Airport Commission

Fitchburg Municipal Airport Commission Meeting Minutes August 22 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, and Michael Kushmerek Others in attendants include: Assistant Solicitor Christine Tree, Airport Assistant Deb Silvar, Nicholas Ippolito, P.E. of Gale Associates, Inc and City Councilor Beth Walsh 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 motion to dispense with the public opportunity to speak Motion Comm. Raymond 2nd Comm. Liberatore 18-08-01 Vote 4-0 2. Previous month’s minutes to include special meeting minutes as required Motion to accept July’s previous month’s minutes as recorded, motion Comm. Liberatore to accept 2nd Comm. Kettle 18-08-02 Vote 4-0 3. Correspondence to the Commission None to report Scott Ellis: None to report 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 been in close coordination with Col-East, Inc. on the status of the data preparation for upload in to the AGIS database. Col-East is still on track for an upload by the end of August. Once accepted by the FAA, 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:  Contract No. 1: 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, as well as the contractors responsibility to repair a driveway that was damaged under the weight of the crane jacks.  Contract No. 3: Work to modify the roof of an existing structure (Contract No. 3) is completed.  Contract No. 1: In early June of 2018, Gale requested that two areas be cleared during the MassDOT funded VMP work. (See the attached figure) MassDOT returned to the site to clear additional areas located at the Runway 32 end, however no work occurred across the river adjacent to the Waste Water Treatment Plant. As a result, the final approach verification survey cannot be completed. In follow up coordination with MassDOT, they indicated that upon delivery of the Compact Track Loader and attachements, the Airport will be capable of clearing the remaining obstructions.  Contract No. 2: Gale has coordinated with KOBO Utility on the anticipated schedule for the obstruction light works. While KOBO has indicated that they are looking for openings that this project might fit into, no such openings have presented themselves at this point. Gale will continue to request priority of this work.  Actions Required by the Airport this Month:  None  Runway 14-32 and Parallel Taxiway Permitting and Preliminary Design – AIP No. 3-25-0018-27-2018 (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:  Gale has completed the Permitting Plans for the runway design and has also completed the Stormwater Management Report. The full Permitting Package has been sent to Steve Riberdy at GZA.  GZA has prepared the NOI filing and submitted it to the Fitchburg Conservation Commission (FCC). Notification letters to abutting property owners were sent out on August 14 via. Priority mail.  It was discovered that the original notification letters contained a scribner’s error, citing a self-serve fuel farm at the Marshfield airport in the title of the letters. This was corrected, and revised letters were sent to all abutters who had received the original mailings. Since the notification letters were sent, GZA has fielded two (2) phone calls from abutters asking general questions with no real opposition to the project. One caller mentioned that this project was attempted through the Airport’s previous consultant, but was not ultimately approved.  The FCC Agent working with GZA to permit this project seems to be amenable to the proposed work. No major issues were identified as part of the field walk held in July.  The project has been placed on the agenda for the August FCC meeting for review and approval. The meeting will be conducted on th Tuesday August 28 , at 6:00PM in the Airport Administration Building Conference Room. Representatives from Gale and GZA will be in attendance. Actions Required by the Airport this Month:  None.  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:  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 allows the project to move into FY2019 without loss of funding.  The machine has been delivered to Shmidt Equipment’s Oxford facility and is currently having the accessories and attachments fitted. All attachements have been received except for the snow blower, which should be delivered within the next week. The machine with all attachements are expected to be ready for delivery by the second week of September. Actions Required by the Airport this Month:  None  Other Items:  Gale has prepared a justification package for the Runway 14-32 project to be included in the Supplemental Appropriations program at 100% FAA Funding. Gale has provided a copy of the Justification package with this update for your review and comment. Part of the funding review for each project will be to place priority consideration on airports located in economically distressed communities. If the Airport or City have any plans, reports, rulings etc… which affirm the economic state of Fitchburg as “distressed” and in need of aid, please provide this information to Gale for inclusion in the Justification Package.  Action Nick is looking for information from the city to justify the need to affirm the economic distressed and is in need of aid. Scott Ellis will facilitate that information for Gale associates. Attorney Tree suggest Scott Ellis contact the City Auditor Calvin Brooks office as soon as possible.  Note: Grant may be approved by December of 2018 application due in October of 2018 Actions Required by the Airport this Month:  None  Other Items:  The Pre-app for the Self-Service Fuel Farm was submitted to MassDOT. Owen Silbaugh informed Gale that a decision on the availability of funds will be made roughly around February of 2019. This project is on the back-burner until that point.  The FAA’s Supplemental Appropriations Act of 2018 will provide funding for high priority infrastructure projects such as the Runway 14-32 reconstruction. The Federal Share for this program is 100%. The Fitchburg Runway design and construction schedule lines up nicely for the second round of grants to be issued in 2019. Gale is preparing the required documents to notify FAA of Fitchburg’s desire to be included in the 2019 round of supplemental grants. 5. New Business A. City Council presentation-Fall 2018 Chair Naylor is suggesting a late fall timeline for a power point presentation to the city council. Michael Kushmerek stated the presentation should include a timeline for the airports path to self sustainability and supporting documentation to back up the plan. B. Helicopter portable landing pad Scott Ellis has allowed data to be collected by Helicopter and a portable landing pad is on the field. C. Twin City Air-motive Ken MacLean introduced himself as the new co owner of Twin City Air motive and is the President of the company. Comm. Kettle welcomes Ken and has questions about a payment plan for arrears. Attorney Tree is requesting to be completed by next month’s meeting Scott Ellis Action Item Commission request Scott Ellis to discuss arrears with Ken of Twin City Air motive and report with the commission at next month’s meeting with a payment plan. D. Advertising Budget Comm. Peter Kettle is concerned that advertising for the airport is not being addressed by the City or the Airport Manager to promote the opportunities at the airport Comm. Kettle is requesting Scott Ellis to address this issue in light of the new airport upgrade and extension. Scott stated the airport has limited amount of discretionary money available and at this time is being used for other items as we upgrade on major projects.  E. Airport clean-up Comm. Kettle: Subject concerning weed control Attorney tree states FACT is responsible for weed control for the month of June. The airport is responsible for weed control for the rest of the lease term beginning in July 2018 F. Panama Productions Fall Event cancelled Scott Ellis states an event is in the works for next memorial day for another panama production concert no formal request has been made as of yet. 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. Open item from last month’s meeting should know the outcome of the request sometime in February of 2019 B. Autumn Air Update and Payments Financial Review Comm. Kettle is looking to Scott to collect payments from Autumn Air specifically as it applies to aircraft being stored overnight. Comm. Kettle is questioning the number of tie- down spaces included as part of the lease terms. Comm. Raymond is frustrated with lack of progress concerning arrears being collected and reiterates the need for warning letters to be sent to collect rents due. Councilor Kushmerek is in agreement and would like to see the warning letter’s to be sent regardless of an verbal agreements being made. 7. Financial review the 2018 end of year budget was made available to the airport commissions and will be discussed at next month’s meeting. 8. Subcommittee reports FACT Lease Assistant attorney Christine Tree stated Fact’s Lease is signed by the city and the Airport Commission and is being returned to FACT FCA Lease report Chair Naylor states in progress nothing to report 9. Managers operation report 1. Comm. Liberatore thanked Scott Ellis and Comm. Peter Kettle for their cooperation with the fire department training to familiarize the department with the airport. Comm. Liberatore has invited the Leominster fire department and it will be scheduled at a later date 10. Next Regular Airport Meting September 26, 2018 6PM 11. Executive session Not required None  Motion to adjourn Comm. Early seconded Comm. Liberatore 18- 08-03  Executive session: No  Conclusion 19:33  Recording secretary Clayton Raymond