Loading...
HomeMy WebLinkAbout2023 11 27 Minutes of the Regular Meeting of the BRAA Board of Directors - signed Page 1 of 6 BARKLEY REGIONAL AIRPORT AUTHORITY MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS NOVEMBER 27, 2023 I. Call to Order and Roll Call At 3:30pm on November 27, 2023, the regular monthly meeting of the Board of Directors of the Barkley Regional Airport Authority was called to order by Jay Matheny, Chair of the Board. This meeting was held in person at the airport terminal after being properly advertised and noticed. A quorum of Directors was present throughout the meeting and for the purpose of conducting business. Directors in Attendance: Jay Matheny, Board Chair; John Durbin, Treasurer; George Cumbee; Ashley Johnson; Dann Patterson; and Marshall Davis. Jason Crockett arrived during the meeting. Directors Absent: Emily Roark, Vice-Chair, Jeff James, and Jonas Neihoff. Others in Attendance: Executive Director, Dennis Rouleau; Carol Creason; Ben Stewart (standing in for David Riley), Secretary and Board Attorney; Jamin Heldt (CHA) (via Teams); Casey Jones (CHA); Mike Reiter (CMT) (via Teams); Eric Petterson (via Teams); and Jens Vange (via Teams). II. Appointment of Special Secretary In David Riley’s absence, a motion was made by Director Cumbee to appoint Ben Stewart as special secretary for this meeting. That motion was seconded by Director Davis, and the motion passed by unanimous voice acclamation without opposition. III. Approval of Board Minutes a. BRAA Regular Board Meeting Minutes 10/23/2023 After review, Director Durbin moved to accept and approve the minutes from the regular meeting of 10/23/2023. That motion was seconded by Director Davis, and the motion passed by unanimous voice acclamation without opposition. IV. Finance Committee a. Finance Committee Meeting Minutes The report on this item was given by the Director Durbin, Treasurer. The Finance Committee met on November 20, 2023, at 3:30 and a report was issued. The net equity position saw an increase of $26 million. Actual terminal construction is considered to be in progress because not all bills have been paid; therefore, depreciation will not begin until this project is no longer in progress. Having received these reports, statistics, and information, Director Johnson moved to accept the October 2023 financial and statistical reports. That motion was seconded by Director Patterson, and the motion passed by unanimous voice acclamation without opposition. Page 2 of 6 b. Audit Report Changes were indicated for clarity and ease of reading. The primary material weakness identified was a lack of internal controls for separation of functions. To eliminate this weakness would essentially require the hiring of two additional individuals. Subject to non-substantive changes to p. 5 and footnotes to be added schedules on pages 15 through 26, Director Davis moved to accept and approve the audit report. That motion was seconded by Director Cumbee, and the motion passed by unanimous voice acclamation without opposition. October 2023 financial reports Miscellaneous income of approximately $2,900 for workers compensation. Five chartered flights landing fees occurred in October (one Southwest and four Allegiant). Most expense categories were under budget -- currently under budget by $20,000 and $14,000 under budget from last year. Year-to-date difference is nearly accounted for by the parking lot income. Net loss is $48,000 less than budgeted. As far as account receivables, Contour has been consistently slow to pay but has not been beyond 120 days behind. Having received these reports, statistics, and information, Director Durbin moved to accept the October 2023 financial and statistical reports. That motion was seconded by Director Patterson, and the motion passed by unanimous voice acclamation without opposition. V. Executive Director’s Report No Board of Director’s meeting for December 2023 due to timing with Christmas The CMT team was present because they are kicking off the grand plan study tomorrow. Per Mike Reiter, Nick Brown is the project lead and was present for the meeting today. The meeting tomorrow is an onboarding process to identify goals, needs, and anticipated objectives. Also, on the team and present at the meeting were Haley Kester (Planner) and Kim Schneider (Planner). Part of the scope of work includes their roles as specialty consultants for cargo and MRO discussion. The Executive Directed stated that BRAA needs a document that really charts a path for Barkley Regional Airport. For example, the foreign trade zone with the port may be an area to explore any advantages. CMT understands the importance of having a usable, forward-looking document. The paid parking system go-live date is December 19. The hope is to have the video wall installed next week. A component of utilizing the video wall for marketing revenue includes working with the CVB. BRAA hired two staff members. Peter Daniel Clay is a firefighter and is training in the firehouse (he later appeared in the meeting for an introduction). Lucy Aguilera was hired as Director of Operations; she has a degree in aviation management and has worked with the US military in Honduras and speaks three languages (English, Spanish, Italian). Ms. Aguilera is also a certified flight instructor. At the time of the meeting, she was in Florida on vacation before her anticipated start date of December 6. Charters: there have been six and that is the most Dennis has had since being here. Southwest Page 3 of 6 Airlines Sports Charter plane disembarked with air-stairs because Contour Airlines did not have employees trained to operate the jet bridge on a Boeing 737-700 Aircraft. There was also an issue with us meeting the Airport ARFF Fire Index “B” rating for a 737 Max, so they downsized to a 737-700. The county and city are agreeable to having a joint meeting with the BRAA. The exact date and details are to be determined. The December meeting of the BRAA is currently scheduled for Christmas day. The decision was made to combine the December 2023 and January 2024 meetings into one meeting in January on January 22, 2024. The Airport needs to buy a small snow broom to maintain the outside of the new terminal building. Director Durbin pointed out that this device could be used for general maintenance. Approximate cost of $5,300. Following this report, Director Durbin moved to approve the Executive Director to spend an amount, not to exceed $6,500, to purchase this snow broom. That motion was seconded by Director Crockett, and the motion passed by unanimous voice acclamation without opposition. Trans-Siberian Orchestra is playing in Charlotte and Cirque du Solei is there as well. Parker will be emphasizing through social media reasons to travel through the less-busy season. VI. Old Business a. Airport Terminal Plaque i. Update from Director Patterson This item was presented by Director Patterson who showed the plaque which arrived the day before Thanksgiving. b. Munson Interior – Matheny and Crockett removed from the table – no action is required by the Board and no action was taken. VII. New Business a. Approval of the engagement of Aviation Management Consulting Group (AMCG) for a not to exceed amount of $25,000 from our reserves for Lease Agreement Development, RFP development and evaluation. The Executive Director stated that the current FBO Lease agreement will be expiring on December 31st, 2025. The purpose of engagement is to look at the lease agreement and evaluate the RFP when it comes in. AMCG has been very useful in the past and has held up against the FAA. The Executive Director recommends this firm as the best for this type of work in the United States. David Benner appeared in the meeting via Teams offering information about AMCG and its services. AMCG is a consulting firm that has been around for 25 years and is focused on the compliance documents for lease agreements and RFPs in the aviation industry. The focus of the company is on the general aviation side. Director Crockett asked whether each “Element” will be billed at the same time. In Page 4 of 6 response, Mr. Benner stated that if a particular element is not needed by the airport, it would not be billed. Director Durbin asked about the time needed to have an appropriate amount of time for an FBO RFP. If a transition is required (new tenant), then you want to have a plan in place at least six (6) months in advance. Following this discussion and presentation, Director Crockett moved to approve this item. That motion was seconded by Director Cumbee, and the motion passed by unanimous voice acclamation without opposition. b. Approval of Change Order 32 to the MP Lawson Construction Contract Package 3 Terminal Project for a not to exceed amount of $57,472.97. Jamin Heldt (CHA) presented that this change order pertains to uplighting on the front entry sign that will not be utilized and results in a credit. It also concerns planters in front of departures plaza. These planters have been holding water after large water events due to impervious soil below. The fix is to excavate and create a draining layer to get to the sumps. Each planter is connected by a PVC sleeve, and one planter’s sleeve will be used to drain all the planters. Director Crockett raised concerns about why the airport has the problem. Jamin Heldt answered that there is not a great reason/explanation for why these planters are collecting runoff for the planter itself. Director Patterson echoed Director Crockett’s concerns about the costs. It is anticipated that this project will be 100% local share submitted to City and County for split. This agenda item was discussed and when called for a motion, none was made, and the item failed for want of a motion. c. Approval of Change Order 8 to the Jim Smith Contracting Co., LLC Construction Contract Package 6 Parking Lot Project for a not to exceed amount of $0.00. This change order concerns work to revise the islands to allow for the parking system, which is offset by another pay item. Following this discussion and presentation, Director Davis moved to approve this item. That motion was seconded by Director Durbin and the motion passed by unanimous voice acclamation without opposition. d. Approval of Change Order 1 to JBT Aerotech, Jetway Systems for a $567.64 reduction in the not to exceed amount from $921,436.00 to $920,868.36. Following this discussion and presentation, Director Durbin moved to approve this item. That motion was seconded by Director Crockett, and the motion passed by unanimous voice acclamation without opposition. e. Approval of Change Order 31 to MP Lawson Contract, Package 3 for a not to exceed amount of $1,259.25. Page 5 of 6 Following this discussion and presentation, this item failed for lack of a motion. f. Approval of Change Order 13 to Jim Smith Contracting Co., LLC, Package 1 Site Development for a not to exceed a final contract total amount of $8,692,267.32. Following this discussion and presentation, Director Durbin moved to approve this item. That motion was seconded by Director Davis, and the motion passed by unanimous voice acclamation without opposition. g. Approval of Change Order 10 to Jim Smith Contracting Co., LLC, Package 2 Airside Development for a not to exceed a final contract total amount of $6,257,232.80. Following this discussion and presentation, Director Crockett moved to approve this item. That motion was seconded by Director Johnson, and the motion passed by unanimous voice acclamation without opposition. h. Approval of CMT Task Order FY2024 – 05 for the design of Rehabilitate Airport Operations Area (AOA) Vehicle Service Road for a not to exceed amount of $145,325.00. BRAA will have to front the funds, but the state has agreed to reimburse. All but $14,000 (10% match) will be refunded by the FAA. Following this discussion and presentation, Director Cumbee moved to approve this item. That motion was seconded by Director Crockett, and the motion passed by unanimous voice acclamation without opposition. VIII. Chair recognition of Director Ashley Johnson for her service as this is her last meeting as a Director of BRAA. IX. Executive Session (if needed) An executive session of the Board was needed for discussions under the following exemptions to Kentucky’s Open Records Act – KRS 61.810(1)(f). Director Mathey moved to enter executive session under those provisions. That motion was seconded by Director Cumbee, and the motion passed by unanimous voice acclamation without opposition. The Board entered executive session at 5:25pm. The Board came out of Executive Session at 5:30pm. No action was taken while in Executive Session. Action taken following Executive Session: Director Cumbee moved to give a bonuses of $18,000 of which $10,000 was for the Executive Director, and the remainer to be distributed to employees as the Executive Director sees fit. That motion was seconded by Director Patterson, and the motion passed by unanimous voice acclamation without opposition. X. Adjourn Having concluded the Board’s regular business, Director Johnson made a motion to adjourn the meeting. That motion was seconded by Director Patterson, and the motion passed by unanimous voice acclamation without opposition. The meeting was adjourned at 5:32pm. Page 6 of 6 X Emily Roark Board Chair X David Riley Board Secretary David Riley (Feb 6, 2024 13:27 CST) Emily Roark (Feb 9, 2024 17:23 CST)