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The meeting was called to order by Chairman Kelly O’Donnell at 10:00am. Roll call was taken with six members present. Officials and guests present included: Lou Gomez, NMSA, Mike Holston, Procurement Solutions, Luci Woodard, DMJM, Tom Mills, EDD, Bill Gutman, Jane Garvey, DMJM Laurie McDonald, CRUSH, Jim Hayhoe and Steve Matier, Procurement Solutions.
Authority Members Present:
Kelly O'Donnell, Chairman
Jim Manatt
Toots Green
Ben Woods
William Loomis
Richard Holdridge
Authority Members Not Present:
Jerry Hanks
Motion: Jim Manatt moved to approve the agenda. William Loomis seconded the motion. Motion carried.
Motion: Toots Green moved to approve the minutes from the NMSA meeting held on July 26, 2007. Richard Holdridge seconded the motion. Motion carried.
Chairman’s Report:
Kelly O’Donnell began with an update on the search for the NMSA Executive Director. She stated that a nation wide recruitment firm will be obtained in order to conduct the search. She also stated that the NMSA has reached a point where the spaceport project is in need of additional staff including technical and marketing positions. Discussion followed on the budget request which will include funding for additional staff. Board members asked that they be able to review the budget request before it being submitted to DFA.
Program Status Report:
Mike Holston reviewed the program task plan and updated responsibility chart which accommodates the growing spaceport project. He went on to discuss the design competition for the Terminal Hangar Facility (THF) which is complete. Mr. Holston stated that a recommendation for award has been made to URS/Foster & Partners. He advised that contract negotiations are in progress.
DMJM Update:
Luci Woodard reviewed a detailed design and construction schedule. She advised that the completed record of decision and construction is scheduled to begin in September 2008. She continued in reviewing the schematic design, design development and construction document phases for each bid package and work scope through June 2008. Ms. Woodard also discussed the schematic design plan activities that will take place prior to approval.
DMJM will be doing a QA for ‘’completeness, consistency with cost and budget, and for coordination with other design packages.’’
Discussion followed on the external roads, Alvin Dominguez from NMDOT stated that an RFP has been issued for corridor studies and proposals are being accepted through September 20th. He advised that construction for temporary improvements should begin by late fall or early spring. Improvements on the north will begin first since this is where construction will access the site.
Ben Woods questioned the process to take place for the procurement of construction. Mike Holston explained that this will be determined by the type of contract, packaging and resources. Tom Mills advised that the state procurement code will be followed. Discussion followed on fiduciary responsibility and procedure for the Board to review and approve construction contracts before moving forward in the process. Mike Holston suggested that DMJM prepare a procurement strategy to present at the next meeting so that the responsibilities of the Chairman and the Authority are clarified. It was also suggested that Mary Ann Myers present information on the state procurement code and administrative policies and procedures.
Legal Counsel Overview:
Tom Mills stated that $10 million has been appropriated directly to NMDOT for road improvements and a JPA is in place with NMSA.
Mr. Mills stated that a negotiation session is scheduled for tomorrow with Virgin Galactic on the development agreement which focuses on construction. The facilities lease will focus on items such as the tenant agreement and user fees.
Mr. Mills also discussed the ranch management plan which will focus on allowing ranchers to remain in operation with the least amount of impact. The next meeting will be held on September 13 with the plan possibly being completed in November to be presented to the Board.
EIS:
Bill Gutman gave an update on the status of the EIS. He stated that an internal review of the working draft EIS indicated that updates to certain elements were needed. He stated that updated information requirements are being made by individuals who performed the original work on the EIS which include Bill Gutman, John Spalding, Jim Thomas and Erin Ward. He stated that this team is working to minimize the schedule impact and that other elements of the EIS remain on schedule.
Mr. Gutman stated that the current draft of the Launch Site Operator License application has incorporated responses to all questions and comments from FAA AST. He also stated that the next draft submitted is expected to be final since AST has indicated that the draft application appears to satisfy all requirements. A full document was submitted on August 20th to FAA AST.
Jane Garvey with DMJM discussed some issues and activities that are still ahead such as the data report discussed earlier by Bill Gutman and submitting data with an adequate level of accuracy and also the importance of good communication with FAA. Ms. Garvey stated that there will be a resource meeting in September in which any environmental concerns about the project will be discussed.
Operations Status:
Steve Matier stated that work with private and government agencies and also the review of available operations manuals is being conducted in order to develop an operations philosophy for Spaceport America. He also stated that a second draft of an MOU with WSMR is underway and a 3-party operating agreement is being developed to address Virgin Galactic operations.
Mr. Matier stated that UP Aerospace is considering launch missions in late 2007 and Embry Riddle Astronautical University is interested in launching from Spaceport America. He also discussed the upcoming X Prize Cup events scheduled for October 26-28, 2007.
Community Outreach:
Mike Holston stated that Steve Matier gave a presentation on the spaceport at the Sierra County Community Summit. He also advised that a meeting was held in order to clarify Sierra County/T or C concept for a Visitor and Welcome Center. Mr. Holston reviewed upcoming meetings and events which include meetings with WSMR, NMDOT, SAPDAC, Ranch Management Plan, FAA and DMJM and a press conference to present the spaceport design.
Budget:
Mary Ann Myers advised that the FY09 budget request is due to DFA on September 4th. Discussion followed on the role and level of authority the Board has in regards to reviewing and making recommendations to the budget. Motion: Jim Manatt moved that an emergency meeting be called on Monday morning, August 27, 2007 prior to the meeting with DFA in order to review the FY09 budget request. Richard Holdridge seconded the motion. Motion carried.
New Mexico Space Trail:
Laure McDonald from CRUSH Interactive gave a presentation on placing kiosks with information on the spaceport at different locations of the Space Trail.
Feasibility Study:
Jim Hayhoe advised that NMSU Arrowhead Center conducted a feasibility study in order to determine whether Hatch would be able to economically operate and support a Spaceport Welcome Center. He stated that the study revealed that by the third year of operation the center would be making a profit. Mr. Hayhoe stated that he felt this was a good starting point in determining the type of facility and the cost involved and also an opportunity to look at funding strategies. He advised that he will be presenting this to the County Commission.
Public Comment:
Rep. Andy Nunez asked for clarification on the Expansion Budget. Chairman O’Donnell explained the process that will take place for the NMSA operating budget including review and recommendations from the Authority and ultimately approval. He also commented on consideration for Hatch to be a location for a welcome center.
Jim Hayhoe suggested that an update presentation on the “Restricted Development Zone” be made at the next NMSA meeting.
William Loomis introduced Brent Zarnack who is very interested in the spaceport and has offered to volunteer in any way to assist with the project.
Next Meeting:
The next NMSA meeting is scheduled for September 18, 2007 in Las Cruces at the Board of Regents Room at NMSU from 10:00am – 1:00pm.
Executive Session:
Personnel Matters: The Chair stated she would entertain a motion to enter into executive session pursuant to 10-15-1 (1)-(2) of the Open Meetings Act for the purpose of discussion of limited personnel matters including the Executive Director’s position.
Roll Call Vote:
Chairman O’Donnell – yes
Toots Green – yes
Richard Holdridge – yes
William Loomis – yes
Ben Woods – yes
Jim Manatt – yes
Back in Open Session: The Chair entertained a motion to enter back into open session pursuant to 10-15-1 (1)-(2) of the Open Meetings Act. The Chair stated that no action was taken in the matters discussed in the closed session and were limited to those specified in the motion for closure.
Motion: Toots Green moved to move back in to open session. Ben Woods seconded the motion. Motion carried.
Motion: Ben Woods moved to modify the action taken at the last meeting and expand the search for an Executive Director to include any and all means necessary to get the best qualified candidate including potential use of an outside search firm. Toots Green seconded the motion. Motion carried.
Motion: Toots Green moved to adjourn the meeting. Ben Woods seconded the motion. Motion carried.
Approved: ______________________ Date: ____________________ Kelly O'Donnell, Chairman
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