2003-02-20
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CITY OF ENCINIT AS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
THURSDAY, FEBRUARY 20, 2003 at 3:00 p.m.
CALL TO ORDER ROLL CALL
Chairman Kaiser called the meeting to order at 3:06 p.m.
DIRECTORS PRESENT:
Edward Kaiser, Phil Cotton, Cindy Jacob, Peter Cota-Robles and
Kerry Miller, being all of the Directors..
ALSO PRESENT:
John White, Carltas Co.; John McNair, Rod Linville and Mark
Warren, JC Resorts; Staff member Nancy Sullivan; and Recording
Secretary Pat Drew
ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15
minutes for oral communication.]
None
AGENDIZED BUSINESS ITEMS
1.
Approve Minutes of Regular Meeting of January 23, 2003.
Chairman Kaiser moved approval of the minutes of the January 23,
2003 regular meeting, seconded by Director Cotton. Approved 4-1-0
(Miller absent at meeting)
2.
Review Summary of January 2003 Revenues and Expenditures/Financial
Statement/Update on Capital Reserve Fund. (Rod Linville)
Mr. Linville reviewed the January financial statement.
Revenues for the month were $324,687 or 100% of a budget of $324,772;
expenditures were $206,698 or 81% of a budget of $254,446; net income was
$116,990 or 169% of a budget of $69,293; total rounds for the month were
5,424 or 107% of a budget of 5,063.
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Year to date net income was $846,264 or 117% of a budget of $722,330; and
year to date total rounds were 41,235 compared to a budget of 40,753 or 101%
of budget.
Mr. Linville reported that golf lessons are no longer running through the golf
course, they are simply between the instructor and the student. The cost
savings are in payroll benefits. The instructor pays the golf course a small
fee for each student. This will fall under "range" rather than "golf lessons" in the
financial statement.
Capital reserve account balance at January 31, 2003 was $105,164.30. Mr.
McNair advised that $63,000 is to be spent for the remaining balance on the
restrooms.
3.
Report on Tree Enhancement/Markers
(Phil Cotton/Subcommittee)
Mark Warren reviewed why the trees are being planted where they are and
reviewed a map of existing trees.
The Committee has considered the additional trees for holes #2 and #4 and are
recommending thirteen 36' boxes of Pinus pinaea (Stone Pine) for hole #2 at a
cost of $300 each, installation cost of $350 each, for a total of $8,450. For hole
#4 the Committee recommends seven 36" boxes of Pinus torreyana (Torrey
pines) for a cost of $365 each, installation of $750 per tree and a total of $5005.
Mr. Warren said he could dig the holes and place trees in them, which would
reduce the installation cost. However, there would only be a 90-day guarantee
on the trees if he did this.
Chairman Kaiser said they should go with the 36" box as recommended and have
the landscape company do the complete installation which would give the trees a
one year guarantee.
Director Cotton proposed that the Committee find the Mylar for the golf course
and see if they can put something together to update the course plan. The
Committee will report back to the Board.
4.
Update on Restrooms Status
(John McNair)
Mr. McNair advised that his best guess is that by the end of March they should
have workable bathrooms.
Director Cota-Robles excused himself to leave to attend another meeting.
5.
Update on Cell Towers
(John McNair)
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6.
Mr. McNair advised that Cingular is willing to pay $2500 a month and to co-
locate with Sprint on a "water tower" just west of the cart barn. The top of the
tower would be Cingular's and bottom section Sprint's. They would need two
equipment rooms.
Mr. McNair said he was putting a stipulation in a seven-year agreement that if
ERGA wanted to build a clubhouse during that time and needed to relocate the
cell tower, ERGA would pay $40,000 for the relocation.
Director Miller moved that the Board authorize agreements as
proposed with Cingular and Sprint, to be executed by the Chairman,
seconded by Director Jacobs. Approved 4-1 (Cota-Robles)
Incidents and Accidents.
(Rod Linville)
Mr. Linville said that the security guard has reported on at least two occasions,
about people trying to get access to the golf course. Once by driving on to the
course down by the golf school. When he approached them they took off. On
another occasion a car drove up and said they wanted to use the pay phone.
Unfortunately, he wasn't able to get their license numbers.
Mark Warren advised that he had a couple of things to report. He said that they
had been working on cart path expansion by tee #1 and the whole front nine
was closed. An individual playing golf decided to drive over to hole #1 and
drove right through the middle of the new pour. Mr. Warren asked the Board to
check out the damage to see if they are satisfied to leave it as is. The damage is
noticeable but relatively minor. In addition they have had an increase in people
trying to get into the maintenance building. He feels that at some point he may
have to ask the Board to consider authorizing a surveillance system for the
maintenance yard also.
7.
Potential Course Enhancements.
None.
8.
Discussion/Direction Concerning Course Operations, Conditions Needing
Change.
Mr. Linville asked the Board to consider whether it wants to review green fees at
the coming budget review. Mr. McNair said that he felt the Board could consider
a rate raise of $2. Agendize item for next meeting.
9.
Directors Reports
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[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.]
None.
10.
Next Meeting - Thursday, March 27, 2003 at 3:00 p.m.
11.
Adjournment
Chairman Kaiser adjourned the meeting at 4:06 p.m.
Respectfully submitted,
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Patricia Drew, Recording Secretary
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Edward O. Kaiser, Chairman of the Board
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