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10-07-1998 Regular Meeting ,..-, PEACHTREE CITY AIRPORT AUTHORITY MINUTES OF MEETING k , t October 7,1998 The regular meeting of the Peachtree City Airport Authority, was held at in the City Hall Council Chambers, Peachtree City, on October 7, 1998, at 7:00 p.m. Those present were: Chairman Robert B. Patterson; Members: David M. Good, H.E. Buffington, Daniel E. Carr; Airport Manager James H. Savage; Recording Secretary Ciair I. Ford; and Authority Attorney Douglas B.Warner. Member Susan M. Cates was absent due to illness. I. ANNOUNCEMENTS None. II. ADDITIONAL AGENDA ITEMS None. III. APPROVAL OF MINUTES A motion was made by Mr. Good and seconded by Mr. Buffington to approve the minutes of the September 1, 1998, Authority meeting as presented. The motion passed unanimously. A motion was made byMr. Good and seconded by Mr. Buffington to approve the minutes of the September 22,1998, Authority meeting as presented. The motion passed unanimously. IV. REPORTS A. Airport Manager. Jim Savage Mr. Savage distributed the following report to the members: 1 AIRPORT MANAGER'S REPORT. OCTOBER 7,1998 ,..--,. 1. I would like to introduce Ms. Clair Ford, our new Bookkeeper and Office Manager who will working on a full time basis. Clair has recently moved back to the Fayette County area from Florida, with husband John and four children. Her background includes operating her own retail business, property management, bookkeeping, human resources and as an executive assistant to the CEO of Federal Trust Bank in Winter Park, Florida. Shirley Comer our former part-time bookkeeper, who is taking a three week vacation, has indicated th.at she is interested in continuing with the Authority and has expressed interest in working as a part-time receptionist in the FBO. 2. Monthly Budget review. See attached budget information. r ~ h k 3. On September 24, we installed a new pilot weather briefing system from WSI. While similar in many regards to the previous system that Stevens Aviation had installed, this new system is far more intuitive to the first time user, provides more weather information on a near real-time basis, will allow you to file flight plans via three different DUA T systems, provides on-screen help menus, color prints of weather charts, all for the same cost as the old system. 4. While we have not yet seen a printed version of the "Wings Over Dixie 98" airshow's financial statement, it appears that 15,000 to 16,000 people attended the tWo day event and the show generated some $25,000 for the Dixie Wing and the Fayette County Youth Protection Home. Most comments regarding the show, that I have received from the public, were most favorable. Many stating that it was one of the best that they have ever attended and are looking forward to next year's. All in all, the show went surprisingly well, with some rough edges. Traffic and auto parking were problems on Saturday, but by making Dividend Drive one-way on Sunday, we eliminated most of the delays seen on Saturday. Because of the heat, it became very obvious that we need free water sources for the public, additional trash cans, as well as multiple pay phones and an ATM. During our debriefing, we discussed the price of food and beverages and concluded that instead of using a commercial vendor, we should explore the idea of a civic club such as the Kiwanis becoming the "Master Vendor" and working with the other civic clubs as a source for products. This would allow all of the clubs to generate a greater income, at lower prices, than what was offered by the commercial vendor. 2 5. I would like to remind everyone that we are hosting the Georgia Airports ,..., Association Annual Conference, November 4 - 6, at the Wyndham Peachtree Conference Center. All Authority members are invited to attend the reception Wednesday night, at 6:00' P.M. and the Bar B Q cookout on Thursday night, also at 6:00 P.M. We are expecting some 100 to 150 conferees, including opening remarks on Wednesday afternoon by Governor Zell Miller. Because this is the same night of our regular scheduled Authority meeting, you may wish to consider another night for the meeting. I will not be available during the conference. 6. Finally, Mr. R. Dale Donegan, our new Director of Aircraft Maintenance, is planning to start operations on or about October 15. We issued a press release on Monday outlining his operational plans. ,..., t I am requesting to spend up to $5,000 for incidental start-up costs, such as telephones to hook up to our existing system, a new computer and printer to work with our new network, signage for the building, uniforms for the maintenance personnel, work order/invoice forms, advertising in the form of mailers to aircraft owners and other similar expenses. Following Item 5 during the verbal presentation of the above report, a discussion was held by the Authority regarding the date for the November meeting and whether or not the Authority should move its monthly meetings to the Aviation Center. It was agreed that the members would check their schedules for November and advise Mr. Savage what alternate dates were acceptable. A motion was made by Chairman Patterson and seconded by Mr. Good that the all future meetings of the Authority would be held in the Aviation Center at 7 Falcon Drive. The motion passed unanimously. Following itern 6 of the report, Mr. Savage and the Authority discussed the need for various start-up items for the Aircraft Maintenance Operation. A motion was made by Chairman Patterson and seconded by Mr. Buffington that up to $5,000 be approved for incidental start-up costs as requested. r-, i r ~; . The motion passed unanimously. 3 V. OLD AGENDA ITEMS r"\ 98-09-02 Consider proposals for annual inspection and service of FBO Hangar and Aviation Center fire protection systems. Mr. Savage explained that after the last Authority meeting, at which the Authority approved $2,800 for a three year contract, he had contacted Atlantic Coast Fire Protection, Inc. to make that offer. Atlantic Coast had responded with a counter offer of $4,200 for a three year contract, but had remained firm on their price of $1,550 for a single year contract. Mr. Savage reminded the members that an inspection by the Peachtree City Fire Department in August gave the Authority until mid-October to have the system tested and certified. He recommended that they accept the one year contract. Chairman Patterson requested that Mr. Savage investigate the possibility of having Maintenance Technician Bob Gray certified to do the testing in future years. ,..." ~.. A motion was made by Mr. Carr and seconded by Mr. Buffington to approve the one year contract as submitted, for a price of $1 ,550. The motion passed unanimously. 98-09-04 Authorize Airport Manager to negotiate service agreement with LaGrange Aero, Inc., dba Thrifty Car Rental. Mr. Savage briefed the Authority regarding his recent meetings with both Thrifty Car Rental and Enterprise Car Rental to seek proposals for the FBO to act as an agent or operator for customer car rentals. Mr. Good had attended the meeting with Thrifty and offered his insight. Both companies are to have proposals to Mr. Savage prior to the next meeting of the Authority. Hearing that, Chairman Patterson called for the item to remain tabled until the next meeting. No further action was taken. 4 VI. NEW AGENDA ITEMS ~, 98.10-01 Consider proposal from Windsock's Limited to build restaurant at the Aviation Center. Mr. Savage briefed the Authority on his efforts to date to determine a cost estimate of the project and to determine a lease rate range for such space. Mr. Jim Clark of Windsock's gave a brief description of the restaurant that he and partner Ed OeGross wish to operate. Mr. Savage recommended that the Authority advertise for proposals from building contractors for a design/build project to construct the basic design requested by Windsock's, and that following a successful selection of a builder, that a similar request be offered for a restaurant lessee/operator. By consensus, Mr. Savage was directed to proceed per his recommendations. No further actions were taken. 98-10-02 Consider proposal from Walker Whiteside, Inco to rewire six taxiway lights on Taxiway "0" near new hangars. Mr. Savage gave a brief description of the need to replace or remove up to six taxiway lights on Taxiway "0" due to pending construction of four new hangars on that taxiway. Based on the price of $12,968 submitted from Walker Whiteside, it was Mr. Savage's recommendation that the lights be removed in that area, with the necessary wiring to operate adjacent lights be placed in an appropriate sized PVC conduit. The cost of the rewiring to be borne by the hangar tenants as replaced. By consensus, the Authority agreed to let Mr. Savage handle this item administratively. No further action was taken Hearing no other business to consider in open session, Chairman Patterson called for a 10 minute recess with the intent to reconvene in Executive Session to consider personnel matters and to confer with the Authority Attorney. 5 ,-" VII. EXECUTIVE SESSION ('-, , ~ r v , L ~ Mr. Savage briefed theAuthority on recent employee issues, however no official actions were taken. Hearing no further business to be considered by the Authority, the Chairman called for a motion to adjourn. At 8:25 p.m., a motion to adjourn was made by Mr. Carr and seconded by Mr. Buffington. The motion passed unanimously. ~~ Attested by: ~..::-=-- - Robert B. Patterson, Chairman 6 OPS BUD Sept 98 ,......., , , BU-DGET BUDGET AND PROJECTED CASH FLOW. AIRPORT OPERATIONS. FY98 (Revised 10/1/98) I j I : JUN Actual I JUL Actual :i AUG ! Actual i SE? ! Actual ! ! SE? Budget OCT I NOV TOTALS Budget i Budget Actual/Date .-- -- TOTAL~_ Orlg Bu~_ REVENUES: Airport ~~rations Tie-downs Flight s~~~ol rent Private H.a~gars T-Hangar,;__ Thru-the-fence FAA reimbursement Hotel/Motel Tax ... - - --~- Miscellaneous ___n ..._... Sub-total o_____ 1,254 ' 954 . 8351 1,174 i 1,350 1,350 ' 1,350 4,217 _.!!:1QO o. 2,858 0' 1,414 ' 1,414 1,414 ' 1,250 4,272 ;:,500 2,785 ! 1,695 ' 1,525 ' 1,535 i 2,415 2,415 2,415 7,540 .14,490_ 6,532 , 6,349 ' 5,598 ' 5,638 i 6,507 6,507, 6,507. 24,117 ~9-,-0~2 . O. 0 0 0' 0 0 0 0 175 0, O' 0' 0, 0 O' 0 0 0 16,145 15,154 14,669 ' 14,172T 16,000 16,000 . 16,000 60,140 96,000 186,808 . 875 24,745 . 50 ' O! 0 0 212,478 0 213,524 i 27,885 ' 47,372 ' 23,983 [ 27,686 . 27,686 ! 27,522 312,764 165,.~07_ , .----.-....-,..----.-- - -- ._--.. I-- - -_. OPERATING EXPENSES: Airport _Operations Professional fees _ u__.._ ~s~.~~_I!_~e :ilities :Eort maintenance . ._ ai'h pickup . _q_~~~ expense Dues ~J~~b!ications ~dvertis~n_9 ~ T eteohana Employee_~penses Payroll. Navaid Maintenance "._----- _ ~~~~~ ~~enses Sub-total .l..- 0, (920), (8,202)[ (3,171)1 (1,500)1 (1,500)i (1,500)i (1,049)1 (983)1 (1,982); (2,936)1 (2,000)i (2,000)[ (2,000)' (753)1 (1,284)'___ (620)[ (1,712)1 (1,750)1 (1,750)! (1,750)' (21,880)1 (5,733): (16,327)1 (2.284)! (1,500)1 (1,500)1 (1,500), . 0: 0' (168)1 (218)1 (300)! (300)1 (300)1 (340)1 (218)1 (1,n4)i (971)1 -- (350)1 (350)1 (350)1 01 (34)1 o i 0, (100)1 (100)! (100)' , (175)1 (87); 0 (578)1 (500); (500)1 (500); (171)! (250)' (1,770); (1,230)[ (350), (350)1 (350), (281)! (175), (408)1 (469lL (400), (400)1 (400): (8,937)1 (8,633)1 (11,325)1 (11,485)! (11,348)1 (11,719)! (11,719), (719)1 (719)1 (949)1 (719)1 (750)1 (750)1 (750)! 01 0 O! (3,698)1 0, 0 0 (34,305) ! (19,036)! (43.525)[ (29,462)! (20,848)1 (21,219)1 (21,219), 1 , 1 (12.293) (9,000) (6,950), (12,000) (4,369) (10-,-52QIj (46,224); (9,00921 (386)' (1 '80~) (3,303). (2,.!,OO) (34)(6001 (840) (3,000) (3,421)~.~1..00) (1 ,3~iLi2.190) (40,380) (?~,84!l) (3,106) .~_ (4c5001 (3,698) 0 (122,630) (11<!c~~) ~BT SERVICE: .-- __oj ---..-..- Note '92: #9004 - (15yr) Mnt Hgr (3.086)! (3.086)1 (3,086)1 (3,086)1 (3,086)1 (3,086)1 (3,086): (12,344) (18,~!1l) -Note,'95: #9003 - (7yr) Capt Eq (2,005)1 (2,005)! (2.005)1 (2,005)1- . (2,005)1 (2,005)1 (2,005)! (8,018) (12,028) rNoi~ '96: #9001 - (7yr) Capt Eq (1,064)1 (1,064)1 (1,064)1 (1,064)! (1,064)1 (1,064)1 (1,064)1 (4,255) (6,383) I Note '96: #9005 - (15yr) T-Hgr B (2,934)1 (2,934)1 (2,934)1 (2,934)1 (2,934)! (2,934)1 (2,934)1 (11,736) (17,~0i) ~~Note ~96: #9006 - (15yr) AvCentr (7,369)1 (7,369)1 (7,369)1 (7,369)1 (7,369)1 (7,369)1 (7.369)1 (29,476) (44,213) _<::_~.dlt Line 01 0' 01 ot 01 01 O' 0 0 Sub-total (16.457)1 (16,457)1 (16.457)1 (16.457)! (16.457)! (16,457)1 (16,457)1 ( 16,457) .198,,744) , 1 I I 1 i I MONTHLY CASH FLOW: 162.762 ! (7,608)1 (12,610)1 (21,936)1 (9,619)1 (9,990)! (10,154)1 -- 173,677 (64,285) r 1:>" , , FBO BUD Sept 98 ,.- BUDGET AND PROJECTED CASH FLOW. FBO OPERATIONS. FY98 (Revised 10/1/98) J..-. SEP , Actual BUDGET JUN Actual I JUL Actual ! I 1 20,115 i 20,572 ! 40,787 I I 215 i 161 I 47 i 9,249 I 9,672 I AUG Actual ~~;~t~j ----I 150,000 I 82,950 232,950 SEP Budget OCT Budget I NOV Budget TOTALS Actual/Date REVENUES: Fuei Sales ,Jet A - sales , AvGas - sales Sub-total i 26,513 26,513 , 26,513 65,464 17,855, 17,855 i 17,855 109,723 44,368 . 44,368 : 44,368 175,187 17,068 i 17,210 I 34,278 , I 15,294 . 40.006 ' 55,300 [ 12.987 I 31,835 i 44,822 : i 163 I 88 i 526 i 1,797 i 2.574 ' Other Inoome Overnight parkin9 'Aircraft oil sales I "veiiiii"-g, pilot supplies & mise: " FB(),hangar rent Sub-total 0, 274 , 109 I Q! 383 777 ' 148, 340 . 2,655 '3,920 100 , 100 [ 100, 1,155 600 751 75 [ 75 : _..,~--- 671 450 100 I 100 , 100 [ 1,022 600 3.000 : 3,000 ' 3,000 : 13,701 18,000 3,275 3,275 3,275. 16,549 19,.650 --'-' -.---.-. OPERA T11-1(; EXPENSES: Fuel e~~ense """",,,i truck rental 'I farm debt service ~l farm maintenance vI ddit card fees - -S'ales tax disbursements ~-\~r.aft'oil expense Insurance EUtHili.es. _____ Office expense .Q.uii_a~d publications I Advertising (10,337)1 (35,323). 0, _ (950)1 (1,575)1 (1,500)' o I 0 : (806)1 (539)1 o 1 (3,804)1 (423)1 (2,739)1 0: (3.125)1 (1,284)1 (3,795)1 (5,307)1 (1,525) I o (105)1 0'1_ (888)1 (22.405) I 0. (':575)1 o 01 0, 0' (1.049)1 (752)1 (340)1 01 (175)! (1~,971)1 (21,390), (21,390)1 (21,390)1 (88,036) (132,~5Ql (1,900)1 (1,675)1 (1,675)1 (1,675)1 (2,850) .i10,050) (1,500)1 (1,500)! (1,500), (1,500): (6,150) .19,450) 0' J200)! (200)1 (200)! 0 (1,200) (550)[ (887)1 (887), (887); (1.895) (4I~11 (1,520)1 (2,049)1 (2,049), (2,049)[ (5,324) (11,088) (419)1 (50)1 (50)1 (50)1 (3,581) ,..l~Q) (4,948)1 (1,000)1 (1,OOO)! (1,000)1 (9,122) (6,000) (1,712)1 (1,600): (1,600)1 (1,600)1 (7,543), (9,600) (374)1 (150)1 (i"5Oj'f- (150jl (7,546) (900) 0: (100)1 (100)1 (100)1 (105), (6~ OJ (100)1 (100)1 (100)1 (1,063) (600) Telephone (171)1 (248) (862)1 (274)1 (250)1 (250)1 (250)i (1,555). (1~00) _Employee uniforms O. i (2,687)1 (338)1 01 (200)1 (200), (20011 (3.025) (1,200) Payroll 0' (8,9151 (9.296)1 (14,355)1 (15,870)1 (15.870)i (15,870)1 (32.567) (67,~~ Coffee supplies o I (73) (104)1 (89)1 (150)1 (150)1 (15011 (266) (90(J) We?~c!._5?cmputer o i O. (450)1 0' (150)1 (15011 (150)1 (450) (900) FaG facility,maintenance J433}i__ (365)1 {,2,537) ; (1,623)! (250)i (250)1 (250)1 (4.958) --- ({SOO)I FBO,eG.uipmenl fuel & main! 0 (365)1 O' (173)1 (200ll (200)1 (200)1 (538) ,L~,~o.Q) ---- 'pil~t~upplies O' 01 0: (183)i o. O' 0' (183) 0 --!------ , --------- _tv1i~~:_Expense 0' 01 O. (3,044)1 01 0, Oi (3,044) 0 I-- _~.ub,-total (26,900)L (32.385)1 (67,880) (52,636) I (47,77!)I (47,771)1 (47,771)1 (176,574). (2~!:Z~ 1 i ! [ _. 8 i MONTHLY CASH FLOW: 7,761 I 1 ,074, (8,660) (5.240)1 (129)1 (129)1 (129)1 15,162 (9,189) ~ f CASH FLOW SUM Sept 98 ,-, B A M D E PROJECTED CASH FLOW & SANK ACCOUNT SUMMARIES - FY98 (REV 10/1/98) ----, 1 - JUN AUG , NOV --- )NTH i , JUL SEP SEP OCT TOTALS TOTALS i , .... ! Ori.g13ud Actual Actual i Actual i Actual Budget Budget Budget ; Actual/Date, SH FLOW SUMMARIES: ! - , -,---- - - , 162,762 : (7,608)1 (12,610)1 (21,936)1 (11,528)1 -..---.- rpart Oe~rations (11,528)1 (11,528)1 120,607 (64,2_8~) o Operations ! 7,761 i 18,074 i (8,660)1 (5,240)1 (129)1 (129)! (129)1 11,935 ~,558 -iiiiaiEquipment Purchases , 01 01 o i {16,O08)1 0' 0 01 {16,O08)1 0 I TOTAL CASH FLOW: I 170,523 I 10,466 I (21,270)1 (43,164)1 (11,657)1 (11,657)! (11,657)1 132,542 (57,727) -..-.--. I .1 I , , 1 , ! ...---,.'. 1 1 , -- , 1 , NKACCOUNT SUMMARY: , 1 , ! , I , i ; n.._ I I -.- , i i eQin~ingGen Fund Bal I 47,841 , 218,468 1 54,153 I 33,272 1 20,457 ! 16,352, 12,236 ! , ccrued Interest 1041 219 i 389 i 76 i 51 , 41 31 - 0__"" on_. onthly Cash Flow , 170,523 i 10,466 i (21,270)1 (43,184)1 (11,657)1 (11,657)1 (11,657)1 , ----- ,. ~osits - (Transfers) o i (175,000)1 0' 17,5001 7,500 ' 7,500 , 5,000, n.<!iI1g Gen Fund Bal 218,468 I 54,153 i 33,272 1 7,664 1 16,352 i 12,236 5,610 i i , I , ~i""jnQ~Capital Acct Bal 3,625 ! 22,695 ' 22,714 ' 22,756 . 3,645 3,654 3,663 , - ---.-... ccrued Interest 6, 19 ' 42 i 60 . 9 9 9 eposlts- (Tiansfers) 25,000 ' 0' 0' O' 0 0 0' .-.-.--. isbursements (5,936)1 0 0 (22,816), 0 0 0 ndl~9 Caeital Acct Bal 22,695 ; 22,714. 22,756 . 0' 3,654 . 3,663 3,672 ' ---....---... ~_..,.__. - >i~n-"jng ~rant Fund Bal 878 : 880 ! 881 884 -- 882 886 888 .--'. crued Interest , 2i l' ! 1 2' 2 . 2, 2 aposits - (Transfers) o I 01 0' 42,934 , 0 .---.- 0 0 isbursements 01 o I o i (23,084)1 0, 0' 0, nding Grant Fund Bal ! 880 I 881 ; 8821 20,734 1 886 888 891 , , I 'I , i , , , ------.. , 174,709 I 175,336 ! 351,052 1 i 371,485 1 358,326 1 ~innlng Reserve Fund Bal , 351,771 , 364,914 i ccrued Interest i 6271 716 : 719 ! 1,3921 9291 912 ' 896 i eposlts - (Transfers) 01 175,000 ! 01 22,816 ! (7,500)1 (7,500)1 (5,000)1 , isbursements i 01 0' 0: (40,500)1 o I 0 0 ---.---- , 175,336 I 351,052 1 364,914 I nd~r1jl__Reserve Fund Bal , 351,771 , 335.479 i 358,326 354,222 i i , , ! , . I otal - Bank Accounts: I 417,379 ! 428,800 i 408,681 I 363,877 I 385,806 , 375,113 i 364,394 , ~---.._- ! , , , -_.. ! 01 0' 01 __u. redit Line Balance 0 Of 0 0 -_.._._~,~._- 296,944 I 296,944 . 295,623 294,354 1 294,704 ' ate: #9004 - Bal , 293,504 ' 292,304 ate: #9003 - Bal 89,419 I 89,419 ! 87,946 86,484 1 87,120 ' 85,820 ' 84,520 ...... .._ ,'..n .-" ate: #9001 - Bal i 52,422 i 52,422 I 51,673 50,930 I 51,196 : 50,521 49,848 ate: #9005 - Bal 301,501 , 301,501 ' 300,326 299,206 : 299,769 . 298,769 ' 297,769 i -- ate: #9006 . Bal 757,227 ! 757,227 ! 754,278 751,464 , 752,924 ; 750,424 . 747,924 , -, -- , --..---... , ! I , I , ! I I n otal . All Loan Salances: I 1.497,513 1.497,513 i 1,489,846 1 1,482,438 1 1,485,713 ! 1,479,038 1,472,363 j - i I i , I - , ircraf!. 9H Inventory ! I 1,1511 1 -- - - - ! i ---- itot Supply Inventory i - . - 1 2,.117 ! 1 : I i 'ellnventory I 18,129 I 20,781 , 12,688 ! 22,229 1 20,000 ! 20,000 , 20.000 I , i , : i , 1 ! I I , ,tal inventory @ Cost: ! 1 I ! 25,497 I I 1 CA Ai FB Ca SA B A D D E ~ o E B A D D E T C N N N N N T A P 10-31-98 ",""": PEACHTREE CITY AIRPORT AUTHORITY RECORD OF ATTENDANCE AS OF: October 31,1998 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% 6 6 100% Susan M. Cates - 2 1 50% 1 1 67% Robert B. Patterson 10 10 100% 6 6 100% Daniel E. Carr 10 8 80% 6 5 81% H.E. Buffington . 9 9 100% 6 6 100% . Note: New member as of 1/1/98 - New member as of 8/6/98 - , t ~. Members Oates Absent Type David M. Good Susan M. Cates 10/7/98 Regular Robert B. Patterson Daniel E. Carr 2/4/98 Regular 4/28/98 Special 9/1/98 Regular H.E. Buffington Meeting Oates Type 1/7/98 Regular 2/4/98 Regular 2/21/98 Special 3/4/98 Regular 4/1/98 Regular 4/20/98 Special 4/28/98 Special 5/7/98 Regular 5/21/98 Special 6/3/98 Regular 6/8/98 Special 7/1/98 None 8/5/98 Regular 9/1/98 Regular 9/17/98 Special 10/7/98 Regular 11/12/97 Regular 12/3/97 None Page 1