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HomeMy WebLinkAbout2012-7-24Town of Nantucket z o NANTUCKET MEMORIAL AIRPOI�I' 14 Airport Road C "11Z Nantucket Island, Massachusetts 02554 M M 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