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HomeMy WebLinkAbout2012-4-3C -p n .i3 T7 ;K ry M o M o < M Town of Nantucket Z v Co NANTUCKET MEMORIAL AIRPORT cn 14 Airport Road Nantucket Island, Massachusetts 02554 William F. McGrath, Jr., Interim Manager Commissioners Phone: (508) 325 -5300 Daniel W. Drake, Chairman Fax: (508) 325 -5306 Arthur D. Gasbarro, Vice Chair Sheila O'Brien Egan David C. Gray, Sr. AIRPORT COMMISSION MEETING April 3, 2012 The meeting was called to order at 4:33 PM by Chairman Daniel W. Drake with the following Commissioners present: Vice Chair Arthur D. Gasbarro, David C. Gray, Sr. and Sheila O'Brien Egan was listening via conference call. Also present were William McGrath, Interim Airport Manager, Jeff Marks, Airfield Supervisor, Tina Smith, Finance Director, and Yolanda Taylor, Administrative Coordinator. The Meeting took place in the 1st Floor Community Room at the Public Safety Facility, 4 Fairgrounds Road. Chairman Drake announced the meeting was being recorded. Chairman Drake stated the primary reason for tonight's meeting is Executive Session to review with ADK Executive Search Firm their recommendations and approve the selection of Manager finalists which if held in open session may have a detrimental effect on obtaining qualified applicants. The Commission Unanimously MISIP approval of the Agenda. Chairman's Comment Chairman Drake reported Commissioner Carl England has resigned from the Airport Commission. Chairman Drake has spoken with Town Manager Libby Gibson and Board of Selectman Chair Rick Atherton to discuss if Mr. England's position should be filled immediately or wait until his term is up in June. Chairman Drake's along with Commissioner Egan's positions are also up in June. Mr. Atherton will bring this situation up to the Board of Selectman at its next meeting and they will determine at that time whether to wait until June to fill all three positions or to fill Mr. England's position right away. At least one member of the Commission has to be a pilot. Chairman Drake stated he will seek re- appointment. Chairman Drake reported after looking at the Airports finances the airport has eliminated two full time positions one is a union position and one is a non -union position and with respect to the union position there may be some negotiations. This came about as part of the overall review of the airport's financial situation and various job functions deemed under the circumstances able to be eliminated. Chairman Drake stated it's never easy for the people affected and stated his regret that this had to happen; unfortunately it was necessary. Chairman Drake asked if any Commission member had any comments at this time. Vice Chair Gasbarro stated he was considering attending the Board of Selectman's meeting tomorrow night and during public comment mention the airport is continuing to try and work on maintaining the relationship with the Town and is pleased the way Town Meeting went. Chairman Drake responded it is fine if Vice Chair Gasbarro wants to do it as a private citizen as Chairman Drake asked if his presence was needed to weigh in on Mr. England's resignation and he was more or less told no. Commissioner Gray stated it would be nice if Vice Chair Gasbarro went as a member of the Commission just to say thank you for everything that has been done in support of the airport. Chairman Drake gave Vice Chair Gasbarro the ok to attend the Board of Selectman's meeting. Vice Chair Gasbarro stated he was very appreciative of Mrs. Topham's comment at Town Meeting and sent her an email the next day to thank her. Finance Discussion Chairman Drake stated the notification of the free cash deficit was a bit of a surprise. It is important that everyone understands the free cash deficit was covered largely by the transfer's that were voted from other airport capital funds. The support which came from the town's general fund was $243,000 so in a sense the airport took care of a large part of the problem themselves. Going forward the airport needs to monitor things more closely. There is a timing problem on one of the runway projects in terms of timing, bidding, financing, the procurement wasn't done properly and the Town may have to come up with another $30,000 from the reserve fund in order to make this project go forward and get the money from FAA. Vice Chair Gasbarro asked on the Memorandum of Understanding to repay the general fund who is going to write the draft form is the town going to do it or should the airport be proactive. Chairman Drake responded he will ask the town to see a draft before it is final. Chairman Drake stated he received today the final reconcilement of the cash which he gave to Tina Smith the Finance Director and there is already a couple problems one being Professional Fees in connection with the Runway Electrification Project which has not been funded on the capitol side but as part of the whole readjustment process those numbers were taken from the operating budget and charged to another capitol project which is the wrong account. There is still a lot of work to be done. Vice Chair Gasbarro stated as a follow up from the last Commission Meeting in regards to the Capital Project deficit the Commission was told there wasn't a deficit and know are being told there is a deficit. Vice Chair Gasbarro would like to know how the Airport has such a different position than the Town. Finance Director Tina Smith responded she just received the capital project report tonight and once she has a chance to look at it she will report back to the Commission. Tina Smith reported when she started working at the Airport they were using an accounting program called Real World which was very slow and back in 2004 when the Airport got busy with the parking lot it increased its data base by 20,000 customers and that's when Mrs. Smith discovered the program the airport is currently using which is Small Business Financials. This program was able to hold the data base required, it's a multi user program and was easy to migrate from Real World to Small Business Financials. Small Business Financials has audit trails where if someone was to go in and change something it will keep track of who changed it and when. When it was brought up to Mrs. Smith to think about using the Munis system at the time the Munis system could not handle the volume the airport did. However with the new parking system in place the Munis system might be able to work well for the airport on a daily basis not sure if it can do monthly, quarterly, annual sales or email invoices which saves the airport on postage. Chairman Drake asked if Munis can invoice, Mrs. Smith responded she believes the Town has a few departments that use it for invoicing but not to the extent the airport would need it for. Mrs. Smith spoke with the IT person and they suggested if the airport moves to the Munis system to manually migrate all the information which would take a long time and not to migrate the history. If the airport does change systems it would be best to start July 1, 2012. Vice Chair Gasbarro stated the airport should not rush into anything, he has done some research on the Munis system on line and they do have general billing software, however; the airport should look into it further. He also has concerns if the airport does migrate to the Munis system at the beginning of the fiscal year that is the airport's busiest time and perhaps this would be better if it were done in the fall. Forensic Audit Update Chairman Drake reported he met with Frank Rudiwitz last Friday who said that while the Attorney General's report is done, however; he has not seen a copy of it yet. Mr. Rudiwitz is working on his final report. A draft of which he showed to Chairman Drake. Again there were no surprises; the major issue is the restaurant renovation. In regards to the paving project the Commission was just not kept adequately informed. Chairman Drake reported another issue is to extend the forensic audit to look at the relationship between the Town and Airport on how financial information is sent, received and dealt with. There is a proposal in the packets which Chairman Drake sent to the Chair of the Finance Committee on how to deal with this situation and whether the Commission stands on the issue of extending the audit and who would pay for it. Commissioner Gray asked where the breakdown between Burke and Lamb and the Town's auditors broke down, Chairman Drake responded there was no break down. Burke and Lamb are not auditors; they are finance consultants to the airport. Vice Chair Gasbarro made a motion for the Commission to move forward with the outline as provided by Chairman Drake to extend the forensic audit to the interfaces between the Airport and the Finance department and for the Commission to be included in the process. The Commission Unanimously MISIP approval of Vice Chair Gasbarro's motion to extend the forensic audit. Manager Search Update & Discussion Chairman Drake reported Doug and Anelle Couplman are here tonight to participate in the Executive Session to decide on the four candidates who will be asked to participate in the assessment center. There will be tours of the Island and terminal along with a meet and greet on Saturday April 14, 2012, on Sunday April 15, 2012 is when the assessment centers will be conducted, and on Monday April 16, 2012 the Commission will interview the candidates in open session and at the end of the day make an offer to one of the candidates. Public Comment None It was MISIP by the following vote to adjourn into Executive Session to discuss A) to review Executive Session Minutes of March 27, 2012 for possible release. B) Review ADK Executive Search recommendations and approve selection of Manager Finalists which if held in open session may have a detrimental effect on obtaining qualified applicants. Chairman Daniel W. Drake — Aye Vice Chair Arthur Gasbarro — Aye Commissioner David C. Gray, Sr. —Aye Meeting Adjourned 5:10 PM Respectfully Submi d, Yolanda Naylor, Recorder Master List of Documents 4.3.12 Agenda Outline proposal to extend Forensic Audit ADK four day calendar agenda