well exactly agenda about new uh Commissioners uh
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all right we'll call the uh meeting of the airport commission uh to order um first thing we should do is uh uh election of officers yes Mr chair and commission members it' be appropriate to fulfill or to fill those positions um since this is the first meeting of the 2025 calendar year so um you could open nominations up for chair of the commission if you
choose to do so okay so so I would like to make a motion that we have as our chair Tom F anyone to second that motion second okay there's a motion on a second uh to have myself be the chair for this upcoming year any further discussion all
in favor I I opposed motion carried Vice chair okay I'd entertain a motion motion for Rosemary to continue on as Vice chair okay I second there's a motion and a second out there to uh have Rosemary Greer be the gear GRE gear gear Gear sorry yeah uh to be the vice chair for this year any further discussion all
in favor I I opposed motion carried and uh for secretary um I'd entertain a motion to have the city staff perform the duties of secretary do I have a motion make a motion M I second the motion motion on a second to have the city staff to perform the duties of secretary any further
discussion all in favor I I opposed motion carried approval of minutes give you just a moment if anyone needs to uh dive back in and look at the minutes make a motion to approve I would second the motion okay we have a motion and a second to approve the minutes um any further discussion all in favor I I opposed
motion carried okay um says approve the minutes and then consider a motion to approve the minutes is that just the heading yeah it's just a heading thing within our agenda program got it perfect uh we'll move on to number four old business 4.1 receive update on the outstanding airport Capital Improvement projects thank you Mr chair and commission members uh just kind of a quick summary of where we're at with uh
the number of projects we have going on at the airport uh currently in mostly design phase right now uh we'll just go through the list so our parking lot reconstruction project we are um waiting to close that out um construction's complete we're just waiting on close out documentation from the state and the FEDS on on that project uh next project is the awos system replacement um the environmental review is complete uh mean Hunt is working with
the state of Minnesota uh on the development of the Civil site plans for the project uh City will construct that under a contract awas components will be constructed by the state of Minnesota we're looking at late 25 or into 26 with that uh project finished design and construction uh task order 20204 that includes multiple different uh projects so that's the apron expansion for the fuel
system and taxi Lane extension for hanger development and Airfield pavement maintenance um the runway is experiencing you know the payment is now we're at 12 years old so um uh normal you know freeze Tha Cycles we're getting some expansion and contraction crack on the primary Runway surface and the joining taxiways as well so we will we're taking advantage of
having a project and lumping all of these different components into one project so touch on the a uh the apron expansion portion first and we'll dive into the uh other portions as well so the graphic up on the screen kind of highlights the area in blue that kind of lighter blue is the apron expansion area and this is really to accommodate the fuel system which is the next project we'll talk about about on the list as well so this uh is going to be constructed off the south end of the existing apron uh Batum this payment except at
the fuel system area will be concrete pavement um at that fueling station location uh work associated with that does include closure of uh crosswind Runway 422 due to storm sore work and that's kind of in that darker blue uh that encroaches into the crosswind runway surface um uh just so we can get storms who were piping in and whatnot also in the same area is the taxi Lane Extension and that's shown in the
orange part of the graphic and that would be off of the apron expansion area uh to the south of the heated tainer that's currently out at the airport um and then that taxane area would go in and some minor site grading to accommodate future uh development of um box hangers at that location so other than the crosswind runway closure this really doesn't impact the airspace um during this portion of the project uh taxi way
b or taxi way Bravo will be closed uh while that work is taking place so taxi way A2 will be the primary means of access to the terminal building let's see here there we go next graphic here is for the Airfield uh uh maintenance portion of the project so the area in purple is we're considering probably the first phase of the Airfield
uh maintenance and they'll be on the primary Runway so during this portion of the project the crosswind runway will be open so the contractor depending on phasing and how they want to go about this and what part they want to tackle first um if they do the aint work and that pipe work first then that'll have to be restored prior to moving into the runway portion of the project just so we can ensure that the crosswind runway is back in operation we're giving the contractor 3 days to complete this work so it
consists of crack filling and then a couple areas of uh Mill uh payment removal and patching just because there's some heaving and cracking that's too significant to be repaired with um just normal crack fill operations so that shows the phasing there again uh primary Runway 1533 will be closed during this portion again 3 days um but crosswind Runway will remain open um I think 3 days is be the max obviously
that it' be closed the hope is it can be completed in two days but gave one extra day of buffer on that uh the purple lines going out in and out of the apron area that's just the means of access for the contractor so that's what that uh is showing as well and then the dotted lines um within the crosswind runway and apron and taxiway Bravo is the means of access for our our Pilots visiting
facility all right so at completion of the runway portion of the maintenance then work will begin on the taxi WS at this point Runway 1533 will be open taxiway A1 would be the portion of the taxi way that would be getting the maintenance done you can see the closure areas would be from North End of Taxi way to the intersection with taxi way
Bravo and then the larger portion of the taxi way from Taxi way Bravo down to the south end or the 33n would be at the completion of the northern portion we would be taxing on primary Runway 1533 oops and that would be the phasing portion of the Airfield maintenance project so any questions on the phasing or or anything before I move on to the next project uh
that we have listed could I ask a question absolutely um do we do anything so that Pilots are notified during those three days that the runway is going to be closed and they can use the other good question so for our fixed uh based aircraft that are are housed here in New Alm we will send an email out hopefully three to two week two to 3 weeks prior to construction beginning so they're at least aware of the anticipated project timelines obviously that may shift due to weather but uh we want to give our
based aircraft as much notice as possible and the contractor will work with norstar Aviation for issuing nms that the runway will be closed so thank you yeah all right mean nothing else we'll move into the fuel system um this is maybe a slightly older graph but I thought it still is fairly accurate showing the fuel system work we've changed a little bit of um the amount of payment down at the turnaround
area in here for the fuel delivery um just to reduce costs some of that will remain as green space in the kind of middle of that roundabout down there but here we show again that concrete portion of the apron expansion and then the fuel system um directly to the east of that area we're looking at 12,000 gallons for jet a and um 100 L for the fuel tanks again they'll be above ground um fuel
dispensing cabinet and everything will be housed right there um should be much more convenient for fuel deliveries compared to our existing setup it's going to separate all that uh delivery traffic from the Airfield traffic whatnot Mr Paige if I'm missing anything feel free to jump in at anytime so um but we've been working with Northstar on the design hose sizes pump sizing and things of that nature kind of what they feel would be necessary for the facility based on their usage and
what they see um from customers out at the facility as well could I ask you a question about the fuel tanks um when the fuel tanks the initial fuel tanks are removed are they destroyed they're they're not replaced are they do they take the same fuel tanks and replace them no so those they the old ones are more or less shot they're kind of on their last l life so they were put in in the early 9s if I remember possibly in the ' 80s so we
we've had um fuel systems been down in the past because of Tanks needed cleaning and things of that nature I was just concerned a little bit about if there's hazardous waste involved and all that kind of stuff that can happen y so during the removal process there will be an probably an environmental contractor that take care of the actual removal and then um I'm not sure if you know whatever NE necessary cleanup that is uh found to be needed will be handled by that contractor so it's kind of specialized work so um we'll rely on
those uh professionals to for that work but thank you to back up a little bit when we have to Back Taxi the entire Runway are we going to work with mano to decrease flight traffic here my concern is you you got a Back Taxi a mile before you can turn around and come back and there's a lot of days there's four planes in the pattern you don't have have that much time and I concern concern back taxing when you've got training private Pilots coming into
land yep so good question and that was something I haven't discussed with Northstar yet but was on the agenda was you know drained probably that incens of portion of the the you know the rehab project out on in the Airfield pavement hopefully we would not see any um schooling traffic here and then it would just be for our our commercial user at that time obviously it's a mile and you're going to tax you at 20 M hour few minutes to get down there yep but yeah I think that's an appropriate ask uh
request from Northstar um just to uh alleviate that concern yep I can check that off the list since Amanda's here back to the tanks uh Joel um the existing ones are all above ground existing are actually below are they they're below ground so there' be some te some ground testing that has to go on yep and that'll be included with the contract yep yeah okay so fingers fingers crossed
that the ones under haven't been leaking for years correct yep and you know we haven't seen fuel losses or anything like that um we do have water intrusion every once in a while um we just had them clean uh two months ago um and I think you know from all the um filt areas and everything they're right at pavement surface so if there's water that gets in but um but that won't be an issue the new tanks will be double walled um protected so we don't have to
have buffer distance or anything like that for fire code there'll be a concrete BM or a yep a containment area containment area yeah yeah right I think that's all of my y all my exhibits so uh next project uh and we can always jump back if you think of something else here too um next task ORD is the C the
proposed crosswind Runway 927 environmental update it's been a which usually is a quite a lengthy process has been condensed down into a period of four or five months um the the document is published for public comments and review and that period expires on February 24th so we have a copy up in our office and it's also posted on the C City website um a lot of lot of work by the folks at Meen hunt to and coordination with the FAA and menot office of
Aeronautics to push that thing out and kind of keep us on schedule for for that crosswind Runway project and then finally crosswind land acquisition um Pro source as subc consultant mean Hunt is working on that those negotiations with the property owners that we are looking to acquire land from so that's all we really have for an update on that process as of right now so if there's any additional questions we can certainly try to answer those for you right
now any additional questions no no questions okay otherwise Mr chair we' just be looking for a motion to receive an order filed to report all right do I have a motion to uh receive and uh file the update from the city manager make a motion engineer sorry I'll make a motion to file okay I second the motion motion and a second to receive an order file the update from
the city engineer any further discussion all in favor I I opposed motion carried go on to new business uh airport consultant requests for qualifications all right thank you Mr chair commission members so FAA guidance and requirements for um consultant services for sponsors for airports requires that we uh go out every 5 years
um for a request for qualifications to provide those planning and Engineering Services at airports and that's uh through FAA circular 150 51001 144e there's pages and pages of guidance and requirements that we have to follow for the selection process of a consultant to uh to enter into a contract with the consultant so our current uh contract with mean hunt expires on May 20th of
this year so um before you today outline some information within the council packet but um looking to get some guidance from from the commission today on uh one the Review Committee and we have a proposal in there that I'll touch on and then also recommending to city council that we go out and solicit these uh uh qualifications from Consultants uh for the next 5 years uh as I previously stated that our
staff's recommendation would be that the city engineer assistant city engineer city planner and the city manager would consist of the Review Committee it can be any makeup of individuals but that would be at least our recommendation um but you as a commission are able to make your own recommendations to council who serves on that as well so I guess uh that's very quick bullet point uh or summary on that but looking for your recommendation to council that we
proceed with this and um start the acquisition process for a consultant contract so we're uh we're just looking to get the qualifications up to speed on our existing so this would be a whole whole new solicitation whole new solicitation yep gotcha so as I read through this what comes off the page to me is we talk about everything except for value to
Dollars um the fact that that comes after the fact y seems asinine and right on par with our federal government recently um I'm kind of curious now it's a recommendation are we able to do a value review on the financial side of this in in tandem with I see you have four things listed for qualification experience approach to projects um comparable projects are we I would be advocating that there is a value review
sure financially as well yeah so normal like if the engineering department um where to solicit request for proposals that is usually something we grade on is you know what's your base fee the FAA circular doesn't allow us to do that so we enter you know we would select a you know based on the statement of qualifications that we enter into negotiations to enter into a contract so there's um negotiation process usually involving the attorneys about you know
entering into that fee agreement amount and um this is really just and correct me if I'm wrong Brian really just a retainer amount to have them on board kind of like we do with our City attorney when we enter into a task order that uh those Engineering Services are laid out and that's where we get the more substantial fees for engineering design and plan Services that's the challenge of the whole thing is capitalism works by pointing people against each other don't disagree and so and honestly
I I reached out to representative fad to have a further discussion on this topic as I peel the onion back because it seems wild you come you can come up Brian Bri your name and address yeah Brian page with meet and hunt from Minneapolis um something uh to your point um I just wanted to point out that there is a process that uh we have to go through we are required to go well we
aren't it's actually the city is required to go through it's called The Independent fee estimate if and in the 500-4 that Joe had actually referenced earlier there is a requirement for all of the contracts that are based on fee that they actually go through a fee analysis and whether that's done by City staff depending on the contract size if it's a relatively small procurement the city staff can do it or if it's a larger procurement and usually a larger
procurement is going to be something in excess of $100,000 if it's an excess of $100,000 the city is actually required to actually go out and solicit and hire an independent contractor an independent that would be kind of like our peer if you want to view them that way and have them independently take a look at the scope of services and actually come up with their own fee as to what that fee would actually be and then the way that is regulated is if that fee is within a
certain percentage and the percentage is usually within 10% is what the federal uh guidelines currently are if it's within 10% you're good to go and if it's plus or minus or whatever the case may be but if it's an excess of 10% then there has to be a second round of negotiations and and at that second round of negotiations if you still can't get into a uh a situation where you're within that 10% range then the city is
um certainly uh is their prerogative to actually go out and actually solicit for that project for independent fees on its own it's just that right now to go through the qualifications base selection or are two RFQ the federal government guidelines currently don't what they want you to do is they want you to go out and hire somebody that's qualified first and then the check and balance I guess to talk about fees to your point is the part about you know going out and getting this independent
fee estimate on each one we're not negotiating any contracts with this this selection for the five year there's no specific contract in that so there is nothing no dollar figures to really put inside that to begin with but what the federal government wants you to do is make sure you're going out and getting the most qualified firm first and then after that the if comes into play so I I'm with you 100% I mean in today's environment you know just how sensitive
things have become in today's day and age and just looking at all these things but again there are checks and balances in the current system to be able to address just exactly your concerns thank you for that okay Brian could I ask you so your firm from time to time fills out these rfqs for other projects probably knowing you may or may not get them correct right so that's just part of doing business this is a requirement that um if you are going to
be eligible for federal funds the maximum is 5 Years and we're at that it's hard to believe but we're at that 5year window right um this is I think our will be our fifth uh go around so we've been your consultant at the airport for probably 24 25 years so so what we're looking at doing is is this is a requirement and uh as a matter of fact we watch it and mention to Joe that hey our contract is coming up so we need to go through this process and yes we we do this um at all
of our airports where we're working all over many airports in the state of Minnesota and and Beyond you know so this is something that at a maximum of five years is is just a a requirement of formality good and you don't have to uh the request for qualifications isn't something you have to do job by job it's just something you need to do every five years correct and then you still go bid
like you said on the individual jobs but at least the municipality is aware that you've met the qualifications and um you know I see what you're saying about the um putting the cart before the horse but at the same time if you requested all the fees and everything up front uh you'd end up getting uh fees and uh perhaps someone that's not qualified so then you go back all the way around again um so it's kind of tough and and correct me if I'm wrong
Mr stadheim but um uh the city um treats uh services or is allowed to treat Services a little differently than assets like if the city is to go out and buy a truck there's certain things they have to follow whereas if they're going out soliciting services Attorney Services accounting services um Consulting Services there's a little bit different uh they don't necessarily have to take the low bid correct the the
qualifications actually mean more than than the low bid yeah there are exemptions for p uh Professional Services that we don't have to abide by the low bid um templates um generally like I said on the engineering side it's a mix of of qualifications and fee what we ra the fee probably a lower scoring category than we would the actual qualifications on you know what we do for the engineering department um again separate from the airport but that's
kind of the process we use for that I did want to just touch on the if so we you know with the number of recent um contracts with mean hunt or task orders with mean hunt at the airport we've had to go out for that if review um pretty much I think for the last couple that we've had because they've been in exess of that dollar amount and so we work with another consulting firm and we we have to pay that consulting firm for their time to do that if as well but um you know we have got you
know regularly go through that process as well so could I ask you Joe I see the documents here with the request for qualifications um is that that's published in a newspaper that's published in uh a trade journal or we use a trade um you know kind of a trade website called quest CD and and it'll be on the city website as well but so we advertise uh they have a section it's really for construction projects but they've expanded and they uh so we can use that to advertise for consultant
servic as well and that you know goes out Nationwide so it cast a very wide net so it'll get seen by multiple firms to determine if they're interested in submitting a uh qualification statement okay the uh uh Insurance section of the RFQ um uh I'm just curious uh if you're aware whether or not the uh uh
Consultants are able to come up with the 2 million4 million on the primary general liability that's often times not a common uh underlying limit that you see uh you can make it up on the umbrella you know so you could do you could require a million two million and then just bump the Umbrella by a million um and I can see on the next page where it has the uh professional technical Eno and um those are at 2 mil 4 mil and those probably can be solicited at that
higher amount and often times those are not allowed under the umbrella so I can kind of figure out where you're going with this but I just thought you know the benefit of having the extra million on the umbrella is that you'd get yourself an extra million on the auto as well as the getting the same limits on the GL um so that's just something I looked at when I was looking through this the City attorney has reviewed it as well so
gotcha okay um I'd consider a motion to recommend the city council authorize the airport consultant request for qualifications and make up of the Review Committee and the Review Committee to be made up of the city planner the city engineer and the city manager and assistant city engineer and assistant I knew I missed one city
engineer all right uh looking for a motion I would like to make a motion to do exactly all that stuff all that stuff that Tom just said it sounded good it sounded really good I'll make a second all right there's been a motion in a second to consider a motion to recommend the city council authorize the air report consultant requests for qualifications and makeup of the Review Committee to consist of the city planner the city manager the city engineer and the assistant city
engineer any further discussion all in favor I I opposed motion carried any other business uh Mr chair I that's all I have for you today okay anything from the Commissioners nothing then I would entertain a motion to adjourn motion to adjourn I second a motion motion on a second to adjourn any further
discussion all in favor I opposed motion carried we are adjourned
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