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07-03-1991 Regular Meeting r-, , , t" I ,...,.., ;' , r MINUTES OF MEETING Peachtree city Airport Authority July 3, 1991 The regular meeting of the Peachtree City Airport Authority was called to order by Chairman David Good on Wednesday, July 3, 1991 at 7 p.m. in the Peachtree City Hall Council Chambers. Members present were: Chairman David Good, Ms. Viki Brigham, Mr. John Dennis, Mr. Mike Amos and Mr. Blaine Price. others present were: The Airport Authority Coordinator, Mr. James Savage; Wilbur Smith and Associates representative, Mr. Steve Smith; the Airport Authority's Attorney, Mr. Doug Warner; the City Engineer, Mr. Barry Amos; and the recording secretary, Ms. Nancy Faillo. ANNOUNCEMENTS There were no announcements. ADDITIONAL AGENDA ITEMS The following items were added to the agenda: 07-91-01 07-91-02 Hangar Escrow Account Cash Flow Report APPROVAL OF MINUTES Chairman Good called for consideration for the minutes of June 5, 1991. Ms. Brigham requested two corrections in spelling and that a semicolon be added on page 2. Mr. Warner instructed the Authority that, as a matter of procedure, a motion is needed before going into executive session and that the minutes need to reflect the motion as required by law. Ms. Brigham added that the law also requires the motion to state the purpose of going into executive session. A motion was made by Mr. corrections. The motion carried unanimously. Dennis that the minutes be accepted with the was seconded by Mr. Amos. The motion REPORTS AIRPORT AUTHORITY COORDINATOR: Chairman Good asked Mr. Savage to present his monthly report. Mr. Savage distributed packets to the Authority members that contained: 1. Three letters addressing the the last meeting concerning navigational charts, facility Mr. Dennis raised at edition of NOS Jeppessen charts. questions that the recent directory, and The letters reflect Mr. Savage's communication with the appropriate parties. Mr. Savage said that Chairman Good pointed out that the official title of the airJ?ort is "Peachtree city - Falcon Field Airport" and future commun:tcations should reflect that. ,.-, l.: ~ t, I ~,i AIRPORT AUTHORITY July 3, 1991 Page 2 r-", AIRPORT AUTHORITY COORDINATOR: (Continued) 2. One copy of a letter from the Federal Aviation Administration (FAA) to Bell South Mobility regarding the tower on Mr. Carrol Hicks' property in Peachtree city. Mr. Savage said that there was a problem with obtaining the appropriate building permit at the time the tower was erected. The letter states that the FAA concurred with the study done by the consulting firm that was hired by Bell South Mobility. The letter said that the tower is not a hazard to navigation, would not interfere with instrument approaches; and that it would be lighted by a strobe. Mr. Dennis said that he has talked with Bell South and was told that the facility would be operational by September 1, 1991. Mr. Savage said that the reason for the delay is that the Federal Communications Commission (FCC) must issue a license for the transmitter and authorize the appropriate frequencies. He said that the tower went up prematurely because Bell South Mobility knew it would take three or four months to obtain FCC approval. A copy of a letter that went out to the airport tenants, including one letter of intent to lease rental space in the new hangar and a copy of a terminal layout plan. Mr. Savage said that he has received back five letters of intent, each containing $285 which will be placed in the escrow account. He said that all five letters were received from current lease holders. 3. Mr. Savage told the Authorit~ that the FAA has approved $137,769 to build phase one of the secur1ty/animal control fence. He said that Wilbur Smith and Associates were told to proceed with the design. Using that figure as a basis, Wilbur smith should then communicate with the FAA to see what type of design the agency will approve. Mr. Sava~e announced that the Aircraft Owners and pilots (AOPA) w111 sponsor a fly-in meeting for Newt Gingrich 1991 at 1 p.m. at the West Georgia Regional Airport in Anyone interested is invited to attend. WILBUR SMITH AND ASSOCIATES: Chairman Good called u~on Mr. Smith to present the monthly report for Wilbur Smith and Assoc1ates. Association on JUly 27, Carrolton. Mr. Smith re~orted that the AIP04 project was continuing to slowly in sp1te of efforts to speed up the contractor. contractor will again be advised that they have been working liquidated damages since June 9, 1991. Mr. Smith said that the work has been delayed due to inclement weather; however, contractor's work force is less than desirable. move The under the Mr. Smith presented the following schedule for various projects: Submittal proiect Advertisinq Bid Openinq to State/FAA AIP05 8/04/91 8/27/91 8/29/91 Navigational: (Localizer, NDB, DME) 8/04/91 8/27/91 8/29/91 Fencing 8/04/91 8/27/91 8/29/91 AIRPORT AUTHORITY July 3, 1991 Page 3 WILBUR SMITH AND ASSOCIATES: (continued) Ms. Brigham asked if the fence will include gates. Mr. smith said that it could, but that the first fence should be in the woods opposite the terminal side and after that is complete, it should wrap back around the ends of the runway toward the terminal. He said that the entire fence cannot be constructed with the current budget. Mr. smith submitted the following invoices for the AIP04 project: VENDOR SERVICES AMOUNT $9,641.72 $47,240.59 Wilbur Smith & Assoc. Construction Admin & Testing W.E. Pruett Paving The FAA and State Department of Transportation reimbursement forms were prepared requesting $62,411 and $2,814.75 respectively. The reimbursement requests are more than the invoices ~resented because they also include work done by Mr. Savage that ~s eligible for reimbursement. Mr. Smith submitted the following invoice for the AIP05 project: VENDOR Wilbur Smith & Assoc. SERVICES AMOUNT $6,866,70 Construction Administration & resting ~ The FAA reimbursement form was prepared requesting $7,995, which f includes work done by Mr. Savage that is eligible for reimbursement. ~. A motion was made by Mr. Price to approve the pay requests. The motion was seconded by Mr. Amos and passed unanimously. OLD AGENDA ITEMS 06-91-02 PCAA Personnel & Procedures: The Authority members Guidelines, Draft II. changes in grammar and reviewed the PCAA Personnel & Chairman Good and Ms. Brigham context. Procedures requested A motion was made by Chairman Good that the Authority adopt a sick leave policy of one day per month for a maximum of 10 days after two years of employment. The motion was seconded by Mr. Price and adopted unanimously. After much discussion a motion was made by Ms. Brigham to PCAA Personnel & Procedures Guidelines as modified and to the previously passed procedure on sick leave. The seconded by Mr. Price and passed unanimously. A copy of the PCAA Personnel & Procedures Guidelines is attached and made a part of these minutes. approve the incorporate motion was NEW AGENDA ITEMS 07-91-02 Hanqar Escrow Account: Mr. Savage ex~lained that when he went to open the account at Peachtree Nat~onal Bank for the hangar escrow funds, the bank said that it would put the account under the resolution that was passed by "...., ,-, t i ~ , "...., ~ AIRPORT AUTHORITY July 3, 1991 Page 4 07-91-02 Hanaar Escrow Account: (continued) the Authority designating Peachtree National Bank depository for Airport Authority funds. The bank could not find such a document. The bank has a standard form that needs the signature of the Secretary/Treasurer and the Chairman. Chairman Good abstained from discussion of this item. A motion was made by Mr. Amos to approve the resolution contingent upon later approval by the Secretary Treasurer and Attorney. The motion was seconded by Mr. Price and passed unanimously with Chairman Good abstaining. A copy of the resolution is attached and made a part of these minutes. 07-91-02 Cash Flow Statement: Mr. Price ~repared a current cash flow statement and the Author~ty. After some discussion, Mr. Amos asked future, the miscellaneous category be expanded to were included. A copy of this cash flow statement is attached and made a part of these minutes. presented it to that, in the show what items A motion was made by- Chairman Good to adjourn and reconvene into executive session to discuss law suits, site acquisition, lease negotiations, and a ~ersonnel matter. The motion was seconded by Mr. Amos and passed unan~mously. Executive session A motion was made by Mr. Dennis to authorize the acquisition of the rear NDB site by either purchase or condemnedment. The acquisition includes an access easement to the site in an amount not to exceed $33,000. The motion was seconded by Ms. Brigham and passed unanimously. No further action was taken in executive session and a motion was made by Mr. Price to adjourn the executive session and reconvene the open session. The motion was seconded by Mr. Dennis and passed unanimously. Reau1ar session A motion was made by Ms. Brigham to Hardwick as the Authority's auditors. Dennis and passed unanimously. continue to use Hardwick and The motion was seconded by Mr. A motion was made by Mr. Dennis to was seconded by Ms. Brigham and adjourned at 9:10 p.m. adjourn the meeting. passed unanimously. The motion The meeting p~~ rU CHAIRMAN ~ t ~ 1 // /".--." '# (OA~ ~ A ~--~;, \ . ~... AT~IjST .~, -~ L 'r ~ PEACHTREE CITY AIRPORT AUTHORITY PERSONNEL AND PROCEDURES GUIDELINES I. ORGANIZATION The Peachtree City Airport Authority is a public entity created by a charter issued by the Georgia state Legislature in 1984. Members are selected by the City council of Peachtree City and serve for a five year term each, with one seat open for appointment annually. The Authority has responsibility for the ownership and operation of Peachtree City - Falcon Field Airport through the determination of policy, long-range planning, airport improvements and/or other actions as necessary. To assist its efforts, the Authority has assigned various tasks to the Airport Authority Coordinator. II.' FUN.DING The Authority derives its funding for maintenance and operation of the airport from income generated by airport lease and through-the-fence agreements. C~pital improve~ents are funded by a combination of federal airport improvement funds, state matching funds and Authority funding. III. PERSONNEL POLICY EQUAL . OPPORTUNITY The Authority grants equal opportunity to all qualified persons without regard to race, color, sex, religion, or national origin. HIRING The Airport Authority Coordinator is hired by the Authority upon the recommendation of a three- member search committee chosen by the Authority. The coordinator shall serve the entire Authority, but shall. take his direction from the Chairman. The employment of other personnel will be at the sole discretion of the Authority. EMPLOYMENT RECORDS All records concerning employees of the Authority will be maintained in a secure file at a location designated by the Chairman of the Authority. 1 Sick leave will accumulate at the rate of 1 work day per month. A maximum of 10 days leave may be carried forward to a subsequent year, if not used in the year accumulated. Employees will be paid for time spent away from work in the event of a death in the iIT~ediate family, military reserve training, or jury duty. Paid family emergency days shall be limited to three per calendar year. Employees are covered by workers compensation .insurance provide by the Authority. Should an Authority employee suffer a. work-related injury, .he should notify.the Chairman immediateiy'- .A written report should be filed by the employee within 24 hours of notification, if practical. LUNCH PERIODS May be taken at the discretion of the coordinator, & BREAKS providing an eight-hour work day is maintained. HOURS OF OPERATIONS SICK LEAVE FORCED ABSENCE ACCIDENTS PAY PERIODS SALARY DEDUCTIONS DISMISSAL TERMINATION The Airport Authority Coordinator is a professional who should keep regular business hours when possible. At a minimum, he should work 40 hours per week. Since the coordinator has numerous duties which require his attention outside of normal business hours, the Authority recognizes that compensatory time may be taken during normal office hours. Such time must be approved by the Chairman. Other employees shall work a regularly scheduled shift as may be necessitated by their job description. Payday shall be the first day of each month. Payroll deductions will be. administrated by the Secretary/Treasurer of the Authority as required by law. Employment may be terminated by either employer or employee at any time. Should the Airport Authority Coordinator or any other employee be terminated for cause, he shall be entitled to the compensation earned prior to the date of termination, computed pro rata up to and including that date. The Authority shall have the right to terminate the Coordinator without cause, by giving him a two week notice of termination. The coordinator shall be entitled to all co~pensation earned prior to the date of termination, computed pro rata up to and including that date. . 2 I""'" \ f f f i >\. IV. EMPLOYEE BENEFITS MEDICAL INSURANCE SALARY VACATIONS PAID HOLIDAYS GROUP LIFE . BENEFIT ELIGIBILITY. UNEMPLOYMENT Empl~yees and their immediate families shall rece1ve a medical insurance plan as determined by the Authority. The insurance plan shall be paid by the Authority. Salary shall be determined by the Authority. Employees shall receive one week of paid annual leave for each year of completed service with a maximum of two weeks per year. Vacation pay will be paid at their current rate of pay. Paid holidays include: New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day The Friday after Thanksgiving Christmas Day . Employee's Birthday Employees are eligible for group life insurance as may be determined by the Authority. Benefit availability shall be established as the first date of eligibility, as may be determined by the insurance carrier providing coverage. Employees are covered under state and federal unemployment programs. . 3 or. ,.- t~ """"""" ~. , v. OTHER EDUCATIONAL PROGRAMS PURCHASING TRAVEL . The Authority encourages its employees to attend seminars, educational conferences and developmental courses that will broaden job knowledge. The Authority will pay for expenses and registration fees for such programs when employee time and financial conditions permit. All such expenses must be approved by the Chairman prior to the commitment of funds. The coordinator is permitted to make purchases up to a limit of $500 that have been previously approved in the budget. Any non-budget items or expenditures in excess of $500 shall require Authority approval. . Except in an emergency, the Authority shall be advised of business-related travel plans and approve such plans in advance. Travel shall bE! by the most'direct and economical . route pr<ictic.al. Miaals. and acco:mrnodgtiqns shall. be as economical asposs~blefo~ the area. Travel advances may be issued prior to an out-of-toWn trip and any surplUS funds remaining after such a trip shall be returned to the Authority within five working days. Reimbursement Procedures: Any employee claiming expense reimbursement must file an expense voucher for all amounts claimed. The voucher must list in detail all expenses to be reimbursed. Copies of hotel bills, flight coupons, invoices, receipts, charge card tickets, etc. must accompany the request for reimbursement. Reimbursement shall be for actual expenses incurred, subject to approval of the Authority. 4 ._~____~~_____w_____.._______.___.,._,____~~~__~_~__ ~.,' r I r ~, DUES AND The Authority will pay the coordinator's dues SUBSCRIPTIONS to professional and state organizations within the guidelines of the budget. Likewise, the Authority will pay for subscriptions to professional and trade publications as authorized in the budget. AUTO EXPENSES In lieu of furnishing the coordinator an automobile, the Authority will provide for auto expense reimbursement at a rate set by the Authority. It is not the policy of the Authority to maintain a petty cash fund. Minor out-of-pocket expenses incurred by employees should be handled in accordance with the policies outlined in the TRAVEL section above. PETTY CASH The Authority seeks to, maintain its credit standing at a high level. 'It is the policy of the Authority that a11 outstanding invoices and bills be paid once a month, usually the day following the regularly scheduled monthly meeting. FINANCIAL The Authority seeks, to maximize the uSe of its "ADMINISTRATION funds 'through the use of interest'"bearing--checking accounts as practical. Monies to be left on ' account for substantial periods of time should be transferred to money market accounts or to certificates of deposit as warranted. PAYMENT OF INVOICES CHECK All checks must bear the signatures of the SIGNING Chairman and the Secretary/Treasurer. 5