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GAINESVILLE-ALACHUA COUNTY REGIONAL AIRPORT AUTHORITY Thursday, July 17, 2003 - 5:00 p.m. Gainesville Regional Airport Passenger Terminal – Restaurant Monthly Meeting AGENDA CALL TO ORDER BY THE CHAIR ROLL CALL DETERMINATION OF A QUORUM APPROVAL OF MEETING HIGHLIGHTS The Airport Authority will review and approve the GACRAA monthly meeting Highlights of June 19, 2003. Recommendation: Motion to approve the meeting Highlights of June 19, 2003, and authorize the Chair and Secretary/Treasurer to execute the document on behalf of the Airport Authority. ADOPTION OF AGENDA Citizens Input – Non-Agenda Items Airport Authority Input – Non-Agenda Items Consent Agenda – None 1. Amendment No. 1 to Fiscal Year 2002 Airport Improvement Program Grant from the FAA 2. In-Kind Exchange of Advertising with UF Phillips Center for the Performing Arts 3. Therapeutic Massage Concession Agreement Airport Business: 1. Information Items Project Summary Passenger / Cargo Statistics Fuel Statistics 2. Finance Report 3. Task Order for Ramp Rehabilitation & Runway 6 PAPI Replacement Design and Specification 4. Task Order for Apron Rehabilitation Project Testing 5. Task Order for Conceptual Design of an Expanded FedEx Facility 6. Refinancing of Debt Associated with FBO Leasehold Acquisition 7. Federal Funding Advocacy Request for Qualifications 8. By-Laws Committee Report Proposed Changes to the By-Laws Tenant Reports Airport Authority Attendance Adjournment DRAFT Page Number 1 GAINESVILLE-ALACHUA COUNTY REGIONAL AIRPORT AUTHORITY MONTHLY MEETING Highlights Airline Terminal - Restaurant Thursday, June 19, 2003, 5:00 p.m. Call to Order by the Chair Chair Bainter called the meeting to order at 5:02 p.m. Authority Members Present at Roll Call: Pat Bainter, Billy Brashear, C.B. Daniel, Jim Gallagher, Jon Morris, Jim Stringfellow, Bob Todd and Marilyn Tubb. Janice Honeyman-Buck was excused. Determination of a Quorum It was determined that a quorum had been reached. Approval of Meeting Highlights of May 15, 2003 Mr. Stringfellow moved to approve the meeting highlights of May 15, 2003. Mr. Daniel seconded the motion. Motion passed. Adoption of the Agenda Mr. Stringfellow moved to adopt the agenda. Mr. Daniel seconded the motion. Motion passed. Citizens Input – Non-Agenda Items Mr. Jay Curtis, University Air Center General Manager, reported that he hired a new Operations Manager. Mr. Stringfellow suggested that Mr. Curtis provide an update each month regarding University Air Center. Mr. Crider noted that Mr. Curtis could provide an update during the “Tenants Reports” section of the meeting agenda. Airport Authority Input – Non-Agenda Items - None Consent Agenda A Site Contract between Gainesville - Alachua County Regional Airport Authority and Cole Bros. Circus, Inc. d.b.a Clyde Beatty-Cole Bros. Circus was approved with the adoption of the agenda. This agreement provides for the rental of a parcel of Airport property by the Clyde Beatty-Cole Bros. Circus for a circus event on September 27, 2003 and September 28, 2003. Airport Business: Information Items Mr. Crider reported that there have been no changes in TSA staffing levels since his last report. DRAFT Page Number 2 Mr. Dexter Jones, R.W. Armstrong, Inc., reported that his firm is very close to completing the design of the runway 10-28 rehabilitation project,, and the design of the drainage ditch enclosure between runway 10-28 and taxiway E. He reported that the bid solicitation will be published on June 29 with a bid closing date of July 30. He stated that construction would take approximately sixty (60) days to allow time for contractors to position equipment and material. The actual runway closure would be for a five (5) day period beginning on a Sunday evening and opening on a Thursday morning with a continuous paving operation. His firm has been coordinating the runway closure timelines with the Airlines. He stated that the project would begin in September, with a runway closure in mid-October. Mr. Jones reported that the project would be bid as follows: a. Base Bid – Runway 10-28 Rehabilitation b. Bid Alternate No. 1 – Drainage Improvements c. Bid Alternate No. 2 – Terminal Apron Repair d. Bid Alternate No. 3 – Reconstruct General Aviation Ramp Mr. Crider recommended that the Facilities and Planning Committee meet to consider the details of the runway project. Mr. Crider reported that the Port-A-Port project hasn’t been closed out but that he hopes for closure within thirty (30) days. Mr. Crider reported that the Fencing / Access Control Project is moving toward closure. The contractors and staff are trying to resolve lightning and power surge problems, some of which are exacerbated by old cabling. Mr. Crider stated that the Master Plan Update is moving forward and that Working Paper # 1 would be available to the Technical Advisory Committee (TAC) and Policy Advisory Committee (PAC) next month. Mr. Crider reported that the FAA recognized the contract air traffic control tower for reaching the milestone of five (5) years without an operational error. Dr. Gallagher recommended that the Authority write to the air traffic control tower contractor to congratulate and thank the personnel for reaching this milestone. Mrs. Tubb recommended writing a congratulatory editorial letter for publication in the local newspaper. Referencing enplanement data, Mr. Crider reported that year-to-date (January – May 2003) passenger traffic was down 6% compared to the same period in 2002. He reported that in conversations with airline representatives at the ACI-NA meeting earlier in the month, the overall feeling among the airlines was that traffic was beginning to pick up. In response to a question from Dr. Morris, Mr. Crider reported that a new RFP for a consolidated communications tower will be prepared in accordance with Master Plan Update recommendations. DRAFT Page Number 3 Dr. Morris noted that General Aviation traffic is down 11% and suggested that the Authority consider ways to increase GA traffic. Finance Report Mr. Gordon Rowell, Finance Manager, stated that fuel figures for April have not been received from Flightline Group but are expected to be reported shortly. Mr. Rowell reported that the Authority’s bank balance as of May 31, 2003 was slightly higher than the previous month end, but that the Airport’s cash balance is still considerably lower than in recent years. He reported that the primary cause is the expiration of a PFC program and the cost overruns associated with recent capital projects. He stated that staff is reconciling the cost overruns on the GA Ramp and Lighting projects with the FAA. Mr. Rowell stated that PFC funds, which the Airport began collecting January 1, 2003, will also improve the cash situation. In addition, he stated that the Airport will soon draw against Florida Department of Transportation grants. He noted that the Finance and Operations Committee would report on staff’s recommendation to redeem $110,000 in strip notes associated with the Gum Root Swamp; the State has forgiven this debt. Mr. Rowell presented a Rental Car Revenue report which shows 6.28% growth in revenue to the airport for year-to-date 2003 (January – April) versus the same period last year. Task Order # 3 with R.W. Armstrong, Inc. Mr. Crider reported that engineering consultant R.W. Armstrong, Inc., has submitted Task Order #3 to provide engineering services associated with Runway 10-28 Pavement Rehabilitation Design and Specification. Among the services included in this Task Order are: Coordination of project design, project coordination and progress reporting. Preparation of plans for the R/W Rehabilitation including project specifications, marking and grooving plans, pavement plans for the runway and connecting taxiway transitions. Preparation of the bid documents, advertisement of the bid, evaluation of the bid responses, and recommendation on awarding the project. Preparation of FAA 7460-1 Notification of Construction, and FAA and FDOT grant application documents. Preparation of safety phasing plans for the runway rehabilitation. The fee for these services is $180,500. FDOT has awarded a grant for 50% of the local match, up to $100,000 and an FAA grant for 90% reimbursement of Task Order #3 efforts is anticipated. Design and bidding of this work is prerequisite to receiving FAA grant funds this fiscal year. DRAFT Page Number 4 Dr. Morris moved to approve Task Order # 3 as presented and to authorize the Director of Aviation to execute the Task Order on behalf of the Authority. Mrs. Tubb seconded the motion. Motion passed 8-0. Task Order # 4 with R.W. Armstrong, Inc. Mr. Crider stated that engineering consultant R.W. Armstrong, Inc., has submitted Task Order #4 to provide engineering services associated with Runway 10-28 Ditch Enclosure Design and Specification. Among the services included in this Task Order are: Coordination of project design and project coordination with subcontractor Eng-Denman & Associates for surveys and permitting. Preparation of plans for the ditch enclosure. Preparation of project specifications. Preparation of safety phasing plans for the ditch enclosure and taxiway crossings. The fee for these services is $64,500. An FAA grant for 90% reimbursement of Task Order #4 efforts is anticipated. Design and bidding of this work is prerequisite to receiving FAA grant funds this fiscal year. Mr. Stringfellow moved to approve Task Order #4 as presented and to authorize the Director of Aviation to execute the Task Order on behalf of the Authority. Dr. Morris seconded the motion. Motion passed 8-0. Endorsement of FAA T/W 10-28 Outer Marker Lease with City of Gainesville Mr. Crider reported that the City leases approximately 1.03 acres to the federal government for the location of a non-directional radio beacon (ILS Outer Marker) for airport navigation. The current lease expires on June 30, 2003. The FAA would like to replace the expiring lease with a new one which will start July 1, 2003 and can be renewed through September 30, 2022. The new lease has been reviewed by both the City Attorney and the Attorney for the Airport. Mr. Crider recommended that the Authority endorse the lease so that the City Commission can take action on it. Dr. Morris moved to endorse Federal Aviation Administration Lease No. DTFA06-03- L-04083 and to request that the Gainesville City Commission approve and execute said lease agreement. Mrs. Tubb seconded the motion. Motion passed 8-0. Fuel Farm RFP Dr. Morris reported that the General Aviation Committee discussed the management and operation of the Airport’s fuel farm. The committee recommends entering into a short term contract with a fuel farm management firm. He noted that the proposed Fuel Farm RFP was provided in the agenda packet. Dr. Morris moved to direct the Director of Aviation to advertise and solicit proposals from parties interested in operating GACRAA's fuel system at Gainesville Regional Airport on behalf of the Authority on a short term basis. Mrs. Tubb seconded the motion. Motion passed 8-0. DRAFT Page Number 5 Mr. Crider stated that he feels that it would be more cost effective to contract for the management of the fuel farm than to continue with the Airport’s direct management of the system. Personnel and Salaries Advisory Group The Personnel and Salaries Advisory Group met on June 12, 2003. Mr. Bainter noted that three (3) months ago, the Authority considered a salary increase for the Director of Aviation and recommended the establishment of an evaluation mechanism which was consistent with the goals of the Authority. Mr. Bainter explained the “Personnel Goals” material which was distributed in the agenda packet. He opened the floor for discussion of the Personnel Goals, which included goals, objectives and specific efforts to be considered in evaluating the Director’s performance. In response to a question from Dr. Gallagher, Mr. Bainter stated that the goals were not weighted relative to each other, but were listed in order of prioritization. Dr. Gallagher noted that some of the specific actions for this current evaluation period have already been accomplished and suggested that they should be reconsidered. Mr. Daniel stated that he prefers measurable goals but favors trying the proposed evaluation approach. Dr. Gallagher recommended establishing goals that can be quantified; he noted that it would be otherwise difficult to have nine individuals use the same scale to perform the evaluation if the goals cannot be measured. Mrs. Tubb stated that she agreed that goals should be measurable and results rated. Dr. Morris agreed with other members’ comments and suggested that the goals and objectives should be better defined. Mr. Stringfellow suggested hiring a consultant to help develop an evaluation process. Mr. Daniel moved to table the discussion. Mr. Bainter agreed to table the discussion and asked Authority members to provide their suggestions and to determine how much it would cost to hire a consultant who is familiar with the industry. Next, Mr. Bainter raised the issue of staff titles. He reported that he attended the Airport Council International Marketing Conference and realized that airline personnel responded very positively when he positioned the Airport as a business rather than a government entity. Mr. Bainter recommended changing the title of the Director of Aviation to Chief Executive Officer. He also recommended changing the titles of the Director of Operations and Finance Manager to Chief Operations Officer and Chief Financial Officer, respectively. DRAFT Page Number 6 Mr. Stringfellow moved that the Authority change the titles as recommended by Mr. Bainter. Mrs. Tubb seconded the motion. Motion passed 8-0. Mr. Bainter referred the Chief Executive Officer title change to the By-Laws Committee for implementation. Mr. Bainter reported that the advisory group also considered cost of living and merit pay increases for airport staff. Mr. Bainter stated that the advisory group recommends reducing the cost of living portion of increases and raising the merit portion of employees increase. Mr. Bainter indicated that such a policy provides the Director of Aviation with the latitude to award increases based on job performance. Mrs. Tubb moved to approve reducing the cost of living portion increases and raising the merit portion of employee increases. Mr. Daniel seconded the motion. Motion passed 8-0. Finance and Operations Committee Dr. Gallagher reported that the Finance and Operations Committee met on June 12, 2003. He mentioned that some items are informational in nature and other items considered by the committee would require Authority action. Dr. Gallagher reported that staff recommends shifting a larger portion of the PFC fees from the Terminal Renovation project to reimburse the “local funds” on anticipated large runway projects. Mr. Crider noted that the Terminal Renovation funds would be replaced by AIP funding. Dr. Gallagher reported that the money set aside in the form of strip notes is available because the debt associated with the Gum Root Swamp was forgiven by the State of Florida. The value of the strip notes is approximately $110,000. He explained that an agreement had been reached with Hipp Construction to reduce the final change order on the GA Ramp Rehabilitation Project from $418,000 to $353,000. Now that the agreement has been reached, the Airport needs to pay Hipp Construction the $353,000. He stated that Mr. Crider recommends redeeming the strip notes now and using the funds to pay Hipp Construction. In order to pay Hipp Construction in full, Mr. Crider recommends increasing the amount borrowed from Wachovia Bank from $520,000 to $750,000. Mr. Crider noted that he anticipates that the FAA will reimburse the Airport for 90% of the eligible components of the final Hipp Construction change order amount of $353,000. Dr. Gallagher moved to recommend to the Authority that it cash in the strip notes valued at approximately $110,000 and apply the funds toward the payment to Hipp Construction. Mrs. Tubb seconded the motion. Motion passed 8-0. DRAFT Page Number 7 Dr. Gallagher reported that the committee considered Budget Amendment # 3. He stated that the majority of the items included in Budget Amendment #3 pertain to the transition of the FBO from Flightline to University Air Center. Dr. Gallagher identified the changes to the budget and noted that the net effect would be an end-of-year transfer to the capital account increase of approximately $76,000. Mr. Crider stated that the new end-of-year capital transfer amount is anticipated to be $189,000. Dr. Gallagher moved to accept Budget Amendment # 3. Mr. Daniel seconded the motion. Motion passed, 8-0. Dr. Gallagher reported that the committee recommends approval of Airport Capital Improvement Plan, Amendment # 03-2. Dr. Gallagher reviewed the major changes to the ACIP. Dr. Gallagher moved to accept the Airport Capital Improvement Plan, Amendment # 03-2. Mrs. Tubb seconded he motion. Motion passed 8-0. In addition, Dr. Gallagher recommended that if any Authority members had issues with the prioritization of the projects, that the issues be referred to the Chairman of the Authority. Dr. Gallagher reported that the Schedule of Rates and Charges was updated to include two items which were not in the schedule on April 17, 2003. The two new items are a $200.00 Aircraft Sales Fee and a $18.00 Passenger Facility Charge per Charter Passenger. Mr. Jay Curtis, University Air Center, questioned the $18.00 Passenger Facility Charge per Charter Passenger; he was concerned with whether this fee would apply to competitive charter operators. Mr. Crider reported that this fee applies to University Air Center in lieu of a 2% Gross Sales for Charter operations fee and is consistent with the amount included in the UAC lease agreement; he also noted that the $18.00 Passenger Facility Charge per Charter Passenger would not apply to signatory airlines departing from the airline passenger terminal. Dr. Gallagher moved to adopt the updated Schedule of Rates and Charges. Mrs. Tubb seconded the motion. Motion passed 8-0. Air Service, Advertising and Marketing Committee Report Mrs. Tubb reported that the Air Service, Advertising and Marketing Committee met on June 19, 2003. She stated that she, Pat Bainter and Rick Crider received a warm reception by several airlines at the “Jump Start” meeting held in conjunction with the Airport Council International Marketing Conference. Based on the discussion with airline personnel, she stated that she feels that Gainesville Regional Airport is highly DRAFT Page Number 8 regarded and she is optimistic about obtaining additional service. Mrs. Tubb distributed an Air Service Incentive schedule, which outlines a schedule of incentives which can be used to attract new air service. She noted that the incentives are risk mitigating tools; examples include items such as a Ticket Trust, advertising money, and ground support equipment. The committee recommends approval of the Air Service Incentive Program. Mr. Todd stated that Orlando Airlink expressed an interest in initiating Gainesville- Miami service and would be interested in receiving advertising, rent and/or landing fee assistance. Mr. Todd stated that he strongly supported offering incentive funds to an airline providing Gainesville-Miami service. Dr. Gallagher suggested providing Mr. Crider more flexibility for offering incentives up to a pre-determined amount rather than using an incentive schedule. Mr. Crider stated that he felt the Incentive Program could be used as a marketing tool to show airlines that incentives are available and could be used as a basis for negotiating an incentive structure. Mr. Todd moved to adopt the Incentive Program with changes to include $5,000.00 for five (5) days service and $10,000.00 for seven (7) days service and provide flexibility to negotiate. Mr. Daniel seconded the motion. Motion passed 8-0. Mr. Mac McEachern, citizen, stated that the Authority could do more than waive rent for one month to an airline that provided service to Miami; he recommended the Authority should waive its landing fees and fuel flowage fees for six (6) months. Mrs. Tubb reported that the committee will continue to pursue a food and beverage concession and that an RFP is being assembled to solicit proposals. Mrs. Tubb reported that US Airways brought a fourth flight back into service in June. Mrs. Tubb recommended conducting a strategic planning session soon after Reynolds, Smith and Hills provides Working Paper # 1 of the Master Plan Update. She indicated that this information and the strategic plan would provide some groundwork for establishing goals for the Authority and for the Director of Aviation. Mrs. Tubb stated that all airports, including Gainesville Regional Airport, would take part in celebrating the Centennial of Flight later this year. Mrs. Tubb noted that the Airport website, www.flygainesville.com, has been updated recently and she encouraged all to visit the site. In conclusion, Mrs. Tubb reported that the Airport applied for funding under the FAA’s Air 21 Grant Program. DRAFT Page Number 9 Airport Liability Insurance Mr. Crider reported that GACRAA contracts with the City of Gainesville for risk management services, and that the City’s insurance consultant, Arthur J. Gallagher & Company, received pricing on the Airport Owners & Operators General Liability Coverage from four (4) insurance carriers prior to the renewal proposal. ACE Property & Casualty is recommended as the carrier. The renewal premium of $53,892 is $7,591 more than the premium for the current year. Dr. Morris moved to accept the proposal from Arthur J. Gallagher & Company for the renewal of the Airport Owners & Operators General Liability Insurance Coverage in the amount of $100 million for the period July 2, 2003 to July 2, 2004; authorize the payment of the renewal premium in the amount of $53,892; and authorize the Director of Aviation to execute the appropriate documents on behalf of the Airport Authority, in substantially the same form as submitted. Dr. Gallagher seconded the motion. Motion passed 8-0. Mr. Bainter requested that next year, the proposals for Airport Owners and Operators General Liability Coverage be generated with more lead time for consideration by the Authority. Tenant Reports Mr. Walter Barnett, Alachua County Sheriff’s Office, thanked Jay Curtis for the service provided to the Joint Aviation Unit. Airport Authority Attendance – No Issues Airport Authority Comments Mrs. Tubb suggested moving the Authority meetings to the empty end of the baggage area to alleviate the excess noise in the restaurant area. Mr. Bainter noted that the approved Budget Amendment # 3 includes funds for a sound system. Dr. Gallagher noted that the Public Address system does not appear to be turned off; Mr. Crider stated that staff would pursue remedies. Dr. Morris reported that Piper Magazine gave Gainesville Regional Airport favorable ratings for General Aviation services. Adjournment There being no further business, Mrs. Tubb moved to adjourn the meeting at 7:01 p.m. GACRAA Monthly Meeting __________________________ __________________ Patrick Bainter Date Chair __________________________ __________________ Janice Honeyman-Buck Date Secretary/Treasurer CONSENT AGENDA 1. Amendment No. 1 to Fiscal Year 2002 Airport Improvement Program Grant from the FAA ________________________________________________________ GACRAA entered into Grant Agreement 3-12-0028-019-2002 with the FAA for planning and engineering projects at Gainesville Regional Airport. An amendment is needed to clarify the fact that only part of the Environmental Assessment for Runway 6-24 extension and construction of runway safety areas for Runways 24 and 28 (Phase I) will be accomplished under this grant. Phase II of this effort will take place in later fiscal years. There will be no change in the amount funded by this grant. Recommendation: Motion to direct the Chief Executive Officer to fully execute Amendment No. 1 to Grant Agreement 3-12-0028-019- 2002 and any necessary documentation required by the Federal Aviation Administration. CONSENT AGENDA 2. In-Kind Exchange of Advertising with UF Phillips Center for the Performing Arts ________________________________________________________ Airport marketing staff is working with the University of Florida Phillips Center for Performing Arts (PCPA) to arrange an in-kind trade of advertising. The PCPA will install a 4’ x 6’ framed poster depicting their 2003- 2004 season in the front entrance of the airport terminal. In exchange, the airport will receive a full-page color ad in the PCPA 2003-2004 season program book which will have a minimum circulation off 40,000 and will be provided to patrons at all 2003-2004 season performances. The value of this exchange is $2,500 and the exposure will be over a nine (9) month period, August 2003 through April 2004. Recommendation: Motion to approve and to authorize the Authority’s CEO to execute an agreement and required documentation to implement this arrangement. CONSENT AGENDA 3. Therapeutic Massage Concession Agreement ________________________________________________________ In April 2003, GACRAA executed a sixty (60) day Therapeutic Massage Concession Agreement with the Massage Health Center, Gainesville, FL. The trial period is over and the Massage Health Center would like to execute a new agreement for a one (1) year period. Through the end of June, GACRAA has earned approximately $185 from this concession. The one (1) year agreement is essentially the same as the sixty (60) day agreement; only the term of the agreement and the notice requirements have changed. The original agreement included a provision for this one-year extension. Recommendation: Motion to approve the Therapeutic Massage Concession Agreement and to authorize the Authority’s CEO to execute an agreement with the Massage Health Center. AIRPORT BUSINESS 1. Information Items ________________________________________________________ Project Summary Port-A-Ports The eight units formerly located west of Gulf Atlantic have been moved. The Authority now owns one Port-A-Port. Owners of six (6) of the eight (8) units have signed off on relocation work and the Authority has reimbursed for those relocations. Power to the new pads has been installed, and staff is awaiting its final electrical permit. Staff is recommending a sunset to the offer to reimburse for relocation of the remaining two (2) units so that the FDOT grant can be closed out in a timely manner. University Air Center (UAC) UAC is occupying the GA terminal and adjacent bulk hangar effective April 28, 2003. The agreement has been executed and all financial instruments have been assembled. Permitting for new improvements is underway. Positive customer feedback has been received. (See attached letter.) Gulf Atlantic Facilities Gulf Atlantic has several month-to-month leases in place. The bi-fold door hangar has been sublet on a month-to-month basis. The bulk hangar and adjacent office will be vacated once the new maintenance facility is complete. The GA Committee will be making a recommendation regarding an RFP for existing Gulf Atlantic facilities. Fencing/Access Control Project A claim of liquidated damages has been sent to the contractor. Recurring problems with gate operators and card readers are being evaluated. GA Ramp Rehabilitation Project The project is complete. The contractor has signed a final balancing change order. Partial payment to the Contractor has been made. Additional pavement testing is needed to acquire FAA approval and funding. Airfield Lighting Project Punch-list items are being accomplished, administrative closeout is underway. Access Road Projects Funding for a new access road from Waldo Road to the airline terminal, an upgrade to the existing access road to the airline terminal, and an extension of the Airport Industrial Park road has been requested as a demonstration project in the upcoming 2004 USDOT reauthorization legislation. The North Central Florida MTPO endorsed the projects as part of their plan on August 8, 2002. Runway 10-28 Rehabilitation The alternative analysis study is complete, and rehabilitation design is complete. Bids are due July 30. GA ramp rehabilitation associated with the relocation of Port-A-Ports will be bid as an additive alternate. Runway 10-28 Ditch Enclosure Design and specification work for ditch enclosure work is complete. Bids are due July 30. Air Carrier ramp inlet reconstruction will be bid as an additive alternate. Discussion with County to Acquire Fairground Property The County Commission has directed County staff to participate in the Master Plan Update, and has adopted Plan East Gainesville. Airport staff is working with the Master Plan consultant to depict the proposed land swap for County consideration. Airport Master Plan Update The Master Plan Update study is underway. Mr. Bainter will serve as GACRAA Board representative, and Dr. Morris will serve as alternate GACRAA Board representative. Working Paper # 1 is complete, and both the Technical Advisory Committee (TAC) and Policy Advisory Committee (PAC) will meet on July 25. Runway 6-24 Threshold Relocation / Extension and R/W 28 Environmental Assessment The study is underway. Airline Passenger Terminal Renovation RS&H has submitted a scope of work and Task Order to perform conceptional renovation design. Staff has requested AIP funding for this conceptual design work for fiscal year 2003, and hopes to begin this Fall. Consolidated Communications Antennae, RFP # 03-002 No responses were received for RFP # 03-002, staff is working with Reynolds, Smith & Hills, Inc., within the parameters of the Master Plan Update, to identify a specific area and refine a solicitation to offer consolidated communications antennae providers. Gun Firing Range The North Central Florida Sportsman’s Association has renewed its interest in establishing a shooting range at the old police-training academy. Compatibility of this request with the long-term plans for the airport is being evaluated by the Master Plan consultant. Substantial improvements, to include baffling, have been proposed by the association. TSA Screening TSA staffing levels are being monitored closely by staff. Staff is concerned that proposed staffing levels will cause flight delays. (See attached letter.) AIRPORT BUSINESS 2. Finance Report ________________________________________________________ An update on the GACRAA budget and a comparison with actual revenue and expenditures as of May 31, 2003 will be provided. Recommendation: Listen to the report and give any applicable comment. Pages 33 through 38 will be provided prior to the meeting. AIRPORT BUSINESS 3. Task Order for Ramp Rehabilitation & Runway 6 PAPI Replacement Design and Specification ________________________________________________________ Staff was directed at the August 15, 2002 Board meeting to enter into an agreement with R.W. Armstrong and Associates, Inc. for General Airport Consulting Engineering Services. A fully-executed agreement has since been accomplished for a five year period, though no monetary value is associated with this agreement as each task will be brought to the Gainesville-Alachua County Regional Airport Authority for consideration and approval. Task Order #5 of this agreement is for Ramp Rehabilitation and Runway 6 PAPI Design and Specification, which will include design, specifications, and bid documents associated with reconstructing a failed storm water inlet on the air carrier ramp, rehabilitating a portion of the general aviation ramp where Port-A-Ports were previously located, and replacement of the Precision Approach Path Indicator (PAPI) for Runway 6. 90% of the cost of this task order is anticipated from the fiscal year 2003 Airport Improvement Program (AIP) grant administered by the FAA. Recommendation: Motion to direct the Chief Executive Officer to fully execute Task Order #5 of the General Airport Consulting Engineering Services agreement with R.W. Armstrong & Associates, Inc., apply for 90% federal funding reimbursement from the FAA, and execute all necessary documentation to accomplish Task Order #5 in an amount not to exceed $15,128. AIRPORT BUSINESS 4. Task Order for Apron Rehabilitation Project Testing ________________________________________________________ Staff was directed at the August 15, 2002 Board meeting to enter into an agreement with R.W. Armstrong and Associates, Inc. for General Airport Consulting Engineering Services. A fully-executed agreement has since been accomplished for a five year period, though no monetary value is associated with this agreement as each task will be brought to the Gainesville-Alachua County Regional Airport Authority for consideration and approval. Task Order #6 of this agreement is for Apron Rehabilitation Project Testing, which will include pavement coring, evaluation, documentation and presentation of results to the FAA. Significant rehabilitation, and reconstruction in some areas, has been accomplished on the general aviation ramp. The FAA now requires field testing data to demonstrate the project was built to FAA specifications. This testing is prerequisite to Airport Improvement Program (AIP) grant funding. 90% of the cost of this task order is anticipated to be reimbursed by the FAA. Recommendation: Motion to direct the Chief Executive Officer to fully execute Task Order #6 of the General Airport Consulting Engineering Services agreement with R.W. Armstrong & Associates, Inc., apply for 90% federal funding reimbursement from the FAA, and execute all necessary documentation to accomplish Task Order #6 in an amount not to exceed $17,950. AIRPORT BUSINESS 5. Task Order for Conceptual Design of an Expanded FedEx Facility ________________________________________________________ Staff was directed at the August 15, 2002 Board meeting to enter into an agreement with Reynolds, Smith and Hills, Inc., for General Airport Consulting Services. A fully-executed agreement has since been accomplished for a five year period, though no monetary value is associated with this agreement as each task will be brought to the Gainesville-Alachua County Regional Airport Authority for consideration and approval. Task Order #8 of this agreement is for the conceptual design of air cargo building improvements desired by FedEx. FedEx currently operates two facilities in Gainesville; one north of town on State Road 441 and one at Gainesville Regional Airport. The FedEx airport facility consists of a small canopy that accommodates outdoor sorting of packages transported by aircraft, over-the-road trucks, and local vans. Local FedEx management has requested the airport construct some indoor facilities that will allow the airport facility to handle a growing number of employees, packages, local vans and aircraft. Conceptual design will consider two different sites and begin to quantify the cost of required improvements at each site. This work will allow staff to continue conversations with FedEx and work to renew the lease that expires in 2004. Recommendation: Motion to direct the Chief Executive Officer to fully execute Task Order #8 of the General Airport Consulting Services agreement with Reynolds, Smith and Hills, Inc., pursue state funding for this effort, and execute all necessary documentation to accomplish Task Order #8 in an amount not to exceed $15,300. AIRPORT BUSINESS 6. Refinancing of Debt Associated with FBO Leasehold Acquisition ________________________________________________________ On April 29, 1997 GACRAA closed on a Parking Revenue note with First Union National Bank of Florida for $750,000, the proceeds of which were used to purchase certain FBO and general aviation leaseholds at Gainesville Regional Airport. The note is now held by Wachovia Bank. The note has tax exempt at an interest rate of 5.39%, with the first $250,000 of parking lot revenue each pledged as collateral. The note will be paid off in 2012 and the current principal balance is $515,727. Quantity overruns and a delay in obtaining FAA reimbursement of construction work associated with a Ramp Rehabilitation and Strengthening project bring staff to recommend borrowing additional funds to pay the contractor a negotiated amount. Additional testing of pavements constructed will support at least some FAA funding, though timing of grant funding is uncertain. The difference between the original loan amount and the current principal balance is sufficient to cover the $213,248 owed Hipp Construction. Staff is currently in discussion with Wachovia about increasing the note to its original amount, and at the same time lowering the interest rate on the note. Staff is also evaluating the option of pursuing either a new commercial loan for the additional funds needed to pay Hipp Construction, or a new commercial loan to refinance the existing note plus the amount needed to pay Hipp Construction. Recommendation: Motion to direct the Chief Executive Officer to evaluate the options and pursue the most cost effective means of incurring a total of $750,000 secured by $250,000 in parking lot revenue, and to execute all necessary documentation to accomplish said refinancing and satisfy the remaining obligation with Hipp Construction for the Ramp Rehabilitation and Strengthening project. AIRPORT BUSINESS 7. Federal Funding Advocacy Request for Qualifications ________________________________________________________ GACRAA has an agreement for professional services with Winston & Strawn to perform federal funding advocacy that expires at the end of fiscal year 2003. State statutes and purchasing guidelines warrant solicitation of professional services for a period of time beyond fiscal year 2003. Staff recommends issuance of a Request for Qualifications for firms interested in providing federal funding advocacy and lobbying services from a Washington office for a three-year period in fiscal years 2004-2006. Recommendation: Motion to direct the Chief Executive Officer to develop a Request for Qualifications and solicit interested firms, evaluate statements of qualifications received with the assistance of the Federal Funding Board Liaison, and bring a recommendation back to the full Board for consideration of a new contract with a firm to provide federal funding advocacy services in fiscal years 2004-2006. AIRPORT BUSINESS 8. By-Laws Committee Report ________________________________________________________ The By-Laws Committee met on Thursday, July 10, 2003. Recommendation: Listen to the Chair’s report and take action as deemed appropriate. TENANT REPORTS: Airport Tenants Association Gainesville Pilots Association AIRPORT AUTHORITY INPUT AIRPORT AUTHORITY ATTENDANCE NOTE: If any person decides to appeal any decision made by the Airport Authority, with respect to any matters considered at a public meeting, they will need a record of the proceedings and for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. Person with disabilities who require assistance to participate in the meeting are requested to notify the Airport’s Administrative manager at (352) 373- 0249 at least 48 hours in advance, so that their needs may be accommodated. GUIDELINES FOR ADDRESSING THE GAINESVILLE - ALACHUA COUNTY REGIONAL AIRPORT AUTHORITY (GACRAA) GAINESVILLE, FL The GACRAA invites and encourages participation by petitioners and members of the public. This may be done by appearing at GACRAA meetings and meetings of GACRAA Committees. REQUEST TO ADDRESS GACRAA (being placed on the printed agenda for monthly meeting) 1. Call the Director of Aviation’s Office no later than 4:00 PM ten (10) days preceding the monthly meeting. 2. Provide the following information to the office: a. name, address, and occupation; b. persons, group, or interest represented; c. general subject of request; and d. action sought by GACRAA 3. Routinely the monthly meetings begin at 5:00 PM; locations vary. 4. At the appropriate time on the agenda, the Chairman will recognize the citizen wishing to address GACRAA. 5. After being recognized, the citizen should step up to the microphone on the lectern, unless otherwise indicated by the presiding officer, and give his/her name and address in an audible tone of voice. ADDRESSING GACRAA (if not on the printed agenda) 1. A citizen may ask to be recognized under the category CITIZEN INPUT - NON- AGENDA ITEM. 2. See 5 above. Or 1. A citizen may ask to be recognized to speak on a particular topic that is under discussion. 2. See 5 above. ADDRESSING GACRAA COMMITTEES 1. The following are sources for where and when GACRAA meetings will be held: a. Airport Administration Office (373-0249). 2. A citizen may ask to be recognized by the Chairman of the Committee to speak on the topic under discussion. ADDRESSING GACRAA: All remarks shall be addressed to GACRAA as a body and not to any member thereof. No person other than a member of GACRAA and the person having the floor shall be permitted to enter into any discussion, either directly or through a member of GACRAA, without permission of the presiding officer. No question shall be asked except through the presiding officer.
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