Minutes – Special Meeting, August 23, 2016

Morehead-Rowan County Airport Board

Special Meeting Minutes August 23, 2016

Chairman Tim James called the meeting to order at 6:30 PM in the Terminal Building Conference Room at the Morehead-Rowan County Regional Airport.  Other members present were Harry Clark, Ron Oliver, Charles Derrickson, Tom Fossett, Mike Gray, Porter Dailey, and Aaron Roberts. Absent were Bruce Mattingly and Jim LeMaster.  Guests present include Tracey Potter – FBO; Earl Rogers – Attorney; Enrique Flores and Kimberly Bozarth; Jaime Samuell, Jack Holly Jr., Josh Clark,  – Hangar Tenants; Mark Upchurch – Garver; and Barbara Marsh – Assistant Secretary-Treasurer.

Mr. James presented the Minutes of the July 2016 Meeting. The motion to accept the July 28, 2016 Minutes was made by Mr. Gray, seconded by Mr. Oliver, and approved unanimously.

Ms. Marsh presented the July Financials. The report included July income and expenses. The final state funds transfer for the 2015 Runway/Taxiway Grant was received in the amount of $148,363. Payments to Garver ($18,180) and ASL ($126,564.92) were made on August 1. The grant has been closed out.  The motion to accept the July Financial Report was made by Dr. Derrickson, seconded by Mr. Oliver, and unanimously approved.

Public Comment. Mr. James opened the floor for comments from the public.  No comments were made.

REPORTS

1. FBO Activity Report. Ms. Potter.

Fuel sales were 1392 gallons of 100LL and 1299 gallons of JETA fuel.

1. Community Hangar Ceiling Light. The replacement bulb has been installed and the defective bulb returned.
2. 100LL Truck Fuel Meter.  A  contact has  been made with a  Louisville  company which can work on our meter for the 100LL truck.  They are supposed to be in the area by the end of this week and are going to stop by and evaluate. Mike did look a little closer and the issue is not in the meter but down below that.   The issue may be in the base, at the spot where the fuel flows through to the gear reduction in the impeller. The truck is equipped with two pumps. We were able to use parts from the other pump, but we need another seal.
3. Beacon Light Repair. Ashley Kidd, electrician, came out to work on the beacon.  He found  an internal fuse which was blown up at the top.   He said most likely this was caused by a power surge like a lightning strike.  That appeared to repair it, but this morning the lights were not working again. He’s is calling the manufacturer to troubleshoot.  He will also troubleshot the wind sock light.  The light works so the issue is somewhere underground.
4. Equipment Parking Area. The surveyor set grade stakes in the ground today for the new equipment parking area.
5. Weed Eat. The Rowan County Detention Center inmates will be out tomorrow to weed eat.
6. Fence Repair. The Wells Group will be contacted about repairing the fence on the far side of the runway.
7. Replacement Runway and Taxiway Lights. Bulbs were replaced in the runway and taxiway lights (approximately 25) and repairs were made to a couple which were knocked down. We have 7 runway lights and 5 taxiway lights which have an underground issue most likely.
8. The monthly Pancake and Sausage Breakfast will be on September 3.

2. Garver Report. Mr. Upchurch.

a) 2016 Asphalt Pavement Crack Repair Grant.  There were three prequalified bids at the bidopening on August 18.  The winning bidder was Axtell’s Inc., Jermyn, Pennsylvania for    $44,742.  The bid was well within the grant amount of $250,000. Pending Axtell’s submission of insurance Additional Insured on the General Liability, Umbrella Liability, and Automotive Coverage, and Waiver of Subrogation, the award will be made pending approval by the Airport Board.  The estimated time of the project is 5 days with runway closure for 2 days. The plan is to complete the runway first, the taxiway 2^nd and the apron 3^rd. The estimate includes 39,000 linear feet of pavement cracks. The remaining balance in the grant is not available to the Airports use for other needs; however, our REIL project has been recognized as a high priority need by the state and placed on a future funding list is funds become available.

August FAA Visit. Our FAA Project Manager, Mr. James Williams, visited the Airport in August. Mr. Williams indicated the FAA is fully prepared to fund the trench drain issue in 2017. Funding formulas will depend on if funds are awarded from discretionary or nondiscretionary funds at 90/7.5/2.5% or 90/5/5%, respectively. In order to plan ahead, the FAA suggested that Garver do a “work ahead” and set up an engineer’s cost estimate to include replacement cabling, trenching, and pavement. We will not know until next spring the funding sequence for the project.  One other issue which we would like to have funded is the REIL lights replacement project. Mr. Upchurch said he would look for “as built” drawings of the lighting system as well as any manuals on the lighting system.

KAA Conference/Garver Dinner. Garver will sponsor a client appreciation dinner at the KAA Conference on the evening of Wednesday, September 28. An RSVP will be sent to all registered members.

3. Buildings & Grounds. Dr. Derrickson and Mr. Oliver, Co-Chairmen.

a) Trailer Parking Lot Update. Dr. Derrickson indicated we are waiting on engineer plans for the 80×100’ trailer and equipment parking lot addition.  The area designated is from the center of the gravel road back 100’. The grade stakes were set today by Curd Surveying.

b)  Other: Landside Erosion Project. In order to revitalize the banks outside the fence area along the access road, seed matts (left over from a previous project) will be installed. It is difficult to get any growth there because the bank is mostly rock.

c) Other: Unknown Water Source. Ms. Potter requested that the water be turned back on to the new T-Hangars. It has been shut off for two months pending diagnosis of the unusual appearance of pooled water behind the trailer between the grass and driveway. It started this spring. Rowan Water tested and they found a trace of chlorine but they said that can come from ground water. Mr. Dailey will have MUPB review also. The meter hasn’t been running. The initial thought was it was coming from a spigot, but it is uphill from a hydrant. If there is no chlorine, the water will be turned back on.

4. Communications and Security. Mr. Roberts, Chairman.

a) Mr. Roberts indicated a consumer security system with approximately 8 cameras would cost @$2500 with installation by Mr. Roberts and an electrician. These cameras would be able to recognize a NAV#, but not read license plates. His suggestion is for fewer cameras with better quality equipment and coverage. Mr. Roberts requests input from the board regarding defining the purpose of the system and accessibility (what do we need and what do we want to accomplish). Mr. Potter has installed a system in Illinois and many FBOs do this for their liability. It was suggested that coverage include the gate, both ramps, fuel farm, and the pilot’s lounge. Mr. Dailey suggested that Homeland Security may issue grants for this purpose. Mr. Gray’s business system cost $3750 with 8 cameras. The Mt. Sterling and Fleming County Airports do not have security systems. The Gateway ADD District might be aware of resources. Mr. Dailey will contact Gail Wright, GADD Executive Director. Mr. Roberts will work with Mr. Upchurch on the plans.

     5. Chair Report. Mr. James.

a) The KAA Annual Conference is September 28-30 in Owensboro. All board members are invited and encouraged to attend. A special invitation to Garver clients has been extended for an appreciation dinner on September 28 during the conference.

OLD BUSINESS

Reauthorize Notice to Seek Airport Operator. Mr. James reported there is a need to advertise for an Airport Operator. The current FBO contract expires on September 1, 2016. A notice of requirements will be published in the local newspaper, in aviation publications, on the KAA website, and other well-known aviation media. The motion to reauthorize the notice to seek an Airport Operator was made by Mr. Dailey, seconded by Mr. Clark, and approved unanimously.

NEW BUSINESS

1. Authorize the Executive Committee to negotiate a three-month contract with Midwest Aircraft to serve as Fixed Base Operator. Mr. James reported that we need an airport manager/FBO while we are seeking proposals for an Airport Operator. The motion to authorize the Executive Committee to negotiate a three-month contract with Midwest Aircraft to serve as Fixed Base Operator was made by Mr. Roberts, seconded by Mr. Gray, and approved unanimously.
2. Establish September Special Meeting Date (in lieu of regular scheduled meeting date). Our regularly scheduled meeting on September 29 conflicts with the Kentucky Aviation Association’s Annual Conference, September 28-30. The motion to move the regularly scheduled meeting to a Special Meeting on Thursday, September 22-6pm, was made by Mr. Gray, seconded by Dr. Derrickson, and approved unanimously.
3. Award Contract for 2016 Runway/Taxiway Crack Sealing Project. Mr. James reported that Axtell’s Inc. bid of $44,742? was the low bidder on the project (39,000 linear feet and 2-day closure) and has been approved by our engineer, Mr. Mark Upchurch, as certified to perform the contract. The motion to authorize the Board Chair  to execute the contract with Axtell’s Inc. for the 2016 Runway/Taxiway Crack Repair contract, pending submission of  insurance and subrogation documents, in the amount of $44,742, was made by Mr. Dailey, seconded by Mr. Gray, and approved unanimously.

ADJOURNMENT

The meeting was adjourned at 7:27pm.