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11-06-1991 Regular Meeting PEACH~REE CITY AIRPORT AUTHORITY MINUTES OF MEETING November 6, 1991 The regular monthly meeting of the Airport Authority was held in the City Hall Council Chambers at 7:00 PM on November 6, 1991. Those members present were Mr. David Good, Mr. John Dennis, Mr. Blaine Price and Mr. Mike Amos. Ms. viki Brigham had an excused absence. Also attending the meeting were Mr. Doug Warner, the Authority attorney; Mr. Steve smith with Wilbur smith & Associates; and Mr. Jim Savage, the Airport Authority Coordinator; and the city Engineer, Mr. Barry Amos. ADDITIONAL AGENDA ITEMS Mr. Price asked to add was made by Mr. Good, approved to add the item a financial item seconded by Mr. to the agenda. to the agenda. A motion Price and unanimously APPROVAL OF MINUTES The minutes of the regular meeting for October 2, 1991 were available for review. A motion to approve the minutes as presented was made by Mr. Mike Amos, seconded by Mr. Dennis and unanimously adopted. REPORTS Airport Authority Coordinator Mr. Savage announced there would be a Metropolitan Atlanta Airports Council (MAAC) meeting on Tuesday, November 12, 1991 at noon. He asked who planned to attend in order to make reservations. A count was taken and three will attend. Field Aircraft Atlanta has started construction hanger. On October 12 a meeting was held with Steve Smith, Ed Doyle and Mr. Savage to discuss the bid on the fence project. of its paint Mr. Savage presented an expense account with a charge supplemental wind cone installed in the southeast end taxiway. An additional wind cone has been ordered northwest end of the taxiway. for a of the for the There are several days of work left on the AlP 04 project. Additional work has been done to seal coat the taxiwa~. The contractor, W. E. Pruett, was told on numerous occaS1ons to coordinate this work with the consultant before proceeding. Mr. Savage noticed that they were not responding to this request. When questioned, the contractor stated he could not reach the consultant. Mr. smith said his workers have been unable to reach the contractor to implement the coordination of this work. ~" "'--"--"'--'''''-''.'---'-'~-'~-~'~~'''''"---"'--'''.-..._."--~. r-: Page 2 Airport Authority November 6, 1991 REPORTS continued The work that has been done appears adequate, but still felt that this lack of coordination will not be retainage will be held to guarantee all work satisfactorily. wilbur Smith & Associates: The AlP 05 project is up for discussion later in the meeting. A bid opening was held on October 10, 1991. There were six qualified bidders. The range was $2.3 million to $2.9 million. The low bidder, Oakview Construction, was well below the estimates. A complete check has been done on the company which was found to be highly qualified. the Authority tolerated. A is completed Allied Fence Company, the contractor for the AlP 06 fencing project, has submitted all of its contracts, bonds, and insurance certificates. They have been reviewed, approved, and sent on to the Authority for execution. A pre-construction conference has been scheduled for November 7, 1991 at 2:00 PM. state and FAA officials will participate in the pre-construction conference. Wilbur smith & Associates will submit a notice to proceed after this preconstruct ion conference. Mr. Smith presented three invoice packages and the accompanying FAA reimbursement forms from Wilbur smith & Associates. The first invoice is for the AlP 04 of $952.02 and accompanying the invoices as part of AlP 04 project is an FAA reimbursement form for $1,463. The additional $511 is for the airport coordinator for his administrative work on the AlP 04. The second invoice for the AlP 05 project is for $17,303.43 with an additional $2,107 for the airport coordinator for his administrative work. Included is an FAA reimbursement form for $19,410. The last invoice for AlP 06 fencing project is for $1,955.26 and $3,241 for the airport coordinator. The accompanying FAA reimbursement form will be for $5,196. A motion was made by Mr. Price, seconded by Mr. Mike Amos and unanimously adopted to approve the invoices as submitted. OLD AGENDA ITEMS 91-10-01 Consider placing ad in 1992 edition of "A Guide to Peachtree city": Mr. Mike Amos stated that he and Ms. Brigham looked into the feasibility of placing the advertising in the "Guide" but felt the best place for the authority's advertising dollar would be used better elsewhere. A motion was made by Mr. Mike Amos, seconded by Mr. Dennis and unanimously approved to deny the request to place an advertisement in "A Guide to Peachtree city." f"""\ t t ; , Page 3 Airport Authority November 6, 1991 r , I NEW AGENDA ITEMS 91-11-01 Consider proposal to conduct study for spray application of waste water on airport: Mr. Cary Evans, the Chairman of the Peachtree City Water and Sewerage Authority and Mr. Gary Churchwell requested the Authority to consider the feasibility of spray application at the airport. Mr. Evans explained that there was a possibility that government regulations will require the use of spray application in the future. If the government finds that the airport property would be a good place to participate in this activity, Mr. Evans would like to come back to the Authority to address the issues and concerns expressed by FAA. Mr. Evans also said he understood that the FAA rules would not allow the use of spray application for waste water treatment at this time, pending further research. One reason is the potential problem of attracting wildlife to the area. Considering this, Mr. Evans requested permission from the Authority to look at the airport property to determine the feasibility of spray irrigation application for future use, just in case regulations change. There would be no cost incurred by the Authorit~ and it would not interfere with the day-to-day operations of the aJ.rport. A motion was made by Mr. Mike Amos, seconded by Mr. Dennis and unanimously ado~ted to allow the feasibility study b~ the Water & Sewerage AuthorJ.ty at the airport with the conditJ.on that it be coordinated with Mr. Savage. 91-11-02 Consider proposals for Fuel Services: Mr. Savage distributed a memo about the The ~roposal includes building a fuel leasJ.ng aircraft refuelers. The memo proposals that were received and makes a fuel services farm, supplying compares the recommendation. proposal. fuel and three bid Mr. Savage recommended Eastern Aviation Fuels, Inc. be chosen as the company that meets most of the s~ecifications the Authority has required (on some points, Eastern AVJ.ation Fuels, Inc. even exceeds the Authority's s~ecifications). He recommends the Authority authorize the ChaJ.rman to take whatever steps necessary to negotiate and conclude a contract with Eastern Aviation Fuels, Inc. to provide aviation fuels, bulk fuel storage facilities, mobile aircraft refueling trucks, and associated equipment and supplies for the airport. The intent is to have this equipment in place and operating by March 1, 1992. Page 4 Airport Authority November 6, 1991 NEW AGENDA ITEMS continued Chairman Good asked if anyone from Wilbur Smith look at the specifications. Mr. Savage stated had reviewed them, and saw no problems. A motion was made by Mr. Mike Amos, seconded by Mr. Dennis and was unanimously adopted to proceed with negotiations with Eastern Aviation Fuels, Inc. for proposals to build a fuel storage facility, to supply fuel, and to lease aircraft refuelers and related services. The conditions are that Wilbur Smith & Associates will review the specifications, and the airport attorney will review the document. The Chairman will sign the documents when this review is completed. & Associates had a that Mr. Ed Doyle 91-11-03 Consider Soliciting Bids for Airport Navigational Aids Equipment: Mr. smith announced that the plans and specifications for the Navigational Aids package have been completed. The plans have been reviewed by the state and coordinated with Mr. Savage. The next procedure is to solicit bids. The specifications have been separated into four contracts, primarily to attract better bids. The first contract would be to install a localizer/Distance Measuring Equipment (DME); the second contract would be to install the Omni Directional Approach Light System (ODALS); the third contract would be for the clearing, grubbing, and site work for the non-directional beacon (NDB); and the fourth contract would be to install the NDB equipment. Mr. smith requested the authority place an advertisement in the newspaper as soon as possible for a possible bid opening of December 3, 1991. A motion was made by Mr. Good, unanimously ado~ted to authorize the for the Navigat~onal Aids project as seconded by advertisement presented. Mr. Dennis and to solicit bids 91-11-04 Consider AlP 05 Bid Alternates and Hangar Construction options: The AIP 05 project is for the ramp construction and hangar relocation. The bid opening was held on October 10, 1991 and six bidders qualified. Of the six bidders, Oakview Construction was the lowest bidder. Mr. Savage distributed a memo with a summary of the bids that were received and his recommendations. ~ Mr. Smith distributed copes of a memo to the FAA/DOT outlining the k calculations of the money that was available for AIP 02, 03, and 04 t and how the funds were spent. AIP 05 is the last project and , obviously the authority does not want to spend more money on the project than is available. r""'1 ".."."., I , r Page 5 Airport Authority November 6, 1991 NEW AGENDA ITEMS continued A response from the Georgia DOT agency was that they would issue the grant of $96,640 for the airport. Previously, it was believed the state DOT could not participate in the funding. Now with the DOT grant and the FAA money remaining, the Authority is within $13,000 - $14,000 of affording both the base bid and Alternate 2. The FAA is considerin~ coming up with additional money including either all or a ~ort~on of the funds for Alternate 1, 3, and 4. FAA official have ~mplied they would entertain a pre-application for the additional funding if money could be found to add to this grant. Discussions and draft contracts have been exchanged with Oakview for the base bid amount. The contract can then be changed to add alternate 2 if the meeting with DOT officials is possible. This addition would not necessarily authorize the work to start until a notice to proceed is granted from the state. The Chairman asked that the proposal be dealt with individually for the contract and Alternate 2. A motion was made by Mr. Dennis, seconded unanimously adopted to authorize the Chairman necessary to secure state funding for AlP 05 subject to review from the airport attorney. Another motion was made by Mr. Dennis, seconded ~y Mr. Price and unanimously adopted to authorize the Chairman to s~gn an agreement with Oakview Construction to build all or a portion of Alternate #2 as funding permits, depending on DOT funding and subject to review from the airport attorney. by to as Mr. Price and take the steps soon as possible, Mr. Savage is recommending that the Authority process the base bid and seek funding to build new hangers, which would provide more income. Chairman Good stated that the hangers were just a portion of the financial requirements needed for running an airport. The revenue generated would not come just from the T-hangers. The Authority would need approximately ~750,000 to run the airport, in addition to the revenue generated by the new T-hangers. He said the hangars would break even whether the old hangers were relocated or the new ones were built. A motion was made by Mr. Dennis, seConded by Mr. Price and unanimously adopted to authorize the chairman, Mr. Price and Mr. Savage to began discussions to secure private funding to build additional T-hangers in the non-federal portion of Oakview's bid. r- r- ! { Page 6 Airport Authority November 6, 1991 NEW AGENDA ITEMS continued Another motion was made by Mr. Good, seconded by Mr. Dennis and unanimously adopted to authorize the chairman to take the steps necessary to request federal funding under the Airport Improvement Pro~ram to complete all bid alternates not com~leted under this proJect and any additional projects deemed appropr1ate. 91-11-05 Financial Statement: Mr. Price stated that a September 30, 1991 financial statement is being prepared. This statement would need to be audited. He requested Hardwick & Hardwick be used again to perform the audit. The fee for the audit last year was $1,200. A motion was made by Mr. Price, seconded by Mr. Good and unanimously adopted to approve Hardwick & Hardwick to perform the audit with a small increase in fee. A motion was made unanimously adopted discuss lawsuits. by Mr. Good, seconded by Mr. Dennis and to recess and reconvene to Executive Session to EXECUTIVE SESSION No action was taken during further business to discuss, PM. the Executive Session. There was no so the meeting was adjourned at 8:36 Attest, g ~........ zao~r-~ Dav1 Goo, C a1rman