2001-03-06
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CITY OF ENCINITAS
ENCI N IT AS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
Carnation Room, Civic Center
505 South Vulcan Avenue
TUESDAY MARCH 6, 2001 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting or order at 3:05 p.m.
Directors Present:
Also Present:
Ed Kaiser, Susan Lamson, Kerry Miller, Alan Archibald, and David
Wigginton being all of the directors.
John McNair, Rod Linville and Mark Warren of JC Resorts; Chris
Calkins and John Nabors of Carltas Co; Jim Gay of Hazard
Construction; Jeffrey Lawler of Nextel Communications; staff members
Leslie Suelter and Nancy Sullivan.
Director Miller made notes of the meeting in the absence of 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 25, 2001.
It was pointed out that page 4 of the minutes needed a spelling correction in item 11.
Correct spelling of "gopher."
Director Archibald moved approval of the minutes with correction as noted,
seconded by Chairman Kaiser. Approved 4-1-0 (Lamson abstained)
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2.
Discussion of Request from Nextel to Lease Space at the Golf Course for the
Placement of a Telecommunication Facility. (Chairman Kaiser)
Jeff Lawler of Nextel Communications made a presentation with regard to Nextel's
interest in leasing space at the golf course for the placement of a telecommunication
facility. Possibly putting antennae on the driving range poles, mono-palms on South-
side and possibly on the tank. They are willing to lease space at $800 per month.
The board took no action.
3.
Quail Gardens Drive Bridge: Report from Planning Commission Meeting.
(John Nabors)
Mr. Nabors reported on his meeting with the Encinitas Planning Commission and the
requested modifications to the bridge plan. There will be no change in the original
contract amount which will include the extra costs for changes to the wooden bridge.
He reviewed the contract analysis, which represented the contract prices after the
Planning Commission's approval. The contract is for $322,100 with potential savings
of $19,000. Mr. Nabors anticipates the design will go to plan check at the end of
March and expects it to be there for three months. When they come out of plan
check, around the 1 st of July, they will start construction on the Glulam Bridge
elsewhere, as they start on site with constructing foundations. The foundations will
take about six weeks. Then the bridge will be brought in and assembled and
everything put together. He is estimating that the road will be closed for 1-2 weeks,
and according to the schedule this would be the first week in September. Hazard will
be building the median structure during this time.
Mr. Nabors said they have agreed to take the preliminary design part way through and
then take it back to Planning Commissioner Les Bagg and the Planning Commission
for informal review of the bottom of the bridge (their request). He does not see any
problem since they (the Planning Commissioners) have been very cooperative and
pleased with the bridge so far.
Chairman Kaiser complimented the Planning Commission on a good job. He said he
was at the approval meeting watching it take place and noted that even Commissioner
Bagg commented that "this is a damn good looking bridge."
Mr. Nabors recommended that Carltas be requested to enter a change order to
redefine the specifications in the contract and to reapportion the numbers and to
move ahead with the design.
Director Archibald moved that: 1) the Board accept the modified budget for the
wooden bridge; and 2) Carltas Co. be directed to proceed with a change order for
the Quail Gardens Drive bridge to go from a steel bridge to a wood bridge; and 3)
any savings be put into a contingency fund to address any changes that might occur
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between now and blueprint construction. Chairman Kaiser seconded the motion.
Unanimously approved, 5-0
4.
Review Summary of January 2001 Revenues and Expenditures/Financial Statement
and Summary of Capital Reserve and Expenditure. (Rod Linville/John McNair)
Mr. Linville reviewed the summary of the financial statement for the month of
January. It was pointed out that rain and the cold temperatures had affected both
revenue and rounds. Revenues for the month were $291,642 compared to the
budgeted $325.303 or 90% of budget. Expenditures were $180,357 or 85% of
budget; net income was $111,295 compared to $110,923 or 100% of budget. Total
rounds were 4,671 compared to budgeted 5530 or 84% of budget. (The numbers in
the financial summary sheet in the agenda package were incorrect.) Year to date net
income is $989,861 compared to a budget of $808,484 or 122% of budget; and year
to date rounds are 40,952 for 100% of budget.
5.
Mid-year Review of 2000-2001 Capital Expenditure Budget and Recommended
Revision. (Mark Warren/John McNair)
Mr. McNair reviewed the revised 2000-2001 capital expenditure budget and the
proposed recommended capital expenses for 2001-2002. It had been agreed that
they would keep capital expenditures for this year to $60,000 since the Board wished
to hold $100,000 for the Quail Gardens Drive Bridge. In addition, $24,000 for
operationallcourse improvements were included ($2000 per month per agreement).
Mark Warren explained that the issue of the parking lot lights as discussed at a
previous board meeting, is included in the Operational/Course Improvements for FlY
2001-2002 in the amount of $7500. This amount is in anticipation that he will not be
replacing with new lights. Currently the lights in the parking lot are 24-inch high
concrete pillars with lights sitting on top. As reported previously, cars are hitting the
bollards and knocking the lights off the top. He is planning to retrofit by raising the
cement bollards to above bumper height and putting the lights back on top so car
bumpers don't hit them. In addition they will attempt to move the bollards back
from the curb.
Mr. McNair explained that their capital expense budget for FlY 2001-2002 has been
estimated at $133,500. He has guestimated a 4% increase in revenues and estimated
that there will be $111,000 in capital spending funds. This would leave a variance of
$22,000-$23,000. The Water Fountain at Hole 8 ($12,500) and hydraulic lift
($11,000) were removed from the list.
Mark Warren reported on vandalism on the course that would indicate they should be
looking at fencing the course at some time in the future.
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Mr. McNair also indicated that he would like to proceed with the renovation of the
putting green - they have $7,500 set aside for this project. This is an area about which
players have expressed their deep concern at not having the putting green available.
In order to preserve the green from over-usage it is periodically closed down.
Following a question regarding the capital expense item of $20,000 for a Fre-flow
water treatment for the reclaimed water in the irrigation system, Directors Wigginton
and Archibald indicated that they would like to meet with the representative from Fre-
flo to better understand the technology of the system that is being proposed for 2000-
2001 capital improvements.
6.
Continue Discussion of Rates.
(John McNair/Rod Linville)
Discussed under Item 10.
7.
Discussion of Proposed ERGA Presentation to City Council per Request of Mayor
Dennis Holz. (Alan Archibald/David Wigginton)
Presentation to be made at the April 18 Council Meeting.
8.
Suggestions/Recommendations for Resolving Problem with Parking Lot Lights.
(David Wigginton/Mark Warren)
Discussed in item 5 above.
9.
Capital Improvement Issues/Discussion (Wish List):
(a)
Restrooms; Preliminary Design/Sewer Line for Restrooms at the South End of
the Golf Course.
Club House
(b)
10.
Discussion of Proposed Southern California Card (Frequency Program) Uohn McNair)
Mr. McNair reported that they had put together a frequency program designed to
create loyalty to their courses and to get information out to all regular players beyond
JC Card members and residents. He handed out a copy of the policy and procedures
for the program which they are calling "Southern California Card" and which will go
into effect April 1 It, 2001. The card would be free. He discussed the proposed
changes in rates for card members.
Issue to be brought back to the Board at the April meeting.
Incidents and Accidents.
(Rod Linville)
None.
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12.
Potential Course Enhancements.
None.
13.
Discussion/Direction Concerning Course Operations, Conditions Needing Change.
Director Wigginton asked about the proper way to handle complaints.
Director Kaiser moved that all complaints should be forwarded to john McNair who
in turn would make a monthly report to the board. Seconded by Director
Wigginton, and unanimously approved. 5-0
14.
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.]
15.
Next Meeting - Thursday, April 26, 2001 at 3:00 p.m.
16.
Adjournment
Chairman Kaiser adjourned the meeting at 5:05 p.m.
Respectfully submitted,
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Patricia Drew, Board Secretary
Reported from Tape of Meeting and
Director Miller's meeting notes.
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Edward Kaiser, Chairman
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