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HomeMy WebLinkAbout2013-10-22Town of Nantucket I V E D NANTUCKET MEMORIAL AIRP(iff 14 Airport Road 2013 !NOU 14 AM 10 27 Nantucket Island, Massachusetts 0WOTU C K ET TOWN C L E R K Thomas M. Rafter, A.A.E., Airport Manager A& Commissioners Phone: (508) 325 -5300 Daniel W. Drake, Chairman Fax: (508) 325 -5306 Arthur D. Gasbarm, Vice Chair David C. Gray, Sr. Andrea N. Planer Jeannette D. Topham AIRPORT COMMISSION MEETING October 22, 2013 The meeting was called to order 5:00 PM by Chaimmn Daniel W. Drake with the following Commissioners present, Vice Chair Arthur D. Gasbarro, David C. Gray, Sr., Andrea N. Planter and Jeanette D. Topham. The meeting took place in the 1" Floor meeting room at the Public Safety Facility, 4 Fairgrounds Rd. Airport employees present were Thomas M. Rafter, Airport Manager, Ashley Christ, Business Manager, Noah Karberg, Environmental Coordinator, David Sylvia, Training & Compliance Officer and Janine Torres, Office Manager. Mr. Drake announced the meeting was being recorded. Mr. Drake asked for comments on the Agenda. Hearing none, the Agenda was approved. Ms. Topham made a Motion to approve the 10/8/13 Minutes. Second by Mr. Gray and Passed Unanimously. Mr. Gasbarro made a Motion to ratify the 10/16/13 Warrant. Second by Mr. Gray and Passed Unanimously. Mr. Gasbarro made a Motion to approve the 10/23/13 Warrant. Second by Ms. Planer and Passed Unanimously. Public Comment David Barrett of York Street and a Nantucket taxi cab owner and driver, had several comments: • a bench should be placed close to the terminal entrance to allow the elderly to sit while waiting for pick up, • there are confusing signs directing traffic noting he addressed the same concerns in a letter dated 8/29/06, • Taxis in the queue near the construction site cannot see when taxis move in front of the terminal and suggests replacing the first few parking spaces in the parking lot to motorcycles only or replace with bicycle racks. Mr. Drake thanked Mr. Barrett for his comments noting each concern will be looked into. Pending Leases & Contracts Mr. Rafter noted the GJ Smith Lease as well as the Sullivan Tire Contract are still pending and not ready to be presented. Pending Matters 120412 -3 Existing Bunker Lease Review — Mr. Rafter reported still trying to set up a meeting with Atlantic Aeolus. 021213 -2 Supplemental Agreement to the Other Transactional Agreement (OTA) — ATCT — Mr. Rafter is attempting to verify the status of the funds after the Federal Government shutdown. 061113 -1 Bunker Area Environmental Permit — Mr. Rafter indicated additional items were being addressed which has delayed the approval process. 062513 -3 Noise Abatement — Mr. Rafter reported the Fly Friendly brochures ore on display and one of the new APU signs has been installed. 070913 -1 TON Memorandom of Understanding (MOU) - Still Pending 081313 -5 MOU with SDO /OSD re Disadvantaged Business Enterprise (DBE) Program — Mr. Rafter reported his initial concern was that there was no cap or methodology identified for the Airport's responsibility towards the funding. MassDOT Aeronautics has agreed to pay the regional airport's portion. An amendment will be forthcoming adding this language. Mr. Rafter requested the Commission's authorization to sign the MOU subject to the amendment language presented being incorporated into the document. Mr. Gasbarro made a Motion to authorize Mr. Rafter to sign the MOU concerning the Disadvantaged Business Enterprise Program with the understanding an amendment is forthcoming indicating the State DOT will pay the costs related that would otherwise be chargeable to the Airport. Second by Mr. Gray and Passed Unanimously. GA/Administration Building Mr. Rafter reported cleaners have been on site cleaning windows, the final grading is complete, and paving may occur within the next few days. Mr. Gray added speaking with the plumber who indicated the plumbing inspection was last Friday. Ms. Topham suggested contacting the Nantucket Garden Club or other organization for assistance in floral or other plantings around the building. Mr. Rafter presented the updated Project Change Orders (PCO) indicating there are three (3) that need to be ratified for a net increase to the project of $4,044.10. After reviewing each, Mr. Gasbarm made a Motion to ratify PCO # 18, 23 and 28. Second by Ms. Topham and Passed Unanimously. Mr. Rafter presented PCO #27 for an increase of $14,111.59 explaining it is for the site work changes of additional curbing and to remove the concrete where the old vehicle gate was located. Mr. Rafter recommended tabling this PCO until all the back -up paperwork was provided noting $1,500 of charges had no itemized quotes. Mr. Gasbarm made a Motion to table the PCO as recommended pending the receipt of the missing paperwork. Second by Ms. Planzer and Passed Unanimously. 10.22.13 Airport Commission Minutes Page 2 of 6 Signatory Fuel Discount Discussion Mr. Rafter proposed reintroducing a fuel discount program that is designed on a fair and equitable basis. He presented the first phase aimed towards signatory commercial air carriers defined as having an annual terminal lease providing year-round service. Mr. Rafter proposed a flat rate of cost plus $1.05. Mr. Rafter indicated after discussions with Island Airlines, we can anticipate between 100,000 and 200,000 gallons of jet fuel for their fleet of Caravans. Cape Air and Nantucket Airlines would most likely purchase more Avgas as well. Mr. Rafter explained participants would be required to pay their estimated fuel costs up front and draw down their balance. Responding to Mr. Gray, Mr. Rafter plans on introducing a fuel discount incentive for general aviation as the second phase. Brief discussion took place on the noise abatement incentives and arbitrary fuel discounts that were previously eliminated. Ms. Topham made a Motion to approve the change to the Rates and Charges allowing the Signatory Fuel Discount as defined. Second by Mr. Gray and Passed Unanimously. Manager's Report Part 1- Taylor Hangar Mr. Drake suggested taking an item out of order to accommodate some audience members. There was no objection. Mr. Rafter reminded the Commission at the last meeting he mentioned working with Ms. Planzer on several upcoming hangar issues collectively. One issue has come to the forefront, the Taylor Family would like to assign their land lease to Marine Lumber who in turn will purchase the hangar and sublease a portion back to the Mrs. Taylor. A draft plan was reviewed proposing alterations to both the hangar and the perimeter fence to allow an aeronautical use on one side of the hangar and non - aeronautical use of the other. Ron Foster of Marine Lumber indicated the non - aeronautical side would be for use as storage only and not freight operations. Marine Lumber would make all the necessary repairs to the hangar. Mr. Rafter has shared the plan with the FAA Compliance who indicated some concerns conceming fair market value rates and the need for public notice. Ms. Planzer noted it would require a change in the terms of the Lease as well for non - aeronautical use. Discussion took place on how this would be accomplished. Mr. Rafter indicated he believes this change would be in the best interest of the Airport. Ms. Topham made a Motion authorizing Mr. Rafter to continue to explore the process to transfer the Taylor Hangar Lease to Marine Lumber. Second by Mr. Gray and Passed Unanimously. Finance 102213 -1 FY 14 Quarterly Report — Mr. Rafter reviewed the detailed report of the first quarter of FY 14: Revenue was $7,357M compared to FYI Revenue at $6,709M, an increase of $658K. Expenses for FY14 were $4,982M, down $121K from FY13 at $5,103M. Debt Service has been lowered by nearly $100K. Mr. Rafter pointed out the Finance Department has begun reporting the General Fund Subsidy by Quarter showing $76,150 for the first quarter. 10.22.13 Airport Commission Minutes Page 3 of 6 100813 -1 FY15 Budget — Mr. Rafter began by announcing discussions have begun on the mechanism on how to pay back the General Fund explaining by leaving some level of subsidy in the budget, it makes it easier to repay. Mr. Rafter noted the major changes in the FYI budget are for Income, an increase in fuel sales, and for the Expenses, a significant decrease in Salaries. Mr. Drake noted there shouldn't be any excess in the fuel sales over the revolver for the V Quarter of FY13. Ms. Christ would add later in the meeting that this was contributable to a MUNIS posting error. Brief discussion took place on personnel settlements. Mr. Rafter reported finding out yesterday the State Senate was taking a vote on a Home Rule Petition involving the Fuel Revolver to remove it from the combined cap for the Town. Mr. Drake added waiting for Town Counsel to explain the reason why the excess funds in the Fuel Revolver can't be used at the end of the fiscal year for the Operating Budget as a safety net. Mr. Drake also asked how the roughly $250K excess in the fuel sales revolver can be applied to either to FY14 Fuel Revenue or applied elsewhere. Mr. Rafter added this was discussed with the Finance Department earlier who implied the fund balance would be applied to the Fuel Revolver through ATM reducing our required expenditure. 022513 -2 Master Plan & Sustainability Program — Mr. Rafter noted a progress report from Jacobs through July 26" was included in the packet. Current work includes compiling of financial data, GIS and surveying work. Jacobs has been asked to present an update at the November 121h meeting. The Advisory Group participants are nearly finalized and the first meeting is being planned for November 12'". 062513 -1 Re -Align & Widen Taxiway (Juliet) Connector Update — Mr. Rafter reported the work is complete and the FAA /DOT final inspection is in the process of being scheduled. Manager's Report Part H Other Project Updates • Passenger Facility Charge (PFC) — The FAA has approved moving forward with the User consultation meeting. • RW 6 PAPVREI S — The FAA has scheduled the work to take place the week of December 2 "". Noting this is during Christmas Stroll, the contractor is being instructed that no runway closures will be allowed during that weekend. • RW PAPI/REIIS — The FAA has not yet sent back response to our comments on the Reimbursable Agreement. RFPBID Status • The Fuel Supply RFP and Engineering RFQ are still in process. • The Town has anew Chief Procurement Officer, Heidi Bauer. The Airport will invite her to visit the Airport. • The Carbon Neutral RFP is complete and will be advertised beginning October 3& with Proposals due back on January 3, 2014. 10.22.13 Airport Commission Minutes Page 4 of 6 Operations Report • Tenant meeting is scheduled for October 20 • MassDOT may have funding available for apron rehabilitation. Jambs has been asked to identify our priority areas. • ARFF Training took place today. • Annual Driver Training is taking place tomorrow. • Have been reviewing different Automated Self Inspection Software and have chosen the preferred system. • Operations will be converting to digital NOTAMS (Notice to Airmen System). • An unexploded ordinance was found in the Bunker area. The State Police responded and detonated. A clause needs to be added to the Bunker Leases as well as notification to current tenants to address any future issues. Statistics — Mr. Sylvia reported: • Operations for September were 13,170. Down from September 2012 at 13,598. • Enplanements for September were 20,330. Up 4.53% over September 2012. • Freight for September was 197,415 lbs. Down 9.94% from September 2012. Mr. Drake asked that the Enplanement Report be included in the BOS presentation scheduled for tomorrow night Sub - Committee Reports Ms. Topham reported on the TON Personnel Compensation Committee's meeting which mostly discussed housing both in the public and private sector. Mr. Rafter added the question was raised as to if there were any Airport housing stipends to which the answer was no. The next meeting is scheduled for November 14`s. Commissioner Comments Mr. Gray expressed concern over the corroding housing of the ARFF Building generator. Mr. Drake asked if any feedback been received from the Town Auditors. Mr. Rafter answered no. Public Comments Ms. Christ asked if we should report three or six years of enplanement to the BOS. Mr. Drake responded six. At 6:15 PM, Mr. Gasbarro made a Motion to enter into Executive Session, not to reconvene to Open Session to review Executive Session minutes of 8/28/12, 9/18/12, 12/4/12, 12/11/12, 2/26/13, 4/23/13, 5/28/13 and 8/27/13 for possible release; and 9/10/13, 9/24/13, 10/8/13 for review and possible release, and to discuss strategy with respect to threatened litigation with respect to completion of the GA Building. The Chair has determined that an open session may have a detrimental effect on the litigation position of the Airport Commission. Second by Ms. Topham and Passed by the following roll -call vote: Chairman Drake — Aye Vim Chair Gasbarm — Aye Mr. Gray — Aye Ms. Topham —Aye Ms. Planter — Aye Meeting adjourned at 6:18 PM. 10.22.13 Airport Commission Minutes Page 5 of 6 q iui. fully submitted, V. Torres Recorder Master List of Documents 10/22113 Agenda including Exhibit 1 10/8/13 Draft Minutes Sullivan Tire Contract 10/13/13 email from DOT (Alicia Murphy) to Tom Rafter re UCP MOU SDO /OSD MOU GA Building Change Order Log dated 10/17/13 FA &A Change Order # 18 FA &A Change Order 423 FA &A Change Order #28 FA &A Change Order #27 Draft Amended 2013 Airport Rates & Charges FYI Quarterly Update as of 9/30/13 FYI Preliminary Budget Jacobs Master Plan Progress Report 6/29/13 — 7/26/13 Comm of Mass House Bill No 3626 (Fuel Revolver) dated 6/21/13 October Statistics 10.22.13 Airport Commission Minutes Page 6 of 6