2005-08-30
RANCH
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
Lilac Room, Civic Center, 505 South Vulcan Avenue
TUESDAY. AUGUST 30, 2005 at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 4:05 p.m.
DIRECTORS PRESENT:
Edward Kaiser, Cindy Jacob, Peter Cota-Robles, Kerry Miller and
Chris Hazeltine, being all of the directors.
ALSO PRESENT:
John McNair, Rod Linville and Kent Graff, JC Resorts; John White,
Carltas Co.; Gerald E. Riggs, Pres., ERHOA; staff member Nancy
Sullivan and Board Secretary Pat Drew.
ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for
oral communication.]
Mr. Riggs said he was representing the Encinitas Ranch HOA and their concerns about
teenagers having rowdy parties on the golf course in the early hours of the morning.
Rod Linville and John McNair were asked to look into the matter and report back at the
next meeting.
AGENDIZED BUSINESS ITEMS
1. Approve Minutes of Regular Meeting of June 28,2005.
Director Cota-Robles moved approval of the minutes of the June 28, 2005 meeting,
seconded by Director Hazeltine. Approved 4-1 (Jacobs absent)
2. Review Summary of Revenues and ExpenditureslFinancial Statement/update on Capital
Reserves for June and July, 2005. (Rod Linville/John McNair)
Mr. Linville advised that the June financial was still in a draft form.
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Revenues for the month of June were $447,203 compared to a budget of $471,140 or 95%
of budget; Expenditures were $319,078 compared to a budget of $287,552 or 111% of
budget; Net Income before Cell income of $5000 was $127,225 compared to a budget of
$182,555 or 70% of budget; Total Rounds were 6,757 compared to a budget of 6,977 or
97% of budget. Poor numbers were due to rain.
Year to date income is $1,915 940 (includes sale of cell tower leases) compared to a budget
of$1,67l,77lor 115% of budget; total rounds were 68,407 compared to a budget of71,500
or 96% of budget.
Capital Reserves at June 30, 2005 were $84,839.28.
Club House expenses to date were $44,150.37; Club House Reserve at June 30, 2005 is
$389,483.44.
Revenues for the month of July 2005 were $543,297 compared to a budget of $525,807 or
103% of budget; Expenditures were $312,046 compared to a budget of $302,751 or 103%
of budget; Net Income was $230,252 compared to a budget of $222,023 or 104% of budget;
Total Rounds were 7,766 compared to a budget of7,507 or 103% of budget.
Year to date numbers are the same.
Capital reserves at July 31, 2005 were $96,395.18. Club House Expenses to date are
$45,430.87, reserves are $388,202.94.
Total all reserves is $536,049.92.
3.
Report on Course Enhancements
(Kent Graff/Subcommittee)
Kent Graff reported on a turf disease called Gray Leaf Spot that impacts Rye grass. This
fall he will be using a variety of Rye Grass that has a leaf spot resistance hoping to
minimize what could be disastrous. He wants to try to avoid a big problem which could cost
$20,000-$50,000 to spray the entire golf course if it spread to that extent. He also reported
on the work they have been doing on the tee boxes and concrete work to widen the cart
paths. They should have most of the work completed by mid-September.
4.
Update on Status of Clubhouse Improvements.
(John McNair)
Mr. Graff reported that they met with the interior designer, Madeline Young, who is now
working with the building architect, Joe Ramos, in completing the interior design work.
They also decided to go with the metal structure as opposed to a conventional structure as
an addition knowing that the Planning and Building Department will probably accept that
easier with an existing building as a metal frame adjacent with the expansion being a metal
frame. In addition with the engineering of that there is a challenge with engineers right
now, they are so busy, and the building engineer who does the metal buildings is more
accessible. They already have an ongoing relationship with a company called Craftsmen
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Still Building so he could expedite the engineering of the structure much better. At the
beginning of July they met with the architect and John Nabors, the consultant. Two ofthe
building contractors that have been narrowed down as final candidates to award the contract
to, also agreed that that probably would be the best approach to building the expansion.
That is now in the engineering phase. The soils engineer was out in the previous week
when they did some pot holing which allows them to now come up with some better
foundation recommendations. They are moving forward with that and he should have a
report probably within the next week. Everything is moving forward very well. He
believes the next hurdle will be submitting the plans to the Building Department and trying
to expedite that process. That will then allow them to start construction, and hopefully by
the middle of February the process will be complete and they can award a contract to a
builder. Possibly break ground in Marchi April but more likely June.
Mr. McNair said that he hoped to have some story-boards available for the Board to review.
5.
Update on Cell Tower Discussions.
(John McNair)
Mr. McNair reported that he was pleased to announce that he had documents from Cingular
and Nextel at the terms that were discussed last month: $2600/month plus 4% increase or
CPI per year. They are five-year leases with three renewable. Contracts have been reviewed
by Karen Hirata of the City Attorney's office. He also got the companies to split three
ways the cost of stucco facing the cart bam the same as the club house. They will pay two
thirds of the stucco and brick on the parking lot side ofthe bam. He will have the architect
do a photo simulator.
Director Cota-Robles moved, seconded by Director Hazeltine, that the Board
authorize Chairman Kaiser to sign the lease documents, subject to design review and
approval by the Committee (Kaiser and Hazeltine). Approved 5-0.
Director Cota-Robles moved, seconded by Director Hazeltine, that the Board
authorize John McNair to negotiate the sale of the leases for not less than $440,000
and authorize the Chairman to sign. Approved 5-0.
6.
Incidents and Accidents.
(Rod Linville)
Mr. Linville reported on his activities concerning the teenagers partying on the golf course.
He said this happens every summer and once they are back in school for the fall/winter it
eases off. He had discussed with the Sheriffs Department who told him that the home
owners need to call them. He said he was leery of giving out the security guards cell phone
number. Director Miller said he would prefer that the Sheriff s call the security guard
advising that they had received a call of a problem.
Mr. Graff said he would take on the responsibility of calling the Sheriffs Department to
report an incident and Mr. McNair said he would write a letter to the Home Owners
Association explaining what they should do about reporting incidents.
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7. 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.]
No report.
8. Discussion of meeting dates for balance of the year.
Tuesday, October 25, 2005 at 4:00 p.m.
Tuesday, December 13 at 4:00 p.m. - Directors agreed to hold the meeting at
3:00 p.m. in the Lilac Room and then adjourn to the golf course club house.
No meetings in September or November.
9. Adjournment
Chairman Kaiser adjourned the meeting at 5:20 p.m.
Respectfully submitted,
&~Q~Jxw/
Patricia Drew, Board Secretary
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Edward O. Kaiser, Chairman of the Board
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