Minutes

February 23, 2012

Chairman Michael Gray called the meeting to order at 6:00 PM in the Terminal Building Conference Room at the Morehead-Rowan County Regional Airport.  Other members present were Don Laferty, Jim LeMaster, Porter Dailey, Stanley Click, Ron Oliver, Charles Derrickson, and Eric Stinson.  Absent were Hope Brown and Tom Fossett.  Guests present were Tracey and Mike Potter, Fixed Base Operators; Ben Brandstetter – Brandstetter Carroll, Inc.; Magistrate Harry Clark, Rowan County Fiscal Court liaison, Earl Rogers, Attorney; and Barbara Marsh – Assistant Secretary-Treasurer.

The Minutes of the January 26, 2012 meeting were presented.  The motion to approve the Minutes was made by Mr. Laferty, and seconded by Mr. Oliver, and unanimously approved.

Mr. Dailey presented the Financial Report for the period ending January 31, 2011.  The report included 5 pages consisting of a balance sheet and profit/loss detail.  Most of the new revenue came from 3^rd quarter hangar leases. Fuel sales and profit were low but normal for the period. Two tenants are in arrears for the 3^rd quarter: Brandon Hamilton, T-Hanger, and Jack Holley, tie down. The motion to accept the January 2012 Financial Report was made by Mr. Stinson, seconded by Mr. Click, and unanimously approved.

Mr. Gray reported that Hope Brown had submitted her resignation to the Board. Mr. Gray expressed appreciation to Ms. Brown for her service. The Rowan County Judge Executive will be notified of the vacancy. Recommendations for the open Board position may be sent to Mr. Gray and he will share with the County Judge Executive.

REPORTS

Tracey Potter gave a report on the status of the FBO and Airport activities.  She advised the status of fuel sales, maintenance/repair, and community hangar activities.

Fuel sales for the month of December were 994.93 gallons of 100LL and JETA fuel was 132.59 gallons pumped.   Total gallons on hand are 3,621 gallons of 100LL fuel and 2,994 gallons of JETA fuel.

Ms. Potter reported on the following:

• There will be a pancake and sausage breakfast on March 3.
• Repairs were needed for the Jet fuel pump.  TPM removed the pump and replaced it with a temporary until repaired by Soles Electric, Huntington, West Virginia.
• The top chain guide for the entrance gate has been adjusted and is working well.
• The women’s restroom tile replacement project continues.
• There will be a National Weather Seminar on March 10 from 11:00 am to 12:00 pm. Chili will be served after the meeting.
• The community hangar report included usage for the period and activities.

Mr. Brandstetter reported on the following:

T-Hangar Construction

• Correspondence from Mike Thompson received on January 24detailing initial steps for project authorization.

AWOS III Project

• Project will be advertised on Tuesday, February 28^th with a bid opening on March 21^st at 4:00 pm.

Dr. Derrickson reported on the fence line project. There remains quite a bit of cleanup work to do but weather conditions prevent the work from progressing.

Dr. Derrickson reported on installation of the sewer line to the FBO residence.  Grant money remained from the original sewer line installation project to the Airport and will be used by the Morehead Utility Plant Board to install 1,000 feet of 2 inch line for the project.  A tap fee of $650 is included in the project to be paid by the Airport Board.

OLD BUSINESS

The Airport logo design by a Rowan County High School student has not been received.  Mr. LeMaster will contact the art teacher to try and complete the design.

Mr. Stinson reported on the suggested revision of the T-Hangar and Tie Down leases. Pending review by Mr. Rogers, the revised lease will be month to month instead of quarterly.  A late payment fee is a part of the new lease.  The new lease becomes effective July 1.  The motion to accept the revised lease agreements pending review by Mr. Rogers was made by Mr. Dailey, seconded by Dr. Derrickson, and approved unanimously.

Mr. Gray reviewed tentative plans for Community Day prepared by Dr. Fossett, Chairman.

A list of responsibilities and volunteers was reviewed. Mr. Stinson will contact air show performers for open dates and report back at the next meeting. Insurance requirements will be discussed at that time. A possible budget of $5,000 was discussed for the air show.

NEW BUSINESS

Mr. Dailey reported on a possible Fly-In event in conjunction with a Morehead State University football game.

ADJOURNMENT

Mr. Gray adjourned the meeting at 6:40 p.m.

Meeting Agenda

March 29, 6 PM

Morehead-Rowan County Regional Airport

1. A.  Call to Order
2. B.  Confirmation of a Quorum
3. C.  Recognition of Guests

D. Approve Minutes of February 23, 2012

1. E.  Receive Financial Report as of February 29, 2012

1. F.  Reports
2. 1.       FBO Activity Report
   1. a.      Community Hangar Rentals- January
   2. b.      Fuel Report
   3. c.      Other
   4. 2.      Building and Grounds:  Charles Derrickson
      1. a.      Fence Line Project
      2. b.      Sewer Connection to Residence
      3. c.      Other
      4. 3.      Brandstetter Carroll
         1. a.      New T-Hangers
         2. 4.      Spring Emergency Drill – Don Laferty

G. Old Business

1. 1.       Airport Logo Design – Mike Gray
2. 2.      Community Day – Mike Gray
3. 3.      Fire Extinguishers – Mike Gray/Ron Oliver

1. H.   New Business
2. 1.    AWOS Bid Review and Award – Ben Brandstetter
3. 2.   Tenant Delinquencies – Porter Dailey
4. 3.   FBO Contract – Mike Gray

1. I.       Other Business

1. J.       Adjournment

Next Meeting 6 pm April 26, 2012 – Airport Terminal Building Conference Room

Minutes

January 26, 2012

Chairman Michael Gray called the meeting to order at 6:00 PM in the Terminal Building Conference Room at the Morehead-Rowan County Regional Airport.  Other members present were Don Laferty, Jim LeMaster, Porter Dailey, Tom Fossett, Stanley Click, Ron Oliver, and Eric Stinson.  Absent were Hope Brown and Charles Derrickson.  Guests present were Tracey and Mike Potter, Fixed Base Operators; Ben Brandstetter – Brandstetter Carroll, Inc.; and Barbara Marsh – Assistant Secretary-Treasurer.

The Minutes of the December 29, 2011 meeting were presented.  The motion to approve the Minutes was made by Mr. Oliver, and seconded by Mr. Laferty, and unanimously approved.

Mr. Dailey presented the Financial Report for the period ending December 31, 2011.  The report included 5 pages consisting of a balance sheet and profit/loss detail.  Expenses include Morehead Utility Plant Board payment of $12,500 for one half of the cost of a master meter installed by Rowan Water. Two state grant transfers for professional engineering related to the AWOS project -$5,700.  A draw was made to Total Landscape Care LLC for fence line work. The fiscal year began with a balance of $321,615.30 and has been drawn down to $230,211.87. The motion to accept the December 2011 Financial Report was made by Mr. Oliver, seconded by Mr. Stinson, and unanimously approved.

REPORTS

Tracey Potter gave a report on the status of the FBO and Airport activities.  She advised the status of fuel sales, maintenance/repair, and hangar activities.

Fuel sale for the month of December were 1220.48 gallons of 100LL and JETA fuel was 22.65 gallons.   Total gallons on hand are 4,899 gallons of 100LL fuel and 3,154 gallons of JETA fuel.

Ms. Potter reported on the following:

• There will be another pancake and sausage breakfast on the first Saturday of the month on February 4.
• Water and sewer have been connected.  The water fountain is operational.
• Work on clearing the trees and brush from the perimeter fence is progressing.
• The sidewalk connecting the parking areas is complete.  The contractor made the

sidewalk five feet wide instead of four feet wide at no extra charge.  Total cost was $4,400.

• Keypad entry to the pilot’s lounge is repaired and an all-weather cover was installed.
• Keypad on gate is repaired. The chains which operate the gate will be inspected.
• The women’s restroom tile replacement is in progress.
• The Chamber of Commerce Leadership group visited the Airport as part of their instructional program on January 17.

Mr. Dailey reported on the perimeter fence line project.  A tree which was leaning and may damage the fence was identified by Dr. Derrickson and Mr. Clark during timber marking for adjoining landowners.   A change order was authorized for $450 to remove the tree.

Mr. Potter reported on activities for an AOPA Seminar on April 10.  The event will be placed on our website and the AOPA website. Refreshments will be served and chairs may be needed.  Mr. Gray will assist with providing chairs. A motion to provide refreshments/prizes for the Seminar up to $500 was made by Mr. Oliver, seconded by Mr. Laferty, and unanimously approved.

Mr. Potter reported that two students may be enrolled in a multi-engine class which the FBO will offer.

Mr. Brandstetter reported on the following:

T-Hangar Construction

• Correspondence from Mike Thompson received on January 24 detailing initial steps for project authorization
• Mike Gray will initiate independent fee review with consultant, per FAA requirement in January 24, 2012 email.

AWOS III Project (11072)

• FAA FORM 7460 AND Safety Phasing Plan has been submitted to FAA and approval received on December 27, 2011.
• KYTC comments received on January 25, 2012 and BCI will return set to State on January 27, 2012.
• A service contract for the equipment will be reviewed after the one year warranty expires.

Mr. Stinson reported on a revision of the T-Hangar and Tie Down leases. The lease review committee consists of Dr. Derrickson, Dr. Fossett, Ms. Potter, and Mr. Potter, and Chairman Stinson.  The committee reviewed AOPA guidelines, local airport leases, and current guidelines to recommend draft leases offering month-to-month leases that when approved would be implemented on July 1.  It was agreed that Attorney Rogers and the Board members review the proposed lease with the intent to discuss again and approve at the February meeting.  Some of the changes include allowing routine maintenance in the T-Hangar areas, but maintenance requiring the service of a licensed A/P mechanic is not permitted without written approval of the Airport Board.  The new lease requirements would use the same language as the current lease for insurance purposes.  The lease amount may be changed from time to time as approved by the Board. For example, if a lessee pays one year lease in advance, this would not prevent the Airport Board from changing the amount or terms of the lease.  In addition to changing the current lease agreement from quarterly to monthly, a late fee will be in place if not paid on time.  Tenants would continue to be allowed to pay quarterly. In addition, the FBO offered to collect the monthly payment fees and enforce the late payment fee.

OLD BUSINESS

Mr. Laferty represented the Bylaw Committee and communicated an amendment regarding audit responsibilities as required by statute. Currently the Board’s Bylaws require an annual audit, but as a Special District as defined by State Statute, the Board is not required to have an annual audit; instead every four years, with federal spending triggers that would require more frequent audits.  City and county representatives were consulted and advised of the desire of the Board to amend its audit policy.  The Mayor and County Judge’s office were amenable to the change consistent with State Statute.  A motion to amend the Bylaws was made by Mr. Dailey and seconded by Mr. Laferty, and approved unanimously as follows:

The books and records of the Board shall be audited at a minimum of every four (4) years unless otherwise required by funding sources or law annually by an independent auditor selected by the Board of Directors.  In the years in which an audit is not required the Board shall publish a financial statement. 

NEW BUSINESS

Dr. Fossett reviewed Community Day events and requested volunteers for the 2012 event. Mr. Stinson will contact air show performers to review shows in the area already scheduled so that our date may coincide to save on expenses.  Dates will be considered at the next meeting.

Other items discussed:

• Young eagle rides through the EAA chapter will need to be waivered for insurance purposes. Ms. Potter will check with the EAA chapter to confirm.
• If there is no charge for admittance to the event, then basic insurance

Generally covers the event.

Mr. Gray reported on fire extinguisher units for the airport.

1. 150 lb. BC unit with a suggested price of $2,100.
2. 125 lb. Purple K unit with a suggested price of $2,300.

The 125 lb. Purple K unit was advertised as twice as effective as the BC unit.  Mr. Oliver and Mr. Gray will check with several vendors including surplus military and report to the next meeting.

ADJOURNMENT

Mr. Gray adjourned the meeting at 7:10 p.m.

Meeting Agenda

February 23, 6 PM

Morehead-Rowan County Regional Airport

1. A.  Call to Order
2. B.  Confirmation of a Quorum
3. C.  Recognition of Guests

D. Approve Minutes of January 26, 2012

1. E.  Receive Financial Report as of January 31, 2012

1. F.  Reports
2. 1.       FBO Activity Report
   1. a.      Community Hangar Rentals- January
   2. b.      Fuel Report
   3. c.      Other
   4. 2.      Building and Grounds:  Charles Derrickson
      1. a.      Fence Line Project
      2. b.      Water and Sewer Connection to Residence
      3. c.      Other
      4. 3.      Brandstetter Carroll
         1. a.      New T-Hangers
         2. b.      AWOS III
         3. 4.      Spring Emergency Drill – Don Laferty

G. Old Business

1. 1.    Airport Logo Design – Hope Brown
2. 2.   New T-Hangar and Tie-Down Leases – Eric Stinson
3. 3.   Community Day Date– Mike Gray
4. 4.   Fire Extinguishers – Mike Gray

1. H.   New Business

1. I.       Other Business

1. J.       Adjournment

Next Meeting 6 pm March 29, 2012 – Airport Terminal Building Conference Room

Minutes

December 29, 2011

 Chairman Michael Gray called the meeting to order at 6:00 PM in the Terminal Building Conference Room at the Morehead-Rowan County Regional Airport. Other members present were Don Laferty, Jim LeMaster, Charles Derrickson, Porter Dailey, Tom Fossett and Eric Stinson. Absent were Hope Brown, Stanley Click, and Ron Oliver. Guests present were Tracey and Mike Potter, Fixed Base Operators; Ben Brandstetter – Brandstetter Carroll, Inc.; Harry Clark – Rowan County Fiscal Court liaison; and Barbara Marsh – Assistant Secretary-Treasurer.

The Minutes of the November 21, 2011 meeting were presented. A correction to the Minutes was made by Mr. Stinson for the Whitaker CD renewal rate to 6/10th%. The motion to approve the minutes was made by Dr. Derrickson and seconded by Mr. LeMaster and unanimously approved.

Mr. Dailey presented the Financial Report for the period ending November 30, 2011. The report included 6 pages consisting of a balance sheet, profit/loss detail and statement. Included in revenue are the fuel sales of $16,608.92 and bond funds of $4,364.22 for signage related to the Terminal Building project. Expenses include FBO 2nd quarter subsidy of $10,000, October fuel profit of $1,844.73 and Morehead Utility Plant Board payment of $1,600 for sewer and tap fees. Also presented was a report on year-to-date fuel sales. The motion to accept the November 2011 Financial Report was made by Mr. Dailey, seconded by Mr. Laferty and unanimously approved.

 REPORTS

Tracey Potter gave a report on the status of the FBO and Airport activities. She advised the status of fuel sales, seminars, and hangar activities.

Ms. Potter reported that fuel sales for the month of November for 100LL were 1886.63 gallons and JETA fuel was 655.3 gallons. Total gallons on hand are 5,880 gallons of 100LL fuel and 3,287 gallons of JETA fuel.

Ms. Potter reported on the following:

•  There will be another pancake and sausage breakfast on January 7.
• Wells Fence ordered parts for the gate key pad and pilot lounge key pad.
• The National Weather Service out of Jackson, KY would like to put a Terminal Aerodrome Forecaster here which would work off the AWOS. This would be at no further expense to the Airport. Pilots will be able to get a weather forecast for this location and the local weather will also report this information. Mr. Clark suggested sending a copy of the minutes to PHI as a courtesy so they will know the activities of the Airport for a weather forecasting system. Ms. Potter will contact them. Mr. Dailey suggested that a news story about the AWOS would be beneficial in informing the community of the plans.
• NOAA will conduct a weather seminar in March.
• An AOPA Safety Seminar will be held April 10.
• The FBO has purchased a 1961 Cessna 310 – 260 HP Continental for multi-engine training.

Dr. Derrickson reported on the following:

•  The Airport road seeding/straw project will be completed in the spring.
• The concrete sidewalk from the lower parking lot to the upper parking lot will be constructed by MTM. The walkways will be four feet wide by 4 inches thick @ 4000 psi concrete for a total cost of $4,400. The route will be below the perimeter fence and above the utility fence.
• The back fence line clearing project will be performed by Total Landscape Care LLC and will begin as weather permits. The path will be 12 feet wide by 5,500 feet. Dr. Derrickson and Mr. Clark will mark trees for timber for the property owners.
• The water/sewer lines to the terminal building and water lines to the double wide mobile home (DWMH) were estimated and a confirmation of the cost was made. The length of the water to the DWMH is 700 feet from where the line would hook in and 50 feet to the terminal building. Thompson Brothers, Hillsboro, KY, (original contractors) supplied the cost information of 50 feet x $20 per foot for the water/sewer lines to the terminal building and 700 feet x $5 per foot for the water line to the DWMH. The motion to accept Thompson Brothers as the contractor for the project was made by Mr. Dailey and seconded by Mr. Stinson., and was unanimously approved.

Mr. Brandstetter reported on the following:

T-Hangar Construction

• BCI discussed the T-hangar project with Mike Thompson at FAA on 12/27/11. Documents received from Mike Thompson on 12/28/11 and BCI will submit application to FAA for design authorization.

AWOS Project (11072)

• FAA FORM 7460 and Safety Phasing Plan has been submitted to FAA and approval received on December 27. 2011.

• KYTC will allow bidding to take place prior to FCC approval. Plans and specifications have been sent to KYTC for approval. Anticipated return is the week of January 3, 2012.

• Specifications include flat panel TV in lobby for data display and wireless data link to hangar from AWOS.

NEW BUSINESS

Mr. Laferty represented the Bylaw Committee and proposed an amendment. As a Special District per KRS, the Airport Board is not required to have an annual audit; however, one is required every four years. Current Board bylaws call for an annual audit. The bylaws could be amended to replace the wording (page 3:4, 3rd paragraph) to reflect an audit every four years in accordance with State statute.

Current bylaw wording and amendment is highlighted: The books and records of the Board shall be audited at a minimum of every four (4) years unless otherwise required by funding sources or law annually by an independent auditor selected by the Board of Directors. In the years in which an audit is not required the Board shall publish a financial statement.

Annual audits have cost approximately $3,300 in the past. The Airport Board is now using QuickBooks Pro accounting system with expanded reporting functions. The Airport Board will consider the amendment at the next meeting after discussing the amendment with the County Judge Executive and Mayor.

Mr. Gray reported of a request from three T-Hangar tenants to allow monthly lease payments instead of quarterly. Following a discussion Mr. Gray appointed a committee to consider this request and review other possible amendments to the T-Hangar Lease. Mr. Stinson was appointed as Chair and Dr. Derrickson, Dr. Fossett and Mr. and Ms. Potter as committee members.

Mr. Dailey noted that the planning for our next Community Day should be started as soon as possible. Community Day expenses amounted to approximately $3,800 with the Morehead Tourism Commission contributing $2,500 to the event. It was suggested that July 4 (Wednesday) be researched as a possible date. Mr. Gray again asked Dr. Fossett to serve as the organizer of the event.

Mr. Gray read a thank you note from the family of David Lykins for the flowers sent for his funeral.

ADJOURNMENT

Mr. Gray adjourned the meeting at 7:10 p.m.

Meeting Agenda

January 26, 6 PM

Morehead-Rowan County Regional Airport

A. Call to Order

B. Confirmation of a Quorum

C. Recognition of Guests

D. Approve Minutes of December 29, 2011

E. Receive Financial Report as of December 31, 2011

F. Reports

1. FBO Activity Report

a. Community Hangar Rentals- December

b. Fuel Report

c. Other

2. Building and Grounds: Charles Derrickson

a. Fence Line Project

b. Water and Sewer Connectivity

c. Sidewalk Project

d. Other

3. Brandstetter Carroll

a. New T-Hangers

b. AWOS III

4. Revision of T-Hangar Lease – Status: Eric Stinson

G. Old Business

1. Airport Logo Design – Hope Brown

2. Bylaw Amendment related to Audit – Don Lafety

H. New Business

1. Community Day 2012 – Mike Gray

I. Other Business

J. Adjournment

Next Meeting 6 pm February 23, 2012 – Airport Terminal Building Conference Room