HomeMy WebLinkAbout2012-9-25Town of Nantucket
NANTUCKET MEMORIAL AIRPORT
14 Airport Road
Nantucket Island, Massachusetts 02554
41
Thomas M. Rafter, Airport Manager 89, Commissioners
Phone: (508) 325 -5300 Daniel W. Drake, Chairman
Fax: (508) 325 -5306 Arthur D. Gasbarro, Vice Chair
David C. Gray, Sr.
Sonny Raichlen
Jeanette Topham
AIRPORT COMMISSION MEETING
9/25/12
The meeting was called to order at 5:02 PM by Chainnan Daniel W. Drake with the following
Commissioners Present, Vice Chair Arthur D. Gasbarro and David C. Gray, Sr. Commissioner
Topham joined the meeting at 5:04 PM prior to the Discussion of Pending Matters.
Commissioner Raichlen was absent.
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, Ashley Christ, Business Manager, David
Sylvia Training /Compliance/Noise Coordinator, Debra Crooks, Finance Assistant, and Janine
Torres, Office Manager.
Mr. Drake announced the meeting was being recorded.
The Commission M/S/P Unanimously approval of the Agenda after Mr. Drake announced there
would no discussion on the Youth Matters item.
The Commission M/S/P Unanimously approval of the 9/11/12 Minutes.
The Commission M/S/P, Unanimously approval of the 9/18/12 Minutes.
The Commission M/S/P Unanimously to ratify the 9/19/12 Warrant.
Public Comment
None.
Leases /Contracts
The Commission M/S/P Unanimously, to accept a MassDOT Aeronautics Grant to carryover the
amount of $10,073.00 to FY13 for the South Apron Environmental Assessment/Environmental
Impact Report (EA/EIR).
The Commission M/S/P Unanimously to approve a service contract with Lakes Region
Environmental, Inc., for a not to exceed amount of $23,000 to perform the annual inspection of
the fuel farm facility for FY13.
Pending Matters
William E. Payne
Mr. Rafter reported the Contract with Mr. Payne legally expired in January and we are going to
need to seek documentation from Mr. Payne certifying the work included on his invoice was
performed prior to the expiration date.
Mr. Rafter reported the offer letter has yet to be sent. Its delay was due to ensuring the funds
were still available for payment which uncovered the contract date issue.
Special Town Meeting (STM)
Mr. Drake announced this topic will be discussed under the GA /Administration Building topic
but did add at yesterdays Finance Committee (FinCom) public hearing, there were no comments
or questions from the public on airport matters.
Gift Shop RFP
Mr. Rafter announced the RFP has been sent to the Chief Procurement Officer for final approval
and should be advertised soon.
Commission Signing Authority Update
Mr. Rafter reported with the newly seated Commission, two documents need to be updated. The
first, authorizes Mr. Drake to sign all Grant related paperwork on behalf of the Commission; and,
the second merely updates MassDOT on who presently sits on the Commission.
After brief discussion verifying the first document only applied to grants and not contracts, the
Commission M/S/P Unanimously to authorize Mr. Drake to sign all grant related paperwork on
behalf of the entire Commission.
GA /Administration Building
Construction Update
Mr. Rafter reported work is progressing but not at an accelerated pace. Insulation should begin
shortly. The vaults are not yet set. A rough site plan was reviewed showing the generator will be
relocated to the east side of the building. The plan also shows the area where the present GA
Building now sits as employee parking. Mr. Rafter is looking for feedback on what to do with
this area as well as with the old building. Initial comments were favorable towards the generator
location, but unfavorable towards the employee parking area.
An opening from GA parking to the airport entrance lane is still being planned. One reason is to
accommodate larger vehicles like a fire truck which would not be able to maneuver easily if no
opening was available.
GA Financing Update
Mr. Rafter reported the Finance Department has determined there are several capital projects with
remaining funds that can be re- appropriated at STM which cover the estimated $700K shortfall
for this project.
Mr. Drake reviewed his updated financial slide noting the additional funding sources totaling
$733K eliminating the need for additional borrowing.
Mr. Gasbarro expressed concern over found money that had before repeatedly been told didn't
exist. Mr. Rafter noted miscommunication between the Airport and FD of when projects were
closed out, left balances in capital accounts and an examination of these accounts has revealed
these available balances. Mr. Drake interjected that may be true for some of the accounts, but not
the original $1.5M borrowed for this building where the Commission was told had the entire
account had been spent.
9/25/12 Airport Commission Minutes Page 2 of 6
After brief discussion, Mr. Rafter noted he will continue to work with the FD to improve
communication to include being aware of when entries are made and the reasons for them.
Finance Report
FY2013 Budget
Mr. Rafter presented the FYI ATM budget vs. actual, unaudited figures in the Selectman's
requested "decoder" format which will be presented at the Board of Selectman. Mr. Rafter
explained this format reorganizes the municipal reporting language into a standard Profit & Loss
(P &L) Statement. Mr. Rafter pointed out the revenue figures do not include the transfers in from
the General Fund. The report indicates a small profit, before debt service of $181K and after debt
service, a loss of $839K.
For discussion at STM, Mr. Rafter reviewed a handout showing the payroll savings between
FY12 and FY13 of $490K. Mr. Drake reviewed a P &L comparing a revised FY13 vs. Projected
FY13 budgets indicating a $1.06M deficit vs. a $337K deficit with projected fuel sales making up
the difference.
Mr. Drake added proposals addressing the repayment of the Airport's debt to the Town is still
being drafted and will offer a couple of different options to consider. Mr. Gasbarro added he
hoped the repayment plan takes less than 5 years.
Mr. Gasbarro commented his concern that the different financial reporting formats seem to be
creating extra work. Mr. Drake concurred and noted a discussion at the Audit Committee
meeting earlier was the development of a town -wide reporting format.
Mr. Rafter reported three elements adding to the making it difficult to put together budget reports:
• MUNIS's inability to be used as a management tool
• The splitting out of the fuel to a revolving account
• Capital items being recorded separately
Mr. Drake noted the Audit Committee also commented on the role of Peter Lamb. Mr. Drake
pointed out Mr. Lamb was definitely needed this year and the Commission will have to discuss
his future role at a later date.
CIP Update
Mr. Rafter reviewed the draft of the FAA's 5 Year Capital Improvement Program (CIP) which
will be reviewed with the FAA and MassDOT at a meeting on Thursday.
Based on the estimated FAA Entitlements under the Airport Improvement Plan (AIP) of $1.6M
and the carryover from FY2012 of $908K, the FY13 projects are:
• Replace MITL's on R/W 12 -30 and 5,000 LF of Fence ($393K)
• Relocate PAPI's and REIL's for R/W33 ($315K)
• Widen Taxiway D and Remove R/W Pad ($337K)
• Overlay South Ramp (Approx. 1 -1/2" of P -401 ($652K)
• Master Plan /GIS Mapping/Environmental Survey ($675K)
Mr. Drake pointed out the first project, Replace MITL's, will require an adjustment at ATM from
the $1.6M approved during 2012 ATM down to the $393K.
Mr. Rafter noted the airport will begin working in a pavement replacement program as well as a
vehicle replacement program going forward.
Mr. Gray asked if a GPU can be added. Mr. Rafter pointed out GPU's are not AIP eligible. Mr.
Drake explained there will be other capital items in the airport budget. The CIP is strictly for AIP
projects.
9/25/12 Airport Commission Minutes Page 3 of 6
Brief discussion took place regarding the increased cost of runway paint and the uncertainty of
another State -run project for future airfield painting. Mr. Rafter agreed to investigate the cost of a
painting vehicle /machine.
Federal /State Funding Update
FAA "Sequestration"
Mr. Rafter reported hearing the Senate has passed a funding extension until May and awaits the
President's signature. He added the bad news is should the tower be closed once the extension
expires, May is not a good time to be suddenly without a tower. A contingency plan will be
developed should the Tower be closed.
Discussion moved to contract towers with Mr. Rafter indicating part of the contingency plan
would be to have an RFP ready, but believes that program which is FAA funded, may have
budget cuts as well.
Mr. Rafter noted AIP Funding is not directly impacted by the sequestration plan; but staffing is
which could affect Grant processing.
Additional discussion took place regarding additional efforts to keep the Tower open. Mr. Rafter
asked for permission to contact the Mass. Aviation Caucus.
When asked by Ms. Topham, Mr. Rafter answered he believed number of Operations determines
whether a tower is an FAA Tower or a Contract Tower. Mr. Drake suggested a supplemental
letter addressing our seasonality be sent to our US Senators and Congressman.
MassDOT — Aeronautics
Mr. Rafter reported beginning FY2014, State Funding will revert to 5% reimbursement, down
from the 7.5% reimbursed for FY2012 and planned for FY2013 projects. This will increase the
airport's share back to 5 %, up from 2.5 %.
Manager's Report
Other Projects
Mr. Rafter reported:
• The Kobo Contract for the 6/24 HIRLS project has been approved by MassDOT. Jacobs
has indicated the Notice to Proceed will not be issued before December due to the
pending approval of the airfield's Sign Plan.
• A control burn schedule is being worked on with the Land Bank.
• A scope of work is being developed to rectify issues with some security doors which will
include replacing the doors with steel doors. Mr. Gray recommends coated steel.
Operations Report
Mr. Rafter reported:
• The RFP for the UPS has been drafted.
• The RFP for the PFC Application has been sent to the Chief Procurement Officer (CPO)
for final review.
• Legal has approved the Advisory Committee (AC) guidelines as to form and advised
meetings of the AC would be considered public and would require posting.
• A revised Gift Shop RFP is being established and will seek another appraisal on the
rental rate.
• There have been several Staff Training events:
• ARFF Personnel attended Live Burn Training at Logan.
• On -site fire training took place today and National Incident Management
System (NIMS) training is scheduled for tomorrow.
9/25/12 Airport Commission Minutes Page 4 of 6
o Two ARFF Personnel attended Advanced ARFF Training in Pittsburgh
• Massachusetts Airport Managers Association (MAMA) Conference was rescheduled to
November 13t" & 14 I in Hyannis and will be attending. Mr. Drake added he was hoping
to attend but has conflicts. Mr. Gray is interested in attending.
Statistics
Mr. Sylvia reported:
• Operations through August were 86,857, up 11.68% over last year to date. Operations
for August were 18,899 vs. 16,571 for August of last year.
• Enplanements through August were 126,718, up 3.16% over last year to date.
Enplanements for August were 32,852, up 3.35% from August 2011.
• Freight through August was 1,729,128 lbs., down 2.77% over last year. Freight for
August was 347,503 lbs, up 44.38% from last August.
Mr. Rafter presented additional graphs comparing the following over a three year period:
• Enplaned passengers
• Jet -A gallons sold
• AvGas gallons sold
• Operations
• Enplaned passengers vs. Operations
• Jet A vs. Operations
• AvGas vs. Operations
Mr. Rafter intends to look at Revenue vs. Enplanements in the future as well as comparing the
different revenue streams to ultimately understand the demographic of our traffic.
Sub - Committee Reports
Ms. Topham reported the Personnel Sub - Committee met to review and discuss the non -union
personnel manual comparing to the Town's policy deciding it would be best to wait until the
Town ratifies the personnel manual they have started revising.
Mr. Drake asked if in comparing the Town's draft policy to the Airport's were there any areas of
concern. Mr. Rafter indicated there could be a couple of areas with significant differences adding
he is going to prepare a side -by -side analysis for the existing Town policy, the draft Town policy
and the Airport's policy for the Sub - Committee. Ms. Topham noted one difference was the sick
time buyback upon termination.
Commissioners Comments
Ms. Topham clarified some items in the Lakes Region Environmental Contract she missed earlier
in the meeting.
Ms. Gasbarro asked if work was progressing on the HVAC REP. Mr. Rafter confirmed there
was.
When questioned, Mr. Rafter explained a combination of the process and workload are factors in
the slowness of proposals being completed.
Mr. Gasbarro thanked both Mr. Drake and Mr. Rafter for the presentation to the Finance
Committee.
Mr. Rafter added the Water Company was very appreciative of the use of our generator while
they maintained their pumps.
Public Comment
9/25/12 Airport Commission Minutes Page 5 of 6
None.
Having no other business the Commission M/S/P by the following vote to enter into Executive
Session (ES), not to reconvene in Open Session, to 1) Review the 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, 7/10/12, 7/24/12 for possible
release; and 8/28/12 and 9/18/12 for review and possible release, and 2) To discuss strategy with
respect to collective bargaining or litigation, which if held in open session may have a detrimental
effect on bargaining or litigation:
Mr. Drake — Aye
Mr. Gasbarro — Aye
Ms. Topham — Aye
Mr. Gray — Aye
Meeting adjourned 6:35 PM
q ctfully submitted,
M. Torres
Recorder
Master List of Documents Used
9/25/12 Agenda, including Exhibit 1
9/11/12 Minutes
MassDOT Standard Contract (Grant) for $10,073
Lakes Region Environmental Contractor Inc. Contract
9.20.12 E -mail from Diana Nascimento to Rafter, Drake, Gasbarro, Gray, Torres re Gift Shop RFP
Letter of Signing Authorization dtd 9.25.12
Comm. of Mass. Contractor Authorized Signatory Listing
GA/Admin Building Costs vs. Funding dtd 9/24/12 (Handout)
ACE Camp Financial Recap (Handout)
FY2012 Airport Decoder (Handout)
Draft P &L Summary for STM2012 Revised Budget vs. Projected FYI Actual dtd 9/24/12 (Handout)
Normalized payroll Reconciliation FY13 (Handout)
FAA 5 Year CIP dtd 9/25/12 (Handout)
August Statistic Report (Handout)
Three Year Graph Reports dtd 9/25/12 (Handout)
9/25/12 Airport Commission Minutes Page 6 of 6