2004-12-14
RANCH CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
TUESDAY, DECEMBER 14, 2004 at 3:00 p.m.
Club House at the Encinitas Ranch Golf Course
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:15 p.m.
DIRECTORS PRESENT:
Edward Kaiser, Cindy Jacob, Kerry Miller, Peter Cota-Robles and
Chris Hazeltine who arrived at 3:30 p.m., being all ofthe Directors.
ALSO PRESENT:
John McNair, Rod Linville and Kent Graff of JC Resorts; Staff
Leslie Browder and Pat Drew, Recording Secretary.
ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for
oral communication.]
None.
AGENDIZED BUSINESS ITEMS
1. Approve Minutes of Special Meetings of October 26 and December 2, 2004.
Director Miller moved approval of the minutes of the October 26th and December 2nd
meetings seconded by Director Cota-Robles. Approved 4-0-1 (Hazeltine)
2. Review Summary of Revenues and ExpenditureslFinancial Statement/update on Capital
Reserves for months of October and November, 2004 (Rod Linville/John McNair)
Mr. Linville reviewed the October and November summaries of the financial statements:
Revenues for the month of October were $711,480 compared to a budget of $345,191 or
206% of budget (this included cell tower monies from the sale of the leases); Expenditures
were $288,041 compared to a budget of $286,893 or 100% of budget; Net Income was
$426,650 compared to a budget of $57,265 or 745% of budget; Total Rounds were 4,023
compared to a budget of 4,895 or 82% of budget.
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October Year-to-Date Net Income was $954,997 or 149% of a budget of $640,076. Total
Rounds to-date were 24,030 or 94% of a budget of25,562.
Director Jacob requested that in order to show a little more accuracy for the budget the
$433,000 income from the cell towers be amortized over the remaining months of the year.
Chairman Kaiser said that since this was an extraordinary item it could be moved down
below the line.
Mr. Linville explained that deducting the cell tower money gave them a very bad month of
October. This was due to aeration and over seeding that reduced the number of rounds, and
which was followed by six days of rain.
Revenues for the month of November were $333,195 or 100% of a budget of $333,166;
Expenditures were $245,437 compared to a budget of $263,678 or 93% of budget; Net
Income was $86,419 compared to a budget of $68,454 or 126% of budget; Total Rounds
were 5,025 compared to a budget of 4,830 or 104% of budget.
November year-to-date net income was $1,041,416 or 147% of a budget of $708,531; total
rounds were 29,055 or 96% ofa budget of30,392.
Mr. McNair reported on the Capital Reserve and Expenditures for month of October after
purchases of$16,030.72 were $39,269.
Capital Reserve and Expenditures for month of November after purchases of $11,232.55
were $37,800.
He said that in addition, in the long-term capital account, they moved the $433,633 from the
cell tower leases into the Club House account so they can track the expenses. Club house
expenses to-date are $21,983.50.
3.
Report on Tree Enhancement! /Markers
(Subcommittee)
Kent Graff gave an update on the landscaping improvements to-date. He said they are
really seeing some benefits from the improvements they did along Quail Gardens Drive.
Moving forward he is suggesting putting together another planting plan of some of the areas
he really wants to enhance. He also believes that with the new homes going up along hole
six he can expect to have some comments and questions on what they are doing along the
slopes on number seven. He said they are trying to finish up on the improvements on the
junk/dump site behind the maintenance building. They now have an enclosure and will
dispose of the junk in an area a little bit more disguised and now they will go ahead and do
planting around it.
Director Miller mentioned that the City had competed in a national program called
"America in Bloom" and that it came in second in the population category nation-wide.
The judges were really impressed but as a result of that they came back with several
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comments and things that they would recommend the City consider looking into. There are
six or seven criteria that they judge in each community, e.g. commercial planting, natural
landscaping and special projects that have been done, etc. He said the City is planning on
entering the competition again in 2005 and believes the City has a pretty good chance of
winning. One of the things they are going to look at is how the City responded to their
comments received in the last round of competition. He said they had come back with one
or two comments that were critical of the golf course and suggested that Kent Graff meet
with the intern in his office, Arlene Rosado, to find out what the comments were and to see
if there is some way to respond to them. Mr. Graff said that he had already met with
Arlene the previous week and had started strategizing on how to move forward with it. He
said they have already taken a pro-active approach to off-set some of the comments.
Director Hazeltine joined the meeting.
4.
Status Update on Club House.
(John McNair)
Mr. McNair passed out copies ofthe new drawing of the proposed clubhouse improvements
for discussion, and also reviewed the landscaping plans.
Mr. McNair said he will bring samples of the proposed stucco finish for the exterior to the
next meeting, and an architect's final rendition of the exterior appearance, together with a
revised cost estimate.
5.
Cell Tower Review.
(John McNair)
Mr. McNair advised that he is in negotiations with Nextel for another cell tower to go on
top of the cart barn. At this point the proposed tower is too high and needs to come down a
couple of feet. Director Cota-Robles said he would prefer to see the tower on the ground.
Mr. McNair said he will come back with drawings showing the proposed scale of the
extension, etc. at the next meeting.
6.
Incidents and Accidents.
(Rod Linville)
Mr. Linville reported that he had two incidents to report. He said the side of a vehicle on
Leucadia Boulevard got hit. The other incident occurred about midnight when the security
guard caught a gentleman in the back gate area. He had a briefcase and a laptop computer.
They don't know what he was doing except that the power to the cart barn had been turned
off at the main power box. The Sheriff was called and got all the information about the
individual and told him not to come back. They couldn't arrest him since he had not
broken into the building.
Mr. McNair advised that in connection with the practice of golfers hitting wild balls into
the canyon from the 15th tee, he had had legal language prepared for the Board's review.
This will be displayed at the hole in question. "Hitting balls into the canyon is strictly
prohibited. Violators will be asked to leave the course immediately and will be prosecuted
in the event of property damage." The Board approved the wording.
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7. Potential Course Enhancements.
Kent Graff introduced his new Assistant Golf Course Superintendent, Duane Conta.
Chairman Kaiser asked if there was anything that could be done about improving the
appearance of the old windmill. Director Cota-Robles will review and bring back to the
next Board meeting.
8. DiscussionIDirection Concerning Course Operations, Conditions Needing Change.
None.
9. 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.]
None.
10. Next Meeting - Tuesday, January 25,2005 at 4:00 p.m.
11. Adjourmnent
Chairman Kaiser adjourned the meeting at 4:16 p.m.
Respectfully submitted,
&~'}~
~~~.
Patricia Drew, Board Secretary
Edwar O. Kaiser, Chairman ofthe Board
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