Date: 201412
Local time of day: 1801-2400
Location: PTK.Airport, MI
Light: Night
Aircraft: Small Aircraft; Low Wing; 2 Eng; Retractable Gear
Flight plan: IFR
Flight phase: Final Approach
Airspace: Class E D21
ATC / advisory: TRACON D21
Reporter organization: Government
Reporter function: Supervisor / CIC
Reporter qualification: Air Traffic Control Fully Certified
Human factors: Distraction; Situational Awareness; Confusion; Communication Breakdown
Anomaly: ATC Issue All Types; Conflict Ground Conflict; Less Severe; Deviation / Discrepancy - Procedural Clearance; Deviation / Discrepancy - Procedural Published Material / Policy
Detector: Person Flight Crew
When detected: In-flight
Result: Air Traffic Control Provided Assistance; Flight Crew Executed Go Around / Missed Approach
Contributing factors: Human Factors; Procedure
Primary problem: Procedure

Narrative: While serving as the Supervisor in the D21 TRACON; my PTK sector controller asked me if I knew anything about VLL (Oakland Troy Airport) being closed. I stated that I did not. The PTK controller said that he had Aircraft X inbound but the pilot was questioning the status of the airport because according to him; there was a NOTAM showing it closed until XA00 (did not specify Local or Zulu time) and the current AWOS broadcast also said the airport was closed. I quickly checked the current FAA NOTAMS on the website but there [were] none indicating the airport was closed. I then called the primary number listed on our IDS-4 system for the airport manager but reached a recording. The recording said to dial a different number after business hours. The person answered the phone with 'Oakland airport'. I asked the person if the airport was open and they said; 'Yes.' I told my PTK controller that there were no NOTAMs showing the airport closure and the person at the airport said the airport was open. So; the controller cleared the aircraft for the approach and approved the frequency change. Shortly after; Aircraft X went around claiming there were men and equipment on the runway and diverted to PTK (Oakland county airport). I called the secondary number listed on our IDS-4 system. I asked [the person who answered] about the status of the airport. He said that there were men working on the lights but assured me they were clear of the safety area and the airport is therefore open. But he said he was at PTK so he asked me to stand by while he called out there. He returned to phone to say that the men and equipment were now clearing the runway; turning the lights on and the airport should be open in about 20 minutes. I said that I had just talked to someone over there at the number on the recording who said the airport was open. He said that number transfers to PTK (Oakland County) after hours so that person must have thought I was inquiring about PTK. I asked Aircraft X to call the TRACON so I could explain what had happened. He was very polite and did not seem concerned about the whole thing in the least. After researching a little more; I discovered that the morning FLM (who I took the shift from earlier) had printed out the Satellite NOTAMs and stapled them to the daily staffing sheet. It included a NOTAM closed VLL until XB00z but there was no mention of it in the position relief briefing nor on our IDS-4.There is clearly a flaw in our tracking/dissemination of satellite NOTAMs. The NOTAMS for within a 40 mile radius of DTW created 19 pages. Some supervisors review these at the beginning of the XG30 shift and enter them into the IDS-4. Others simply print them out and staple them to the daily staffing sheet. Still others probably do nothing. Most of the NOTAMs we receive are unimportant but obviously some are critical. However; deciphering 19 pages of ridiculously hard to read NOTAMs at XG30 is cumbersome at best. Our Position Relief Checklist includes NOTAMs but they aren't briefed unless it's something significant. Additionally; we get NOTAMS sometimes via fax; sometimes via Flight Service Station and via the internet. It's a system that is ripe with flaws and risks. In my opinion; at the least airport closures should require a call from that airport.




Synopsis: D21 TRACON FLM reports of confusion related to the closing of a runway. Phone calls are made and it is assumed the airport is open. Aircraft switches over to UNICOM and then goes around due to men and equipment on the runway.