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02-05-1992 Regular Meeting r: PEACHTREE CITY AIRPORT AUTHORITY MINUTES OF MEETING February 5, 1992 , ~ The regular monthly meeting of the Peachtree city airport authority was held in the city hall council chambers at 7:04 PM on Februar~ 5, 1992. Those members present were Mr. David Good, Ms. vik1 Brigham, Mr. Mike Amos, Mr. Blaine Price and Mr. John Dennis. Also attending the meeting were Mr. Doug Warner, the authority attorney; Mr. Ed Doyle, Wilbur smith and Associates; Mr. Jim Savage, airport authority coordinator; Mr. Barry Amos, the city engineer; and Ms. Gail Rosales the recording secretary. ANNOUNCEMENTS There will be an informational meeting at the main hanger at the airport February 8, 1992 at 9:00 AM. This invitation is extended to all users and interested parties. ADDITION OF AGENDA ITEMS Mr. Amos asked the authority to consider adding an agenda item to discuss the feasibility of joining the Fayette County Chamber of ~. Commerce. The membership could be for the Airport Authority or for the Peachtree/Falcon Field Airport. Ms. Brigham asked to add an agenda item to discuss newspaper coverage. A motion was made by Mr. Amos, seconded by Mr. Price and unanimously adopted to add agenda items 92-02-04, Fayette County Chamber of Commerce membership, and 92-02-05, Newspaper Coverage. APPROVAL OF MINUTES The minutes of the regular meeting for January 8, 1992 were not available for review. REPORTS Airport Authority Coordinator Mr. Savage reported that: * The pre-construction conference was held for the three remaining navigational aids were: February 5, 1992 projects. They ,...... 1. To install a localizer/Distance Measuring Equipment (DME). The contractor intends to bring in equipment in early May and has 60 days to complete his phase of construction. 2. To clear, grub, and complete the site work for the non- directional beacon (NDB). This work is scheduled to begin immediately and has a 60 day completion schedule. , r ,..., , I{; f:. , , f ,..-, , I , , . . Page 2 Airport Authority February 5, 1992 REPORTS continued Airport Authority Coordinator 3. To install the NDB equipment. This work is scheduled to be completed within 45 days. The safet~ plan was discussed in detail. It was that liqu~dated damages would be set at $600 a day completed within the time limit. The contracts and a Notice to Proceed was given by the state. Ms. Brigham volunteered to help organize the informational meeting scheduled for Saturday, February 8. Ms. Brigham said everything was under control. She will need assistance loading and unloading the tables, chairs and easels. also established for projects not have been signed A pre-application has been filed with the FAA for additional funding in the amount of $900,000, to finish alternates 1, 3, and 4 of the current ~roject, not funded. Also included in the proposal is a new m~d-field taxiway and AWQS-III equipment. A call was received from FAA officials who said they had identified approximately $200,000 in FY'92 funding that is still available. FAA may consider letting the Authority have part of the funds to complete alternate 1 and part of alternate 3. The Authority may need to re-bid the alternates. The money is earmarked strictly for aprons. FAA has agreed to reimburse the cost of moving the existing portable hangers that are owned by individuals, but it would not cover the cost of re-erecting the T-hanger. An appraisal must be done to determine the cost. Mr. Savage suggested Harvey Hooks, who did the original appraisal of the airport. Mr. Hooks has agreed to do the appraisal by mid-February. wilbur smith & Associates: Mr. Ed Doyle reported that the AlP 05 project, Phase I is complete. The drainage is about 35 percent complete and is not as going as fast as anticipated because of the weather. The AlP 06 fencing project, the chain link portion, is about 60 percent completed. The wood fencing portion is scheduled to be~in next week. within three weeks to a month, the fencing proJect will be in conflict with the AlP 05 work. At that time, a stop-work order will be issued to the fencing contractor until the grading contractor is out of the way. Page 3 Airport Authority February 5, 1992 REPORTS continued wilbur smith & Associates: Mr. Doyle presented two invoice packages and the accompanying FAA reimbursements. The first invoice was for the AlP 05 project for $12,377.65 to Wilbur Smith and Associates. That includes the airport coordinator's expenses and $101,985.23 to Oakview Construction, along with the accompanying FAA reimbursements. The second invoice for the AlP 06 project was $10,954.03 to Wilbur smith and Associates. It includes the coordinator's expenses and $19,654.33 to Allied Fence Company, along with the accompanying FAA reimbursements. One final invoice for Wilbur smith & Associates for the Nav-Aids project in the amount of $28,262.69. There was no reimbursement from the state, so Mr. Doyle stated that the Authority could hold the invoice until funds became available. NEW AGENDA ITEMS 92-02-01 Consider proposals for insurance coverage for airport: The insurance consultant, Mr. Joe Byrd, presented proposals for insurance at the airport. Mr. Byrd had suggested using market assignment, which is a process that assigns certain underwriters to certain agents during the bidding process to assure fair prices. Mr. Savage and Mr. Byrd worked together to review the list of aviation specialty insurance companies that could bid on the proposals. The proposals were mailed out in December and bids were received on January 23rd. The two companies that bid were: Lance Toland and NationAir. Mr. Byrd recommends obtaining $25 million in coverage for the airport. Mr. Byrd also suggested the Authority obtain workers compensation insurance through the Georgia Municipal Association, because the Authority would qualify through the City program. Mr. Byrd recommended the Authority accept the bid from NationAir with the exception of workers compensation, which should be obtained through the Georgia Municipal Association. Chairman Good asked when the insurance would go into effect. Mr. Byrd informed him that the insurance coverage was designed to go into effect when the Authority took over the airport. Workers compensation insurance is computed by the amount of payroll, not by the number of employees. A motion was made by Mr. Amos, seconded by Ms. Brigham and unanimously adopted to accept the bid from NationAir and obtain workers compensation insurance through the Georgia Municipal , Association with the condition that the authority monitor the employee insurance program through the year. ~ & ' t . Page 4 Airport Authority February 5, 1992 NEW AGENDA ITEMS continued Mr. Byrd said he understood that the Authority wanted to know about insurance coverage for errors and omissions. If the Authority discovered it was not covered under the City's insurance policy, then he would prepare a compatible package for that particular coverage. 92-02-02 Consider loan proposals and contracts with Development Authority of Peachtree city: Chairman Good excused himself from the voting because he is associated with Peachtree National Bank (PNB). At the last meeting the contracts and documents authority's portion of operational costs. Chairman Good informed the Authority that PNB approved the loans with the following nine conditions: Authority authorized the to obtain a loan from Nav-Aid construction Chairman to sign PNB to finance the costs and other 1. An attorney approved by PNB is to review all documentation and terms for compliance, and close the loan. 2. Hazard Insurance on all equipment and other facilities must be provided to the bank showing the bank as loss payee prior to closing. 3. Depository accounts of the Airport Authority are to remain at PNB throughout the term of these loans. 4. A copy of state law on hotel/motel tax, and any restrictions that may apply, must be provided to the bank prior to closing. An agreement from the City and the Development the hotel/motel tax will be passed on to Authority for the term of these loans. 6. An agreement from the Development Authority to commit revenues from the hotel/motel tax to the Airport Authority, which agrees to assign the revenues to PNB for the term of these loans. 5. Authority that the Development 7. ~he closin~ attorney is to design a loan agreement lncorporatlng all terms listed in this commitment letter. 8. An assignment of life amount equal to the prior to closing. insurance on the life of David Good in an amount of these loans is to be provided ~ I r: -r , ~ , ~ 1 Page 5 Airport Authority February 5, 1992 NEW AGENDA ITEMS continued 9. A clearly defined understandin~ and documentation as to the city of Peachtree city's authorlty relating to the airport operations especially in the case of default is to be provided to the bank prior to closing. A draft of an agreement between the Development Authority of Peachtree city and the Airport Authority was presented for review. This agreement concerned the hotel/motel tax. The agreement in essence said that, should the Airport Authority default on its payment to the bank, funds will be obtained through the Development Authority hotel/motel tax. Mr. Price questioned the condition regarding the assignment of the life insurance on an individual to guarantee pay-off of the loan. He said he did not know if this condition should be included. Chairman Good stated this is usually done with larger corporations, where the principal person of an organization is selected. He did not feel this would be a problem. A motion was made by Ms. Brigham, seconded by Mr. Dennis and unanimously adopted to accept the PNB loan proposal and authorize the Chairman to sign all documents contingent on the authority's attorney determining the legality of the hotel/motel tax use and the payment of the premium by the authority for life insurance on the Chairman." Chairman Good abstained from voting. Another motion was made by Ms. Brigham, seconded by Mr. Dennis and unanimously adopted to accept the agreement with the Development Authority of Peachtree City for the hotel/motel tax and authorize the Chairman to sign all documents. Chairman Good abstained from voting. A motion was made by Mr. Dennis, unanimously approved to adopt the tax and to authorize the Chairman to Good abstained from voting. seconded by Mr. Price and resolution for the hotel/motel sign the resolution. Chairman 92-02-03 Consider job descriptions, personnel authorization and advertisement: Mr. Savage distributed copies of the memorandum concerning a proposal for personnel for the operation of the FBO. The memo included job descriptions. There would be a total of nine (9) employees when full operation commences at the airport. Mr. Savage asked to hire a Flight Line Supervisor and a Bookkeeper/ Receptionist, now. He also requests he be authorized to advertise all positions and to hire the personnel as needed. Mr. Mike Amos asked if Mr. Savage would be picking all personnel or whether the authority would also interview the applicants. Page 6 Airport Authority February 5, 1992 NEW AGENDA ITEMS continued Ms. Brigham and Mr. Price both expressed an interest in helping with the interviews. The general consensus was to have a Selection committee made up of different members to help with the interview process, but to leave the final choice to Mr. Savage. A motion was made by Mr. Amos, seconded by Ms. Brigham and unanimously adopted to accept the ~ersonnel proposal as presented, to advertise and interview all appllcants. The final approval of personnel is to be done by the Airport Authority Coordinator. This motion is contingent upon the loan approval from PNB. 92-02-04 Fayette County Chamber of Commerce membership; Mr. Amos informed the holding a membership joining. As a non-profit organization, the membership fees would be $125 a year. Mr. Amos stated there were many benefits to the authority, including a listing in a guide that the Chamber publishes every year. Mr. Amos felt this would be the most inexpensive way to advertise the airport. authority that the Chamber of Commerce was drive and asked if the authority to consider A motion was made by Mr. Amos, seconded by Mr. Price and unanimously adopted to ]Oln the Fayette County Chamber of Commerce under the Peachtree/Falcon Field Airport. They further authorized the Chairman to allocate funds of $125 for the membership cost and the Airport Manager to act as a representative. 92-02-05 Newspaper Coverage: Ms. Brigham requested meeting to hand out to She felt this would be the free publicity the that a press package be prepared before each the newspaper reporters who are present. a great benefit to the press, not to mention airport would receive. A motion was made by Ms. Brigham, seconded by unanimousl~ adopted to have the Airport Coordinator package prlor to each meeting. Mr. Price and prepare a press A motion was made by Mr. Amos, seconded by Mr. Good, and unanimously adopted to reconvene into executive session to discuss personnel matters. Page 7 Airport Authority February 5, 1992 EXECUTIVE SESSION A motion was made by Ms. Brigham, seconded by Mr. Amos and unanimously adopted to promote Jim Savage to the post of Airport Manager as of March 25, 1992 at a salary of $45,000 a year, and to eliminate the Airport Authority Coordinator position as of March 25, 1992. There being no further business adjourned at 8:25 PM. to discuss, the meeting was Da1li?oo'[.': La r Attest: gaZY ~(L_fp 4.