Susanville Municipal Airport Commission

SUSANVILLE MUNICIPAL AIRPORT COMMISSION GOVERNING BOARD STAFF Ross STEVENSON, CHAIR KEVIN JONES, CITY ADMINISTRATOR VACANT, VICE CHAIR DAN NEWTON, PUBLIC WORKS DIRECTOR RICHARD HREZO, COMMISSIONER JOLENE ARREDONDO, SECRETARY BILL HEYLAND, COMMISSIONER AMY LOPEZ, SECRETARY PAUL CLARK, COMMISSIONER CITY OF SUSANVILLE SUSANVILLE MUNICIPAL AIRPORT COMMISSION MEETING City Council Chambers 66 North Lassen Street, Susanville, CA 96130 January 14, 2021 3:00 p.m. Call Meeting to Order Roll Call of Commissioners Present 1 AGENDA APPROVAL: (Additions and/or Deletions) 2 APPROVAL OF MINUTES: Approval of minutes from the September 10, 2020 and October 8, 2020 meetings. 3 CORRESPONDENCE/INFORMATION: 4 BUSINESS FROM THE FLOOR: Any person may address the Commission at this time upon any subject not on the agenda within the jurisdiction of the Commission. However, any matter that requires action will be referred to staff for a report and action at a subsequent meeting. Presentations are subject to a five-minute limit. 5 PUBLIC COMMENT: Any person may address the Board at this time to comment on any subject on or not on the agenda. However, the Board may not take action on an item not on the agenda other than to direct staff to agendize the matter at a future meeting. 6 NEW BUSINESS: None. 7 CONTINUING BUSINESS: A. Appointment of Chair and Vice Chair for 2021 calendar year B. Update on Airport Capital Improvement Plan (ACIP) C. Airport Budget Review D. City Administrator Update 8 AIRPORT MANAGERS REPORT: 9 COMMISSION ITEMS: ADJOURN • Next meeting date to be held on February 11, 2021. I, Jolene Arredondo, certify that I caused to be posted notice of the regular meeting scheduled for January 14, 2021 in the areas designated on January 11, 2021. 210114.SMAC.Agenda  AGENDA ITEM NO. 2A Submitted By: Jolene Arredondo, Assistant to the City Administrator Action Date: January 14, 2021 AIRPORT COMMISSION AGENDA ITEM SUBJECT: Approval of minutes from the December 11, 2020 meeting SUMMARY: Attached for the Commission's review are the minutes of the SMAC December 11, 2020 meeting. ACTION REQUESTED: Motion to approve minutes from the December 11, 2020 SMAC meeting. ATTACHMENTS: Minutes from: December 11, 2020 SMAC meeting. 210114.SMAC.Agenda  CITY OF SUSANVILLE SUSANVILLE MUNICIPAL AIRPORT COMMISSION December 11, 2020 - 9:00 a.m. City Council Chambers 66 North Lassen Street Susanville CA 96130 Meeting was called to order at 9:00 a.m. by Chair Stevenson. Roll Call of Members present: Commissioner Heyland, Commissioner Clark, and Chair Stevenson. Absent: Commissioner Hrezo. Staff present: Kevin Jones, City Administrator/Chief of Police; Dan Newton, Public Works Director; and Jolene Arredondo, Assistant to the Administrator. 1. APPROVAL OF THE AGENDA: Motion by Commissioner Heyland, second by Commissioner Clark to approve the agenda. Absent: Commissioner Hrezo. Motion carried. 2. APPROVAL OF MINUTES: Motion by Commissioner Heyland, second by Commissioner Clark to approve the minutes from the September 10, 2020 and October 8, 2020 meeting minutes. Absent: Commissioner Hrezo. Motion carried. 3. CORRESPONDENCE/INFORMATION: None. 4. BUSINESS FROM THE FLOOR: None. 5. PUBLIC COMMENT: None. 6. NEW BUSINESS: None. 7. CONTINUING BUSINESS: 7A Update on Airport Capital Improvement Plan (ACIP) Dan Newton, Public Works Director notified the Commissioners that the FAA moved the deadline for project submittal from December 31, 2020 to November 30, 2020. As stated in previous meetings, the project priority changed from the fencing project to the taxiway project, this change was reflected and presented to the board on the ACIP. Mr. Newton notified Commissioners that the ACIP will be presented to the City Council at the upcoming meeting schedule on December 16, 2020. Mr. Newton has been working with the FAA on the design component for the taxiway and a follow up meeting is scheduled to review the design on December 17, 2020. Mr. Newton shared that the FAA has advised the City to phase the project out based on the availability of entitlement funds. Mr. Newton noted that by phasing the project out, it allows for growth within the project scope in the future, and allows the accumulated 4 years of accumulated entitlement funds to be allocated to the taxiway project. Commissioner William Heyland inquired about how the phases of the project would be bid out. Lance McIntosh of C&S Consulting was conferenced in for the ACIP discussion and responded that they would gather bid alternates that would allow for circumstances if additional funding from the FAA was available. One bid would be a base bid and two separate alternate bids would be obtained that would include potential project extensions. Commissioner Paul Clark inquired about the CAT-EX document. Mr. Newton responded that the document was completed although it was dated and had been resubmitted to the FAA for revalidation. The document covered the scope of work for the taxiway A & B. There will be a follow up discussion with 201211.mtg the FAA in regard to the CAT-EX on Decem ber 17, 2020. M r. Heyland asked M r. McIntosh to confirm that we are on schedule to meet upcom ing project subm ission deadlines. Mr. Mclnstosh stated that we were on schedule to subm it the construction and project related docum ents to be incorporated in the application, and that when the FAA Headquarters releases grant funding notifications the project will be ready to subm it with project bids. M r. Mclnstosh stated that without knowing the available funding available we will not be able to finalize the full scope of the project and the phases in which the scope of work will be done. There is no exact date in which the FAA Headquarters releases notification of available funding. Chair Ross Stevenson asked Mr. McIntosh if the bid docum ents were prepared and com pleted and expressed scheduling concern s and asked fo r a tentative schedule of start and com plete by dates. Mr. Mclnstosh responded that the bid pro posals are currently being created and divided up by pro per pro ject phasing and will be com pleted once the FAA releases available funding to input pro per bid dates. Once the FAA releases available funding notices, then the bid proposals will be able to be collected and com pleted and then subm itted to the FAA fo r their review and to award grant funded pro jects. There is no set date when the FAA Headquarters will release available funding opportunities, but once that is released, bid proposals will begin being collected fo r the taxiway project. M r. M cIntosh cautioned that if bids were collected prior to the FAA release of funding, those co llected bid proposals might be expired and the tim e to collect updated bids might cause a delay in process. M r. Heyland requested a flow sheet and tim eline docum ent to track project pro gress, and stated concern s fo r our short construction season. Mr. McIntosh responded that he could present a tim eline, but it might not be accurate without knowing the FAA release of funding date. Chair Stevenson asked that a schedule and tim eline of events to be presented at the next meeting. Mr. Heyland asked about the grant provisions in the event we could not get a contractor started on the pro ject in the sam e year that the contract was awarded. M r. McIntosh responded that construction could start the fo llow ing year, as once the grant contract was awarded you no longer carry the risk of loosing the funding. M r. Heyland asked if there should be any concern about not receiving any pro ject bids. M r. McIntosh responded that he did not think there should be any concern about not receiving project bids. 7B Discussion on Safe Act Grant Opportunity (CARES Act) Mr. Jones presented that the CARES funding was available and could be folded into the airport operations budget. Dan Newton, Public Works Director noted that it would be best to hold funds for matching for the taxiway rehab project. Mr. Heyland asked if there as an ending date on the use of CARES funds, and Mr. Newton responded that the funds were to be used within 4 years. 7C City Administrator Update City Administrator, Kevin Jones, updated the commission board stating that he and Mr. Newton will be meeting with the City's attorney to review the pending contract with FBO, Susanville Aviation. He noted that the contract terms with Susanville Aviation would be for a 1-year term and 6 months after a contract has been signed, the contract would be subject to the RFP bid process by law and regulation. Mr. Jones reviewed some of the pending changes that he will be researching and reviewing with the attorney for potential revenues. Mr. Heyland and Mr. Stevenson gave recommendation that caution should be taken when reviewing the FBO contract for potential airport revenues, as the FBO agreement services are extensive. Mr. Jones responded that he was searching to come to terms where all involved parties were agreeable and profitable. Discussion occurred about differing rates and lease agreements in comparison to other 201211.mtg  municipal airports and those will be reviewed with the City attorn ey. The response from the board was that they would like to review the contract and pro vide input on the co ntract and requested that contract updates be provided at upcom ing meetings. Mr. Stevenson asked where increased revenues would be applied in the budget. Mr. Jones responded that the airport is a restricted fund and revenues did not go into the general fund. Com m issioner Paul Clark asked fo r a status update on the fuel spill. M r. Jones noted that it had been resolved. Mr. Jones added that the City did not receive a bill from the spill and that Susanville Aviation must have paid that invoice fo r the spill. 7D Hangar #4 and Hangar #9 Update Mr. Jones gave an update that Hangar #9 is move in ready with power and water. The lease contracts with Air Methods were being finalized by lessee's attorney's and it is likely to be finalized in the upcoming weeks. Mr. Heyland asked for a timeline of when the potential move in date for Air Methods is, and Mr. Jones responded that he thought it would be soon and is pending the finalization of the contract. Discussion occurred about the state of Hangar #9 and the existing construction and state of the hangar. Mr. Jones provided an update on Hanger #3 and #4 noting that the City was responding to a Cal OSHA complaint on the connector portion of Hangar #3 and #4 and the City will be cleaning up and preparing for #4 to be rented as soon as possible. Mr. Jones noted that in order for Hangar #4 to be rented, the connection between #3 and #4 would need to be sealed off. Hangar #3 will be discussed with the City's attorney due to sensitive documents and items that remain in the hangar. The hangar will need to be cleared out and reinstated to a leasable condition and the City intends to utilize City staff and resources to do so. Mr. Heyland asked for an estimated timeline in which this would be completed, and Mr. Jones responded that the intent is to have this done in the upcoming months if the hangar could be secured and no larger issues arise; the intent is to be in rentable condition before spring. 7E Airport Budget Review Mr. Jones presented the Airport Budget noting that the current state of the budget shows the Airport is in the black. Mr. Jones noted that he is reviewing potential opportunities to keep the airport operating in the black and will be reviewing those opportunities. Mr. Newton pointed about the line item in which incoming revenues are presented in the budget. 7F Commissioner Vacancies There is currently a vacancy on the Airport Commission board for the Vice Chair position and the alternate position. City staff will be flying the position on the City's website and local newspaper, interested parties should submit a letter of interest to the City of Susanville. 8. AIRPORT MANAGER'S REPORT: None. 9. COMMISSION ITEMS: None. 10. ADJOURNMENT: Meeting was adjourned at 10:13 a.m. by Chair Stevenson. Respectfully Submitted by: Ross Stevenson, Chairperson Jolene Arredondo, Secretary 201211.mtg  AGENDA ITEM NO. 7A Submitted By: Jolene Arredondo, Assistant to the City Administrator Action Date: January 14, 2021 AIRPORT COMMISSION AGENDA ITEM SUBJECT: Appointment of Chair and Vice Chair for 2021 calendar year PRESENTED BY: Kevin Jones, City Administrator/Chief of Police SUMMARY: The Susanville Municipal Airport Commission will elect a Chairperson and Vice Chairperson for the commission board to serve during the remainder of the 2021 calendar year. FISCAL IMPACT: None. ACTION REQUESTED: Discussion. ATTACHMENTS: None. 210114.SMAC.Agenda  AGENDA ITEM NO. 7B Submitted By: Jolene Arredondo, Assistant to the City Administrator Action Date: January 14, 2021 AIRPORT COMMISSION AGENDA ITEM SUBJECT: Update on Airport Capital Improvement Plan (ACIP) PRESENTED BY: Dan Newton, Public Works Director SUMMARY: A status of the ACIP will be provided. FISCAL IMPACT: None. ACTION REQUESTED: Discussion. ATTACHMENTS: None. 210114.SMAC.Agenda  AGENDA ITEM NO. 7C Submitted By: Jolene Arredondo, Assistant to the City Administrator Action Date: January 14, 2021 AIRPORT COMMISSION AGENDA ITEM SUBJECT: Airport Budget Review PRESENTED BY: Kevin Jones, City Administrator/Chief of Police SUMMARY: Review the most recent airport revenues with comparison to budget. FISCAL IMPACT: None. ACTION REQUESTED: Discussion. ATTACHMENTS: Airport Budget, Fund 7201 Airport Budget, Fund 7202 210114.SMAC.Agenda  CITY O F SUSA NV ILLE REV EN U ES W ITH CO M PA RIS O N TO BU D G ET FO R THE 7 M O NTH S END ING JA N UA R Y 31, 2021 A IR PO RT 08/09 BU DG ET 08/09 A CTUA L M ID Y EA R BU DG ET BUDG ET INC <D EC > % CHANGE PUBLIC WORKS AIRPORT-OPERATIONS 7201-430-81-3341 STATE OF CA - CALTRANS 10,000.00 .00 .00 10,000.00) 100.00) 7201-430-81-3611 INTEREST REVENUE 60.00 .00 .00 60.00) 100.00) 7201-430-81-3613 NET INCREASE(DECREASE) FMV .00 157.16) .00 .00 .00 7201-430-81-3620 AIRPORT - LEASES 60,000.00 52,367.61 .00 60,000.00) 100.00) 7201-430-81-3701 AIRPORT - FLOWAGE FEES 14,000.00 9,275.10 .00 14,000.00) 100.00) 7201-430-81-3703 COMMERCIAL OPERATOR FEES 25,000.00 10,287.52 .00 25,000.00) 100.00) TOTAL AIRPORT-OPERATIONS 109,060.00 71,773.07 .00 109,060.00) 100.00) TOTAL PUBLIC WORKS 109,060.00 71,773.07 .00 109,060.00) ( 100.00) TOTAL FUND REVENUE 109,060.00 71,773.07 .00 109,060.00) ( 100.00) FOR ADMINISTRATION USE ONLY 59 % OF THE FISCAL YEAR HAS ELAPSED 01/11/2021 11 :26AM PAGE: 1  CITY OF SUSANVILLE EXPENDITURES W ITH COM PARISON TO BUDGET FOR THE 7 MONTHS ENDING JANUARY 31, 2021 AIRPORT 08/09 BUDGET 08/09 ACTU AL MID YEAR BUDGET BUDGET INC<DEC> % CHANGE PUBLIC WORKS AIRPORT-OPERATIONS 7201-430-81-4120 TEMPORARY EMPLOYEES 24,415.00 11,800.39 .00 24,415.00) 100.00) 7201-430-81-4221 SOCIAL SECURITY CONTRIBUTIONS 1,514.00 731.61 .00 1,514.00) 100.00) 7201-430-81-4222 MEDICARE 354.00 171.10 .00 354.00) 100.00) 7201-430-81-4260 WORKERS' COMPENSATION 732.00 354.03 .00 732.00) 100.00) 7201-430-81-4293 STATE UNEMPLOYMENT 220.00 .00 .00 220.00) 100.00) 7201-430-81-4340 TECHNICAL SVCS 6,900.00 2,875.00 .00 6,900.00) 100.00) 7201-430-81-4431 REPAIR AND MAINTENANCE-MISC 1,500.00 437.07 .00 1,500.00) 100.00) 7201-430-81-4434 REPAIR AND MAINTENANCE-FACILIT 2,282.00 1,173.31 .00 2,282.00) 100.00) 7201-430-81-4510 INSURANCE AIRPORT HANGARS 3,250.00 2,527.00 .00 3,250.00) 100.00) 7201-430-81-4511 INSUR.AIRPORT OWNER OPER. LIAB 4,996.00 2,422.00 .00 4,996.00) 100.00) 7201-430-81-4512 INSUR.AIRPORT AIR SHOW LIAB 442.00 259.00 .00 442.00) 100.00) 7201-430-81-4524 INTERNAL SVCS ADMIN 49,868.00 25,312.00 .00 49,868.00) 100.00) 7201-430-81-4530 COMMUNICATIONS 529.00 309.19 .00 529.00) 100.00) 7201-430-81-4610 SUPPLIES - GENERAL 142.00 .00 .00 142.00) 100.00) 7201-430-81-4622 ELECTRICITY 7,100.00 1,696.07 .00 7,100.00) 100.00) 7201-430-81-4623 PROPANE 2,700.00 433.95 .00 2,700.00) 100.00) 7201-430-81-4641 POSTAGE 81.00 .00 .00 81.00) 100.00) 7201-430-81-4 770 DEPRECIATION EXPENSE 172,545.00 100,653.00 .00 172,545.00) 100.00) 7201-430-81-4810 TAXES, FEES, PERMITS & CHARGES 1,966.00 852.18 .00 1,966.00) 100.00) 7201-430-81-4852 INTEREST 69.00 .00 .00 69.00) 100.00) TOTAL AIRPORT-OPERATIONS 281,605.00 152,006.90 .00 281,605.00) 100.00) TOTAL PUBLIC WORKS 281,605.00 152,006.90 .00 281,605.00) ( 100.00) TOTAL FUND EXPENDITURES 281,605.00 152,006.90 .00 281,605.00) ( 100.00) NET REVENUE OVER EXPENDITURES 172,545.00) ( 80,233.83) .00 172,545.00 100.00 GRAND TOTAL REVENUE 109,060.00 71,773.07 .00 109,060.00) 100.00) GRAND TOTAL EXPENDITURES 281,605.00) 152,006.90) .00 281,605.00 100.00 GRAND TOTAL NET REVENUE 172,545.00) ( 80,233.83) .00 172,545.00 100.00 FOR ADMINISTRATION USE ONLY 59 % OF THE FISCAL YEAR HAS ELAPSED 01/11/2021 11 :26AM PAGE: 2  CITY OF SUSANVILLE REVENUES W ITH COM PARISON TO BUDGET FOR THE 7 MO NTHS ENDING JANUARY 31, 2021 AIRPORT CIP FUND 08/09 BUDGET 08/09 ACTUAL M ID YEAR BUDGET BUDGET INC<DEC> % CHANGE DEPARTMENT 490 DIVISION 00 7202-490-00-3910 TRN IN FROM GENERAL FUND 15,000.00 8,750.00 .00 15,000.00) 100.00) TOTAL DIVISION DO 15,000.00 8,750.00 .00 15,000.00) 100.00) TOTAL DEPARTMENT 490 15,000.00 8,750.00 .00 15,000.00) ( 100.00) TOTAL FUND REVENUE 15,000.00 8,750.00 .00 15,000.00) ( 100.00) NET REVENUE OVER EXPENDITURES 15,000.00 8,750.00 .00 15,000.00) 100.00) GRAND TOTAL REVENUE 15,000.00 8,750.00 .00 15,000.00) ( 100.00) GRAND TOTAL NET REVENUE 15,000.00 8,750.00 .DO 15,000.00) ( 100.00) FOR ADMINISTRATION USE ONLY 59 % OF THE FISCAL YEAR HAS ELAPSED 01/11/2021 11 :50AM PAGE: 1  AGENDA ITEM NO. 7D Submitted By: Jolene Arredondo, Assistant to the City Administrator Action Date: January 14, 2021 AIRPORT COMMISSION AGENDA ITEM SUBJECT: City Administrator Update PRESENTED BY: Kevin Jones, City Administrator/Chief of Police SUMMARY: An update on Hangar #3, #4, and #9 and the Air Methods contract will be provided by City Administrator, Kevin Jones. FISCAL IMPACT: None. ACTION REQUESTED: Discussion. ATTACHMENTS: None. 210114.SMAC.Agenda