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Airport Advisory Board
Regular Meeting
February 20, 2019, 7:00 AM
Airport Office
Conference Room 1
________________________________________________________
AGENDA
A. CALL THE MEETING TO ORDER/ROLL CALL
B. PUBLIC COMMENT: Members of the public may make comments at this time on any items
not appearing on the agenda that are of interest to the public and are within the jurisdiction
of the Board. Comments relating to items on today’s agenda are to be taken at the time the
item is heard. The Board Chair determines time allotted to each speaker.
C. APPROVAL OF MINUTES:
1. DECEMBER 19, 2018 REGULAR MEETING
D. PRESENTATIONS: NONE
E. BOARD ACTION ITEMS: Please note that Board action items are recommendations only to
the City Council pursuant to the Board’s adopted role as an advisory only body to the City
Council.
1. 2019 AIRPORT BOARD WORK PLAN ADOPTION
F. BOARD DISCUSSION ITEMS: Please note that no action will be taken on Board discussion
items.
1. REVIEW OF AIRPORT BOARD ROLE/RESPONSIBILITIES (10 MIN)
2. CAPITAL/FINANCIAL PLANNING AND STRATEGIC PLAN SCHEDULE DISCUSSION
(10 MIN)
3. 2019 CAPITAL PROJECT STATUS (5 MIN)
A. RUNWAY ENHANCEMENT PROJECT UPDATE
4. AIRPORT ADVISORY BOARD – TRACKING MATRIX (GENERAL BUSINESS) AND
2019 ONLY STRATEGIC BUSINESS PLAN PRIORITY ACTIONS MATRIX (10 Min)
G. BOARD GUIDANCE AND INFORMATION ITEMS:
1. AIRPORT MANAGER’S REPORT (15 Min)
Airport Advisory Board Meeting Agenda February 20, 2019
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H. SCHEDULE FOR UPCOMING MEETINGS: Scheduled meetings of the Auburn Advisory
Board are as follows*:
2019 Regular Meeting Schedule:
April 17, 2019
June 19, 2019
August 21, 2019
October 16, 2019
December 18, 2019
Unless otherwise noted and advertised, all meetings will start at 7:00 a.m. and will take
place at the Auburn Airport Office Conference Room 1 located at 2143 E St. NE, Auburn,
WA 98002.
*Please note that subject to advanced public noticing the Board may elect to schedule
additional special meetings beyond the meeting dates specified above.
I. ADJOURNMENT OF MEETING
AUBURN AIRPORT ADVISORY BOARD
MEETING MINUTES
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MEETING DATE: December 19, 2018
MEETING TIME: 7:30 A.M.
MEETING LOCATION: Auburn Municipal Airport, 2143 E Street NE.
Auburn, WA 98002
Meeting Attendance Record:
Board Members:
John Theisen, Chairperson
Deanna Clark, Vice Chair
Danielle Butsick, Board Member
Wayne Osborne, Board Member
Sean Morrow, Board Member
Mark Kornei, Board Member (excused)
City Staff:
Ingrid Gaub, Assistant Director of Engineering Services/City Engineer
Jacob Sweeting, Assistant City Engineer
Tim Mensonides, Auburn Airport Manager
Ryan Hubbard, Auburn Airport Operations Technician
Contract Airport Management:
Jamelle Garcia, Aviation Management Group, LLC
Tanya Rottkamp, Aviation Management Group, LLC
Guillermo Arevalo, Aviation Management Group, LLC
Members of the Public:
Rock Snodgrass (AHOA Tenant)
Dixon Smith (AFC II Tenant)
Cecilia Sorci (Private Resident)
AUBURN AIRPORT ADVISORY BOARD
MEETING MINUTES
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A. CALL THE MEETING TO ORDER:
Chairperson Theisen called the meeting to order and welcomed attendees and
guests. Chairperson Theisen noted Board Member Mark Kornei is excused.
B. PUBLIC COMMENTS: NONE
C. APPROVAL OF MINUTES: A motion was made, seconded and
unanimously passed to approve the Auburn Airport Advisory Board Meeting
Minutes of the October 17, 2018 meeting.
D. PRESENTATIONS: NONE
E. BOARD ACTION ITEMS: NONE
F. BOARD DISCUSSION ITEMS:
1. SAYWEATHER SYSTEM UPDATE. Jamelle Garcia verified the
SayWeather System has been installed and completed the week of
November 1, 2018 and is operational.
2. AIRPORT MANAGEMENT AND TRANSITION UPDATE. Ms. Gaub
announced Tim Mensonides as the new Airport Manager. Tim Mensonides
introduced himself and discussed his experience, training and education.
3. 2019-2020 AIRPORT BUDGET OVERVIEW. Ms. Gaub reviewed the
approved 2019-2020 Budget with the Board including the various line
item budgets and how the transition to in-house management is
budgeted.
4. 2019 BOARD WORK PLAN DISCUSSION. Ms. Gaub discussed the
draft 2019 Board Work Plan. This is in the Strategic plan to be done
each calendar year so that the Board has a focused work plan to utilize
in agenda setting, coordination with City staff and development of
policy and fiduciary recommendations to City Council. There were 4
items identified in the Strategic plan for 2019 that were not currently
included in the Board work plan. The Board concurred to remove the
enhanced phone system item as the City has already incorporated it’s
phone system at the Airport with the management transition. The
Board discussed including the Long Term Rate Study and Market
Assessment into the work plan to complete the next step of using this
information to develop a long term capital and financial plan for the
AUBURN AIRPORT ADVISORY BOARD
MEETING MINUTES
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Airport. The Board also requested that an item be added concerning
Fixed Base Operator (FBO) recruitment to meet the needs of the
current airport tenants. Upon review of the existing work plan items
the Board agreed to remove the Jet A Fuel item until such time as the
Airport moves forward with the next phase of implementation. The
Board also agreed to remove the Capital Facilities plan and 2019/2020
budget item as complete and the Unmanned Aerial Vehicle Training
area item.
5. BOARD COMPOSITION. The City is currently accepting applications
for new Board Members and will go through a process with the Board
Chair and Vice Chair to interview any potential candidates for
recommendation to the Mayor for appointment. It is anticipated that
this process will be completed in early 2019. The Board currently has
5 of the 7 positions filled. The Board concurred that no changes to the
composition are needed.
6. 2018 WORK PLAN REVIEW OF ACTIVE ITEMS
A. RUNWAY ENHANCEMENT PROJECT UPDATE. Ms. Gaub
advised that the City has moved forward and is under contract with
Century West to design the runway enhancement.
B. JET A FUEL PROGRAM STATUS UPDATE. Ms. Gaub advised
that Cascade has successfully taken a Jet A Fuel Delivery. The Jet
A Fuel truck is planned to be purchased by the City of Auburn in
2020 after the completion of the runway extension.
7. AIRPORT TRACKING MATRIX AND STRATEGIC BUSINESS PLAN
PRIORITY ACTIONS MATRIX
Ms. Gaub reviewed the status of the various items listed on the matrix
with the Board.
G. BOARD GUIDANCE AND INFORMATION ITEMS:
1. AIRPORT MANAGER’S REPORT: Mr. Garcia presented the report which
included airport revenues with month-to-month and year-to-year
comparisons. Additionally, the occupancy report and current fuel operations
were reviewed and discussed.
AUBURN AIRPORT ADVISORY BOARD
MEETING MINUTES
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H. SCHEDULE FOR UPCOMING MEETINGS:
The Board discussed the frequency and time of these meetings for 2019 and
concurred that the meetings would be moved to 7:00AM and regular meetings
would be held every other month beginning in February on the 3rd Wednesday
of the month. In addition, the board discussed the possibility of having special
meetings on the months between the regular meetings in order to discuss the
long term plan and the financial needs for the Airport.
Next meeting will be February 20, 2019 at 7:00AM.
I. ADJOURNMENT OF MEETING:
There being no other business the Board Vice Chairperson adjourned the
meeting at 9:00 a.m.
Prepared by:
Tanya Rottkamp on behalf of the City of Auburn.
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Memorandum
To: Airport Advisory Board
From: Ingrid Gaub, Director of Public Works
Tim Mensonides, Airport Manager
Date: February 14, 2019
Re: AGENDA ITEM E1 – 2019 Annual Board Work Plan Adoption
At the December 18, 2018 Board Meeting, the Board reviewed the draft 2019 Work Plan and
discussed various items to remove and add to the Work Plan. The Board also discussed a desire
to focus more on the higher level policy and decisions needed by the Board in 2019 and to revise
the Work Plan to remove items that are more administrative in nature or are items of interest for
the Board but do not require policy or recommendations from the Board.
Following the meeting, staff discussed proposed revisions with the Board Chair to revise the
Work Plan and the list below is the proposed 2019 W ork Plan items incorporating the comments
from the December meeting and the discussion with the Chair. Please note that administrative
type items such as the annual tenant survey, the Fair Market Value Appraisal, etc continue to be
work elements for Airport staff and updates will be provided by the Airport Manager in the
Manager’s Report as these administrative items are completed.
Title Description Start
Period
Completion
Period
Annual Board Work Plan For each calendar year, the Board will prepare an
annual work plan for the Board to utilize in
agenda setting, coordination with City staff, and
development of policy and fiduciary
recommendations to the City Council.
4Q 2019 1Q 2020
Airport Board Composition
Review
Each year, the Board will review the composition
of the Airport Advisory Board and provide
recommendations for any code changes to the
City council for consideration. Areas of interest
could include, but are not limited to, the current
number of board members and specific board
focus.
4Q 2019 4Q 2019
Economic Development
Annual Update
(Note: the previous work plan had 3 items all
pertaining to Economic Development that have
been combined and reduce to one tracking item
for the Board.)
The City will provide at least annually an update
to the Board of the economic development
actions taken by the City to implement any
recommendations from the City’s 10-year
2Q 2019 2Q 2019
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Economic Development Strategic Plan, pursue
opportunities for physical growth of the Airport
consistent with the Airport Master Plan, and
efforts to market and lease the developable areas
within the Airport.
Airport Marketing Plan Prepare a comprehensive marketing plan that will
act as a communication and implementation tool
that can be used to achieve the goals established
for the Airport. The plan will utilize the Five Ps
(product, Price, Placement, Promotion, and
People) that focus on the points of view of the
Airport’s target audiences.
3Q 2017 3Q 2019
Airport Zoning
Regulations Update
Coordinate with the City’s Community
Development staff to assess and potentially
implement new zoning regulation amendments to
the City’s zoning code for the Airport and
surrounding properties to address operational
needs or requirements and support current and
future economic development efforts. This will
require an approval process through the City’s
Planning Commission.
1Q 2019 4Q 2019
Long Term Capital and
Financial Planning for
Airport Development
The City completed several efforts in 2019
including the Competitive Market Assessment,
the development of a Rate Model, and the
Facilities Condition Assessment. Using this
information, City staff will work with the Board to
determine options for the future development
and/or re-development of Airport Facilities and
property to address the growing needs of the
Airport with a recommendation to the City Council
on a preferred option.
1Q 2019 4Q 2019
Fixed Base Operator
(FBO) Recruitment
Identify the challenges for an FBO to provide
needed services at the Airport and develop an
implementation plan to address these challenges.
1Q 2019 4Q 2019
Board Strategic Plan
Update
The previous 4-year Strategic Plan for 2017-2020
will reach the end of its planning cycle. The
Board will review the current plan and update,
amend, and/or add goals based on the
information gathered in 2017, 2018 and 2019
efforts related Airport facilities, Capital planning,
financial planning, and marketing/economic
development efforts to create a new 4-year plan
for 2021-2024.
3Q 2019 3Q 2020
If these changes are acceptable to the Board, the Board will take action to recommend approval
of this work plan to the City Council.
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Memorandum
To: Airport Advisory Board
From: Ingrid Gaub, Director of Public Works
Tim Mensonides, Airport Manager
Date: February 15, 2019
Re: AGENDA ITEM F1 – Board Role/Responsibility Review
The Chair requested a short review of the Airport Advisory Boards role and responsibilities at the
beginning of each year. As identified in the City Code, the Board provides recommendations to
the City Council related to the following types of topics and decisions as summarized from the
Code.
· Planning and Capital Improvements:
o construction, enlargement, and improvement of the Airport
o significant equipment purchases
o promote and foster the development of the Airport for the benefit of the community
o comprehensive and long-range plans for airport development and financing
· Rules and Regulations:
o adoption and amendment of these for the government and use of the facilities
o securing and enforcement of liens as provided by law, regarding the repairs of or
improvements or storage or care of any personal property to enforce the payment of
charges
o the exercise of all powers necessarily incidental to the exercising of the general and
public powers granted to the Airport
o the exercise of all powers granted to the city by the laws of the state regarding the
operation of municipal airports
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· Property Management:
o leasing or assignment of rights for the operation or use of any space, area,
improvements or equipment
o promote and foster the development of the Auburn Municipal Airport for the benefit of
the citizens of the city
o determination of charges or rentals for the use of any properties under the control of
the Airport
o charges for any services or accommodations and the terms and conditions under
which such parties may be using it
· Advocacy:
o liaison with other governmental bodies regarding municipal airport operations and
financing.
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Memorandum
To: Airport Advisory Board
From: Ingrid Gaub, Director of Public Works
Tim Mensonides, Airport Manager
Date: February 15, 2019
Re: AGENDA ITEM F2 – Capital/Financial Planning and Strategic Plan Schedule
Discussion
As discussed at the December 18, 2018 meeting, two significant work elements identified for
2019 include the Long Term Capital and Financial Planning for Airport Development effort and
the Board Strategic Plan Update. As staff began to plan for these efforts, it was determined that
we need to begin and have some progress on the first item in order to better inform the Strategic
Plan Update. Therefore, staff is proposing to delay the start of the Strategic Plan update from
what was discussed in December until at least the 3rd quarter of this year.
As we develop the process for the Long Term Capital and Financial Planning for Airport
Development this will require significant effort of a very small staff resource and may require
some special meetings with the Board to truly develop some preferred options.
Therefore, the following is the proposed schedule for these efforts:
Long Term Capital and Financial Planning for Airport Development
April 17, 2019 – Regular AAB Meeting
Kickoff and Summary of items identified in previous efforts
Discuss additional considerations and options not previously identified
Discuss options to develop funding scenarios
June 19, 2019 – Regular AAB Meeting
Review of the Funding Scenarios
Revision/Refinement of the Options and/or addition of Options for consideration
August 21, 2019 – Regular AAB Meeting
Review of Revised Funding Scenarios
Determination of a Preferred Option (If possible. Additional funding scenarios may be
identified as well. If additional funding scenarios are needed the final product will be
delayed into 2020)
October 16, 2019 – Regular AAB Meeting
Draft Plan of the Preferred Option for review
December 18, 2019 – Regular AAB Meeting
Final Plan of the Preferred Option for review and recommendation to City Council
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Board Strategic Plan Update
September 18, 2019 – Special Meeting
Kickoff, Review of Mission and Vision Statements
Discussion of Core Values
SWOT Analysis
October 16, 2019 – Regular AAB Meeting
Discussion of Goals/Objectives
December 18, 2019 – Regular AAB Meeting
Outline the activities needed to achieve the Goals
Future meetings in 2020
Discuss Prioritization of the Activities
Discuss Realistic Schedule of the Activities
Develop the draft Plan and Review
Recommend Adoption of the Final Plan
Intent is to complete the Updated Plan by October 2020 for a recommendation to the City Council
for action at an October/November City Council meeting.
AIRPORT BOARD - TRACKING MATRIXCapital Project StatusLEAD PROJECT DESCRIPTION CURRENT STATUSWHAT’S NEXT STAFF START DATEEST. COMPL. DATEEST. COST $ 333,333 (90/5/5) $ 500,000 (90/10) $ 1,833,333 (90/5/5)City Night RestrictionsDiscussion with FAA is on-going on the steps necessary toremove the Instrument Approach Night Restrictions. FAA hasidentified several obstructions that must be addressed prior tothe restrictions being removed.Work with property owners to remove trees and lightobstructions that are penetrating the surface per the AGISstudy and provide documentation to FAA.Mensonides Aug-18 Jun-19 TBDCity Annual Maintenance and RepairThis project will begin necessary maintenance and repair workas identified in the 2018 Facility Condition Assessment. Identify scope of work for 2019 funding and begin anydesign or contracting necessary to complete the work.TBD Mar-19 Dec-19 $ 100,000 CityAirport Security Camera and GateAccess UpgradeThis project will install security cameras and replace obsoletegate operator access control units.Identify the gates that are still in need of new operators anddetermine the camera system to install and locations.TBD May-19 Oct-19 $ 70,000 City/ConsultantWest Side PreliminaryEnvironmental PermittingThis project will conduct an analysis of the expectedenvironmental permitting requirements associated withpotential development of the west side of the Airport.Project scoping.TBD Mar-19 Dec-19 $ 50,000 City Hangar Replacement ProgramThis program will replace hangar facilities as they reach theirend of service life. Funding in 2019 is intended to begin thedesign process which will continue through 2020.Begin to scope the project.TBD Aug-19 Dec-20 $ 50,000 Mar-20CityRunway Enhancement Project –Property AcquisitionNew appraisal company issued task order and appraisal isunderway. WSDOT Grant request was unsuccessful.After the appraisal is complete in March 2018 an appraisalreview will be completed. City will work with FAA to getapproval to make an offer for fair market value. Jan-18 Jul-19City/CWRunway Enhancement Project –ConstructionScheduled to begin this phase in 2019 following thecompletion of the Design Phase.Design phase completion and applying for and obligatingState and Federal Grant funding in 2019.Sep-19Wickstrom/ MensonidesWickstrom/ MensonidesDec-19City/CWRunway Enhancement Project –DesignCity Council and the Airport Board agreed to proceed with theextension to 3841 linear feet. FAA ADO was notified of thisdecision. Consultant design scope approved by the FAA andWSDOT and design is underway. WSDOT Grant for Designhas been awarded.Complete plans, specification and estimate (PS&E) andenvironmental permitting to bid project in June 2019. Jun-17Wickstrom/ Mensonides
AIRPORT BOARD - TRACKING MATRIXKey Result Area/Goals (Not in Priority Order)Annually12/20/201712/19/2018Annually12/20/201712/18/1813 2,5,6 Economic Development Annual Update Public Works Director/Airport Manager/Ec Dev StaffThe City will provide at least annually an update to the Board of the economic development actions takenby the City to implement any recommendations from the City’s 10-year Economic Development StrategicPlan, pursue opportunities for physical growth of the Airport consistent with the Airport Master Plan, andefforts to market and lease the developable areas within the Airport.Ongoing Ongoing22 9 Airport Marketing PlanPublic Works Director/Airport Manager/ Ec. Dev StaffPrepareacomprehensivemarketingplanthatwillactasacommunicationandimplementationtoolthatcan be used to achieve the goals established for the Airport. The Plan will utilize the Five Ps (Product, Price, Placement, Promotion, and People) that focus on the points of view of the Airport’s targetaudiences.3Q 2017 3Q 201923 3 Airport Zoning Regulations Update Airport Manager/Long Range PlannerCoordinate with City’s Community Development Service Area to assess and potentially implement newzoning regulations amendments to current City of Auburn zoning standards for the Airport andsurrounding properties to address operational needs or requirements and support current and futureeconomic development efforts. This will require an approval process through the City's PlanningCommission.1Q 2019 4Q 20191N/A N/ALong Term Capital and Financial Planning for Airport DevelopmentPublic Works Director/ Airport ManagerThe City completed several efforts in 2019 including the Competitive Market Assessment, thedevelopment of a Rate Model, and the Facilities Condition Assessment. Using this information, City staffwill work with the Board to determine options for the future development and/or re-development of AirportFacilities and property to address the growing needs of the Airport with a recommendation to the CityCouncil on a preferred option.1Q 2019 4Q 20191N/A N/A Fixed Base Operator (FBO) Recruitment Airport ManagerIdentify the challenges for an FBO to provide needed services at the Airport and develop animplementation plan to address these challenges.1Q 2019 4Q 20191N/A N/A Board Strategic Plan UpdatePublic Works Director/Airport Manager/Airport Advisory BoardThe previous 4-year Strategic Plan for 2017-2020 will reach the end of its planning cycle. The Board willreview the current plan and update, amend, and/or add goals based on the information gathered in 2017,2018 and 2019 efforts related Airport facilities, Capital planning, financial planning, andmarketing/economic development efforts to create a new 4-year plan for 2021-2024.3Q 2019 3Q 2020[1] KRA 1 = Airport Capital Improvement Program; KRA 2 = Airport Operations; KRA 3 = Economic Development[2] Please note that actions that start in 2017 or 2018 and extend into 2019 are listed.Conduct a review of the current composition and focuses of the Airport Advisory Board to determinepotential for recommended code changes. Areas of interest could include but are not limited to currentnumber of authorized board members and specific Board focuses.Annually32 5 Board Composition Review Airport Advisory BoardAnnuallyCompletion Date1AAB Priority Ranking KRA Reference [1]Goal #LeadNarrative DescriptionStart Date [2]2 6 Annual Board Work Plan Airport Advisory BoardPrepare for each calendar year a focused work plan for the Board to utilize in agenda setting, coordinationwith City staff and development of policy and fiduciary recommendations to City Council