Airport Commission

Fitchburg Municipal Airport Commission Meeting Minutes June 27 2018 PLACE: Terminal Building METTING TIME: 6:00PM Attendees: Airport Commissioners: Chairman John Naylor, Vice Chairman Peter Kettle, Secretary Clayton Raymond, Richard Liberatore, Airport Manager Scott Ellis, Others in attendants include: Assistant Solicitor Christine Tree, Airport Assistant Deb Silvar, Nicholas Ippolito, P.E. of Gale Associates, Inc 1. Meeting Protocol Meeting called to order  Chair Naylor introduced the commission members in attendance.  Chair Naylor motioned request to record audio (granted) and approved Commissioner Raymond and Comm. Kettle request to record audio.  Chair Naylor states the public opportunity to speak No one stood to be recognized. 2. Previous month’s minutes to include special meeting minutes as required Motion to accept May’s previous month’s minutes as amended, motion Comm. Liberatore to accept 2nd Comm. Kettle 18-06-01 Vote 4-0 3. Correspondence to the Commission None to report Scott Ellis received a letter from the chairmen of the Ford V-8 Club thanked the Airport and the staff for a job well done and were pleased with the outcome additionally the airport received a check for $3000.00 one thousand more than the agreed amount. 4. Project Review-Gale Associates,Inc Nicholas Ippolito,P.E. There are four (4) projects that Gale Associates, Inc. (Gale) is administering on behalf of the Fitchburg Airport Commission. They are:  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:   Gale has provided Col-East with the proposed Runway 14-32 end locations as well as the Runway Profile information for their use in preparing their submission to the AGIS System. This information was sent to Col-East on May 31, 2018. Once Col-East confirms upload of the approach survey data into the AGIS System, this Project will be closed out. Actions Required by the Airport this Month:  None.  Runway 32 End Obstruction Removal (Off Airport Property) AIP No. 3- 25-0018-26-2017 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:  Tree work has been completed. There are still several punchlist items that must be coordinated. Specifically stumps at the Murphy, Dutting, Arsenault, and McKenzie properties.  Merrill was on site to verify that the Approach to Runway 32 has been adequately cleared, however, vegetative growth close in to the Runway has prohibited them from seeing the approaches with enough accuracy to certify that they are clear. Gale has coordinated with MassDOT/AD to clear these areas as part of the State Wide VMP Clearing work that they have undertaken. Once the clearing work has been completed, Merrill will return to continue their survey of the Runway 32 Approach.  Work to modify the roof of an existing structure is ongoing. At last month’s meeting it was reported that the electricians performing the work reported issues that would require a Change Order. Presently, MassDOT has given verbal approval of the proposed change. The Change Order work will be funded using underruns from other  project features. Specifically, the fire alarm allowance will not be used, therefore this allowance may be re-appropriated to cover the costs of the Change Order.  KOBO Utility has placed orders for the equipment necessary to complete the work awarded to them in Contract No. 2. Once these items have been delivered, KOBO will notify Gale that they are ready to begin work.  Gale has been working with national Grid and Verizon to set up work orders for the proposed utility pole work that will take place as part of Contract No. 2. With these Work Orders in place, KOBO can begin work immediately upon receipt of the lighting materials. Actions Required by the Airport this Month:  None  Runway 14-32 and Parallel Taxiway Permitting and Preliminary Design – AIP No. 3-25-0018-XXX-2018 (Pending) Project Description: This project is to collect survey and soil information, conduct preliminary design efforts, and obtain local permits for the Runway 14-32 and Parallel Taxiway reconstruction. Estimated Project Cost: FAA Share: $ 589,500.00 (90.0%) State Share: $ 32,750.00 (5.0%) Local Share: $ 32,750.00 (5.0%) Total Cost: $ 655,000.00 (100%) Project Status:  A follow-up scoping meeting was held on Friday, March 2, 2018 at 10:00 A.M. The FY 2018 project will shift to a permitting and preliminary design effort, to include the survey and soil information collected to date.  A finalized Scope of work and fee has been approved by the Airport. Gale will be preparing Contracts for signatures this week.  A Record of Negotiations letter for this project has been prepared. Gale has brought this letter to tonight’s meeting for signature. Once signed, copies will be sent to FAA and MassDOT/AD for their files.   Gale has completed the Permitting Plans for this Project and has performed the required QA/QC review internally. Plans were sent to Steve Riberdy at GZA for review and approval. GZA has reviewed these plans and provided comments that Gale is in the process of incorporating into the Plans.  Gale is finalizing the Stormwater Management Report this week and will have the entire Permitting Package completed within the next two weeks. It appears as though this project will be ready for the July st 31 meeting. Gale will attend this meeting on behalf of the Airport and answer questions that may arise from the Con-Com Review of the Project. Actions Required by the Airport this Month:  Please sign the Record of Negotiations Letter and return to Gale Associates, Inc. for distribution.  Purchase Compact Track Loader and Attachments – ASMP No. TBD Project Description: This project is to purchase a new compact track loader (Bobcat T770, or equivalent) and various attachments for use around the Airport. This equipment was offered to the Airport at an 80% MassDOT funding level. Equipment will be purchased using the FAC88 State Contract, which requires only minimal specifications, and a minimum of three (3) quotes from pre-approved vendors. The equipment must be delivered to the Airport no later than June 30, 2018 as a condition of the MassDOT grant. Estimated Project Cost: FAA Share: $ 0.00 (0.0%) State Share: $ 103,200.00 (80.0%) Local Share: $ 25,800.00 (20.0%) Total Cost: $ 129,000.00 (100%) Project Status:  A MassDOT pre-application was prepared and submitted to MassDOT.  Gale prepared the quote solicitation notice, and sent to the Purchasing Department for review and comment. The solicitation was sent to five (5) vendors on June 26, 2018.  Gale has coordinated with MassDOT/AD on the delivery of this equipment by June 30, 2018. With the expectation that the equipment will not be delivered before the close of the MassDOT Fiscal Year, a Contract Extension has been prepared and executed by the Airport and MassDOT. This will allow the project to move into FY2019 without loss of funding.  Actions Required by the Airport this Month:   None  Other Items:  Based upon discussions with Scott Ellis, a pre-application for funding of a self-serve fuel farm project has been prepared and sent to MassDOT/AD for approval. Further coordination with MassDOT in the near future will determine whether or not an ASMP Grant can be issued to fund this project. If approved, Gale will prepare a draft Scope of Work and Fee for the design and construction of this project for review and approval by the Commission  Scott Ellis has asked Nick to look into the details surrounding the permitting of solar panels on the other side of Crawford Street Mr. Ellis concern is to avoid any conflict that may arise as the new Run-way will be longer and wants assurances the solar panel farm won’t interfere with the longer run-way planned for 2020. Action Nick will inquire with the FAA. To confirm the panels will not interfere.  Motion to accept Gales report for June Jack Naylor 2 nd Comm. Liberatore 18-06-02 Vote 4-0 5. New Business A. Airport security cameras Scott Ellis stated the security cameras are being installed as part of a security grant. The cameras are high resolution type and should help in security at the airport. Fitchburg police will have access to the cameras. B. Mass DOT- pavement survey Mass DOT is seeking to move funding of crack repairs to ramp repair as the runway and taxi ways will be replaced as part of the new run-way project. C. Mass DOT-A VMP tree clearing is in progress Scott is pleased with the States progress and noted the terrain is quite steep and irregular Scott stated the airport would not otherwise have been able to clear this property themselves with the equipment the airport currently owns. D. Panema Productions Rodeo Taken out of order by chair Naylor all agreed. Carlos Silva of panama productions spoke to the commission about the event Carlos is aware of the new stop times 7PM on a Sunday. The commission was explicit requesting no private amplification devices allowed Motion to approve Chair Naylor 2nd Comm. Kettle Vote 4-0 6. Old Business A. Self serve fuel facility Airport Manager Scott Ellis Is hopeful for an 80/20 grant through ASMP. Grant application has been requested. See other items in Gales project review listed above. Christine Tree City, assistant solicitor, inquired of a total cost estimate for the proposed self serve installation. Gale is estimating a $70,000.00 cost to the city. Christine has inquired to Mr. Ellis to get a total gallon estimate we should  expect from the implementation of a self serve fuel farm. Action Scott Ellis will supply those figures to Attorney Tree for accurate revenue projections from future fuel sales. B. Panema Productions Rodeo Taken out of order by chair Naylor all agreed. Carlos Silva of panama productions spoke to the commission on the event and is aware of the new stop times 7PM on a Sunday. The commission was explicit requesting no private amplification devices allowed Motion to approve the rodeo for July 29 2018 11Am to 7PM Chair Naylor 2nd Comm. Kettle 18-06-03Vote 4-0 C. Twin City Airmotive update and Payments Scott Ellis has received a payment of $2000.00 from twin city. Comm. Kettle advised the arrears need to be paid in full the commission is in agreement. Action Scott will speak with Twin City. Off subject the same is expected from Autumn Air the commission is expecting payment in full by next month’s meeting. 7. Financial Review FY2019 Budget Commission to review matter will be discussed next month. 8. Sub-Committee Report Fact lease status FACT Lease has not been signed by the Mayor or Chair Naylor, Christine Tree stated Fact’s Attorney Mr. May is on an extended vacation and has not been in touch with Christine since June 13 2018. The Airport has received a check for some back retroactive payment. This subject is tabled to next month’s meeting FCA Lease proposal Jim Powel of FCA is not available at tonight’s meeting. Subject is tabled to next month’s meeting 9. Managers operation report 1. Scott Ellis: Stated that the airport has some accumulating junk at the airport and is trying to find ways to remove it. 2. Hanger 6 is empty but has some hazardous material which deems the building unusable. Funding needs to be acquired to demolish the building. Action Comm. Liberatore will also look into ways to fund the demolition of hanger 6. 3. Scott Ellis has some old equipment at the airport that needs to be discarded. Action Scott will discuss the procedures to begin the disposal of this equipment with city. 10. Next Regular Airport Meting July 25, 2018 6PM 11. Executive session Not required None 12. Motion to adjourn Comm. Early seconded Comm. Liberatore 18-06-04vote 4-0  Executive session No:  Conclusion 19:28  Recording secretary Clayton Raymond