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12-04-1996 Regular Meeting - , f PEACHTREE CITY AIRPORT AUTHORITY MINUTES OF MEETING ~ December 4,1996 The regular meeting of the Peachtree City Airport Authority, was held in the City Hall Council Chambers on December 4, 1996, at 7 p.m. Those present were: Chairman David M. Good; Members Michael E. Amos, Daniel E. Carr, Robert B. Patterson, and Janet Wells; Airport Manager James H. Savage; Authority Attorney Douglas B. Warner and Recording Secretary Shirley R. Comer. I. ANNOUNCEMENTS None. II. ADDITIONAL AGENDA ITEMS None. III. APPROVAL OF MINUTES A motion was made by Mr. Patterson and seconded by Ms. Wells to approve the minutes of the October 2, 1996, Authority meeting as submitted. The motion passed unanimously. IV. REPORTS Airport Manager Mr. Savage briefed the Authority on the following issues: 1. On October 14, Mooney N6434Q departed Falcon Field with its landing gear down to have maintenance performed at the Griffin Airport. Approximately one mile short of the airport in Griffin, the aircraft's engine began to lose power and the aircraft made an emergency landing in an open field, coming to rest on State Highway 19/41. The aircraft was substantially damaged, but the pilot, Michael McGowan was not seriously injured. ~ , f- , ~ The FAA investigated the accident and took samples of the fuel in the aircraft and from the fuel trucks operated by Stevens Aviation. Tests by the FAA performed to date have not indicated any problems with the fuel at Falcon Field. Bob Gray of the Authority's staff took and preserved samples of the 1 r-- , , li\.~ truck's fuel and from the Authority's storage tanks for further testing if necessary. Both samples appear normal. 2. Since October 1, Mr. Savage reported that he has met with three potential buyers for the former Falconaire hangar that had expressed interest in using the facility for aviation related uses. However, it appears that Mr. Richard Bearden of Peachtree city and a partner have made an offer acceptable to Fayette County Bank for a non-aviation use. The offer must be closed by January 31, 1997, but the bank is pushing for a closing before December 31. On other efforts to market the airport, four new tie-down tenants have been added since October 1, however one ramp tenant has moved to one of the private hangars. Repairs to the Cessna 02 that was damaged in the recent gear up landing are nearing completion and the aircraft will return to the ramp at that time. Two aircraft owners from other airports in the Atlanta area have expressed interest in moving to the new T-Hangar in January, however at the moment there are six vacant bays in this facility. ~ 1 Doug Warner and Mr. Savage were to have met with Mr. Stan Thomas today over lunch to discuss moving his two Cessna Citations to Falcon Field. Mr. Thomas had to cancel the appointment, but Mr. Savage was able to meet with Mr. Thomas' pilot to discuss their needs. They have expressed a serious interest in relocating to Falcon Field and both Mr. Warner and Mr. Savage will follow up on this lead. , ~, Mr. Savage met with Mr. Steve Rayman (Pontiac) on October 31, to discuss moving his KingAir from Newnan to Falcon Field. Mr. Rayman indicated that with his current hangar rent of $125.00 per month and ability to buy fuel at $1.20 to $1.30 per gallon he indicated that unless Falcon Field could match those prices, he could not consider moving. 3. The Georgia Department of Transportation inspected the airport on October 22, and found that the airport meets or exceeds required standards. .""""""", ~ t. 4. Mr. Savage has developed what is currently being called the "Falcon Field Fantastic Fly-in Funday", which will occur on the second Saturday of each month. In conjunction with various aviation groups, it is intended to promote flying activity on the airport and to provide a "Funday" to visit Falcon Field. The first event will 6e held on Saturday, January 11, starting at 12:00 noon. Co-sponsored by the Georgia Chapter of the Short Wing Piper Club, both the Authority and the SWPC will prepare chili to determine the "best chili this side of Dallas (Georgia?)" 2 Discussions with the Confederate Air Force, Experimental Aircraft Association, Bonanza Society, Cessna 120/140 Club, Civil Air Patrol and others is ongoing to establish dates throughout 1997 for a variety of events. Mr. Savage asked for a budget of $1 00 to $200 per month to fund this activity and buy prizes for the participants. By acclimation, the Authority agreed that $200 per month would be a reasonable sum, which should be funded from the Advertising budget line item. Stevens Aviation has agreed to reduce fuel prices on this day each month to approximately cost plus $.25 per gallon. This would make the current price approximately $1.75 per gallon. 5. Mr. Savage attended the Georgia Airport Association conference on November 6. Approximately 150 attendees of various airports and aviation interests participated. The second day was mostly a golfing day for social interaction. r-. The 1997 conference will be held in Savannah, however Mr. Savage offered to coordinate the 1998 conference which will be held here in Peachtree City. Doug Warner, one of GAA's original members, has volunteered to help in this effo rt. r: It should be a great opportunity to showcase Falcon Field and Peachtree City. 6. Mr. Savage inquired if any member of the Authority, if any member had a suggestion as to what should be done with the original model of the Aviation Center? Georgia Tech has indicated that due to space limitations they have no interest in the model. No suggestions were made. 7. APAC of Georgia, Inc. has completed all pavement patching and seal coating of the taxilane project adjacent to the new T-hangars. A balance of approximately $4,500.00 is due from the State DOT and a similar amount is being held as retainage from the amount due APAC until funding is received. A final pay request will be filed this week. ....... t 8. Several leaks in the roof of the Aviation Center remain to be corrected. Group VI has had several people on the site in an attempt to correct these problems, but they have not yet succeeded. A cooling and heating balance problem also remains in the FBO leased area. 3 ,......., The changes to the exterior lighting system authorized by the Authority in October have been completed and have improved the appearance considerably. 9. The City Council has scheduled its annual "Retreat" for January 31 and February 1. The mayor has requested the Airport Authority to come before the Council at 8:00 a.m., on Saturday, February 1. He has also requested a copy of the Authority's marketing plan. Chairman Good indicated that Mr. Savage would be working on the plan in early January and that if any members of the Authority wished to make suggestions or help in the development of the plan to contact Mr. Savage. V. OLD AGENDA ITEMS None. VI. NEW AGENDA ITEMS 96-12-01 Consider resolution to retain ownership and maintain sewer line from Aviation Center. Mr. Savage explained the attached resolution and the request from Georgia Utilities for an agreement on this item. A motion was made by Ms. Wells and seconded by Mr. Carr to adopt the resolution as presented. The motion passed unanimously. 96-12-02 Consider issuing Request For Proposals for audit services and accounting services. r""'I ~. Mr. Savage explained this item as outlined on the attached handout. After some discussion by the Authority, it was the consensus of the Authority that Mr. Savage should issue such an RFP as soon as possible per his recommendation. No further action was deemed necessary at this time. 4 ~ i>:>- 96.10-03 Consider proposals received for cleaning services at the Aviation Center. Mr. Savage reviewed the bids received for cleaning services of the public areas at the Aviation Center, and recommended the low bidder "The Cleaning Depot" of Newnan, for an annual amount of $3,612.04. A motion was made by Mr. Patterson and seconded by Mr. Amos to accept the bid of The Cleaning Depot as received. The motion passed unanimously. n VII. EXECUTIVE SESSION fr' F There being no further business for Executive or regular session, at 7:37 p.m., a motion to adjourn was made by Chairman Good and seconded by Mr. Amos. The motion passed unanimously. --= Duo /1 David M. Good, Chairman 5 ~ RESOLUTION OF THE PEACHTREE CITY AIRPORT AUTHORITY REGARDING A CERTAIN SEWER LINE SERVING THE AVIATION CENTER AT PEACHTREE CITY - FALCON FIELD AIRPORT December 4,1996 Whereas, the Peachtree City Airport Authority ("Authority") has constructed a new building called the Aviation Center on Peachtree City - Falcon Field Airport; and, Whereas, the Authority installed some 1,500 feet of sewer line to connect this facility to an existing sewer manhole owned by Georgia Utilities Company ("Ga. Utilities"), located near the end of Echo Court; and, Whereas, the new sewer line lies completely within the property of the Authority; and, Whereas, due to its location under an active Airport Operations Area it is necessary for airport safety related reasons to restrict vehicular traffic from the sewer line easement; therefore, r"'" Be it resolved, that the Authority wishes to retain ownership of the line until it is connected to the manhole described above; and, f Be it further resolved, the Authority pledges to maintain said line as may be necessary to insure the safe and efficient flow of sewerage; and, Be it further resolved, that the Authority pledges to cooperate with Ga. Utilities to provide access to the sewer line should it become necessary for maintenance purposes, provided that said access is coordinated with the Office of the Airport Manager prior to entering the Airport Operations Area; and Be it further resolved, that the Authority's Attorney be requested to draft an agreement suitable to the Authority and Ga.Utilities reflecting this resolution, and does hereby authorize the Chairman to execute said agreement upon its completion. Moved and adopted by the Peachtree City Airport Authority, this Fourth day of D~~ D~CM1 . Attested by: David M. Good, Chairman ".-, r HANDOUT NOTES FOR PCAA MEETING OF DECEMBER 4, 1996 FROM J H SAVAGE -11/27/96 AGENDA ITEM 96-12-01 Enclosed are copies of correspondence with Georgia Utilities Company regarding the sewer line from the Aviation Center. I have also included a proposed resolution for your consideration that seems to satisfy their request. AGENDA ITEM: 96-12-02 In April of 1994, we solicited proposals to perform audit services for the Authority and in February of 1995, we solicited proposals to perform accounting services. The firm of Geeslin, Johnson and Wetherington was chosen to provide both of these services. The "not-to-exceed" fee quoted to perform a year end audit in the 1994 proposal was $1,800.00. r-; We recently received the enclosed proposed Letter of Engagement from this firm to perform the FY 95 audit, for a fee "not-to-exceed" of $5,500.00. It is my recommendation that we issue an RFP for audit services, and that you should consider issuing a similar request for accounting services that would include updating our accounting software or replacing it with a new system to better utilize the power of the new computer purchased for this purpose. AGENDA ITEM: 96-10-03 Enclosed are the bid pages from three proposals received in response to my Request For Proposals for cleaning services for the public areas at the Aviation Center. Mr. Tim Brown, who has been performing those services on an interim basis, has indicated that due to a change in his job with Stevens, he no longer has the time to do outside work. If reference checks prove to be positive, it is my recommendation that the Authority should award the contract to the low bidder of The Cleaning Depot. I have shown our "re-calculations" of the proposed bid prices and verified the apparent discrepancies on to of the bids. EXECUTIVE SESSION ITEM: No items pending. I GEESLIN, JOHNSON & r-. WETHERINGTON, LLP CERTIFIED PUBLIC ACCOUNTANTS 200 Westpark Drive, Suite 370 Peachtree City, Georgia 30269 (770) 631-4021 (770) 631-8541 FAX October 28, 1996 Peachtree City Airport Authority 1130 Echo Court, Suite A Peachtree City, Georgia 30269 We are pleased to confirm our understanding of the services we are to provide for Peachtree City Airport Authority for the year ended September 30, 1995. We will audit the balance sheet of Peachtree City Airport Authority as of September 30, 1995, and the related statements of support, revenue and expenses, and changes in fund balances and changes in financial position for the year then ended. Our audit will be conducted in accordance with generally accepted auditing standards; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and the provisions of OMB Circular A-128; and will include tests of the accounting records of Peachtree City Airport Authority and other procedures we consider necessary to enable us to express an unqualified opinion that the financial statements are fairly presented, in all material respects, in conformity with generally accepted accounting principles. If our opinion is other than unqualified, we will fully discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit, we will not issue a report as a result of this engagement. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts and direct confirmation of receivables, and certain other assets and liabilities by correspondence with selected funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and ~ they may bill you for responding to this inquiry. At the conclusion of our audit, we will also request certain written representations from you about the financial statements and related matters. Members of the American Institute of CPAs, Georgia Society of CrAs and Private Companit'~ Practice Section r f' Peachtree City Airport Authority Page Two An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. Also, we will plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. However, because of the concept of reasonable assurance and because we will not perform a detailed examination of all transactions, there is a risk that material errors, irregularities, or illegal acts, including fraud or defalcations, may exist and not be detected by us. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any matters that might arise during any later periods for which we are not engaged as auditors. We understand that you will provide us with the basic information required for our audit and that you are responsible for the accuracy and completeness of that information. We will advise you about appropriate accounting principles and their application and will assist in the preparation of your financial statements, but the responsibility for the financial statements remains with you. This responsibility includes the maintenance of adequate records and related internal control structure policies and procedures, the selection and application of accounting principles, and the safeguarding of assets. We understand that your employees will type all cash, accounts receivable, accounts payable, and other confirmations we request and will locate any documents selected by us for testing. Our audit is not specifically designed and cannot be relied on to disclose reportable conditions, that is, significant deficiencies in the design or operation of the internal control structure. However, during the audit, if we become aware of such reportable ,-- conditions or ways that we believe management practices can be t improved, we will communicate them to you in a separate letter. r-- Peachtree City Airport Authority Page Three Our fees for these services will not exceed $5,500. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. This estimate is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional times is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. We appreciate the opportunity to be of service to Peachtree City Airport Authority and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us, and this letter will continue in effect until canceled by either party. Very truly yours, Geeslin, Johnson & Wetherington, CPAs A1f:: W:~~:!CPA RESPONSE: This letter correctly sets forth the understanding of Peachtree City Airport Authority. Officer signature: Title: Date: 12-31-96 ,..." PEACHTREE CITY AIRPORT AUTHORITY RECORD OF ATTENDANCE AS OF: December 31,1996 Members Regular Meetings Meetings Regular Special Called Special Called Total Last 12 Months Attended Attendance Meetings Last Meetings Attendance % 12 Months Attended % David M. Good 10 10 100% 2 2 100% Janet Wells' 10 10 100% 2 2 100% Bob Patterson 10 8 80% 2 0 67% Dan Carr 10 10 100% 2 2 100% Mike Amos 10 10 100% 2 2 100% . New member 1/1/96 - Members Dates Absent Type David M. Good Janet Wells Bob Patterson 3/6/96 Regular 3/20/96 Special 4/3/96 Regular 5/20/96 Special Dan Carr Mike Amos Meeting Dates Type 1/3/96 Regular 2/7/96 Regular 3/6/96 Regular 3/20/96 Special 4/3/96 Regular 5/1/96 Regular 5/20/96 Special 6/12/96 Regular 7/10/96 Regular 8/7/96 None 9/4/96 Regular 1 0/2/96 Regular 11/6/96 None 12/4/96 Regular r- If.l:. ,. '" Page 1