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HomeMy WebLinkAbout2019-12-10C L_ r F Town of Nantucket 2 G 2 0 JAN 23 A" «' 1 NANTUCKET MEMORIAL AIRPORT 14 Airport Road Nantucket Island, Massachusetts 02554 Thomas M. Rafter, Airport Manager !'1 Commissioners Phone: (508) 325-5300 Daniel W. Drake, Chairman Fax: (508) 325-5306 Arthur D. Gasbarro, Vice Chair Anthony G. Bouscaren Andrea N. Planzer Jeanette D. Topham AIRPORT COMMISSION MEETING December 10, 2019 The meeting was called to order at 5:00 pm by Chairman Daniel Drake with the following Commissioners present: Jeanette Topham, Arthur Gasbarro and Andrea Planzer. Commissioner Anthony Bouscaren participated remotely as his physical attendance was unreasonably difficult. The meeting took place in the 1 s` floor Community room at the Public Safety Facility, 4 Fairgrounds Rd. Nantucket MA. Airport employees present were: Tom Rafter, Airport Manager, Noah Karberg, Assistant Airport Manager, Jamie Sandsbury, Business and Finance Manager, David Sylvia, Safety and Compliance Officer, Katy Perales, Office Manager and Lillian Sylvia, Administrative Assistant. Mr. Drake announced the meeting was being audio and video recorded. Mr. Drake asked for comments on the Agenda; hearing none, the Agenda was adopted. Mr. Gasbarro made a Motion to approve the draft minutes dated 11/12/19. Second by Ms. Planzer and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Ms. Topham made a Motion to ratify the 11/20/19 and 12/4/19 Warrants. Second by Ms. Planzer Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Public Comment None. Pending Leases/Contracts — Mr. Rafter presented for approval the following contracts: + McFarland Johnson, Inc.- Task order in the amount of $38,046 for design work to reconstruct, mark, light, and sign Taxiway Echo. Pre -grant work. + Lakes Region Environmental Contracting Inc: Contract Amendment in the amount of $12,392 for additional travel and lodging expenses for the aviation fuel facility annual inspection. The original contract amount was $52,500. + McFarland Johnson, Inc- Task Order in the amount of $22,700 for initial design services for the fuel farm upgrades phase three (3). + Anderson & Kreiger- Letter of Agreement for legal services for general matters. Commissioner Comments: Mr. Gasbarro asked Mr. Rafter to explain why both Jacobs Engineering Group Inc. and McFarland Johnson, Inc were listed for fuel farm work. Mr. Rafter explained that the Airport was not satisfied with work done by McFarland Johnson, Inc. on previous Airport projects. The project was then transferred to Jacobs Engineering Group, Inc. Mr. Gasbarro asked why a new contract was needed. Mr. Rafter explained that he would have to check and that the McFarland Johnson, Inc. Task Order for initial design services for the fuel farm upgrades phase three would be held for approval until next meeting. Mr. Gasbarro made a Motion to approve the McFarland Johnson, Inc. Task Order for design work for Taxiway Echo and the Contract Amendment with Lakes Region Environmental Contracting Inc.'s Second by Ms. Planer and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Mr. Gasbarro made a Motion to approve the letter of agreement with Anderson & Kreiger Second by Ms. Planer and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Pending Matters — Mr. Rafter reported on: + 050916-1 Crew Quarters Development- Financial risk analysis model using one building with two units, as instructed at the Long -Range Subcommittee Meeting was reviewed. The results concluded that if borrowing funds for 30 years with 20% down, the Airport would need to fund $1.3 million, which would require a rent of $2,762 for a two- bedroom unit and $3,776 for a three-bedroom unit in order to break even on the borrowing. These numbers do not include caretaking or management fees. The Commission the matter back to the Long -Range Planning Subcommittee. 12/10/19 Airport Commission Meeting Page 2 of 7 + 091019-01 Town Government Study Committee- Mr. Rafter reported that the draft warrant article, that would permit the Select Board to appropriate funds for Capital projects in order to meet the required Federal Aviation Administration (FAA) deadlines for grants, has been updated for the Commissions consideration. The latest version of the draft warrant article is a result of meeting with the Town Manager, Municipal Finance Director, Town Council and Airport Council. If passed at Annual Town Meeting with a simple majority vote it would be submitted as a home rule petition and not require a ballot vote. Ms. Topham made a Motion to approve the proposed warrant article as submitted in revised form to bring to Annual Town Meeting Second by Ms. Planzer and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye 121019-01 Ratify Mass DOT Grant Award/Grant Assurance "Safety and Security Equipment (Design Only)"- $93,230.83 Mr. Rafter explained that the design -only grant was awarded to help the Airport meet critical timelines and that a grant application to cover eligible construction costs, will be submitted in May 2020. Mr. Gasbarro made a Motion to ratify the Mass DOT grant award for Safety and Security Equipment (Design Only) for $93,230.83. Second by Ms. Topham and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Finance- Mr. Rafter reported on: 111219-3 FY2021 Preliminary Budget- Mr. Rafter reviewed the latest version of the FY2021 budget which reflects no reliance on Retained Earnings. Revenue was adjusted to decrease by $150,000, due to the departure of Rectrix. Expenses increased due to legal services. There was consolidation of two accounts, vehicle supplies and vehicle equipment. i. — Stabilization Fund Update- Seeking approval from the Commission for a $100,000 budget transfer at Annual Town Meeting (ATM) for the Stabilization Fund from Retained Earnings and a $250,000 budget transfer for a Capital Fund account from Retained Earnings to address unknown expenses associated with groundwater and soils investigation and potential remediation. Ms. Planzer made a Motion to recommend to Town Meeting the transfer from Retained Earnings of $100,000 to the Stabilization Fund and $250,000 to the Capital Account reserved for 12/10/19 Airport Commission Meeting Page 3 of 7 groundwater and soils investigation and potential remediation. Second by Ms. Topham and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye ii. Capital Account Language- Mr. Rafter reported there would be a joint meeting on Monday, December 16, 2019 with the Capital Committee and the Finance Committee. Updates include adding the latest Security Project estimate, the ground water and soils investigation and potential remediation transfer and the Capital requests for 2021 that were presented to the Capital Committee. Mr. Gasbarro made a Motion to approve the Capital Project Request list totaling $4,924,250.00 of which $4,032,250 are AIP projects. Second by Ms. Topham and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Manager's Report Project Updates — Mr. Rafter reported: + Bunker Road Drainage- Infiltrator has been installed. The Maintenance Department will clean the dry well and catch basins and the Airport will continue to pursue additional improvements along the road to minimize dirt build up. + Richmond Group- Request from Richmond Group to connect to an existing leach field underneath the park that is owned by the Airport related to the improvements and drainage at the corner of Old South Road and Airport Road. The Airport will ensure the contractor restores the surface of the Park to its original form. + Security Project- Received sub -bids and prime bids for phase I. Contract is being finalized, work is expected to begin in the next eight weeks. Phase II is being finalized, coordinating with FAA and MassDOT. Bids are expected to be due in late January or early February, and we also will be applying for a grant for this project in May 2020. + EA/EIS- Environmental Notification Form has been submitted. A public meeting is scheduled to be held December 18, 2019 at the SRE building. This is to identify up -coming projects and the potential impacts. The next step will be the development of mitigation strategies to address environmental impacts on the projects identified. + PFC Application #2- The current PFC application expires in 2024. The second PFC application is estimated for approximately $1.1 Million and would expire in 2029. The second application covers the sponsor's share of covers reimbursable projects and the final number on the Security project will be included. + Fuel Farm Rehabilitation- Project was transferred to Jacob's Engineering Group, Inc. and are negotiating cost for design. + Taxiway E- Received revised construction estimate at approximately $17 million. Waiting for survey work to be turned in to complete the 60% design. This delay does not impact the deadline to submit a grant application in May. 12/10/19 Airport Commission Meeting Page 4 of 7 RFP/IFB Bid Status — Mr. Rafter reported on: + Request for Expression of Interest- Hangar Development- Received one proposal expressing interest in building a Hangar which is under review. + Land Appraisals- proceeding with appraisals for various properties in accordance with the Airport's previously established policy. + Request for Expression of Interest (REOI)- Freight Hangar- Developing an REOI for the Freight Hangar, as discussed at the 11/26/19 Long Range Planning Subcommittee Meeting. Working on developing RFP's and Leases for the following- + Hold Room Concession + Fuel Farm Inspections + On -Call Engineering + Parking Management Services Operations — Mr. Rafter reported: + Rectrix ceased service on December 2, 2019. Mr. Rafter has been in touch with the Barnstable Airport Manager to discuss potential incentives and to continue to focus on better year-round service. + Thanksgiving sales decreased $53,563. + Stroll Weekend sales increased 25% or $43,544. + Received a Notice of Required Action from the DEP. Working with legal and licensed site professionals to develop a response. + Maintenance department created a liquid disposal unit at TSA screening. + Mr. Rafter and David Sylvia, Safety and Compliance Officer, met with TSA to begin a rewrite of the Airport's security program. TSA was updated on the Security project and the transition to the new system. TSA wrote a letter of support for the Security Project. To enable FAA reimbursement. + A letter of commendation to TSA was sent out, thanking them for their efforts and performance during the 2019 season. Statistics — Mr. Rafter reviewed the October 2019 statistics: + Operations are up 1.49% from October 2018; and up 18.85% from last FYTD. + Enplanements are down 8.07% from October 2018; and up 7.59% from last FYTD. + Jet A Gallons are up 12.48% from October 2018; and up 4.12% from last FYTD. + Jet A Gallons are down 38.03% from November 2018. + AvGas Gallons are down 12.35 % from October2018; and down 4.71% from last FYTD. + AvGas Gallons are up 7.67% from November 2018. + Freight is up 3.21% from October 2018; and up 1.03% from last FYTD. + 2 Noise complaints were filed for November 2019 compared to 1 in November 2018. Personnel Report- + Lillian Sylvia, Administrative Assistant, passed the first of three classes needed for Massachusetts Procurement Certification. 12/10/19 Airport Commission Meeting Page 5 of 7 Committee Report: Long Range Planning Sub -Committee- Mr. Drake gave a briefing on the Long -Range Planning Subcommittee meeting held on November 26, 2019. The topics of discussion included the Crews Quarters analysis, the freight facility lease, the PFC application #2 and prioritization of uses of Retained Earnings. Regarding housing, Mr. Drake explained that the cost of building housing for employees of the town is 80-100% higher than it is for non -profits, due to the requirements of the Massachusetts Procurement Law. Letter of Support for Airport Manager for AAAE Position- Mr. Rafter asked for a letter of support for his application for a position at the American Association of Airport Executives (AAAE), to serve on the Executive Committee as a secretary treasurer. Mr. Gasbarro made a Motion to send the letter of support to AAAE in support of Mr. Rafter's pursuit of the position of Secretary/Treasurer. Second by Ms. Topham and Passed by the following roll call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planzer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Commissioners Comments - Mr. Gasbarro asked if the Commission should consider addressing the comment made at the Select Board meeting on December 4 about the continuing loss of year-round service with Rectrix withdrawing and expressing the wish that the Airport Commission do more to ensure such service. He expressed the need to educate the Board and the Public about the Airport's new service policy and its incentive program to promote year-round service. The Commission agreed that Mr. Rafter should address the Select Board at the December 4 meeting to help educate the Board members and the Public on this matter and that he sends a follow-up letter providing detail. Public Comment None. Having no further business for Open Session, Ms. Topham made a Motion to go into Executive Session, under G.L. Chapter 30A, Section 21 A, not to return to Open Session, to review Executive Session Minutes as enumerated on the Agenda; Clause 3: To discuss strategy with respect to the litigation regarding the Gatto claim, where the Chair has determined that an open session may have detrimental effect on the litigating position of the Airport Commission.; Clause 3: To discuss strategy with respect to the litigation regarding Walsh, where the Chair has determined that an open session may have detrimental effect on the litigating position of the Airport Commission; Second by Ms. Planer and Passed unanimously, by the following roll -call vote: Mr. Bouscaren- Aye Ms. Topham- Aye Ms. Planer- Aye Mr. Gasbarro- Aye Mr. Drake- Aye Meeting adjourned at 5:47pm. 12/10/19 Airport Commission Meeting Page 6 of 7 Respectfully submitted, Lillian Sylvia, Recorder Master List of Documents Used 12/10/19 Agenda including Exhibit 1(Handout) 11/12/19 Draft Minutes 11/20/19 Warrant Signature Page 12/4/19 Warrant Signature Page McFarland Johnson, Inc.- Task Order MJ -A-05 Lakes Region Environmental Contracting Inc. Contact Amendment McFarland Johnson, Inc.- Task Order MJ -N-19 (Handout) Anderson & Kreiger Letter of Agreement Housing Study Cost Analysis and Model 2020 Warrant Article- Charter Amendment MassDOT Grant/Award Assurance FY2021 Preliminary Budget FY2021 Capital Request Summary (Handout) TSA Commendation Letter Richmond Completed Construction Alteration Application and Ariel Photo EENF Explanation and Figures October 2019 Monthly Statistical Report AAAE Letter of Support 12/10/19 Airport Commission Meeting Page 7 of 7