Title
Planning and Building Department, Airports Division, recommending the Board:
1) Authorize the Chair to sign the retroactive Emergency Facilities & Land Use Agreement with the United States Forest Service (USFS Agreement Number 1291S821K4145) accepting funds in the amount of $10,417 for use of the Placerville Airport from August 14 to September 16, 2021 and $543.20 for reimbursement for two taxiway edge lights that were broken during the Caldor Fire; and
2) Delegate signature authority to the Planning and Building Department Assistant Director to sign any additional United States Forest Service documents associated with this Emergency Facilities & Land Use Agreement for use of the Placerville Airport during the Caldor Fire. (Cont. 8/23/2022, Item 14)
FUNDING: Incoming revenue, United States Forest Service (Federal Funds).
Body
DISCUSSION / BACKGROUND
Airport staff were contacted by the United States Forest Service (USFS) on August 14, 2021 regarding the use of the Placerville Airport for air operations and support for fighting the Caldor Fire. CalFire and USFS unified command personnel began moving in equipment and using the airport on August 15, 2021. The airport was closed for regular general aviation flight operations from August 17, 2021 to September 14, 2021, a total of 29 days; however, fire-fighting air operations and support encompassed a total of 34 days.
On August 15, 2021, CalFire staff visited the Airport, and, with airport staff, completed a Federal Land Use Agreement Intake Form preparatory to finalizing an agreement between the USFS and the County. In addition, security staff were posted around the clock at the entrance gate to the airport to restrict access of the general public (airport tenants and users were allowed access via a walk-in gate; they were not permitted to drive onto the airport) while CalFire and USFS were utilizing the airport.
The County’s Airport Fee Schedule is not set up for the large-scale use that occurred with the Caldor Fire response. In several meetings with the Airports Advisory Committee, members of the public and committee members expressed their desire to collect more revenue from the USFS based on various methodologies, as well as various fees on the Airport Fee Schedule. The committee members and tenants have noted that the USFS and CalFire used a large portion of the Placerville Airport (estimated at 49 acres) and the airport was completely shut down to general aviation for 29 days, which directly impacted airport tenants and the businesses located on the airport.
Staff worked with County Counsel to identify the most defensible fee to be levied on the existing fee schedule and found that the airport tie down rate was most applicable to this use. Therefore, in accordance with guidance from County Counsel, Planning and Building Department (Department) staff calculated the amount to charge the USFS for use of the Placerville Airport by using the Transient/Visitor Aircraft Parking (Tie Down) and Vehicle Parking rates on the Airport Fee Schedule (Attachment D) for the various helicopters and support vehicles that were on the airport, which totaled $10,417.00 (see Attachment C for detailed calculations).
The USFS also agreed to compensate the County for two taxiway edge lights that were broken during the Caldor Fire fight. Despite contacting numerous vendors as well as the manufacturer, due to supply chain issues, Department staff was unable to obtain a price for the taxiway edge lights until June 3, 2022. The USFS requested that the County submit one invoice for the Emergency Facilities & Land Use Agreement (Agreement), so Department staff has been waiting for the price on the taxiway edge lights to bring this Agreement forward to the Board. The taxiway edge lights are $271.60 each for a total of $543.20 for the two lights.
Staff is recommending approval of USFS reimbursement for $10,417 for airport tie downs and support vehicle parking, and $543.20 for taxiway edge lights, totaling $10,960.20.
Staff agree with Airports Advisory Committee members in their assessment that an emergency use agreement needs to be developed. Department staff are working with County Counsel to explore creating emergency use agreements with the USFS and CalFire that include predetermined emergency airport use rates, which would be approved by the Board. This will ensure there is clear direction on how to assess fees during emergency events.
ALTERNATIVES
The Board could choose not to approve the Agreement, which would result in the County not being reimbursed for use of the Placerville Airport by the USFS and CalFire for 34 days while air operations were occurring during the Caldor Fire fight.
Several Airports Advisory Committee members and other airport tenants have expressed to County staff that the County should reimburse leaseholders and tenants for a portion of their leases and rentals to cover the period while the airport was closed to general aviation. Airport hangar tenants were able to utilize their hangars for aircraft storage and were not restricted from accessing their hangars, and airport tie-down tenants were able to access their aircraft, but hangar and tie-down tenants were not allowed to fly into or out of the airport for 29 days. Airport hangar and tie-down tenants argue that they should receive a refund of a prorated portion of their annual lease payments or their monthly tie-down or rental fees for the 29 days that they were unable to fly in and out of the airport. Should the Board decide on this alternative, refunds would total approximately $16,086.00. There would also be a cost to the Placerville Airport Enterprise Fund for staff time to prepare and administer the refunds.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This item will increase revenue for the Placerville Airport by $10,417, and as a result, may decrease the General Fund contribution required for the Placerville Airport in Fiscal Year 2021-22. This item will also reimburse the County for replacement of the two broken taxiway edge lights, at a cost of $543.20.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the Agreement.
2) The Clerk of the Board will return one (1) original of the Agreement to the Planning and Building Department, to the attention of Sherrie Busby, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety, Good Governance, Infrastructure
CONTACT
Chris Perry, Assistant Director
Planning and Building Department