Airport Commission

Fitchburg Municipal Airport Commission Meeting Minutes August 28 2019 PLACE: Terminal Building METTING TIME: 6:00PM Attendees: Airport Commissioners: Vice Chair Peter Kettle Commissioners Comm. Dan Cunningham Rich Raymond Airport Manager Scott Ellis. Others in attendants include Matt Caron, of Gale Associates, Inc, Danny Carrion of Gale Associates lead engineer for the run-way project Councilor Elizabeth Walsh and FPA President Dave Babineau; Chair Naylor & Comm. Liberatore absent from tonight’s meeting 1. Meeting Protocol Meeting called to order chair Naylor  Vice Chair Kettle introduced the commission members in attendance.  Vice Chair Kettle asked if anyone would like to record audio (granted) and approved, Comm. Raymond & Comm. Kettle  Chair Kettle asked those in attendance if anyone would like to speak on a matter on tonight’s agenda to please stand and introduce themselves. 2. Previous Months minutes-including special meeting minutes Comm. Kettle has tabled July’s meeting minutes till next airport meeting. 3. Correspondence to the commission Scott Ellis will address items as the topics are addressed at tonight’s meeting 4. Project Review Gale Associates There are Three (3) projects that Gale Associates, Inc. (Gale) is administering on behalf of the Fitchburg Airport Commission. They are:  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. 3 (Building): Work to modify the roof of an existing structure (Contract No. 3) is completed.  Contract No. 1 (Tree Clearing): Work to remove vegetative obstructions on the Runway 32 end has been completed.  Gale submitted the final Change Order to the FAA and MassDOT. They are each working to reconcile the Change Order to meet their financial statement requirements. Each agency has indicated that the Change Order will be approved.  Once approved, Gale will schedule the relocation of the equipment onto the pole and schedule the final inspection.  Actions Required by the Airport this Month: No action this month Runway 14-32 Final Design and Construction – AIP No. TBD Project Description: This project will include the 95% and Bid Set Documents necessary to allow competitive bidding of the Runway 14-32 Reconstruction Project. This project will also include Bidding and Construction Phase Services for the new Runway 14-32. Estimated Project Cost: FAA Share: $ 13,832,100.00 (90.0%) State Share: $ 768,450.00 (5.0%) Local Share: $ 768,450.00 (5.0%) Total Cost: $ 15,369,000.00 (100%) Project Status  This week the contractor has been working on excavating the runway down to the subgrade, and they have completed the RIC (Rapid Impact Compaction) over the landfill area. The RIC is complete and approved by the Geotech Engineer.   Efforts to excavate the runway down to subgrade are ongoing. Filling and building the pavement box will be occurring over the next few weeks.  Installation of drainage pipes and structures, as well as electrical installations are expected to begin by the end of this week.  A construction progress meeting is scheduled for tomorrow (8/29). Actions Required by the Airport this Month: None at this time.  Install Self-Serve Fuel Farm and Distribution System – ASMP No. TBD Project Description: This Project will be for the design and construction phase services relating to the installation of an above ground storage tank (AST) and distribution system for self-serve Avgas Sales at the Airport. Estimated Project Cost: FAA Share: $ 0.00 (0%) State Share: $ 64,671.20 (80.0%) Local Share: $ 16,167.80 (20.0%) Total Cost: $ 80, 839.00 (100%) Project Status:  Gale has prepared a Scope of Work for this Project and submitted it to MassDOT for review. Comments were received from MassDOT in mid-February and the Scope of Work has been revised to reflect those comments. MassDOT is now preparing an IFE for the project; once finalized, the Airport may compare Gale’s fee to MassDOT’s Fee. o Update: Gale has reached out to MassDOT on April 11, 2019 and April 17, 2019 to inquire about the IFE. No response was received. th o Update: Gale has reached out to MassDOT on April 29 , 2019 and May 27, 2019 to inquire about the IFE. No response has been received.   Due to the delay in the Independent Fee Estimate from MassDOT, and the lead time on procurement of the tank and dispensing system, the 2019 Project has been changed from Design-Build to Design Only. Gale has submitted revised Contracts to the Airport which reflect the change in Project Scope. Moving Forward, Gale will assist the Airport in applying for a FY2020 grant to fund the Construction through MassDOT/AD’s ASMP Program.  Grant applications have been submitted and we’re waiting for notification of award.  Gale will prepare a supplemental agreement to add in construction phase services as previously approved by the Commission. Actions Required by the Airport this Month:  Execute the Supplemental Agreement upon receipt.  Other Items:  FAA is expected to release an additional $500M in supplemental funding in fiscal year 2019. This notification was sent out through a Program Guidance Letter (R-PGL 19-01) dated June 3, 2019. At this time no additional information is available regarding the program requirements.  CIP Meeting- scheduled for September 13, 2019 at 10:30AM at the offices of MassDOT/AD. 5. New Business A. Hanger Construction Senate Construction is asking for preliminary approval for a proposed hanger for Vadim Gayshan. Senate construction is asking on behalf of Mr. Gayshan for approval of an initial twenty year lease, with two additional twenty year lease options. The FPA is asking for clarity on the lease location to assure they are not being encroached upon. The commission is aware of their concerns and will looking into their lease details. Action Scott Ellis will check the lease agreement. Action Item: Vadim Gayshan; will provide detailed drawings to the commission showing the space between the adjacent buildings Motion by Vice Chair Kettle motioned to move forward with a lease agreement to include an initial twenty year lease with optional two twenty year extensions. Providing the space between the two buildings is sufficient 2nd Comm. Cunningham 19-08-01 Vote 3-0  B. Solar Farm RFP Scott Ellis is in the process of investigating the procedures to get approval for the change of use of space for the proposed solar farm. Action Scott Ellis will update the commission as this project progresses C. FPA Young Eagles event-September 29Th Scott Ellis is granting a request by the FPA for an additional young eagles events. No action required by the commission. D. FY20 Program year CIP Meeting, September 13 Previously covered in the Gale project update report. E. Unitil Easement Scott Ellis has informed the commission that Unitil has a gas line located on airport property. Unitil currently has an easement for the gas pipe that runs under the Nashua River. Unitil has additional gas lines located on airport property but no easement has ever been approved. Scott Elis has referred this item to the solicitor’s office they will consult with Jorge Pantelli of the FAA land use specialist. Action Attorney Pusateri will follow up on gas line easement F. Nagle Aircraft Inc Scott Ellis states Nagle aircraft is interested in hanger space in October 2109 with plans to build a new hanger once a runway is constructed. The commission has approved Scott Ellis to inform Nagle Aircraft of the possible spaces available; likely all space will have to go out to bid. 6. Old Business A. Promoting/ Marketing Fitchburg Municipal Airport Comm. Cunningham has volunteered his time and experience to present ways to market the Airport. The commission welcomes the gesture Comm. Cunningham will put a presentation together B. Autumn Air services (Cornerstone) Scott Ellis states he has spoke to Cornerstone the arrears are still being pursued. Action Scott Ellis will provide the commission with progress on the arrears. C. Fact Weed Control Scott Ellis is in the process of looking for an alternative weed control chemical or mechanical means and will work with FACT leadership to come up with a solution to control weeds Action Scott Ellis will pursue an alternative weed control method D. Airport rent fuel billing Procedures. The Commission will keep this item open until the switch over is complete. Deb Silvar sates the new system is not complete and not ready for full implementation at this time. Action Scott Ellis will draft a letter to notify the airport tenants that a change in cash and credit card procedures for fueling are going to change. Comm. Kettle is inquiring about specific aircraft not paying for the space they occupy. Scott Ellis is in the process of taking inventory of all the aircraft on the airport and will forward the information to the  FAA and Mass DOT. This is a mandatory request by the state. Action Scott Ellis will provide the commission with the number of aircraft with outstanding payments and number of months due 7. Financial review. FY 2020 is available to the commission for review. Comm. Raymond is inquiring about some of the specifics on the current budget which seem out of range. Scott Ellis states fuel sales for July and August are up compared to previous years. 8. Managers operation report` Projects at the airport are under way while the runway is under construction Action Scott Ellis will advise the commission of the projects under way and a timeline of completion. 9. Next Regular Airport Meeting September 25 2019 6PM at terminal Building Fitchburg Airport 10. Executive Session Required NO  Motion to adjourn Comm. Kettle seconded Comm. Raymond 19-08-02  Conclusion 7:00  Recording secretary Clayton Raymond