MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE INDIAN WELLS VALLEY AIRPORT DISTRICT
August 4, 2004

NOTE: This meeting was tape recorded and the tape is available at the airport office.

1. CALL TO ORDER

President Dave Rosenthal called the meeting to order at 7:00 p.m. Present: Directors Bozack, Farris and Rosenthal. Directors Bates and Mohn were absent. Also present were District Manager, District Operations Manager, and District Counsel Scott Nave through telephone conferencing. Members of the public Brad Glasco and Ann Norris were in attendance.

2. PLEDGE OF ALLEGIANCE TO THE FLAG

Director Rosenthal led the pledge of allegiance to the flag.

3. CONSENT CALENDAR

A. Approval of Minutes of Regular Meeting of July 7, 2004 and Special Meeting of July 20, 2004 and waive further reading of the Minutes.

B. Approval/ratification of the Payment Register of August 4, 2004.

C. Approval of Financial Report for June of 2004.

Motion was made by Director Farris, seconded by Director Bozack, TO APPROVE THE CONSENT CALENDAR AS PRESENTED. Motion was passed by voice vote: 3 ayes, 2 absent.

At this time Ms. Bass requested that an item which arose subsequent to the posting of the agenda be added to the agenda for discussion and action. There is a new regulation from the Federal Emergency Management Agency (FEMA) requiring that all jurisdictions provide a Local Hazard Mitigation Plan in order to receive FEMA grants and loans in the event of a disaster. Kern County has proposed a multi-jurisdictional plan and the District participation in the plan must be accepted prior to the next scheduled Board Meeting.

Motion was made by Director Farris, seconded by Director Bozack, TO ADD THE AGENDA ITEM: DISCUSSION/APPROVAL OF PARTICPATION IN THE KERN COUNTY HAZARD MITIGATION PLAN TO SATISFY FEMA REQUIREMENTS, MAKING IT BUSINESS ITEM 4.C. Motion was approved by voice vote: 3 ayes, 2 absent.

4.A. AUTHORIZATION OF ISSUANCE OF CONTRACTS FOR SECURITY PROJECTS: AIP 03-06-0110-18

The District has received bids for the security project which includes card-operated automatic gates, personnel gates with cipher locks, and the associated electrical work. Open and Shutt Enterprises has bid

$ 98,850.00 for the gates and fences. J. W. Roberts Co. has submitted a bid in the amount of $19,606.00 for related electrical work. The funding is supplied through a federal grant with matching funds supplied from Passenger Facility Charges already collected. Estimated start of the job would be six to eight weeks.

Staff has checked with Mojave Airport and Meadows Field on work done by Open and Shutt and they received excellent references. J. W. Roberts has done much work for the District in the past and it was satisfactory and on-time. Staff requested authorization to issue contracts for this work subject to F.A.A. approval.

Motion was made by Director Farris, seconded by Director Bozack, TO AUTHORIZE ISSUANCE OF CONTRACTS TO OPEN AND SHUT ENTERPRISES IN THE AMOUNT OF $98,850.00 AND J. W. ROBERTS CO. IN THE AMOUNT OF $19,606.00 FOR GATES AND ELECTICAL WORK FOR SECURITY PROJECT AIP 03-06-0110-18.

There was discussion about the project, including the way the cards work, gates and locks included, and the electrical work. Director Bozack asked if this was the only bid, and Ms. Bass clarified that it is the only bid and was a negotiated price. Director Rosenthal asked about the number of cards and other questions about the methods for opening the gates. Mr. Seymour explained that there is a one year guarantee on the work, and Mojave Airport reports no problems with the same gate system. He added that the bids comply with the original specifications and all of the equipment is “top of the line”. Director Farris said that there is mention in the bid of remote control equipment, and Mr. Seymour said that he did not believe there would be remote control activation. Mr. Rosenthal wanted assurance that the transmitters would not need additional funding to maintain. Mr. Seymour said that he would verify the specifics on the gate activation.

Mr. Glasco asked if there is an alternative to the card system, specifically buttons to push. The answer was no, as in a short period of time everybody knows the combination, defeating the purpose for security. There is also no “follow-through” so that more than one car cannot have entrance with one card swipe. Mr. Rosenthal asked about the computer software, and it was agreed that the cards would need to be programmed. There will be one thousand cards received by the District, and a deposit will be required to obtain the card.

Motion was approved by voice vote: 3 ayes, 2 absent.

4.B. AUTHORIZATION OF BOOTH AT KERN COUNTY AIR SHOW 2004

Ms. Bozack reported that the ad hoc committee had met and obtained information about having a booth at the air show. Points made were as follows.

• A display panel was offered for loan by the Ridgecrest Area Convention and Visitors Bureau, but the District would be responsible for replacing panels if they are damaged. With the possibility of wind or perhaps water damage, this could be a large expense. Ms. Bozack recommended that the airport purchase gridlock panels, which are free standing, for approximately $ 150.00, to use instead. A picture was shown of this panel, and photos could be attached. The airport banner and heading are also available to be used in the booth.
• Pictures will be obtained from Mr. Bozack and possibly Mr. Rosenthal.
• The reason for having the booth is for public relations as well as a possible opportunity to explain lease and rental opportunities at the airport. The airport development brochure will be used to provide information to interested parties.
• The actual cost for the booth space is $150.00 with a refundable deposit of $100.00 for clean-up.
• Items for “give-away” include the airport pens and litter bags, but Ms. Bass reminded the Board that if they are all handed out the District will need to buy more. It would cost about $200.00 for replacement. Ms. Bozack said that brochures only can be handed out if cost is a problem.
• Cement blocks will be used to anchor the shade, which is being loaned by Mr. Lee Phillips but does need to be anchored securely. The cost of the blocks would be very small and possibly could be donated. It was suggested that sand bags might be more convenient, as they are flexible and easier to use.

Total cost is estimated to be approximately $500.00. It had been suggested that the Special Events Committee fund pay for the booth space, but the committee members, who raised the money for youth activities, are loathe to commit the funds for other activities. Ms. Bozack said she agrees that those funds should be kept for the youth activities as originally intended. There is $500.00 in the budget for advertising and promotion, but Ms. Bass stated that $310.00 of that has already been used for the ad in the Destinations magazine. It is not a large amount and could be absorbed in the budget.

Motion was made by Director Bozack, seconded by Director Farris, TO APPROVE HAVING A BOOTH AT KERN COUNTY AIR SHOW 2004 WITH A COST NOT TO EXCEED $550.00.

Director Farris added that the booth should be staffed by knowledgeable people or not done at all, as the answers to questions must be appropriate or the airport will look foolish. Ms. Bozack said that the manager could write a script to be followed by the booth volunteers. Ms. Bass said that she does not think she can anticipate every question that will be asked, and there is more than one way to ask a question, with answers differing in many cases.

Ms. Bozack said that there is land and building space available to market and information can be given about activities done on the airport, such as youth activities, the fire station, airline, and other things that go on.

Director Rosenthal said that the people attending the air show are largely unable to deliver the benefits we would want, such as renting or leasing space. Those people would call the office if they have interest in building or ground leases. Mr. Rosenthal added that the District budget is tight, and money would need to be used at the expense of something else at the airport. He agrees it is a good idea, but he is also concerned about the staffing in addition to the points he already made.

Mr. Glasco said that he thinks it is a great idea, but the audience at the air show is not likely to provide the market the District is looking for, and it may not be a wise use of the money. There may be better opportunities in the future which would be a better use for the funds. Mr. Farris said that the aviation enthusiasts who attend air shows might very well be a good market. He repeated his concerns about the staffing being able to respond appropriately to questions. Mr. Farris added that $500.00 is not a huge amount of money.

Ms. Bass asked if there is a deadline to sign up for the space, and Ms. Bozack said she did not see a deadline. It was decided to continue the item to the September meeting to see if additional volunteers could be located.

There was no action on the motion.

4.C. DISCUSSION/AUTHORIZATION TO PARTICPATE IN THE KERN COUNTY LOCAL MULTI-JURISDICTIONAL LOCAL HAZARD MITIGATION PLAN FOR FEMA

Ms. Bass explained that FEMA has a new regulation to have an approved Local Hazard Mitigation Plan in place in order to obtain FEMA grants and low-interest loans in the event of a disaster, such as earthquake, flood, mud-slides, or other events. The requirements to complete the plan are very difficult and staff has no experience in this field, which includes items such as risk-assessment. Kern County Office of Emergency Planning has proposed a multi-jurisdictional plan, and they obtained a proposal from a consultant to complete this plan at a cost of $80,000.00 with all of the participating jurisdictions sharing the cost. The District would need to attend meetings, supply requested information, and hold a public hearing . Ms. Bass agrees that this a good way to have an approved plan approved and in place, but she has concerns about the possible cost. Ms. Armstrong, with Kern County, suggested that the District agree to participate in the plan with the caveat that they may withdraw if the cost is too high. As a response is needed before August 31, Ms. Bass recommended that this response be given.

Director Rosenthal provided some information about how FEMA operates. Ms. Bass added that the State disaster relief funding will also be dependent on this plan. Ms. Bozack clarified that the August 31 deadline is for responding to Kern County regarding our participation. The Board would approve the actual amount of money when it has been determined. Mr. Rosenthal asked what assurance the District has that they may withdraw if the cost is excessive. Mr. Nave stated that if the District does not sign a contract, then they may withdraw at any time.

Motion was made by Director Farris, seconded by Director Bozack, TO AGREE TO PARTICPATE IN THE PROPOSED KERN COUNTY MULTI-JURISDICTIONAL LOCAL HAZARD MITIGATION PLAN WITH RIGHT TO WITHDRAW SHOULD THE COST TO DISTRICT BE PROHIBITIVE. Motion was approved by voice vote: 3 ayes, 2 absent.

4.D. CLOSED SESSION: POTENTIAL LITIGATION

This item was changed to agenda item 9.B.

5. DISTRICT COUNSEL

Mr. Nave wanted clarification on the request for a resolution and amendment to the administrative code adding the positions of Assistant General Manager and Administrative Assistant. Following a short discussion, it was decided to have Mr. Nave and Ms. Bass discuss this further and perhaps present two resolutions at the September workshop meeting for the Board to review and revise as they desire.

6. DISTRICT MANAGER 

• Skywest enplanements for the month of July were 1077.
• The fire station repairs in landscaping and gate are underway, with Mr. Seymour handling that.
• Of interest to the Board might be that the illuminated ramp signs are now six years old and a light bulb needed changed last week for the first time.
• The new copier has arrived and is great.
• The Kern County Air Show is under control, with air traffic control on board, the tower handled, and other items are being coordinated with various air show chair persons and the Kern County Sheriff.

7. COMMITTEE REPORTS

The only committee meeting during the last month was the ad hoc committee for the air show booth, and Director Bozack reported under agenda item 4.B.

8. PUBLIC COMMENT

9.A. BOARD COMMENT

DIRECTOR BOZACK: Ms. Bozack thanked the members of the public for their attendance and participation.

Ms. Bozack mentioned that the Directors need to be careful about avoiding serial decision making through their conversations with staff. It was pointed out that conversations with staff are fine so long as no decision is given or solicited. Ms. Bass said that most Directors visit with staff to obtain information about projects and provide ideas, and this is a responsibility of Directors of the District. Mr. Nave agreed that a Director getting information is a natural occurrence, so long as it is not an opportunity to discuss votes. Mr. Nave added that it is fine if three or more Directors want information about the same thing, so long as no information regarding the vote is solicited or provided. This is a common thing, with Directors consulting the staff about items they have questions on.

9.B. CLOSED SESSION: POTENTIAL LITIGATION

Mr. Nave stated that the name of the party who may be involved in the potential litigation is withheld because release of the name could have a prejudicial effect on the District and their case.

10. ADJOURNMENT

Motion was made by Director Farris, seconded by Director Bozack, TO ADJOURN THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF INDIAN WELLS VALLEY AIRPORT DISTRICT OF AUGUST 4, 2004 at 8:16 p.m.. Motion was approved by voice vote: 3 ayes, 2 absent.

Submitted by
Nancy Bass, Executive Secretary