CHESAPEAKE AIRPORT AUTHORITY MINUTES October 8, 2014

The regular meeting of the Chesapeake Airport Authority was held on Wednesday, October 8, 2014 at 7:00 p.m., at the Chesapeake Regional Airport, Chesapeake, Virginia.

CALL TO ORDER
Mr. Earl Hollowell declared a quorum present and called the October 2014 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 meeting on September 2014.

OLD BUSINESS
Cox Communications – Proposal and Commitment
Mr. Chris Schrantz discussed our expenses in the telecommunications area. Current we spend $893.74 a month on TV, data, and phone. Cox has presented an agreement of a 60 month term that will provide high speed internet, high definition TV, telephone service, along with WIFI, customized splash page, and coverage out to the ramp for the transient pilots. The charges under this agreement amount to around $794.22 a month with a savings of $99.50. Mr. Schrantz will check to make sure it’s a locked in rate. The installation should occur in March of 2015. A motion was made, seconded and passed unanimously to approve the signing of the agreement with Cox Communications by the Chairman, Earl Hollowell.

Consideration Of Conservation Easement
Mr. Chris Schrantz discussed the 102 page pdf. From Kaufman & Canoles concerning the Conservation Easement. Mr. Hunter Old discussed the conservation Easement. Mr. Old stated that one of the partners in the conservation is also a member of Kaufman & Canoles. It creates a position of conflict so they have drafted a waiver and Kaufman & Canoles is only representing the Airport in this matter. The waiver has been signed by both parties. In the discussions with the other party, the point of contention was the legal bills and any inspection of the property that may be needed. Mr. Old showed the board where the area is that the easement will cover. Mr. Old discussed any construction that may occur such as erection of a barn can’t exceed 35 feet. The easement addresses any uses the current owners of the property may engage in. The easement basically restricts development. A motion was made, seconded and passed to approve the easement as outlined.

NEW BUSINESS
None

COMMITTEE REPORTS
Steering Committee
Mr. Joe Love stated that he and Mr. Brian Miller met with Chris Schrantz last week trying to determine what the steering committee’s job is and Mr. Schrantz will be summarizing that and submitting it to the chairman to make sure that it is what the chairman had in mind when he appointed the committee. Mr. Love stated that he feels that committee would be strategically thinking in the long term and take as a basis our mission statement as well as the code that created the authority as the background that is the “why” of why we do what we do and make recommendations to the full authority so that the capital improvement committee and the finance committee can work together on these recommendations. This committee would help guide those committees to accomplish the authority’s goals.

Security Committee
Mr. David Wade wanted to know the status of the security plan. Mr. Chris Schrantz stated that the data was being compiled by the Department of Aviation.

Rules and Review Committee
Mr. David Wade asked about what the status on getting a copy of the changes that his committee recommending? Mr. Chris Schrantz stated that he thought Mr. Brian Miller was going to get some software that would help with that. Mr. Schrantz stated that he hadn’t heard any more on it.

TALBERT & BRIGHT
Conditional Use Permit (CUP)
Mr. Steve Peterson stated that they are still waiting on comments.

Environmental Assessment
Mr. Steve Peterson stated they are still waiting on the Corp of Engineers to walk the property to identify the jurisdictional determination.

North Terminal Area Project (NTA)
Mr. Steve Peterson stated that they are still working on the plans and getting them ready for the advertising.

SWP3, ODC, SPCC Plan
Mr. Steve Peterson stated they are waiting for the final grant to proceed.

The Security Perimeter Road Project is now complete.

MANAGER’S REPORT

Steering Committee
Mr. Chris Schrantz stated that it was a good meeting and will be working on summarizing the information that was developed at this meeting.

Tornado Damage Update
Mr. Chris Schrantz discussed the progress on the hangars.

EPIX Aviation
Mr. Chris Schrantz stated that EPIX Aviation had “Joe’s Job” from WVEC 13 over at their place doing some flight instruction and oil changes.

State Agency for Surplus Property
Mr. Chris Schrantz stated that he and Mr. C.T. Cowling are going to go visit the Surplus Property Agency.

New Horizons of Virginia
Mr. Chris Schrantz stated that he had met with Mr. George Blair, New Horizons of Virginia, and working on modifying the agreement to stay within budgetary constraints. Mr. Schrantz stated that there are some items on the ramp that may need some extraordinary measures to repair some fissures that have opened up out in front of Ruffin Hangar.

Easement Acquisition Letters to Adjacent Land Owners
Mr. Chris Schrantz discussed that he had written letters to the adjacent land owners about the status of the Easement Acquisition/Obstruction Removal project. Mr. Hunter Old looked over the letters and made some verbiage changes and they were sent out.

C&H
Mr. Chris Schrantz stated that he had lunch with Mr. Martin Holton, adjacent land owner, and that Mr. Holton stated that he appreciated the work that Mr. Dan Bigley, our maintenance person, does.

CUP
Mr. Chris Schrantz stated that the paperwork is in the hands of the city. Mr. Schrantz stated that he had received word that we might have to do a traffic impact study. This would forecast the amount of traffic that may occur in the area. Since we haven’t made any changes we don’t feel that there would be any additional impact in the area.

Fire Department
Mr. Chris Schrantz stated that he will be meeting with Mr. Harold Cresson, of the Fire Department, next week to review the fire protection and the pump house.

Fuel Farm
Mr. Chris Schrantz stated that Oessco has given a quote to retrofit the fuel tank in the amount of $7,983.62. Once it’s cleaned it can then be retrofitted and that will cost an additional $44,841.72 and doesn’t include dispenser solution. Mr. Joe Love gave the board the background on the fuel farm tanks. Mr. Love recommended that we sell the tank. Mr. Vince Gordon asked Mr. Schrantz and Mr. Hunter Old to look into selling the tank and see what information he can find on that.

100LL
Mr. Chris Schrantz stated that the belts broke so we had to contact Oessco to help pump the gas into gas truck. We were NOTAM’s out for 6 hours.

Water Pump Failure
Mr. Chris Schrantz discussed the pump failure at the Flight School. The school didn’t have any water. We were able to get a new pump and get them back into operation.

CM
Mr. Chris Schrantz stated that he is studying for the CM exam.

Ramp
Mr. Chris Schrantz stated the ramp was now in operation.

Space Planner
Mr. Chris Schrantz stated that we are awaiting availability of the space planner and Mr. John Beaulieu.

EPIX, Horizon and Tie-downs
Mr. Chris Schrantz discussed the meeting with Mr. Jim Parkman, Mr. John Beaulieu and Mary Cover. Mr. Parkman and Mr. Beaulieu were able to iron out an agreement. Mr. Beaulieu agreed to the lease will be a month to month and agreed to allow EPIX the flexibility to shuffle airplanes in and out of spaces as they need.

Hangar Electricity
Mr. Chris Schrantz stated that the hangar needs some electrical work. Mr. Schrantz stated that the he would like to put in LED lights and this would require an additional $3,000 to put them in. The insurance wouldn’t cover it. Mr. Don Britt asked Mr. Schrantz to check with Dominion Power to see if they have a grant for the LED lights. A motion was made to give Mr. Schrantz approval to get the LED lights for Not to Exceed $3,500 after checking with Dominion Power, seconded and passed.

Member’s Comments:
Mr. Don Britt stated that we needed to have a Meet the Manager Event.

Ms. Meredith Kennedy stated that she has been working on the survey that was discussed at the last meeting. Mr. David Wade suggested that she include information on the authority members.

Ms. Meredith Kennedy stated that she came to the open house and that she had a good time.

Ms. Meredith Kennedy stated that we do have a Facebook page but it needs to be updated.

TREASURER’S REPORT
Mr. Mike Lucarelli stated that he has found the financials to be in order. A motion was made, seconded and passed unanimously to approve the September 2014 financials.

INVOICES
Mr. Chris Schrantz went over the invoices for the month: Dominion Virginia Power $1,977.57, $1,957.73 (Utility Bill); Dixon Hughes & Goodman $1,300.00 (Last Audit Invoice); Kaufman & Canoles $1,007.50 (New Development Requests), $1,165.00 (West Road Conservation Easement); US Bond $9,770.92 (Bond Payment); Bank of Hampton Roads $1,772.57 (Credit Card); Talbert & Bright $15,245.49 (Land Easements), $1,642.30 (SWP3, ODC, SPCC Plan); and The Virginia Pilot $1,785.20 (VPDES Advertisement). A motion was made, seconded and passed unanimously to approve the invoices for the month of September/October 2014.

Operating Invoices over $1,000 covered by the annual check signing resolution or already approved previously that were paid 2014: Dixon Hughes Goodman $3,500.00, 5,000.00 (Audit Billings); Kaufman & Canoles $1,375.00 (Rezoning Application); Univar $1,090.60 (WWTP Supplies); DEQ $1,901.00 (Annual Permit); Don Bilbo Construction $58,400.00 (Tornado Construction); Judicial Solutions $2,251.80 (Mediation Judge); and Pender & Coward $2,048.00 (Deal Property) USI Insurance $4,088.00 (Annual Premium); VML $2,309.00 (Annual Premium); Kaufman & Canoles $2,063.95 (General Matters); Berkeley Mid-Atlantic $5,725.00 (Annual Premium); US Bank $9,549.33 (Bond Payment); and Talbert & Bright $1,531.50 (Crack Seal RFQ).

EXECUTIVE SESSION
Mr. W. Vince Gordon made a motion, seconded by Mr. Mike Lucarelli to assemble informally to meet with legal counsel in a closed meeting in accordance with the Virginia Freedom of Information Act, Section 2.2-3712.A, Clause 7 (consultation with legal counsel) and Clause 5 (Concerning a prospective business where no previous announcement has been made) as indicated on Form I attached hereto and made a part hereof.

Mr. Joseph E. Love  a motion, seconded by Mr. Mike Lucarelli 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.

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

                                                                                    Earl S. Hollowell, Jr.
                                                                                    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.