HomeMy WebLinkAbout2012-7-24Town of Nantucket z o
NANTUCKET MEMORIAL AIRPOI�I'
14 Airport Road C
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Nantucket Island, Massachusetts 02554
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Thomas M. Rafter, Airport Manager CommissioZE _3
Phone: (508) 325 -5300 Daniel W. �jakel`Ohair°n
Fax: (508) 325 -5306
Arthur D. �;sbaj�rS Vice Chair
David C. Qmy, Sao
Sonny Raichlen
Jeanette Topham
AIRPORT COMMISSION MEETING
7/24/12
The meeting was called to order at 5:00 PM by Chainnan Daniel W. Drake with the following
Commissioners Present, Vice Chair Arthur D. Gasbarro, David C. Gray, Sr., and Sonny Raichlen.
Jeanette Topham was absent.
The meeting took place in the 15t Floor Community Meeting Room at the Public Safety Facility, 4
Fairgrounds Road.
Also present were Thomas M. Rafter, Airport Manager, Steve McCloskey, Business Manager,
David Sylvia, Training/Noise Coordinator, Ashley Christ, Administrative Assistant and Janine
Torres, Administrative Assistant to the Airport Manager.
Mr. Drake announced the meeting was being recorded.
The Commission M/S/P Unanimously approval of the Agenda.
The Commission M/S/P approval of the 6/26/12 and 7/18/12 Minutes. The Minutes from 7/10/12
were tabled after Mr. Drake announced they were not ready.
The Commission M/S/P Unanimously to ratify the 6/30/12 Warrant.
The Commission M/S/P Unanimously to approve the 7/25/12 Warrant.
Public Comment
None.
Certificate Presentations
Mr. Drake presented Certificates of Excellence to the following Airport Operations and
Nantucket Fire Department personnel for their life saving efforts in the line of duty at an airport
incident on July 8, 2012: Preston Harimon, Addison Falconer, Justin Rogers, Jack Moran, Zach
Almodobar, John Allen, Christian Ray, Thomas Holden, and Charles Kymer.
GA/Administration Building General Contractor Recovery Plan Review
Jeff O'Neil of Baybutt Construction noted his superiors were delayed in Hyannis due to weather
and requested giving them additional time to arrive.
Special Town Meeting Article Discussion
The TON's preliminary timeline of the STM was reviewed noting the date of the actual meeting
has yet to be finalized between October 22s` and 23`d. Discussion on what date the Airport
should have their final articles submitted led to a suggestion of September I"
Declaration of Surplus Property — Gift Shop Space
Mr. Drake noted the Declaration was a requirement of the procurement process. Mr. Raichlen
pointed to an error in that the per square foot rate of 45 should be dollars not cents. The
Commission M/S/P Unanimously to approve the Declaration with the correction to the per square
foot rate.
Finance Report
Steve McCluskey presented MUNIS reports on FY2012 noting reports will be in this format
going forward. Mr. Rafter noted revenue was budgeted at $13.3M and came in at $15M, but Mr.
Drake interjected that includes the $4M transferred from the General Fund. Mr. Rafter reported
Salaries came in at $3.6M and Expenses were $10.4M.
Mr. Drake noted a caveat in the MUNIS fuel sales income numbers include non -fuel purchases if
customer paid by credit card, for example landing fees and catering charges. Calculations as of
yesterday estimate approximately $1 M overstated in fuel sales income rather than the appropriate
income line item. Going forward, FBO sales will be posted correctly into MUNIS.
Mr. Drake also noted some Purchase Orders entered into system as placeholders for FY2012
expenses by the Finance Director have disappeared and is unsure whether they were recovered
and are reflected in these numbers. Final numbers are due by the end of the month.
Mr. McCluskey questioned whether the margin on fuel needs to be adjusted. Mr. Drake replied
the new system seems to be working well and doesn't feel a change is necessary. Mr. Rafter
concurred.
Mr. Gasbarro commented a summary line be added to the reports.
Staff Compensation
Mr. Drake reported the last reiteration of the FYI budget approved by the Commission did not
include increases for Non -union personnel and is based on the current financial position of the
Airport. This will also be a factor in Union negotiations scheduled for 2013.
Mr. Gasbarro suggests a letter to those employees would be appropriate. Going forward, he
suggests increases be performance based.
Leases /Contacts
The Commission M/S/P Unanimously to approve a Contract with Northeast Forest and Fire
Management, LLC, not to exceed $60,000, expiring 12/31/13 for Prescribed Burn Services. Mr.
Drake noted the finds will be coming from the Operating Budget.
The Commission M/S/P Unanimously to approve a Contract with Kobo Utility Construction
Corp for $677,854 for the Capital Project to Replace Runway 6/24 HIRLS, Airfield Wide
Guidance Signs, Wind Cone /Segmented Circle and 5,000 feet of Perimeter Fencing. Mr.
Gasbarro noted the contract does include the additional wind cone for the eastern end of Runway
15/33.
Mr. Rafter explained the Contract with Transportation Security Clearinghouse Services (TSC) for
security vetting was modified by Town Counsel and under review by TSC Counsel. Mr. Rafter
Airport Commission Minutes 7/24/12 Page 2 of 7
suggests the Commission authorize the Contract and ratify at the next meeting due to the
importance of keeping the service active in the interim. After brief discussion, the Commission
M/S/P Unanimously to authorize the signing of the contract when it is ready.
The Contract with Bruel & Kjaer for a Noise Monitoring System was not ready and tabled till the
next meeting.
The Contract for ACKAir Duct, LLC was also tabled noting the scope may be changing.
Mr. Rafter reported we have been informed of the pending sale, effective August 1 ", of Around
the Point Inc., our IT vendor, to an employee of the Company, Mike Alvarez. Based on the
Contract, the Commission has to authorize the transfer. Mr. Rafter has asked for Mr. Alvarez's
resume to ensure his qualifications. With the Commission not meeting again before August I", it
was M/S/P Unanimously to allow Mr. Rafter to review and decide on whether the transfer should
be awarded. Should the Transfer be denied, IT Services would have to be placed out to bid with a
possible lapse in service of approximately one month. It was unsure whether the Town's IT
Department could be utilized should the Airport be temporarily without an IT vendor.
Manager's Report
Project Updates
Mr. Rafter thanked Mr. Gray for his help on the HVAC issue in the terminal. Major headway
was made on the present system and it seems to be working much better. Additionally, Mr.
Rafter will be meeting with a local company this week to discuss supplemental systems. Mr.
Rafter reported the proposal from Pristine Engineering for an overall fix came in at $45K, but
feels with the progress made this week, he can continue looking at other alternatives. Discussion
on whether the Pristine proposal should go in as a Capital Project with Mr. Gray and Mr. Rafter
feeling it shouldn't. Mr. Raichlen added the restaurant HVAC is also a big issue. Mr. Rafter
noted his meeting next week will include discussionof a fix for the restaurant as well.
Mr. Rafter reported he and Jacobs met with the FAA and MassDOT last week on the Master Plan
Update and the realignment of our Capital Plan and Grants with the FAA specifically in regards
to the South Apron, Taxiway Delta and significant public outreach on the Master Plan and South
Apron Expansion. Both Agencies were in favor of the realignment. There is approximately
$225K available in an open grant to begin the outreach. The FAA will research for other open
grants or 2013 discretionary fiends to possible provide additional finds.
Mr. Rafter reminded everyone, as part of the public outreach, of the August 11 "' Surfside
Association meeting as well as the August 23`d Community Meetings are scheduled to discuss the
Master Plan and South Apron Expansion projects.
Mr. Rafter reported Mary Walsh, the new Manager of the Airport Division on the New England
Region of the FAA visited the Airport and feels she got a good understanding of our Capital Plan
proposal. She also confirmed that PFC funds can be used for the control tower explaining PFC
funds can be co- mingled with FAA Facilities and Equipment (F &E) funds.
Airport Maintenance Staff has examined the downtown fuel pipeline and feels confident they can
remove it themselves. Mr. Carlson at the ConCom will be contacted prior to any action to ensure
what, if any, permits are required.
Airport Commission Minutes 7/24/12 Page 3 of 7
Operations
Mr. Rafter reported the Nantucket Conservation Foundation has approached the airport regarding
the removal of the invasive species of phragmites. They require the Commission's approval and
will be an Agenda item at the next meeting.
Mr. Rafter met Mr. Thomas in Madequecham Valley regarding the light pollution from the ramp
lights. Mr. Rafter saw how the lights are affecting the homeowners and believes it to be an
elevation issue. Mr. Rafter plans on including an adjustment to the lights as part of a near future
ramp light project as well as shutting off the lights when they are not needed.
Mr. Rafter provided the revised Notice to Airmen brochures regarding noise abatement and
announced they are already in the FBO and will be distributed to the pilots.
When asked, Mr. Rafter reported he will be seeking two other quotes on the PFC application
process. Mr. Drake added we need to know what the tower project will consist of as well before
completing the PFC application.
Request for Travel
Mr. Rafter requested pennission to travel to the National Airport's Conference of the American
Association of Airport Executives in New Orleans October 21" through the 24t", citing he is
currently Chairman of their Technical Services Committee which will report at the Conference.
Mr. Gasbarro noted it coincides with the Special Town Meeting (STM). Mr. Rafter will look into
the exact date of the Committee Meeting hoping he can attend and be back for STM; but reports
either way, he will be at STM.
Statistics Report
David Sylvia reported:
• Operations through June were 48,896, up 17% over last YTD. There were 14,315
Operations for the month of June compared to 12,203 in June 2011.
• Enplanements through June were 62,382, up 3% over last YTD. Airlines have been
asked to start reporting their enplanements by location. Mr. Drake noticed White Plains
and Providence are missing from Cape Air's report. Mr. Sylvia added Tradewinds
reported after 245 enplanements after the report had been prepared.
• Freight through June was 1,048,244 pounds, down 2.77% from last YTD.
Mr. Sylvia does not have the Noise report as the recorder has not been working.
Sub - Committee Reports
Mr. Gasbarro reported the Environmental Sub- Committee met with Mr. Rafter and Mr.
Richardson of Jacobs resulting in the Notice to Airmen brochure mentioned earlier and
mentioned it is a good start towards strengthening the noise abatement program. Mr. Rafter noted
he plans on meeting the Tower Chief to discuss their cooperation with the program.
Sub - Committee Assignments
Mr. Drake proposed two changes. The first is to not have a limit on the numbers of members to a
sub- committee. He explained a sub - committee cannot take action. They can only make
recommendation to the full Commission. Mr. Gasbarro questioned if a sub - committee that
exceeds a quorum of the parent body is acceptable. Mr. Drake will check. The second proposed
change is to the name of the Commercial Airline Service/Public Relations Sub - Committee to
Service and Public Relations. Everyone concurred and agreed to rename the Financial Policy
Sub - Committee to Finance Sub - Committee.
Sub - Committee Assignments were chosen:
Airport Commission Minutes 7/24/12 Page 4 of 7
Long Range Plans/Policy: Drake & Gasbarro
Finance Sub - Committee: Drake, Raichlen & Gasbarro if allowed. Otherwise, Drake & Raichlen.
Airfield Policy/Facilities/Maintenance: Gray and Raichlen
Personnel: Topham and Raichlen
Noise /Environmental/Energy: Gasbarro and Gray
Service/Public Relations: Gray and Topham
Commissioners Comments
Mr. Gray commented on the parking lot system. Mr. Rafter reported lightning storm damage
occurred today. Another system is still being considered.
Mr. Gray commented on the unattended vehicles in front of the terminal continue to be an issue.
Mr. Rafter reported meeting with the Chief of Police to obtain assistance with that as well as
some taxi cab issues.
Mr. Gray reviewed some issues with the terminal geothermal system that were identified and
rectified but also noted other things that would assist in making the system perform better, install
a drop ceiling in the TSA baggage screening area and rotate the discharges. To improve heat in
the winter, install small solar tubes units on the roof.
Mr. Raichlen mentioned he was unable to get his ID badge due to the Airport's inability to pay
the security company. Ashley Christ announced she was finally able to confirm the Finance
Department did allow the processing of the payment. Mr. Drake noted this related to the
Transportation Security Clearing House Contract that was discussed earlier.
Mr. Gasbarro asked about the reorganization plan. Mr. Rafter noted he could have the draft chart
distributed by the end of the week. It is the job descriptions, personnel policies and performance
evaluations making up the entire plan that are not yet complete.
Mr. Gasbarro asked about reviewing the tenant leases to ensure proper documents are in place.
Mr. Rafter added the contracts module has been added to MUNIS and would like to use this tool
for that purpose. Mr. Gasbarro asked if any issue is glaring, to address it.
Mr. Gasbarro suggested advertising the new Notice to Airmen brochure more widely, for
example on Airnay.com and with Net Jets. Mr. Rafter agreed that is the plan.
Mr. Drake announced the Architects on the GA Building are looking for input on a plaque for the
building. A plaque is customary and is included in the Baybutt Contract to provide. Mr. Drake
feels it should not include the Commissioner's or Manager's name. Mr. Drake asked Ms. Torres
to distribute the e -mail from the Architect for discussion at the next meeting.
To allow Mr. Baybutt additional time in getting to the meeting, the Commission M/S/P
Unanimously at 6:22 PM to adjourn into executive session, to reconvene in open session, to
review the Executive Session (ES) 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 for possible release noting the 7/10/12 ES minutes are not yet
drafted; 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.
Daniel Drake — Aye
Arthur Gasbarro — Aye
David Gray, Sr. — Aye
Sonny Raichlen — Aye
Airport Commission Minutes 7/24/12
Page 5 of 7
The meeting reconvened at 6:29 PM.
GA/Administration Building General Contractor Recovery Plan Review
Ron MacLachlan of Baybutt Construction presented a construction recovery schedule reporting
the project is 41% complete and 5% behind schedule. Some sub- contractors have not committed
to adding additional man - power. New projected finish is December 7, 2012.
Jeff O'Neill of Baybutt Construction reported all subs will be paid by 7/30/12. Fire protection,
electrical, plumbing and HVAC sub- contractors are all on schedule. Continues to reach out to
subs and feels confident the project can get back on schedule.
Mike Josefek of Architectural Consulting Group and Owners Project Manager (OPM) at first
glance of the recovery schedule noted some items will require tight coordination: setting the
transformers is dependent on National Grid schedule and spray insulation will require an empty
building.
When asked by Mr. Drake, Mr. Josefek acknowledged that presentation of the recovery schedule
does satisfy one of the requirements asked for from Baybutt. The schedule presented is based on
not accelerating. Mr. Josefek feels acceleration if necessary.
Mr. Drake confirmed with Mr. MacLachlan that he will participate in the weekly construction
meetings to provide decision making capabilities.
Fred Baybutt of Baybutt Construction spoke to the strength of his Company by referencing
several new contracts recently awarded. A $1M retainage is scheduled to be released on a project
that is near completion and indicates this has put financial strain on his company.
The largest lumber supplier for the airport project, Perkins Home Building, was paid as evidenced
by the lien release provided.
Mr. Baybutt said the delay in the May payment did affect his company. Mr. Drake noted the law
provides for a 30 day payment period and that the payment was about two days overdue.
Information needed on both sides was discussed and the parties agreed to use the weekly
construction meeting to iron out any issues.
After Mr. Drake expressed that the Commission was concerned over Baybutt Construction's
finances, Mr. Baybutt gave assurance the remaining subs would be paid by Monday.
Mr. Gasbarro expressed his concern over the delay on placing the electrical vault and hopes it is
not an issue repeated at a future meeting.
After brief discussion regarding the existence of a recovery plan and the assurance of payment,
the Commission indicated they are not waiving their rights and requests Baybutt continue to
attend Commission Meetings to report on the project status.
With no other business, the meeting was adjourned at 7:00 PM.
submitted,
Janine MI Torres, Recorder
Airport Commission Minutes 7/24/12
Page 6 of 7
Master List of Documents Used
7/24/12 Agenda
6/26/12 Minutes
7/18/12 Minutes
ACG LLC Request for Documentation Letter dtd 7/19/12
Baybutt Recovery Plan Schedule (Handout)
Perkins Home & Building Center Waiver of Liens (Handout)
Draft 2012 STM Timeline (Handout)
Declaration of Surplus Property — Gift Shop Space
FY2012 MUNIS Budget Reports dtd 7/19/12 (Handout)
N.E. Forest & Fire Management Services Contract
KOBO Utility Construction Corp Contract
Draft Transportation Security Clearinghouse Contract
Around the Point Inc Request for Contract Transfer dtd 7/20/12
Around the Point IT Services Contract dtd 1/17/12
Pristine Engineering Inc HVAC Proposal dtd 7/18/12 (Handout)
Nantucket Conservation Foundation Phragmites Removal Proposal dtd 6/29/12
Airport Commission Sub - Committee Assignment Worksheet
June Statistics Report
June Enplanement by Destination Breakdown (Handout)
Rafter — Request for Out -of -State Travel (New Orleans)
Noise Abatement Letter to Airmen dtd 7/1/12 (Handout)
Airport Commission Minutes 7/24/12 Page 7 of 7