Airport Advisory Board Meeting Minutes October 01, 2018

Board Members Present: Lindsey Birdsong Robbie Campbell James Wynne III John Barber Jr Board Members Absent: Joshua Ebright Kelly Walker Robert Spivey Others Attending: Davis Dickson, Airport Manager, COT Annette Smith, Administrative Assistant, COT Drew Danielson, Operations Supervisor, COT Steve Creamer, R S & H Inc Jon Erion, R S & H Inc Airport Advisory Board Meeting Minutes October 01, 2018 L. Birdsong called the meeting to order at 12:05 p.m., a quorum was established with three board members absent. Guests Steve Creamer and Jon Erion were welcomed to the meeting. A. Consider approval of Minutes of meeting held on July 09, 2018: L. Birdsong asked if there are any questions or changes. None were reported. Upon motion by J. Barber and second by J. Wynne minutes were approved as written. B. AABC 10-18-01: L. Birdsong read the Communication as follows: Request that the Airport Advisory Board consider recommending that the City Council adopt a Resolution ratifying submission of an application for, and acceptance of, Federal Aviation Administration (FAA) Grant Funds totaling $8,380,170.00 to fund approximately ninety percent of the 2018 Taxiway Charlie/Foxtrot Rehabilitation Construction Project and Engineering construction administration at Tyler Pounds Regional Airport. This resolution authorizes acceptance of any grant amendments to increase the grant funding levels, as well as authorizing the City s match payment not to exceed $931,130.00 for proposed grant projects. D. Dickson explained the grant was drafted for acceptance and for recommendation to adopt the resolution to ratify as the application had to be executed and returned to the FAA as quickly as possible. D. Dickson talks about during the project there may be more funding ideas which would possibly be through change orders. [General discussion among board Upon motion to approve by J. Barber and second by R. Campbell, motion was unanimously C. AABC 10-18-02: L. Birdsong read the Communication as follows: Request that the Airport Advisory Board consider recommending that the City Council consider authorizing the City Manager to award Tyler Bid No. 18-029 to SpawGlass, Inc. for the 2018 Taxiway Charlie/Foxtrot Rehabilitation Construction Project in the amount of $8,377,550.13. D. Dickson explained that three bids were received and summarized the vendor information and dollar amounts on each bid. SpawGlass was recommended to be awarded the base bid for the project. [General discussion among board Upon motion to approve by J. Barber and second by R. Campbell, motion was unanimously D. AABC 10-18-03: L. Birdsong read the Communication as follows: Request that the

Airport Advisory Board consider recommending that the City Council consider authorizing the City Manager to sign Amendment No. 2 to Work Order No. 1 with KSA Engineers in an amount not to exceed $527,200.00 to provide additional engineering services for the 2018 Taxiway Charlie/Foxtrot Rehabilitation Project at Tyler Pounds Regional Airport. FAA Grant 40 will reimburse 90% of the proposed fees. Half Cent Sales Tax to fund the 10% local share in an amount not to exceed $52,720.00. D. Dickson detailed the original Work Order for Taxiway Charlie/Foxtrot and added the information for the proposed amendment. This amendment covers administrative services, construction materials texting and providing the project representative for the construction of the project. [General discussion among board Upon motion to approve by R. Campbell and second by J. Wynne, motion was Unanimously E. AABC 10-18-04: L. Birdsong read the Communication as follows: Request that the Airport Advisory Board consider recommending that the City Council adopt a Resolution ratifying submission of an application for, and acceptance of, Federal Aviation Administration (FAA) Grant Funds totaling $3,500,000.00 to fund approximately ninety percent of the Runway 4/22 Rehabilitation: Instrument Landing System (ILS) Relocation at Tyler Pounds Regional Airport. This resolution authorizes acceptance of any grant amendments to increase the grant funding levels, as well as authorizing the City s match payment not to exceed $388,889.00 for proposed grant projects. D. Dickson explained to the board the plans for future projects and how the Airport Improvement Program provide funds for the relocation of the Instrument Landing System. [General discussion among board Upon motion to approve by J. Barber and second by J. Wynne, motion was unanimously F. AABC 10-18-05: L. Birdsong read the Communication as follows: Request that the Airport Advisory Board consider recommending that the City Council consider authorizing the City Manager to sign Work Order No. 2 with KSA Engineers in an amount not to exceed $10,000.00 to provide Bidding services for Runway 4-22 Rehabilitation- Instrument Landing System (ILS) Relocation at Tyler Pounds Regional Airport. FAA Grant 41 will reimburse 90% of the proposed fees. Half Cent Sales Tax to fund the 10% local share in an amount not to exceed $1,000.00. D. Dickson explained the proposed Work Order has been prepared with KSA Engineers to provide bidding services for the ILS relocation. FAA Grant 41 will reimburse 90 percent of the engineering fees with the local share being 10 percent. [General discussion among board Upon motion to approve by J. Wynne and second by R. Campbell, motion was unanimously G. AABC 10-18-06: L. Birdsong read the Communication as follows: Request that the Airport Advisory Board consider recommending that the City Council adopt an ordinance accepting a Texas Department of Transportation (TXDOT) Routine Airport Maintenance Program (RAMP) Grant totaling $50,000 for general maintenance programs at Tyler Pounds Regional Airport and amending the FY 2018-2019 Airport Budget to provide the funding for the City s local share. D. Dickson gave the board an explanation of how the TXDOT RAMP grant has been helpful to the airport in the past and some of the general maintenance services and materials it has help provide. [General discussion among board Upon motion to approve by J. Barber and second by J. Wynne, motion was unanimously H. AABC 10-18-07: L. Birdsong read the Communication as follows: Request that the Airport

Advisory Board consider recommending that the City Council adopt an ordinance amending the FY 2018-2019 Airport Budget to provide funding for Federal Aviation Administration (FAA) Airport Improvement Project Grants 40 & 41. D. Dickson updated the board on the purposes of Grant 40 and Grant 41 as they pertain to Taxiway Charlie/Foxtrot Construction and ILS Relocation. These grants will be funded at 90 percent through FAA with local share at 10 percent. This request is more of a housekeeping recommendation to set up funding in accounts for payments and reimbursements. [General discussion among board Upon motion to approve by J. Wynne and second by J. Barber, motion was unanimously I. AABC 10-18-08: L. Birdsong read the Communication as follows: Request that the Airport execute the Reconciliation Change Order with Reynolds & Kay, Ltd for decreasing the total contract amount by $216.38 and increasing the time for completion by 89 calendar days, for the 2016 Runway 4-22 Rehabilitation Project 3 at Tyler Pounds Regional Airport. D. Dickson explained that the Project 3 has been completed and the change order was submitted for a decrease in the final cost of $216.38. The overall contract was substantially complete within the contracted time. [General discussion among board members, and D. Dickson.] J. AABC 10-18-09: L. Birdsong read the Communication as follows: Request that the Airport execute the first renewal option for a five year period from January 1, 2016 through December 31, 2020 for the Corporate Hanger/Operator Lease for Bob L. Herd. the board a map of the general area for the Herd Hanger. [General discussion among board K. AABC 10-18-10: L. Birdsong read the Communication as follows Request that the Airport execute the first renewal option for a five year period from July 1, 2016 through June 30, 2021 for Corporate Hanger/Operator Lease for Historic Aviation Memorial Museum (H.A.M.M.) the board a map of the general area for the H.A.M.M. hanger. [General discussion among board L. AABC 10-18-11: L. Birdsong read the Communication as follows: Request that the Airport execute the first renewal option for a five year period from June 1, 2016 through May 31, 2021 for Renewal of Civil Air Patrol (Non Profit) Lease at the current rates as set forth in the lease. the board a map of the general area for the Civil Air Patrol. [General discussion among board M. Airport Manager s Report:

a. Construction progress of Runway 4/22 Rehabilitation phases. D. Dickson explained that SpawGlass is working on schedule, construction is going well and the quality of work is good. Photographs were provided by SpawGlass, D. Dickson gave explanations of what work has been completed and progress of grooving and sealing of the pavement. b. Tentative Ribbon Cutting for Runway 4/22. D. Dickson explained the ribbon cutting is scheduled for November 9, 2018 at 2:00 p.m. and the public along with many agencies and businesses will be invited. More information will be coming in the next few weeks. L. Birdsong adjourned meeting at 1:08 p.m. Respectfully submitted, Annette Smith Administrative Assistant Attachment: Board Attendance Form

BOARD ATTENDANCE FORM ** FORM SHALL BE ADDED TO THE BOARD MINUTES ** AIRPORT ADVISORY BOARD REGULAR BOARD Monday, October 01, 2018 12:00 p.m. BOARD MEMBER Lindsey Birdsong **(3 rd term 8/31/2018-8/31/2020) Robert Spivey **(3 rd term 8/31/2018-8/31/2020) Joshua Ebright **(3 rd term 8/31/2017-8/31/2019) John Barber Jr **(2 nd term 8/31/2017-8/31/2019) James Wynne III **(2 nd term 8/31/2017-8/31/2019) Kelly Walker **(2 nd term 8/31/2018-8/31/2020) Robert Campbell **(1 st term 8/31/2017-8/31/2019) Total Attended During Term ** Attendance at this meeting? Number of Attended In Last 6 months ( 2 mtgs held) Number of Absent In Last 6 months (2 mtgs held) 23 Y 2 0 25 N 2 0 27 N 2 1 19 Y 2 0 20 Y 2 1 7 N 2 0 5 Y 2 0 ATTENDANCE REQUIREMENTS See Tyler Code Chapter 1 General Provisions; Article III. Boards; Section 1-20 General Provisions Regular Boards Required Attendance Chart Failure to attend at least two-thirds (2/3) of the meetings of the Board for which that person was appointed for any six (6) - month period during which the appointee is a member of the board will be considered a voluntary resignation as shown below: If the Board Meets: Required Attendance One (1) time within a six month period* 1* Two (2) times within a six month period 1 Three (3) times within a six month period 2 Four (4) times within a six month period 3 Five (5) times within a six month period 3 Six (6) times within a six month period 4 * However, consideration will be given for illness or extenuating circumstances. Periodic Boards Required Attendance Failure to attend two (2) meetings within any six (6) month period will be considered a voluntary resignation.