2002-10-10
.
.
.
CITY OF ENCI N IT AS
ENCI N IT AS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
THURSDA Y. OCTOBER 10,2002 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:00 p.m.
Directors Present:
Director Absent:
Also Present:
Phil Cotton, Peter Cota-Robles, Cindy Jacob and Ed Kaiser.
Kerry Mi Iler.
John White, Carltas Co.; John McNair, Rod Linville and Mark Warren,
JC Resorts; Staff Paul Bussey and 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 August 22,2002.
Director Cotton moved approval of the minutes seconded by Director
Cota-Robles. Approved 3-1-1 (Miller) (Jacob was absent at 8/22/2002
meeting.)
2.
Encinitas Ranch Men's Club - Proposal for "Paul Ecke Jr. Memorial"
Deferred to next meeting.
3.
Review Summary of August, 2002 Revenues and Expenditures/Financial
Statement/Update on Capital Reserve Fund. (Rod Linville)
.
.
.
6.
Mr. Linville reviewed the Summary of the Financial Statement for the month of
August 2002.
Revenues were $499,494 compared to a budget of $457,529 or 109% of budget;
Expenditures were $279,694 compared to a budget of $286,731, or 98%; Net
Income was $219,54] compared to a budget of $169,765, or 129% of budget.
Total Rounds were 7,700 or 106% of budget of7,250 rounds.
Year to-date Revenues were $1,003,090 or 106% of budget of $947,568; Net
Income was $438,579 or 120% of a budget of $365,940; Year to date rounds
were 15,897 compared to a budget of 14,910 or 107%
There is $102,119.17 in Capital Reserves.
4.
Projected Capital Expenditures/Deferred Maintenance for 2003-2025
(John McNair)
Mr. McNair reviewed his updated Capital Expense report tor FlY 2002-2003
including the list of long-term capital projects and deferred
maintenance/replacement projects.
Director Cota-Robles asked about the status of the restrooms. He suggested tying
in the outside appearance to conform to the rustic look of the area.
5.
Audit Update.
(Paul Bussey)
Mr. Bussey said it was just an information item. He wanted the Board to know that
he has initiated the process of having the audit done and is using Fitzpatrick &
Gonzalez again this year. They have done the audit since the beginning and they
are charging the same as they did last year, $7400 plus out of pocket expense. He
alerted the Board to expect an increase of possibly $1000-$1500 next year partly
due to inflation generally and also due to the fact ERGA will have to meet new
guidelines that every agency has to meet and it does require some additional
reporting. He will check back with the Board later in the fiscal year to see if it
wants to make a change in auditors. Mr. Bussey said they anticipate the audit
being completed by December.
Course Fencing - Review Homeowners CC&Rs
(Ed Kaiser)
Chairman Kaiser said this item was put on the agenda at his request. He wished to
review the Homeowners' CC&Rs to determine the potential liability for ERGA. He
said he found it interesting that ERGA can increase the landscaping and tree
planting without fear of repercussions.
2
.
.
.
Chairman Kaiser asked the status of the damage done by the builder to the golf
course on hole 4. Mr. Warren said he has met with Toll Brothers who may have
hired a contractor by now to do the repair work. He believes they are ready to go.
The builder understands he is responsible for putting the area back into its original
condition after which JC Resorts will maintain it.
Chairman Kaiser said that when the Board walked the course back in the summer,
they were talking about potential usage of the walking trails. It looked as though
they were finished without the fencing put in. He asked if the builders had taken
any action relative to installing the fencing. Director Cotton said that there is some
activity but the contractors are rather dragging their feet.
Chairman Kaiser asked if people were walking the trails. Director Cotton said that
if the concern was about liability this is all covered by the developer at this time. If
the developer feels the usage of the trails is a liability issue then they need to
fence it or close it off.
7.
Update on Water/Irrigation
(John McNair/Mark Warren)
Mr. McNair reported on their meeting with Mike Thornton from the San Elijo Water
District to get a better understanding of the water situation. Right now the greens
are in great shape. But if the salt content goes up again they want to be sure they
have some other options.
San Elijo is working with the City of Escondido to try and get and use their
reclaimed water. They go through the same outfall pipe, which goes right by their
plant. The good news is that if they can use that water it is about 900 TDS (Total
Dissolved Salts) as opposed to what they are now getting of 1070 TDS.
Mr. Warren outlined three options:
1. Reverse Osmosis/De-mineralization: no irrigation charges required;
* additional annual water costs $150,000
2. Install Water Meters:
* 2-4 inch meters and backflow prevention at $85,000 each $170,000
* 2-connections - $ 20,000
* 4-booster stations - $25,000 each $100,000
* Irrigation modification $175,000
Total modification costs $465,000
. Additional water costs per year $ 10,000
3. Install Lake and Pump Station:
* Lake and pump station
* Install mainline
$250,000
$300,000
..,
-'
.
.
.
* Connection cost
Total Modification costs
. Additional Water costs per year
$ 3,000
$553,000
$ 10,000
4. Minor Modifications (would leave the water and system
the way it is. Approximate cost
$
7,000
Mr. White said we should be cautious about spending a lot of money for
potable water for the golf course, which may not be available. In the next five
years there's going to be a serious water crisis in the state therefore he would
recommend making workable the reclaimed water that is available.
Chairman Kaiser said that he saw this as one of the most important things the
Board does at its meeting because they have an obligation to protect their asset
and the water is a problem. He told Mr. Warren he appreciated what he had
done in putting some creative thoughts and numbers together and to keep it
gOIng.
Mr. White suggested that the Board might want to put together a
subcommittee to work on the issue so that months don't go by before a
decision gets made.
Chairman Kaiser asked to have the issue on next month's agenda and f()r Mark
Warren to continue working on some answers. At that time they will look at
additional information that Mr. Warren has developed and likely put together a
subcommittee.
8.
Paseo de Las Flores Crossing/Speed Bumps
(John McNair, Phil Cotton, Peter Cota-Robles)
Director Cota-Robles used a map to explain to the Board members what he and
the committee are suggesting for dealing with the crossing. He said what they
would probably recommend would be to "pinch in" the roadway a little bit by
having some pop-outs on either side. They would take out the existing curbs and
put in new curbs that would come out on both sides. It would be a raised crossing
through the center with the textured concrete similar to the crossing that is already
there. It's proposed to have it about three inches above the roadway surface. It
would not be as bad as a regular speed bump. Cost would be about $10,000.
Chairman Kaiser moved approval of Director Cota-Robles plan and to
fund it from capital reserves, seconded by Director Cotton. Approved
4-0-1 (Miller).
4
.
.
.
-
13.
14.
Director Cota-Robles said he would look into initiating the project from the City's
Engineering Department, which would avoid pennitting and they could possibly
share the cost.
9.
Incidents and Accidents.
(Rod LinviIIe)
Mr. Linville advised that they had another vehicIe break in. It was an unsuccessful
attempt to steal the vehicIe. He discussed installing a video surveillance system.
They also had another fist fight on the course and he had to caIl the Sheriff
10.
Potential Course Enhancements.
None.
11.
Discussion/Direction Concerning Course Operations, Conditions Needing Change.
None.
12.
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 clarity what the speaker is reporting.]
None.
Next Meeting - Thursday, November 21,2002 at 3:00 p.m.
Adjournment
Chainnan Kaiser adjourned the meeting at 4:45 p.m.
RespectfuIly submitted.
, .- , /
/ / '
, (-;1</' f. i
Patricia Drew, Recording Secretary
Edward O. Kaiser, Chainnan of the Board
5