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06-18-2009 APM+HUTCHINSON AIRPORT COMMISSION June 18, 2009 5:30 p.m. Airport Arrival/Departure Building Minutes Members present: Chuck Brill, Doug McGraw, Dick Freeman, Juli Neuharth; Mayor Steve Cook Members absent: Joel Schwarze Others Present: John Olson, City of Hutchinson; Tom Parker, Hutchinson Aviation; Andy Nissen, tenant; Joe Dooley, tenant Meeting called to order at 5:33 p.m. There was a quorum of members present. 1. Approve Minutes of Mav 21, 2009 meetings Motion made by Neuharth, second by McGraw to approve minutes. Unanimous approval. 2. Airport Commission Doug McGraw (to 09/09, first full-term) Joel Schwarze (to 09/10, first full -term) Chuck Brill (to 09/11, second full -term) Dick Freeman (to 09/12, first full -term) Juli Neuharth (to 09/13, first full-term) Steve Cook (Council representative) 3. Review Updated Hangar Assignments Updated map — An updated map was presented to the Airport Commission by City staff Updated priority list Hangar activity: One open hangar available. No hangar activity 4. Operational Issues (Open Proiects) 2009 Project— Olson reported the request made to Tracy Airport for $93,000 of AIP funding to be transferred to our project was granted. Project bids were opened at 2:00 p.m. this afternoon. Olson reported there were 13 bidders. Bids ranged from $274,680.88 to $395,254.00. The apparent low bid was from KUE Contractors, Inc. of Watkins, MN. Bids will be reviewed by TKDA and City staff prior to recommending an award to be done by the City of Hutchinson. Revised project budget is as follows: Project revenues City of Hutchinson AIP Funding City of Tracy AIP Funding transfer City of Hutchinson Total Project revenues: Project expenditures $340,000 (current) $ 50,590 (current, $93,000 avail.) $ 20,560 (collected through lease) $411,150 Engineering contract (pre- design, design) $ 64,000 Engineering contract (construction, post - construct) $ 45,000 Construction $274,681 Construction contingency (10 %) $ 27,469 Total Project expenditures: $411,150 Revised Project Schedule June 18 — Received and opened bids, Airport Commission meeting June 18 -23 — Review bids, revise project estimates, approve supplemental construction management agreement, receive federal grant. June 23 /July — Review design/build project drawings /specifications, shop drawings, approve materials Aug thru Oct — Construction Sept thru Nov — Reimbursements received /Construction complete Dec to Mar '10 — Close federal grant Approval of the project remains contingent upon approval by federal and state authorities and upon funding (incl. receiving related federal funding, state grants, City commitments, etc). 5. Future Proiects Minnesota 99's — I have made contact with the Minnesota 99's. They are planning to come on July 3 -4 to paint the compass rose. City staff will be preparing the site, putting together the necessary supplies, and will supply lunch for those working on the project. A request was made by the FBO to consider another weekend for the work. City staff will contact MN 99's to see if that is feasible, or if traffic will present a problem for work. Helicopter Operations — The various zones for the helicopter pad have been painted. Staff will be working with Life Link III with regard to their concrete pad once we know about the hangar project. Well &Septic System Decommissionin — Staff are still awaiting news from the McLeod County Soil & Water Conservation District about their participation in V2 the cost of capping the well. When we get the green light from them, we'll decommission these systems. 4. Other Discussions/ New Business Hangar Project — Olson reported that City staff had removed the oil/water separator tank located just south of the existing maintenance hangar. When excavation was made, the footprint of the tank was found to be bigger than expected. City staff considered moving the tank east, along the west edge of the parking lot on the SE corner of the existing maintenance hangar. After discussion with the excavation contractor, it was determined that moving the tank was unfeasible, insofar as the size of the tank and the cost of moving the tank. After speaking with a local mechanical/plumbing contractor, it was determined that it would be most feasible to include an oil/water separator in the new building that would handle flow from the existing maintenance hangar. The tank had been a limiting factor in design of the new hangar. Because the tank was removed and because of positive bids received on the project, Airport Commissioners directed staff to determine whether extending hangar dimensions, particularly width, would be feasible from a financial perspective and a design perspective. Per the revised project budget there could be nearly $70,000 of funding available for expansion of the hangar dimensions (about $42,400 available from AIP transfer and about $27,600 from construction contingency). Commissioners discussed several options for extending hangar dimensions, which included a wider and longer hangar, and considered attaching the new hangar to the existing maintenance hangar. City staff will be reviewing the change order necessary to address the oil/water separator for the existing maintenance hangar and will also check at that time to see if extending the hangar dimensions is feasible. Airport Commissioners adjusted their normal meeting schedule to allow a meeting prior to the next City Council meeting. It is likely the change orders would be acted upon at the July 14 City Council meeting and Commissioners requested an opportunity to review the change orders prior to the City Council meeting. At 6:20, a motion to adjourn was made by Neuharth, second by McGraw. Unanimous approval. NEXT MEETING: regularly scheduled for July 9, 2009