2002-01-30
.
.
.
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES of SPECIAL MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
WEDNESDAY, January 30, 2002 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:09 p.m.
DIRECTORS PRESENT:
Alan Archibald, Edward Kaiser, Kerry Miller and David
Wigginton.
DIRECTOR ABSENT:
Susan Lamson
ALSO PRESENT:
John White, Carltas Co.; John McNair, Rod Linville and Mark
Warren of JC Resorts; Larry Gonzalez of Fitzpatrick &
Gonzalez; Jack Robson and David McCullogh of Encinitas
Ranch LLC; P. Randy Safino of SB& 0 Inc.; Staff member Leslie
Suelter and Pat Drew, Recording Secretary.
ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for
oral communication.]
Jack Robson of Encinitas Ranch LLCICornerstone Communities said he and Randy Safino
were at the meeting at the request of the City's Planning Department to present to the Board
their plan that shows the boundary of the eight custom lots along the sixth hole of the golf
course (Case No. 99-089). They were requesting that the Chairman sign off on the boundary
adjustment which the Board approved about eighteen months previously. The current
request is to formalize the approval. Mr. Robson described the adjustment and described the
portion that the HOA will maintain.
Chairman Kaiser signed the documents and asked the Secretary to have it reviewed by the
Engineering Department's Plan Checker before releasing to Mr. Safino. The Secretary was
requested to give a copy of the minutes to Ms. Diane Langager in the Planning Department
for her records.
1
AGENDIZED BUSINESS ITEMS
.
1.
Approve Minutes of Special Meeting of November 30, 200r I
')"--
Iv
Director Wigginton moved approval of the minutes of the November 30, 2001
board meeting, seconded by Director Miller. Approved 3-1-1 (Archibald abstained,
Lamson absent)
2.
Fiscal Year Ending June 30, 2001 Financial Statements.
- Auditor Fitzpatrick & Gonzales will be available to review Financial Statements and
Answer Questions.
Leslie Suelter introduced Larry Gonzalez of Fitzpatrick & Gonzalez, ERGA's auditors.
Mr. Gonzalez reviewed the financial statements for the years ended June 30, 2001
and 2000 and responded to questions from Board members.
3.
Review Summary of November
Expenditures/Financial Statements
and
December. 2001 Revenues and
(Rod Linville/John McNair)
Mr. Linville reviewed the November and December 2001 Revenues and Expenditures
Financial Statements.
.
November revenues were $325,879 or 106% of budget of $306,543; expenditures
were $218,904 or 87% of budget of $250,624; net income was $105,326 or 194%
of budget of $54,253; total rounds were 5,091 or 107% of budget of 4,765.
Year to date revenue was $1,970,384 or 100% of budget of $1,978,383;
expenditures were $1,277,339 or 96% of budget of $1,326,479; net income year to
date was $687,465 or 107% of budget of $643,570. Total rounds year to date were
30,072 or 98% of budget of 30,568.
December revenues were $339,653 or 101 % of budget of $337,376; total
expenditures were $229,507 or 87% of budget of $263,040; net income was
$109,436 or 151 % of budget of $ 72,669; total rounds were 4,988 or 101 % of budget
of 4947.
Year to date revenues were $2,310.037 or 100% of budget of $2,315,759;
expenditures were $1,506,847 or 95% of budget of $1,589,520; Year to date net
income was $796,901 or 111 % of budget of $716,239; year to date total rounds
were 35,060 or 99% of budget of 35,515.
4.
Cell Towers.
Uohn McNai r)
.
John McNair advised that he has talked to Nextel and they met at the golf course to
review different locations for the cell tower site. He believes the best site would be
next to the maintenance facilities. As one enters the facility where the gate is
presently, to the right there are a couple of sheds. What he proposes is to put a cell
2
.
.
.
tower there and he would also put an additional shed there, which Nextel would pay
for. He said they have three options for camouflage: 1) make it look I ike a tree, 2)
can put a water tower there, or 3) add a flag pole. Nextel has agreed to a lease of
$2000 per month. The location could take more than one cell tower, he would figure
on three towers. Mr. McNair said he is negotiating with Nextel about the length of a
contract. Chairman Kaiser said the Board authorizes Mr. McNair to have a letter
written saying that the Board is okay with the site, which Nextel could use with its
application to the City's Planning Department. Mr. McNair said he will continue to
work on the project.
Director Miller left the meeting at 4:10p.m.
5.
Bridge Update.
Uohn McNair)
Mr. McNair advised that he had received an e-mail update report on the golf cart
bridge from John Nabors. Mr. Nabors reported that the improvement plans have
signed by the City. Hazard Construction will order the bridge to be built this week.
The earlier projections were for an 8-12 week cycle to build and ship the bridge. As
soon as the manufacturer sets the production schedule, Hazard will check into the
delivery date and set their schedule for construction of the footings for completion at
the delivery of the bridge. Quail Gardens Drive will be closed for 2-4 weeks while
the bridge is assembled and lifted into place. The golf path will be open at all times.
During the month of February John Nabors and the Hazard superintendent will meet
with the golf course operations team to discuss the operating implications of the
project and to discuss the style and location of the two gates that eventually prevent
the carts from travelling down to the street on the old (existing) path. Hazard
estimates that the bridge will be open for traffic from 5-6 weeks after delivery of the
bridge. Based on what is known, the bridge should be operational in mid May, or
June 1 st at the latest.
6.
Course Restrooms.
Uohn McNair)
Mr. McNair reported that they have ordered both the restrooms. There was a site visit
by the manufacturer who expressed concern about getting the restrooms into place.
Mr. Warren reported that when they reviewed the site there were rather severe
concerns. He said if the Board doesn't want to change the location they will revisit
and look at how they can use two cranes to get the rest room in place at hole 14.
However, in conversation with the manufacturer it was concluded that if they go to
the east side of the cart path, as coming up from hole 15 to go back down to Quail
Gardens from the top of the slope, the doors would now be facing toward the golf
course, holes 14 and 15, as opposed to towards the road or holes 16 and 13. They
can do this without a problem. What they are looking at doing is sinking the back
end of the restroom down about 2 Y2 - 3 feet so that it would be somewhat of a
retaining wall allowing them to plant hedges. There would be more room to put a
3
i.
.
.
7.
8.
9.
privacy fence in front which they were not able to do on the other side of the cart
path.
It was agreed that Mr. McNair would contact Planning Director Patrick Murphy to
determine City's requirements for the restrooms.
Landscape Entry Way
(Mark Warren)
Mr. Warren advised that he has received some soil and everything is in place to
proceed. He will have an irrigation plan prepared for the Board's review by the end
of the year.
Mr. Warren also reported that the sign on the other side of the entryway has been
completed. He would like the Board to consider authorizing him to put a low planter
in front so that he can make an annual color bed. Chairman Kaiser agreed that
anything that they want to do to make it functional and attractive is okay with the
Board. It was also agreed that Mr. Warren should look into installing lighting on the
monument sign to be tied into the timing of the parking lot lights.
I ncidents and Accidents.
(Rod Linville)
Nothing to report.
Potential Course Enhancements.
Nothing to report.
10.
Discussion/Direction Concerning Course Operations, Conditions Needing Change.
The Board agreed to agendize discussion of the Management Agreement at the next
Board meeti ng.
Director Miller returned to the meeting at 4:35 p.m.
11.
Directors and/or Manager 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.]
Nothing to report.
12.
Next Meeting - Thursday, February 28.2002 at 3:00 p.m.
4
;.
.
.
13.
Adjournment
Chairman Kaiser adjourned the meeting at 4:40 p.m.
Respectfully submitted,
/~) :1 '
, OL5!:.(_,- :<_L~JA"--"_Aj/
Patricia Drew, Recording Secretary
--,
Edward Kaiser, Chai rman of the Board
5