MEET­ING MINUTES

PANA­MA CITYBAY COUN­TY AIR­PORT AND INDUS­TRI­AL DISTRICT

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MEET­ING MINUTES

PANA­MA CITYBAY COUN­TY AIR­PORT AND INDUS­TRI­AL DISTRICT

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Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., Octo­ber 28, 2020 by Chair­man Glen McDonald. 

The Invo­ca­tion was giv­en by Vice Chair­man Hol­ly Melzer.

The Pledge of Alle­giance was led by Mr. Del Lee.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed all the Board mem­bers were present in per­son with the excep­tion of Mr. Will Cramer who request­ed to attend via Zoom.

Chair­man McDon­ald asked Air­port Author­i­ty Attor­ney Nick Ben­i­nate to explain the State of Flori­da Statute regard­ing remote par­tic­i­pa­tion of Board mem­bers. Attor­ney Ben­i­nate explained that if there is a phys­i­cal quo­rum of the remain­ing Board mem­bers, and there is an extra­or­di­nary cir­cum­stance of why the Board mem­ber call­ing is absent, e.g., med­ical quar­an­tine for the COVID virus (which was the case for Mr. Will Cramer today), then the Board mem­ber call­ing into the meet­ing would be allowed to par­tic­i­pate remotely. 

Vice Chair­man Melz­er made a motion to approve Board mem­ber Mr. Cramer’s extra­or­di­nary cir­cum­stance for being absent, and allow him to par­tic­i­pate in the Board meet­ing by phone. Mr. James John­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Chair­man McDon­ald asked if there were any Items on the Agen­da, includ­ing the Con­sent Agen­da, that any Board mem­ber would like to move, and if not, to make a motion to accept the Agenda.

May­or Mark Shel­don made a motion to accept the agen­da, and Vice Chair­man Melz­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously. 

Pre­sen­ta­tion:

Air­port Mas­ter Plan Update Board Brief­ing #7Paul Puck­li, Vice Pres­i­dent of CHA, pre­sent­ed to the Board via Zoom, the 7th Air­port Mas­ter Plan Update Board Briefing. 

Mr. Puck­li report­ed on the progress to date; the Ter­mi­nal Area Devel­op­ment Overview; Phas­ing of the Pre­ferred Ter­mi­nal (Alter­na­tive No. 4C which uti­lizes the exist­ing Ter­mi­nal) Devel­op­ment Plan over four Plan­ning Activ­i­ty Lev­els (PALs); and the con­sid­er­a­tion of two Ulti­mate Ter­mi­nal Alter­na­tive Options.

Mr. Puck­li fin­ished his pre­sen­ta­tion by sum­ma­riz­ing the next steps, includ­ing Pub­lic Meet­ing #1 tomor­row via Zoom; Final­iz­ing Work­ing Paper #4; and the Finan­cial Plan and Envi­ron­men­tal Analy­sis and Air­port Lay­out Plan (ALP) that are under­way. He esti­mat­ed that due to the pan­dem­ic, it may be five-sev­en years before PAL 1 is ini­ti­at­ed, because it is very dif­fi­cult to pre­dict when we will be back to pre-COVID lev­els. He added that PAL 4 would be ini­ti­at­ed when we are at 1 mil­lion pas­sen­ger enplanements.

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Reports:

Mr. Park­er McClel­lan pre­sent­ed and reviewed the Activ­i­ty Reports.

Con­sent Agenda:

  1. Board Meet­ing Min­utes – Sep­tem­ber 232020

This item pro­vid­ed for Board approval of the Sep­tem­ber 23, 2020 Board Meet­ing Minutes. 

b. Approve Dis­pos­al of Sur­plus Prop­er­ty

This item pro­vid­ed for Board autho­riza­tion of the sale and/​or dis­pos­al of sur­plus inven­to­ry items. 

It has been deter­mined by Staff that the fol­low­ing items are no longer need­ed to sup­port the oper­a­tion of the Air­port and should be declared surplus:

  • 1986 John Deere Trac­tor Mod­el 6400 (Replaced in 2020)
  • 2007 Ford Crown Vic­to­ria Police Inter­cep­tor (Replaced in 2020)
  • Undat­ed Vehi­cle Dolly
  • Obsolete/​Damaged Park­ing Shut­tle Gem Cars (Replaced in 2020)
  • Five (5), Light-Weight, Vehi­cle Lifts (Replaced at Rent Car Main­te­nance Facil­i­ty in 2019)

In the past, Staff has uti­lized Gov​Deals​.com and intends to con­tin­ue to uti­lize for these and oth­er items, and the FY 2021 Oper­at­ing and Cap­i­tal Improve­ment Bud­get will be pos­i­tive­ly impact­ed by pro­ceeds gained from the sale of these items.

c. Approve Ricon­do & Asso­ciates, Inc.’s Task Order for Air­port Con­sul­tant Services

This item pro­vid­ed for Board approval for Ricon­do & Asso­ciates to pro­vide assis­tance with the prepa­ra­tion of the 2020 Set­tle­ment doc­u­ments, devel­op­ment of 2022 Rates and Charges, and var­i­ous air­port finan­cial con­sul­ta­tion issues as needed.

Ricon­do and Asso­ciates has pro­vid­ed air­port finan­cial con­sult­ing ser­vices to the Dis­trict for sev­er­al years, includ­ing devel­op­ing the cur­rent Air­line Agree­ment and assist­ing with bud­get and set­tle­ment cal­cu­la­tions. The Dis­trict has con­tin­ued to uti­lize Ricon­do and Asso­ciates on an ongo­ing basis for air­line ser­vice devel­op­ment issues as well as the bud­get and set­tle­ment calculations.

The cur­rent Air­line Agree­ment requires an annu­al set­tle­ment cal­cu­la­tion, which includes rev­enue shar­ing with Sig­na­to­ry Air­lines. This cal­cu­la­tion is very com­plex and takes into con­sid­er­a­tion total rev­enues, oper­at­ing expens­es, cap­i­tal equip­ment, debt ser­vice, and cap­i­tal reserves, and Ricon­do has devel­oped a rate mod­el for this calculation. 

This Task Order will include assist­ing staff in updat­ing the rate mod­el and review of the cal­cu­la­tion of the Air­line Rates and Charges for Fis­cal Year 2022. The Task Order will also pro­vide assis­tance with prepa­ra­tion of the doc­u­men­ta­tion for the air­line bud­get meet­ing, par­tic­i­pa­tion in the meet­ing, and aid­ing with the cal­cu­la­tion of the Set­tle­ment of the Rates and Charges for Fis­cal Year 2020. The Set­tle­ment efforts will include the revisions/​updates to the air­line rates and charges mod­el based on FY 2020 audit results, cal­cu­la­tion of the final air­line rates and charges, and the rev­enue shar­ing cal­cu­la­tion for the fis­cal year end­ing Sep­tem­ber 302020

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A not to exceed bud­get of $43,860 is pro­posed for this work effort. Fund­ing is avail­able in the Air­port FY 2021 budget.

Vice Chair­man Melz­er made a motion to approve the Con­sent Agen­da, and Mr. James John­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

  1. COVID-19 Update

Mr. McClel­lan addressed the Board and illus­trat­ed with a bar graph the pas­sen­ger counts of last year vs. this year, and report­ed that due to the ongo­ing pan­dem­ic, a $115 cred­it will once again be extend­ed to the Taxi Queues for anoth­er month, which equates to $20 for the month of November.

This Item was for infor­ma­tion­al pur­pos­es only and required no for­mal action by the Board.

  1. Project Gator Update (infor­ma­tion only)

Mr. McClel­lan report­ed that he and Attor­ney Ben­i­nate have been work­ing on the term sheet to be pre­sent­ed to the Tri­umph Board next week and it will be brought back to the Board for approval at the Novem­ber meeting.

This Item was for infor­ma­tion­al pur­pos­es only and required no for­mal action by the Board.

  1. Approve Replace­ment of Var­i­ous Com­po­nents of the Air Traf­fic Con­trol Tow­er Radio Sys­tem – Fre­quen­tis USA, Inc., Colum­bia, MD

This item pro­vid­ed for Board approval of a sole source pur­chase for replace­ment parts and instal­la­tion of the Air Traf­fic Con­trol Tow­er radio equip­ment. Mr. McClel­lan asked Mr. Richard McConnell to explain this Item.

The Air­port owns and main­tains the Air Traf­fic Con­trol Tow­er (ATCT) at the North­west Flori­da Beach­es Inter­na­tion­al Air­port. Under for­mal agree­ment, the Air­port is required to main­tain and keep cur­rent all sys­tems in the ATCT to sup­port tow­er oper­abil­i­ty. One Oper­a­tion Crit­i­cal” sys­tem is the radio man­age­ment sys­tem which allows tow­er per­son­nel to com­mu­ni­cate with air­craft (both air­borne and on the ground), and ground equip­ment oper­at­ing on, or around, the Air­port. The cur­rent radio man­age­ment equip­ment was orig­i­nal­ly installed dur­ing con­struc­tion of the Air­port and is over 10 years old. Increased main­te­nance costs and degra­da­tion of cur­rent sys­tem com­po­nents sup­port the replacement/​upgrade of the cur­rent sys­tem. In order to pro­vide total inte­gra­tion of new and reusable sys­tem com­po­nents, replace­ment com­po­nents must be pro­vid­ed by the same sys­tem provider. This pur­chase will be pur­chased from a sole source provider, Fre­quen­tis USA, Inc.

This pur­chase is includ­ed as part of the Airport’s FY 2021 O&M Bud­get, and Staff rec­om­mend­ed approval of the sole source pur­chase from Fre­quen­tis USA, Inc. for replace­ment of Air Traf­fic Con­trol Tow­er radio equip­ment in an amount not to exceed $68,155. Attor­ney Ben­i­nate fur­ther explained that due to a new State require­ment, we will pub­lish an ad online say­ing we will be doing a sin­gle source provider on the item, and if no feed­back comes back to us indi­cat­ing oth­er options, we will pro­ceed with the purchase.

May­or Shel­don made a motion to approve the replace­ment of var­i­ous com­po­nents of the Air Traf­fic Con­trol Tow­er Radio Sys­tem by Fre­quen­tis USA, Inc., and Vice Chair­man Melz­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

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  1. Approve Repub­lic Park­ing Sys­tems, Inc. – Final Three-Year Term Extension

This item pro­vid­ed for the Board’s approval of an Amend­ment to the pub­lic park­ing Agree­ment with Repub­lic Park­ing Sys­tems, Inc.

Repub­lic Park­ing Sys­tems has man­aged and oper­at­ed Air­port Park­ing Lot under a man­age­ment agree­ment with the Dis­trict at PFN and now at ECP. The exist­ing agree­ment with Repub­lic pro­vides for a three-year exten­sion to the Park­ing Man­age­ment Agreement. 

Repub­lic Park­ing Sys­tems has been pro­vid­ing park­ing man­age­ment ser­vices for the Dis­trict at PFN and ECP. The Agree­ment has had sev­er­al amend­ments. This pro­posed amend­ment would be the final amend­ment with Repub­lic Park­ing Sys­tems, Inc. As part of this exten­sion, Repub­lic will pro­cure and install a replace­ment Rev­enue Con­trol Sys­tem and will be reim­bursed by the District.

The exist­ing Rev­enue Con­trol Sys­tem is approx­i­mate­ly 10 years old and recent­ly we have had fail­ure of the main serv­er, result­ing in longer and more com­plex pro­cess­ing of exit­ing vehi­cles. We have had tech­ni­cians on site over the last 2 weeks try­ing to recov­er and repair the serv­er with lit­tle to no suc­cess. Addi­tion­al­ly, the cur­rent sys­tem man­u­fac­tur­er does not sup­port the sys­tem any longer and have pro­vide lit­tle to no support. 

Work­ing in part­ner­ship with the lead­er­ship at Repub­lic, they have rec­om­mend­ed a replace­ment sys­tem after exten­sive research which will increase report­ing capa­bil­i­ties, pro­vide addi­tion­al ser­vices to park­ing patrons, and uti­lize new tech­nolo­gies to enhance our park­ing sys­tems. The new sys­tem is read­i­ly avail­able and will be installed with­in 4 weeks of the notice to pro­ceed. Repub­lic has a Mas­ter Sales Agree­ment in place to pur­chase the sys­tem at a low­er price than if pro­cured direct­ly by the Airport.

The exten­sion of this Agree­ment is in accor­dance with the terms and con­di­tions set forth in the Feb­ru­ary 24, 2016 Agree­ment Exten­sion, which has a 5‑year term through May 22, 2021 and an addi­tion­al three-year option end­ing May 222024.

Repub­lic has been a great part­ner at both Air­ports, pro­vid­ing park­ing ser­vices which include cus­tomer inter­ac­tion as well as tech­ni­cal sup­port to the staff. 

The FY21 Bud­get includ­ed the fees asso­ci­at­ed with the man­age­ment agree­ment and $336,000 to replace the Rev­enue Con­trol Sys­tem, and Staff rec­om­mend­ed approval of the exten­sion of the Park­ing Man­age­ment Agree­ment with Repub­lic Park­ing to include the replace­ment of the Rev­enue Con­trol Sys­tem at a cost not to exceed $340,000.

Mr. John­son made a motion to approve the replace­ment of the Rev­enue Con­trol Sys­tem by Repub­lic Park­ing Sys­tems, and extend their con­tract for an addi­tion­al three years, ter­mi­nat­ing May 22, 2024, at which time a Bid will go out on the street for a new Park­ing Man­age­ment com­pa­ny. Vice Chair­man Melz­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously. 

Con­struc­tion Update (infor­ma­tion only):

Mr. Richard McConnell addressed the Board begin­ning with an update on the Ter­mi­nal Expan­sion Project. He informed the Board that Mon­day we issued sub­stan­tial com­ple­tion with the only item remain­ing being the pave­ment mark­ing which will allow all the Gates and expan­sion to be used fully.

Mr. McConnell addressed the Board with an update on the Tran­sient Apron and Taxi­way E1 Project. He report­ed that they fin­ished pour­ing the con­crete, a sub­stan­tial part of the project. He said we are wait­ing for punch list items with regards to guid­ance signs on the Taxi­way, and they are now fill­ing in the soil and light­ing for the fin­ish­ing touch­es on the Tran­sient Apron. 

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Mr. McConnell addressed the Board on the new S.R. 388 and report­ed that noth­ing has changed since last month as they are work­ing on oth­er com­po­nents of the project. He said our Round­about at the Air­port Entrance is on sched­ule to be com­plet­ed in 2023, but it will be quite a while before we start to see them work­ing on it. 

The Bay EDA Update:

Mr. McClel­lan addressed the Board on behalf of Bay EDA Pres­i­dent Bec­ca Hardin who was unable to attend the meet­ing. Mr. McClel­lan report­ed that Project Gator would pro­vide approx­i­mate­ly 96 jobs with a cap­i­tal invest­ment of an esti­mat­ed $26M cap­i­tal expen­di­ture. He said that Bay EDA and ECP are work­ing with Space Flori­da, final­iz­ing the financ­ing options for the hangar con­struc­tion. He said that ECP has been work­ing with Space Flori­da and Tri­umph staff on the term sheet which will be on the Novem­ber 5 Tri­umph meet­ing agen­da. He said the goal is to have this project announced by the end of the year.

Mr. McClel­lan report­ed that Project Venus would pro­vide approx­i­mate­ly 250 jobs with a cap­i­tal invest­ment of an esti­mat­ed $50M cap­i­tal expen­di­ture. He said that Bay EDA solicit­ed pro­pos­als from three con­sult­ing firms to con­duct an MRO mar­ket study for our area, and sent two of the pro­pos­als to the com­pa­ny for review and feed­back. He said the goal is to part­ner with Venus to con­duct this study in sup­port of their project at ECP, and that we would also be able to use this study with oth­er MRO recruit­ment efforts. Mr. McClel­lan report­ed that the Venus project team hopes to be able to trav­el from Lithua­nia to Bay Coun­ty after the first of the year.

Mr. McClel­lan report­ed that Project Emer­ald would pro­vide approx­i­mate­ly 50 jobs with a cap­i­tal invest­ment of an esti­mat­ed $6M cap­i­tal expen­di­ture. He said the Emer­ald exec­u­tives are work­ing with the St. Joe Com­pa­ny on a let­ter of intent to lease 30,000 sq. ft. of the spec­u­la­tive build­ing in Ven­ture Cross­ings Busi­ness Park. He said that last Fri­day Bay EDA had a con­fer­ence call with Space Flori­da and Emer­ald exec­u­tives to dis­cuss how Space Flori­da can assist with the pur­chase of equip­ment. Mr. McClel­lan said the ulti­mate goal of Emer­ald is to build a per­ma­nent facil­i­ty on the ECP cam­pus, and that this will be an MRO to include a test cell.

The Moore Agency Update:

Due to the length of the meet­ing, and because Board mem­bers were already pro­vid­ed with The Moore Agency’s Sep­tem­ber Mar­ket­ing update in their Board pack­ets, Chair­man McDon­ald asked that Ms. Spill­man forego her Report for this meeting. 

Exec­u­tive Direc­tor Report:

Mr. McClel­lan addressed the Board and report­ed that by Novem­ber 1 we had to imple­ment House Bill No. 915, a trans­paren­cy Bill specif­i­cal­ly for air­ports, and have met their goals with all the required infor­ma­tion hav­ing been uploaded to our web­site. He said it has a lot to do with trans­paren­cy of con­tracts. Mr. McClel­lan report­ed we are prepar­ing for Hur­ri­cane Zeta which we antic­i­pate should only bring us three inch­es of rain and some wind.

Mr. McClel­lan report­ed that five or six years ago Gulf Pow­er estab­lished a pro­gram that cer­ti­fied Flori­da First Sites – sites for eco­nom­ic devel­op­ment. Mr. McClel­lan explained the pro­gram and asked for con­cur­rence to not pro­ceed with the cer­ti­fi­ca­tion at this time and we will con­tin­ue to mon­i­tor that pro­gram, so that we can include the 300 acres to the north when the time comes. 

Mr. McClel­lan invit­ed every­one to attend the Air­port Mas­ter Plan Update Pub­lic Meet­ing tomor­row; and he informed the Board that we will begin prepar­ing for hol­i­day trav­el as in past years, regard­less of the pandemic. 

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Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:13 a.m.

________________________________ ________________________________

Kathy Gilmore, Exec­u­tive Sec­re­tary Glen McDon­ald, Chairman