CALL TO ORDER
Mr. Lee Lowder declared a quorum present and called the April 2009 meeting to order at 7:00 p. m.
MINUTES
After review of the minutes, a motion was made and passed unanimously to accept the minutes from the March 2009 meeting.
TREASURER'S REPORTS
Mr. Joe Love discussed the various accounts and financial statements for current year-to-date. Mr. Love stated that it appears that the airport has enough funds to make it to the end of year.
INVOICES
Mr. Joe Love went over the invoices for the month: Austin Electric $18,094.54 (MALSR Repair); Talbert & Bright $13,240.59 (Environmental Assessment), 16,368.97 (North Terminal); and Stevenson Tractor $1,431.32 (Repair and maintenance). A motion was made, seconded and passed unanimously to accept the treasurer’s report and the invoices for the month of March 2009.
COMMITTEE REPORTS
Capital Improvement Committee
Approval of CAA Workers Comp. Panel
Mr. Burke Craver discussed the new workers’ compensation panel of physicians. Mr. Craver stated that we have additions and deletions to the same group that we have been working with. VML sent us the updated list for approval by the board. Mr. Craver made a motion to approve the new list. After a short discussion, with Mr. Kevin Hubbard voiced a concern about the list having too many doctors on it, a motion was made, the motion was seconded and passed unanimously to accept the new panel of physicians.
LGIP
Mr. Burke Craver asked the chairman if he could proceed with a non-agenda item since the Finance committee now had the floor. Mr. Lee Lowder approved the change in agenda. Mr. Burke Craver passed out a LGIP summary that shows how the investments are being made. The finance committee recommends keeping the airport funds in this account. The chairman stated that the authority didn’t need to put it to a vote.
State Capital Improvement Program
Mr. Joe Love passed out the capital improvement program that he intends to submit to the state. We have to update any changes by the next meeting in May before we submit it to the DOAV conference in August for approval by the DOAV. Mr. Kurt Kennedy reviewed the changes that have to be made. Mr. Joe Love and Mr. Kurt Kennedy discussed the entitlement funds to help the airport grow in the future. A motion was made; the motion was seconded and passed unanimously to accept the capital improvement program for submission to the state as presented.
RFP for Engineering/Consultant Services
Mr. Joe Love passed out draft RFP’s to solicit for proposals engineering consultants. Mr. Kurt Kennedy voiced his disappointed in the engineer’s performance lately. Mr. Love stated that we make a short list of three firms and have the entire authority make the decision on which engineering company the airport should use. Mr. Love suggested that the engineering company’s that will make the list should make a presentation to the authority for consideration. Mr. Love stated that the FAA has some guidelines that we should follow based upon the capabilities of the company not the pricing that may be available. Mr. Love stated that he has given the members a copy of the FAA circular. A motion was made; the motion was seconded and passed unanimously to solicit proposals to answer the RFP. Mr. Tom Love asked how we would evaluate these people. Mr. Joe Love stated that we could make a list of criteria that and weight the criteria as to importance to the board. Discussion among the board members on how to accomplish the evaluation then ensued. Mr. Herb Perlin stated that he nor anyone else that he knows is unhappy with the current engineers. It is only good business practice to look into this every so often.
Sign Proposal
Mr. Love stated that we have our reserve fund to help us pay for the authority signage. Mr. Love stated that he has sent a message to Dr. Meyer about trying to get any leftover funds from the small department grant fund that the city maintains. Mr. Love stated that he has not had a response from Dr. Meyer. Mr. Love discussed the easement that the sign will be on. Mr. Love discussed the sign proposals that we have right now and is trying to get a better price for creating the sign. The input from the committee was that the sign was too tall and too big. Mr. Love asked the vendor to re-design the sign to meet those specifications with a better price. Mr. Kurt Kennedy stated that the intent is to have a second sign with only the tenant names closer to the airport. Mr. Love discussed the lighting options for the signs. Mr. Love stated that the lighting could be paid with 80% state funds. Mr. Tom Love stated that the tenant names should not be on the main sign but on a sign nearer the terminal. Mr. Joe Love stated that he would get quotes based on that suggestion.
OLD BUSINESS
Pender & Coward Invoice
Mr. Joe Love discussed the invoices received from Pender & Coward. Mr. Lee Lowder stated that Pender & Coward weren’t supposed to submit the invoice to us, that they should be submitted through the agreed upon process and that the invoice had been forwarded to Pat O’Donnell.
Frank Williams Sewerage Agreement
Mr. Joe Love discussed the inputs that he received on the Sewerage Agreement and passed out the latest draft and changes to the agreement for the committee to review as well as the original so that the changes are easier to determine. Mr. Love and Mr. Dick Browner discussed the changes that have been made to the document with the authority. Discussion about the changes and the project was held by the authority members. Mr. Love recommended that this draft be approved based upon the recommendation of the authority’s council, Bob Powell. A motion was made; the motion was seconded and passed unanimously to approve the draft agreement. Mr. Tom Love asked Mr. Browner if they needed a letter from the authority supporting their re-zoning. Mr. Browner stated that would be very helpful
CAP Agreement
Mr. Joe Love discussed the CAP agreement. Mr. Love stated that the CAP had a lawyer review the agreement and the lawyer had two areas that were objectionable. The signature line asks for a personal guarantee and in paragraph 6 and 13, we talk about indemnification agreements. By Air Force regulation, the CAP is not allowed to provide indemnification agreements. The CAP did agree to provide a $1 million dollar policy in place of the indemnification agreement. Mr. Love recommended that we approve the changes to the lease as discussed. A motion was made; the motion was seconded and passed unanimously to accept the lease as amended.
NEW BUSINESS
New Tenant/SASA Agreements – Suite 2
Mr. Joe Love passed out a copy of a lease agreement with a possible new tenant for our offices. This tenant would require some changes to the lease to make it agreeable for them to sign such as making a one year lease instead of a two year lease. The representative for this possible new tenant is Greg Loughran. Mr. Love stated that he had thought they had finalized the lease and was going to recommend approval for this lease but the tenant’s main office had some concerns so we will have to wait until the tenant has agreed to a final lease. Mr. Love stated that he will bring it back to the authority if an agreement can be reached.
TALBERT & BRIGHT REPORT
Terminal Building Phase II
Mr. Steve Peterson stated that they were wrapping up the Terminal Building Phase II project. The contractor is finishing up the last pay request and that by next meeting the project should be closed.
VPDES Permit
Mr. Steve Peterson stated that they are working on updating the permit in for the waste water treatment plant for DEQ. They have already had the lab come out and do their testing.
FBO REPORT
Mr. John Beaulieu stated that business is down 40%. Corporate traffic continues to drop off here at the airport. Flight school is down 30% but Horizon is doing some marketing to correct that. Mr. Beaulieu stated that he may have another jet coming to the airport to hangar in his corporate hangar space. Mr. Joe Love had referred the owners to Mr. Beaulieu to talk about renting space. Mr. Beaulieu stated that they should be moving into their new space soon. Computer and phone lines have been installed. He stated that they are waiting on the tile. Mr. Kurt Kennedy stated that the lease was signed March 1, 2009 and he wanted to know why the FBO wasn’t in the terminal building as of the start of the lease. Mr. Beaulieu stated that he didn’t feel that the FBO or the airport had lost any customers based on the fact that they didn’t have a representative in the terminal building. Mr. Kennedy stated that he had been in a meeting here at the airport and a customer was trying to find someone to help him in locating the FBO. Mr. Kennedy stated that he feels that the counter should be manned regardless of the FBO’s status in moving into the space. Mr. Beaulieu stated that they would be moving in as fast as they can and hope to be in by the end of the month. Mr. Lee Lowder stated that he would also like someone in the terminal building. Mr. Lowder stated he would like to have a set date as to when the terminal building will be manned by the FBO. Mr. Herb Perlin stated that he had attended the meeting with Mr. Kennedy and also was concerned that this customer had no one to help him. Mr. Lowder stated that he wanted to be sensitive to the problems that they FBO were having but felt that we do need to have a set date for the FBO to be moved in. Mr. Beaulieu stated that signage may be the problem why people can’t find the FBO. Mr. Lowder stated that although that is a valid issue, the authority would like to know that the FBO will be moved in by the 1st of the month.
Mr. Kurt Kennedy discussed the appearance of the property owned by B&J and wondered if we can ask the property owners to put up some kind of privacy fence to enhance the appearance of the area. Mr. Joe Love stated that he will review the deed restriction to see if there is something we can do to have them clean up their area. Mr. Lee Lowder recommends that Mr. Love give the owners a call about the situation.
AIRPORT MANAGERS REPORT
Wright Roofing
Mr. Joe Love stated that A-1 Sewer & Drain is schedule to turn off the sewerage to Wright Roofing tomorrow. Mr. Tom Love asked how much that is going to cost. Mr. Joe Love stated that it will probably cost from $600 to $1,000 for installing a cut-off valve. Mr. Love stated that Mr. Wright’s attorney has given approval to go on his property to complete the work. Mr. Joe Love discussed Mr. Wright’s judgment and the status of the claim.
CHAIRMAN'S REPORT
Mr. Lee Lowder feels that the airport has some alternative to the fire suppression system. Mr. Lowder stated that he needs the profile on what is needed for the lines of the system. Mr. Lowder will look for more information and other solutions on this subject.
COMMENTS
Mr. John Beaulieu asked if we can get a back-up generator. Mr. Love stated that he will look into it with the state.
EXECUTIVE SESSION
Mr. William V. Gordon, III. made a motion, seconded and passed unanimously to assemble informally to meet with legal counsel in a closed meeting in accordance with the Virginia Freedom of Information Act, Section 2.2-3712.A,paragraph 3 attached hereto and made a part hereof.
Mr. William V. Gordon, III. made a motion, seconded by Mr. Julian Jackson and passed unanimously to adjourn the Executive Session in accordance with the resolution as indicated on Form II of the Virginia Freedom Information Act, Section 2.2-3712 attached hereto and made a part hereof.
ADJOURNMENT
There being no further business, a motion was made, seconded and passed unanimously to adjourn the meeting.
Leander M. Lowder, III
Chairman
The minutes are summary in nature and are not intended to be an exact transcript of the proceedings. The Authority maintains an audiotape of the meeting.
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