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1999-12-16 CITY OF ENCINITAS ENCINITAS RANCH GOLF AUTHORITY MINUTES OF SPECIAL MEETING Carnation Room, Civic Center 505 South Vulcan Avenue THURSDAY, DECEMBER 16, 1999 at 3:00 p.m. CALL TO ORDER/ROLL CALL Chairman Kaiser called meeting to order at 3:12 p.m. Directors Present: Edward Kaiser, Susan Lamson, Alan Archibald, Kerry Miller, David Wigginton, being all of the Directors. Also Present: Scott Bentley, John McNair, and Rod Linville of J.e. Resorts; John Nabors, Carltas Co.; Jim Benson, ERGA Manager; Board 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 Meetings of October 28, 1999 and November 18, 1999. Chairman Kaiser moved that the minutes of October 28, 1999 and November 18, 1.999 be approved, seconded by Director Archibald. October 28 minutes approved 4-0-1 Director Miller abstained because he had not joined the City at that time. November 18 minutes approved 3-0-2 Directors Lamson and Wigginton abstained due to absence from meeting. 2. Review Summary of November, 1999 Revenues and Expenditures/Finan'cial Statement. (Rod Linville/Scott Bentley) 1 Rod Linville reviewed the November financial report. Total revenue was 107% of budget or $299,547; expenses were 104% of budget or $219,090; income was 117% of budget or $78,257. Total rounds were at 102% of budget or 5,094 rounds. Year-to-date numbers are: Revenue at $1,868,184 or 108%, Expenditures at $1,076,551 or 96%, Net Income at $781,531 or 129% of budget. Total rounds were 32,436 for 103 % of budget. 3. Progress Report from Bridge Sub-committee. (A. Archibald/D. Wigginton) John Nabors, in his capacity as representative for Carltas Company, reviewed the status of the bridge project. He reviewed the illustration of the bridge that Hazard is proposing and his proposal to the Planning Commission. The two Commissioners he spoke to objected to the look of the bridge because it is not the same style as the existing bridge on Leucadia Boulevard. Mr. Nabors asked Hazard to review the old cost estimates for the built/bridge on Leucadia, take the design specifications needed for the new bridge, make it look just like the Leucadia bridge and give a cost estimate. It was to be non~binding because of the short time allowed for the comparison and estimate. The cost they put together from this apples-and-apples comparison would include all the things included in the earlier estimate, i.e. landscape and lighting, traffic control, repair to the median, etc. From this comparison it was determined that the new bridge would cost $322,000-$428,000, or about $106,000 more to build to look like the Leucadia Bridge. This information was only just available and had not been given to the Planning Commissioners as of the time of the ERGA meeting. Director Wigginton asked if Mr. Nabors had had a chance to review with Excel. He said he would feel more comfortable if Excel was given another shot at the bid. Mr. Nabors explained why he did not believe this was necessary nor appropriate and re- reviewed the bids from Hazard and Excel. Director Archibald responded that he didn't feel ERGA wanted to spend an additional $108,000 on the bridge. The reason the one across Leucadia Boulevard was built architecturally more appealing, was because the road is going to be carrying some 30,000 cars a day as opposed to 2000 on Quail Gardens Road. The exposure to the public is significantly different. Already the cost for the bridge over Quail Gardens Drive is more than was originally anticipated. Mr. Nabors explained that the cost estimate had been revised to $365,000 from $360,000 to include the contractor manager's allowance. The building of the bridge probably won't take place for seven to nine months . because of the process they will be required to go through. They will do the abutment work on the side of the hill and then the bridge will be brought out on site to be installed at which time the road will be closed for a period of time while the cranes are on site to put the bridge in place. When the crane leaves they could open up the road. During the construction process' the road wi II probably be closed for 2 three to four weeks. From abutment to opening will probably be eight weeks, because it's off-site prefab which will be delivered in pieces and bolted together (this is assuming the decision is not made to build it like the Leucadia bridge which does not include prefab construction). Director Wigginton said that his question relates to- what measures will be taken to ensure the safety of the golf carts crossing Quail Gardens prior to the closing of the road for construction of the bridge. Mr. Nabors explained that the carts will come down to an at-grade crossing with drive-way cuts on the new curbs which will make it a smooth transition across the road. There will also be a driveway cut in the median and the asphalt across the road will probably be striped. The City is still considering how traffic will be handled. Director Archibald said the consideration is whether to stop traffic on Quail Gardens or the carts. He would be inclined to stop Quail Gardens traffic versus trying to stop the carts that come barreling down the hill. A decision has not yet been made on this issue. Y\~tP (\) Manager Benson said that in representations to the Planning Commission City staff is in the awkward position of representing ERGA which is facing a $100,000 plus growth on a bridge that is already running $100,000 more than originally estimated. If the Board doesn't feel that kind of cost increase is justified for a facility on a 2000 car- a-day road versus 30,000 on Leucadia Boulevard, staff needs some direction from the Board as to how to approach the Planning Commission concerning the cost increase. A 33% cost increase hardly seems justified or warranted based on where the facility is being built. lvWl ';) B:0 Directorl\made a motion that the pre-fab steel bridge be taken to the Planning Commission and ask for their approval. Seconded by Director Kaiser. Approved 5-0. Mr. Nabors said that he would not anticipate being able to go to the Planning Commission for about twelve weeks. Manager Benson suggested that rather than staff approaching the Planning Commission, Directors Kaiser and Lamson, as an independent subcommittee, appear before the Planning Commission at the appropriate time. Directors Kaiser and Lamson agreed to represent ERGA at the Planning Commission meeting. 4. Proposed Reimbursement Agreement with Carltas Company for Bridge Project. Uim Benson) Manager Benson reviewed the proposed reimbursement agreement with Carltas Company. He advised that the difference from the original was that after talking with the City Attorney he had removed the City as a Signee. This was to avoid any confusion - i.e. the golf course is the responsibility of ERGA, therefore the City does not have to approve anything. The only relationship the City has is with City staff representing ERGA in the role that they have had for the past two years on an approved collateral duty for City staff. The City is reimbursed by ERGA for the time involved. 3 Director Archibald moved that the Board authorize Manager Benson to sign the document. Director Kaiser seconded. Approved 5-0. 5. Status of Range and Starter Buildings. (Rod Linville/Susan Lamson) Rod Linville reviewed the bids he had received for the range and starter buildings. He received a low bid of $11,600 from Gazebos by Leisure Design and a high bid of $14,300 from J.M. Construction of Carlsbad. He also received a high bid from JPS Roofing Company of Carlsbad but it did not include painting or any electrical work. The specifications for the buildings were that they are to be octagon gazebo buildings, one twelve feet in diameter and one six feet in diameter. The range booth would have solid walls with one roll up door for the range ball machine to be exposed and an entry door for access into the back of it with a dutch door on front for an attendant to sit inside to assist customers from inside. The other building, the starter booth, would be the same eight sided design with half walls and windows all around with an entry door, probably a dutch door. They anticipate covering the cost out of the operational budget. Chairman Kaiser directed Mr. Linville to work with Directors Lamson and Wigginton to review the bids. Chairman Kaiser moved that the Board allocate up to $14,000 for the purchase, construction and installation of the starter and range buildings, to come out of operational improvements, and with final approval delegated to a sub-committee of Directors Lamson and Wigginton. Seconded by Director Archibald. Approved 5-0. 6. Hole 16 Camera Relocation. (Rod Linville/Mark Warren) Mark Warren advised that he had still not heard back from Paul Ecke, Jr. or anyone at Carltas relative to the relocation of the camera at hole 16. 7. Potential Course Enhancements. Director Archibald asked Mark Warren what had happened to the offer from Liz Ecke of a number of Bird of Paradise plants. Mr. Warren advised that he had taken 80 plants but there are now only 73. He will see how many are left and possibly take some more. Director Archibald also asked about the seeding on number seven fairway where the soil was salty. He was advised that the seeding did not take. Regarding number five tees, Mr. Warren advised that he would like to build a retaining wall along the cart path so as to get another 3-5 feet of additional tee surface on width leaving the front and back access for the mowers. 4 8. Discussion/Direction Concerning Course Operations, Conditions Needing Change. Director Wigginton asked Director Archibald how they planned to deal with the parking lot situation once Leucadia Boulevard is opened. Director Archibald advised that until Quail Gardens is finished people will enter at the south driveway and exit by way of the north driveway. There will be k-rails down the middle of the road but people can enter from either east or west. However, when going Quail Gardens, the eastside will be northbound and the westside will be southbound. To keep people on the right side of the road will just allow them to enter at the south entryway for an entrance and the north driveway will be the exit. All signage has been ordered. Mr. Linville advised that he had three issues to add to the agenda. He had e-mailed them to the secretary earlier but found out that their e-mail had not been working for several days. a) Hole Sponsorships lob A 'lid' "V1{y Mr. Linville described the options they would like to offer prospective hole sponsors. Since they have not progressed very far with this program they are proposing starting the current sponsors three-year contract from January 1, 2000. They are looking at plans that could be offered to a new sponsorship so that they receive some benefit from their $5000. The original Plan A, gives the sponsor free green fees up to $594 and then they are charged the full public rate after that. Net proceeds to the course would be $4406. In Plan B, for $5000 the sponsor would receive $500 in green fees, netting $4500 to the course. The corporate membership would give them free rounds of golf and also the JC Resorts golf rates during the three years. This would be equivalent to rates for residents. There is more value in Plan A. Scott Bentley said that in addition he would like to suggest a third option, Plan e. If there was a sponsor who was also one of the vendors from whom JC Resorts purchases a very marketable product, that they be allowed to trade a product for their fee ($5000) at the wholesale price. He would only offer to a few select vendors. All directors liked Mr. Bentley's option. })1 ('fLJo! ~v\ ;vtIJV.J./ , ~ that JC Resorts have the authority to select either Plan A or Plan B , whichever will work, and to acknowledge allowance for product substitution in either option, seconded by Director Kaiser. Approved 5-0. b) Junior Rates. Rod Linville advised that the junior rates for the JC Junior program has been $10 weekdays and $15 on weekends. At all of their other JC courses the weekend rates have stayed the same and the weekday went to $11. He said J.e. Resorts is asking the Board's approval to match the weekday junior rate at 5 Encinitas from $10 to $11 in order to be consistent with all courses. It also helps in m;:1rketing. Director Miller said he had received a letter from a Mr. Scott Coffeen regarding the junior golfers. His primary concern are the times the juniors can play. Director Miller said he would be reluctant to approve the increase for the junior's weekday rate until the Board could have sc;>me discussion concerning both the fee increase and the course play and requested it be agendized for the next meeting. c) Advance Tee Times. Scott Bentley said he wanted to clarify for the Board the issue of advance tee times that had been approved some months ago. When the subject was originally discussed they were talking mainly about hotels. However, this was not clearly specified in the policy that was prepared following the Board's approval. Recently they have had a lot of conversations with tee-time companies that will be offering tee times on the internet. J.e. Resorts is considering working with them. The companies have no problem with the $20 premium, or of listing the four tee times that have been agreed could be sold in advance of the eight days if this could be offered to them. Some of the tee-time companies even have the ability to limit this offering to people coming from outside the area. Thus it would be possible to say no one from the San Diego area could get the special tee times. Chairman Kaiser asked JC Resorts to bring back a new policy to the Board for next month's meeting. 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.] Manager Benson reported on a meeting with Cary Bickler where they discussed Hole 13. He is to come back with a design. Relative to Hole 14, Cary Bickler basically gave the feedback that it was his proposal that was done in August of 1998 or nothing. Mr. Benson explained that this proposal was for $300,000+ alternative which would do significant grading, leave it as a par 4, would move the tees forward and lower the tees, and entirely redo the 15th green and push 15 further east. Mr. Bickler said he doesn't feel that any kind of a change addresses the issues. This will be brought back to the Board in a closed session. 6 In terms of holes 2 and 4, Mr. Bickler wasn't much more cooperative, so there is a challenge there also. 10. Next Regular Meeting - Thursday, January 27, 2000 at 3:00 p.m. 11. Items for future agendas: a) Approve Landscape Maintenance Agreement with Cornerstone Communities. (Manager Benson) b) Report concerning discussions with Leucadia County Water District re sewer hookup fees. (Manager Benson) c) Written Plan and Description for Practice Green Modifications. (Mark Warren) 12. Adjournment Chairman Kaiser adjourned the meeting at 4:40 p.m. Respectfully submitted, 8t~-,.,,- &~ Patricia Drew, Secretary ~()~. Edward Kaiser, Chairman 7