Board of Aeronautic Commissioners

The City of Lee's Summit Action Letter - Final Board of Aeronautic Commissioners Thursday, September 29, 2016 5:00 PM City Council Committee Room City Hall 220 SE Green Street Lee's Summit, MO 64063 CALL TO ORDER Chair Townsend called the September 29, 2016, Board of Aeronautic Commissioners meeting to order at 5:00 p.m. Notice of said meeting was provided by posting a proposed agenda at least 24 hours in advance for public notice. ROLL CALL Present: 7 - Chairperson Tom Townsend Vice Chair Garey Reeves Commissioner James Brady Commissioner Gary Fox Commissioner Ken Stremming Commissioner Phil Mall Commissioner Molly Waller Absent: 2 - Commissioner Joseph Towns City Council Liaison Phyllis Edson APPROVAL OF AGENDA A motion was made by Commissioner Stremming, seconded by Commissioner Brady, to approve the 9-29-16 Agenda. The motion carried unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent"). APPROVAL OF ACTION LETTER 2016-0647 PUBLIC COMMENTS: None GUESTS Dena Mezger, Director of Public Works; Ty Sander, Crawford, Murphy & Tilly; Curt Powelson, City of Lee's Summit Right Of Way Agent; Terrie Fox This was received and filed. BUSINESS The City of Lee's Summit Page 1 Printed on 12/14/2016  Board of Aeronautic Commissioners Action Letter - Final September 29, 2016 A. BILL NO. AN ORDINANCE AUTHORIZING THE EXECUTION OF A STATE BLOCK 16-207 AGREEMENT BY AND BETWEEN THE CITY OF LEE'S SUMMIT, MISSOURI, AND THE MISSOURI HIGHWAYS AND TRANSPORTATION COMMISSION, GRANTING STATE FUNDS IN THE AMOUNT OF $9,372,772.00 FOR RUNWAY 18-36 IMPROVEMENTS AT THE LEE’S SUMMIT MUNICIPAL AIRPORT. (BOAC 9-29-16) Recommendation: Recommendation: Staff recommends approval of AN ORDINANCE AUTHORIZING THE EXECUTION OF A STATE BLOCK AGREEMENT BY AND BETWEEN THE CITY OF LEE'S SUMMIT, MISSOURI, AND THE MISSOURI HIGHWAYS AND TRANSPORTATION COMMISSION, GRANTING STATE FUNDS IN THE AMOUNT OF $9,372,772.00 FOR RUNWAY 18-36 IMPROVEMENTS AT THE LEE’S SUMMIT MUNICIPAL AIRPORT. Presenter: Presenter: Dena Mezger, Director of Public Works Committee Recommendation: Committee Recommendation: Board of Aeronautic Commissioners voted unanimously 7-0 (Commissioner Towns & Councilmember Edson "Absent") to recommend approval to City Council. Attachments: Proposed Ordinance State Block Grant Agreement Grant Attachments Bob Hartnett said that all four (4) of the items on the agenda are extremely related, therefore, one presentation was made covering all of them with a request for four separate actions. Mr. Hartnett said this is a great day for the Airport as the City has been working on this for twenty (20) years. The first agenda item is the FAA grant for approximately $9.4 million. This is 90% of the project cost. The second item on the agenda is the State's 5% offer in the amount of $520,709.00. These two agenda items total 95%. The other 5% will come from the City and is budgeted in the CIP as matching funds. The third agenda item is the Award of Bid to the lowest bidder which is Emery Sapp & Sons, Inc., for $8,894,933.70. The fourth item on the agenda is a contract with Crawford, Murphy & Tilly, Inc (CMT) for the engineering services which is for all of the construction oversight. Mr. Hartnett reported on the various phases of the project. Phase 1 includes clearing, grading, utility work and fencing and will take place this fall. Phase 2 requires the full-time closure of runway 11-29 and a section of taxiway B, east of taxiway C. This is scheduled to take place in early April 2017. Phase 3-A is scheduled for 7 days and will include nightly closures of the Airport from 8:00 p.m. to 5:30 a.m. The really big one is Phase 3-B which will run for 513 consecutive hours (21 days and nights). The Airport will be closed with no Airport operations. The reason for this closure is that the construction is on intersection 11-29 which is right in the middle of 18-36 and does not leave enough runway to operate safely. Phase 4 is going to start on approximately May 1, 2017, and will extend to possibly the first week of September 2017. This is the grading, reconstruction and widening of runway 18-36. Phase 5 will require the The City of Lee's Summit Page 2 Printed on 12/14/2016  Board of Aeronautic Commissioners Action Letter - Final September 29, 2016 full-time closure of runway 18-36, but runway 11-29 will be open. In Phase 6-A, runway 18-36 will be closed. Phase 6-B will have nightly closures again from 8:00 p.m. to 5:30 a.m. The project should be complete approximately one year from now. Mr. Hartnett said there has been extensive staff conversations regarding getting the word out about the Airport closures. There will be a November meeting being held in City Hall Conference Rooms Howard A & B to share all of the information with Airport tenants. John Ohrazda will be issuing the appropriate notices and using lighted signage on the runway for transient pilots. Mr. Hartnett asked for a motion at this time for the 90% cost of the project from Missouri Highways and Transportation in the amount of $9,372,772.00. A motion was made by Vice Chair Reeves, seconded by Commissioner Fox, that this Ordinance be recommended for approval to the City Council. The motion carried unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent"). B. BILL NO. AN ORDINANCE AUTHORIZING THE EXECUTION OF AN AIRPORT AID 16-208 AGREEMENT BY AND BETWEEN THE CITY OF LEE'S SUMMIT, MISSOURI, AND THE MISSOURI HIGHWAYS AND TRANSPORTATION COMMISSION, GRANTING STATE FUNDS IN THE AMOUNT OF $520,709 FOR RUNWAY IMPROVEMENTS AT THE LEE’S SUMMIT MUNICIPAL AIRPORT. (BOAC 9-29-16) Recommendation: Recommendation: Staff recommends approval of AN ORDINANCE AUTHORIZING THE EXECUTION OF AN AIRPORT AID AGREEMENT BY AND BETWEEN THE CITY OF LEE'S SUMMIT, MISSOURI, AND THE MISSOURI HIGHWAYS AND TRANSPORTATION COMMISSION, GRANTING STATE FUNDS IN THE AMOUNT OF $520,709 FOR RUNWAY IMPROVEMENTS AT THE LEE’S SUMMIT MUNICIPAL AIRPORT. Presenter: Presenter: Dena Mezger, Director of Public Works Committee Recommendation: Committee Recommendation: Board of Aeronautic Commissioners voted unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent") to recommend approval to City Council. Attachments: Proposed Ordinance Airport Aid Agreement Grant Attachments Mr. Hartnett said this item is for 5% of the funding source for the project from the Missouri Department of Transportation in the amount of $520,709.00 . A motion was made by Commissioner Fox, seconded by Commissioner Brady, that this Ordinance be recommended for approval to the City Council. The motion carried unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent"). C. BILL NO. AN ORDINANCE AWARDING BID NO. 4451039 PHASE 3 RUNWAY 16-209 IMPROVEMENTS IN THE AMOUNT OF $8,894,933.70 TO EMERY SAPP & The City of Lee's Summit Page 3 Printed on 12/14/2016  Board of Aeronautic Commissioners Action Letter - Final September 29, 2016 SONS, INC. AND AUTHORIZATION FOR THE CITY MANAGER TO ENTER INTO AN AGREEMENT ON BEHALF OF THE CITY FOR THE SAME. (BOAC 9-29-16) Recommendation: Recommendation: STAFF RECOMMENDS APPROVAL OF AN ORDINANCE AWARDING BID NO. 4451039 PHASE 3 RUNWAY IMPROVEMENTS IN THE AMOUNT OF $8,894,933.70 TO EMERY SAPP & SONS, INC. AND AUTHORIZATION FOR THE CITY MANAGER TO ENTER INTO AN AGREEMENT ON BEHALF OF THE CITY FOR THE SAME. Presenter: Presenter: Dena Mezger, Director of Public Works Committee Recommendation: Committee Recommendation: Board of Aeronautic Commissioners voted unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent") to recommend approval to City Council. Attachments: Proposed Ordinance Bid Tab Construction Recommendations Contract Authorization to Award Letter Mr. Hartnett said this is the Award of Bid to Emery Sapp & Sons, Inc., for the amount $8,894,933.70. A motion was made by Commissioner Mall, seconded by Commissioner Stremming, that this Ordinance be recommended for approval to the City Council. The motion carried unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent"). D. BILL NO. AN ORDINANCE AUTHORIZING EXECUTION OF MODIFICATION NO. 4 TO 16-210 THE AGREEMENT WITH CRAWFORD MURPHY AND TILLY, INC. FOR ON-CALL ENGINEERING SERVICES FOR THE AIRPORT (RFQ 2015-300) IN THE AMOUNT OF $880,924.77. (BOAC 9-29-16) Recommendation: Recommendation: Staff recommends approval of AN ORDINANCE AUTHORIZING EXECUTION OF MODIFICATION NO. 4 TO THE AGREEMENT WITH CRAWFORD MURPHY AND TILLY, INC. FOR ONCALL ENGINEERING SERVICES FOR THE AIRPORT (RFQ 2015300) IN THE AMOUNT OF $880,924.77. Presenter: Presenter: Dena Mezger, Director of Public Works Committee Recommendation: Committee Recommendation: Board of Aeronautic Commissioners voted unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent") to recommend approval to City Council. Attachments: Proposed Ordinance Exhibit IV and V LXT Taxiway Paving Design Supplemental Agreement LXT Runway 18-36 Paving Construction Observation Supplemental Agreement LXT Runway 18-36 Paving Construction Observation Mr. Hartnett said this is a contract with Crawford, Murphy & Tilly, Inc., for them to provide the On-Call Engineering services for the project in the amount of $880,924.77. A motion was made by Commissioner Stremming, seconded by Commissioner Fox, that this Ordinance be recommended for approval to the City Council. The motion carried The City of Lee's Summit Page 4 Printed on 12/14/2016  Board of Aeronautic Commissioners Action Letter - Final September 29, 2016 unanimously 7-0 (Commissioner Towns and Councilmember Edson "Absent"). ROUNDTABLE: Chair Townsend wants to acknowledge the staff for all of their hard work in getting this accomplished. Chair Townsend announced the regular BOAC meeting on Oct. 10, and they will be electing officers, Chairman and Vice Chair, for next year. Gary Reeves has volunteered for Chairman and Gary Fox volunteered for Vice Chair. Chair Townsend welcomes anyone else who might be interested in participating. Bob Hartnett said Ty Sander's staff at CMT has done a wonderful job. Mr. Hartnett said he has informed John Barker and Chuck Owsley about the grants. John Barker had a lot to do with getting to this point John Ohrazda said electronic invitations to the Nov. 7 tenant meeting would be sent out shortly to give everyone thirty days advanced notice. Mr. Hartnett said a schedule has been drafted and whomever becomes Chairman of BOAC is going to do some speaking and welcoming and serve as the emcee. John Ohrazda, Bob Hartnett and Ty Sanders will also be speaking. John Ohrazda said the Hangar Surveys have been completed and is a discussion item at the Oct. 10 meeting. There will be illustration boards showing results of the survey. Garey Reeves asked when there will be information on the accident at the Airport. John Ohrazda said fifteen days after the accident, NTSB releases a 400 word summary, and then six to eight months after that the final report will be released. Bob Hartnett said the packet items from tonight's meeting will go to City Council on Thursday, Oct. 6. BOAC is welcome to attend. The meeting will start at 6:15 p.m. and the Airport packets will be towards the end of the agenda. Commissioner Stremming asked that everyone try to attend the City Council meeting on Oct. 6. ADJOURNMENT Chair Townsend adjourned the Sept. 29, 2016, Board of Aeronautic Commissioners meeting at 5:30 p.m. For your convenience, City Council agendas, as well as videos of City Council and Council Committee meetings, may be viewed on the City’s Internet site at "www.cityofls.net". The City of Lee's Summit Page 5 Printed on 12/14/2016