Airport Commission

Fitchburg Municipal Airport Commission Meeting Minutes September 25 2019 PLACE: Terminal Building METTING TIME: 6:00PM Attendees: Airport Commissioners: Vice Chair Peter Kettle Commissioners Comm. Dan Cunningham, Comm. Rich Raymond and Comm. Liberatore, Airport Manager Scott Ellis. Others in attendance include Nick Ippolito,PE of Gale Associates, Inc, Councilor Elizabeth Walsh and FPA President Dave Babineau, Ken Maclean of Twin City Air motive, Jim Powell of the FCA flight school, City solicitor Vincent Pusateri Chair Naylor 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  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 reviewed July and August minutes and would like some amendments made to the meeting minutes Action Comm. Raymond will add amendments. A. Comm. Kettle is asking to add Action item follow up to the meeting agenda moving forward. Scott Ellis is requesting action items to be E- mailed to him for better follow-up as soon as possible. Action Comm. Raymond will provide abbreviated action items to Mr. Ellis 3. Correspondence to the commission Scott Ellis nothing to report 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. o UPDATE: Gale reached out to MassDOT/AD and FAA on th September 24 2019 to obtain a status update on the Change Order.  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. 3-25-0018-028- 2019 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:  Construction work is ongoing. Upcoming work includes the following: o Wetland Replication Area construction o Earthwork – Cut/Fill to construct new Runway 14-32 o Installation of new NAVAID foundations, Electrical infrastructure, and cabling o Installation of drainage upgrades per the project permits o Installation of steel sheeting in the Runway 32 riverfront area  Weekly Construction Progress Meetings are being held on Thursday mornings at 9:30AM. All are welcome to attend.  The Contractor is currently 49 Contract days into Phases I and II. There are 200 Contract Days overall.  The next Periodic Cost Estimate for the Contractor’s work will cover work through 9/30/2019. Gale will prepare this estimate upon receipt from the Contractor on all quantities measured.  The Contractor estimates that they have completed approximately 50% of the overall project at this point.   rd A Pre-Paving Meeting has been scheduled for Thursday, October 3 , 2019 immediately following the Construction Progress Meeting. The topic of this meeting will be paving best practices, review of the Contractor’s laydown plan, and discussion of required testing. Actions Required by the Airport this Month: Please sign and forward the next Reimbursement Package upon receipt.  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.  Gale has been coordinating with the City of Fitchburg Planning Board to obtain site plan approval for the proposed fuel farm. This requirement was prompted by the amendment to the Airport’s fuel storage license. At this time the project is on the agenda for the th October 8 Planning Board Meeting. Gale will attend this meeting on behalf of the Airport.  Gale has been coordinating with the City of Fitchburg Fire Department and City Council to move forward with the required amendment to the City’s Fuel Storage Permit. At this time the proposed amendment is on the agenda for the City Council Meeting st on October 1 , 2019. At this meeting the City Council will vote to th hold a public hearing at the October 15 , 2019 meeting. Gale will th attend the October 15 meeting on behalf of the Airport. Actions Required by the Airport this Month:  If unable to waive the application fees, Gale will coordinate payment of the permitting fees upon request of City Council.  Other Items:  The Airport’s annual CIP Meeting was held on September 13, 2019 at 10:30AM at the offices of Mass DOT/AD. At this meeting it was determined that the next project will be the Airport’s Master Plan Update. This will require two years of entitlements, meaning no AIP project will be programmed for FY2020. However, the Airport requires updates to their SPCC and SWPPP following the Runway 14- 32 project and Fuel Farm project. During the CIP meeting it was discussed that the Airport should fund both the SWPPP and SPCC during FY2020 and then get reimbursed as part of the AMPU Project in  2021. The estimated cost of the SPCC/SWPPP Update is approximately $20,000.  Motion to accept 5 year master CIP master plan presented to the nd Commission motion made by Comm. Kettle 2 Comm. Liberatore 5. New Business A. Hanger Construction Scott Ellis has reviewed FPA lease to determine the existing boundaries on the FPA hanger. Action Scott Ellis will inquire with Vadim Gayshan to determine his parking expectations for the proposed hanger activities. B. Solar Farm RFP Scott Ellis states the land west of the runway 14 -32 is already designated as non aviation related activity. This opens the area up to accept a solar farm or other non aviation activity. C. FPA Young Eagles event-September 29Th Dave Babineau; The FPA is aware of the constraints of the usage of runway 0 2-20. The FPA membership has had many conversations relating to safety for the event. The FPA may be placing a pilot to advise if any aircraft is in conflict this will be an advisor only function. Scott Ellis mentioned it is advisory only not a controller or director, all agree. Winds will also be monitored to keep all operations as safe as possible. D. DPW Pavement repair Scott Ellis Thanks the DPW for some repairs on the city provided at the airport. E. Run-Way project ground breaking-October 22 Scott Ellis has informed the commission and invitations have been sent It will be on October 22 at 10:30 at the Airport terminal building. F. Unitil Utility Easement Vincent Pusateri is aware of the easement request and will be in contact with Unitil to find a quick solution to this issue as the gas line is partially uncovered. An appraisal for the value of the easement is being completed and once determined a onetime payment will be made to the airport for the easement Action Vincent Pusateri will let the commission know the value of the easement at next meeting. Motion for a vote to proceed with an easement appraisal for general utilities on airport property from Crawford street to the WWTP Motion Comm. Kettle 2nd Comm. 2nd Dan Cunningham Vote 4-0 19-09-01 6. Old Business A. Promoting/ Marketing Fitchburg Municipal Airport Comm. Cunningham has volunteered his time and experience to present ways to market the Airport. Comm. Cunningham is in progress with ideas starting with the ground breaking ceremony in October B. Autumn Air services (Cornerstone) Scott Ellis states he has spoken to Cornerstone and do intend to vacate the space on October 31 2019. Nagle aircraft is interested in this space for  temporary occupancy. Note: Nagle Aircraft has expressed a desire to build a new hanger on the airport once the runway extension is completed. Ken Maclean states he has expressed a desire for the space as well and would like to know why it is not available to him as well. Scott responded that this arrangement will be a temporary condition to another aviation related activity that is seeking immediate occupancy for aircraft maintenance. Attorney Pusateri is recommending a meeting take place with the city’s chief procurement officer before any agreement is finalized. The understanding is to assure all requests are being treated equal and fair. Action Item Vinnie Pusateri will report back to the Commission in thirty days. The Commission is expecting guidance moving forward to determine fair market value and a decision to determine if an RFP is required on space relating to aviation activity on the airport. C. Airport rent fuel billing procedures. Scott Ellis is in contact with Calvin Brooks and states the airport is moving closer to switching over the billing procedures to the MUNIS system. Signatures are required by the commission for abatements prior to this new system being implemented. Signatures were completed. D. Nagle Aircraft already discussed above no further information available E. FY20 CIP discussed in Gale associates review Item 4 7. Financial review. FY 2020 is available to the commission for review. Comm. Raymond is inquiring about the 102,000.00 shortfall in last year’s budget covered by the general fund. Scott Ellis states he is expecting similar shortfall next year. But is looking ahead to fiscal year 2021 once the Run-Way project is completed. The plan is to increase revenue through fuel sales, as well as new business rents and a possible solar farm installation. 8. Managers operation report` Nothing to report 9. Next Regular Airport Meeting October 23 2019 6PM at terminal Building Fitchburg Airport 10. Executive Session Required NO  Motion to adjourn Comm. Kettle seconded Comm. Raymond 19-09-02  Conclusion 7:25  Recording secretary Clayton Raymond