Airport Board

4/5/2024 SPRINGFIELD - ROBERTSON COUNTY JOINT AIRPORT BOARD Special Meeting Minutes – March 27, 2024 Springfield - Robertson County Airport; Springfield, Tennessee Board Members present: Jerry Converse, Edison Guthrie, Gina Holt, Paul Nutting, Lewis Walling Board Members absent: Pat Looney, Chris Simpkins Ex-Officio Members present: none Airport Staff present: Brian Urbach, Lynn West Chairman Paul Nutting called the meeting to order at 8:00 a.m. Five (5) members of the board were present for a quorum. Paul Nutting opened the discussion of the review of the proposed Annual Airport Budget for Fiscal Year 2025 which begins July 1, 2024. Bookkeeper Carol Justice submitted a revised budget which has a new net income of $169.00 compared with the net income of negative $2,331.00 presented in the initial draft at the March 13, 2024 regular meeting. The board members discussed the requested contribution amounts from the city and county. With regard to contributions for local matching funds for grant projects, the matching funds for grants in the current fiscal year 2024 budget are allocated at $51,875 for each local government; however, the actual expenditures for the year are anticipated to be only $38,487.50. This will leave $13,387.50 unexpended by each local government because a portion of the projects funded in FY 2024 will not be started until FY 2025. The proposed budget for FY 2025 has a grant match for each local government of $30,450.00. This number includes the remaining $13,387.50 not expended in FY 2024 and $17,062.50 for new grant project funding. City and county contribution for employee health care and retirement benefits in the proposed budget for FY 2025 will be $10,600.00 each. During the current fiscal year 2024 budget, the city has been billed periodically for employee benefits based on actual expenditures incurred. The county, however, has elected to pay the full budgeted contribution amount on a quarterly basis. Due to the fact that actual expenditures in fiscal year 2024 will most likely be less than the amount budgeted, the county will have contributed more than the actual expenditures it would have been billed for. The consensus of the board members was to hold any overpayments made by the county in the current fiscal year in reserve and to use the remaining balance to credit the county for actual employee benefit expenditures incurred during FY 2025. The county will only be billed next year for employee benefit expenditures that exceed the overpayment for FY 2024. Page 1 of 2  4/5/2024 Rental fees will increase for both commercial and non-commercial tenants during the year. Total tenant fees for FY 2025 will amount to $284,909 compared to $272,850 for the current fiscal year. The profit margin on aviation fuel sales (fuel flowage income minus fuel flowage expenditures) is budgeted to be $98,000 compared to $72,000 during the current fiscal year. All airport employees will receive a five percent (5%) pay increase beginning in July 2024. Gina Holt made a motion to accept the budget as presented. Lewis Walling seconded the motion, and it passed unanimously by a voice vote. The selection of a proposal for an aviation fuel supplier for the next five (5) years beginning June 1, 2024 was the second item on the agenda. Airport Manager Brian Urbach, Lynn West, and Lewis Walling met with representatives from Avfuel, the current fuel supplier, and two other potential fuel suppliers, Titan and Tentex. Each company gave a presentation on its proposal with regard to its ability to comply with the specifications as stipulated in the airport’s request for proposal (RFP). The proposal presentations were conducted at the airport terminal over a period of three (3) days with each company presenting its proposal on a separate day. The staff recommendation was to accept the Titan proposal. Brian did not expect any problems due to changing fuel providers. Jerry Converse made a motion to accept the Titan Fuels proposal, with the intent of entering into a contract with Titan. Acceptance is contingent on the terms of a future contract being acceptable to the Joint Airport Board. Gina Holt seconded the motion, and it passed unanimously by a voice vote. The new contract will begin on June 1, 2024. There being no more business to discuss, Lewis Walling made a motion to adjourn the meeting at 8:35 am. Edison Guthrie seconded the motion, and it passed unanimously by a voice vote. Respectfully submitted, Edison Guthrie Secretary - Treasurer Page 2 of 2