Airport Commission

Fitchburg Municipal Airport Commission Meeting Minutes June 28, 2017 PLACE: Terminal Building METTING TIME: 6:02PM ATTENDEES: Airport Manager Scott Ellis, City Solicitor Vincent Pusateri, Assistant City Solicitor Christine Tree, Councilor President Michael Kushmerek and Mayor DiNatale Airport Commissioners: Chairman Naylor, Comm. Clayton Raymond, Comm. Richard Liberatore Comm. Kushmerek Note: Comm. John Early and Peter Kettle were not in attendance 1. Meeting Protocol was entered into the meeting by Chairman Jack Naylor  Chair Naylor introduced the commission members in attendance.  Chair Naylor motioned request to record audio (granted) approved Commissioner Raymond request to record audio.  Public opportunity to speak: None 2. Previous Month’s Minutes Motion to accept May 26, 2017 airport minutes motion proposed by Comm. Raymond to accept minute’s seconded Comm. Liberatore Vote 4-0 (17-06- 01) 3. Correspondence to the Commission Chair Naylor received a thank you letter from the first graders at the Reingold Elementary School for a visit to the school that Chair Naylor attended. 4. Project review Gale Associates Matt Caron Chair Naylor moved this item to the end of the meeting. The committee agreed There are five (5) projects that Gale Associates, Inc. (Gale) is administering on behalf of the Fitchburg Airport Commission. They are: 1. Phase I Avigation Easement Acquisition (AIP No. 3‐25‐0018‐22‐2013)/(ASMP #: FIT ACQPH1) Project Description: This project is a Phase I avigation easement acquisition project to acquire avigation easements over parcels in the Runway 14 and Runway 32 approaches,adjacent to the Airport. Acquisition of all easements necessary to clear obstructions is a multi‐phased effort to occur over the next few years. Estimated Project Cost: FAA Share: $503,889.75 ( 90%) State Share $ 41,990.81 ( 7.5%) Local Share: $ 13,996.94 ( 2.5) Total Cost: $559,877.50 (100%) Project Status:  This project is complete. Gale is waiting on final payment. Actions Required by the Airport this month: None this month. 2. Phase II Avigation Easement Acquisition (AIP No. 3‐25‐0018‐23‐2014) Project Description: This project is a Phase II avigation easement acquisition project to acquire avigation easements over parcels in the Runway 14 and Runway 32 approaches, adjacent to the Airport. Acquisition of all easements necessary to clear obstructions is a multi‐phased effort to occur over the next few years. Project Cost: FAA Share: $ 620,000.10 ( 90.0%) State Share: $ 34,444.45 ( 5.0%) Local Share: $ 34,444.45 ( 5.0%) Total Cost: $ 688,889.00 ( 100%) Project Status Easements over all seven (7) properties included in this phase have been recorded at the registry of deeds. Gale is working with the sub-consultants to finalize all invoices and begin closing this project out. Actions Required by the Airport this month: None this month. 3. Phase III Avigation Easement Acquisitions and Permitting (AIP No. 3‐25‐0018‐24‐2015) Project Description: This project is a Phase III avigation easement acquisition project to acquire avigation easements over approximately 22 parcels in the Runway 32 approach surface, adjacent to the Airport. Additionally, this project includes permitting efforts necessary to remove obstructions from the Runway 14‐32 approach surfaces. Project Cost: FAA Share: $ 2,183,850.00 (90.0%) State Share: $ 121,325.00 ( 5.0%) Local Share: $ 121,325.00 ( 5.0%) Total Cost: $ 2,426,500.00 (100%) Project Status: Easements: Negotiations continue with the owner of the recently added parcel. An attorney for one the easements taken by eminent domain has contacted Gale and the City Solicitor. Actions Required by the Airport this month: Meet in executive session to discuss the on‐going negotiations. 4. Runway 14 End Obstruction Removal and Aeronautical Survey (Off Airport Property) AIP No. 3‐25‐0018‐25‐2015 Project Description: This project is an obstruction removal project to clear obstructions identified on nine (9) off‐airport properties in the Runway 14 approach surface, and to complete an Aeronautical Survey. Project Cost: FAA Share: $ 675,000.00 (90.0%) State Share: $ 37,500.00 ( 5.0%) Local Share: $ 37,500.00 ( 5.0%) Total Cost: $ 750,000.00 (100%) Project Status: Pending final acceptance by the Airport, all tree removal work has been completed.  Gale conduced a site walk with Mike O’Hara (Fitchburg Conservation Agent) on November 15. Mike was accepting of the site conditions, and requested that the compost log remain in place until spring. Cook will need to return in the spring and remove the compost log mesh. The compost filler may remain on‐site. Only minor punch list items remain, most of which are administrative. The aeronautical study is underway. After some glitches with the FAA’s Airport GIS system, we have gained access and the project has been set up. Gale’s subconsultant (Col‐East) has uploaded the statement of work and technical plan, for review and approval by FAA and National Geodetic Survey. We are currently awaiting their response. Mike O’Hara will visit the site in the next few days to inspect the stabilization of the site. If OK, Cook can remove the compost log. Cook has availability next week to be on‐site for removal. Once the compost log is removed, Gale will prepare the final payment for Cook and release retainage. Foliar herbicide treatment in the Runway 14 end was completed on June 23, 2017. Actions Required by the Airport this Month: None this month. 5. Runway 32 End Obstruction Removal (Off Airport Property) AIP No. 3‐25‐0018‐26‐ 2017 (Pending) Project Description: This project is an obstruction removal project to clear obstructions identified on up to twenty‐seven (27) off‐airport properties in the Runway 32 approach surface in the City of Leominster. One (1) property is partially in the City of Fitchburg. Estimated Project Cost: FAA Share: $ 1,156,500.00 (90.0%) State Share: $ 64,250.00 ( 5.0%) Local Share: $ 64,250.00 ( 5.0%) Total Cost: $ 1,285,000.00 (100%) Project Status: Design is complete. Bids were opened on April 26, 2017 at 11:00 AM. The bidder for Contract No. 3 did not include a DCAM update statement, which was a bidding requirement. Gale made an inquiry to City Purchasing to determine if this requirement can be waived, if the bidder can provide the update statement post bid, or if the project needs to be re‐bid. Grant applications were submitted on Thursday, June 1, 2017. We are now awaiting FAA and Mass DOT grant offers. Scott Ellis asked the City Auditor, Calvin Brooks, about appropriating funds for the, tree removal work in advance of the grant offers. This is because the tree work is weather‐dependent. Gale worked with Scott to prepare a letter for Mr. Brooks’review (see attached). Based upon Mr. Brooks’ response (see attached  email), it appears the City understands the importance of this project to keep the FY 2018 Runway/Taxiway project on track. Gale has prepared the Contracts between Northern Tree Service, Inc. and the City.Those Contracts will be circulated for signatures beginning later this week. Gale has also prepared notification letters to the property owners. These letters include an invitation to meet with Gale to gain a better understanding of the project and what they can expect. A contact list will be given to each land owner so they know who to call if they have questions. Actions Required by the Airport this Month: Continue to work with the City to appropriate the funds for the tree portion of this project. Sign and circulate the Contracts with Northern Tree (forthcoming). 6. Other Items: The FY‐2018 Runway/Taxiway project should be scoped as soon as possible, so that data collection (survey, soil investigation, etc.) can begin. John Merck, FAA’s project manager, agrees with the need to scope soon. He has availability during late July to attend this meeting. 5. New Business  Runway 14/32 Left Grass cutting Richard Maki Sterling MA Is very pleased to be able to use the grass filed. Mr. Maki would like to see the grass cut earlier in the season. Scott Ellis Noted the grass is cut, but clarifies that this area is not an FAA designated landing area and the pilots use the area at their own risk  Courtesy Car Chair Naylor would like to see a courtesy car in the future. Scott Ellis explained the Airport had been given by an old tenant. The courtesy car registration and insurance has expired and is no longer eligible to be used. Scott Ellis commented that the city cannot own and insure a car and let the public use it. The airport would have to seek an alternative way to support a courtesy car. Action item Scott will ask the FPA if they would support a crew car for the Airport. Or look for another means to accomplish this service  Tie Down Fee increase proposal. Scott Ellis Stated the current rates are at 80.00 per month. The tie down fee is average for the area. Comm. Raymond would like to see the rates increased. Action item Chair. Naylor will put this item back on next month’s agenda 6. Old Business A. Hanger 7 repair status Scott estimated the work should begin in one to two weeks. The contractor is waiting on a building permit. Mayor DiNatale asked what the hold-up is and asked Scott to look into the delay in the building permit Action Item Scott Ellis will check with the building department regarding the permit delay  Airport Blvd entrance street lights-Update Comm. Liberatore is working to install a light the Airport already owns He will work with Scott to get the DPW  help to install the light to brighten the entrance. Action Item Comm.Libratore and Mr. Ellis will pursue. B. Terminal building hallway Scott Ellis has received a quote to install a door in the terminal hallway to make it possible for airport tenants to access the restrooms. The quote was in the amount of $7,794.00 from the contractor whom originally built the terminal building. Councilor Kushmerek has raised questions over the dollar amount of the door installation. He would like to seek alternative ways or pricing. Chair Naylor Motion to go out to bid to have a new door installed Seconded by Councilor Kushmerek Vote 4-0 17-06-02 C. FCA rent/ lease status-Update Charlie Valera owner of FCA called Scott Ellis just before the meeting started, expressing his desire to vacate the space he currently occupies in the terminal Building. Jim Powell chief instructor at FCA would like to renegotiate the lease with the city. Mr. Powell stated he had permission to speak on these matters from Mr. Valera and would like to request permission to renegotiate the lease in Charlie’s absence Motion by Comm. Kushmerek seconded Chair Naylor seconded to refer to the subcommittee back to the subcommittee for review Vote 4-0 17-06-03 D. FACT Lease status -Sub Committee meeting scheduled for 6/29/17 Motion to table this item for further discussion to July Meeting By councilor Kushmerek seconded Comm. Raymond Vote 4-0 17-06-04 E. Bullock Charter Lease-Update Chair Naylor stated the Bullock lease increase will not commence till December 1 2017. The committee agrees the rent cannot be raised until the end of the fiscal year. Motion to table the item to September’s Agenda Comm. Raymond Seconded councilor Kushmerek Vote 4-0 17-06-05 F. Ken Churchill Scott Ellis has reached out to Ken for payment and has only received $100.00. Action Scott will approach attorney Pusateri in the coming months to seek alternative ways to collect arrears. 7. Financial Review Budget passed by the City Council for the new fiscal year commences on July 1 2017  Outstanding items are better however Autumn Air continues to be in arrears Action Item Chair Naylor will visit the owner of Autumn Air on this subject. 8. Subcommittee Reports Annual employee review Scott Ellis has requested the review be in executive committee it will be scheduled for the July meeting. 9. Managers operation report Scott Ellis  No new items  Note panama productions would like to schedule a car show and will be on next month’s agenda   Motion to adjourn Comm. Liberatore seconded comm. Raymond vote 4- 0 (17-06-06)  Conclusion 7:39  Next meeting will be Wednesday July 26, 2017 6 pm Motion Chair Naylor to go to executive session by Roll Call Yes Vote 3-0 Roll call completed all commissioners in agreement Recording Secretary Commissioner Clayton Raymond