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03-08-2000 Regular Meeting ".... PEACHTREE CITY AIRPORT AUTHORITY MINUTES OF MEETING March 8, 2000 The March meeting of the Peachtree City Airport Authority, was held at the Aviation Center, Peachtree City-Falcon Field Airport, on March 8, 2000, at 7:00 p.m. Those present were Authority Chairman: David M. Good; Members H.E. Buffington, Catherine M. Nelmes, Mark G. Bunker; Airport Manager James H. Savage; Assistant Manager B. Andrew Bolton; Bookkeeper Debbie G. Thornton; and Authority Attorney Douglas B. Warner. Member Susan M. Cates was absent. I. ANNOUNCEMENTS Mr. Jim Toombs, tenant and local FAA Air Safety Representative, announced that he will holding an FAA Aviation Safety Program meeting in the Aviation Center at 7:00 p.m., Thursday, April 13, 2000. The subject will be "Know Your Airplane." "..." f; . Reservations are not required, but participants should bring their Pilot Operating Handbook and weight and balance data for their aircraft. The program will review weight and balance calculations and aircraft performance using an FAA checklist designed to work with most aircraft. Participation in this event fulfills one of the requirements of the Pilot Proficiency Award (WINGS) Program. II. APPROVAL OF MINUTES A motion to approve the minutes of the February 9, 2000, meeting as presented, was made by Mr. Bunker and seconded by Mr. Buffington. The motion passed unanimously. III. REPORTS r- ~ Airport Manager - Jim Savage Mr. Savage presented the following report: 1 ",....., ~; , , "...., t 4. 5. IV. "...., ~ ~ MANAGER'S REPORT. MARCH 8, 2000 1. During the month of February, it was necessary to raise fuel prices on both Jet A and AvGas, twice. Both increases were for $.10 each, the first effective on February 1, and the second on February 23. We have just received fuel loads of each product, and depending on our latest fuel cost, it may be necessary to raise them again. Like auto gas, aviation fuel is expected to continue its upward spiral. Since January of 1999, the wholesale price of Jet A has risen $.42 per gallon and AvGas has gone up $.40 per gallon. 2. The survey that was included in your "Monday" pack has been sent to many of the businesses and industries in the Fayette County area by our consulting engineers, Wilbur Smith and Associates. This information will be used in the development of our up-dated Master Plan. 3. The City provide crews and equipment to re-work several areas of grass on the airport that had been beaten down during past airshows. The crews arrived on Monday the 28th of February and were completed by Wednesday the 1". - Our Airport Maintenance Technician, 80b Gray stated that the work was completed in a timely and very professionai manner, and that in his opinion we could not have expected better had we used an outside contractor. The ccst of these repairs is included in the airshow budget and if performed by an outside contractor would have exceed $10,000. On Wednesday, March 1st, the Wings Over Dixie Airshow and Festival, LLC, held a reception for the advanced team of pilots from the Canadian Snowbirds, the feature demonstration team for the airshow scheduled for May 13'" and 14th. Some seventy five people were in attendance to hear Mr. Lewis Jordan, Chairman of the LLC, encourage local companies to sponsor the charity event and to meet part of the nine aircraft team that wil! be performing during the event. Financial Review. OLD AGENDA ITEMS None. 2 V. NEW AGENDA ITEMS ~ , 00-03-01 Consider lease transfer for Hangar site D-20 from Mike Gunn to Mike Prator. Mr. Savage briefed the Authority on the provisions of the lease agreement that gives the Authority the right of first refusal for any bonafide offer to purchase the leasehold improvements and lease by a third party. Given the current financial condition of the Authority, Mr. Savage assumed that the Authority would not exercise its right of first refusal and recommended that the lease transfer be approved as requested. A motion was made by Ms. Nelmes and seconded by Mr. Bunker to approve the transfer as requested and authorized the Chairman to sign all documents necessary to affect the transfer. The lease will be transferred "as is" with no changes to its original length, terms or conditions. The motion passed unanimously. 00-03-02 Consider formation of PCAA sub-committees to assist airport operations. ~ Chairman Good reviewed his request to put this item on the agenda and his recommendations for the areas that he believes each of the Authority members should concentrate their efforts. Following discussions about the structure and use of the term "sub-committee" it was agreed that the intent was for each of the members to participate as a committee of one, and following a suggestion from Mr. Jim Toombs, settled on the term "Subject Matter Expert" for each of the members. By consensus of the members, the following areas of concentration were assigned: Susan Cates - Office administrative procedures, tenant communications and newsletter. Cathy Nelmes - Airport layout, master planning and grants. H.E. Buffington - Computer systems and web site development Mark Bunker - Financial planning and budgeting. - . ~i No formal actions were taken. , f 3 00-03-03 Review PCAA current financial position and consider options for future operations. r , Mr. Savage began a long review of the financial situation of the Authority, explaining that over the last few months it had become apparent that there had been many entry errors in the accounting system and that since Ms. Thornton had joined the staff most of those errors had been corrected, at least from February 29, forward. After meeting with Accountant Mr. Ed Wetherington and reviewing the situation, the problem appears to be associated with the way the pre-sale of fuel has been entered, and generally in the way some cost of goods sold have been calculated. Apparently, the inventory control function that is part of the accounting system has not been used as intended, therefore the balance sheet has numerous errors as well as the profit and loss documents that are created each month for review. At Chairman Good's request, airport staff completed a full inventory of parts and supplies this week and at meeting time had provided a manual calculation of current inventory. f'"'"' . Mr. Savage recommended that before the Authority take any action regarding future operating budgets, that he be given two weeks to do a complete review of the books and reconstruct, to the extent possible, the last severai months of operation to provide a better basis for the Authority to determine future operating budgets. , ~" Chairman Good called for Mr. Savage and staff to provide the best data and recommendations possible for solving the problem, and called for a Special Called Meeting to be held on March 22, 2000, at 7:00 p.m., at the Aviation Center, to continue discussions on this item. No further actions were taken. VI. EXECUTIVE SESSION At 7:57 p.m., Chairman Good indicated that he knew of no items for Executive Session and called for a motion to adjourn. - Ms. Nelmes moved to adjourn, which was seconded by Mr. Buffington and was passed ~~ D";d M. Good, Ch,;""" 4