Meeting Minutes

Minutes of the March 20, 2013 Board of Directors Meeting

SCHEDULES AND AGENDAS FOR WEDNESDAY, MARCH 20, 2013

SCHEDULES AND AGENDAS
FOR
WEDNESDAY, MARCH 20, 2013

Conference Rooms 1A/1B/1C

8:00 a.m. Audit – Legal Committee Meeting1
(Materials in Tab A)

Executive Session2
I. PricewaterhouseCoopers’ Update on the Financial Statement Audit for Calendar Year 2012 To be Provided Separately
Kelly Thornton PricewaterhouseCoopers
RECESS

8:30 a.m. Finance Committee Meeting
(Materials in Tab B)

I. Financial Advisors’ Report – Aviation Enterprise Tab B-1 
Ken Gibbs Jefferies
Andy Rountree
II. Financial Advisors’ Report – Dulles Corridor Enterprise Tab B-2 
Doreen Frasca Frasca & Associates, LLC
Bryan Grote Mercator Advisors, LLC
Andy Rountree
III. Pre-Solicitation Terms for the Traffic and Revenue Study Consultant for the Dulles Toll Road Tab B-3 
Andy Rountree
IV. February 2013 Financial Report – Aviation Enterprise Tab B-4 
Andy Rountree
Mark Tune
9:00 a.m. Dulles Corridor Committee Meeting
(Materials in Tab F)
I. Dulles Corridor Metrorail Project Monthly Cost Summary and Project Update Tab F-1
Frank Holly
Pat Nowakowski
II. February 2013 Financial Report – Dulles Corridor Enterprise Tab F-2
Mark Adams
Mark Tune

9:30 a.m. Executive and Governance Committee Meeting
(Materials in Tab C)

I. Proposed Amendment to the Bylaws Regarding the Indemnification Policy Tab C-1 
Phil Sunderland
II. Proposed Amendment to the Freedom of Information Policy Tab C-2 
Phil Sunderland
III. Recommendation to Approve a Proposed Authority Business Expense Policy Directive Tab C-3 
Andy Rountree
IV. Proposed Amendment to the Statement of Functions Tab C-4 
Jack Potter

10:30 a.m. Business Administration Committee Meeting
(Materials in Tab D)

I. Recommendation to Approve the Fourth Edition of the Contracting Manual Tab D-1
Andy Rountree
Mark Adams
11:00 a.m. Board of Directors Meeting
(Materials in Tab E)

I. Minutes of the February 20, 2013 Board of Directors Meeting Tab E-1
II. Committee Reports Tab E-2 
  1. Audit – Legal Committee
  2. Business Administration Committee
  3. Dulles Corridor Committee
  4. Executive and Governance
  5. Finance Committee
III. Information Items
  1. President's Report
  2. Executive Vice President's Report
IV. New Business
  1. Amendment to the Freedom of Information Policy
  2. Recommendation to Approve a Proposed Authority Business Expense Policy Directive
  3. Amendment to the Statement of Functions
  4. Recommendation to Approve the Fourth Edition of the Contracting Manual
  5. Recommendation to Award the Foreign Currency Exchange and Business Services Contract at both Airports
  6. Recommendation to Purchase Engineered Material Arresting Systems from Engineered Arresting Systems Corporation at Reagan National
  7. Recommendation for the Specialized Electronics Systems Operation and Maintenance Services at Dulles International
  8. Recommendation for a Less than Full and Open Competition of Chemical Water Treatment Services for Dulles International
  9. Appointment of Co-Senior Managers and Bookrunning Senior Manager for Airport System Revenue Refunding Bonds, Series 2013
  10. Appointment of Member to the Ethics Review Committee
V. Unfinished Business
VI. Other Business & Adjournment
1:30 p.m. Audit – Legal Committee Meeting (reconvened)
(Materials in Tab A)
Regular Session
I. Status Update on Plans to Enhance Internal Controls Tab A-1
Andy Rountree
Julia Hodge
II. In-flight Caterers at both Airports Tab A-2
Valerie Holt
III. Sole-Source Contract Compliance Tab A-3
Valerie Holt
IV. Luggage Cart Services Tab A-4
Valerie Holt
V. Retail Concession Fee Manager Tab A-5
Valerie Holt
VI. Employee Time Off Less Than Five Consecutive Days Tab A-6
Valerie Holt
Executive Session3
VII. Information Security Audit Tab A-7
Valerie Holt

Download the full Schedule and Agenda document. (PDF)

1All meeting times are approximate. The meetings may begin earlier or later than the scheduled times

2 Pursuant to Article IX, Section 3(g) of the Airports Authority Bylaws which permits the Board and its Committees to move into executive session for matters that the professional standards applicable to financial statement auditors and the Vice President of Audit, when conducting a financial statement audit, require to be discussed in executive session.

3Pursuant to Article IX, Section 3(g) of the Airports Authority Bylaws which permits the Board and its Committees to move into executive session for matters involving airport security and information security.