Limo Lease Agreement by olf12666

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									               FORT WAYNE-ALLEN COUNTY AIRPORT AUTHORITY
                 Fort Wayne-Allen County Airport Authority Board Meeting

A meeting of the Fort Wayne-Allen County Airport Authority Board was held in the Airport
Authority Conference Room, Suite 210, Lt. Paul Baer Terminal Building, Fort Wayne, Indiana
46809, pursuant to proper legal notice and was called to order on August 18, 2008 at 3:05 p.m.
by Mr. Michael S. Gouloff, Board President.


                                          ATTENDANCE:

AIRPORT                                             AIRPORT AUTHORITY STAFF
AUTHORITY BOARD MEMBERS:                            & LEGAL COUNSEL PRESENT:

Michael S. Gouloff, President, present              Tory Richardson, Executive Director of Airports
Timothy J. Haffner, Secretary, absent               Scott Hinderman, Director Ops. & Facilities
Cornelius B. “Neil” Hayes, present                  Craig Williams, Director Admin. & Finance
Jerome F. (Jerry) Henry, Jr., present               Laura Hakes, Purchasing Manager
Richard B. (Barry) Sturges, Jr., absent             Rebecca Ross, Property Manager
Benjamin “Ben” T. Johnston, present                 Tim O’Donnell, SMD Supervisor/Ops. Mgr.
                                                    Ronnie Portis, Controller
                                                    Sheryl Kelly, Sr. Mgr Engineering Svcs.
                                                    Ray Young, Human Resource Manager
                                                    Dave Young, VP Air Service Development
                                                    Rich Emmons, VP Airport Development
                                                    Mike Deam, Airport Authority Attorney
                                                    Dennis Logan, Airport Authority Attorney
CALL TO ORDER:

Mr. Gouloff, Board President, called the meeting to order at 3:05 p.m.

CONSIDERATION AND APPROVAL OF TODAY’S AGENDA:

Mr. Henry made a motion to approve today’s Agenda. Mr. Hayes seconded the motion; motion
carried.

CONSIDERATION AND APPROVAL OF ADMINISTRATIVE CONSENT AGENDA:

Mr. Johnston made a motion to approve the Administrative Consent Agenda as follows:
                 • Board Meeting Minutes: 08.04.08
                 • Claims #08-09 & #08-09A
                 • Federally Funded Projects Summary
                 • Locally Funded Projects Summary
                 • Accounts Receivable Report

Mr. Henry seconded the motion to approve the Administrative Consent Agenda; motion carried.
BOARD MEETING
August 18, 2008
Page 2 of 8


CONSIDERATION AND APPROVAL OF CONTRACT CONSENT AGENDA:

Mr. Richardson said there were two Change Orders added to the Board Books late in the day on
Friday. One is for the Pavement Marking Enhancement Project, which is a deduct of $12,099.24.
The other is a Change Order for the Runway Safety Improvement Project, which is an overall
reduction of $110,980.55. They are the final Change Orders adjusting final quantities and a
significant portion of that is removal of barricades.

Staff is recommending approval of the three (3) Change Orders.

Mr. Hayes made a motion to approve the following Change Orders, with signature authorization
for the Executive Director of Airports. Mr. Johnston seconded the motion, motion carried.

Change Order #1 – Replace Electrical Handholes – Project #AF07-01:

On August 8, 2008, staff received the formal Change Order #1 for the Replace Electrical
Handholes Project (AF07-01), in the amount of $7,700. The original amount of the contract was
$39,400, which was funded with local dollars. The new contract amount is $47,100.

Final Change Order: Pavement Marking Enhancement Project:

On August 15, 2008, staff received a change order along with the final billing from Three Rivers
Barricade & Equipment Co. for the Taxiway Pavement Enhancement project for an overall
contract reduction of $12,099.24. Federal AIP funds at 95% were used and the final contract
value is $77,230.76.

Final Change Order: Runway Safety Improvement Project:

On August 15, 2008, staff received a change order along with the final billing from Michiana
Contracting, Inc. for the Runway Safety Improvement project for an overall contract reduction of
$110,980.55. Federal AIP funds at 95% were used and the final contract value is $243,581.95.

CONSIDERATION AND APPROVAL OF BID CONSENT AGENDA:

Bid Results: AIP 49: CFR Part 1542: Security System Upgrades:

Mr. Johnston made a motion to conditionally award the bid for AIP 49: CFR Part 1542: Security
System Upgrades to SimplexGrinnell as the lowest responsive and responsible bid received for
the base bid and add alternate #1 in the amount of $1,757,732. It is anticipated that the Authority
will receive a federal grant in the amount of $1,593,000. The bid award is conditioned upon the
receipt of a federal grant for 95% of the project-up to the maximum allowable federal and state
participation level. Local contribution to this project is estimated to be less than $200,000.
Motion includes signature authority for the Executive Director of Airports to sign the contract
documents. Mr. Henry seconded the motion, motion unanimously carried.
BOARD MEETING
August 18, 2008
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ACTIVITY REPORT:

Mr. Richardson explained that due to a couple of issues outside of Staff’s control, the July
Activity Report is not available. Some FAA account data was unavailable and validation of some
of the airlines’ passenger counts is needed.

Staff will bring the July & August Activity Reports to the September 15, 2008 Board meeting.

Mr. Young informed the board that there have been no further reduction of service notifications
at Fort Wayne International Airport. Schedules are status quo going forward. The July figures
will show us to be below where we were last year month-over-month/year-over-year, due to
decrease in service with Allegiant Airlines not providing service to LasVegas, and American
Airlines not offering trips to Dallas. Data shows that Northwest, Continental and United will
show a slight increase in a year-over-year basis.

Mr. Young said we are still in a very positive trend.

COMMITTEES’ REPORT:

Real Estate & Physical Plant Committee – The Committee met on August 12, 2008.
Recommendation to the Board is to approve the renewal of the A-1 Limo Lease Agreement.

Air Service Development Committee – The Committee met on August 12, 2008. The committee
was given a brief about the advertising campaign and the website redesign/re-launch. No action
is required.

CONSIDERATION & APPROVAL OF RFQ RESULTS: ARCHITECTURAL
QUALIFICATIONS (WITH SIGNATURE AUTHORIZATION FOR THE EXECUTIVE
DIRECTOR OF AIRPORTS):

Mr. Hinderman explained that the Airport Authority solicits qualifications and selects an
architectural firm to provide architectural services as needed every three to five years, pending
the contract term. The current contract has expired and the Authority advertised an Architectural
Request for Qualifications (RFQ) this last June. A Selection Committee consisting of Ms. Sheryl
Kelly, Ms. Laura Hakes, Mr. Scott Hinderman, Mr. Johnston and Mr. Gouloff was established to
review the submittals, interview if necessary, and make a recommendation to the Board.

The Authority received six (6) submittals from the following firms:

   1.   MSKTD & Associates
   2.   MartinRiley architects – engineers, Inc.
   3.   DLZ
   4.   Kelty Tappy Design, Inc.
BOARD MEETING
August 18, 2008
Page 4 of 8

   5. Crawford, Murphy & Tilly, Inc.
   6. Moake Park Group

Committee members evaluated and scored each submittal individually. The committee met on
July 30th to discuss the evaluations and rank each firm’s submittal. From these discussions, it
was determined that MartinRiley architects – engineers, Inc., ranked first out of the six
submittals. It was also determined by the committee to move directly into fee negotiations with
the first ranked firm and bypass the interview process.

Mr. Gouloff stated that the process was straightforward and briefly discussed the results of the
evaluations. Mr. Gouloff said this is a one year obligation with renewals, for us to use an
architectural firm to do the continuing work. Anytime we make changes to the buildings, we
have to have an architect involved.

Mr. Hinderman stated that if a significant project comes up and we felt the existing firm did not
have the experience needed, the Authority can still go out for selection of each additional project.
Mr. Hinderman said as small projects come up, this professional services agreement will
expedite the process.

Staff has successfully negotiated an architectural fee structure with MartinRiley architects –
engineers, Inc. The Standard Professional Service Agreement term is for one year with four-one
year extensions.

Staff and the Selection Committee are recommending Board approval and authorization for the
Executive Director to sign the “Agreement for Architectural Services.”

Mr. Hayes made a motion to approve the standard Professional Services Agreement between
Fort Wayne-Allen County Airport Authority and MartinRiley architects-engineers, Inc., to
provide architectural services to the Authority for one year, with four-one year extensions, along
with signature authorization for the Executive Director of Airports. Mr. Henry seconded the
motion, motion carried.

LEASE REVIEW & APPROVAL:

Mr. Richardson explained that the A-1 Limo Lease Agreement is an Agreement between the Fort
Wayne-Allen County Airport Authority and A-1 Limo and Taxi, Inc. The original agreement
expired November 30, 2007. Staff has been working with A-1 Limo to identify appropriate DBE
participation. Today’s lease is the first addendum to the standard lease agreement that was dated
November 16, 2005. It is extended through November 30, 2009. It is basically $2,001 a month
for terminal space. The Real Estate and Physical Plant Committee and Staff are recommending
approval of the lease, along with signature authorization for the Executive Director of Airports.
It was explained that there are other permitted-to-operate taxis at Fort Wayne International
Airport. Mr. Henry commented that competition is good.
BOARD MEETING
August 18, 2008
Page 5 of 8


Mr. Johnston made a motion to approve the two-year lease (expires November 30, 2009) with A-
1 Limousine and Taxi, an in-terminal taxi provider, along with signature authorization for the
Executive Director of Airports. Monthly rent will be $2,001 per month. Mr. Henry seconded the
motion, motion carried.

INTRODUCTION OF ORDINANCE NO. 08-04: 2009 SALARY ORDINANCE:

Staff is requesting introduction of the Ordinance No. 08-04: 2009 Salary Ordinance.

Mr. Hayes introduced Ordinance No. 08-04: 2009 Salary Ordinance.

There will be a Public Hearing and action at the September 15, 2008 board meeting.

ADOPTION OF ORDINANCE NO. 08-05: 2009 BUDGET ORDINANCE

Mr. Richardson outlined the major elements of the budget at the August 4, 2008 Board meeting.

Mr. Richardson recapped the numbers as follows:
   • Operating Budget: $18,058,668
   • Debt Service: $2,025,300
   • Total Budget: $20,083,968

Of the budget total, the maximum estimated funds to be raised by levies are as follows:
    • Operating: $3,296,897
    • Cumulative Building Fund: $549,218
    • Debt Service: $2,781,033, for a total of $6,627,148.

A Public Hearing was held at the August 4, 2009 Board meeting.

Mr. Richardson said the budget and the associated levies were presented to the County Council
at their Budget meeting on August 12, 2008.

The County Council will have to review and approve the Authority’s budget during its
September 18, 2008 meeting.

Staff is requesting adoption of Ordinance No. 08-05: 2009 Budget Ordinance at today’s meeting,
which does include the new levy line item.

Mr. Richardson said staff is working with County Council and others, it is an inclusive process.
BOARD MEETING
August 18, 2008
Page 6 of 8

Mr. Gouloff said that with the exception of the Debt Service Levy, which is approximately $2.8
million, the Operating Levy will increase over last year a nominal 4 percent. The Debt Service
Levy is entirely related to the Kitty Hawk bankruptcy.

Mr. Johnston made a motion to approve Ordinance No. 08-05: 2009 Budget Ordinance, Mr.
Henry seconded the motion; motion carried.

PUBLIC HEARING & ADOPTION OF ORDINANCE NO. 08-06: AMENDED 2008
RATES & CHARGES ORDINANCE:

Introduction of Ordinance - Mr. Haffner introduced Ordinance No. 08-06: Amended 2008 Rates
& Charges Ordinance at the August 4th Board meeting.
Public Hearing - Mr. Logan opened the Public Hearing for Ordinance No. 08-06: Amended 2008
Rates & Charges Ordinance.
Staff Comments – Mr. Richardson stated that staff is requesting an amendment to the 2008 Rates
& Charges Ordinance in order to accommodate issues facing the Authority in regard to the
economy and Kitty Hawk’s bankruptcy. This has a major impact on the unit that we use to
calculate rates and charges for covering airfield costs. Staff went through the process of
recalculating those and came up with a different version of the rate-making methodology where
we are cost sharing some of the costs in regard to Kitty Hawk’s departure. This ordinance will
adopt the fees of $2.69 (up from $2.34 per 1000# of landed weight ) for non-signatory
commercial air carriers and the signatory rate which is negotiated with the airless through the
annual rates and charges budget presentation, that number is $2.24, up from $1.95 per $1000 of
landed weight.
Although the aforementioned landing fees have changed, all other items stay in full force and in
affect.
Public Comments - Mr. Logan asked if any member of the public cared to speak to the
ordinance. No one approached the podium.
Public Hearing Closed - Seeing no one approach the podium, Mr. Logan closed the Public
Hearing.
Motion – Mr. Henry made a motion to approve Ordinance No. 08-06: Amended 2008 Rates &
Charges Ordinance. Mr. Johnston seconded the motion; motion unanimously carried.

OTHER BUSINESS:

Shriners’ Fly-In/Drive-In Breakfast - Mr. Richardson informed the board that Mizpah Shrine is
planning to hold its annual Fly-In/Drive-In Breakfast on Sunday, September 7, 2008 from 6:30
a.m. to about 1:00 p.m. The location will be at the Airport Authority’s facility Bldg #1003 or the
aircraft hangar immediately east of the Terminal Bldg. Certificate of Insurance has been
BOARD MEETING
August 18, 2008
Page 7 of 8

received and the Authority is recommending board approval of the Shriners’ request. TSA
approval is pending and we will work through that as we have in past years. Staff recommends
approving the event as requested.

Mr. Henry made a motion to approve the Shriners Breakfast/Fly-in to be held at
on September 7, 2008 from 6:30 a.m. to about 1:00 p.m. Mr. Johnston seconded the motion;
motion carried.

Comprehensive Annual Financial Report – Excellence in Financial Reporting Award –
Mr. Richardson recognized the Accounting Department Staff: Mr. Ron Portis, Ms. Sabrina
Driver, Ms. Janice Lewis, and Craig Williams, Director of Administration of Finance for a job
well done.

This is the 18th consecutive year that the Authority has received the Certificate of Achievement
for Excellence in Financial Reporting.

Mr. Gouloff also thanked the Accounting Staff for the huge amount of work that they do and for
a job well done.

EXECUTIVE SESSION:

There will not be an Executive Session held today.

ADJOURNMENT:
Mr. Henry moved to adjourn the meeting at 3:40 p.m.


                                SIGNATURES’ ARE ON FILE

________________________                             __________________________
Michael S. Gouloff                                   Benjamin T. Johnston
Board President                                      Board Member
BOARD MEETING
August 18, 2008
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