HomeMy WebLinkAbout05-20-2025 Fairhope Airport Authority Special Call Meeting MinutesMinutes of Fairhope Airport Authority
Special Call Meeting
May 20, 2025
The Fairhope Airport Authority met May 20, 2025 at 4:00PM in the City of
Fairhope Council Chambers at 161 N Section Street.
Present: Don Ward, Chairman, Susana Freeman, Len Strickland, Pel Henry,
and Will Bruce. Jack Burrell and Mitch Skrmetta were absent. Also present
was Josh Myrick, Attorney, and Dave Friedel, Airport Manager. Cynthia A
Boothe took the minutes.
Consideration of Resolutions to Approve the Following Items:
Before going over the agenda items, Don Ward we nt over a Cash Flow
Overview and Balance Sheet for the Authority showing how the Airport
Authority will be paying their portion of the upcoming projects.
Amendment/Modification of Engineering Contract Per ALDOT ($668.74
decrease): Jordan Stringfellow stated that this is a modification due to ALDOT
review and audit of labor rates for the Seal Coat Project. ALDOT found
Volkert's labor rate to be slightly incorrect which resulted in a decrease of
$668.74 to the task order. The new task order total will be $87,718.24. Len
Strickland made a motion to accept the modification of the labor rate, second
by Pel Henry and unanimously passed.
Grant Application for East Ramp and NW Ramp Seal Coat: Jordan went
over both options for the project.
Option 1 -Base Bid Only (Apply Seal Coat to East Ramp and NW Ramp}. The
ALDOT portion will be $404,935.85 (75%}, and the Airport Authority portion
will be $134,978.62 (25%}, over the original amount budgeted due to rising
cost of materials.
Option 2 -Base Bid+ Alternates (Adds Seal Coat to Taxiway C & Spall Repairs
on Concrete Areas}. During design it was recommended to add Taxiway C and
spall repairs to the project. These items were not incorporated into the pre
application budget. ALDOT will commit additional funding to complete the
entire project. ALDOT portion will be $468,257.49 (75%), and Airport Authority
portion will be $156,085.83 (25%). Len Strickland made a motion to accept
Option 2 pending Josh My rick's review of the Continental Lease, second by
Will Bruce and unanimously passed.
Before looking at the next item Jordan stated that they had a bid opening and
the lowest bid will be under budget, even with multiple alternates included, so
that there will be options during construction, depending on the state of the
runway. They will submit the grant for all the options and decide which is the
best one once construction begins.
Jordan also said that she has been working with ALDOT to convert Taxiway
Alpha into a temporary runway during construction. Taxiway Alpha meets all
the criteria for a runway except that it is only fifty feet wide and the
requirement is sixty feet. Part of the grant money will be used to widen the
section needed for the runway to be used during the project.
Amendment to Construction, Engineering, Inspection & Testing for
Runway Strengthening and Lighting Replacement Project: Jordan stated
that this amendment is to add the engineering construction services for the
project. ALDOT requested to move the Construction Administration services
from a basic service (lump sum) to a special service (cost plus) due to the size
and scale of the project. This has been completed in the amendment.
ALDOT is still auditing Volkert's labor and overhead rates. Should that audit
find errors, Volkert will issue a subsequent amendment to address those
errors.
The total amount of the amendment is $444,567.52 and includes
Construction Engineering Inspection (CE&I), Construction Administration,
Construction Materials Te sting (Terracon), Environmental Categorical
Exclusion, DBE Planning Services, and FAA Grant Documentation. This
amount is approximately 7% of the construction cost ($6,400,770.29).
This amendment will be included in the FAA Grant for this project where 95%
of the cost will be paid by the FAA, 2.5% by ALDOT, and the remaining 2.5% by
the Airport Authority.
A motion was made by Len Strickland to approve the Amendment to add the
Engineering Construction Services in the amount of $444,567.52, second by
Susana Freeman and unani mously passed.
Grant Application for Runway Strengthening & Lighting Replacement:
Jordan stated that the Grant Application for the FAA AIP Discretionary Grant
for the Runway Strengthening & Lighting Replacement Project will cover
$6,400,770.29 in Construction, $55.251.90 for Engineering-Noise Study,
$444,567.52 for Engineering-Construction Services, and $2,435.00 for
Administrative Costs -Newspaper Ads. The total project costs will be
$6,903,024.71.
Jordan said that the FAA portion will be $6,557,873.00 (95%), the ALDOT
portion will be $172,576.00 (2.5%), and the Airport Authority portion will be
$172,576.00 (2.5%). The total project cost will be $6,903,025.00. The FAA
Requested Federal Funding will be $6,590,632.00. This will be $32,759.00
Under Budget.
A motion was made by Len Strickland to approve the submittal of the FAA
Grant Application, second by Susana Freeman and unanimously passed.
Master Services Agreement with Volkert, Inc: Jordan stated that Josh has
reviewed the new Master Services Agreement and had only one comment
which she will run by Volkert's attorney. Josh stated that it is a minor change
to the dispute resolution procedures which hopefully they would not ever
have to worry about. He has made the change to the version he is presenting
today and once it is signed and if Volkert's attorney agrees to the change
everything should be fine. Don Ward asked how the new agreement
compares with the previous agreement. Josh stated that it is almost identical
to the previous agreement. A motion was made by Pel Henry to approve the
new Master Services Agreement with Volkert for the next five years pending
approval of minor change by Volkert's attorney, second by Len Strickland and
unanimously passed.
Use of Airport Authority Funds for the Air Race Classic Events Planning
and Execution: Dave Friedel stated that four weeks from today is The Air
Race Classic launch. The Authority will be hosting the starting point for the
race this year. Dave wanted to give Pam Caudill a huge Thank You for all the
help she has provided to him with organizing this event and stated that he
could not have done it without her. With the start being only a month away, the
Authority needs to start putting deposits down for catering, equipment rentals
and other services for the event. The overall budget for the Air Race Classic
events is approximately $28,000.00. The total revenue coming in for the event
is approximately $30,000.00. This does not include the $12,500.00 for the
start fee that has been paid over the last several years to the Air Race Classic.
Dave and Pam Caudill are still continuing to raise funds for the event, which
includes selling fence banners to supporters, which should help offset the
cost of the start fee. Dave said he would like approval to have Kathy prepare
checks for the expenses involved with the events that are planned. Len
Strickland made a motion to approve the request by Dave to have Kathy
prepare checks for the expenses involving the Air Race Classic up to
$30,000.00, second by Susana Freeman and unanimously passed.
Dave stated that so far there are forty-three teams with ninety-six flyers that
are signed up for the race. Flightline has volunteered to host breakfast for the
morning of the start on Tuesday, June 17th . There will be an informal
barbeque, a Girl Scout event on Saturday afternoon, and a formal event in the
Civic Center on Sunday night.
Don Ward thanked both Dave and Pam for all the hard work they put into
preparing all the events.
There being no further business Pel Henry made a motion to adjourn the
meeting, second by Len Strickland and unanimously passed. The meeting
was adjourned at 4:41 PM.
7-=i? : Ward, Chairman
�0,9P<tp@& S � by Cynthia A Boothe