2003-06-26
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CITY OF EN CINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
THURSDAY, JUNE 26, 2003 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:20 p.m.
DIRECTORS PRESENT:
Edward Kaiser, Cindy Jacob and Phil Cotton.
DIRECTORS ABSENT:
Kerry Miller and Peter Cota-Robles.
ALSO PRESENT:
John White, Carltas Co.; John McNair, Rod Linville and Mark
Warren, JC Resorts; Staff members Leslie Browder and Nancy
Sullivan; Board Secretary Pat Drew.
Ms. Sullivan introduced the new Director of Finance, Leslie Browder.
ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for
oral communication.]
None.
AGENDIZED BUSINESS ITEMS
1.
Approve Minutes of Regular Meeting of May 22,2003.
The minutes were unable to be considered since there was not a quorum present from the
May 22 meeting.
2.
Review Summary of May, 2003 Revenues and ExpenditureslFinancial Statement; Update
on Capital Reserve Fund. (Rod Linville/John McNair)
Mr. Linville reviewed the May 2003 financials.
Revenues for the month were $422,046 or 102% of a budget of $415,620; Expenditures
were $228,824 or 82% of a budget of $277,406; Net Income was $192,805 or 141% of a
budget of$137,181; Total Rounds were 6,754 or 105% of a budget of6,425.
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Year to date Net Income was $1,408,285 or 116% of a budget of $1,216,989; Total
Rounds were 64,873 or 100% ofa budget of64,713.
An altogether good month!
Mr. White and Chairman Kaiser complimented the JC Resorts members for the great job
they are doing with the golf course.
Mr. McNair reviewed the Capital Reserve Fund.
As of May 31,2003 the Capital Reserves were $101,660.23.
Projected Capital Expenses for 2003-2004 are $213,000.00. Budgeted Capital Reserve
Additions at 3.0% equal $136,200 with projected Capital Reserve at June 30, 2004 at
$237,800, with a Total Capital Expense vs. Account Variance of$24,800.
Operational/Course Improvements total $23,900.00.
Chairman Kaiser asked about the Pro Shop Room addition that had been discussed at the
May 2003 Board meeting. Mr. McNair said that to do it without City permitting they can
add 150-sq.ft. at one time. Right now they have two storage units at approximately 90-
sq.ft., which do not match the rest of the building. Mr. Linville said they would need two
room additions because they would have to work around the air conditioning units. The
thought is to add 150-sq. ft. at a time, with staff review, and to take and build a storage
unit inside the fenced-in area, which would enhance the building since it would be kept at
the same color. He anticipates it would cost approximately $30,000 for each addition,
and recommends doing one side in 2004-2005 and the second side in 2005-2006.
Mr. Warren also had an idea to offer relative to the storage units. He said that if they
wanted to go extravagant, eliminate the snack bar as part of the Pro Shop and put it in the
area of the back tee on hole #10, which they don't use, and use the current snack bar for
storage. They couId modify a new snack shop to include a grill for hamburgers, etc.
which they cannot do currently. The Board liked the idea. JC Resorts will continue to
look at the ideas.
3.
Active Duty Military Rates
(Rod Linville)
Mr. Linville said he had been approached by four people in the past three weeks wanting
to know if he would extend resident rates to active duty military. Following discussion
the consensus of the Board was to reject the request.
Mr. McNair distributed a copy ofthe Holiday Rate Schedule for 2003 through 2009.
4.
Report on Tree Enhancement/Markers
(SubCommittee)
Mr. Warren said he had nothing to report. He anticipates the subcommittee will get
together before the next meeting and bring back to the July meeting the next step to be
taken.
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5.
Update on Restrooms.
(John McNair)
Mr. McNair said he had talked to project manager John Nabors who indicated he
anticipated that they will be done with the infTastructure part of the project right after the
Fourth of July holiday. They can probably set the buildings down a week or two after
that. He feels that they will have operational restrooms by the next ERGA Board
meeting.
Chairman Kaiser asked Director Cotton for his recommendation about whether to lock
the restrooms at night or not. Director Cotton said that once the course closes the
restrooms should be locked and the lights turned off. Mr. Linville said he would have the
Maintenance people unlock in the morning and the Marshal lock up at night.
6.
Update on Cell Towers
(John McNair)
Mr. McNair advised that both Sprint and Cellular are moving forward. He said that
Nextel is also interested in the same area. He told them the rate and they indicated that
no, they never pay over $1875. Nextellater called back and said they might be able to get
an agreement at $2500. They would want the approximate same location near the water
tower.
Mr. McNair said he had two thoughts: possibly putting a windmill in the area or building
two dormers on the cart barn. This would allow a location for a third and fourth cell
tower.
Director Cotton said his recommendation would be to tell Nextel that the Golf Course
wants some up- fTont money to redo the club house, storage and snack bar. We will give a
twenty-year lease and at the time of signing they cut a check for the improvements. They
would have their architect do the design work and take through the planning process.
Mr. McNair said he now has some options to work on.
7.
Authorize Chainnan to Execute Water Easement for New Restroom Facility at hole #2.
(Peter Cota-Robles)
Chairman Kaiser advised that a resolution was required for him to execute a San Dieguito
Water District easement for the line to the new restroom facility at hole #2.
Director Cotton moved that the Board authorize the Chairman to execute a water
easement agreement with the San Dieguito Water District for the new restroom
facility at hole #2, seconded by Director Jacob. Approved 3-2 (Miller and Cota-
Robles).
Incidents and Accidents.
(Rod Linville)
Mr. Linville advised that they had had a shattered windshield between holes 7 and 8 on
Paseo De Las Flores. He said this was about the third incident coming offhole 7.
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9.
Potential Course Enhancements.
Mr. Linville said that the dedication of the Paul Ecke, Junior memorial plaque will take
place at approximately 12:15 p.m. on Friday, June 27.
Mark Warren stated that at hole 12 there is a bunker which he would like to eliminate
since it is very seldom used. This would make it easier for the carts to get to the cart
path. In addition, he would like to move a new bunker up cIoser to the left side of the
green.
Chairman Kaiser said he liked the idea. There was unanimous consent for Mr. Warren to
do what he was recommending.
10.
DiscussionlDirection Concerning Course Operations, Conditions Needing Change.
Nothing.
11.
Directors' Reports
[For reported topics not described on this agenda, State law prohibits Board
discussion, responses, and action. A Boardmember may ask questions, but only to
clarify what the speaker is reporting.]
Director Cotton said he had a copy of a Letter of Permission written by Peter Cota-Robles
to Barratt to do some grading, as discussed at an earlier Board meeting.
12.
Next Meeting: Thursday, July 24,2003 at 3:00 p.m.
Adjournment
Chairman Kaiser adjourned the meeting at 4: 15 p.m.
Respectfully submitted,
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Patricia Drew, Board Secretary
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Edward O. Kaiser, Chairman of the Board
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