Elkhart City airport commission approves funding requests, leases and runway work; directs legal review of maintenance contract

Elkhart City — The Elkhart City Airport Commission on April 1 authorized the airport director to request Aeroplex tax-increment financing (TIF) for a replacement roof on the south-side maintenance building, approved multiple lease actions and accepted professional services agreements to advance runway repair and pavement projects.

Airport manager Andy (Elkhart City airport manager) told commissioners the roof has deteriorated to the point that "there's water running in," and that the mayor's office and the redevelopment commission attorney believe the work qualifies for Aeroplex TIF funding. Andy said staff will seek quotes and present specifications to the Redevelopment Commission for award if the commission approves funding.

The commission approved the request to seek Aeroplex TIF funds and voted to accept a professional services agreement to oversee joint replacement work on Runway 927. Commissioners also authorized advertising for bids on the Runway 18/36 pavement rehabilitation project and approved a federal reimbursement pay request under the Airport Improvement Program (AIP).

Why it matters: The projects address urgent maintenance and long-term pavement life. The roof work is framed as needed to prevent water intrusion and potential safety hazards; runway joint work and the larger pavement rehab are required to keep airfield surfaces within FAA-recommended performance windows and to extend service life.

Key details and next steps

- South-side maintenance building roof: Andy said the membrane is failing and water is entering the building. He told the commission the mayor and controller altered earlier planned funding for two other projects (hangar funding of $277,000 and an estimated $500,000+ joint repair), and staff are now asking permission to request Aeroplex TIF funds. Commissioners voted to authorize the airport director to request those TIF funds; staff will obtain contractor quotes and submit a request to the Redevelopment Commission for award.

- Maintenance building plumbing and HVAC repairs: The airport reported separate maintenance problems. Andy described an exposed, corroded cast-iron drain in a maintenance building wall that will require breaking out concrete and contractor repair; staff warned an invoice from a contractor is forthcoming. Separately the board voted to approve HVAC repairs for a maintenance building "subject to legal's approval," after discussing several contract clauses with the vendor (Johnson Controls) and asking legal to revise boilerplate contract language.

- Leases: The commission approved a name-change amendment for a land lease with National Supply LLC (a tenant), and approved a month-to-month T-hangar lease for Kenneth Scott Duff (hangar 65). Commissioners discussed raising and standardizing insurance requirements in future lease renewals and flagged risk-management review as a next step.

- Runway work and professional services: The commission accepted a professional services agreement to oversee joint replacement work on Runway 927 (engineering/inspection/bid-phase services). Andy explained certain line items in the services package, including document/specification preparation, safety phasing work required by FAA, bid assistance, and on-site construction observation. Commissioners also authorized advertising for bids on the Runway 18/36 pavement rehab project, which staff described as a mill-and-overlay with re-grooving and repainting; the work will require phased closures and a 24-hour prior-permission process for some larger aircraft movements.

- AIP reimbursement request: Commissioners approved a pay request to the FAA for $122,000 in reimbursable costs. Andy said the federal share on the request is $110,038, the state share $6,113.25 and the local (city) share will be $6,113.75.

Votes at a glance

- Authorize airport director to request Aeroplex TIF funds for south-side maintenance building roof — approved (unanimous roll call). - Approve land-lease amendment for National Supply LLC — approved (unanimous roll call). - Approve month-to-month T-hangar lease for Kenneth Scott Duff (hangar 65) — approved (unanimous roll call). - Approve maintenance building HVAC repair (subject to legal approval) — approved (unanimous roll call); legal sign-off required before final contract execution. - Accept professional services agreement for Runway 927 joint replacement oversight — approved (unanimous roll call). - Authorize advertising for bids on Runway 18/36 pavement rehabilitation project — approved (unanimous roll call). - Approve AIP reimbursement/pay request (total $122,000) — approved (unanimous roll call).

What commissioners discussed: Commissioners asked staff for cost estimates and scope details, and several members urged a review of insurance and boilerplate contract language before future leases or vendor agreements are renewed. Staff and legal agreed to update standard lease language and to continue requiring legal review when vendor standard contracts include arbitration clauses, indemnity limits, interest penalties or unilateral liability caps.

Context and timing: Staff said the runway joint replacement and pavement rehab are part of a long-term maintenance plan; the concrete overlay on the runway was installed about 15 years ago and the joint sealant replacement is a recommended recurring activity. The runway 18/36 rehabilitation will be phased to limit operational impacts, include a temporary paint layer and a 28-day cure period before grooving and final striping. Roof and building repairs will proceed only after quotes, redevelopment commission award (for TIF funds) and legal review as required.

Next steps: Staff will obtain quotes and specifications for the roof repair, present an RDC funding request if quotes support TIF eligibility, complete the legal review of the Johnson Controls HVAC contract language, finalize professional services tasks, and proceed with bid advertisement and FAA coordination on the pavement rehab schedule.

Ending: Commission members closed the meeting after approving the listed items and several routine claims and reports; staff will return to the commission with contract documents, quotes and recommended language changes for leases and vendor agreements for subsequent meetings.