Airport Commission

New Philadelphia Airport Commission Meeting Minutes September 13th, 2022 Meeting called to order by Don Kennedy at 6:02pm in the city council chambers. Board Members Present Present: Don Kennedy (Chairman), Councilman James Seldenright, Alex McCarthy, Josh Limbacher, Brian Marsh Guests: Larry Lowdermilk, Yamini Gowda (Michael Baker International), Red Hvizdos (ProAv) Excused: Councilwoman Aimee May, Councilman Dan Lanzer, John Marsh, Bob Bedard, Eric Hubbard (ProAv), Kevin Sigg (Michael Baker International) Meeting Minutes: Minutes from the August 9th meeting were emailed to everyone to review. A motion to accept the minutes was made by Brian Marsh and seconded by Josh Limbacher. Motion passed unanimously (5-0). Airport Restaurant Report: Larry Lowdermilk presented the Airport Restaurant Report for July and August. The restaurant’s gross sales for July amounted to $60,208.43, with the City’s share being $1,708.16. Gross sales for August were $67,145.00 with the City’s share being $1,901.25. A motion to accept the airport restaurant report was made by James Seldenright, seconded by Brian Marsh. Motion passed unanimously (5-0). Airport Managers Report: The airport managers report was presented by Eric Hubbard. 100 LL fuel sales were 3,413.87 gallons, giving the City a flow fee of $136.55. Jet A was 382.58 gallons, giving a flow fee share of $11.48 to the City. Hanger rents brought in $3,811.44, with the city receiving a share of $1905.72 from this rent. 30 maintenance fees brought in a total of $750.00. There were 9 uses of the curtesy car. Red Hvizdos also provided the field inspection report. The perimeter fencing around the airport was discussed. It had been proposed to put fencing around the entire field, which is preferred by the FAA. There were concerns about the amount of space as the edge of the property near the runway comes close enough to the runway that it may not be able to put up fence. Schoenbrunn road is 450 feet away from the edge of the runway. Don Kennedy asked Yamini Gowda to look into the laws and regulations to see if we need a variance. The gate near the FBO will be a vehicle gate. Red Hvizdos also reported that the Fuel Master, self-fueling station at the airport for the pilots, has been acting up. Specifically, rainwater is coming into contact with the analog phone lines that run this system. One option is to replace the system at $25,000.00. Otherwise, updating the Fuel Farm to go digital will be a bit above $2,000.00. There was a concern taking the $2,000.00 update if that means that there will be damage from the system still being old. There was also a discussion about the longevity of the new system. A pressing concern is that the airport is losing sales of fuel due to malfunctions with the current system. Don Kennedy asked if the Commission has any thoughts on how to proceed. A motion to authorize the spending of $2,000.00 out of Capital Improvements to fix this issue was made by Brian Marsh, seconded by James Seldenright. Motion passed unanimously (5-0). A motion was made by Alex McCarthy and seconded by Brian Marsh to accept the Airport Manager’s Report. Motion passed unanimously (5-0). Monthly Revenue Update: The monthly revenue update was provided by Larry Lowdermilk. Cash position balance at the end of August was $43,608.82. • Airport Maintenance – Equipment: Balance of $6,157.53 Expenses included airport maintenance by Joe Erickson (220.00) and work by Simpson Heating and Cooling to fix the air conditioning unit at the FBO ($720.53). • Airport Maintenance – Facilities: Balance of $2,555.31 Expenses included Fenton Brothers Electric for the 32W and 400W lamps at the airport ($134.02), Lightning Signs for updated signs at the airport ($16.01), and Kennedy Insurance for airport hanger lights ($287.46). • Airport Capital Improvement – Hanger Maintenance: Balance of $6,700.00 Expense include the roller replacement and cable tension adjustment by Bi-Guy Keith Moser ($2,200.00). • Airport Capital Improvement – Maintenance: Balance of $10,000.00 • Airport Capital Improvement: Balance of $10,000.00 • Airport Consulting Services: Balance of $18,222.54 A motion to accept the monthly revenue update was made by Alex McCarthy, seconded by Josh Limbacher. Motion passed unanimously (5-0). Consultant’s Report: The Consultant’s Report was presented by Yamini Gowda. The closeout for Task Order #08 has been sent to the City for their signature. Once signed, it will be sent to the FAA. For Task Order #09, Yamini Gowda emailed the Commission that the contractor is experiencing supply line issues, and construction will be delayed until the end of September. For Task Order #11, the draft of the financial plan has been sent to the FAA. For Task Order #12, the grant notice has been received and ODOT Matching Grant applications are due by December 31st. The City will need to pass a resolution in order to pursue this funding. Don Kennedy asked Yamini Gowda to get the information for this resolution to Larry Lowdermilk as soon as possible to begin the process of having three readings of the resolution before taking action. Jim Seldenright asked that this resolution be provided by September 19th in order to make sure there is enough time for the three readings before the grant application deadline. Jim Seldenright said that once he has the resolution template, he will loop Yamini Gowda and the City’s Law Director into an email exchange to make sure this gets handled in a timely manner. The FY2023 planning meeting with the FAA has been penned in for September 29th at 9:00am. There was a brief discussion on outstanding invoices. There were invoices from May and June that Yamini Gowda asked if the Commission could confirm whether they have been paid or not. Larry Lowdermilk will check into this and get back to Yamini Gowda. A motion to accept the Consultant’s Report as presented by Yamini Gowda was made by Brian Marsh, seconded by Jim Seldenright. Motion passed unanimously (5-0). New Business: Our five-year contract with Michael Baker International is up, and we need to put this out to bid. MBI has provided us with templates to use to advertise this. Larry Lowdermilk and Don Kennedy will review bids once received. The FAA was critical on how the Commission handled bidding the last cycle, so this time the Commission will include the updated 10-year capital improvement plan. A motion to advertise for an RFP for the consultant for the airport with the FAA as required was made by Brian Marsh, seconded by Josh Limbacher. Larry Lowdermilk asked where this must be posted, and Jim Seldenright asked how many proposals we can expect to receive. Last time around, there were around five bids received. The Commission will ask Yamini Gowda to advise on where this must be posted. Jim Seldenright asked that a member of the Airport Commission show up to a City Council meeting to explain the process used to select a contractor, and to justify the decision. Don Kennedy said he could do this. Following this discussion, the motion passed unanimously (5-0). Other Business: Larry Lowdermilk wanted to check to make sure that all members of the Airport Commission were confirmed at the beginning of the year. The Commission was confident that this had been accomplished. Larry Lowdermilk wanted to propose a solution for the smaller purchases for things that are not normally covered under a Purchase Order. Larry Lowdermilk asks that people email over receipts once purchases are made to establish a paper trail. Red Hvizdos asked if the drain near the FBO had been addressed yet; the clogged drain outside the main door. Lowdermilk will check with the City to see if this has been addressed yet. Public Comments: No members of the public were in attendance this evening. Having no further business to discuss, a motion to adjourn was made by Alex McCarthy. Meeting was adjourned at 7:06pm. Respectfully submitted, Alex McCarthy