Airport commission approves scope to pursue runway 18 navigation easements

The Gardner City Airport Commission voted to approve a narrowed scope of services to begin phase‑one acquisitions of air navigation easements for runway 18 and authorized the chair or airport manager to solicit an independent fee estimate.

The action, taken after a detailed presentation by the meeting’s presenter, moves the project away from a dual‑end approach — previously including runway 36 — to concentrate on the runway 18 approach. The presenter said the environmental obstruction assessment is “effectively complete” while the airport layout plan remains under FAA review and described a process that includes title searches, six separate appraisals, review appraisals, surveys, and legal services.

Why it matters: the navigation easements create perpetual airspace rights that allow the airport to use FAA funding for tree‑removal permitting and future clearing. “Without the easement, FAA does not pay for the tree clearing,” the presenter said, underscoring that easements are a prerequisite for federal reimbursement for removal work.

What the scope covers: the consultant proposed acquisition efforts over up to six parcels near the runway 18 approach, but the presenter warned that town assessor‑database discrepancies mean a title search could reveal that one or more parcels are city‑owned and therefore would not require an easement. “We’re accounting for six easements as part of the contract,” the presenter said, and added that if title work shows a parcel is city‑owned the consultant would not charge for any associated negotiation services.

Work items listed in the scope include owner outreach and negotiation, written offers and memoranda of agreement for municipal parcels (the presenter specifically referenced coordination with the town of Templeton and the city of Gardner), six appraisal reports plus a review appraisal to validate fair‑market values, boundary surveys and recordable easement plans, title abstracts and possible subordination consents, and routine project administration and monthly status updates. The scope also allocates time to prepare a disadvantaged business enterprise (DBE) plan update to satisfy federal requirements.

Funding and costs: the presenter said the total project estimate listed in the materials is $405,000 (an intentionally inflated figure to reduce surprises), and that there is $255,410 in Airport Improvement Grant (AIG) funding that can be applied to part of the work. The presenter described the independent fee estimate process used to finalize the consultant fee: the consultant and an independent estimator each submit blind fee figures, and if they are within 10% the FAA will accept the figure. The presenter said the independent fee estimator’s charge is typically about $4,000 and can be up to $5,000 for more complex assignments.

Commission discussion and vote: commissioners asked whether the project cost covered tree‑removal work (it does not; easements secure the right and enable federal funding but actual clearing costs would be determined later) and pressed for clarity on which parcels truly require easements. After questions, the commission authorized the scope focused on the runway 18 easement acquisition project and approved soliciting the independent fee estimate; the presenter said she will provide the blank fee spreadsheet and contact information for a recommended estimator and that the commission’s only near‑term fund commitment would be to pay the independent estimator’s fee.

Next steps: staff will run title abstracts to resolve assessor discrepancies, solicit appraisal and survey proposals, and return appraisal and review appraisal reports to the commission (the presenter said that appraisal results will be presented to the commission as Article B). The presenter said the contract schedule will likely shift by about a month pending final fee agreement and that the commission will review final fees and appraisals at a later meeting.

The commission also received a brief update on the vegetation management plan (no action pending final Mass DOT comments) and discussed possible changes to meeting location and scheduling. The meeting adjourned after the presenter confirmed next‑step follow‑up.