Susanville Municipal Airport Commission

CITY OF SUSANVILLE 66 N. Lassen Street • Susanville CA Ross Stevenson, Chair Paul Clark, Vice Chair William Heyland • Robert Tyndall • Dan Weaver Susanville Municipal Airport Commission Special Meeting Regular Susanville Municipal Airport Commission Meeting • City Council Chambers, 66 North Lassen Street, Susanville, CA 96130 Thursday, February 24, 2022 – 3:00 PM Call meeting to Order Roll Call of Commissioners Present 1. AGENDA APPROVAL: (Additions and/or Deletions) 2. APPROVAL OF MINUTES: 2.A Consider approval of the November 18, 2021 Airport Commission Meeting Minutes 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 direct staff to agendize the matter at a future meeting. 6. NEW BUSINESS: 6.A Consider appointment of Chair and Vice Chair for the 2022 Calendar Year 6.B Airport Financials Review 6.C Taxiway A Project Update 6.D CARES Act Report 7. CONTINUING BUSINESS: 8. AIRPORT MANAGERS REPORT: 9. COMMISION ITEMS: 10. ADJOURN 1 Next meeting date to be held on March 10, 2022. I, Jolene Arredondo, certify that I caused to be posted notice of the Special Meeting scheduled for February 24, 2022 in the areas designated on February 23 2022. 2  AGENDA ITEM NO. 2.A Action Item SUSANVILLE MUNICIPAL AIRPORT COMMISSION SPECIAL MEETING AGENDA ITEM Submitted By: Jolene Arredondo, Administrative Services Action Date: February 24, 2022 SUBJECT: Consider approval of the November 18, 2021 Airport Commission Meeting Minutes PRESENTED BY: Bob Godman, Public Works Director SUMMARY: Attached for the Commission's review are the November 18, 2021 meeting minutes. FISCAL IMPACT: None. ACTION REQUESTED: Motion to approve the November 18, 2021 Airport Commission Meeting Minutes ATTACHMENTS: 20211118_SMAC Minutes.pdf 3  SUSANVILLE MUNICIPAL AIRPORT COMMISSION Regular Susanville Municipal Airport Commission Meeting Minutes THURSDAY, NOVEMBER 18, 2021 – 3:00 PM Roll Call of Commission members present: William Heyland, Robert Tyndall, Dan Weaver Absent: Paul Clark Call meeting to Order Roll Call of Commissioners Present 1. AGENDA APPROVAL: Moved by Dan Weaver; seconded by William Heyland to Approve the agenda. Carried: 3 - 0 Voting For: William Heyland, Robert Tyndall, Dan Weaver Voting Against: None 2. APPROVAL OF MINUTES: 2.A Consider approval of minutes from the October 14, 2021 Meeting Motion to approve October 14, 2021 Special Meeting Minutes 211014_SMAC_Draft.pdf Moved by William Heyland; seconded by Dan Weaver to Approve minutes. Motion Carried: 3- 0 Voting For: William Heyland, Robert Tyndall, Dan Weaver Voting Against: None 3. CORRESPONDENCE/INFORMATION : None 4. BUSINESS FROM THE FLOOR: None 5. PUBLIC COMMENT: None 6. NEW BUSINESS: None 7. CONTINUING BUSINESS: 7.A Taxiway A Project Update Information only Mr. Newton noted that a meeting was scheduled with Hat Creek Construction who was 4  awarded the bid for Taxiway A project. The consensus of that meeting was to winterize the project and start the project once weather allows and addition of an escalator clause for the price of the oil for the asphalt. C&S Consulting is looking into modifications of the project to accommodate the price change of that material. Mr. Newton noted that when they bid for this project they obtained a guaranteed price through the end of the 2021 calendar year. Discussion occured about the project bid and core samples and structural section for reconstruction. Commissioner Weaver asked about the tentative start date. Mr. Newton responded that there was no start date set but it would be reassessed based on weather. Commissioner Tyndall asked if we could negotiate a start no later than date and the length of the project. Mr. Newton responded that we could likely negotiate a project start no later than date and there was 45 days to complete the project once construction began. Mr. Newton noted that a contingency was built into the bid by C&S Consulting to accommodate change orders, if any, and that was reflected in the FAA grant funding received for total project cost. 7.B Hangar 3 & 4 Update Discussion Item Mr. Newton provided an update that city staff had met with Commissioner Tyndall at the airport to review the status of hangar 3&4. Electrical work has begun by city staff and effort of volunteers and Tyndall is organizing clean-up efforts through volunteers. Mr. Tyndall asked Airport Manager Steve Datema what he would rent the hangars for. Mr. Datema suggested he would rent them for a $200-$300 and had a few interested parties. 7.C Airport Financials Review Information Only Mr. Newton noted that a project budget has been included in the airport financials that will allow for city staff time as well as expenditures to complete the project. Mr. Newton also noted the Airport Taxiway Construction budget that included the Independent fee estimate in which the city has paid for consultant work for the construction engineering of the project and once the grant from the FAA is received we will be able to reimburse those costs through drawdown of the grant. Mr. Newton noted that this will be the process in which reimbursements will occur once the project is underway. Mr. Newton noted that the UPS rental agreement was approved by council and the rental agreement increased from $400 to $1200 per month. Mr. Datema noted that there had been an increase of activity at the UPS grounds due to the holidays. Mr. Heyland discuss that there has been historically an issue with matching funds for projects and expressed concerns about drawing down those resources. Mr. Newton noted that there was an opportunity to look into the operational side of the airport due to an increase of 5  revenue streams and the $15,000 annual matching funds was not budgeted from the general fund due to the airport having a more successful revenue stream from hangar rents. 211115_Airport.pdf 8. AIRPORT MANAGERS REPORT: Mr. Datema, Airport Manager presented that the airport is gearing up for winter efforts. 9. COMMISION ITEMS: Commissioner Tyndall inquired about moving the meeting time to 5:00 P.M. in order to accommodate the public and increase interest. Commissioner Heyland asked for a CARES funding update at a future meeting. Commissioner Heyland asked about the 4 entitlement funding currently and asked if there was a possibility of loosing an entitlement funding. Mr. Newton noted that those entitlement funds are obligated toward the funds and we will have to put a project together to obligate future entitlement funds towards. Mr. Newton noted that discussion should occur about future projects to be outlined for future grant applications. Commissioner Tyndall inquired about Public Works being able to patch potholes at the Airport. Public Works Director Bob Godman noted that with the limited holiday schedule they had planned to complete the work after the Christmas lights had been put up and after the Thanksgiving Holiday. Mr. Datema noted that he had material to complete the project, and Mr. Godman noted that it would be completed as soon as possible. Commissioner Weaver noted that he wanted to pursue economic development opportunities that include the airport and if there could be a discussion of how the airport could be involved in the city's economic development efforts. Commissioner Weaver inquired about the airport priority list. Discussion occurred about which items from the priority list discussed at previous meeting and which of those projects would be appropriate for CARES funding versus grant funding projects. 10. ADJOURN Moved by Dan Weaver; seconded by William Heyland to Adjourn at 3:51 P.M.. Motion Carried: 3 - 0 Voting For: William Heyland, Robert Tyndall, Dan Weaver Voting Against: None APPROVED BY:__________________________________ Airport Commissioner APPROVED ON: Submitted By: ______________________________ SMAC Secretary, Jolene Arredondo 6  AGENDA ITEM NO. 6.A Action Item SUSANVILLE MUNICIPAL AIRPORT COMMISSION SPECIAL MEETING AGENDA ITEM Submitted By: Jolene Arredondo, Administrative Services Action Date: February 24, 2022 SUBJECT: Consider appointment of Chair and Vice Chair for the 2022 Calendar Year PRESENTED BY: Bob Godman, Public Works Director SUMMARY: The Susanville Municipal Airport Commission Chair and Vice Chair appointments are for a 1 (one) calendar year. The Airport Commission shall elect a Chairperson and Vice Chairperson to serve during the 2022 calendar year. FISCAL IMPACT: None ACTION REQUESTED: Appoint Chair and Vice Chair for the 2022 Calendar Year ATTACHMENTS: 7  AGENDA ITEM NO. 6.B Discussion Item SUSANVILLE MUNICIPAL AIRPORT COMMISSION SPECIAL MEETING AGENDA ITEM Submitted By: Bob Godman, Public Works Action Date: February 24, 2022 SUBJECT: Airport Financials Review PRESENTED BY: Bob Godman, Public Works Director SUMMARY: For the Commission's review, attached are the Airport's revenues in comparison to budget. FISCAL IMPACT: None ACTION REQUESTED: Information only ATTACHMENTS: SMAC Financials.pdf 8  CITY OF SUSANVILLE INCOME STATEMENT REVENUES WITH COMPARISON TO BUDGET FOR THE 8 MONTHS ENDING FEBRUARY 28, 2022 AIRPORT BUDGET YTD ACTUAL ENCUMBRANCE % EARNED UNEARNED % UNEARNED PUBLIC WORKS AIRPORT-OPERATIONS 7201-430-81-3341 STATE OF CA - CALTRANS 10,000.00 .00 .00 .00 10,000.00 100.00 7201-430-81-3611 INTEREST REVENUE 10.00 .00 .00 .00 10.00 100.00 7201-430-81-3613 NET INCREASE(DECREASE) FMV .00 ( 2.46) .00 .00 2.46 .00 7201-430-81-3620 AIRPORT - LEASES 90,000.00 73,352.07 .00 81.50 16,647.93 18.50 7201-430-81-3701 AIRPORT - FLOWAGE FEES 14,000.00 7,117.55 .00 50.84 6,882.45 49.16 7201-430-81-3703 COMMERCIAL OPERATOR FEES 20,000.00 10,801.90 .00 54.01 9,198.10 45.99 TOTAL AIRPORT-OPERATIONS 134,010.00 91,269.06 .00 68.11 42,740.94 31.89 TOTAL PUBLIC WORKS 134,010.00 91,269.06 .00 68.11 42,740.94 31.89 TOTAL FUND REVENUE 134,010.00 91,269.06 .00 68.11 42,740.94 31.89 FOR ADMINISTRATION USE ONLY 67 % OF THE FISCAL YEAR HAS ELAPSED 02/23/2022 09:48AM PAGE: 1 9  CITY OF SUSANVILLE INCOME STATEMENT EXPENDITURES WITH COMPARISON TO BUDGET FOR THE 8 MONTHS ENDING FEBRUARY 28, 2022 AIRPORT BUDGET YTD ACTUAL ENCUMBRANCE % EXPENDED UNEXPENDED % UNEXP. PUBLIC WORKS AIRPORT-OPERATIONS 7201-430-81-4100 REGULAR EMPLOYEES 24,415.00 .00 .00 .00 24,415.00 100.00 7201-430-81-4101 4% VACANCY RATE ( 1,089.00) .00 .00 .00 ( 1,089.00) ( 100.00) 7201-430-81-4120 TEMPORARY EMPLOYEES .00 13,631.49 .00 .00 ( 13,631.49) .00 7201-430-81-4221 SOCIAL SECURITY CONTRIBUTIONS 1,514.00 882.98 .00 58.32 631.02 41.68 7201-430-81-4222 MEDICARE 354.00 206.50 .00 58.33 147.50 41.67 7201-430-81-4260 WORKERS' COMPENSATION 732.00 427.28 .00 58.37 304.72 41.63 7201-430-81-4293 STATE UNEMPLOYMENT 220.00 .00 .00 .00 220.00 100.00 7201-430-81-4340 TECHNICAL SVCS 7,400.00 4,363.73 3,000.00 99.51 36.27 .49 7201-430-81-4431 REPAIR AND MAINTENANCE-MISC 1,500.00 763.57 .00 50.90 736.43 49.10 7201-430-81-4434 REPAIR AND MAINTENANCE-FACILIT 1,899.00 463.07 .00 24.38 1,435.93 75.62 7201-430-81-4510 INSURANCE AIRPORT HANGARS 3,250.00 2,888.00 .00 88.86 362.00 11.14 7201-430-81-4511 INSUR.AIRPORT OWNER OPER. LIAB 4,996.00 2,768.00 .00 55.40 2,228.00 44.60 7201-430-81-4512 INSUR.AIRPORT AIR SHOW LIAB 442.00 296.00 .00 66.97 146.00 33.03 7201-430-81-4524 INTERNAL SVCS ADMIN 48,280.00 32,184.00 .00 66.66 16,096.00 33.34 7201-430-81-4525 INTERNAL SVC PW/ENG 10,604.00 7,072.00 .00 66.69 3,532.00 33.31 7201-430-81-4530 COMMUNICATIONS 529.00 419.15 .00 79.23 109.85 20.77 7201-430-81-4610 SUPPLIES - GENERAL 142.00 32.96 .00 23.21 109.04 76.79 7201-430-81-4622 ELECTRICITY 6,600.00 2,584.95 .00 39.17 4,015.05 60.83 7201-430-81-4623 PROPANE 2,700.00 1,405.78 .00 52.07 1,294.22 47.93 7201-430-81-4641 POSTAGE 81.00 .00 .00 .00 81.00 100.00 7201-430-81-4770 DEPRECIATION EXPENSE 172,545.00 105,264.00 .00 61.01 67,281.00 38.99 7201-430-81-4810 TAXES, FEES, PERMITS & CHARGES 2,349.00 2,348.90 .00 100.00 .10 .00 7201-430-81-4852 INTEREST .00 ( 28.55) .00 .00 28.55 .00 TOTAL AIRPORT-OPERATIONS 289,463.00 177,973.81 3,000.00 62.52 108,489.19 37.48 TOTAL PUBLIC WORKS 289,463.00 177,973.81 3,000.00 62.52 108,489.19 37.48 TOTAL FUND EXPENDITURES 289,463.00 177,973.81 3,000.00 62.52 108,489.19 37.48 REVENUE OVER (UNDER) EXPENDITURES ( 155,453.00) ( 86,704.75) ( 3,000.00) ( 57.71) ( 65,748.25) ( 42.29) FOR ADMINISTRATION USE ONLY 67 % OF THE FISCAL YEAR HAS ELAPSED 02/23/2022 09:48AM PAGE: 2 10  CITY OF SUSANVILLE INCOME STATEMENT REVENUES WITH COMPARISON TO BUDGET FOR THE 8 MONTHS ENDING FEBRUARY 28, 2022 AIRPORT CIP FUND BUDGET YTD ACTUAL ENCUMBRANCE % EARNED UNEARNED % UNEARNED AIRPORT CIP 7202-430-81-3611 INTEREST .00 31.68 .00 .00 ( 31.68) .00 7202-430-81-3613 NET INCREASE (DECREASE) FMV .00 ( 4.08) .00 .00 4.08 .00 TOTAL DIVISION 81 .00 27.60 .00 .00 ( 27.60) .00 TOTAL AIRPORT CIP .00 27.60 .00 .00 ( 27.60) .00 TOTAL FUND REVENUE .00 27.60 .00 .00 ( 27.60) .00 FOR ADMINISTRATION USE ONLY 67 % OF THE FISCAL YEAR HAS ELAPSED 02/23/2022 09:48AM PAGE: 3 11  CITY OF SUSANVILLE INCOME STATEMENT EXPENDITURES WITH COMPARISON TO BUDGET FOR THE 8 MONTHS ENDING FEBRUARY 28, 2022 AIRPORT CIP FUND BUDGET YTD ACTUAL ENCUMBRANCE % EXPENDED UNEXPENDED % UNEXP. AIRPORT CIP AIRPORT-HANGAR 3&4 ELECTRICAL 7202-430-84-4100 REGULAR EMPLOYEES 2,000.00 504.33 .00 25.22 1,495.67 74.78 7202-430-84-4221 SOCIAL SECURITY .00 31.28 .00 .00 ( 31.28) .00 7202-430-84-4222 MEDICARE .00 7.31 .00 .00 ( 7.31) .00 7202-430-84-4230 PERS .00 76.91 .00 .00 ( 76.91) .00 7202-430-84-4260 WORKER'S COMPENSATION .00 95.82 .00 .00 ( 95.82) .00 7202-430-84-4293 STATE UNEMPLOYMENT .00 4.55 .00 .00 ( 4.55) .00 7202-430-84-4610 SUPPLIES - GENERAL 2,642.00 292.67 .00 11.08 2,349.33 88.92 TOTAL AIRPORT-HANGAR 3&4 ELECTRICAL 4,642.00 1,012.87 .00 21.82 3,629.13 78.18 AIRPORT-TAXIWAY RECONSTRUCTION 7202-430-85-4100 REGULAR EMPLOYEES 1,000.00 .00 .00 .00 1,000.00 100.00 7202-430-85-4330 PROFESSIONAL SVCS 1,500.00 .00 .00 .00 1,500.00 100.00 TOTAL AIRPORT-TAXIWAY RECONSTRUCTIO 2,500.00 .00 .00 .00 2,500.00 100.00 TOTAL AIRPORT CIP 7,142.00 1,012.87 .00 14.18 6,129.13 85.82 TOTAL FUND EXPENDITURES 7,142.00 1,012.87 .00 14.18 6,129.13 85.82 REVENUE OVER (UNDER) EXPENDITURES ( 7,142.00) ( 985.27) .00 ( 13.80) ( 6,156.73) ( 86.20) GRAND TOTAL REVENUE 134,010.00 91,296.66 .00 68.13 42,713.34 31.87 GRAND TOTAL EXPENDITURES ( 296,605.00) ( 178,986.68) ( 3,000.00) ( 61.36) ( 114,618.32) ( 38.64) TOTAL NET REVENUE(EXPENDITURES) ( 162,595.00) ( 87,690.02) ( 3,000.00) ( 55.78) ( 71,904.98) ( 44.22) FOR ADMINISTRATION USE ONLY 67 % OF THE FISCAL YEAR HAS ELAPSED 02/23/2022 09:48AM PAGE: 4 12  AGENDA ITEM NO. 6.C Discussion Item SUSANVILLE MUNICIPAL AIRPORT COMMISSION SPECIAL MEETING AGENDA ITEM Submitted By: Bob Godman, Public Works Action Date: February 24, 2022 SUBJECT: Taxiway A Project Update PRESENTED BY: Bob Godman, Public Works Director SUMMARY: An update on the Taxiway A Project will be provided at the meeting. FISCAL IMPACT: None ACTION REQUESTED: Information only ATTACHMENTS: 13  AGENDA ITEM NO. 6.D Discussion Item SUSANVILLE MUNICIPAL AIRPORT COMMISSION SPECIAL MEETING AGENDA ITEM Submitted By: Bob Godman, Public Works Action Date: February 24, 2022 SUBJECT: CARES Act Report PRESENTED BY: Bob Godman, Public Works Director SUMMARY: Staff will provide a report on the three Airport CARES Act grants. FISCAL IMPACT: None ACTION REQUESTED: Information Only ATTACHMENTS: CARES Act Grant Report.docx 14  CARES – CRRSA – AIRPORT RESCUE Grants Over the last two years the Susanville Municipal Airport has been awarded three Airport Coronavirus Response Grant Program (ACRGP) Grant Offers, all of which have been accepted by the City. The grants vary in value from $13,000 to $32,000 for a total amount of $75,000. Funds need to be spent no later than 1460 days (4 years) after receiving approval. Grant fund spending is separated into two categories: The CRRSA grant and the AIRPORT RESCUE grant were specifically designed for Corona-19 and are available for any purpose for which airport revenues may lawfully be used to prevent, prepare for, and respond to coronavirus. Funds provided under theses grant agreements can only be expended for the capital or operating costs of the airport for costs related to operations, personnel, cleaning, sanitization, janitorial services, combating the spread of pathogens at the airport, and debt service payments as prescribed in the Act. While these grants can be used for costs incurred before the grants they cannot be used for Non-Corona related new Airport development. Funds from the CARES grant can be used for any purpose that is legal to use Airport funding. 15  COVID RELATED GRANTS OVERVIEW Date Date to Grant signed spend amount CARES 6/8/2020 6/7/2024 $ 30,000.00 CRRSA 7/15/2021 7/14/2025 $ 13,000.00 AIRPORT RESCUE 1/17/2022 1/16/2026 $ 32,000.00 From above, the first $30,000 needs to be spent by 06/07/24, and the total by 1/16/26. These may be added together and fund one project or split in multiple ways in many different areas. In the near future we will be looking for recommendations from the Airport Commission on projects they would like to see completed with these funds. 16