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06-03-1992 Regular Meeting r:- I ~' PEACHTREE CITY AIRPORT AUTHORITY Minutes of Meeting June 3, 1992 ; , The re~ular monthly meetin~ of the Peachtree City Airport Author~ty was held in the c~ty Council Chamber on June 3, 1992, at 7:00 p.m. Those present were Mr. David Good, Ms. Viki Brigham, Mr. Mike Amos, and Mr. John Dennis. Also attending the meeting were Mr. Doug Warner, the Airport Authoritr Attorney; Mr. Jim savage, Airport Manager; Mr. steve Sm~th, Wilbur smith and Associates; Mr. Barry Amos, City Engineer; and Mrs. Pam Collins, the Recording Secretary. ANNOUNCEMENTS Chairman Good announced that the Airport Authority has signed a lease with Field Aircraft Atlanta. Field is leasing ap~roximately 175,000 square feet of ramp ~lus the hangar bu~lding. The remainder of the airport ~s now under the o~erational control and maintenance responsibility of the A~rport Authority. That lease went into effect June 1. ADDITIONAL AGENDA ITEMS None. ...... S APPROVAL OF MINUTES k ~ , The minutes of the regular meeting of May 6, 1992, as well as the minutes of the special called meetings on May 20, 1992, and May 27, 1992, were available for review. A motion that the minutes of the May 6, 1992, meeting be approved was made by Mr. Mike Amos and seconded by Ms. Brigham. The motion passed unanimously. A motion that the minutes of the May 20, 1992, meeting be approved was made by Mr. Dennis and seconded by Ms. Bri~ham. The motion passed unanimously. A motion that the m~nutes of the May 27, 1992, meeting be approved was made by Ms. Brigham and seconded by Mr. Mike Amos; the motion passed unanimously. REPORTS - , Airport Manager: Mr. Savage reported that: Bids were received on a tractor and mower, which was purchased. It was delivered Monday morning with a loaner mower. The actual mower will be delivered on June 5. Mr. Keith Allen, who has been hired as the maintenance person, started work June 1. The second position that was authorized at the last meeting was for a bookkee~er/secretary. Ms. Shirley Comer has been hired for that pos~tion. l' ~. r-'" , ~ ~. Page 2 Airport Authority Meeting June 3, 1992 The Non-Directional Beacon (NDB) flight checked June 2, 1992, and it passed with flying colors. The instrument approach procedure has been written and approved; the Flight Inspection Field Office (FIFO) believes that it will be published in August. The procedure will be operational when published. The approach lights are under construction. The construction company has started pouring footings; there are still minor problems ac~iring the easements from CSX Railroad and from Equitable L1fe Assurance Society. Construction is not anticipated to take more than three weeks to build the a~proach lights. The Airport will have lower landing m1nimums for all instrument approaches due to the approach light system. received the appraisal from Harvey Hooks the port-a-port relocation. The port-a- at $17,500 each, and Mr. John Sellmar's at $25,000. Mr. Savage recently and Associates for ports were appraised Hangar was appraised Mr. Savage read into the record a letter from Chairman Good to Mr. W. E. Pruett, President of W. E. Pruett Co., Inc., and a letter from Mr. Pruett in response to Mr. Good's letter. (copies of both letters are attached as part of the minutes of record). The equipment for the installation of the localizer has been delivered. Steve smith, Wilbur Smith and Associates: Most of the Navigational Aids com~lete. The localizer is on beg1n work around June 15. (NAV- AIDS) project is almost site, and the contractor will AIP-06 Fencing project--Phase Allied Fence has completed the wooden gate as well as most of work on this project will be project has been finished. I work has been completed. wooden fence and installed the the chain-link fence. The completed once the AlP 05 AlP 05 project work continues to progress; it is still much slower than WSA would like to see. Grading operations in the Phase I work area are virtually complete. In the area where the han~ars are to be relocated, the contractor is probably with1n a week of pouring the foundations for the port-a-port and the T-Hangars. The grading in other areas in Phase I continues but there have been some problems in getting compaction. WSA will not accept anything that does not meet standards. Oakview Construction has reguested a time extension on the work; WSA does not th1nk it is ,..., f,. . " Page 3 Airport Authority Meeting June 3, 1992 appropriate to grant all the time the contractor has requested. WSA's project engineer, Ed Doyle, and resident engineer, Dick Bowles, have both reviewed the request and made comments. Accordingly, Mr. Smith met with Oakview this afternoon and indicated that WSA's response to the time extension would be sent back to Oakview by the end of the week. Subject to that, Mr. Smith has also requested that upon Oakview's receipt of Smith's response, oakview will produce a revised schedule of the total job. Thus far, the contractor has drawn Up an interim schedule, which indicates job completion in late August. Now, however, it appears that ~t will be late October before the project is finished. Mr. smith submitted the following invoices for approval: NAV AIDS r:-" ~ I Electronic Enterprises Airport Systems International DOT Reimbursement (82% of requested amt) AIP-06 Fencing Project Allied Fence DOT Pay Request AIP-05 Project Wilbur smith and Associates Oakview Construction Company FAA Pay Request GA DOT Request for Payment A motion was made by Mr. Mike Amos to the motion was seconded by Mr. Dennis. unanimously. $ 28,480.50 $171,130.81 $171,279.04 $ 1,803.97 $ 99.22 $ 18,095.38 $ 92,700.98 $104,999.00 5,098.55 approve the invoices; The motion was passed NEW AGENDA ITEMS 92-06-01 Consider purchase of a computer system for bookkeeper. Mr. Savage received three bids for the computer system. The apparent low bidder is Major Computer Industries in the amount of $3,422.22. Mr. Savage recommended that the Authority purchase the computer system from this company because it meets and in some cases exceeds the specifications that Mr. Savage prepared. After some discussion, Ms. Brigham moved to purchase the computer system from Major Computer Industries for $3,422.22. Mr. Mike Amos seconded the motion; the motion passed with Mr. John Dennis voting nay. Page 4 Airport Authority Minutes June 3, 1992 92-06-03 Consider adoption of airport operations. Mr. Savage drafted a memorandum outlining the proposed purchasing procedures. A copy of the memorandum is attached. Mr. Amos made a motion to approve the purchasing procedures proposal as outlined in the memorandum and to attach a copy of same to the minutes. Ms. Brigham seconded the motion; the motion passed unanimously. purchasing procedure for 92-06-04 Consider change in policies. Mr. Good recommended that signatures on the checks be airport manager be added as signatures. check writing and signing the policy continued, but one of the of two that the possible In addition, he suggested that paychecks be issued on the first and fifteenth of the month; this is a change from the current policy of paying the Airport Manager on the first of the month. In conjunction with the previous recommendation, to avoid potential late payment charges and to spread the workload associated with handling accounts payable, he recommended that the Authority pay bills on the first and fifteenth of each month. This would coincide with payroll payments. Also, in order to simplify bookkeeping procedures, it is recommended that the Authority separate airport o~erations funds from airport grant funds by establish1ng a separate checking account for airport grants. Chairman Good moved that the recommended policies be established for check writing and signing; Mr. Amos seconded the motion. 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