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November 18, 2009 Regular Meeting Minutes

Jamestown Regional Airport Authority
Board Meeting of November 18, 2009

Call to Order
The meeting of November 18, 2009 was called to order by Chairman Johnny Klingenberg followed by the Pledge of Allegiance.
Roll Call
Present: Johnny Klingenberg, Jim Boyd, Dennis Nelson, Tom Merrick, Kelani Parisian, Craig Neys.
Via Phone: Merle Bingham (from 6:00pm to 6:55pm), Jim Dodd (from 6:55pm to end of meeting).
Staff: Andy Schneider, Kimberlee Mickelson
Guests: Steve Koehn, Keith Norman, Kevin Hermanson & John Cave, Bret Donat.

Motion: Mr. Nelson stated that there are a few changes to the Meeting minutes of October 14, 2009, the changes are as follows: Mr. Nelson stated the information on the fuel flowage was incorrect and it should state "that the fuel flowage fee was not to be brought up unless it is brought to the board first to be discussed and acted upon." The second correction that Mr. Nelson pointed out is the Financial Control procedures, Mr. Nelson moved to attach a copy of the financial control procedures to the regular meeting minutes of October 14, 2009 to better explain the procedures, Ms. Parisien (?) seconded the motion, all those in favor signified by saying aye, motion carried.
Special Meeting Minutes of October 22, 2009: Mr. Nelson moved to approve the special meeting minutes as presented, Mr. Boyd seconded the motion, all those in favor signified by saying aye, motion carried.
Hearings from the Audience:
No Hearings Noted.
Notification of Conflict of Interest:
No Conflicts Noted.
Project Report Steve Aldinger/Bret Donat:
Mr. Aldinger stated that the runway shoulder project is almost completed, he also stated that the pile of dirt from the taxiway extension project has not been removed yet and that we were planning on using it for the runway shoulder project but the contractor could not get to it because the ground was too wet, but as soon as the ground freezes more then they will remove the pile of dirt. Mr. Bingham asked how often we receive financial reports on the project to see if we are over budget or under. Mr. Aldinger said the he gives Andy financials every month to sign for reimbursements from the FAA and that we are right on target with all the projects. Mr. Aldinger said the next thing is the terminal project and he was going to turn it over to Mr. Donat. Mr. Donat said at the last design meeting we talked about three main items. The first item is the wing walls for lateral bracing of the structure these are in lue of the metal X bracing. The second picture is to show where and how many wells there will be for the Geo Thermal heating system. The Geo Thermal heating system is about $75 thousand more then a standard heating system, but the payback on it is about 11-13 years and yearly operating cost is about $ 4,200 verses $12,000. Mr. Donat stated that if the board decides not to go with the Geo Thermal heating system then they would suggest going with a heat pump it would bring the cost down to $9,000 a year verses $12,000. Mr. Donat stated that the project cost for just the building would be $1.5 million. Mr. Aldinger handed out financial figures on the terminal project. The building is estimated at $1.5 million and with engineering and administrative cost the project is estimated at $1.79 million. Mr. Aldinger said that the discretionary money cap was not taken off for the 2010 year. Mr. Aldinger also stated that the terminal project is going to have to be split into 4 years due to funding right now. Mr. Aldinger said that in 2010 we will have $392,000 worth of entitlement money and $200,000 in discretionary money to use with a total of $ 592,000. Mr. Aldinger also said that in 2010 we would have another $150,000 worth of entitlement money coming but we have to use that to payback Oaks. In 2011 we will receive $200,000 worth of discretionary money and $150,000 worth of entitlement money, but the $150,000 has to go back to LaMoure, 2012 again we will get $200,000 worth of discretionary money and this year we can use the $150,000 worth of entitlement money for a total of $350,000. 2013 we would receive the $200,000 worth of discretionary money and the $150,000 total of $350,000. Mr. Aldinger wanted to remind the board that the only way to do this project is to do it in the four years, but that means it will have to be done by four separate contractors, and to remember that this money is not always guaranteed.

First Class Aviation Hanger/Steve Koehn: Mr. Cave said that as of September 31 the FedEx lease is expired and with talking to Mr. Hermanson who is half owner of the building that we are looking to lease or sell the hanger to Mr. Koehn. Mr. Koehn stated that the airport had asked him to come and help with snow removal when our main plow truck was broke down and that is why he is looking at either purchasing or leasing the building from Mr. Cave and Mr. Hermanson for the purpose of being able to store his equipment and also to operate out of the airport. Mr. Kligenberg asked Mr. Schneider if there was anything in the FAA regulations that would preclude us from leasing or selling the building. Mr. Schneider said that yes there were regulations and that the building can not be sold or leased if it is not for aeronautical use. Mr. Schneider also stated that if the FAA would decide to come in and look at the leases and the lease holders building that it would not be a good thing. Mr. Nelson brought up the fact that it could jeopardize our funding and Mr. Schneider agreed. Mr. Klingenberg asked how hard it would be to draw up a letter to the FAA explaining our intentions for the building. Mr. Schneider said that he has talked to Brian Shuck the FAA programs manager and it is pretty black and white on using the building for non aeronautical use and the answer is no. Mr. Kligenberg asked if we could have Mr. Shuck write a letter in response to the question. Mr. Cave said in talking with Mr. Koehn about have the FAA write a response to question that it is going to open up a can of worms and could possible hurt the other tenants on the airfield and would like to table the request at this time. Mr. Dodd (via phone) said that leasing the building for a non - aeronautical use would be going against our bylaws. Mr. Nelson said that they were deferring their request at this time. Request was tabled.

Financial Information for September, 2009.

Review and Approve Indebtedness Report/ Accounts Payable: Mr. Nelson asked about several yellow page ads and asked if they were worth spending the money on because of also having the white pages. Mr. Nelson moved to approve, no roll call vote taken.
Financial Statement: Mr. Nelson said on the financial statement the balance from page three and page five should match and that they are off. Mr. Nelson also stated that is was unusual to have negative assets because that is a liability. Mr. Schneider stated that the financial statements come directly form the accounting office. Mr. Kligenberg asked Mr. Schneider to talk to the accounting office about it before the next meeting.

Official numbers from Julie were 339.

Human Resources:
a. Managers Report: No comments or discussion
b. Airport Attorney: Mr. Merrick stated that he is done at the end of the year and has included an email with a suggestion for his successor and his name is Leo Ryan. Mr. Merrick said that he could arrange for him to come to the next board meeting. All board members agreed.

Equipment Overview: No Issues to discuss

Other Business:
Approve Bylaws: Mr. Merrick stated that back in September there were some changes made and that they have been incorporated into the draft of the bylaws. Mr. Nelson moved to approve the bylaws as revised, Mr. Boyd seconded the motion, all those in favor signified by saying aye, motion carried.
Minimum Standards: Mr. Schneider stated the only reason for the minimum standards if for new tenants that come in and they protect the existing tenants and as far as the financial portion of the minimum standards that is for new tenants as well so we make sure that they are financially sound. Mr. Nelson suggested having a committee to go through the minimum standards because there are areas that need revising. Mr. Nelson made a motion to approve a committee to look at the minimum standards, Ms. Parisien seconded the motion, Mr. Dodd suggested having one of the tenants on the committee, Mr. Schneider said it might be a conflict of interest to have a tenant on the committee, all those in favor signified by saying aye, motion carried.

Mr. Nelson presented the board with a worksheet that he came up with it from financial information from the auditors report and our financial reports and stated that we are spending way too much money. Ms. Parisien said that the board needs to seriously look into different options on how to bring some money into the airport. Mr. Klingenberg suggested that all board members look it over and have questions in writing at next board meeting.

Meeting was adjourned: Next meeting set for December 9, 2009 at 6:00 pm