08/10/2010

Meeting Minutes for:
Monthly Board Meeting
Yuma International Airport, Conference Room
Tuesday, August 10, 2010 at 04:00 PM

Call to Order:
The Yuma County Airport Authority, Inc. (YCAA) Regular Board of the Board of Directors was called to order at 4:00 PM on Aug 10, 2010 in the Yuma International Airport Conference Room, 2191 E. 32nd Street, Suite 218, Yuma, Arizona 85365. The Presiding officer was William Gresser, President.

YCAA MEMBERS PRESENT WERE:
William Gresser President
Rob Ingold 1st Vice President
Ed Whitehead Treasurer
Dr. Brian Cullen Secretary
Harry Hengl, Director
James Carruthers, Director attended electronically
Mike Taylor, Director
Jesse Haines, Director
Mikel Smith, Director
Larry Gould, Director

ALSO PRESENT WERE:
Mr. Williams, Airport Director
Gerald Hinkle, Jr., Chief Financial Officer
Gladys Wiggins, Airport Operations Director
Lynn Hall, Director of Maintenance
Gen Grosse, Corporate Account Manager
Gabby Reyes, Office Manager
Adriana Alcalde, Customer Service Representative
Andrea Lopez, Executive Assistant
Greg McShane, MCAS Operations Officer
Greg LaVann, GYEDC
Wayne Benesch, Airport Counsel
Don Lloyd, Million Air
John Ewing, Dallas Aviation
Bill Sims, Big Adventure Hangars
Linda Sullivan, Sigh Language Interpreter
Ken Scott
Ed Lehmann
Alan Horowitch
Chris Alberti

APPROVAL OF MINUTES
The President called for a motion to approve the minutes of the Previous Board Meeting. Mr. Gould so moved. Mr. Hengl seconded the motion. Motion passed unanimously.

COMMITTEE REPORTS

1) Discussion and possible action to authorize the YCAA President or Airport Director to sign a lease amendment with Dallas Aviation granting them an extension to their existing lease to December 31, 2010, with a single six month option.

Mr. Ingold briefed that Mr. Ewing has requested a lease extension on the lease for his aircraft sales FBO and that the committee unanimously recommended approval.

2) Discussion and possible action to authorize the YCAA President to sign a new lease with Garza Aviation to provide aircraft maintenance services on the airport.

Mr. Ingold briefed that Mr. Gil Garza is making a significant investment in tools. The rent on top of his investment in tools pushes him into a money-losing situation. He also needs some additional investment in the Wrong Way Hangar. Mr. Ingold explained that Mr. Garza's presence is a great benefit to the Airport. A solution is to replace Mr. Garza's lease with a new lease specifically tailored to his situation. A draft of this lease has been prepared for Mr. Benesch to review contingent upon the go-ahead from the Strategy Committee. These are the terms that staff has arranged with Mr. Garza:

1. The "Use of Premises" is restricted to only Aircraft Maintenance and associated aircraft maintenance operations.
2. The amount of his rent increases every six months by $250 starting at zero. After two years the rent is 5% of gross sales. The definition of gross sales is the same as Car Rentals.
3. Revenue reports are required.
4. Install R-30 hangar insulation and two (2) large evaporative coolers.
5. Include in the lease the ability to use the five new tie downs that will be installed in front of his hangar during the GA apron rehab.

The Strategy Committee recommended approval of the lease.

3) Discussion and update by the Strategy Committee on the airport restaurant, the Airport Web Site, how the airport contracts professional services and a succession plan for the Airport Director.

Mr. Williams gave a presentation about the Airport's web site in general.

Mr. Ingold explained that the question of T- Hangar inheritance has come up once again.
After a lengthy discussion, the committee agreed to leave the policy as is with a minor modification to allow a tenant to keep a hangar as long as the Lessee provides conclusive proof of ownership of some percentage of the aircraft in the hangar. This reduces the previous requirement of the 51% ownership.

Professional Services

Mr. Ingold explained that Mr. Williams had provided the Strategy Committee with a lengthy presentation on how the airport meets the requirements of the FAA advisory circulars for consultant selection. Mr. Ingold felt the airport's processes were complete and met all the requirements of the Airport Authority.


REGULAR AGENDA

1) Monthly report by Chief Financial Officer on current financial status and recent activities

Mr. Williams briefed that revenues and expenses are within acceptable parameters as compared to our budget. He referred members to their financial packages. There were no questions.

2) Discussion and Possible Action to authorize the YCAA President to sign a Notice of Award to FenceMasters in the amount of $141,614 and to authorize the Airport Director to sign all associated documents for all necessary construction to upgrade the airport's perimeter fence in compliance with current TSA/FAA guidelines.

Mr. Williams briefed that in the past three years the Airport has upgraded our security and fencing infrastructure. In 2009 we requested PFC funding for a new software security system and more fencing. This project will complete the fencing upgrade so we will meet the standards identified in Federal Specifications RR-F-191/3D. The specification for bid includes about 6,000 feet of fencing and the installation of two additional turnstiles like the one near the Hero Hangars.

This contract was advertised in the local paper on June 27 and July 4. A pre bid conference was held Wednesday, July 7, 2010, at 10:00 AM at the Airport Conference Room. Bids were opened on Thursday, Jul 15, 2009 at 2:00 PM, in the Airport Conference Room and read aloud. The bids were examined and the airport is ready to issue a Notice of Award to the lowest qualified bidder. We anticipate that work will begin almost immediately.

The bids for the fence upgrade were as follows:
FenceMasters: $141,614.00
SK Fencing: $142,443.00
Affordable Fence: $186,027.00

Staff recommends approval of the contract with FenceMasters.

In addition to the fencing portion, the security upgrades will be handled separately through our security vendor. That price is still being determined but will be in the neighborhood of $40K. Our security vendor is one of our two approved sole source vendors.

3) Discussion and Possible Action to authorize the Airport Director to sign a contract for architectural services with Patterson Thompson Architects for the design of a modification to the Airport terminal's security screening area to accommodate new x-ray machines for TSA.

Mr. Williams briefed that The Transportation Security Administration has requested authorization to install a new passenger screening x-ray machine in the entrance to the Terminal's secure waiting area. Their proposal would further reduce our already limited passenger seating area. As previously briefed to the Board, a slight modification to the terminal would provide enough space to contain the new x-ray machine and give us a little additional seating area.

As the project involves the main terminal building, staff recommends that we retain a professional architectural services firm for the project's design and to oversee the construction part of the project.

Staff contacted Patterson Thompson Architects for a proposal (attached). Because the cost of the professional services is so low, a formal RFQ is not required. The plan would be to sign an architectural contract with Patterson Thompson Architects to complete the design, prepare a bid package, bid the project out and complete the construction. The timeline would be sign the contract immediately as the A/E bill would be relatively small, it is almost the next fiscal year and none of the construction costs would take place until the next FY. This timeline would get us ready for the TSA project. The TSA timeline is undetermined but could happen late this year or early next year.

4) Discussion and Possible Action to Authorize the YCAA President or Airport Director to sign change order number 3 for the first phase of re- construction for the Yuma Pilot Center as funded by Million Air FBO, contingent upon a written acceptance by Mr. Freeman of Freeman Holdings.

Mr. Williams briefed that our agreement with Million Air on the re-construction of the Yuma Pilot Center is that we will bill them up front for half of any change order and when that money is spent, bill them for the other half. From those funds we pay the monthly payment applications to the contractor. The re-design phase, in change order 2, cost $97,000, which Million Air paid 100% in advance. Staff is comfortable with this arrangement as is both Million Air and Pilkington Construction. It continues the original Design Build contract with the general contractor and provides the airport with the funding for Million Air's changes in advance of the construction costs being encumbered.

Our discussions with the general contractor indicate that Million Air is indeed putting quite a few luxury touches into the new Yuma Pilot Center. For example, the new facility will sport an outdoor patio area with a shade structure made of cedar wood. Cost of the wood alone is about $95,000.

Mr. Williams briefed that the final amount for Change 3 would be less than $600,000 as negotiations were still underway and requested approval up to that amount.

5) Discussion and Possible Action to authorize the Airport Director to sign all necessary documents to add true shaded parking to car rental ready parking

Mr. Williams briefed that the design of the solar shades will leave the Car Rental's premium parking stalls, those closest to the terminal building, still in the direct sun. These parking slots are extremely important to the car rental companies. They bid over them very aggressively and the premium spots make a big difference to their success. With this new development, the car rental companies are struggling with the question of whether or not to select those stalls close to the terminal, or those stalls with shade. It's a tough question for them. However, for approximately $35,000 we can add normal shaded parking to those stalls next to the terminal and not only solve their problem, but provide added customer service to our car rental companies and their customers as well. The price is a good price and we're getting it because all the construction equipment is already here on location.

The design closely matches the awning in front of the terminal and we will paint it to match what is in place. This is the same solution that the existing contract will install in the employee parking area on the other side of the terminal, so this will provide a balanced look.

Our finance department has realized some savings on other projects and we can pay for this additional parking from already budgeted funds. Staff recommends that we proceed with this initiative.

6) Discussion and update regarding current construction projects, associated contracts, grant status, general aviation, marketing efforts, conferences and meetings and items of interest with the city and county or other federal or state agencies.

Mr. Williams gave a general update on current grant and construction projects plus other pertinent activities by the airport staff.

Updates Include:

ADOT Visit: Mr. Williams explained that ADOT visited us on July 21. There is a belief that money is available for FY 2012. Our priorities for ADOT money are DCC Apron Phase 2 and Rolle Field Runway Rehab

GA Parking Apron: Mr. Williams briefed that the GA Apron rehab construction start date is Monday September 13. He went through the Phasing Plan in great detail. He further explained there will be a Public Meeting to explain the phasing to all tenants. A letter for this meeting will go out to all Tenants this week. The tentative date is Thursday, Aug 26 at 5:30 PM

FY 2011 Budget Introduction: Mr. Williams informed the Board that the FY 2011 Budget Committee will meet this week Friday the 13th at 12:00 noon.

FAA Compliance: Mr. Williams explained that we received a letter from the FAA acknowledging the actual facts. Unfortunately the matter is not closed. There is continuing discussion about eligibility for future grants. He further explained the FAA may decide that projects on Dept of Navy land are NOT eligible. We will continue to work this matter.

RSAT Team Final Report: Mr. Williams briefed on the visit from RSAT. The final report included several safety issues. He explained the next steps to take place would include requesting a NEPA action, specifically a Categorical Exclusion, on our planned project to widen Taxiway Z.

Looking to the Future: Mr. Williams briefed the Board about several considerations that will affect the future growth of the airport. He explained the physical, practical, marketing and networking steps to achieve the future growth. Mr. Williams introduced the idea of using a Board "Coach" to help the board determine a plan of action for their own roles.

Mr. Ingold explained that the Airport Authority must be ready to enlist the aid of our elected representatives if the FAA tries to prevent the Airport from addressing safety issues that may be on Navy land. There was unanimous agreement from the Board on this point. The concept of the Board Coach was also approved.

Military Comfort Center: Mr. Williams explained the wonderful support we are receiving form the community. We get excellent feed back not only from traveling troops but from our volunteers and the community as well.

MILITARY LIAISON

There was no comment at this time.

CALL TO THE PUBLIC

Mr. Ken Scott stated that the United States Marine Corps should move their antenna farm somewhere else so GA could have more ramp space.

ACTION

Mr. Ingold made a motion to Motion to authorize the YCAA President or Airport Director to sign a lease amendment with Dallas Aviation granting them an extension to their existing lease to December 31, 2010, with a single six month option. Mr. Gould seconded the motion. The vote was unanimous.

Mr. Hengl made a motion to Motion to authorize the YCAA President to sign a new lease with Garza Aviation to provide aircraft maintenance services on the airport. Mr. Gould seconded the motion. The vote was unanimous.

Mr. Hengl made a motion to Motion to authorize the YCAA President to sign a Notice of Award to FenceMasters in the amount of $141,614 and to authorize the Airport Director to sign all associated documents for all necessary construction to upgrade the airport's perimeter fence in compliance with current TSA/FAA guidelines. Mr. Ingold seconded the motion. The vote was unanimous.

Mr. Hengl made a motion to Motion to authorize the Airport Director to sign a contract for architectural services with Patterson Thompson Architects for the design of a modification to the Airport terminal's security screening area to accommodate new x-ray machines for TSA. Mr. Smith seconded the motion. The vote was unanimous.

Mr. Hengl made a motion to Motion to Authorize the YCAA President or Airport Director to sign change order number 3 for the first phase of re-construction for the Yuma Pilot Center as funded by Million Air FBO contingent upon a written acceptance by Mr. Freeman of Freeman Holdings. Mr. Ingold seconded the motion. The vote was unanimous.

Mr. Hengl made a motion to Motion to authorize the Airport Director to sign all necessary documents to add true shaded parking to car rental ready parking of up to $50,000.00. Mr. Whitehead seconded the motion. The vote was unanimous.

EXECUTIVE SESSION

4) Discussion and Possible action to adopt the Personnel Committee recommendation to the YCAA Board of Directors with regard to the Airport Director’s annual evaluation and salary recommendation. The Board may vote to enter into Executive Session for the purpose of discussing the Airport Director’s evaluation and salary recommendation, pursuant to A.R.S. §38-431.03.A.1.

Mr. Hengl made a motion to go into Executive Session to discuss the Airport Director’s evaluation and salary. Mr. Ingold seconded the motion. The vote was unanimous.

Mr. Gresser excused the Public and Airport Staff at 5:20PM so the Board could enter into an Executive Session to discuss the Airport Director’s evaluation and salary.

The Board remained in Executive Session from 5:20 PM until 5:40 PM.

RECONVENE REGULAR BOARD SESSION

The Board reconvened to regular session at 5:40 PM

Mr. Gould made a motion to accept the recommendation of the Personnel Committee in regards to the Airport Director’s evaluation and salary. Mr. Smith seconded the motion. The vote was unanimous.

ADJOURNMENT

There being no further business before the Board, Mr. Ingold made a motion to adjourn Mr. Hengl seconded the motion. The vote was unanimous. The meeting adjourned at 5:41 PM.





// Approved //
Craig Williams
Airport Director
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