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Aviation Advisory Board Minutes - 11/15/2007CITY CLERK'S OFFICE Date / 8 JFrK1 09 By Time 1:.3� MINUTES AVIATION ADVISORY BOARD November 15, 2007 PRESENT: Sid Gills, Chairman Capt. Steve Smith Jon Rivkin Brad Altman Martha Harvey Jim McElvain John Burrus Monica Morris Kevin Hynes Larry Gunnell Lisa Gunnell Randall Stafford J. J. Humphreys John Key I. CALL TO ORDER The meeting was called to order by Sid Gills at 5:30 p.m. II. ROLL CALL Board Members City Staff Local Pilot Civil Air Patrol Members were asked to make sure that they had signed in for the meeting. Visitors were introduced. Mr. Gills also recognized the promotion of board member Smith from Lt. to Capt. III. APPROVAL OF MINUTES Minutes of the September 20, 2007 meeting were presented. Ms. Harvey made a motion and Mr. McElvain seconded for approval of the minutes. All were in favor (5 -0). (Mr. Altman had not yet arrived). IV. REGULAR AGENDA AVIATION ADVISORY BOARD November 15. 2007 Page I of 4 1. Municipal Airport • Taxiway "C" Rehabilitation Construction Update — Ms. Morris reported that work had begun on the project on October 8th and was moving along at a swift pace. The contract had placed approximately 120 panels on the apron and anticipated transitioning to Phase 2 on November 19th. Progress is also being made on the apron work. Coordination with the base has been good. The contractor has presented staff a construction schedule with an anticipated completion date of December 15, 2007 which is approximately 3 weeks ahead of the required completion date of January 8, 2008. Ms. Morris reported that she hoped to have a completed project to report on at the next meeting. • Sheppard AFB Lease Agreement Update — Ms. Morris reported that staff did receive a new draft lease agreement with Sheppard AFB and had recently had a meeting which included base representatives, Mr. Burrus and City Attorney Bill Sullivan. The annual lease payment on the new lease is proposed at $33,200 per year. Ms. Morris reported that only a few items of significance were being addressed. Those included 1) the stated insurance requirements, 2) a provision for allowing continued use at the same rate should the base be closed as a military installation until which point the properties were disposed of and 3) protection from other military airfield or of airfield development which would limit the full functionality of the city's investments in Runway 17/35 or Taxiway C. Staff does not believe any of these items will be problematic for the ability of both parties to reach an agreement. Mr. Gills inquired as to the joint use agreement. Ms. Morris reported that while the lease is handled by local real estate personnel, the joint use agreement for all such airfields is handled by one gentleman in Washington DC. We have not yet received his JUA proposal and do not know what it includes as far as additional financial consideration. The joint use agreement will deal with the number of operations and other operational type issues. At some point after that document is received and terms agreed upon by the City, the two documents will come together and return back up the chain for final approval. The base's internal goal is for a completion date of June 2008. City staff is proposing an October 1, 2008 implementation date in order to align the agreements with both parties' fiscal years. 2. Kickapoo Downtown Airport • Hangar Area Improvement Projects Construction Update — Ms. Morris reported that, while an official Notice of Substantial Completion has not been signed, staff is considering the project "substantially complete" as of the date of the paving of the entrance road. The city is beginning to itemize a punch list of items that remain. Two final items are being AVIATION ADVISORY BOARD November 15, 2007 Page 2 of 4 completed this week. Tex Schmidt is working with the contractors on a corrected September billing and then a final billing which would include a final change order to reconcile all quantity variances or other changes. A meeting is scheduled for next week to address these items. • Review /Action on Civil Air Patrol charges — At the last meeting, Mr. Gunnell with the Civil Air Patrol (CAP) made a presentation to the board regarding the services of the CAP and requesting the board consider a recommendation to the city council for free hangar rental and 24 hour access to the terminal facilities. As there was no item on the agenda for action on this topic, it was recommended for inclusion on this meeting's agenda for consideration after further research. Ms. Morris provided board members with an interoffice memorandum describing the staffs recommendation on this topic. The recommendation was for no change in the current discounted arrangement which was the decision made the previous 2 times this item has been addressed in the past 2 years. Ms. Morris also reported that 2 board members not in attendance had communicated with her regarding this topic. Mr. Armstrong reported that he did not believe they should be given free hangar space in a private hangar but would consider free or discounted space in a community hangar. Ms. Morris also read an email from board member Mr. Harrelson who agreed that the need for the CAP is not in question but believed a summary of income and expenses of the CAP should be provided to city staff for review after which point an agreement could be reached. Mr. Gills had 2 comments — 1) that as a USAF entity, why are they not at SAFB and 2) that this is an internal management decision and not a decision for the Advisory Board. Mr. Altman, Mr. McElvain and Ms. Harvey all inquired as to where the $17,000 of low level route revenue was spent and what other sources of income the CAP had. Mr. Stafford reported that a senior member had received some corporate donations which had historically covered some of the hangar rent but was apparently no longer the case. Mr. Key reported that he believed it was a "pass the hat deal" out of members pockets to cover the hangar rental. He also reported that they have approximately 21 members of which only 8 are pilots and only 4 of those fly regularly. Mr. Burrus reported that he could speak with Mr. Leiker regarding capping the balance due until this item could be resolved. He also reported that the FAA does have a provision to allow for free or discounted hangar rental under similar provisions as what allowed for the museum hangar. Mr. Burrus said he could take the recommendation to the manager for recommendation of free hangar rent. However, any forgiveness of the balance due since this was for services already provided could only be done by council. Mr. McElvain commented that another important consideration of the CAP is the youth component in aviation. After AVIATION ADVISORY BOARD November 15. 2007 Pane 3 of future discussion, Ms Harvey made a motion, seconded by Mr. Altman, to make a recommendation to city council for free hangar rental in the community hangar, removal of the current .40 per gallon fuel discount and that the decision of the past due balances be left to council. Motion passed 5 -0. (Capt. Smith had excused himself from the meeting for a prior commitment). Mr. Burrus told the CAP that they should be prepared to provide council with financial information if they will ask. Mr. Burrus also recommended that this arrangement, if approved, begin at the first of the year. 3. Other Aviation Items — Nothing to report. VI. ITEMS OF CONCERN TO BOARD MEMBERS — There were none. VII. ADJOURN The meeting was adjourned at 6:30 p.m. ATTEST: Monica J. rris, Airports Administrator /7 �U�J 0 r Date AVIATION ADVISORY BOARD November 15, 2007 Page 4 of 4