Aeronautics Commission Policy Guidelines
Aeronautics Commission Policy Guidelines
WHEREAS, the Wyoming Aeronautics Commission is charged as the sole authority to determine disbursement of funds to the state’s airports; and
WHEREAS, the Wyoming Aeronautics Commission wishes to insure consistency in the application of policies;
THEREFORE, based on the above and foregoing, the Wyoming Aeronautics Commission formally adopts the following policies except and unless they conflict with federal and/or Wyoming law, in which case the federal or state law controls.
Commission hereinafter refers to the Wyoming Aeronautics Commission
Aeronautics Division hereinafter refers to the Wyoming Department of Transportation Aeronautics Division
1. Commission Officers and Terms of Office
The officers of the Wyoming Aeronautics Commission shall consist of a chairman and vice chairman whose terms of office shall be two calendar years beginning with the 3rd quarterly meeting. These officers shall be elected by the Commission at the 2nd quarterly meeting of each even year, or placed in nomination during that meeting and then elected during the subsequent teleconference.
2. Qualifying Projects for Commission Funding
The following are project types which qualify for funding by the Commission. Projects considered eligible shall be aviation related and conform to the approved Airport Layout Plan as applicable.
The Commission reserves the right to allow or reject any project proposed for funding.
· Planning and other related studies and activities
· New pavement construction
· Maintenance, rehabilitation and reconstruction of existing pavement when meeting recommendations of the statewide pavement management program
· Terminal facilities, both commercial and general aviation
· Navigational aids (NAVAIDs) and weather observation systems (AWOS)
· Maintenance of NAVAIDS and AWOS
· Snow removal, mowing, firefighting and communication equipment
· Structures to house and protect maintenance and firefighting equipment, NAVAIDS, and AWOS
· Activities related to airport and airline marketing and air service enhancement
· Aircraft rescue and firefighting (ARFF) training and related expenses
· Land acquisitions, leases, easements and related activities
· Environmental assessments and related activities or reports
Federal projects: The Commission will partially match federal projects whenever possible, provided the project conforms to Commission policy and goals. The Commission will also consider funding revenue producing aeronautical support facilities, including fuel farms and hangars, which are programmed for federal funding.
Revenue generating facilities: Except as noted above, the Commission will not approve grants-in-aid for the construction of hangars; fuel farms, fuel trucks, or other fuel delivery equipment; or any other airport structure or improvement that, in the judgment of the Commission, is appropriately the responsibility of private enterprise. The Commission encourages development of revenue-generating facilities at airfields and, as supported by statute, may provide loans to airports for the construction of these facilities. While terminals are eligible, areas, furnishings and equipment related to revenue generation are not eligible for Commission grant funds.
Hazardous material removal: The Commission will not provide grant or loan funding for projects involving removal of hazardous material, including but not limited to, the removal or disposal of asbestos, fuel storage devices, equipment and vehicles.
3. Advanced Approval of Expenditures
The Commission will only approve requests for grants-in-aid for airport improvement projects when submitted prior to commencement of the project, except in the case of emergency or extraordinary urgency. For the exception, the initial application may be made by verbal request to the Aeronautics Division project manager. The request shall also be submitted in writing to the division within 5 working days.
Change orders, amendments or modifications to a project work scope must be approved prior to the commencement of work for the expenditure of monies associated with said changes. Change orders are approved by the Aeronautics Division staff and do not constitute a commitment of funds.
The Aeronautics Division Administrator is authorized by the Commission to approve project scope changes, amendments or new grant applications in an amount not to exceed $100,000. New projects, project scope changes and budget amendments are to be presented to the Commission monthly through the Wyoming Aviation Capital Improvement Program (WACIP).
4. Vehicular and Portable Equipment
Vehicular and portable equipment purchased in whole or in part with funds disbursed by the Commission shall be clearly marked with the name of the airport receiving those funds, and shall be reserved exclusively for use by the airport on airport facilities.
As a condition to receiving funding from the Commission, the airport sponsor shall provide information regarding vehicular and portable equipment purchased with state and/or federal funds. An updated inventory shall be provided at the time of each equipment grant request, upon request by the Aeronautics Division.
The sponsor will be required to provide written justification for equipment which is different than the recommended type for the size of airport as described in the Advisory Circular 150/5220-11.
5. Professional Services
The Commission requires that each consultant providing professional services for Wyoming airports for projects funded by the Commission be in good standing with the Aeronautics Division as indicated by the Consultant Performance Review procedure established by WYDOT.
Airport improvements at public owned/public use airports in the state of Wyoming shall be performed in accordance with procedures implemented by the Aeronautics Division. Plans, specifications and related documents shall be compiled in compliance with applicable FAA Advisory Circulars and the current Aeronautics Division procedures manual.
7. In-Kind Grant Match
Qualifying in-kind match on projects must be approved in advance in writing by the Aeronautics Division project manager. Appropriate documentation providing the value of the in-kind work or product is required.
Qualifying in-kind product or work accomplished by the sponsor shall only be credited toward the sponsor’s share of the match and will not be reimbursed with grant monies. Examples of qualifying in-kind match are labor, materials, equipment hours, etc. Airport administrative staff hours do not qualify as in-kind work.
8. State Funded Projects Involving Federal Funds
In occasional instances where a state grant is awarded to a project prior to the federal grant being awarded, the state grant is still contingent upon receiving federal funds and is subject to being withdrawn if the federal funding is not provided.
9. Aircraft Rescue and Firefighting (ARFF) Training Facility and Supplies
The Commission recognizes that the entire state benefits from ARFF training. Therefore, the Commission will consider reimbursement to the Natrona County ARFF Training Facility for up to 90 percent of ARFF training supplies and related expenses to offset reduced in-state airport firefighter tuition and fees at the facility.
The following are eligible expenditures for ARFF training facility grants:
· Fuel for live burns
· Fire extinguishing agents
· Fire extinguishers, air packs, hoses, nozzles, etc., including maintenance of these items
· Utilities for ARFF training facility
· Parts and labor for major repairs and winterizing of large equipment, burn pit, fuel system, and water system
The sponsor will be allowed a set 10-percent, in-kind match of training operations labor (setup, instructor hours, etc.) and incidentals.
10. Marketing Grants
General requirements for marketing grants:
· The Commission may grant up to 5 percent of its available funding to airports for marketing.
· Each grant requires a 50 percent local grant match in cash (“in-kind” labor or materials are not allowed.)
Each grant application must contain detailed description of the marketing plan. The Commission does not allow airports using the grants to directly advertise negatively toward another Wyoming airport.
A final report is required at the close of project and prior to final payment.
11. Percentage of Funding for the Programming of Projects
The Aeronautics Division will use the following percentages as a guideline in the programming of projects:
95 percent federal / 3 percent state / 2 percent local
· All Federal Projects
98 percent state/ 2 percent local
· Requires special recommendation from division staff
· Projects that address state system or Commission priorities
80 percent state / 20 percent local
· Safety and security as defined in the Wyoming Aeronautics Commission Priority Rating Model
· Pavement maintenance
· Non-NPIAS airports airside projects
· NAVAID maintenance
· NAVAIDs and weather equipment
60 percent state / 40 percent local
· Maintenance (non-pavement)
50 percent state / 50 percent local
· Landside (Those parts of the airport serving passengers, including surface transportation. Includes terminals, parking facilities, passenger loading and waiting areas, ticket counters, baggage handling facilities, etc.; excludes the airfield)
· Equipment (Non-safety related)
· Other (project is not classified above)
A project that meets more than one classification will be placed in the classification determined most appropriate by the Aeronautics Division staff.
Deviation in any project allocation may be made by the Commission as necessary to accommodate budgetary constraints.
Airport sponsors may request a deviation from the standard funding matches outlined above by submitting a written letter of justification for the request. The letter shall include an explanation of why the additional state funding is needed and ramifications if the funding is not granted.
12. Prompt Project Completion and Grant Closeout
Projects not finalized and closed within 18 months from the date of sponsor signature on the Certificate of State Grant-In-Aid, unless exhibiting measurable progress, will be closed and any unused state funds will be returned to the Commission. Written notice will be provided to the airport sponsor of one of the following actions:
· Close grant with no further reimbursement
· Extend the grant for a defined period of time
13. Review Appraisals
Review appraisals for land related projects funded by the Commission will be performed by the Wyoming Department of Transportation Right-of-Way Program.
Up to 10 percent of granted funds for professional (consulting) service fees may be withheld from reimbursement by the Aeronautics Division until all requested documentation has been received and the project is complete to the satisfaction of the division.
15. Operations and Administration Vehicles
Vans, sedans, station wagons, SUVs, pickups, and similar vehicles will be considered by the Commission to be operations/administration vehicles for the purpose of this policy. The maximum total vehicle purchase cost eligible for funding by the Commission is equal to the equivalent WYDOT standard vehicle most recently bid, as determined by the Aeronautics Division.
Airports choosing to purchase these vehicles through the WYDOT Equipment Program, though not required to do so, will be eligible for funding anytime during the second (even) year of the budget biennium. All other purchases under this policy will be eligible in the second half of the second year of the budget biennium, as funds permit.
Attachments for these vehicles, if approved and eligible, will be funded at the same percentage as the vehicle, regardless of the category of the attachment. Attachments eligible for funding are: light bars, sirens, aircraft communication and emergency radios, public address systems and speakers, snow removal attachments, friction testing equipment, and airport logo decals.
At the discretion of the Commission, vehicles used primarily for snow removal, friction testing and other safety related requirements may be exempt from this policy.
16. Annual and Recurrent Projects
Grants for projects of an annual or recurrent nature will require expenditures be completed within the Oct. 1 through Sept. 30 fiscal year or as specified by the project manager. Examples of these projects include ARFF training facility and supplies, individual airport pavement maintenance, and marketing.
17. State Aviation System and Funding
The Commission ues multiple resources for development of the Wyoming Aviation Capital Improvement Program (WACIP) for improvements to the State Aviation System. These sources include but are not limited to:
· Inventory and Implementation Plan
· Priority Rating Model
· Pavement Management Program
· Aeronautics Division staff assessment and recommendations
The WACIP has been adopted by the Commission as the programming and budgeting tool for funding Wyoming airport improvements with state funds. All projects funded with state grant funds must be included in the WACIP.