Loading...
160505 Airport Advisory MINATTENDANCE The Corporation of the Town of Tillsonburg AIRPORT ADVISORY COMMITTEE May 5, 2016 7:00p.m. Tillsonburg Regional Airport Boardroom 244411 Airport Rd., South-West Oxford MINUTES Henry Atkinson, Euclid Benoit, Geoffrey Lee, Rick Lee, John Prno, Donna Scanlan, Richard Van Maele (by telephone); Staff: Vance Czerwinski, Annette Murray MEMBERS ABSENT/REGRETS Andre Brisson, Valerie Durston, Chris Rosehart, Jeremy Stockmans; Staff: Cephas Panschow 1. Call to Order The meeting was called to order at 7:02 p.m. John Prno acted as Secretary for the meeting. 2. Adoption of Agenda Moved By: Geoffrey Lee Seconded By: Henry Atkinson Proposed Resolution #1 THAT the Agenda as prepared for the Airport Advisory Committee meeting of May 5, 2016 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof None Declared 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of March 10, 2016 Moved By: Rick Lee Proposed Resolution #2 Seconded By: Geoffrey Lee THAT the Minutes of the Airport Advisory Committee Meeting of March 10, 2016, be approved. Carried Airport Advisory Committee Meeting Minutes, May 5, 2016 5. Delegations and Presentations None 6. General Business & Reports 6.1. Unfinished Business 6.1.1. Capital Budget-Moving Forward Vance Czerwinski reviewed Report PW 16-01: Capital Budget Process and Taxiway Rehabilitation (attached). He explained that two sources of funding are available at present: 1) $37,000 has been carried forward from previous years specifically for taxiway Band E rehabilitation; and 2) $35,000 is in the Capital Reserve for other capital projects. Staff will be presenting the Capital Budget and proposed use of the Reserve funds to Council based on three categories of projects: 1. Regulatory Infrastructure Requirements 2. Infrastructure Condition Assessments 3. Master Plan Upgrades and Expansion The current priority is to complete the taxiway rehabilitation this year, but funds available may reduce the scope of the work to priority areas of the taxiways that require asphalt. In response to a question about timing of this project, Vance reported that he expected the work to occur in the September timeframe, and that no disruption to the hanger owners was expected prior to that time. Users will be notified well in advance of the work being done. The next priority will be the Hydro primary metering project, and work is underway to obtain estimates on the project. Much discussion took place about the use of available funds to maximize future benefits, and the Committee thanked Mr. Czerwinski for the comprehensive report. 6.2. New Business 6.2.1. Committee Process Changes John Prno reported on "The Roles and Responsibilities of Committees of Council and Staff Liaisons" Workshop, attended by the Chair and Secretary on April 261h. The session was very helpful in answering process questions, and in addition to cosmetic changes to the reporting templates, has resulted in some minor changes to the function of the Airport Advisory Committee: -2- Airport Advisory Committee Meeting Minutes. May 5, 2016 The Committee will no longer wait until the next meeting to pass along formally approved minutes of the previous meeting. This past practice resulted in Council receiving meeting minutes many months after the meeting had occurred. Moving forward, minutes will be circulated immediately after each meeting and committee members will have one week to suggest changes. While the minutes will be formally adopted at the next meeting, Council will already have received the minutes by then. Adjournments of meetings will now be moved, seconded and voted on, as with other motions. The Committee Terms of Reference will be reviewed annually. 6.2.2. Committee Terms of Reference Review The Committee reviewed the existing Terms of Reference and made the following suggestions for changes: Change the second last bullet in 1.0 Role of the Airport Advisory Committee to more correctly read: "Advise on aviation matters or initiatives including existing and proposed regulations by external agencies; and," Change 2.3 to allow the participation of community members as is the current practice: "The committee should be composed, but not restricted to, members from the following categories;" In 2.3, also delete the third bullet: "Transport Canada, NavCanada or other aviation agency representative ( 1 )", as these agencies do not allow their staff to sit on local advisory committees. In 2.3 under Non-Voting members: replace "Development Commissioner" with "Public Works Manager" as is the current practice on the committee. Correct numbering of the duplicate "2.3" to "2.4". The proposed revised Airport Advisory Committee Terms of Reference is attached to these minutes. Moved By: Geoffrey Lee Proposed Resolution # 3 Seconded By: Rick Lee THAT the revised Airport Advisory Committee Terms of Reference be accepted and forwarded to Council for approval. - 3 - Airport Advisory Committee Meeting Minutes, May 5, 2016 Carried 6.2.3. Future Federal Infrastructure Funding The Committee asked Staff to monitor the availability of any Federal Infrastructure grants we would qualify for, such funding being recently alluded to by the Federal Government. Annette Murray advised that she will be at a local airports association meeting in the coming weeks and this topic is on the agenda. She will keep the Committee informed of any opportunities. 6.2.4. Notification of Proposed Construction The Committee asked Staff to ensure communications were in place with South-West Oxford to circulate information on any proposed building near the end of the airport runways for comment. This practice was previously in place but apparently missed for a recent construction project. Annette Murray agreed to follow up. 7. Correspondence None 8. Other Business None 9. Closed Session None 10. Next Meeting The next meeting of the Airport Advisory Committee will be on Thursday, September 15, 2016 at 7:00p.m .. 11. Adjournment Moved By: Richard Van Maele Seconded By: Henry Atkinson Proposed Resolution # 4 THAT the Airport Advisory Meeting of May 5, 2016 be adjourned at 8:25p.m. Carried -4- Report Title Capital Budget Process and Taxiway Rehabilitation Report No. PW 16-01 ~~ Author Vance Czerwinski, CRS, Manager of Public Works Meeting Type Airport Advisory Committee Council Date May 5, 2016 Attachments • None SUMMARY The draft Airport Advisory Committee meeting minutes from March requested an update regarding taxiway rehabilitation. Capital Budget-Moving Forward "The Committee requested clarification on the taxiway rehabilitation carryover from 2015. Vance Czerwinski confirmed there is $35,000 in the capital reserve for this work, but the area in question is quite boggy and will require excavation and engineered fill, so is not as simple as just scraping and paving. Vance will be speaking with the Operations Director about the status of the project and will get back to the Committee at the next meeting." Taxiway Rehabilitation Staff have confirmed that $37,000 for taxiway rehabilitation has been carried forward from the 2014 capital budget.. The scope of work of Taxiway Rehabilitation has significantly changed since 2014 and needs to be re-evaluated to address the current situation prior to commencing any site work. At this point in time Public Works is tracking towards performing some of the taxiway rehabilitation in the fall that tentatively includes the following scope of work: 1. Replace the culvert and improve drainage on Taxiway E 2. Pulverize-in-place the existing asphalt on Taxiway Band E 3. Excavate and dispose the unsuitable material for the Taxiway E extension 4. Repave Taxiway Band E The intent of the $37,000 rehabilitation work is to address the easterly portions of Taxiway Band E, however if cost estimates exceed available budget, the scope of work will focus on the priority areas of the taxiways that require asphalt. Page 1 I 3 Capital Budget-Moving Forward The Capital Budget for the Tillsonburg Regional Airport will be presented to Council based on the following: 1. Regulatory Infrastructure Requirements, 2. Infrastructure Condition Assessments, 3. Master Plan Upgrades and Expansion Regulatory Infrastructure Upgrades To ensure due diligence the following infrastructure is undergoing inspection and/or assessment at the Tillsonburg Airport. • Hydro-primary metering, the Town will not be able to properly expand the airport without complying with Hydro One requirements. • Water Treatment System and Distribution System -compliance with Ontario Regulation 319; ensure well, pumps, treatment system, and distribution system comply with the directive issued by the Oxford County Health Unit. • Septic System -ensure there is sufficient capacity and compliance with Oxford County Health Unit • Fueling System -test for leaks and compliance with the Liquid Fuels Handling Code (completed) • Flightpath Obstruction (trees) -compliance with Transport Canada Regulation; on-going discussion with adjacent land owners to address tree obstruction and eliminate existing NOT AM Infrastructure Condition Assessment Based on pavement condition assessments, drainage assessments and Transport Canada Regulations, the following infrastructure condition assessments should be completed. • Runway and Taxiway Asphalt condition • Runway lighting and signage • Drainage assessment for entire airport property • Terminal Building condition and Tenant contracts The Fueling System has been inspected and is in compliance with the Liquid Fuels Handling code. Discussions with Hydro One are also ongoing to provide a scope of work and estimate for the primary metering project. It appears at this time that a significant investment will be required to execute this project including, but not limited to: • Primary metering engineering design and layout (can take up to 18 months to process) • Installation of new primary metering unit and demarcation • Transfer of Hydro One hydro infrastructure to the Town of Tillsonburg • Transfer of ownership (legal) Page 2 I 3 Master Plan Upgrades Last summer an update on the Airport Master Plan was provided to Council. At that time Council discussed the need for an Airport Financial Plan prior to moving forward with the Airport Master Plan. Management are currently conducting a comprehensive review of all elements at the Airport and determining their associated financial impact to satisfy Council's request of a financial plan. Following Council adoption of the Airport Master Plan both short-term and long- term capital infrastructure plans can then be developed. FUNDING IMPACT/ FUNDING SOURCE Airport Funding Sources include: • Existing Reserves of $37K earmarked for Taxiway Rehabilitation, • 2016 contribution to Reserves of $35K for future infrastructure, • Annual Operating Budget, and • Potential Government Funding Page 3 I 3 Airport Advisory Committee Terms of Reference Last Revised: May 5, 2016 Mandate To advise and assist the Town of Tillson burg on matters pertaining to the Tillson burg Regional Airport. The Airport Advisory Committee will provide a forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan, strategic initiatives and operational improvements. The Committee will also provide a forum for dialogue, communication and education. 1.0 Role of the Airport Advisory Committee The Airport Advisory Committee will provide input and advice on Airport matters as follows: • Airport policies including master plan implementation and updates; • Long term strategies to grow and expand the airport including infrastructure improvements/expansions and services; • Opportunities to support the financial self-sufficiency of the airport including increased revenues and decreased costs; • Airport awareness including marketing and promotion initiatives; • Airport initiatives and events; • Tourism initiatives related to the Airport; • Advise on aviation matters or initiatives including existing and proposed regulations by external agencies; and • Matters referred to the Advisory Committee by Council. 2.0 Organization of the Committee The Committee shall be composed of people from the Greater Tillsonburg Area/Oxford County who demonstrate a strong commitment to the terms of reference. A cross selection of people should attempt to be chosen in order to bring to the committee relevant technical and professional expertise as well as strong advocacy, communication and organizational skills. 2.1 Appointment will be advertised in local newspapers as per Town's procedures for Committees of Council. 2.2 Committee members will be appointed by Council. 2.3 The committee should be composed, but not restricted to, members from the following categories: • Airport tenants (minimum 2) • Pilots (minimum 2) • Town Councillor (1) • Southwest Oxford Township Councillor (1) -2- Non-voting members: • Public Works Manager • Airport Administrator • Oxford County representative 2.4 The term of a Committee Member is four (4) years to coincide with the term of Council. 2.5 A Committee Member may apply for re-appointment for three consecutive terms, in order to ensure transfer of knowledge and continuity amongst Committee Members. 2.6 One member will be appointed by vote of the Committee at the first meeting of each term to chair meetings form that term. The Committee will also, at this time, select a Vice-Chair and Secretary for the same duration. 2.7 A Municipal staff person shall interact in an advisory manner to the committee. 3.0 Meetings 3.1 The Committee will hold a minimum of four (4) quarterly meetings with additional meetings at the call of the Chair. 3.2 The date and time of the regular meetings will be established at the first meeting of each term. 3.3 Meetings will have a formal agenda. 3.4 Agendas and information packages, that will include the minutes from the previous meeting, will be sent (via mail, e-mail, or fax) to Committee Members prior to each meeting. 3.5. A majority of Committee Members will constitute quorum for the transaction of business. 4.0 Role of the Chair The Chair is responsible for ensuring the smooth and effective operation of the Committee and its roles. This will include responsibility for: 4.1 Calling the meetings to order. 4.2 The Chair is encouraged to create an informal atmosphere to encourage the exchange of ideas such using a roundtable format. 4.3 Creating an agenda in consultation with the Secretary. 4.4 Chairing the meetings. 4.5 Acting as spokesperson. -3- 4.6 Representing the Committee on other committees when necessary. 4.7 The Chair shall conduct meetings in accordance with the Town's Procedural By-law. 4.8 In the absence of the Chair, these responsibilities will be undertaken by the Vice-Chair. 5.0 Role of the Secretary The Secretary is responsible for ensuring a complete up to date record for the Committee. 5.1 In liaison with the Chair, arrange date, time and venue for meetings. 5.2 In liaison with the Chair, set agendas and circulate to the members two business days prior to the meeting. 5.3 Circulate draft minutes to the members. 5.4 Keep a complete up to date record on the Committee minutes. 6.0 Role of Members 6.1 Membership on the Committee is a position of responsibility and requires a strong commitment to the Terms of Reference. Committee members are required to: 6.2 Attend all regular scheduled meetings. Members are required to notify the Chair, Secretary or the designated municipal staff liaison if they are unable to attend a meeting. 6.3 Review all information supplied to them 6.4 Prepare information for use in the development of materials for the Committee. 6.5 Promote the role of the Committee. 6.6 Offer input to Committee reports to Council. 6.7 Attend training as required to effectively perform their role as a Committee member. 6.8 Committee members are subject to The Municipal Conflict of Interest Act R.S.O, 1990, c.M50 and must disclose any direct or indirect pecuniary interest. The disclosure must be recorded in the minutes of the meeting. 7.0 Role of Municipal Staff The Town ofTillsonburg, by its nature and purpose, affects and is affected by many different Municipal departments. Assistance will be provided on an as required basis from various departments. Municipal staff will be responsible for carrying out the following functions with respect to the Committee: -4- 7.1 Acting as an information resource. 7.2 Orientation of Committee members at the first meeting after Council appointment. 7.3 Assist the Committee in its reporting to Council (see Sec. 8.0). 7.4 Provide correspondence to the Committee. 8.0 Reports to Council The Committee may advise and make recommendations to Council in accordance with its role. Reports may be submitted as follows: 8.1 By a Council representative. 8.2 By the Chair or the designated representative. 8.3 Minutes from the Committee meetings. 8.4 Written reports. An annual report will also be submitted to Council at the beginning of each new year outlining the Committee's accomplishments in the previous twelve months.