CHESAPEAKE AIRPORT AUTHORITY MINUTES January 12, 2011

The regular meeting of the Chesapeake Airport Authority was held on Wednesday,

January 12, 2011 at 7:00 p.m., at the Chesapeake Regional Airport, Chesapeake, Virginia.

CALL TO ORDER
Mr. Lee Lowder declared a quorum present and called the January 2011 meeting to order at 7:00 p. m.

MINUTES
After review of the minutes, a motion was made and passed unanimously to accept the minutes from the November and December 2010 meeting.

TREASURER’S REPORT
Mr. Lee Lowder asked the board to consider letting the Finance Committee do a thorough review of the financials every month and report to the board anything that they may find instead of going through them at each meeting. It is still important that each member review the materials that are emailed them and then at the meeting bring up any questions a member may have on what they have on the financials.

Mr. Burke Craver stated that he does review the financials every month and that any questions that he may have are immediately answered in a timely manner. Mr. Craver stated that if any members have questions on the financials they can call him or Mr. Love.

Mr. Lee Lowder stated that this is not meant to prevent any member from questioning anything but allows the members to concentrate on other matters but still holds the Finance Committee responsible for a thorough review of the financials and to report to the board anything that they may have. A motion was made, seconded and passed unanimously to accept the change made to the way the treasurer’s report is presented.

INVOICES
Mr. Joe Love went over the invoices for the month: PIG $21,094.38 (Maintenance Bld); Talbert & Bright $12,380.35 (Obstruction Removal); $3,254.35 (Obstruction Removal): $9,633.50 (Land Acquisition); and $2,070.97 (Fire Suppression); Virginia Resources $27,819.45 (Obstruction Removal); Austin Electrical $1,280 (MALSR); USA Bluebook $1,630.71 (Wastewater Treatment Supplies); and CTI Consultants $1,641.45 (Maintenance Bld). A motion was made, seconded and passed unanimously to accept the treasurer’s report and the invoices for the months of December 2010 and January 2011.

OLD BUSINESS
APPROVE REVISIONS TO STANDARD PROCEDURES AND INTERNAL CONTROLS REGARDING CASH RECEIPTS AND TRAVEL VOUCHERS
Mr. Love discussed the revisions to the internal controls and cash receipts and travel vouchers with the board. A motion was made, seconded and passed unanimously to accept the revisions as discussed.

NEW BUSINESS
FY 2012 BUDGET
Mr. Joe Love discussed the draft operating budget. Mr. Love passed out copies for review and will be voted on at the next meeting. Mr. Love stated that he has worked with the Finance Committee in creating the operating budget. Mr. Love discussed one line item under revenue, funded by a small funds grant, to buy equipment that is needed at the airport. Mr. Love stated that he classified this as a capital outlay for the budget year. Mr. Love asked that the board let him know of any inputs the members may have.

Mr. Kurt Kennedy questioned whether we could sub-out the landscaping at the airport to save money in buying equipment and personnel services. Mr. Lee Lowder concurred with Mr. Kennedy. Mr. Lowder stated that we should look into getting prices from companies that do the landscaping and snow removal to compare which way would be more feasible for the airport. Mr. Tom Love stated that we should get the price for all the mowing and have each section of mowing broken out for comparison.

RFP FOR AUDIT SERVICES
Mr. Joe Love discussed the updated RFP for Audit Services. Mr. Jay Poole at the city updated it for us. Mr. Love will be sending the RFP’s out to select companies directly. Mr. Love will request that the RFP’s be back to the airport by February 4th to be reviewed by the Finance Committee to make final selections.

TALBERT & BRIGHT
Silviculture (Obstruction Removal)
The contractor is currently on shutdown due to poor site conditions. The contractor met with the state forester to look at the site and to get recommendation. The recommendation was to stop until the site could dry out. The concern was for the potential of disturbing wetlands. The contractor will be checking back routinely to check the field conditions to determine the best time to start back. It is expected that they will be back to work some time in April.

Fire Suppression (Phase I – Waterline Extension)
A pre-construction meeting was held today for the waterline extension. The contractor is preparing to start work some time in mid-February. This will be the first phase of the construction of the Fire Suppression system.

Land Acquisition (RPZ RW 5 Approach)
The plat was finalized and draft copies delivered to the airport manager today for review. The title reports are complete and information will be sent over to the appraisers soon to begin their work. Once the appraisal and review appraisal are complete we will have a better idea of the impacts to the property and be able to get a better determination on just how much of the subject properties will have to be purchased in fee simple.

AIRPORT MANAGERS REPORT
Maintenance Building
Mr. Joe Love stated that the building is complete and we are moved in.

Snow Removal Report
Mr. Joe Love stated that we had to close the airport on Sunday because the snow was coming down faster than we could keep it off the runway. On Monday we were able to clear the runway and opened up the airport and the Lear Jet was able to take off without any problems.

CHAIRMAN’S REPORT
Mr. Lee Lowder stated that he would like some feedback from the FBO committee, the FBO and Mr. Love to determine what we can do to enhance the FBO.

Mr. Tom Love stated that the FBO has not given the FBO committee feedback on the proposal that the committee has put together.

EXECUTIVE SESSION
Mr. Vince Gordon made a motion, seconded by Mr. Tom Love to assemble informally to meet with legal counsel in a closed meeting in accordance with the Virginia Freedom of Information Act, Section 2.2-3711.A, Clause 1, as indicated on Form I attached hereto and made a part hereof.

Mr. Vince Gordon made a motion, seconded by Mr. Herb Perlin and passed unanimously to adjourn the Executive Session in accordance with the resolution in accordance with the Virginia Freedom Information Act, Section 2.2-3712, as indicated on Form II attached hereto and made a part hereof.

Mr. Tom Love asked Mr. Joe Love to check into refinancing our bonds. Davenport was the original underwriter. Mr. Tom Love asked who owned the land that the old NDB was on. Mr. Joe Love stated that we own the land. Mr. Tom Love asked if we could sell it. Mr. Joe Love stated that we can sell it if we want to. Mr. Tom Love asked about the signage.

ADJOURNMENT

There being no further business, a motion was made, seconded and passed unanimously to adjourn the meeting.

 
Leander M. Lowder, III
Chairman

The minutes are summary in nature and are not intended to be an exact transcript of the proceedings. The Authority maintains an audiotape of the meeting.