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12-04-1991 Regular Meeting PEACHTREE CITY AIRPORT AUTHORITY MINUTES OF MEETING December 4, 1991 The regular monthly meeting of the Peachtree city airport authority was held in the City Hall Council Chambers at 7:02 PM on December 4, 1991. Those members present were Mr. David Good, Mr. Blaine Price, Ms. Viki Brigham, and Mr. Mike Amos. Mr. John Dennis had an excused absence due to an illness. Also attending the meeting were Mr. Doug Warner, the authority attorney; Mr. Steve Smith with Wilbur smith & Associates; Mr. Jim Savage, the airport authority Coordinator; the city Engineer, Mr. Barry Amos; and the Recording Secretary, Ms. Gail Rosales. ANNOUNCEMENTS Mr. Savage announced that Mr. Good had been reappointed by the City council to serve on the authority for an additional five year term. The city council will hold its annual retreat January 24 -26, 1992. If the authority would like an audience with council, time has been allotted on January 25 (Saturday) for this purpose. Since the regular monthly meeting for January is New Year's day, Mr. Good asked the authority if the meetin9 could be rescheduled to January 8, 1992. All members agreed to th1s change. APPROVAL OF MINUTES The minutes of the regular meeting for November 6, 1991 were available for review. Mr. Price requested a change on page 3 to clarify the financial report. This change was agreed to by the members. A motion was made by Mr. Price, seconded by Mr. Amos and unanimously adopted to amend the minutes. ,,-., , REPORTS Airport Authority coordinator Mr. Savage reported that he was still awaiting drawings from Eastern Fuels for the fuel farm. Once have been received, he will forward them to the city that the necessary permits may be obtained. Mr. savage said that if single-phase power is used, then the maximum flow rate available would be 150 GPM. If three-phase under9round power is to be used on the site, it would cost an addit10nal $7,000. The authority must decide whether to go with the higher GPM's or stay with single-phase power. construction the drawings for review so r"'" ~ t- t: -- , t I; , -- ~; t r ~. Page 2 Airport Authority December 4, 1991 REPORTS continued Construction on the outside temperatures poles can be poured. the weather could be AIP 06 Fence project began November 25. The will determine when the concrete for the fence The contractor's schedule is sixty days, but a factor. W.E. Pruett Company is finishing the remainder of the work on the AIP 04 project. A partial payment has been released, and the remainder of the encumbered amount will be released when all work is completed, inspected, and accepted. Mr. Savage announced that the contracts for the state grant for $96,640 are scheduled to be delivered to the authority next week. The Metropolitan Atlanta Airports Council (MAAC) meeting will be January 10, 1992 at noon at the Georgia Railroad Depot. Mr. Wayne Schakleford, the new DOT Commissioner, will be the speaker. Mr. Savage asked who planned to attend in order to make reservations. A count was taken and six will attend. wilbur smith & Associates: Mr. Steve Smith announced that a preconstruction conference for the AIP 05 project was held December 4. The project manager and superintendent for the contractor were also present. In addition, Mr. Jack Joyner with the Georgia Department of Transportation (GA DOT) and Mr. Terry Washington with the Federal Aviation Administration (FAA) were present. The contractor anticipates beginning by December 9, 1991. Discussions were held with the contractor about issuing the Notice to Proceed by that date in order to prepare for the mobilization phase of the work. All paperwork (contracts, bonds, insurance, and DBE goals) has been submitted and will be reviewed by Mr. Smith before the Notice to Proceed is processed. It is projected to be an eight month project. The contractor is preparing a breakdown of the costs for a supplemental contract for relocating the hangers in the AIP 05 project. The breakdown would be for the portion that may not be covered by the grant. The ~aperwork for the or flSCal year '93 is the AIP 05 project. the existing grant. Mr. smith presented two invoice packages and the accompanying FAA reimbursements from Wilbur Smith & Associates. The first invoice is for the AIP 05 of $9,582.50 and corresponding FAA request for $9,583. The second invoice for the AIP 06 project is for $2,639.30 and corresponding FAA reimbursement for $2,639. pre-application to FAA for fiscal year '92, being prepared for the remaining elements of Alternates 1, 3, and 4 were not covered under Page 3 Airport Authority December 4, 1991 REPORTS continued A motion was made by Mr. Price, seconded by unanimously adopted to approve the two invoices wilbur smith & Associates. Ms. Brigham and as presented by NEW AGENDA ITEMS The chairman said that the agenda items listed would be moved around somewhat to accommodate Joe Byrd, the insurance consultant, and John Boothby, the Economic Development Organization coordinator, who were in the audience. 91-12-02 Consider soliciting bids for insurance requirements after March 1992: Mr. Joe Byrd, the authority's insurance consultant, was present to discuss obtaining proposals for insurance at the airport. The different types of insurance discussed were: * liability for aircraft hanger spaces * fuel trucks * property (buildings and contents of buildings) * bonding for emplo~ees * workers compensat1on insurance Mr. Byrd suggested that the best way to proceed is to request bids from companies that specialize only in airport insurance. He also suggested using the market assignment approach to bidding. Market assignment is a process that assigns certain underwriters to certain agents during the bidding process to assure fair prices. Mr. Savage said that he would work with Mr. Byrd to review the list of aviation specialty insurance companies that could bid on the proposals. Mr. Good asked about the cost of health insurance, that would be similar to what the city now carries. Mr. Byrd said there was no way to estimate the cost of the personnel insurance until the employees are actually hired. He felt it would be more cost effective to decide the cost of the insurance on a person-to-person basis. Mr. Amos asked Mr. Byrd if there was current legislation pending for changes in workers compensation. Mr. Byrd said there was, but that the changes would not go into effect until a determination is made one way or the other. At that point, refunds or increases would be implemented. A motion was made unanimously adopted insurance using the by Mr. Good, seconded by to authorize the request market assignment procedure. Ms. for Brigham and proposals for Page 4 Airport Authority December 4, 1991 NEW AGENDA ITEMS continued 91-12-03 Consider EDA Documents and Contracts: Mr. Boothby, the director of the Economic Development organization asked the authority to review the proposed documents and contracts that would create a development authority within Fayette County. Mr. Boothby gave a status report within the EDO since its inception. projects but, he says there are organization can accomplish. He feels there should be one Economic Development authority (EDA) that would represent the entire county. The other development authorities would, under the proposal, continue to exist. The proposal includes a nine-member board of directors. The members would include the chairman of each of the four existing development authorities, as well as the chairman of the airport authority, as many as three county commissioners and one member from the Chamber of Commerce. on what has been accomplished The EDO has completed several restrictions on what the Mr. Boothby is approaching all the municipalities within the County for their approval. If there is a consensus, he will take the proposal to the County Commissioners. Funding for the EDA will come from county propert~ owners in the form of an additional millage assessment. It 1S anticipated only a third of a mill would be needed. Mr. Boothby feels this seems to be a way for the county to unite for a common cause. Mr. Warner, the attorney for the authority, said that although he needed more time to review the documents and contracts, a cursory glance shows several areas which, he felt, would need clarification. He said the airport authority is in a different category than the other Authorities that would be involved. The airport authority has an airport from which funds are derived. Paragraph four in the contract would need to be rewritten to recognize the fact that the airport authority finances its own projects. Mr. Good agreed this change must be reflected. He said the EDA would benefit the airport authority because of the expanded marketing approach that is envisioned. He favored joining with the EDA if Mr. Warner's suggested changes were incorporated. Mr. Warner also suggested that he and the chairman review the ~ documents and contracts to make the necessar~ changes. Then the : documents would be brought back to the a1rport authority for further action. No action was required at this time, so the item was considered closed. ~ Page 5 ~' Airport Authority f December 4, 1991 NEW AGENDA ITEMS continued 91-12-01 Consider Bids for Airport Navigational Aids Equipment and Services: Mr. Savage announced that a bid o~ening was held for the Navigational Equipment, but only one b1d was received. This bid, from Jaco Electric, was to install the Omni Directional Approach Light System (ODALS). The bid amount was $54,770, which, according to Mr. Savage, was within the estimate bid amount of $58,000. He recommended that the Authority accept the bid from Jaco Electric, subject to review from Wilbur smith & Associates. Mr. Savage also recommended that the Authority place an advertisement in the newspaper for another bid opening January 7, 1992. This bid would cover three projects: * To install a localizer/Distance Measuring Equipment (DME) * To clear, grub, and complete the site work for the non- directional beacon (NDB) * To install the NDB equipment - f Mr. Jack Joyner with the GA DOT agreed that the Authority should t rebid the remaining three projects. ~ A motion was made by Ms. Brigham, seconded by Mr. Amos and unanimously adopted to accept the bid from Jaco Electric subject to review by Wilbur smith and the attorney, and to authorize the advertisement to solicit bids for the Navigational Aids project for the remaining three projects; the bid opening will be January 7, 1992. A motion was made by Mr. Good, seconded by Ms. Brigham and unanimously adopted to reconvene into Executive Session to discuss law suits and financial negotiations. EXECUTIVE SESSION No action was taken during the further business to discuss, the Executive Session. There being no meeting wa'~adjourne~"2 PM. l~v;;; G6'od; (.~a1rman Attest: