RENO-TAHOE INTERNATIONAL AIRPORT USERS COMMITTEE BRIEF OF MINUTES November 3, 2014 4:30 p.m. COMMITTEE MEMBERS PRESENT REPRESENTING Bill Eck, Chair Trustee Bob Larkin, Vice-Chair Trustee Lt. Col. Tony Machabee Nevada Air National Guard Robert Meurer Reno-Tahoe Aviation Group Tom Hegge Reno-Tahoe Aviation Group Brandon Leindl (on behalf of Trent Brownlee) Atlantic Aviation (FBO) Kirk Montero U.S. Airways MEMBERS ABSENT/EXCUSED Edvin Mirzakhanian Karl Scribner RTAA BOARD MEMBERS/STAFF PRESENT Marily Mora Dean Schultz Claire Johnson Mike Scott David Lazo Laurie Weeks Ken Moen Joel Blancaflor Dassault Aircraft Services (SASO) Federal Aviation Administration The Reno-Tahoe International Airport Users Committee met at the Airport Authority Fire Station, Reno, Nevada. Chair Bill Eck called the meeting to order at 4:31 pm. I. ROLL CALL Roll was called. II. APPROVAL OF THE MINUTES August 11, 2014 The Reno-Tahoe International Airport Users Committee unanimously approved the minutes from the August 11, 2014 meeting. III. IV. PUBLIC COMMENT No public comment. AIRPORT CONSTRUCTION UPDATE David Lazo, Manager of Engineering and Construction, provided an update on this year s major airport construction projects, followed by a preview of the 3 major airfield maintenance projects coming up for 2015. a. Completed projects include the Runway 16L/34R Touchdown Area Reconstruction completed on August 22 nd, the Apron Phase 17 Reconstruction completed on June 30 th, and the Airfield Pavement
Repairs completed on October 31 st. These project completions wrapup the summer 2014 construction projects. b. Taxiway Charlie Reconstruction Taxiway Charlie is located on the east side of airfield and the asphalt portion of the taxiway will be reconstructed in 2015. The pavement is distressed and the pavement condition index numbers are very low. The Reno-Tahoe Airport Authority (RTAA) received a grant from the Federal Aviation Administration (FAA) to do the design work. A solicitation went out for design services and the RTAA retained the firm of Wood Rodgers, Inc. on a qualifications based selection. A contract for design services will be brought before the Board for approval at the November meeting. Design work will occur during the winter and early spring months of 2014/2015, with plans to bid the project out by March 2015. Stakeholder coordination will occur throughout the design process. The RTAA will pursue construction funding through the FAA grant program. However, the cost of the project may be higher than the funding obtainable in one year therefore it may require a multi-year build out. RTAA staff will be conducting a cost benefit analysis to show that it would be more cost effective to reconstruct the taxiway in concrete as opposed to asphalt, which is consistent with other airfield pavements on the Airport. c. Annual Airfield Pavement Repairs RTAA staff is currently in the process of identifying which areas of work will be undertaken in 2015. That determination will be made over the winter months and a package will be put out to bid in early spring 2015. d. Upgrade of Central Disposal Facility - Mr. Lazo referred to a map of the airport to point out the location of the central disposal facility. The existing building is constrained in size, and therefore the facility will be expanded as part of the upgrade. Improvements to the building systems will be done to insure environmental compliance with new standards. The building size will be expanded by adding another dump bay, the roof and doors will be replaced, a new sand/water separator will be installed, and the plumbing, electrical, mechanical and water systems will be replaced in the 25 year old building. Mr. Lazo continued by pointing out and describing the changes to the existing structure, and the layout of the upgrades planned for the new facility. Stakeholder coordination meetings will be held with users of the facility. One of the major components of this project is the need to design temporary facilities so that the Airlines can continue to use the facility while it is being expanded. H+K Architects is under contract and has submitted their 30% design documents. The design phase will be finished in early 2015, the project will go out to bid for construction in late spring/early summer, and construction will take place during summer/fall of 2015. Page 2
Trustee Larkin inquired as to the outreach being planned for the Taxiway Charlie Reconstruction due to the number of users that will be impacted. Mr. Lazo responded that once a designer is under contract, a series of meetings will be planned with all affected users, including the RTIA User Committee. These meetings will begin shortly after the holidays and will continue throughout the project. Phasing this project is a major component, and a phasing plan will be coordinated with all users, to assure continued runway access throughout the project timeline. A discussion followed regarding specific concerns about some tenants traffic needs. The discussion highlighted the importance of regular communications prior to and during the project, and the possible need for implementing temporary operating measures. V. UPDATE ON GA CUSTOMER SERVICE AND MARKETING PLAN Ken Moen, Economic Development Specialist, presented an update on the GA Customer Service and Marketing Plan. Mr. Moen highlighted some of the recent activities regarding General Aviation (GA) customer service and marketing. These include the first GA newsletter being distributed during the last quarter, T-Hangar marketing activities, and a user group BBQ hosted at American Medflight, in partnership with the Reno-Tahoe Aviation Group (RTAG) and the (RTAA). With regard to the T-Hangar marketing program, an incentive plan was instituted, where if a new customer signs a 12 month lease, they receive one month rent free. Currently, two leases have gone forward since the program was introduced, and each new tenant received a welcome gift. The incentive program also includes a referral program, whereby a current tenant is extended a free month s rent for referring a new tenant. A direct marketing campaign was implemented, and mailers went out to approximately 630 addresses. One new lease can be attributed to the direct mailing. It was discovered that there were inaccuracies in the mailing list used, and staff is currently researching how to procure a commercial mail list directed specifically to aircraft owners. It was pointed out that there is currently a 90% occupancy rate of T-Hangars, with 6 vacant hangars on the east side and two vacancies on the west side. With the upcoming release of seven T-Hangars at GA West, which will occur around the first of the year, Mr. Moen suggested that if there are any current tenants who wish to relocate to a smaller, south facing hangar, there will be some available. Mr. Moen indicated that banners and flyers are displayed at various locations around the Airport to market T-Hangars. No newspaper advertising has been done at this point. The next issue of the new GA Newsletter is currently in preparation and will be distributed in November. Anyone with an article due is encouraged to contact Public Affairs staff. RTAG, in conjunction with Atlantic Aviation and RTAA staff, is planning the Operations Santa Claus event which is scheduled for Saturday, December 13, 2014. The event is aimed at helping children and families of the Children s Cabinet charity. Mr. Moen pointed out that a flyer with more information about the event Page 3
is available for meeting attendees to take with them. Mr. Bob Meurer provided additional details on the aircraft participating in the event and the logistics of how the presents will be distributed to the children. The event will culminate with a holiday luncheon for the families and participants that will take place in a festively decorated hangar, where a choir will be singing carols. Mr. Moen mentioned the Young Eagles event that was being considered, but had to be postponed due to an insurance issue. Mr. Meurer indicated that the goal of this type of event is to encourage people who live around the airport to get interested in aviation. As an alternative, a group was taken to Carson City Airport and they had the chance to fly. This event will be reconsidered for next year. Lastly, Mr. Moen provided a brief update on the development of the new GA website. A brief discussion ensued regarding various areas of the airfield where maintenance and repairs have been completed. Several committee members complimented RTAA staff on the quality of the work. VI. UPDATE ON T-HANGAR MANAGEMENT RFQ OPPORTUNITY Ken Moen, Economic Development Specialist, provided an update on the process of the T-Hangar Management RFQ opportunity. The RFQ was published on August 29, 2014. There were two respondents, both of whom made oral presentations to the RFQ selection committee. At this time, the committee is conducting its due diligence and has entered into further discussions with one of the respondents. Mr. Moen commented that the selection committee has analyzed the two submittals in detail to assure there is a good fit, not only for the Airport, but also for the tenants. A request for additional services targeted towards T-Hangar tenants was built into the RFQ, and included such services as pilot supplies, pull in/pull out services, aircraft detailing, etc. These potential components of the new management agreement will evolve over the next 60 days. During the next three weeks, budgetary information will be presented to the preferred responder, with the intent for them to formulate a detailed business plan, and present it back to the committee for analysis. A discussion followed, associated to agenda item V - T-Hangar Marketing. The discussion included questions and comments regarding the number of available hangars, size variations and the possibilities and logistics of tenants sharing hangars. VII. DISCUSSION OF GA MINIMUM STANDARDS Laurie Weeks, Sr. Manager of Properties, presented information on the RTAA General Aviation Minimum Standards. Trustee Larkin opened the discussion by providing background on the minimum standards, and suggesting that the purpose of today s agenda is twofold: 1). to gauge committee member interest in reviewing Page 4
the standards, and 2). to identify a process for the staff to review and revise the standards. Ms. Weeks began her presentation with a chronology of the adoption history of the RTAA minimum standards, and the objectives for which they were executed. Next, an overview of the four main types of commercial aeronautical service providers was presented, and included a review of the types of services allowed under each category at RTIA. This was followed by an overview of the non-commercial minimum standard requirements for aircraft storage and flying clubs. Mr. Schultz supplemented the presentation by pointing out that these are the components of the existing standards. The standards have changed over time, and therefore the GA Minimum Standards is a living document. As was pointed out earlier, the purpose of today is to open the discussion, and gather data and issues that may warrant the standards being revised. Staff is compiling a list of items and one already requested by Dassault Aviation is a review of the defueling aircraft component. In addition, as the new T-Hangar management agreement is put in place, the need may arise to consider further changes to the standards. The RTAA will take the issues and suggestions under advisement as a basis for revising the standards. Trustee Larkin opened the floor to suggestions. Mr. Meurer started off by suggesting that Article 7, the flying club section, needs to be rewritten. Since Article 7 has been in effect, there have been no flying clubs formed, and there are currently no flying clubs operating here. Flying clubs are an important asset to the aviation community since clubs encourage flying, and bring aviation activity. Trustee Larkin echoed these comments and indicated that a review of several sections is needed to incorporate more business incentivizing language. Mr. Hegge stated that RTAG is in support of changes to the standards that would allow an L- CASP to sell fuel, and recommended looking at Boise Airport s flying club structure. Trustee Larkin made a recommendation that a comprehensive review of the standards be done to align them with the RTAA Strategic Plan. In terms of a process moving forward, it was recommended that the RTAA lead the process, and that staff propose the time and sequence of how the minimum standards will be reviewed and revised, with a proposal on the process to be produced over the next 30 days. The importance of there being outreach involving a transparent public process was stressed. Based on Trustee Larkin s recommendation, a motion was made by Mr. Meurer, seconded by Mr. Hegge, which motion was duly carried by unanimous vote. VIII. DISCUSSION OF RTAA SNOW PLAN Mike Scott, Vice President of Operations and Public Safety, presented the components of the RTAA Snow Plan for the coming 2014/2015 winter season. The priorities of the snow removal plan were reviewed, with specifics provided on how snow removal is sequenced on the airfield, as well as the communication process implemented during a snow event. Mr. Scott referred to a map of the airport and Page 5
pointed out the various runways and locations where snow is removed and in what sequence for both the primary and secondary areas. The GA ramps are not included in the snow plan as those are under contract for snow removal and are managed through Atlantic Aviation. However, RTAA does cooperate in certain weather conditions and provides assets for emergency operations. Bravo remains closed during primary snow operations because that is where the snow removed from Alpha is stored until melting takes place, following which Bravo is then reopened. High speed runway exits are closed due to the need for slower turns when residual snow and ice is on the runways. The weather during this time of year is tracked closely, and daily emails are received from the National Weather Service which provides indicators and warnings, and 5-day forecasts of storm cycles. When a storm cycle is getting close, at approximately 36-hours out, telephonic and, if needed, in-person communications with the weather service will begin in order to discuss the nature of the impending storm. There are a multitude of different storm patterns that can hit, and depending on the nature of the storm, i.e. the kind of snow, moisture content, winds, etc., all these variables have an effect on what actually happens on the surface. At the appropriate time, the Operations team makes a determination to put the snow removal teams on standby. Airfield Maintenance has two eleven person teams of drivers that handle the snow removal on the runways, and there are Landside teams that are manned by facilities employees, whose secondary role is snow removal on the surface roads leading into the airport and the parking plazas. When a snow team is put into action, the decision is based on the probability of actual accumulation occurring on the runway, and an alert goes out to all the user groups to let them know that the teams have been activated. Mr. Scott described how the Operations staff prepares and updates the Airfield Status and Condition Report which is housed electronically within the WebEOC system. The report lists all the runways, taxiways and GA ramps, and provides condition information and open/closed status of each component. This is the primary reporting mechanism used to communicate airfield conditions, and updates are disseminated via fax and email. Social media avenues are also being considered for airfield condition reporting. Mr. Scott provided a brief written overview of how to access the WebEOC and offered to provide more in depth training if anyone would like. A question was raised about sand being used on the GA ramps last season, and it was specifically mentioned that the amount of sand being used created a problem. Mr. Scott explained that only aviation grade sand is used, and indicated he will look into this and coordinate more closely with tenants. IX. FIXED BASED OPERATOR (FBO) UPDATE In Trent Brownlee s absence, Brandon Leindl of Atlantic Aviation, provided an update on the numbers of total aircraft coming through Reno-Tahoe International Airport during two recent events. For the Burning Man event, in 2013 there were Page 6
408 total aircraft, and in 2014 the total was 488. For the National Championship Air Races in 2013 it was 511, including pistons, jets and military, as compared to 418 in 2014. A question was asked as to whether this information has been shared with the Reno Air Racing Association (RARA). Mr. Leindl indicated it has not, but as suggested by the committee, it was agreed that Atlantic Aviation will send the information to RARA. A discussion followed regarding the daily aircraft counts and the variations between each day. It was mentioned that the activity seen by RTAA staff was consistent with the numbers reported by Mr. Leindl. X. FEDERAL AVIATION ADMINISTRATION (FAA) TOWER UPDATE In light of the fact that Karl Scribner, FAA Air Traffic Manager at RNO, was not in attendance, there was no FAA Tower update reported. XI. MEMBER ITEMS FOR FUTURE AGENDAS As noted above, the GA Minimum Standards review and revision process will be included on the agenda for the next scheduled meeting. The next meeting of the RTIA Users Committee will be held on Monday, February 9, 2014. XII. PUBLIC COMMENT None. XIII. ADJOURNMENT There being no further business, the meeting was adjourned at 5:56 p.m. Page 7