Aviation Committee MINUTES OF MEETING January 3, 2017

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1 Aviation Committee MINUTES OF MEETING January 3, 2017 Meeting of the Aviation Standing Committee of the Chemung County Legislature Minutes of a meeting of the Aviation Committee of the Chemung County Legislature held in the Legislative Chambers, 5 th Floor, Hazlett Building, 203 Lake Street, Elmira, New York on Tuesday, January 3, 2017 Members and officials present: John Pastrick, David Manchester, L. Thomas Sweet, Joseph Brennan, Kenneth Miller, Brian Hyland, Cornelius Milliken III, Peggy Woodard, Paul Collins, Martin Chalk, Aola Jackson, Richard Madl, Rodney Strange, Donna Draxler, Richard Keyser, Thomas Santulli, Michael Krusen, Steven Hoover, J. Michael Mucci, Bill Hopper, Robert Dieterle, Mark Cicora, Randy Olthof, Robert Page, Michael Youmans, Andy Avery, Stephen Wilber, Pamela Brown, Christopher Moss, Karen Miner, Lisa Butler Legislators excused: William Fairchild The meeting was called to order by the Chairman of the committee, David Manchester. Motion made by L. Thomas Sweet, seconded by Paul Collins, and Passed with a vote of 6-0, authorizing service agreements on behalf of the Elmira Corning Regional Airport. Mr. Sweet noted that the Airport has a Security Maintenance agreement with Convergint Technologies and asked what type of security Quantum Secure provides. Mr. Hopper stated that Quantum provides the software that keeps track of all of the security components. Convergint maintains the components. Motion made by Paul Collins, seconded by L. Thomas Sweet, and Passed with a vote of 6-0, authorizing agreement with Quantum Secure on behalf of the Elmira Corning Regional Airport. Mr. Sweet noted that a Fiscal Services Supervisor position had recently been created for Airport Accounting, specifically the recordkeeping and recording of Passenger Facility Charges (PFC's). He asked what services McFarland Johnson will provide through PFC Program Administration. Mr. Hopper explained that McFarland Johnson is the consultant that coordinates all PFC projects including the selection process, the project administration and consultation with airlines. Mr. Krusen pointed out that McFarland Johnson recommended hiring someone to oversee the accounting of PFC's to keep costs down. Mr. Sweet asked if PFC's can be used to reimburse the County for the time needed to administer the PFC program. Mr. Hopper

2 will look into it. Motion made by L. Thomas Sweet, seconded by Paul Collins, and Passed with a vote of 6-0, approving Task Order #21 with McFarland Johnson (Passenger Facility Charge Program Administration). Motion made by Paul Collins, seconded by L. Thomas Sweet, and Passed with a vote of 6-0, rejecting all bids and authorizing the re-advertisement for bids for the Airfield Inspection and Maintenance Management System on behalf of the Elmira Corning Regional Airport. OLD BUSINESS - Mr. Manchester asked if there were any issues with parking availability at the Airport over the Holidays. Mr. Hopper stated that there were days that that they were at maximum capacity but offered long-term parking rates in the short term lot so the overflow lot across Sing Sing Road did not need to be utilized. The meeting was adjourned on the motion by Mr. Sweet, seconded by Mr. Collins. Motion carried.

3 2017 Airport Service Agreements Airgas East Cylinder Rental $ Ameribridge Jet Bridge $ 17, Arranged Sound PA System $ 7, Convergint Technologies Security Maintenance $ 158, Earth Networks/Weather Bug Weather System Subscription $ 1, Eastern Security Services Security Maintenance $ Emergency Power Systems Generator Maintenance-Airfield $ 1, Emergency Power Systems Generator Maintenance $ 1, F.A.S.T Alarm System Management $ Imperial Door Controls Automatic Door Maintenance $ 2, Loomacres Wildlife Mangement $ 14, Marlin Business Bank Administration WorkCenter $ 2, Material Handling Technologies Crane & Hoist Inspection $ 1, Mead & Hunt Air Service Consultant $ 54, Otis Elevator Company Elevator Maintenance $ 2, PBCC Postage Meter Lease $ 1, Penn Power Systems Airfield Generator Maintenance $ 1, ProDIGIQ Computerized Maintenance Management System $ 24, Remi Group Maintenance $ Satori Group Marketing $ 15, Simplex Grinnell System Monitoring $ Grand Total $ 305, Item # 1

4 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing service agreements on behalf of the Elmira Corning Regional Airport Resolution #: 01 Slip Type: SEQRA status CONTRACT Explain action needed or Position requested (justification): The Director of Aviation is requesting a resolution authorizing annual service agreements for 2017 on behalf of the Elmira Corning Regional Airport. The various annual service agreement's total cost is $305, Prior Resolution No Vendor/Provider Term Total Amount $305, Prior Amount $232, Local Share State Share Federal Share Project Budgeted? Yes Funds are in Account # CREATION: Date/Time: Department: 12/12/ :03:39 PM Aviation Department APPROVALS: Date/Time: Approval: Department: 12/15/201610:33 AM Approved Budget and Research 12/15/20161:24 PM Approved County Executive 12/16/201611:27 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: 2017_Service_Agreements.xlsx 2017 Annual Service Agreements Cover Memo Item # 1

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8 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing agreement with Quantum Secure on behalf of the Elmira Corning Regional Airport Resolution #: 02 Slip Type: SEQRA status CONTRACT Explain action needed or Position requested (justification): The Director of Aviation is requesting authorization to enter into an agreement with Quantum Secure commencing January 1, 2017 and ending December 31, 2017 for software support and maintenance for the security and access control system of the Elmira Corning Regional Airport at a cost of $37, Prior Resolution No Vendor/Provider Quantum Secure Term 1/1/ /31/2017 Total Amount $37, Prior Amount Local Share State Share Federal Share Project Budgeted? Yes Funds are in Account # CREATION: Date/Time: Department: 12/12/2016 1:39:29 PM Aviation Department APPROVALS: Date/Time: Approval: Department: 12/15/ :35 AM Approved Budget and Research 12/15/2016 1:25 PM Approved County Executive 12/16/ :37 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: Quantum_2017.pdf Quantum Secure Agreement Cover Memo Item # 2

9 SCHEDULE A TASK ORDER AUTHORIZATION NO. 21 Resolution # Approval Date PROJECT: Five -Year Consultant Services Contract (July 1, 2012 through June 30, 2017) Elmira Corning Regional Airport M-J Project No PROJECT DESCRIPTION: PASSENGER FACILITY CHARGE PROGRAM ADMINISTRATION The items of work to be accomplished under this Project include the following and are further described on the attached Scope of Work, Exhibit A : Project Administration Selection of PFC Projects Develop Annual Cashflow Projections Update Project Costs for Amendments Airline Consultation Public Coordination Preparation of New Notice of Intent and Amendment Request Form Report Maintain PFC Records in AEP METHOD OF COMPENSATION: Lump Sum Fee, as indicated in the attached Exhibit B THIS TASK ORDER NO. 21 AMOUNT DAYS OR DATES TO COMPLETE THIS TASK ORDER $ 29,974 January 1, 2017 June 30, 2018 The Agreement for Professional Engineering Services between County of Chemung and McFarland-Johnson, Inc., for Professional Services at Elmira-Corning Regional Airport, five-year period, dated July 1, 2012, shall govern all TASK ORDERS executed under this Assignment, unless modified in writing and agreed to by CONSULTANT and SPONSOR. ACCEPTED: by James M. Festa, P.E. Senior Vice President / COO APPROVED: by Thomas Santulli County Executive Sworn to before me, this day of Sworn to before me, this day of, 2016, 2016 Notary Public Notary Public

10 EXHIBIT A SCOPE OF SERVICES PASSENGER FACILITY CHARGE PROGRAM ADMINISTRATION DEVELOP PASSENGER FACILITY CHARGE NOTICE OF INTENT AND AMENDMENT DOCUMENTS Introduction ELMIRA CORNING REGIONAL AIRPORT The project involves the development of a Passenger Facility Charge (PFC) Notice of Intent and amendments for projects at Elmira Corning Regional Airport (ELM). The PFC Notice of Intent will allow ELM to impose and use additional funds under the Federal Aviation Administration s (FAA) PFC Program. The goals of this project are to assist Chemung County (SPONSOR) with management of the PFC Program which provides funds for the local share of approved Airport Improvement Program (AIP) capital improvement projects as well as additional projects deemed eligible by the Federal Aviation Administration (FAA). It is understood that the SPONSOR will continue the management of the PFC Program upon completion of this assignment, including the reporting of collections, physical project completion and financial completion to the FAA until all projects are physically completed, all related bonds have been retired, and all funds approved have been collected. The following tasks will be included in this project: A. Project Administration The focus of this task is to maintain effective communication with Airport Management and the SPONSOR, manage the project budget, and coordinate the timing of all tasks within the project to ensure completion within the project schedule. Preparation of a project plan and overall project schedule Internal coordination meetings One (1) project kick-off meeting between McFarland Johnson (CONSULTANT) and SPONSOR will be conducted at ELM One (1) teleconference will occur between CONSULTANT, SPONSOR, and FAA Drafting of miscellaneous agency correspondence B. Selection of PFC Projects Under this task, projects will be reviewed for eligibility. Projects anticipated for inclusion within the PFC Notice of Intent include, but are not limited to, the following: - 1 -

11 Conduct Pavement Management Study (Impose & Use) Rehabilitate Taxiway T (Impose & Use) Passenger Terminal Renovation & Expansion (Impose & Use) PFC Program Administration (Impose & Use) Projects that are determined to be eligible will be included in the PFC Notice of Intent and the following subtasks will be completed: Preparation of a detailed description for each project. Development of project sketches depicting the general location of each project, as necessary. Development of a detailed eligibility assessment for each project. It is anticipated that an assessment of eligibility will be required for the Passenger Terminal Renovation & Expansion, and additional eligibility assessments will be completed for additional projects, as necessary. Preparation of detailed project justification for each project, as necessary. C. Develop Annual Cashflow Projections This task includes the preparation of cashflow projections for each year of the PFC Program. Assumptions regarding annual enplanement increases/decreases will be based upon publicly available data. Projects included in previous PFC applications where funds remain unexpended will be identified and estimated expenses by year will be incorporated to determine a projected annual cashflow. This task will clearly document the pay-as-you-go projects and projects that are identified for PFC-backed bonding. D. Update Project Costs for Amendments Under this task, projects completed utilizing funds approved for collection and use in previous PFC Applications will be analyzed to determine shortfalls or balances in project funding and to determine if projects remain applicable. Amendment documentation will be completed to determine if additional PFC collections will be necessary to fully fund the actual local share of projects completed, or to be completed, at ELM. As stated in 14 CFR , airline consultation and public coordination will only be required for an amendment where the total PFC portion of a project cost is greater than $1,000,000 and the proposed increase in the PFC portion of project costs is greater than 25%. E. Airline Consultation This task involves consultation with the airlines currently with a significant business interest at ELM, or anticipated to have a significant business interest at ELM in the near future, regarding the draft PFC Notice of Intent. Specifically this task will include the following: - 2 -

12 Preparation of air carrier coordination letters to all air carriers with a significant business interest at ELM meeting the requirements of 14 CFR 158. Preparation of waiver documentation for classes of air carriers enplaning less than 1% of total enplanements per the 2015 Air Carrier Activity Information System (ACAIS). Preparation for and conducting of airline coordination meeting at ELM (one meeting). Preparation of responses to comments received during the Air Carrier Coordination process, including justification for proceeding with a project should an air carrier object to any of the projects proposed. Documentation of results of the airline coordination effort for use in the PFC application. F. Public Coordination This task involves public coordination and solicitation of comments on the draft PFC Notice of Intent. Specifically this task will include the following: Prepare public notice documentation for placement on the websites for ELM and SPONSOR. Preparation of responses to comments received during the public coordination process, including justification for proceeding with a project should comments be received that object to any of the projects proposed. Document results of the public coordination effort for use in the PFC application. G. Preparation of New Notice of Intent and Amendment Request Form Report Using documentation from Tasks B through F above, this task will result in the preparation of the new PFC Notice of Intent and Amendment Request Form Report for each previously approved PFC Application/Notice of Intent. The PFC Notice of Intent will be completed in accordance with 14 CFR , which contains guidance on PFCs at Non-Hub Airports. Per 14 CFR , the following items will be included: (1) A completed FAA Form , PFC Application (latest edition) without attachments except as required below; (2) Project information (in the form and manner prescribed by the FAA) including the project title, PFC funds sought, PFC level sought, and, if an existing Airport Improvement Program (AIP) grant already covers this project, the grant agreement number. (3) If the proposed projects are not covered by an existing AIP grant, the following will be included in addition to the information from item (2) above (i) Additional information describing the proposed schedule for the project, (ii) A description of how this project meets one of the PFC objectives in (a), and - 3 -

13 (iii) A description of how this project meets the adequate justification requirement in (4) A copy of any comments received by the public agency during the air carrier consultation and public comment processes ( and ) and the public agency's response to any disagreements. (5) A signed statement by the SPONSOR certifying that the public agency will comply with the assurances set forth in the FAA Form , PFC Application. This task will include the compilation of documentation regarding the status of the Airport Layout Plan, environmental, and airspace findings for each project. If these findings have not been made yet, it will be noted accordingly. This task does not include any environmental documentation, airspace analysis, or pen & ink changes to the approved Airport Layout Plan. The Amendment Request Form Report is available on FAA s Airport External Portal (AEP) website. This task will include the completion and submittal of a report for all previous PFC Applications/Notices of Intent where projects will be amended as identified in Task D. H. Maintain PFC Records in AEP This task will include the input and monitoring of PFC revenue collections, interest earnings, and disbursement information using the FAA s AEP website through June 30, Based upon the application, schedule and specific impose and use requests prepared under the above tasks, recommendations for disbursements from the PFC account will be made by the SPONSOR and recorded in AEP by the CONSULTANT after notification. It is understood that the SPONSOR will continue reporting of physical completion and financial completion until projects are physically completed and all related bonds have been retired. Schedule It is anticipated that the 2017 PFC Notice of Intent and amendment documents will be reviewed by the FAA in the second quarter of CY 2017, pending a Notice to Proceed by January 1, If FAA review requires significant changes based upon information provided by the SPONSOR, this will be considered out of scope work and will be subject to a separate or supplemental agreement. Assumptions PFC Notice of Intent will be prepared in accordance with 14 CFR Amendment documentation will be prepared in accordance with FAR Part

14 Should the SPONSOR elect to submit any projects that will be considered Impose Only, a later submission of Use Only documentation will be necessary within three years of the start of PFC collections. The submission of Use Only documentation will be considered out of scope work and will be subject to a separate or supplemental agreement. SPONSOR will be responsible for management of the established PFC program, including reporting of collections, physical project completion and financial completion to the FAA beginning July 1, 2018 until all projects are physically completed, all related bonds have been retired, and all funds approved have been collected. All airline meetings will be conducted at ELM. No meetings will be included other than those specifically identified in this Scope of Services

EXHIBIT B Development PFC Notice of Intent and Amendments Chemung County Proposal November 1, 2016 FEE SUMMARY DESIGN / PLANNING SERVICES 1. DIRECT TECHNICAL LABOR $9,404.00 2.

15 EXHIBIT B Development PFC Notice of Intent and Amendments Chemung County Proposal November 1, 2016 FEE SUMMARY DESIGN / PLANNING SERVICES 1. DIRECT TECHNICAL LABOR $9, ESTIMATED OVERHEAD EXPENSES AND PAYROLL BURDEN $16, Based on Percentage of Direct Salary Cost (exclusive of Premium Pay) with the estimated Percentage being % 3. SUBTOTAL OF ITEMS 1 & 2 $25, FIXED FEE / PROFIT $3, DIRECT EXPENSES $ SUBCONSULTANT COSTS 7. SUBCONTRACT COSTS - (ESTIMATE ) 8. OVERTIME PREMIUM 9. TOTAL FEE ESTIMATE $29, TOTAL FEE FOR ALL SERVICES $29,974 NOTE: Authorized hours worked in excess of forty per week are subject to a premium time charge

16 Development PFC Notice of Intent and Amendments Chemung County Proposal November 1, 2016 McFARLAND-JOHNSON LABOR RATES CLASSIFICATION DIRECT TECHNICAL LABOR CURRENT PROJECT 2016 AVG. RATE AVG. RATE MAX. RATE Vice President (VP) $92.95 $96.85 $ Regional Office/Division Manager (DM) $65.80 $68.56 $65.80 Senior Project Manager (SPM) $62.90 $65.54 $73.60 Sr. Project Environment Analyst/Planner (SPE/P) $48.34 $50.37 $55.60 Project Environment Analyst/Planner (PE/P) $44.65 $46.53 $48.50 Senior Environment Analyst/Planner (SE/P) $37.42 $38.99 $41.22 Junior Environment Analyst/Planner (JE/P) $25.85 $26.94 $30.34 Senior Technician (ST) $29.85 $31.10 $32.50 Technician (T) $26.18 $27.28 $28.00 Junior Technician (JT) $14.40 $15.00 $14.40 Assume Notice to Proceed: 1/1/2017 Design Project Duration (months): 18 Assume Salary Escalation: 4.0% Compounded % Work Effective Year Escalation Factor in year % % 98.8% % 5.4% 100.0% 104.2%

17 Development PFC Notice of Intent and Amendments Chemung County Proposal November 1, 2016 DIRECT COSTS Travel Related Costs: DESIGN / PLANNING SERVICES Reproduction Vehicle Cost Plus Fuel $153 Lodging and Meals $60 Per Diem CADD Plots Prints Photocopies Photo Costs Telephone/Fax: Postage/Delivery $20 Miscellaneous $233 $233

18 Development PFC Notice of Intent and Amendments Chemung County Proposal November 1, 2016 PHASE/TASK DESCRIPTION ESTIMATED HOURS HOURS BY CLASSIFICATION VP DM SPM SPE/P PE/P SE/P JE/P ST T JT SUM $96.85 $68.56 $65.54 $50.37 $46.53 $38.99 $26.94 $31.10 $27.28 $15.00 A Project Management B Selection of PFC Projects C Develop Annual Cashflow Projections D Update Project Costs for Amendments E Airline Consultation F Public Coordination 8 8 G Preparation of Notice of Intent and Amendment Request H Maintain PFC Records in AEP Total Hours - Design / Planning Services Total Labor Cost - Design / Planning Services $1,234 $7,486 $684 $9,404

19 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution approving Task Order #21 with McFarland Johnson (Passenger Facility Charge Program Administration) Resolution #: 03 Slip Type: SEQRA status CONTRACT Explain action needed or Position requested (justification): The Director of Aviation, on behalf of the Elmira Corning Regional Airport, is requesting authorization to enter into an agreement with McFarland Johnson for Task Order #21 - Passenger Facility Charge Program Administration. The total cost of this Task Order is $29, for the term of January 1, 2017-June 30, Vendor/Provider McFarland Johnson Term 1/1/17-6/30/18 Total Amount $29, Prior Amount Local Share State Share Federal Share Project Budgeted? Yes Funds are in Account # CREATION: Date/Time: Department: 12/13/ :26:38 PM Aviation Department APPROVALS: Date/Time: Approval: Department: 12/15/ :35 AM Approved Budget and Research 12/15/2016 1:25 PM Approved County Executive 12/16/ :48 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: MJ_Task_Order_#21.pdf MJ Task Order #21 - PFC Administration Cover Memo

20 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution rejecting all bids and authorizing the re-advertisement for bids for the Airfield Inspection and Maintenance Management System on behalf of the Elmira Corning Regional Airport Resolution #: 04 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): The Director of Operations is requesting that all bids submitted for the Airfield Inspection and Maintenance Management System (RFP-1900) be rejected and rebid. The bids that were received were for two entirely different solutions. One bid was for software only with options we need that weren't included while the other bid was for the complete system however specs failed to clearly indicate this. New specs will specifically include all hardware and other functions that we want and we will eliminate any options. CREATION: Date/Time: Department: 12/12/ :24:20 PM Aviation Department APPROVALS: Date/Time: Approval: Department: 12/15/201610:34 AM Approved Budget and Research 12/15/20161:24 PM Approved County Executive 12/16/201611:37 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: No Attachments Available Item # 4

Aviation Committee MINUTES OF MEETING May 23, 2016

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