MINUTES OF THE REGULAR MONTHLY MEETING OF THE WHITESIDE COUNTY AIRPORT BOARD

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Bennett Casey
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1 MINUTES OF THE REGULAR MONTHLY MEETING OF THE WHITESIDE COUNTY AIRPORT BOARD The regular monthly meeting of the Whiteside County Airport Board was held August 17, 2017 at the Terminal Building at the Whiteside County Airport at 5:00 p.m. Present for the Board were: President Dave Koster, Jerri Robinson, Chris King, Drew Wilkens and Monte Van Kooten. Others present were County Board Representatives Glen Franks, Joel Horn, Jim Duffy, Karen Nelson and Sue Britt. Others present were Stan Domack, Melanie Battles, McKenzie Battles, Shelley Gottel, Deputy Jake Kilberg, Bruce Colmark, James Timble, Karen Timble, Rachel Rodgers with Sauk Valley News, Joe Rosengren, Bill Havener, John Zaeske, Darin Huffelfinger, James Marks and Augie Ufkin. President Koster called the meeting to order and asked for the roll call. The President then asked for approval of the minutes of the July 13, 2017 minutes. Upon motion and second, the minutes were unanimously approved as written. The following financial transactions were reported: The itemized bills were presented for payment, a copy of which is attached hereto. Member Robinson questioned if the bills that came in late had been approved by the Airport Committee since this afternoon. Koster stated they were approved before the meeting. Robinson then questioned the bill for Damhoff Accounting since it included 7.6 hours of work on dates before she was contracted by the Airport Board on July 13, 2017 and she felt it needed to be addressed. Koster thought maybe Mr. Murray would pay her for those hours, but Robinson reminded him he resigned as of June 30, 2017 which is prior to the dates of the work. Horn suggested a separate motion be made to pay for the work done before the contract was signed. A motion was made, seconded to retroactively pay Damhoff Accounting for services rendered prior to her contract dated July 13 for 7.6 hours at $35.00 per hour. King then asked why there was only one bill for Nicor. Damhoff replied it was due to the overage paid previously. Upon motion duly made and seconded, the bills were unanimously approved, 5 votes in the affirmative. CD Interest $ nd RE Tax Distribution $14, Total Disbursements for August 2017 (See Itemized list of bills attached $39, The following Receipts and Accounts Receivable were reported. Upon motion duly made and seconded, the Receipts and Accounts Receivable were approved 5 votes in the affirmative.

2 RECEIPTS, Receipts Total Receipts T-Hangar Rents $4, Radio Ranch, Inc. $1, Illinois State Police $1, M & M Aviation Services Flowage Fee $ Perry Ports 6SW Garage - M & M Aviation 6NE Garage $ Air Evac - Building B Rent $1, Sports Car Club of America Event $ Total Receipts $9, FUEL Total Gallonage sold by M & M Aviation, Ltd. For month of: July Total Jet A Gallons Pumped: 3415 Total 100 LL Gallons Pumped: 3810 BUSINESS & ECONOMIC REPORT For the month of: July OTHER SPECIAL BUSINESS Warbirds over Whiteside Visitors & Fuel Customers Customer Planes M & M Aviation Services, Ltd.: Radio Ranch: ACCOUNTS RECEIVABLE May & July & Oct- Nov & Feb., Nov, Feb., Mar- July 6, Illinois State Police 4C Tom Grennan 6H August $ $6, Old Business. 1. Tree Trimming Report. Mike Dowell reported Homer Tree Service has made not made a commitment as to when they will be coming to finish the project. Mike also reported there are trees that need trimming on the south side of the airfield and along the east side of the Runway 36 approach. There is a FAA NOTAM issued to pilots to not use that runway at night. Mike stated Pyron s Tree Service had indicated he could trim these trees for $ Koster told Mike to go ahead and have Pyron trim the trees after the crops are out or he can go ahead now if he can do so without damaging crops. Koster and Wilkens had approved on behalf of the airport committee because of the amount.

3 2. Warbirds Over Whiteside. Mike reported that it was a great event and M & M Aviation was very pleased. They estimated between1,000-1,500 were in attendance. The free will donation collected $1, and after all bills are paid M & M Aviation will be able to give to the Sesquicentennial Committee $2, Spooky crew told Mike they were very pleased with the event and indicated if anything is done in the future to contact them. The Board will write out a check for $5, on behalf of the airport s contribution to the event at the next meeting. Jerri thanked Mike, his staff and all the other volunteers for all their hard work on this event. 3. Sewer Report. Mike reported that Doug Furr has completed the work on the new system. Underground wire and a ground box supplying power to the hangar gate was also repaired. The area will need to be landscaped and Koster reported he talked with Beck s Landscaping and he indicated they could landscaped the area with seed and straw for $2, or $1, for just seed. After discussion on whether to hold off until spring or plant seed now, a motion was made and seconded to have Beck s Landscaping proceed to landscape the area with seed only for $1, when he is able to complete it. 4. Hall of Fame. Koster reported that Bill Havener questioned on Hal Christianson getting inducted into the Hall of Fame and when that would take place. Mr. Havener stated they are having an Old Fogey s event on September 16, 2017 and he would like to see Mr. Christianson be inducted during that event. New Business. 1. Budget Approval. President Koster presented a proposed preliminary budget for 2018 which he indicated was pretty similar to the prior year with savings due to $12, without Murray s expense. He indicated that the budget provides for income of $347, and expenditures of $346, King suggested that the hangar rent should be increased due to Air Evac paying more in rent than Murray was last year. It was decided to increase the amount to $133, instead of the $129, as proposed. Robinson had an issue with the service contract decrease in the year s budget and felt it should remain the same as the current year at $134, Robinson also reported that there have been roof leaking issues in Hangar D and would like to see the building improvements go up to $22,000 for the next year in case a new roof needs to be put on the hangar. King mentioned the Airport Equipment could possibly be increased since the snow removal equipment may need work done to it since it was not used much last year. It was agreed to increase it to $20, and to also increase the proposal for the board expense to $3, After discussion, a motion was made, seconded and passed unanimously approving the 2018 preliminary budget with the changes. Manager s Report 1. Ramp/Parking Lot Lights. Mike stated there are some airfield lighting issues that were not able to be corrected and he has advised William-Charles of Rockford that there is one contactor that controls the south ramp lights that needs to be

4 replaced. William Charles will advise when they are available to correct the problems. Mike also reported he has asked Air Evac to park the helicopter on the main ramp. 2. Crack Filling. Mike reported the crack filling has been completed. 3. Drain Problems. Mike reported he has talked with the Airport Committee, but there are several openings on the airfield resulting from washouts around drains or underground tiles separating. Mike has obtained an estimate from Dietz Drainage for $6, to repair the issues. Koster stated he felt that cost was high and since it was not currently a safety issue he wanted to look over himself and then discuss at the September meeting. 4. SCCA Event. SCCA is having a rally on September 10, Public Comment. 1. Augie Ufkin, President of TCAA Flying Club, presented a proposal of the club to hold an open hangar event to allow (or encourage) hangar tenants to meet one another. He discussed holding the event on October 15 which is when Ogle County is holding their fly-in and they may get more pilots. He said the Club is looking to have a food truck, but he would like the Airport Board to finance or provide financial assistance to do so. King asked Ufkin if the club had a budget for the event and Ufkin said there was none yet. King stated he should get a budget amount and bring the proposal to the Board at the September meeting. 2. Jim Trimble asked when the discussion for the FBO/MGR contract would be taking place as it wasn t on the current agenda he had been given before the meeting. Koster indicated the item was moved and would take place after the public comment. Mr. Trimble stated he has been flying for 53 years and complimented M & M Aviation for their staff and upkeep of the airport and aircraft. He ranked Whiteside County #1 over all the FBO s he has been in contact with throughout his years of flying. Award of Airport Manager/FBO Contract. Koster stated they received two (2) proposals for the Airport Manager/FBO Contract. Insurance was a concern with the proposals and Shelly Gottel with Arthur J. Galligher explained in detail the amount Joel Horn and herself felt appropriate. She stated she also contacted Gallagher s aviation person regarding aviation liability insurance. There was also discussion regarding Hangar Keeper s insurance precipitated by Dowell. Gottel stated she would check further on this type of insurance and get back to him. Darin Heffelfinger with Sauk Valley Aviation presented his proposal for FBO/MGR with a 3 year contract for $98, for the first year, 2% increase after the first year for $99, and 2% increase after the second year for $101, respectively. It would include insurance for general liability limit of $3 million. He went over his proposal which included his experience, wife Dawn s experience since she would be CFO of his company, general information of company s

5 organizational structure, business structure including proposed services and staff, hours of operation, future plans which would include getting complex engine plane, market analysis objectives and needs for start-up of business finances. He explained he would have one place to start and he has been looking for a 70 s or 80 s Cessna 172 and there is one in Wisconsin he has been looking at. In the future, he would also plan to offer commercial pilot training and rental, developing aircraft brokerage service and establishing FAA ground school training through Sauk Valley Community College. Monte VanKooten asked Darin what his biggest concern was with his proposal. Darin stated the biggest was a one year contract and the number of flight instructors. Robinson asked if he was a CFII and he is not yet. Mike presented his proposal which he stated was similar to last year s. He went over M & M Aviation s history with the airport for the past 21 years including comparison of condition of airport infrastructure and equipment when he took the job and now; enhancements (such as newsletter he puts out, monthly manager s report, facilitating special events like Last Time); financial arrangements since 1996, program enhancements (such as number of planes for rental, charter service and the awards received). His bid was for FBO only and not the Airport Manager. It first reiterated M & M Aviation services, such as full flight instruction Commercial, CFI, CFII and MEI, revenue stream, charter service which he stated has been required in all the previous years and established business. Mike s proposal was for $19, which included $12,000 FBO fee plus the use of two office spaces in the terminal, Hangar C and two others and M & M would pay for half of the Comcast bill. King asked why he had taken off the Airport Manager contract for the year and he stated he felt the Board had been indicating going that direction for months. The Board discussed whether to switch gears to separate the FBO and Airport Manager contracts. Joel Horn indicated that only one proposal met the request and if the Board is not wanting to go that route, they could reject both proposals and start the process over. Robinson asked where the Request for Proposals had been advertised since she had not seen it. Horn stated it was placed in the Sauk Valley Newspaper and on the Whiteside County website and Wilkens also stated it was on the airports website. Robinson questioned why it was not advertised in any aviation publications. King stated she had checked one aviation website for rates and suggested allocating $1, or so for advertising the Request for Proposals and advertising it again. Koster asked Darin if he would take just the Airport Manager contract and he stated he would not. Mike indicated he would consider both FBO and Airport Manager with certain stipulations. After a lengthy discussion, Robinson made a motion to reject both Request for Proposals and start the process over by advertising in appropriate aviation publications with a budget of $1, $1, to do so. After second, the motion was defeated with Koster, VanKooten and Wilkens voting nay. Another discussion took place and a motion was made and seconded to accept Darin Heffelfinger with Sauk Valley Aviators proposal for a 3 year contract with $3 million insurance policy at the rate of $98, the first year and a 2% increase the second year with a stipulation to have aircraft available by October 1, Member Robinson voted against the motion.

6 Next Meeting. The next regular meeting is scheduled for September 14, 2017 at 5:00 p.m. at the Airport Terminal Building. Adjournment. There being no further or other business to come before the meeting, on motion duly made, seconded and passed unanimously, the meeting was adjourned at 8:00 p.m. Respectfully submitted, Secretary

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