06/11/2024

DRAFT Meeting Minutes for:
June Board Meeting
Yuma International Airport, Conference Room
Tuesday, June 11, 2024 at 04:00 PM

    Call to Order:
    Yuma County Airport Authority, Inc. (YCAA) Regular Meeting of the Board of Directors was called to order at 4:00PM on June 11, 2024, in the Yuma International Airport Conference Room, 2191 E. 32nd Street, Suite 218, Yuma, Arizona 85365. The Presiding officer was Bill Craft, President.

    YCAA DIRECTORS PRESENT WERE:
    Bill Craft, President
    Dean Hager, 1st Vice President
    Russell Jones, 2nd Vice President
    Stanley Gourley, Treasurer
    Reetika Dhawan, Director (joined the meeting via Zoom)
    Ken Scott, Director
    Jenny Torres, Director
    Dr. Brian Cullen, Director (Joined the meeting at 4:04PM)

    YCAA DIRECTORS ABSENT WERE:
    Juan Guzman, Secretary
    Albert Gardner, Director
    William Fox, Director

    ALSO PRESENT WERE:
    Gladys Brown, Airport Director
    Andrea Lopez, Executive Assistant
    Greg McShane, MCAS Operations Officer
    Silvia Gunderman, 1st Bank Yuma

    CALL TO THE PUBLIC
    There were no Public Comments.

    APPROVAL OF MINUTES
    Mr. Craft, the YCAA President, called for a motion to approve the minutes of the May 14, 2024, Regular Board Meeting. Ms. Torres so moved. Mr. Scott seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres

    Votes Opposed: None

    COMMITTEE REPORTS
    1) Strategic Planning Committee Chair, Russell Jones, will provide a summary of the May 21, 2024, meeting.

    Mr. Jones, Strategic Planning Committee Chair, provided a summary of the May 21, 2024, meeting which included a discussion about the Airport’s Capital Improvement Plan (ACIP), and discussion on the YCAA Signature Authority.

    Mr. Jones stated the Strategic Planning Committee recommends the Board of Directors approve the Yuma International Airport 2025 - 2029 and Rolle Airfield 2026- 2030 Airport Capital Improvement Plan (ACIP) as presented. This will be discussed in Regular Agenda Item #1.

    Mr. Jones stated the Strategic Planning Committee came to a consensus to provide the Finance Committee with its recommendation regarding an update to existing YCAA administrative policy related to the authorization of financial transactions including establishing a regular review of this policy on an annual basis. A Finance Committee Meeting is scheduled for August 6, 2024, at 10:00AM.

    REGULAR AGENDA
    1) Discussion and possible action to adopt the Yuma International Airport 2025 - 2029 and Rolle Airfield 2026- 2030 Airport Capital Improvement Plan (ACIP) as presented.

    Ms. Brown, Airport Director, provided the ADOT ACIP 2026 - 2030 (which is for the FY25, FAA ACIP 2025-2029). Ms. Brown stated there was a change in order due to the PFC application and the over collection issue. The match is 8.94% on all entitlements received and can be matched using PFC and State grant system.

    Ms. Brown explained for ADOT only grants which are typically APMS (Airport Pavement Management Systems), the Airport matches 10% and that is made through the airport capital reserves and typically within the Airport signature policy of 50K and under. Grant has to be presented and accepted by the Board.

    Mr. Craft, the YCAA President, called for a motion to adopt the Yuma International Airport 2025 - 2029 and Rolle Airfield 2026- 2030 Airport Capital Improvement Plan (ACIP) as presented and any minor revisions to be discussed with the FAA and ADOT during the review process to be completed NLT July 31, 2024. Mr. Scott seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    2) Discussion and Possible Action to authorize the YCAA President, the Airport Director, or their designated representative to sign an amendment to the existing concession agreement to extend the term for five (5) additional years to May 31, 2029, with one (1) year option with Little Junior Brewers, LLC contingent upon final review by Staff and Airport Counsel.

    Ms. Brown, the Airport Director explained that Little Junior Brewers, LLC (Brewers) has operated the restaurant concession at the Yuma Internation Airport Passenger Terminal since June of 2017. This concessionaire has operated successfully during these years establishing average gross revenues in excess of $1 Million for the past five years.

    Ms. Brown described in return for providing full service during a minimum window beginning two (2) hours before the first departure each day and a five percent (5%) concession fee due monthly, the YCAA provides a fully furnished turn-key restaurant facility with equipment maintenance, utilities, telephone and data service without cost.

    Ms. Brown, Airport Director, stated this amendment extends the term for another five years until May 2029, along with an option to extend for an additional year. The amendment also increases the concession fee from 5% to 6% for the first two years followed by an increase to 7.5% for the remainder of the term (three years). Based on the sales generated in 2023, the YCAA expects to receive approximately $411,000 over the term of this amendment under the new concession rates.

    Mr. Craft, the YCAA President, called for a motion to authorize the YCAA President, the Airport Director, or their designated representative to sign an amendment to the existing concession agreement to extend the term for five (5) additional years to May 31, 2029, with one (1) year option with Little Junior Brewers, LLC contingent upon final review by Staff and Airport Counsel. Dr. Cullen seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    3) Discussion and Possible Action to authorize the YCAA President, Airport Director, or their designated representative to sign all necessary documents to request and accept an FAA BIL ATP Grant Award in the approximate amount of $950,000.00 for the purpose of funding the Airport Access Control System Update project, contingent upon final review and approval by Airport Staff and Airport Legal Counsel, and to authorize the Airport Director, or her designated representative, to sign all related contract documents necessary to execute the grant.

    Ms. Brown, the Airport Director, explained in order to fund the Airport Security System Update project, the YCAA has applied for an FAA BIL ATP Grant in the amount of $950,000.00. The YCAA was notified in March that it was one of only two airports in Arizona to receive the opportunity to expend these funds which are outside our typical entitlement funding process. Once the grant offer is received, the YCAA is seeking authorization to execute the award and accept the grant.

    Mr. Craft, the YCAA President, called for a motion to authorize the YCAA President, Airport Director, or their designated representative to sign all necessary documents to request and accept an FAA BIL ATP Grant Award in the approximate amount of $950,000.00 for the purpose of funding the Airport Access Control System Update project, contingent upon final review and approval by Airport Staff and Airport Legal Counsel, and to authorize the Airport Director, or her designated representative, to sign all related contract documents necessary to execute the grant. Mr. Gourley seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    4) Discussion and Possible Action to adopt the consultant’s recommendation to accept the lowest qualified bidder for the Airport Access Control System Update project and authorize the YCAA President, the Airport Director, or their designated representative to sign a construction contract for the improvements with Stone Security, LLC. in the amount of $1,265,924.82 contingent upon final review and approval by Airport Staff and Airport Legal Counsel.

    Ms. Brown, the Airport Director, explained on May 22, 2024, the YCAA opened bids received as a result of a public bid process for the Airport Security System Update project and received three bids. The lowest qualified bidder, as identified by our consultant, was Stone Security, LLC. a known IT Systems contractor with a history providing security infrastructure here at the airport. If the project is ultimately funded, the YCAA will enter into a contract with Stone Security, LLC. for the improvements described in the bid documents in the amount of $1,265,924.82. The intention, if authorized, is to only execute this contract once the YCAA receives a grant award from the FAA as expected.

    Mr. Craft, the YCAA President, called for a motion to authorize to adopt the consultant’s recommendation to accept the lowest qualified bidder for the Airport Access Control System Update project and authorize the YCAA President, the Airport Director, or their designated representative to sign a construction contract for the improvements with Stone Security, LLC. in the amount of $1,265,924.82 contingent upon the award of the FAA BIL ATP Funds to the YCAA, the final review and approval by Airport Staff and Airport Legal Counsel. Mr. Scott seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    5) Discussion and Possible Action to authorize the YCAA President, the Airport Director, or their designated representative to sign an agreement for construction administration and oversight professional services with Kimley-Horn and Associates, Inc. for the Airport Access Control System Update project in the amount of $60,261.50 contingent upon final review and approval by Airport Staff and Airport Legal Counsel.

    Ms. Brown, the Airport Director, explained if funded by the FAA, the completion of this project will require construction administration and oversight services to accomplish in accordance with the contract documents and FAA regulations.

    The YCAA has negotiated with Kimley-Horn and Associates to provide these services at an UPDATED cost of $60,261.50. If authorized, the Authority will only execute this agreement in the event that the related FAA BIL ATP Grant is ultimately awarded.

    Mr. Craft, the YCAA President, called for a motion to authorize the YCAA President, the Airport Director, or their designated representative to sign an agreement for construction administration and oversight professional services with Kimley-Horn and Associates, Inc. for the Airport Access Control System Update project in the amount of $60,261.50 contingent upon final review and approval by Airport Staff and Airport Legal Counsel. Ms. Torres so moved. Mr. Gourley seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    6) Discussion and Possible Action to authorize the YCAA President, Airport Director, or their designated representative to sign all necessary documents to request and accept FAA AIP Grant Award in the approximate amount of $3,611,110.00 for the purpose of funding the Taxiway F1 Rehabilitation project, contingent upon final review and approval by Airport Staff and Airport Legal Counsel, and to authorize the Airport Director, or her designated representative, to sign all related contract documents necessary to execute the grant.

    Ms. Brown, the Airport Director, explained in order to fund the Taxiway F1 Rehabilitation project the YCAA has applied for FAA AIP Grant Funding in the amount of $3,611,110.00. The complete application was submitted to the FAA on May 31, 2024. Once received, the YCAA is seeking authorization to execute the award and accept the grant.

    Mr. Craft, the YCAA President, called for a motion to authorize the YCAA President, Airport Director, or their designated representative to sign all necessary documents to request and accept FAA AIP Grant Award in the approximate amount of $3,611,110.00 for the purpose of funding the Taxiway F1 Rehabilitation project, contingent upon final review and approval by Airport Staff and Airport Legal Counsel, and to authorize the Airport Director, or her designated representative, to sign all related contract documents necessary to execute the grant. Mr. Jones so moved. Mr. Gourley seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    7) Discussion and Possible Action to adopt the engineer’s recommendation to accept the lowest qualified bidder for the Taxiway F1 Rehabilitation project and authorize the YCAA President, the Airport Director, or their designated representative to sign a construction contract for the improvements with DPE Construction, Inc. in the amount of $4,723,000.00 contingent upon final review and approval by Airport Staff and Airport Legal Counsel.

    Ms. Brown, the Airport Director, explained on May 29, 2024, the YCAA opened bids received as a result of a public bid process for the Taxiway F1 Rehabilitation project. Two bids were received. The lowest qualified bidder, as identified by our consultant, was DPE Construction, Inc., a well-known local contractor with a history participating in projects here at the airport. If the project is ultimately funded, the YCAA will enter into a contract with DPE Construction, Inc. for the improvements described in the bid documents in the amount of $4,723,000.00. The intention, if authorized, is to only execute this once the YCAA receives a grant award from the FAA, as expected.

    Mr. Craft, the YCAA President, called for a motion to adopt the engineer’s recommendation to accept the lowest qualified bidder for the Taxiway F1 Rehabilitation project and authorize the YCAA President, the Airport Director, or their designated representative to sign a construction contract for the improvements with DPE Construction, Inc. in the amount of $4,723,000.00 contingent upon the award of the FAA Grant, the final review and approval by Airport Staff and Airport Legal Counsel. Mr. Hager so moved. Dr. Cullen seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    8) Discussion and Possible Action to authorize the YCAA President, the Airport Director, or their designated representative to sign Amendment 1 to our existing agreement with Nicklaus Engineering, Inc. for professional services dated May 9, 2023, adding construction administration and oversight services for the Taxiway F1 Rehabilitation project in the amount of $332,337.00, contingent upon final review and approval by Airport Staff and Airport Legal Counsel.

    Ms. Brown, the Airport Director, explained the YCAA contracted NEI, Inc. for the design of the Taxiway F1 Rehabilitation project in May of 2023 in the amount of $180,371. The project will require construction administration (oversight) services to be integrated into the existing contract once the project is funded. Negotiations have resulted in an agreed upon price of $332,337.00 for these additional services, which requires an amendment to our existing agreement. The proposed Amendment would increase the total contract cost to $512,708. The $180,371 was for Engineering Design/Professional Services. If authorized, the Authority will only execute this amendment in the event that the related FAA AIP Grant is ultimately awarded.

    Mr. Craft, the YCAA President, called for a motion to authorize the YCAA President, the Airport Director, or their designated representative to sign Amendment 1 to our existing agreement with Nicklaus Engineering, Inc. for professional services dated May 9, 2023, adding construction administration and oversight services for the Taxiway F1 Rehabilitation project in the amount of $332,337.00 contingent upon final review and approval by Airport Staff and Airport Legal Counsel. Mr. Scott seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    9) Discussion and possible action to authorize the President, Airport Director, or their designated representative to sign all related documents for PFC Application Number 10, which proposes to impose and use a Passenger Facility Charge (PFC) for the purpose of providing matching funds for airport capital improvement projects in the amount of $1,575,407.00.

    Ms. Brown, Airport Director, described how the Passenger Facility Charge (PFC) program is intended to allow for the regulated collection of fees from airport users for the purpose of making airport improvements. The program allows airports to mandate air carriers collect up to $4.50 per enplaned passenger as part of the ticketing process and remit those funds to the airport to be expended on FAA approved projects. The Airport’s existing program has collected enough PFC revenues to support all authorized projects and is not currently collecting revenues.

    The YCAA is seeking FAA Authorization to establish an additional PFC program (PFC #10) that will authorize the collection and expenditure of PFC revenues to fund the matching requirements of: Airport Security System Update and Taxiway F1 Rehabilitation.

    PFC #10 will provide a total of $ 1,575,407 to provide matching funds for the Airport Security System Update project as well as the Taxiway F1 Rehabilitation project, as indicated. PFC revenues must be accounted for separately. The PFC account currently contains $1,280,317. PFC revenues generate approximately $30,000 monthly.

    Mr. Craft, the YCAA President, called for a motion to authorize the President, Airport Director, or their designated representative to sign all related documents for PFC Application Number 10, which proposes to impose and use a Passenger Facility Charge (PFC) for the purpose of providing matching funds for airport capital improvement projects in the amount of $1,575,407.00. Ms. Torres seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    10) Discussion and possible action to authorize the YCAA President, Airport Director or their designated representative to sign all necessary documents to enter into construction contracts with the United States Department of the Army and selected contractors for projects presented to the YCAA Board of Directors electronically for approval for the remainder of the fiscal year ending September 30, 2024, contingent upon final review and approval by Airport Staff and Airport Legal Counsel.

    Ms. Brown, the Airport Director, explained due to the time sensitivity and the fiscal year approaching upon the YPG DPW team, all projects to be awarded NLT than July 8, 2024. The Airport Director needs to provide remaining cost proposals to the YPG DPW management by the week June 24, 2024. The intent is to provide the Board of Directors with the project and costs for each project for authorization allowing the Airport Director to act on Task Orders (contracts) offered by YPG for the fiscal year which concludes on September 30, 2024.

    Ms. Brown explained the Airport staff will provide cash flow analysis for each project, comparing the timing of construction costs with expected receipt of revenues from YPG
    The timing of expenditures and receipt of payments from YPG will be critical to ensure fund availability. The first invoice to YPG was approved on June 6, 2024. Receipt of the payment from YPG will represent our first experience with invoice processing time. Generally, revenues generated by managing these projects will exceed the cost of the contracted construction work by fifteen percent (15%).

    Mr. Craft, the YCAA President, called for a motion to authorize the YCAA President, Airport Director or their designated representative to sign all necessary documents to enter into construction contracts with the United States Department of the Army and selected contractors for projects presented to the YCAA Board of Directors electronically for approval for the remainder of the fiscal year ending September 30, 2024, contingent upon final review and approval by Airport Staff and Airport Legal Counsel. Mr. Gourley so moved. Mr. Scott seconded the motion. Motion passed unanimously.

    Votes in Favor:
    Mr. Craft
    Mr. Hager
    Mr. Jones
    Mr. Gourley
    Ms. Dhawan
    Mr. Scott
    Ms. Torres
    Dr. Cullen

    Votes Opposed: None

    11) Monthly report by Chief Financial Officer on current financial status.

    Ms. Brown, the Airport Director, briefed the Board on our current financial status. Ms. Brown also provided an update on operations by the airport’s Rent Car Agencies, Airport’s Parking Lot and Brewers restaurant.

    MILITARY LIAISON
    Greg McShane, MCAS Operations Officer, MCAS Yuma provided updates at MCAS Yuma.

    12) Presentation and update regarding current construction projects, associated contracts, grant status, general aviation, marketing efforts, terminal improvements, aviation conferences, meetings, and items of interest with the city and county or other federal or state agencies. This will include, but is not limited to, additional information, FAA and ADOT grant updates, an overview of projects underway, airport operations, Rolle Airfield, airline recruitment and retention efforts, general aviation, future events, and other Airport business.

    Ms. Brown, the Airport Director, provided a updates on the Badging Process, Million Air FBO Renovation, Shrub Removal, “Triple S” Airport Property, Airport Property North of CBP OAM Facilities, Terminal Landscaping and Pedestrian Crossing, Ongoing Terminal Landscaping Improvements, Joe Foss East Suite, 2nd Floor Airport Conference Room, Sterile Area Improvements, Carpet Replacement Throughout Admin/2nd Floor, Finance Office Water Leak, Upcoming Committee Meetings, American Airlines load capacities, IGSA Projects, marketing and community outreach over the past month to include social media.

    CALL TO THE PUBLIC
    There were no Public Comments.

    ADJOURNMENT
    There being no further business before the Board the meeting adjourned at 5:19PM.



    Bill Craft
    President, Yuma County Airport Authority
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