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Record of Proceedings

Indianapolis Airport Authority Board Meeting - May 16, 2025

Other Meetings (I) — Friday, May 16, 2025
BodyIndianapolis, Indiana
SessionOther Meetings (I)
DateFriday, May 16, 2025
StatusFILED
Video Record
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Transcript — Verbatim
0:06

They're gonna move you around, aren't they?

0:13

Can I get it?

0:22

Good morning.

0:25

I call to order the May 5th, 16th, 2025 meeting in Indianapolis Airport Authority.

0:30

Um we'll start off with a roll call.

0:32

Barbara Glass?

0:33

Here.

0:34

Steve Dillinger?

0:35

Here.

0:37

Derek Dozier?

0:38

Here.

0:39

Jeff Gaither?

0:40

Here.

0:43

Ryan Goodwin?

0:44

Here.

0:45

Toby McLamrock?

0:46

Here.

0:47

Burt Schlater?

0:48

Here.

0:49

Red Voorhees?

0:50

Here.

0:51

Pam President, you have one to next.

0:55

I'm going to turn over to Mario.

0:57

Good morning, everybody.

0:59

As you all know, we just recently lost a dear friend and colleague, Bill Stenson, who uh spent eight years here working.

1:09

And although his time was short at the authority, he did a lot, and his fingerprints are on a lot of things that you see every day.

1:17

So I'd like to take a point of privilege and ask for a moment of silence.

1:21

And thank you.

1:27

Thank you very much.

1:31

Next approval of minutes of the April 18th.

1:37

Second.

1:38

Any discussion?

1:40

We'll call these for the April 18th, 2025 meeting minutes.

1:43

You have a first motion by Steve Dillinger.

1:45

Second motion by Tobin McFlamrock.

1:47

Barbara Glass.

1:48

Aye.

1:48

Steve Dillinger.

1:51

Derek Dozier.

1:52

Aye.

1:52

Jeff Gaither.

1:57

Brian Goodwin.

1:58

Hi.

2:00

Bridge Schlater.

2:01

All right.

2:05

Yeah.

2:08

Okay.

2:08

Um consider for approval and adoption of resolution number 04-2025.

2:13

Rachel Stevenson.

2:15

Consider for approval resolution number 042025, completing the annual review of the existing IAA's business expense and travel policy that has been reviewed and recommended by the Finance and Audit Committee as described in board memo AP 2025 0501.

2:31

The business expense and travel policy was adopted by the IAA board, the most recent version in October of 2023, which was resolution 082023.

2:41

September 20th of 2024, and again on April 18th of 2025, the Finance and Audit Committee completed reviews of this policy and recommended updates for consideration and approval by the board.

2:51

Updates were made to the policy to reflect some following changes.

2:58

Establishment of expenses submitted after 180 days will be denied.

3:02

Clarified some seat selection and assignments, restricted P Card authorization for room and tax only from hotel reservations, excluded expenses reimbursed or paid for a third party, excluded IA board members from details of this policy, established a board member approval flow for travel and expense reimbursement and establish the IAA will reimburse up to economy class.

3:24

The finance and audit committee met in April and review these recommendations.

3:28

And they in turn recommend the IA board consider for approval the adoption of resolution 042025, completing the annual review of the existing IAA's business expense and travel policy.

3:40

We have a motion.

3:42

Second.

3:43

Any discussion.

Discussion Breakdown — Share of Meeting
Airport Operations█████████████████████████████████████████████56%
Procedural█████████████16%
Public Works████████████15%
Personnel Matters███████9%
Public Safety███4%
Summary of Proceedings

Indianapolis Airport Authority Board Meeting - May 16, 2025

The Indianapolis Airport Authority (IAA) Board met on May 16, 2025, at 8:00 a.m. to approve routine items, several capital and professional services contracts, and a land lease amendment. The meeting began with a moment of silence for former colleague Bill Stenson. All votes were unanimous except for two abstentions.

Consent Calendar

  • Approval of Minutes (April 18, 2025): Unanimously approved by voice vote.
  • Resolution No. 04-2025 (Annual Review of Business Expense & Travel Policy): The board adopted the policy update as recommended by the Finance and Audit Committee. Key changes include denying expenses submitted after 180 days, restricting P-card authorization to room and tax only, and establishing that IAA will reimburse up to economy class. Unanimously approved.

Discussion Items

  • BP 2025-05-02 – Land Lease Amendment with Hangar LLC (Anchor): The board approved a five-year extension (through May 31, 2030) with one five-year renewal option for the corporate hangar facility. Annual rent increases from $162,000 to $199,540 for the first five years, with CPI adjustment for the renewal. Approved unanimously.
  • BP 2025-05-03 – FedEx Temporary Hangar Use: Authorized Addendum No. 1 to allow FedEx to use IMC Hangar 1A and composite shop space from June 1 to December 31, 2025, for a Boeing 767 repair. Total revenue to the authority is $343,000. Mario Rodriguez noted that the IAA fire rescue team saved the aircraft from being written off, enabling this transaction. Approved unanimously.
  • BP 2025-05-04 – Purchase of Two Plow Trucks: Approved the purchase of two tandem axle plow trucks with spreaders from Rush Truck Centers of Indiana for $707,776 (Project I-25-026). A potential tariff could increase cost by $7,776, which would be covered by savings elsewhere. Approved unanimously.
  • BP 2025-05-05 – Terminal Fire Alarm Upgrade: Awarded a $917,000 contract to New Era Technology to upgrade and manage the terminal fire alarm system (Edwards EST3, no longer produced), including three years of maintenance. Approved with one abstention (Kurt Schlater).
  • BP 2025-05-06 – TNC Terminal Access Lanes: Approved a $168,896.41 professional services contract with WSP USA for planning and engineering of a separate ride-share lane between the terminal and garage. Approved with one abstention (Kurt Schlater).
  • BP 2025-05-07 – Storm Structure Repairs at Indianapolis Regional Airport: Awarded a contract to Evans Development Company for $349,932 (including 10% construction reserve) to rehabilitate aging stormwater infrastructure. Approved with one abstention (member not specified in transcript).
  • BP 2025-05-08 – Airport Hotel Owner's Representative: Approved a $3,993,600 professional services contract with Ladderback Group to provide ownership representative services through one year after hotel opening. Funded from existing owner's rep and testing/inspection budgets. Approved unanimously.

Executive Director Report

  • Mario Rodriguez submitted a written report; no questions or discussion followed.

Key Outcomes

  • All eight action items were approved. Specific abstentions: Kurt Schlater abstained on items BP 2025-05-05 and BP 2025-05-06; one additional abstention on BP 2025-05-07.
  • Next regular board meeting scheduled for Friday, June 20, 2025, at 8:00 a.m.

Meeting Transcript

They're gonna move you around, aren't they? Can I get it? Good morning. I call to order the May 5th, 16th, 2025 meeting in Indianapolis Airport Authority. Um we'll start off with a roll call. Barbara Glass? Here. Steve Dillinger? Here. Derek Dozier? Here. Jeff Gaither? Here. Ryan Goodwin? Here. Toby McLamrock? Here. Burt Schlater? Here. Red Voorhees? Here. Pam President, you have one to next. I'm going to turn over to Mario. Good morning, everybody. As you all know, we just recently lost a dear friend and colleague, Bill Stenson, who uh spent eight years here working. And although his time was short at the authority, he did a lot, and his fingerprints are on a lot of things that you see every day. So I'd like to take a point of privilege and ask for a moment of silence. And thank you. Thank you very much. Next approval of minutes of the April 18th. Second. Any discussion? We'll call these for the April 18th, 2025 meeting minutes. You have a first motion by Steve Dillinger. Second motion by Tobin McFlamrock. Barbara Glass. Aye. Steve Dillinger. Derek Dozier. Aye. Jeff Gaither. Brian Goodwin. Hi. Bridge Schlater. All right. Yeah. Okay. Um consider for approval and adoption of resolution number 04-2025. Rachel Stevenson. Consider for approval resolution number 042025, completing the annual review of the existing IAA's business expense and travel policy that has been reviewed and recommended by the Finance and Audit Committee as described in board memo AP 2025 0501.

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