 3/1/12, 3/13/12, 3/27/12, 4/3/12, 4/19/12, 4/26/12,
5/8/12, 5/22/12, 6/12/12, 6/26/12, 7/10/12, 7/24/12, 8/28/12, 9/18/12, 9/25/12, 10/30/12, 11/6/12,
12/4/12, 12/11/12 and 12/18/12 for possible release; and 1/22/13 for review and possible release:
Chairman Drake – Aye
Vice Chair Gasbarro – Aye
David C. Gray, Sr. – Aye
Sonny Raichlen – Aye
Jeanette Topham - Aye
2.26.13 Airport Commission Minutes Page 7 of 7
Meeting adjourned at 6:05 PM
Respectfully Submitted,
____________________________
Janine M. Torres, Recorder
Master List of Documents
2/26/13 Agenda, including Exhibit 1
2/7/13 Draft Minutes
2/12/13 Draft Minutes
Lakes Region Environmental Contractors, Inc. Contract Amendment #2
Division 15 HVAC, Inc. Contract
Frank Balester Contract
Powers & Sullivan Report on Examination of Financial Statements for FY ending 6/30/12 & 6/30/11
Revised FY2014 Budget
2/22/13 Email from Rick Holland re Final Takeover Agreement
Takeover Agreement
January 2012 Statistic Report