HomeMy WebLinkAbout2014-1-14Town of Nantucket RECEIVED
NANTUCKET MEMORIAL AII2P�T
14 Airport Road 2014 FE E'1 10 29
Nantucket Island, Massachusetts 0'+ 514(UGKETT0Wl4 CLERK
A
COMMISSION ME
January 14, 2014
Thomas M. Rafter, Airport Manager
Commissioners
Phone: (508) 325 -5300
Daniel W. Drake, Chairman
Fax: (508) 325 -5306
Arthur D. Gasbarro, Vice Char
David C. Gray, Sr.
Audrea N. Planer
Jeannette D. Topham
AIRPORT
ETING
The meeting was called to order 4:03 PM by Chairman Daniel W. Drake with the following
Commissioners present, David C. Gray, Sr., Andrea N. Planer and Jeanette D. Topham. Vice
Chair, Arthur D. Gasharro participated remotely by phone due to geographical distance.
The meeting took place in the P` Floor meeting room at the Public Safety Facility, 4 Fairgrounds
Rd.
Airport employee present was Thomas M. Rafter, Airport Manager.
Also present was Attorney David Jenkins from Legal Counsel's office.
Ms. Topham made a Motion to enter into Executive Session, to reconvene in Open Session, to: a)
conduct strategy with respect to collective bargaining where if held in open session, may have a
detrimental effect on the bargaining position of the Commission; b) to discuss strategy with respect
pending litigation on a personnel matter. The Chair has determined than an open session me have
detrimental effect of the litigation position of the Commission; c) to consider the purchase,
exchange, lease or value of real property and to discuss pending litigation for Gatto vs. Town. The
Chair has determined that an open session may have a detrimental effect on the
negotiation/litigation position of the Commission; d) to review Executive Session minutes of
8/28/12, 9/18/12, 12/4/12, 12/11/12, 2/26/13, 423/13, 5/28/13, 8/27/13, 9/10/13, 9124/13, 1018/13,
10/22/13 and 11/12/13 for possible release, and 12/10/13 for review and possible release; and e) to
discuss strategy with respect to pending litigation with respect to the completion of the GA
Building. The Chair has determined than an open session may have detrimental effect on the
litigation position of the Airport Commission. Second by Ms. Planer and Passed by the following
rollcall vote:
Chairman Drake — Aye
Vice Chair Gasbarro —Aye
Mr. Gray —Aye
Ms. Topham —Aye
Ms. Planer —Aye
Open session reconvened at 5:10 PM
Mr. Jenkins was no longer on the phone
Airport employees Noah Karberg, Environmental Coordinator, David Sylvia, Training &
Compliance Officer and Ashley Christ, Business Manager joined the meeting.
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 11/26/13 Minutes. Second by Mr. Planzer and Passed
by the following roll -call vote:
Chairman Drake — Aye
Vice Chair Gasbarm —Aye
David C. Gmy, Sr. — Aye
Andrea Planer— Aye
Jeanette Topham — Aye
Mr. Drake reported the 12/10/13 Minutes were not finalized.
Ms. Topham made a Motion to ratify the Warrants of 12/18/13 and 1/8/14. Second by Ms. Planar
and Passed by the following rollcall vote:
Chairman Drake — Aye
Vim Char Gasbarm —Aye
Andrea Planer— Aye
Jeanette Topham — Aye
David C. Gray, Sr. — Abstained
Public Comment
None.
Pending Leases & Contracts
Mr. Rafter noted the GJ Smith Bunker Parcel Lease is still pending as Legal Counsel has not yet
provided their comments on the proposed revisions. Additionally, Mr. Rafter added, there is an
open question as to the use of the lot proposed in the response to the RFP vs. the use of the lot in
the draft Lease indicating the change of use may not be allowable per the Procurement Laws.
Mr. Drake suggested reviewing the 1/14/14 email from Rod Allred of Tom Key Storage, an
associate of GJ Smith Inc. to keep the process moving forward while waiting for Legal Counsel's
comments.
The email reviewed the items previously discussed at the 11/26/13 Commission Meeting:
• In lieu of annual CPI increases, a constant 3.5% annual increase. After discussion the
Consensus of the Commission, subject to Counsel's approval, agreed to the annual 3.5%
increase for the fast 15 years and the then current annual CPI for my renewal term.
• Delay of Lease payments six (6) months from Lease signing date. After discussion, mostly on
the needs for consistency, the majority consensus of the Commission was that lease payments
would begin when lease is signed.
1. 14.14 Airport Commission Minutes Page 2 of 8
Utility investment reimbursement from future tenants tying in to improvements. Mr. Allred
indicated it was approximately 1400 feet for a water connection and slightly less for power.
Discussion led to the Commission expressing its view that any future Request for Proposals for
additional tenants wanting to utilize the utility would be required to pay a portion of the cost to
the Lessee making the initial investment. Any existing tenants should be approached as well.
Mr. Rafter agreed to confer with Legal Counsel and the Water Company on how utility sharing
has or can be handled.
Lesson requests that all structural improvements above ground remain property of the tenant.
After brief discussion it was agreed, noting at the end of the term, the Commission may require
to tenant remove all structures and restore lot to pre-build condition.
Required environmental inspection prior to Lease signing be at the at landlords expense. Mr.
Rafter noted the study was completed by the Airport already and will provide a copy.
Discussion moved to exterior lighting both in the sense on local ordinance as well as FAA
requirements with Mr. Allred agreeing to comply with any requirement.
Mr. Rafter presented amendments to two (2) Mass DOT Grants for approval:
• Runway 6/24 HHtLS, Airfield Guidance Signs, Wind Cone and Segmented Circle - Mr.
Rafter indicated this is an extension of the date only to process the final payment.
• RaAlign and Widen Taxi Connector —Mr. Rafter indicated the change is to accommodate
the change order of the repainting of the Runway 15/33 taxiway edge lines.
Mr. Gray made a Motion to accept both MassDOT Grant amendments, noting the correction
needed to the Airport Manager's name on the Runway 6/24 document. Second by Ms. Planzer and
Passed by the following roll -call vote:
Chairman Drake — Aye
Vice Chair Gasbarro —Aye
Mr. Gray — Aye
Ms. Topham — Aye
Ms. Phurzer —Aye
An Assumption of ATM Lease from Santander Bank (aka Sovereign Bank/Nantucket Bank) to
Blue Hills Bank — Mr. Rafter explained the Assignment will continue the lease on a month-to-
month basis until the ATM spaces are placed out to bid as required. Ms. Topham made a Motion
to approve the Assumption of the ATM Lease. Second by Ms. Planter and Passed by the following
roll -call vote:
Chairman Drake — Aye
Vice Char Gasbarro — Aye
Mr. Gray —Aye
Ms. Topham — Aye
Ms. Planzer — Aye
An Amendment to the World Fuel Services Contract for the purchase of aviation fuel supply to
extend the 1/31/14 expiration date to 2/28/14 to accommodate the re- advertisement of the RFP.
Motion made by Ms. Planzer. Second by Mr. Gray and Passed by the following rollcall vote:
Chairman Drake —Aye
Vice Chair Gasbarro —Aye
Mr. Gray — Aye
Ms. Topham — Aye
1. 14.14 Airport Commission Minutes Page 3 of 8
Ms. Planzer — Aye
Pending Matters
021213 -2 Air Traffic Control Tower (ATCT) Rehabilitation:
• RFQ Status - Mr. Rafter reported receiving comments from the FAA on the draft Request for
Qualifications (RFQ) for Architectural/Engineering Design and Construction services. Their
comments are being incorporated before sending to Chief Procurement Officer for review.
• Flat Roof Building — Mr. Rafter reported using the existing FBO as temporary FAA offices
during the ATCT rehabilitation.
• Reimbursable Agreement for Preliminary Design Services for Temporary (Mobile)
ATCT - Mr. Rafter presented the Reimbursable Agreement with the FAA for the preliminary
design of the mobile ATCT. Mr. Rafter indicated the funds are in place and this agreement
guarantees the Airport will reimburse the FAA for this portion of the project. Motion by Ms.
Topham to approve the Reimbursable Agreement. Second by Ms. Planzer and approved by
the following roll -call vote:
Chairman Drake — Aye
Vice Chair Gasbarro —Aye
Mr. Gray —Aye
Ms. Topham — Aye
Ms. Planzer —Aye
062513 -3 Noise Abatement — Mr. Rafter presented the Noise Complaint summary for December
reporting a total of four (4) complaints, two of which were out -of- corridor.
070913 -1 TON Memorandum of Understanding (MOU) —Mr. Rafter reported meeting with the
Chief Procurement Officer on two occasions to discuss the parameters but does not have any hard
copies changes to present as yet.
Finance
111213 -2 Fuel Revolver /100513 -1 FY2015 Budget Revision - Mr. Rafter reported receiving
verification earlier in the day from Legal Counsel and Dept. of Revenue (DOR) that excess revenue
from the FY 13 Fuel Revolver can be transferred to the Operating Budget through a positive Annual
Town Meeting (ATM) vote.
Mr. Rafter recommended leaving $50K in the Fuel Revolver (FR) as seed money for FY15 and
through Town Meeting transferring the remaining funds of approximately $219K to the FY15
Operating Budget. Mr. Rafter reminded the Commission the FY 15 Budget was adopted with the
intent to amend once the status of the FR was clarified. Mr. Rafter explained the $50K seed money
would cover the first delivery of fuel in FY 15. Motion by Ms. Plaozer to approve Mr. Rafter's
recommendation. Second by Ms. Topham and Passed by the following roll-call vote:
Chairman Drake —Aye
Vice Char Gasbarro —Aye
Mr. Gray —Aye
Ms. Topham — Aye
Ms. Plaazer —Aye
L 14.14 Airport Commission Minutes Page 4 of 8
011414 -1 Audit Management Letter —Mr. Rafter reported receiving the draft Audit Management
Letter and we have provided comments. At the Audit Committee meeting held earlier in the day,
Mr. Rafter was pleased to hear Airport Revenue is accurate but work needs to be done on our Assets
ledger, Capital and Receivable side. Mr. Rafter attributes the findings to miscommunications,
change of personnel and re- alignment with the Finance Department at the beginning of the Fiscal
Year; but adds significant improvement has occurred as the year progressed.
Mr. Drake noted having made a statement at the Audit Committee meeting that the findings
mentioned in the in the Management Letter could have been addressed much sooner than FY13
should the prior audit firm had been more thorough. Mr. Drake added the Auditor did mention
they were pleased with the Airport's current procurement process and agreed to interview Mr.
Rafter and the Chairman during next year's audit.
011414 -2 FY14 Quarterly Update — Mr. Rafter presented the FY14 second quarter update which
he will present to the Board of Selectman at then 1/22/14 meeting. Mr. Rafter indicated although
the report shows a surplus of approximately $700K over FY13 for the same period, due to timing
of some transactions being posted; the surplus is more like $500K over last year and is before any
subsidy from the Town or Retained Earnings.
011414 -3 Recap of 1/7/14 FinCom Meeting —Mr. Rafter indicated the FinCom expressed concern
over applying all of FY13 Retained Earnings towards the Budget. Mr. Rafter explained by
managing the budget closely we will hopefully not have to use all of it reminding the Commission
in the FY13 budget, we had applied $1.3 in Retained Famings, but actually used $320K.
The other concern expressed by FinCom was predicting the FAA approval of the Passenger Facility
Charge to produce $600K of income. Mr. Rafter did explain if the application is not approved, the
Airport will have to ask the Town for a subsidy but added not ever hearing of an application that
was not approved.
011414 -4 Warrant Approval Procedure Change — Mr. Rafter explained as part of the Audit
Management Letter recommendations, the approval procedure for the signing of the Warrant will
include a table of the batch totals so that each Commissioner will note which batches were included
the Warrant is reviewed. This is to identify any batches that may have been added after some
signatures have been obtained. Additionally, the time period for reviewing the Warrants will be
shortened to one day to alleviate batches being added.
Ms. Topham requested receiving the Warrant schedule.
011414 -5 Airport Cooperative Research Program (ACRD) Grant Funding Proposal - Mr.
Rafter explained the ACRP works under the Transportation Research Board which falls under the
Academy of Science and is funded through the FAA with approximately $20M per year. The FAA
solicits Problem Statements from airports and if the statements are applicable for multiple airports,
the FAA will rank priority and solicit consultants to study and address possible solutions. The FAA
has currently issued an RFP for which Mr. Kmberg would like to submit a proposal for.
Mr. Karberg presented the RFP for ACRD- 02 -50 `Driving Benefits from Alternative Aircraft -Taxi
Systems noting Nantucket currently ranks 410 in longest average aircraft taxi out times, due to
delays at destination airports. Mr. Karberg explained the benefits of research and development of
an alternative aircraft taxi system would be fuel savings to the airlines and noise and emissions
reduction for airports.
1.14.14 Airport Commission Minutes Page 5 of 8
Mr. Karberg feels this is a good opportunity for Nantucket to participate in conjunction with the
Carbon Neutral program. The funding if awarded would be $300K over the next 18 months. Mr.
Karberg further explained this stage of the program doesn't implement the technology. It is to
looking at ways to evaluate the technology to develop specific defensible benefits. Mr. Karberg
requests the Commission approval to participate in the program.
Mr. Drake read the letter prepared and addressed to Christopher Jenks, Director of the Cooperative
Research Programs at the Transportation Research Board approving Mr. Karberg participation.
Mr. Rafter interjected he encourages Mr. Karberg to participate as long as it does not hinder his
other duties and is authorized by Procurement. Mr. Gray made a Motion authorizing Mr. Drake to
sign the letter. Second by Ms. Planzer and Passed by the following roll -call vote:
Chairman Drake —Aye
Vice Chair Gasbarro — Aye
Mr. Gray —Aye
Ms. Topham —Aye
Ms. Pla izer — Aye
022613 -2 Master Plan & Sustainability Program Update — Mr. Rafter reported meeting with
Jacobs to review the Master Plan draft submittals on the forecast analysis, financial analysis and
noise work tasks. Mr. Rafter and Jacobs concurred the work done on the financial analysis is
incomplete and Jacobs will review with the sub - consultant to revise. Mr. Rafter also asked Jacobs
to revise their forecast analysis to include the impact of Jet Blue on the Boston market.
The next Advisory Working Group meeting will take place sometime in February. The Draft
Meeting Summary of the November 12, 2013 meeting was provided along with the comments from
some of the group members including suggestions to revise the Airport's Mission Statement.
Mr. Rafter noted he is drafting a Business Plan which he hopes to present at a near future meeting.
Manager's Update
Other Project Updates
• Passenger Facility Charge (PFC) — Mr. Rafter noted the Airline comments submitted are
included in the packets. A draft PFC Application is expected from the consultant in the next
few days.
• Runway 6 PAPI installation is complete.
• Runway 15/33 REUS/PAPI installation is still pending.
RFP/Bid Status
• Carbon Neutral Proposals are due January 171'.
• RFQ for Air Traffic Control Tower is being finalized.
• Engineering Proposals have been received and are being evaluated.
• Aviation Fuel Proposals are due January 20.
Operations
• Airport Town Meeting Articles include the Operating Budget, Capital Expenses, Budget
Transfers, Fuel Revolver, rescinding of unneeded Borrowing Authorities, Collective
Bargaining and the Home Rule Petition (HRP) to remove the cap on the Fuel Revolver. Mr.
Drake interjected the HRP may not be needed if the State Legislation has passed.
• The Accounting Offices have moved over to the new building. The FBO staff will move later
in February.
1.14.14 Airport Commission Minutes Page 6 of 8
• MassDOT has notified the Airport of some available funding for equipment; however, the
equipment must be on site by June 30, 2014. Mr. Rafter spoke with the Town Treasurer on
the timing of the borrowing who indicated there shouldn't be a problem. Grant applications
are being prepared to submit to MassDOT.
• Mr. Rafter handed out changes made by Legal Counsel on the Taylor hangar Lease
Assignment to Marine Lumber, addressing the Probate concerns from the original document.
Mr. Drake noted the Commission initially approved the Assignment at their October 30, 2013
meeting pending receipt of the Estate paperwork. Mr. Drake suggested the changes be
reviewed and held until the next meeting.
Mr. Rafter gave an update on the status of the GA Building punch list noting the lighting sensors
have been adjusted and are working well. Mr. Rafter noted the Contractor has only 45 days to
complete the punch list and has asked the Architect to update the list and advise how many days
are left. Mr. Rafter added the value of the punch list items not complete within the 45 days will
be deducted from the final payment.
Statistics
Mr. Sylvia reviewed the November 2013 statistics:
• Operations for November were 7,532, down 12.66% compared to last November 2012 at
8,624
• Enplanements for November were 7,717, down 8.95% compared to November 2012 at 8,476
• Freight for November was 15 0,13 3 Ibs, down 10.74% from November 2012 at 170,008 lbs.
Mr. Drake requested only fiscal year statistics be reported beginning with January's presentation
Brief discussion took place regarding boat traffic noting the Steamship Authority indicates the slow
ferry is down 2.1% but the fast ferry is up 11.5 %.
Sub - Committee Reports
None.
Commissioner's Comments
None.
Public Comment
None.
Having no further business, Ms. Topham made a Motion to adjourn. Second by Mr. Gray and
Passed by the following roll -call vote:
Chairman Drake —Aye
Vice Chain Gasbarro — Aye
Mr. Gray —Aye
Ms. Topham —Aye
Ms. Planzer —Aye
Meeting adjourned at 6:51 PM.
1. 14.14 Airport Commission Minutes Page 7 of 8
Respectfully submitted,
ut, JJ-
Ashley Christ, Recorder
Master List of Documents Used
1/14/14 Agenda including Exhibit 1
11/26 /13 Draft Minutes
GJ Smith Inc. Lease Building Plans
1/14/14 Email from Allred to Christ; Subject: TumKeyStomge — Nantucket— Airport Lease Agreement
MassDOT Standard Contract —`Re -Align & Widen South Apron Taxiway Connector"
MassDOT Standard Contract — "Replace RW 6/24 HIRLS, Afield Guidance Signs, Wind Cone"
Assignment of ATM Lease — Santander /Sovereign bank to Blue Hills Bank
Page 2 of the 112/13 Commission Minutes referencing World Fuel Services Contract Amendment
FAA Non - Federal Preliminary Design Reimbursable Agreement re Mobil Air Traffic Control Tower
December Noise Complaints
1/9/14 email from Roselli to Christ; Subject: Response to Management Letter
Management Letter Response #2
Draft 2 of the Town of Nantucket Management Letter dated 6/30/13
FY2014 2" Quarter Update a/o 12/31/13
124113 Draft letter from Drake to Jenks re ACRP 02 -50 Alternative Aircraft -Taxi System
ACRP 02 -50 RFP did 1126/13
ACRP Power Point Presentation
11112/13 Master Plan Working Group Draft Meeting Summary
Working Group Comments emails
Cape Air PFC Comment letter did 12/30/13
Island Airlines PFC Comment Letter dtd 12/31/13
Assignment & Assumption of Taylor Hangar Revised (Handout)
November 2013 Statistics
1.14.14 Airport Commission Minutes Page 8 of 8