1. 2018 ACA Presentation Lake Tahoe, CA
AIP Program Update
September 2018
Presented By:
Laurie Suttmeier
Assistant Manager, SFO-ADO
Al Richardson
Assistant Manager, LAX ADO
Gail Campos
Environmental Protection Specialist, LAX-ADO

2. Presentation Overview
FY18 Challenges
Grant Performance Requirements
FY19 AIP Program Target Areas
Proposed Project Schedule
Strategies for an Earlier Grant
Keys To A Successful Project

3. FY18 Challenges Closeouts: Inactive grants: Ongoing battle
Need to close-out ALL 2014 and older Grants
Need to maintain activity on open grants
Inactive grants: Ongoing battle
Office Audit: All required Quarterly and Annual SF270/271’s and 425 needed to be submitted.
Bid and Award Grants Earlier in FY

4. Grant Performance 5-45 Airport Improvement Program Handbook.
49 USC § 47106(a)(4) requires that a project be completed without unreasonable delay.
Frequency of Sponsor’s Payment Requests. Under 49 CFR § 18.41(d)(3) (2 CFR § , Financial Reporting), sponsors must submit payment requests at least every twelve months starting from the date of the grant acceptance.
The White House Office of Management & Budget (OMB) established outlay rates or “liquidation goals” for the Airport Improvement program (AIP) funds.

5. Grant Performance Grant Performance Indicators:
Status of Existing Open grants
ALL grants that are 4 years old or older should be in the process of being closed
Close-out all grants that have 10% or less of funds remaining
Submit regular, periodic reimbursement requests
Submit close-out reports promptly
Sponsor Risk Rating: Direct bearing on project and grant payment oversight

6. Grant Performance Impact on You, the Sponsor(s)
Operate in compliance with Federal regulations and Policy
Reduces the amount of annual financial reporting
Reduces the amount of paperwork and oversight required as a result of the Sponsor Risk Assessment Policy
Minimizes and/or eliminates the need for the FAA to monitor and report on your particular grant(s).

7. FY2019 AIP Program Target Areas
All 2015 Grants Must Be Closed.
Inactive Grants
Requirements: Grant reimbursement requests are being monitored for requests that exceed 6 mos or more.
Attach Documentation for Reimbursement Requests
Document Reviews (SOW, P&S, Design, LCCA, Building design, Project Justification)
there are new internal requirements for monitoring of grant activity
The ADO has to provide justification quarterly as to why the grants remain inactive.
The Risk Management portfolio for your airport includes a review of the timeliness of your reimbursement requests.

8. Inactive Grants 14 ($5M Unspent) 27 ($23M Unspent) Arizona 2
State
> 9 Months
> 12 Months
Arizona 2
California 19 15
Nevada
Hawaii 1
Pacific Islands 6
Total:
($5M Unspent)
($23M Unspent)

9. 4-Year & Older grants 37 $26M Arizona 5 $0.3M California 22 $17.6M
State
# of Grants
Balance
Arizona 5
$0.3M
California 22
$17.6M
Nevada 1
$4.1M
Hawaii 3
$0.1M
Pacific Islands 6
$3.9M
Total: 37
$26M

10. Target Balance Vs. Actual Regional Balance (Target for FY19)
Grant Year
FY17
FY16
FY15
FY14
Average FY14 - FY17
Target
(40%)
(19%)
(9%)
(4%)
Arizona
26%
21% 5% 2%
Ahead by $8M
California
50%
19% 7% 1%
Behind by $20M
Nevada
30%
17%
11%
Ahead by $7M
Hawaii
60%
55%
28%
Pacific Islands
74%
51%
Behind by $22M
AWP
47%
24%
10%
Behind by $47M
Within 5% of Goal
Beyond 5% of Goal
Meet Goal

11. FY2019 AIP Program Target Areas
Program Efficiency
Manage Project Schedules
FAA PM should agree with project Schedule
Schedule timeframes should be adjusted if/when milestones are missed.
Earlier Review and Report-out on Project and/or Document Submittals
there are new internal requirements for monitoring of grant activity
The ADO has to provide justification quarterly as to why the grants remain inactive.
The Risk Management portfolio for your airport includes a review of the timeliness of your reimbursement requests.

12. Target Schedule For Grant Award
Sep 30th: Confer with ADO on next FY project(s)
Fall: Design project, submit Env & project justification
Dec 31: Draft Application due to FAA
Jan: Submit engineers design report & CSPP
Jan 31st: Submit Safety Phasing Plans into airspace
Feb 28th: Submit CIP for FY20, FY21 & FY22
Mar 31st: Submit P&S (or 60 days before bidding)
April: Bid Project
May 1st : Transfer or carry-over NPE’s/Be ready for Grant

13. Project Schedule Existing Schedule Year 1 Year 2 Sched JAN FEB MAR APR
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Existing Schedule
Year 1
Submit CIP for next FY
CIP Mtgs
 Sub-mit
NEPA
Docs
Draft App Due
Env.
Det.
Due
SOW &
Air-space CSPP
Submit P&S
Deadline
Declare C.O.
Bid Project
Open Bids
Submit Apps
Transfer/ C.O.
Receive Grant
Year 2
Engs Design Report

14. Keys To A Successful Project
Utilize Word Tracking functions in revising your documents – saves time on FAA reviews of resubmittals
For more complex projects, consider implementing periodic telecons with FAA
Develop a project schedule early; maintain/update as often as necessary
Please! Spend the time to proof-read your documents

15. Environmental Considerations

16. Presentation Overview
The Importance of Proper Planning
Purpose and Need and the Proposed Action
Common Trouble Spots

17. Appropriate Planning is Critical for the Environmental Process
Master Plan
ALP
Feasibility Studies
Noise Studies
Environmental Determination
CatEx EA
EIS
Project Implementation
Construction

18. Can’t I just get the EA over first?
Planning and environmental tasks are related and similar (See Chapter 5 in in FAA Order B.
It is important for planners and environmental specialists to begin collaboration earlier than has been the case in the past.
An action on the categorically excluded list is not automatically a categorical exclusion, the FAA has to review whether any potential extraordinary circumstances exist.
A project with impacts may not require and EA or EIS because they do not individually or cumulatively have a significant effect on the environment.

19. Why Consider Environmental Factors During Planning?
Helps airport sponsors make informed decisions.
To avoid a previously unforeseen problem.
Environmental issues may cause you to adjust your proposed project.
Ensures efficient, timely, and effective NEPA review.
Determining what level of environmental documentation is required
Considerations of Extraordinary Circumstances
It assists you to put a shovel in the ground faster.

20. Project Development & NEPA Process
Pre-NEPA activities: Planning studies (e.g. master plan, feasibility), $, Fed action?
To determine the level of NEPA review, FAA needs sufficient project information/data
Engineering Design and NEPA
Sufficient design to support NEPA activities (Preliminary engineering ~ 25% design limitation)
Final design activities, property acquisition… project construction shall not proceed until CATEX, FONSI, or ROD have been issued (40 CFR ).

21. Proper planning includes FAA review/approval of:
Aviation Activity Forecast and Critical Aircraft
Obstruction Mitigation Plans
Site selection studies
Review the adequacy of the planning alternative analysis
ALP set and associated airspace case study
Planning study and associated capital improvement program
Proper planning includes FAA review/approval of:
Aviation Activity Forecast and Critical Aircraft.
Obstruction Mitigation Plans.
Site selection studies.
Review the adequacy of the planning alternative analysis.
Airport Layout Plan (ALP) Drawing Set and associated airspace case study.
Planning study and associated capital improvement program. Airport Master Plan Study should identify and justify the airport facility’s True Needs for the planning horizon.

22. Planning and NEPA Purpose and Need
“Purpose & Need” = what is the problem and how do we fix it
Airport planning study provides the justification and basis of a proposed action
Consideration of environmental factors as a task
Airport planning process
Related baseline environmental consideration
How does planning set the groundwork for NEPA? One of the first things that NEPA looks at is a clear Purpose and Need, which is a NEPA term that refers to a section of an environmental document the describes the purpose of, and need for, the proposed action.
An airport planning study provides the justification and basis for a project’s Purpose & Need in subsequent environmental evaluation and NEPA analysis of Alternatives.
Consideration of environmental factors as a Task within the airport planning study is appropriate for the planning large complex projects, as well as smaller scope planning projects.
The Airport Sponsor should always complete the airport planning process and any related baseline environmental consideration prior to commencing preparation of an EA or EIS.

23. Define the Proposed Action / Project Description
Clearly describe the details of the proposed project: what are you building, repairing, etc.; what are connected actions; what equipment is needed; where is the staging area; what is the timeline
Maps/drawings/photos to show the project footprint and surroundings are important
This allows us to determine the extent of potential impacts

24. Planning Environmental Baseline
Preliminary identification of potential, or known, environmental features
Air quality impacts
Noise impacts
Wetlands
Flood Zones
Historic or Cultural features
DOT Section 4(f) features
Biological Resources
Water resources
Compatible land use
Surface traffic issues
Not part of NEPA
Planning Environmental Baseline - As a Task, the Airport Master Planning study can include a preliminary identification of potential, or known, environmental features.
This Environmental Baseline can include preliminary identification of potential or known environmental features can include:
Major airport drainage ditches
Wetlands
Flood Zones
Historic or Cultural features
DOT Section 4(f) features
Flora/Fauna
This Environmental Baseline is not intended to be part of the NEPA process. It is to ensure that supportable and consistent planning data is provided. It can be used to avoid any sensitive or protected resources during your planning efforts.

25. Common Trouble Spots Using a CEQA document for NEPA Purpose and Need
Project Description
Alternatives
Federal Resources
Compliance with Special Purpose Laws
While most issues may be addressed in a similar manner under both NEPA and CEQA documentation, there are differences that must be noted: 
A primary difference is the way significance is determined and discussed in environmental documents
Under NEPA, significance is used to determine whether an EIS, or some lower level of documentation, will be required
Don’t use a CEQA document and label it “NEPA”
FAA recommends separate documents
NEPA - “less than significance” is not used. Alternative impacts are compared to the “no action” alternative to determine impacts.
NEPA requires an EIS when the proposed project “as a whole” has the potential to “significantly affect the quality of the human environment”  
Some impacts determined to be significant under CEQA guidelines may not be of sufficient magnitude to be determined significant under NEPA

26. Common Trouble Spots Cumulative Effects Responses to Public Comments
Response to Resource Agency Concerns
Accounting for New Information
Insufficient Administrative Record
Relying on FAA to edit the document

27. Who can help me with this?
Airport Staff members
An airport consultant with experience in both planning and federal environmental documentation
The FAA Airports District or Regional Office Environmental Protection Specialists

28. Thank You! Gail Campos Al Richardson Laurie J. Suttmeier
Environmental Protection Specialist, LAX-ADO, El Segundo, CA
(424) |
Al Richardson
Assistant Manager LAX-ADO, El Segundo, CA
(424) |
Laurie J. Suttmeier
Assistant Manager SFO-ADO, Brisbane CA
(650) |