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HomeMy WebLinkAbout2012-6-26Town of Nantucket NANTUCKET MEMORIAL AIRPORT 14 Airport Road Nantucket Island, Massachusetts 02554 Thomas M. Rafter, Airport Manager Commissioners Daniel W. Drake, Chairman Phone: (508) 325 -5300 Arthur DJ aslWo, Vice Chair Fax: (508) 325 -5306 David C. ray, 5. Sonny Rghlef-- Jeanette '� pha= ;V rn ry rn rn rn AIRPORT COMMISSION MEETING o :ZE 6/26/12 3 � rn p The meeting was called to order at 4:00 PM by Chairman Daniel W. Drake with th f llowing Commissioners Present, Vice Chair Arthur D. Gasbarro, Sheila O'Brien Egarcamd }avid C. Gray, Sr. The meeting took place in the I" Floor Community Meeting Room at the Public Safety Facility, 4 Fairgrounds Road. Also present were Thomas M. Rafter, Airport Manager, Jeff Marks, Airfield Supervisor, Steve McCluskey, Business Manager, David Sylvia, Training/Noise Coordinator and Janine Torres, Administrative Assistant to the Airport Manager. Mr. Drake announced the meeting was being recorded. The Commission MIS/P Unanimously approval of the Agenda. The Commission MIS/P Unanimously the 5/30/12 Minutes. The Commission MIS/P Unanimously to ratify the 6/20/12 Warrant and approve the 6/27/12 Warrant. Public Comment None. Gift Shop RFP Review The second draft of the RFP was handed out and the following changes were reported: Additional rent was changed from 10% of gross receipts to a the Proposer offering a Minimum Annual Guarantee(MAG) or a percentage of gross receipts, whichever is higher; and an option to allow for seasonal rent payments. The rate per square foot (PSF) was discussed. Mr. Gasbarro compared the $45 PSF from the appraisal obtained by the airport to the various Mid - Island PSF rates given the current tenant. Mr. Rafter pointed out deviation from the Fee Structure may require adjusting tenants rates as well. Ms. Torres added utilities are included in the rate proposed. After further discussion, the Commission agreed to advertise for $45 PSF. Aviation Fuel Pipeline Mr. Rafter reported the Maintenance staff went and cleaned up some of the debris that fell off into the marsh. Mr. Marks is obtaining 3 quotes for the removal of the pipe as well as verifying whether pen-nits are required for both pipe removal and stanchion removal; and if required, should be included in the contractor's proposal. Discussion moved to the permitting process. Mr. Gasbarro noted obtaining the permits can also be done by the airport or a third party and should not be difficult to obtain considering the benefits of removing the pipeline. The process will include filing a Notice of Intent with the Conservation Commission (ConCom), obtaining an Order of Conditions, and filing forms with the Waterways Division and possibly the Army Corp of Engineers. Mr. Drake added for budgetary reasons sees this project as a two step process, removal of the pipeline followed by the removal of the stanchions. Mr. Drake noted there may not be a need for a permit for the removal of the pipeline portion due to its exposure to the waterway only being tidal. Mr. Gasbarro agreed there is an option to file a Request for Detennination of Applicability with the ConCom who may determine that a Notice of Intent may not be required. Margaret (Peggy) Fantozzi, the Airport's Environmental Consultant, agreed with Mr. Drake noting the definition used by the ConCom for requiring a permit is "altering ". Removing the pipeline by hand, especially because it is raised, may only require verbal approval. The Commission agreed it's worth looking into. Forensic Audit/Daley Report Plan of Action Mr. Rafter provided a draft to his response to the Forensic Audit and pointed out the key items: • Restaurant and gift shop tenants have been notified their rent will be adjusted to the amounts listed on their original agreements. • Correction of reference made that Rules & Regulations governing the Airport are not in place, when in fact there are. They address operations of and at the Airport. What are lacking are Standard Operating Procedures which would address management of the Airport. Mr. Rafter provided a sample Airport Standard Instructions (ASI) which he intends to develop with the help of the Staff so that every procedure at the airport will be in a standard format. It was noted that regular meetings with Town Management and Finance are underway as well as presentations to the Board of Selectmen and FinCom are planned also address the comments made in the reports. When asked for comments on the Forensic Audit report, Mr. Gasbarro noted his disappointment at the lack of cooperation from the general contractor on the restaurant to provide the requested information on the renovation, especially seeing that he is a current tenant. Mr. Drake agreed but added following proper procurement procedures is the Airport's responsibility, not the contractor who provided the work. Mr. Gasbarro also commented the rent adjustments were his first concern and is glad it has already been corrected. Ms. Egan commented since the rent concessions is eliminated, what is the Airport's responsibility to fix the air conditioning in the restaurant. It was noted the rent concession was not related to the air conditioning issue, but Mr. Rafter did report the system in both the restaurant and the terminal will be addressed. Airport Commission Minutes 6.26.12 Page 2 of 6 Mr. Rafter noted his response to the Daley Report will be provided at the next meeting. Mr. Drake asked this topic remain on the agenda as a separate item to progress updates. FY2012 Budget Review Mr. Drake reported meeting with the Town Manager and Finance Director weekly and have been assured our expenses are on target and can purchase fuel, albeit moderately, to ensure supply leading into the holiday. Mr. Drake noted adjustments need to be made by year end to remove the capital payments covered by June borrowings out of the operating budget. Another item currently under review is whether all credit card revenue is being posted to fuel, when in fact is not fuel related. Mr. Rafter added revenue is ahead of budget by approximately $300K. Review of GA Building Costs Mr. Drake reported nothing new to report. He is still waiting for Finance Department's breakdown of the questionable entries to this project including $152K related to a fence project. Mr. Rafter reported our IT Consultant and Security Coordinator are working together to develop a scaled down security package. So far, the voice over IP system as well as a software package to manage the systems has been eliminated. Discussion turned to unpaid bills noting the original design work on the GA building's electronics package remains unpaid and is being absorbed by the engineering firm. Mr. Gasbarro asked if there were other unpaid bills as we approach fiscal year end. McCluskey reported purchase orders need to be obtained by this Friday for all known expenses and that the Town will has a clean -up warrant scheduled for July 6`''. Mr. Rafter added we are working with Downtown to clean up and outstanding PO's that are no longer needed. Eliminating these will remove those amounts from our budget. ATCT Mr. Rafter reported on a meeting with several FAA officials earlier in the day regarding the results of their business plan. The FAA will not give a copy of the business plan to the Airport. The results presented were confusing. The FAA reported the typical cost for a new tower is 8 to 10 million dollars. Hyannis' new tower costs $7.4M, yet they concluded a new stand alone tower for Nantucket would cost $22M but could not give a good answer on why it would be so much more. Mr. Rafter explained the Airport could not afford such a project and stated its position was to make the best possible use out the remainder of the $4.4M earmark. Two alternatives were discussed: modernizing the existing structure and the other is modernization and raising an additional 29 feet to meet FAA standards. The FAA suggested the Airport conduct a study of the structural aspect and narrowing down the numbers after which the Airport can decide how to move forward. Use of a PFC combined with Facilities and Equipment (F &E) monies was also discussed. The FAA will help develop a scope for the study which will include what specific alternatives there are, the estimated costs and potential funding sources. At the same time, the Airport Layout Plan needs to be updated, an estimated 9 month process. Mr. Drake added the FAA suggested they take over the design process, architect and general contract, for a 26% override. After brief discussion, it was suggested the study be performed as quickly as it could so that all parties can agree on and work towards a common goal. Airport Commission Minutes 6.26.12 Page 3 of 6 Pending Contract/Leases /Grants/MOU The Commission M/S/P Unanimously approved an amendment increasing the contract amount by $5,000 to Margaret Fantozzi's environmental consulting contract expiring 6/30/12. The Commission M/S/P Unanimously approved a contract with the State of New Hampshire, Division of Fire Standards &Training for a not to exceed amount of $25,000 expiring 4/30/15 for required live burn training for the ARFF personnel. After a report that Fresh Air Services has paid the Annual Business Fee in full and obtained workers comp insurance, the Commission M/S/P Unanimously approved a one -year License Agreement to conduct airplane detailing at the airport. The Commission M/S/P Unanimously to accept a MassDOT- Aeronautics Grant in the amount of $75,825 for the RW 6/24 HIRLS, Airfield Wide Guidance Signs, Wind Cone /Segmented Circle & Partial Fence Replacement project. Mr. Drake added the Finance Department has yet to commit to moving forward on this project now rather than waiting for fall financing, but expects they will. When asked by Mr. Gasbarro, Mr. Rafter reported the FAA determined the LED lights will not be funded citing the lack of certification of the LED brightness. After brief discussion, the Commission M/S/P Unanimous approval of a 5 -year Memorandum of Understanding with the Land Bank for mutual aid during control burns. Operations Report Mr. Rafter reported in addition to the 6/24 HIRLS, GA Building and control tower already discussed: • Met with Jacobs for revisions to the Capital Improvement Plan regarding the South Apron Expansion and Parallel Taxiway • Jacobs also working on a public outreach and additional noise monitoring for the South Apron project • Working with Jacobs on updating the Master Plan and ALP as previously mentioned but also discussed the potential for a comprehensive environmental plan for the entire county. • Working on presentations to the BOS and FinCom • New employee training is underway • Believed the GA building in on schedule but not sure if conduit and utility issues have been resolved allowing for backfilling. Mr. Gasbarro asked about the process of updating the Master Plan and ALP in terms of Commission involvement. Mr. Rafter responded the first step is to go back and amend the associated Grants to ensure the funding is in place. Statistics Mr. Rafter pointed the airline activity reports are being modified to establish higher level of detail to obtain a better understanding of the profile of our air service. Mr. Sylvia reported on the statistics through May: • Operations: 34,581, down 33% from last year. There were 7,618 Operations in May. • Enplanements: 43,458, down 11% from last year. There were 12,381 Enplanements in May. Brief discussion took place on ways to spot check airlines reporting. • Freight: 751,086 lbs, down 3% from last year. Airport Commission Minutes 6.26.12 Page 4 of 6 Mr. Drake noted the operations numbers are a concern for funding levels leading to a discussion on comparing two years of history. Mr. Drake also made note that fuel sales were down as well. Sub - Committee Reports Environmental: Mr. Gasbarro reported 1 bid was received in the recently advertised Control Burn Invitation to Bid and the approval of a contract should be forthcoming. Commissioners Comments • Mr. Gray noted the increase of unattended vehicles in front of the terminal as well as the GA pick up /drop off area. Ms. Egan concurred this has always been a concern during the summer months. Mr. Rafter will review the schedule to see if it could be altered for better weekend coverage. • Mr. Gray noted the front portion of the parking lot seems to be in employees. Mr. Gasbarro added one hour spaces should be ticketed. Discussion moved to the legality of towing vehicles left in the front section. Mr. Rafter is looking into the situation and will address employee parking and look into additional aide from the NPD. • Mr. Gasbarro asked about the north ramp commercial aircraft parking. Mr. Marks reported the new plan is working well and noted the markings will be painted as soon as the FAA approves the markings plan. • Mr. Gasbarro asked about the restaurant HVAC. Mr. Rafter responded both the restaurant and terminal HVAC is being addressed starting with Jacobs sending an engineer to evaluate the present system. • Mr. Gasbarro asked about the progress of re- organization including addressing environmental work. Mr. Rafter responded he is working on a structure that would include a career ladder for staff to realize the opportunities and the path to obtain those opportunities. • Mr. Drake reported giving a tour of the terminal to State Senators Dan Wolf and Thomas McGee. Senator McGee is the Chair of the Joint Committee on Transportation and is considering a Statewide Transportation Plan. They also met with Paula Leary of NRTA and toured the Greenhound building. Mr. Drake stressed the importance of airports, particularly the general aviation side. • Mr. Drake contacted the Surfside Association in preparation of a community meeting regarding the South Rainp Expansion. The airport has accepted an invitation to make a presentation at their August 11"' meeting to be held at the Youth Hostel. • Mr. Drake suggested establishing two advisory committees, one for users and one for the community. After brief discussion, everyone concurred it was a good idea. • Mr. Drake, during the meeting with Jacobs regarding environmental issues, learned of new legislation allowing a community wide mitigation plan. National Heritage has approached the Town Manager with the idea of using Nantucket for a trial plan. A meeting is being planned for July to learn more. Mr. Gasbarro added the conversation came up during the last Technical Advisory Committee meeting. His first thought is that it would not be beneficial to the Airport. Ms. Fantozzi added her concern on enforcement. The Airport is close to being 100% compliant and can't tell by filed records, the status of the other town agencies or the Land Bank. • Mr. Drake thanked Ms. Egan for her past service on the Commission noting her commitment to the Airport. Public Comment Mr. Flaherty, a Cape Air employee, asked for monthly updates on the status of the air conditioning. Airport Commission Minutes 6.26.12 Page 5 of 6 Mr. Flaherty also commented on the capacity of the secure hold room. The max capacity is approximately 145 and between 11:00 and 1:00 approximately 300 people leave the Island. Mr. Drake thanks Mr. Flaherty for bringing this to their attention, but is not sure what the solution is. Jeanette Topham invited the Commission to attend a meeting on Friday on the American with Disabilities Act to be held at the Dreamland from 9:30 — 12:00. Having no other business, the Commission M/S/P by the following vote to enter into Executive Session, not to reconvene in Open Session, to review the 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 for possible release and 6/12/12 for review and possible release; and, to discuss strategy with respect to collective bargaining or litigation, which if held in Open Session may have a detrimental effect on the bargaining or litigation. Chairman Daniel W. Drake — Aye Vice Chair Arthur D. Gasbarro — Aye Sheila O'Brien Egan — Aye David C. Gray, Sr. - Aye Meeting adjourned 5:35 PM ctfully submitted, Janine .Torres, Recorder Master List of Documents 6/26/12 Agenda 5/30/12 Draft Minutes Draft RFP Gift Shop Concession 2nd Draft RFP Gift Shop Concession (Handout) 5/31/12 E -mail from Stephen Creese(GHYC) to Dan Drake Management Response Plan dtd 6/25/12 FY2012 Budget dtd 5/31/12 MUNIS YTD Budget Report dtd 6/21/12 Margaret Fantozzi Contract Amendment #1 State of NH, Div. of Fire Safety & Training Contract Fresh Air Services 2012 License Agreement Comm of Mass Standard Contract Form (DOT Grant) for RW 6/24 HIRLS Draft MOU between NAC and Land Bank May Statistics Report Airport Commission Minutes 6.26.12 Page 6 of 6