2002-12-19
.
.
.
f
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES Of SPECIAL MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
THURSDAY. DECEMBER 19, 2002 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kai?er called the meeting to order at 3:05 p.m.
DIRECTORS PRESENT:
Edward Kaiser, Kerry Miller, Cindy jacob, Peter Cota-Robles and
Phil Cotton 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 Special Meeting of November 21.2002.
Director Miller moved approval of the minutes of the November 21, 2002
meeting, seconded by Director Cotton. Approved 5-0
2.
Encinitas Ranch Men's Club - Proposal for "Paul Ecke Jr. Memorial"
Deferred to next meeting.
3.
Review Summary of November, 2002 Revenues and Expenditures/Financial
Statement/Update on Capital Reserve Fund. (Rod Linville)
Mr. Linville reviewed the November financial report.
.
Revenues for the month were $310,867 compared to a budget of $327,049 or
95% of budget; expenditures were $240,810 compared to a budget of $263,749
or 91 % of budget; net income was $68,971 compared to a budget of $62,266 or
111 % of budget; total rounds were 4,763 compared to a budget of 5,038 or 95%
of budget.
Year to date net income was $660,676 compared to a budget of $588,609 or
112% .of budget; total rounds were 31,022 compared to a budget of 30,642 or
101 % of budget.
Mr. McNair reported that there is a balance of $92,481.12 in the Capital Reserve
Fund. He said that the bridge is basically paid off and the restrooms are paid for
except for 10% due on delivery and the infrastructure costs to finish them.
.
Mr. Warren advised that he had received a phone call from E-Z GO relative to the
nine golf carts that were included for the duration of the original lease for the fleet
rental golf carts, which expired 16 months previously. The carts should have been
picked up at that time. They now say they want to pick them up at the first of the
year. The current lease is up in March and on the capital expenditures list is an
item for the purchase of golf carts. As a compromise they are willing to write them
off for $750 per cart and not come pick them up. These used carts could then be
traded in for between $450 and $550 per cart in March. The alternative is to sell
them and the going rate on this particular cart is around $1500.
Mr. McNair suggested that he will try to negotiate with Textron/E-Z GO to have the
four golf carts that are bad returned and pay $750 for the other five. This would
save them money in the long term, $5100 (new cart price) vs. $750. When the
main lease comes up he would negotiate a guaranteed trade-in value.
Director Jacobs moved that the Board authorize Mr. McNair to negotiate with
Textmn/E-Z GO to buy the five best carts for $750 now, keep the other four
carts until March when the main lease comes due, and to negotiate a
guaranteed trade in/purchase price for the five carts. Seconded by Director
Cotton. Approved 5-0
Mr. Warren requested approval to expense approximately $7000 for two new
irrigation controllers and explained his need.
Chairman Kaiser moved that the Board authorize the purchase of two 64-
station controllers, seconded by Director Cotton. Approved 5-0.
.
Director Cota-Robles advised that he had received several estimates in connection
with the golf cart crossing on Paseo de las Flores. The lowest bid was
$25,538.80, which is approximately what they had anticipated the cost would be.
z
.
.
.
4.
It had previously been agreed to ask the City to share the cost since it was a safety
issue.
Director Miller suggested that the matter go before the Traffic Commission and be
put on the Council's Consent Calendar for their information.
Director Cotton recommended that they should negotiate with the Cornerstone
Home Owners Association to see if they would be willing to do a three-way cost
sharing.
Report on Tree Enhancement/Markers
(SubCommittee)
Director Cotton reported that the Committee has a meeting scheduled for January
8. They will report back at the next Board meeting.
5.
Update on Restrooms Status
(John McNair)
Mr. McNair advised that they are looking for a mid-February installation.
Director Cotton advised that the Planning Department is taking the restrooms to
the Planning Commission on January 16 for a design review. At the same time
they are putting together a design review package for the golf school trailer. The
application also includes a request to modify the previously approved golf course
Design Review Permit to make permanent an existing temporarily approved golf
school trailer located adjacent to the existing club house and driving range facility
and to include a specific condition with language permitting certain small,
temporary or permanent structures on the Encinitas Ranch Golf Course subject to
prior review and approval by the Community Development Department. They
have contacted John Nabors the Project Manager.
6.
Update on Cell Towers
( John McNair)
Mr. McNair advised that he has a meeting scheduled with Cingular for next Friday.
They are coming out to discuss a water tower located at the cart barn that was
discussed last month with the Board.
7.
Incidents and Accidents.
(Rod Linville)
No incidents to report.
8.
Potential Course Enhancements.
None.
9.
Discussion/Direction Concerning Course Operations, Conditions Needing Change.
3
.
.
.
Covered under Capital Improvements in Item 3.
Mr. Linville reported that they had had a couple of PGA officials out looking at the
course marking in preparation for their event. They made recommendations about
changing certain areas to out of bounds.
10.
Directors Reports
[For reported topics not described on this agenda, State law prohibits Board
discu~sion, responses, and action. A Boardmember may ask questions, but
only to clarify what the speaker is reporting.]
None.
11.
Next Meeting - Thursday, January 23,2003 at 3:00 p.m.
12.
Adjournment
Chairman Kaiser adjourned the meeting at 4:25 p.m.
Respectfully submitted,
/") , ''It
{ ,
"'-" [
t\"A 'lCL[;"c:J f <,J
Patricia Drew
Recording Secretary
,-
/
,~
Edward O. Kaiser
Chairman of the Board
4