Shawano City-County Airport Commission

CITY OF SHAWANO SHAWANO CITY-COUNTY AIRPORT COMMISSION AGENDA TUESDAY, SEPTEMBER 19, 2023 4:00 PM AIRPORT - N5468 N AIRPORT ROAD, SHAWANO, WI 1) CALL TO ORDER This meeting will commence with the Airport Planning Group, including Commissioners Seidel, Engel and Timmerman, with representatives of the Wisconsin Bureau of Transportation/Aeronautics and Consultants from TKDA ... all welcome. At 4:30 pm the full meeting of the Commission will convene. All welcome. If you are unable to attend the meeting in person, please advise, and use the following link: Shawano Airport Commission September Meeting Sep 19, 2023, 4:00 – 6:00 PM (America/Chicago) Please join my meeting from your computer, tablet or smartphone. https://meet.goto.com/209568357 You can also dial in using your phone. Access Code: 209-568-357 United States: +1 (224) 501-3412 Get the app now and be ready when your first meeting starts: https://meet.goto.com/install 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL 4) APPROVAL OF AGENDA AND/OR OTHER MATTERS AUTHORIZED BY LAW A. Vote to approve the agenda, and to deviate as necessary. 5) APPROVAL MINUTES OF PREVIOUS MEETING A. Approval of the minutes of the August 14, 2023 meeting. 6) PUBLIC COMMENT 7) CORRESPONDENCE A. Thank you letters to EAA and Dr. Anderes regarding the Fly-over event. B. Other matters not covered in agenda items. 8) FINANCIAL/TREASURER'S REPORT A. Review of monthly financial and budget information. B. Review, discussion and approval of budget amounts for 2024. Page 1 of 29  C. Reserves and Entitlements discussion. D. City/County Transition discussion. 9) AIRPORT DIRECTOR/MANAGER REPORT A. New Airport Administrative Manager. B. Report of the Airport Manager. 10) OLD BUSINESS A. Update on the Master Plan status and planning meeting. • TKDA update • Prioritization of projects ... in connection with funding planning • Utilization of entitlements B. Fly-in/Car Show debrief, planning for 2024, and approval thereof. C. Discussion of tree trimming proposals and possible approval thereof. D. Discussion of fence and gate repairs and possible approval thereof. 11) NEW BUSINESS AND MATTERS TO BE CONSIDERED AT A FUTURE MEETING A. Discussion of utilization of Hangar #13, office space, and possible approval thereof. B. Discussion of office space in the Maintenance Building, and possible approval thereof. C. Discussion of creation of a Shawano EAA Chapter and possible approval and support thereof. D. Further discussion of sewer and water alternatives and possible actions. E. Discussion of Airport IT upgrades and possible action thereon. 12) NEXT MEETING DATE/TIME It has been proposed that the October meeting of the Commission be moved to October 24th, from the original date of the 17th. A vote will be taken to approve the meeting change to Tuesday, October 24, 2023, at 4:30 PM, with a preceding planning meeting at 4:00 PM. 13) EXECUTIVE SESSION (IF NEEDED) 14) ADJOURN DISABLED ACCESSIBLE (Contact City Clerk prior to meeting if require additional services.) It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-stated meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. Page 2 of 29  SHAWANO CITY-COUNTY AIRPORT COMMISSION MINUTES August 14, 2023 4:00 PM Airport - N5468 N Airport Road, Shawano, WI CALL TO ORDER This meeting will begin at 4:00 PM with the planning group, involving Commissioners Seidel, Engel, and Timmerman, as well as representatives from the Wisconsin Bureau of Aeronautics, and consultants from TKDA/Omnni/Westwood. All others welcome. It will be followed by the full meeting of the Commission from 4:00 PM to 6:00 PM, and will then be followed by a meeting of the Volunteers for the August 19th (20th if rain) fly-in/car show. The Volunteer meeting will take place in Hangar #13. For those who cannot attend the planning meeting or the full meeting of the Commission, please feel free to use the following link. Note that the Volunteer meeting will not be webcast. August 14, 2023 Meeting of the Shawano Airport Commission Aug 14, 2023, 4:00 – 6:00 PM (America/Chicago) Please join my meeting from your computer, tablet or smartphone. https://meet.goto.com/984445613 You can also dial in using your phone. Access Code: 984-445-613 United States: +1 (669) 224-3412 Get the app now and be ready when your first meeting starts: https://meet.goto.com/install A. The Airport Planning Meeting was called to order by Chairman Seidel at 4:00 pm. Seidel immediately turned the meeting over to Dillon Petrovitz of TKDA. Dillon proceeded to review the Status Report, copy of which is attached to Minutes Item 10. B. See that section for further discussion. The full meeting of the Commission was called to order by Chairman Seidel at 4:30 pm. PLEDGE OF ALLEGIANCE ROLL CALL Present were Commissioners Seidel, Engel, Milavitz, Bloedorn, Timmerman, and Barkow, with Commissioner Olson stopping by to say goodbye. Also present were Airport Director Brunson, Clarence Schampers, Terry Hoffman and City Administrator Eddie Sheppard. Commissioner Olson indicated that he would not be attending the full meeting and that he was advised by the County it was not necessary to attend further meetings. Chairman Seidel thanked Olson for his years of involvement and support to the Commission. APPROVAL OF AGENDA AND/OR OTHER MATTERS AUTHORIZED BY LAW AND ANY MOTION TO DEVIATE A motion was made by Timmerman, seconded by Bloedorn, to approve the agenda as submitted with deviation as necessary. Motion carried. Page 3 of 29 APPROVAL MINUTES OF PREVIOUS MEETING A. Approval of the agenda of the July meeting of the Commission. PUBLIC COMMENT Commissioner Milavitz mentioned receiving an inquiry from an individual potentially interested in establishing a detailing business on Airport property that would provide services to both aircraft and automobiles. It was agreed that such a business would have to be predominantly aviation focused to likely pass FAA and Bureau requirements. It was suggested that the individual be invited to the next meeting for a further discussion. Milavitz to pass the information on. CORRESPONDENCE (other than for minutes items) None FINANCIAL/TREASURERS REPORT A. Treasurer's Report B. Budget Discussion City Budget Planning Timeline 2023 for 2024 C. Status of Transition to City Administration AIRPORT DIRECTOR/MANAGER REPORT A. Report attached Airport progress report August OLD BUSINESS A. Planning for the August 19th Fly-in/Car Show and Budget Discussion B. Recap of Planning Meeting C. Debrief on AirVenture Race D. Discussion and Potential Approval of Tree Clearing Proposals E. Discussion of Possible UTV Trail on Fenceline COMMITTEE MEMBER COMMENTS OR NEW BUSINESS TO BE CONSIDERED AT A FUTURE MEETING A number of items were asked to be added to the September meeting agenda, these being:  Discussion and possible action on perimeter fence and gate repair, including a proposal from Fortune Fence  Discussion of possible formation of an EAA Chapter in Shawano  Discussion of potential detailing business on the Airport NEXT MEETING DATE/TIME The next meeting of the Airport Commission will be Tuesday, September 19th at 4:30 PM with a planning committee meeting at 4:00 PM, at the Airport. EXECUTIVE SESSION (IF NEEDED) Page 4 of 29  A. It is anticipated that a motion will be made and seconded to go into closed session pursuant to Wisconsin Statutes 19.85 (1)(c) to discuss and deliberate personnel matters. B. Is anticipated that a motion will be made and seconded to come out of closed session and actions taken. Airport Director Job Discription 72523 ADJOURN A motion was made by Bloedorn, seconded by Timmerman to adjourn the meeting at 5:50 pm. Carried. Page 5 of 29  SHAWANO CITY-COUNTY AIRPORT COMMISSION MINUTES August 14, 2023 4:00 PM Airport - N5468 N Airport Road, Shawano, WI CALL TO ORDER This meeting will begin at 4:00 PM with the planning group, involving Commissioners Seidel, Engel, and Timmerman, as well as representatives from the Wisconsin Bureau of Aeronautics, and consultants from TKDA/Omnni/Westwood. All others welcome. It will be followed by the full meeting of the Commission from 4:00 PM to 6:00 PM, and will then be followed by a meeting of the Volunteers for the August 19th (20th if rain) fly-in/car show. The Volunteer meeting will take place in Hangar #13. For those who cannot attend the planning meeting or the full meeting of the Commission, please feel free to use the following link. Note that the Volunteer meeting will not be webcast. August 14, 2023 Meeting of the Shawano Airport Commission Aug 14, 2023, 4:00 – 6:00 PM (America/Chicago) Please join my meeting from your computer, tablet or smartphone. https://meet.goto.com/984445613 You can also dial in using your phone. Access Code: 984-445-613 United States: +1 (669) 224-3412 Get the app now and be ready when your first meeting starts: https://meet.goto.com/install A. The Airport Planning Meeting was called to order by Chairman Seidel at 4:00 pm. Seidel immediately turned the meeting over to Dillon Petrovitz of TKDA. Dillon proceeded to review the Status Report, copy of which is attached to Minutes Item 10. B. See that section for further discussion. The full meeting of the Commission was called to order by Chairman Seidel at 4:30 pm. PLEDGE OF ALLEGIANCE ROLL CALL Present were Commissioners Seidel, Engel, Milavitz, Bloedorn, Timmerman, and Barkow, with Commissioner Olson stopping by to say goodbye. Also present were Airport Director Brunson, Clarence Schampers, Terry Hoffman and City Administrator Eddie Sheppard. Commissioner Olson indicated that he would not be attending the full meeting and that he was advised by the County it was not necessary to attend further meetings. Chairman Seidel thanked Olson for his years of involvement and support to the Commission. APPROVAL OF AGENDA AND/OR OTHER MATTERS AUTHORIZED BY LAW AND ANY MOTION TO DEVIATE A motion was made by Timmerman, seconded by Bloedorn, to approve the agenda as submitted with deviation as necessary. Motion carried. Page 1 of 17 Page 6 of 29 APPROVAL MINUTES OF PREVIOUS MEETING A. Approval of the agenda of the July meeting of the Commission. PUBLIC COMMENT Commissioner Milavitz mentioned receiving an inquiry from an individual potentially interested in establishing a detailing business on Airport property that would provide services to both aircraft and automobiles. It was agreed that such a business would have to be predominantly aviation focused to likely pass FAA and Bureau requirements. It was suggested that the individual be invited to the next meeting for a further discussion. Milavitz to pass the information on. CORRESPONDENCE (other than for minutes items) None FINANCIAL/TREASURERS REPORT A. Treasurer's Report B. Budget Discussion C. Status of Transition to City Administration AIRPORT DIRECTOR/MANAGER REPORT A. Report attached OLD BUSINESS A. Planning for the August 19th Fly-in/Car Show and Budget Discussion B. Recap of Planning Meeting C. Debrief on AirVenture Race D. Discussion and Potential Approval of Tree Clearing Proposals E. Discussion of Possible UTV Trail on Fenceline COMMITTEE MEMBER COMMENTS OR NEW BUSINESS TO BE CONSIDERED AT A FUTURE MEETING A number of items were asked to be added to the September meeting agenda, these being: • Discussion and possible action on perimeter fence and gate repair, including a proposal from Fortune Fence • Discussion of possible formation of an EAA Chapter in Shawano • Discussion of potential detailing business on the Airport NEXT MEETING DATE/TIME The next meeting of the Airport Commission will be Tuesday, September 19th at 4:30 PM with a planning committee meeting at 4:00 PM, at the Airport. EXECUTIVE SESSION (IF NEEDED) A. It is anticipated that a motion will be made and seconded to go into closed session pursuant to Wisconsin Statutes 19.85 (1)(c) to discuss and deliberate personnel matters. Page 2 of 17 Page 7 of 29  B. Is anticipated that a motion will be made and seconded to come out of closed session and actions taken. ADJOURN A motion was made by Bloedorn, seconded by Timmerman to adjourn the meeting at 5:50 pm. Carried. Page 3 of 17 Page 8 of 29  ENE“zcwme l°l Sosa Bm1€<x—I»m!nn R? _|_o wv’AoL [.:!|muc:\],:L2cuuc| comwmcc gmuuzou comlcu wclupslz Dsbsumcut wsuu?slz 5033‘ IAI9‘i!|' E°l"9‘l"l‘ I!“ SIJSVB'“'| 9‘ Ix”-' ‘”<3l!|"'? ‘$2.3 Iorou vw Dchsuumuwvns?-:12was: 10 wen?‘ sumRN39:blW\Cll>Bnq?sr Zl"'§;E3_ 3:39 W‘ Vnmmhymns; y«{:=[5uE men’ 1:00 bw D‘b'W"‘"l wws?uz mm to «arena as ama?cs vi-E‘a 9:00 bw VI-Elm cw"-In-I can-Icu ween"? 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Page 13 of 29  GROUNDS / EQUIPMENT • Clear 30ft swat around perimeter fence $13,800 • Tree cutting PAPI bids in. low bid $3,213.53 or $9,620. Page 9 of 17 • Experiencing equipment service issues should look at equipment rotation cycle and formal PM program • Some perimeter gates requiring considerable force to move RFQ on repair. Quote $2938 Page 14 of 29  FUEL • Fuel settlement with Clarence still complete • Have ordered 3,000 gal delivery by 8/15/2023 Page 10 of 17 • Current revenue balance fuel, City has not open my security at bank yet • Gas pump shut off 47.38 gallons X $5.21 per =$247 Page 15 of 29  COMMERCE RECRUITING • Fly-In next meetings 8/1, 8/15 • WAMA conference networking, registration? Page 11 of 17 • Upholstery Shop opportunity? • Status Solar opportunity? • Next event? Page 16 of 29  BUDGET • City is consolidating accounts we will provided new reports. • Current budget accounts to watch, Equipment Repair +$2K Consulting +$2K Page 12 of 17 • 2024 budget preparation the City will advise. • Targeted date to present to Council Sept. 13th with CIP Page 17 of 29  PROMOTION/ADVERTISING/DIGITAL PRESENCE • City is starting to take over digital need to set up planning session. Page 13 of 17 Page 18 of 29  POLICY PROCEDURES • Commission Bylaws this will need to be restructured with the City (pending) Page 14 of 17 • Will have files formalized. Page 19 of 29  EVENTS • Fly-In August 19th Page 15 of 17 • Next event? Page 20 of 29  Shawano City Airport Director Position Description The role of this position is overall management and oversight of activities at the Airport consistent with daily operations and administration as well as activities, projects, planning, communicating, marketing, reporting and budgeting incidental to the mission, vision, and long- term plan of the Airport. Department: Airport Status: Exempt Supervision Received: Works under the general direction of the Airport Commission Direct Reports: None. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Specific Responsibilities:  Regular condition assessment and monitoring as per FAA nonhub Airports Standards operating procedures (SOPs)  Performance or direct oversight of mowing, plowing and equipment maintenance including that done by others as needed under contract or as hired seasonally  Oversight of Terminal and other buildings and grounds maintenance  Monitoring and oversight of animal control and extermination  Fuel system management, monitoring, pricing, ordering and purchase planning  Oversight of the Airport web site and primary direction of the web manager  Development and maintenance of an Airport operations and procedures manual aligned with FAA (SOPs)  Initial budget preparation, maintain and report (coordination with Treasurer)  Airport coordination with the Wisconsin Bureau of Aviation (Bureau) and FAA  Monitoring and reporting of reserve balances as well as AIP/BIL/Cares Act/and other financial resources  Lease management … compliance, renewals, new tenants, updates, and annual billing processes  Proactively promote and market airport to further its development and expansion  Report and participate in Shawano City’s management as necessary to enhance airport objectives.  Participation in meetings with FAA and Bureau representatives related to Airport planning, funding, and resource management  Transient aircraft management and facilitation (storage, tie-down, etc.)  Attend and present monthly report to Airport Commission. Shawano Airport Director Page 1 of 2 072523 Page 16 of 17 Page 21 of 29 Other Considerations and Expectations:  Aviation knowledge and background  Demonstrated history of strong project management skills  Communication skills  Ability to use PC and smartphone tools in daily activities  Some degree of mechanical aptitude to deal with minor mechanical and maintenance issues  Ability to manage to a budget Additional Position Requirements: Roles: This position requires the ability to work independently, work well with others, and perform in a team environment on a daily basis. Impact: Successful completion of work tasks results in decreased liability, improved utilization of material and/or equipment, and improved public satisfaction. Interaction: Frequent interaction with the general public and employees throughout the organization. Shawano Airport Director Page 2 of 2 072523 Page 17 of 17 Page 22 of 29 Shawano City/County Airport Commission Eddie Sheppard Administrator, City of Shawano 127 S. Sawyer Street Shawano, Wi 54166 Eddie: Attached is the Airport entitlement funds transfer form requested by the Wisconsin Department of Transportation, Bureau of Aeronautics (the Bureau) in connection with moving all or a portion of our 2019 entitlement over to Waukesha County for their use. The Bureau has advised us that in doing so, we will receive “credit” from the Bureau assuring we will not lose availability of these funds. Initially, it was expected we would use the 2019 entitlement in its entirety in connection with the PAPI project currently under way at the Airport. This is not now likely because the majority of the spend will be for equipment that is back-ordered. The Bureau wants the flexibility to move that which is not expected to be spent to Waukesha. I have signed the form, consistent with past instruction, as Secretary of the Airport Commission, on behalf of the sponsors. What is needed is a second signature of sponsor legal counsel. That being Keith, attached is the form to be forwarded to Keith. Following signing, Keith should send me a scanned copy and forward the signed form to the following: Mark Graczykowski, P.E. Airport Program Engineer WisDOT - Bureau of Aeronautics 4822 Madison Yards Way, 5th Floor, South Madison, Wi 53705 Phone: 608-266-0902 Email: mark.graczykowski@dot.wi.gov Thanks, Doug Engel Page 23 of 29 Page 24 of 29 (‘-2- pabdllmaul u. muxuomnsuu menu van-unu vqu1|u1uunou kw gouu 24 oo-4 J0‘ gadneac un kw vbb|.oAs| og vansemsug go; _Ll9|J3($L OQ E|J(|[[S|.|l5|J(2 |,Sbsl.MBLQ(geqncnau veg amqsu emsuxsuz V/|6qsla| saws). um um oouqnq on abouam‘ aux:s hmznu yeunnsdrI||BQ In Isebauq ur um luau s bsnzuu pa anpvsc;an9 nausln pueurwa :0 comb». my 5 Dousqlou 04 uunlmsunu znplicuo me mammumuu ouys hsbswnw gsqnunou vc[nu|s22w5l¢°1l%¢£IuIt anwuqanusanuq\zh|sA2 a unusuqm I-sna owe comm:mnwpsn we owe cnurmt wmumumM2 .‘l'lm|Il!I!uu ncunvnuou weS150-0296‘ mow: uaboulu?m we oouacnou aummmsucu gasznmaxsq 50 pa sbbm awn 9 warns hex w:bouae' mcmqgu?we unis umuaA!nMm?!l:2lUIn(1ou2'zesm masxgzqu? qsjs snnmns‘ Bswauuasuq wmumulul we qsss usaqsq‘ omulusnu?suq name», a weocuncuou 01 Mouusnau‘ V" Lszbauzaz m [we oauecuou 01 Monulllou ms lsdmxsq nuqsx ya n 2'3‘ zanuml moa w Lsusgu s pansy suq sowas! weLsbuugu? wan, wow:0| 5 cm 590- zsuq cm.uu.1eu|z Lsaslqgua .2 pruqau iwwue ossuxowe:ubec: aumz onus u. !upuusnou' Mqn , ma-anon:pmLeqncnuamg: pmqeu mv|uu:m:s5!uu cuuacuou cteaume owcavgsuaxsy vmsaouvawlulansnou‘ mm Human usurrm‘ gm: MBl|'|1'J.)< :94 n—:2sv' aw um: mad :0 Page 25 of 29  n a L?hluw?tsauxiuahmunnu owa comsor mnwssusnsocaea moan mum vumnltmuqw zxsnsvnow rm vz\aa\svs3 gednoe; gun.kw Vbbmnslog v?lssmsm gm nsuagsn 04 Eumgewsuga Mu» va nac ?n: melts)‘ Iu seccnzsuce Mamaal lumzpmua ahuuem ml 0: evsmsuo vsmokMew? $4943! out-W|°<v0Mm6 summit our-mushboulnueuID atrnmenanec 3 uuvtcuol r0CID)= EWMSUO WHUWIMI Ive: MSW9 Dulsucxsluu? 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