TULSA AIRPORTS IMPROVEMENT TRUST ANNUAL MEETINGSEPTEMBER 10, 2015
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TULSA AIRPORTS IMPROVEMENT TRUST ANNUALMEETING
THURSDAYSEPTEMBER 10, 2015 ~ 8:30 a.m.
AIRPORT CONFERENCE ROOM #A211
TULSA INTERNATIONAL AIRPORT
7777 EAST APACHE STREET
TULSA, OKLAHOMA
AGENDA ~
1.Approve the Minutes of the August 20, 2015 and August 31, 2015Special Meetings of TAIT.
2.Financial and Operating.
2.A.Receive and File Operating Reports – TUL/RVS.
2.B.Receive and File Annual Report from Secretary – TUL/RVS.
2.C.Annual Election of Officers – TUL/RVS.
2.D.Approve the third of four (4) Annual Renewals with ERMC IV (Passenger Boarding Bridge Preventive Maintenance and Inspection Service) in an amount not-to-exceed $53,000.00 – TUL.
This allows for continued quarterly inspections of the Airport’s Passenger Boarding Bridges by a third party inspection company. Upon receiving the quarterly report, Airport Staff will make any needed repairs. If repairs are too extensive for Airport Staff, this third party inspection company has provided hourly rates for making those repairs.
Management recommends approval. (JTH) (F______)
Note:Funding is available. Fund No. ______
2.E (a.) Approve Workers Compensation Insurance through US&C (United Risk Management, Inc. will provide excess insurance and United Safety & Claims, Inc. will provide the claims handling portion of the coverage) at a total annual cost of $90,025.00 for one (1) year, with a $500,000.00 deductible (per claim), effective October 1, 2015 – TUL/ RVS/OKM.
Management recommends approval. (JM)
OR
(b.) Approve Workers Compensation Insurance through CompSource Mutual Insurance Company (provided through Insurica – Tim Driskill) at a total annual cost of $226,847.00 for one (1) year, with a $2,500.00 deductible (per claim), effective October 1, 2015 – TUL/RVS/OKM.
Management does not recommend approval. (JM)
OR
(c.) Approve Workers Compensation Insurance through Hiig Specialty (provided through Insurica – Tim Driskill) at a total cost of $198,822.00 for one (1) year, with a $5,000 deductible (per claim) and a $1 million limit, effective October 1, 2015 – TUL/RVS/OKM.
Management does not recommend approval. (JM)
Note:Funding is available. Fund No. ______.
2.F.Approve revisions to TAIT Human Resources Policy Manual – TUL/RVS/OKM.
Numerous policy revisions, as well as new policies, were submitted to the Trustees for review at the August 20, 2015 meeting.
Management recommends approval. (JM)
2.G.Approve Agreement with the Tulsa Regional Chamber, Inc. (TRC) in the amount of $25,000 for the Tulsa’s Future IIIcampaign for one (1) year with four (4) one-yearextension options for a not-to-exceed amount of $125,000.00 – TUL.
The services made available through this agreement will provide economic development support for Tulsa’s airports and TAIT’s efforts to increase the aviation/aerospace footprint of those businesses located on the airports. TRC has a staff member devoted to aerospace and aviation development who provides support and economic information to Airport Staff and the Trustees. TRC assists with specific economic development prospects on an as-needed basis. The Chamber’s services also benefit TAIT’s Marketing Division. TAIT previously contracted with the TRC for its Tulsa’s Future II campaign in the amount of $15,000.00 per year beginning in 2011.
Management recommends approval. (JM)
Note:Funding is available. Fund No.______
2.H.Approve a Resolution to authorize reimbursement from future bond or loan proceeds of monies spent toward the design and construction of improvements, including but not limited to roof and generator/HVAC repairs, to buildings owned by the Tulsa Airports Improvement Trust located at Tulsa International Airport and situated within the City of Tulsa, Tulsa County, State of Oklahoma – TUL.
Federal law requires that if loan or bond proceeds are expended they can only be used to finance costs that are incurred from the date of issue except for any costs incurred from the date of a resolution by a governing body that identifies the intent to reimburse certain costs with future loan/bond proceeds.
Management recommends approval. (CER)
2.I.Ratify and Approve Tulsa Airports Advertising Agreements executed by TAIT’s Advertising Sales Manager since the date of the last Board approval on August 20, 2015 – TUL.
- List of New Advertising Agreements attached
Management recommends approval. (AH/NM)
2.J.Approve Agency Participation Agreement with American Express Travel Related Services Company, Inc. for American Express® Card Acceptance in accordance with the provisions of the State of Oklahoma Master Agreement – TUL/RVS/OKM.
TAIT is permitted to contract for services which have been competitively secured by the State or its beneficiary, the City of Tulsa.
Management recommends approval. (NM)
3.Capital Improvement Contracts, Amendments, Change Orders, or Other Action.
3.A.Air Force Plant #3. ~ No items.
3.B.Contracts. ~ No items.
3.C.Contract Amendments. ~ No items.
3.D.Change Orders.
3.D.1.Approve Change Order No. 1 (Rental Car Ready Return Facility Project) with Crossland Construction Company, Inc. in the amount of $57,332.42 – TUL.
This change includes a re-design of the new southwest exit ramp to avoid existing underground power and data lines, as well as revisions to trench drain installation details, modifications to some steel reinforcement and foundation details, removal of a water hydrant, and modifications to existing canopy structures that conflicted with new ramp construction. An additional twelve (12) days are included due to these changes and weather delays encountered through August (Original contract amount: $26,022,578.40; Total change orders: $57,332.42, 0.2%; Total change of quantities: $.00, 0%; Total percent change: 0.2%; Total cost: $26,079,910.82).
Management recommends approval. (JTH)
Note:Funding is available. Fund No.______
3.D.2.Approve Change Order No. 1 (Concourse “A” Rehabilitation Project ~ Phase II-IV, Bid Package #109A, Drywall, Framing & Ceilings) with Southwest Drywall, Inc. in the amount of (-$47,997.43) – TUL.
This change removes from the contract amount the remaining contingency allowance included in the bid, to reflect the actual cost of project changes that were necessary (Original contract amount: $1,088,940.00; Total change orders: -$47,997.43, -4.4%; Total change of quantities: $.00, 0%; Total percent change: -4.4%; Total cost: $1,040,942.57).
Management recommends approval. (JTH)
Note:Funding is available. Fund No. ______.
3.E.Change of Quantities.
3.E.1.Approve Change of Quantities No. 1 (Concourse “A” Rehabilitation Project ~ Phase II-IV, Bid Package 102C General Labor) with Southwest Drywall, Inc. in the amount of (-$117,872.49) – TUL.
This change adjusts the quantity of General Labor hours from the estimated quantities to the actual quantity used for Concourse “A” Renovation (Original contract amount: $145,000.00; Total change orders: $.00, 0%; Total change of quantities: -$117,872.49, -81.3%; Total percent change: -81.3%; Total cost: $27,127.51).
Management recommends approval. (JTH)
Note:Funding is available. Fund No. ______.
3.F.Other Contract Action.
3.F.1.Accept Project and Approve Final Payment (Concourse “A” Rehabilitation Project ~ Phase II-IV, Bid Package #109A, Drywall, Framing & Ceilings) with Southwest Drywall Inc. in the amount of $52,047.13 (Original contract amount: $1,088,940.00; Total change orders: $-47,997.43, -4.4%; Total change of quantities: $.00, 0%; Total percent change: -4.4%; Total cost: $1,040,942.57)– TUL.
This project is complete and management recommends approval. (JTH)
Note:Funding is available. Fund No. ______.
3.F.2.Accept Project and Approve Final Payment (Concourse “A” Rehabilitation Project ~ Phase 1I-IV, Bid Package #107A Roofing) with Atwell Roofing Co., Inc. in the amount of $137,483.00 (Original contract amount: $1,399,830.00;Total change orders: -$20,000.00, -1.4%; Total change of quantities:$.00, 0%; Total percent change: -1.4%; Total cost: $1,379,830.00) – TUL.
This project is complete and management recommends approval. (JTH)
Note:Funding is available. Fund No. ______.
3.F.3.Accept Project and Approve Final Payment (Concourse “A” Rehabilitation Project ~ Phase 1I-IV, Bid Package #127A Communications) with Choctaw Defense Servicesin the amount of $132,148.37.00(Original contract amount: $1,284,388.00; Total change orders: $37,095.73, 2.9%; Total change of quantities: $.00, 0%; Total percent change: 2.9%; Total cost: $1,321,483.73.00) – TUL.
This project is complete and management recommends approval. (JTH)
Note:Funding is available. Fund No. ______.
3.F.4.Accept Project and Approve Final Payment (Concourse “A” Rehabilitation Project ~ Phase 1, Bid Item 1, Bid Package #14C Passenger Boarding Bridges Project) with John Bean Technologies Corporation in the amount of $16,062.22.00(Original contract amount: $1,832,238.00; Total change orders: $.00, 0%; Total change of quantities: $.00, 0%; Total percent change: 0%; Total cost: $1,832,238.00) – TUL.
This project is complete and management recommends approval. (JTH)
Note:Funding is available. Fund No. ______.
3.F.5.Accept Project and Approve Final Payment (Concourse “A” Rehabilitation Project ~ Phase II-IV, Bid Item 2, Bid Package #14C Passenger Boarding Bridges Project) with John Bean Technologies Corporation in the amount of $365,468.80(Original contract amount: $2,308,568.00; Total change orders: $104,885.00, 4.54%; Total change of quantities: $.00, 0%; Total percent change: 4.54%; Total cost: $2,413,453.00) – TUL.
This project is complete and management recommends approval. (JTH)
Note:Funding is available. Fund No. ______.
4.Contracts, Leases, Licenses or Other Action.
4.A.Approve Non-Signatory License Agreement with Allegiant Airlines for one (1) year at the standard rate, effective October 25, 2015 – TUL.
Management recommends approval. (CER) (F15______)
4.B.Approve Renewal of License Agreement with Jetmark Aircraft Interiors, LLC for one (1) year at the standard rate, effective July 1, 2015 – TUL.
Provider ofcommercial and corporate aircraft interior repair, refurbishment and overhaul.
Management recommends approval. (CER) (F15-______)
4.C.Approve Renewal of License Agreement with National Aviation Services, LLC for one (1) year at the standard rate, effective November 11, 2015 – TUL.
Provider ofaircraft cleaning services to Southwest Airlines.
Management recommends approval. (CER) (F15______)
4.D.Possible action to Approve Termination of Sublease Agreement with Southwest Aviation Specialties, L.L.C. (Lot 1, Block 6, Southwest Commercial Area), effective September 10, 2015, if Lessee has failed by that date to cure infractions identified in Notice of Default approved by TAIT on July 9, 2015, with further communication to Lessee and Patriot Bank on August 28, 2015 – RVS.
Partially disassembled aircraft are being stored and kept on open areas of the Leased Premises in violation of Section 6.3 of the Sublease Agreement and Section 209, Maintenance and Usage, of Title 1, Tulsa Revised Ordinances. Lessee proposed a solution to the issue which was acknowledged by letter from Jeff Mulder dated April 22, 2015; however, Lessee has failed to comply with the proposal.
Management recommends approval. (JM) (F08-028)
4.E.Approve Acknowledgment and Consent with AT&T Network Integration Services (Wireless) to exercise the second of three (3) one-year options to extend the term of the agreement, effective September 14, 2015 – TUL.
AT&T provides wireless internet connectivity service (Wi-Fi Service).
Management recommends approval. (JR) (F10-017)
Required hangar inspections (assignment of sublease, new sublease and exercise of options to extend the term) have been conducted for the following agenda items and no maintenance issues currently exist.
4.F.Approve Short-Term Sublease Agreement with Centurion Capital Corporation, LLC dba Dan Howard Aircraft Sales. (Dan Howard) for Tie-Down Block 3, Southwest Commercial Area, at the standard rate, effective August 1 through November 30, 2015 – RVS.
Management recommends approval. (CER) (F15-______)
4.G.Consideration and possible action to approve or deny request by EOR, LLC (Paul Mackey) to divide Lot 2, Block 1, Northeast Commercial Area into two (2) lots (deferred from the August 20, 2015 TAIT Board meeting) – RVS.
Management recommends approval. (NM) (F15______)
5.Other Business.
- Recess for TAA Meeting
- Reconvene TAIT Meeting
6.Approve those items from the September 10, 2015Annual Meeting of TAA which should be considered by TAIT.
7.Approve Executive Session pursuant to: (1) Section 25 O.S. §307(B)(4) for the purpose of communication between the Trustees and Counsel concerning pending investigation(s), claim(s), action(s) or litigation including, but not limited to: (A) TIA AND BOKF, N.A. DBA BANK OF OKLAHOMA VS. TAIT, DISTRICT COURT OF TULSA COUNTY, STATE OF OKLAHOMA, CASE NO. cj-2013-1165; AND (B) fRANK MONTERO DBA A.A., INC. VS. TULSA AIRPORT AUTHORITY AKA T.A.I.T. – T.A.A., DISTRICT COURT OF TULSA COUNTY, STATE OF OKLAHOMA, CASE NO CV-2014-0072 AND FRANK MONTERO V. TULSA AIRPORT AUTHORITY AKA T.A.I T., CASE NO. CV-2014-924.
8.Adjourn.
LB/0915