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HomeMy WebLinkAbout2012-7-10Z p Town of Nantucket z NANTUCKET MEMORIAL AIRPOIVc..)f C5 m 14 Airport Road rn rn Nantucket Island, Massachusetts 02554 ,-i -e- -� commissionZ N Thomas M. Rafter, Airport Manager Daniel W. Due, irman Phone: (508) 325 -5300 Arthur D. Ga%arr %re Chair Fax: (508) 325 -5306 David C. Gra;KSr. Sonny Raichlen Jeanette Topham AIRPORT COMMISSION MEETING 7/10/12 Dby Chaiii-nan Daniel W. Drake with the following The meeting was called to order e Chair Arthur D. G sbarro, David C Graay, Sr. Jeanette Topha rn Commissioners Present, V and Sonny Raichlen. 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, 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 5/22/12 and 6/12/12 Minutes with Commissioners Topham and Raichlen abstaining. The Commission M/S/P Unanimously to ratify the 6/30/12 Warrant. Election of officers Mr. Drake turned the meeting over to Mr. Gasbarro who asked for nominations for Chairman. Mr. Gray nominated Dan Drake, Ms. Topham seconded. Having no other nominations the Commission voted Unanimously to appoint Mr. Drake Chairman. Mr. Gasbarro turned the meeting over to Mr. Drake who asked for nominations for Vice Chair. Mr. Gray nominated Mr. Gasbarro, Ms Topham seconded. Having no other nominations, the Commission voted Unanimously to appoint Mr. Gasbarro Vice Chair. Public Comment Jim Thomas spoke on behalf of several homeowners between Tom Nevers and Nobadeer regarding the light pollution from the ramp lights. Mr. Thomas felt the replacement of the ramp lights a year ago failed to address the light pollution adequately. After brief discussion Mr. Drake asked Mr. Thomas to work with the Manager towards a solution, noting if the solution resulted would incur a significant expense, a delay would be inevitable. Ms. Topham announced she has filed M.G.L. c.268A. §23(b)(3) disclosure forms with the Board of Selectman in regards . her . Drake read employed by the FAA and her on from Town Counsel grandson each relates t the employed by the airport. Conflict of Interest Law for Municipal Employees. Sub - Committee Members Mr. Drake gave a brief synopsis on the Commission Sub - Committees noting the previous term had reverted to a two member sub - committees despite the requirement to post the meetings. Mr. Drake noted of the six sub - committees, the two most active were the Financial Policy and Noise/Environmental/Energy announced she Drake not be in attendance and at the next meeting. Ms. Topham was asked to e- mail Ms. Torres two or three of her preferred sub - committees to serve on. Forensic Audit/Daley Report — Manager's Plan of Action Mr. Rafter reviewed his second draft of the Management Response Plan (Plan) to both audit reports emphasizing the past and recent actions already taken as well as suggestions of future actions to be implemented. Ms. Topham and Mr. Gasbarro commented favorably on the suggested numbering system. During discussion, several items were asked to be included in the report: the posting of Commissioner's packets and accounts payables warrants on -line offers "transparency "; the newly established tracking system of commuter books tickets; Mr. Rafter's salary adjustment regarding his waiving of health insurance coverage and the fact that it was not an even trade to the airport's benefit. The Commission M/S/P Unanimously to adopt the Manager's Response Plan with the included items. The Commission established the distribution list of the Plan to be the Board of Selectmen, the Town Manager, the Attorney General's office, the FAA, MassDOT- Aeronautics, the press, the Finance Committee, Town Counsel, Financial Advisory Associates and the Marcum Advisory Group. FY2012 Budget Review Mr. 1VIcCluskey reported the final report for FY2012 will not be available until mid August. The Finance Department has confirmed there will not be a year -end deficit and there are sufficient fiends for the final FY2012 Warrant. $41K was transferred from the Operating budget to Personnel Expense to cover unanticipated overtime costs. Mr. Drake interjected that is a much smaller number than the Town Finance Department had previously predicted. Discussion moved to FY2013 budget. Mr. McCluskey noted there was a budget approved at Town meeting but adjustments have yet to be finalized. Mr. Rafter added he wants to do some actual to actual as well as actual to budget comparisons and develop a report at least quarterly in a forunat that easier to understand. Internally, each department will be given cost centers to help manage the spending. Mr. Gasbarro noted the small window available for adjustments to the 2013 budget between now and the Special Town Meeting adding the revenue portion of the budget needs to be addressed as well. Page 2 of 5 Airport Commission Minutes 7/10/12 GA Building Costs Mr. Drake reviewed the history of discussion noting Town Counsel had presented the Selectmen a scenario predicting a $400K shortfall to the capital budget. Included were several adjustments made by the Finance Department (FD) without explanation. The two transactions that remain in question are a $147K adjustment of unknown origin as well as a $152K Citiworks charge for fencing which should have been posted to a different capital account. In reviewing the spreadsheet of individual expenses posted to the project, Ms. Topham questioned two unknown companies, Fennick and Signet. Ms. Torres responded Fennick and McCredie was the architectural firm used on the Aircraft Rescue and Firefighting Building and should not be posted to this project; Signet does the work on the security cameras. Mr. McCloskey was asked to look into the Fennick posting. Special Town Meeting Article Discussion Mr. Rafter reported three appropriation articles have been drafted by the Finance Department: FY2013 Enterprise Fund Operating Budget; FY2013 General Fund Operating Budget; Stabilization Fund. As soon as FY2012 ending numbers are finalized, amounts will be added the Articles. The schedule leading up to STM was reviewed: September 5t" - BOS reviews Warrant Articles, September 24t1' — FinCom Public Hearings; September 27t1, — FinCom adopts their motions. The STM is tentatively scheduled for October 22 °d or 23ra Mr. Drake reported he has raised the question on the need for a fourth article to raise the spending limit on the revolving fiend. He explained the spending limit is set at ATM, when fuel sales revenue reaches the spending limit, any excess revenue flows into the operating budget. Mr. Drake would like to revisit the issue of the fuel fund spending limit auto adjusting, something the Town's consultant was adamant could not be done. Leases /Contacts Mr. Rafter reported the Contract with Kobo Utility for the Runway 6/24 HIRLS project has not been executed by Kobo and therefore requests it be tabled for a future meeting. Operations Mr. Rafter began by recognizing several individuals who responded to an employee who suffered a major heart attack at work this past Sunday. Due to their efforts, this individual is now recovering in a Boston hospital: from Airport Operations, Preston Harimon, Justin Rogers, Addison Falconer, Jack Moran and Justin Rogers and Zach Almodobar; and from the Fire Department, Tom Holden, Christian Ray, Charles Kymer and John Allen. Mr. Rafter would like to present a certificate to them at the next meeting. Additionally, their names have been submitted to the Egan Institute as nominees for their annual life saving award. Mr. Drake asked Mr. Rafter to convey the Commission's gratitude for their outstanding service. Additionally Mr. Drake suggests an area in the terminal be used to recognize employees for above - and - beyond efforts in special circumstances. HVAC - Mr. Rafter reported several air conditioners have been purchased for the airline offices as well as the TSA baggage room. Attempting to get someone to come in and look at the restaurant system. Looking longer term, Jacobs brought in an HVAC expert who will provide a proposal to conduct a detail analysis of the system looking at output, throughput detail as well as determine adequate capacity. The gift shop RFP is advertised and available. Airport Commission Minutes 7/10/12 Page 3 of 5 • Master Plan Update — Jacobs will present to the Surfside Association at their 8/11/12 meeting the Master Plan Update as well as the South Ramp Expansion. A public meeting will be held 8/23/12 at the PSF as well. A meeting with the FAA to review the funding will be scheduled. • Parking Lot — Scheidt & Bachman was on site to look at the system yet we continue to have issues, mostly with the entry gate. Loss of revenue is a growing concern. A different system may be the ultimate answer. Discussion moved to removing the front section of the lot from the parking system. • An IFB is currently out to replace the Jet -A sump separator on the fuel farm. • An estimate to fix five security doors in the main terminal was $80,000. Other alternatives are being examined. • Catering direct billing through Net Jets is still being examined. • An MOU is being prepared with the Navy to provide support for a torpedo exercise planned for August. • Mr. Marks has looked into the downtown aviation fuel pipeline and it appears some of the removal can be done by airport personnel. • Mr. Rafter thanked Jeff Marks for his years of service as his retirement date approaches. The Commission M/S/P Unanimously to grant a resolution thanking Mr. Marks for his many years of service and dedication. Commissioners Comments Mr. Gasbarro remarked on the ramp lights discussed in public comment saying that the Commission at the time voted not to use the dark skies fixtures, citing safety concerns on the ramp. Mr. Rafter will meet with Mr. Thomas and look into adjusting the fixtures without violating any FAA safety rules. Mr. Gasbarro, as the environmental sub - committee, would like to join Mr. Rafter in his meeting with Jacobs. Mr. Rafter will advise of the meeting date and time. Mr. Gasbarro asked about the new noise monitoring software status. Ms. Torres reported she needs to draft the contract. Mr. Gasbarro hoped it could be presented at the next meeting. Mr. Gray remarked on the employees parking in the front section of the parking lot. Mr. Rafter reported they are getting the word out through notices and tenant safety meetings. Mr. Gasbarro asked for an update of the GA /Admin Building. Mr. Rafter reported the electrician is on site pulling cable, plumbing is continuing, the trench is still open which has also halted the side walling. Approval was sought and received to trim some joists to allow for some HVAC ductwork. Mr. Gasbarro suggests the OPM update the Commission occasionally on the projects status. Mr. Drake suggests every other meeting. Mr. Drake asked the Commission to allow him to work on the setting of goals for the Manager as well as evaluation process with input from the Commission. Mr. Drake feels strongly there needs to be some privacy in the evaluation process. He would like to meet with Mr. Rafter to establish some goals and share and gather input from the Commission. A milestone meeting would be held at the end of the year. Mr. Gasbarro had begun drafting an evaluation form and will share with Mr. Drake. Mr. Gray asked the status of the reorganizational chart. Mr. Rafter he is still working on it and is incorporating personnel policies, performance evaluations and career ladders. Airport Commission Minutes 7/10/12 Page 4 of 5 Public Comment None. Having no other business the Commission M/S/P Unanimously to adjourn into executive session, not 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 and 6/12/12 for possible release and review and possibly release the ES minutes of 6/26/12; 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 Jeanette Topham — Aye Meeting adjourned 6:30 PM submitted, Torres Master List of Documents Used 7/10/12 Agenda 5/22/12 Minutes 6/12/12 Minutes Kopelman and Paige (Brian Riley) email to Jeanette Topham re Conflict of Interest Airport Commission Draft Sub - Committees List Management Response Plan dtd 7/5/12 TON 2012 Year End Budget Transfers Report dtd 7/9/12 TON GA/Admin Building Cost spreadsheet Irene Larivee email re STM articles dtd 7/5/12 Dan Drake email re STM articles dtd 7/6/12 Draft Kobo Utility Construction contract Airport Commission Minutes 7/10/12 Page 5 of 5