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1998-01-15 ( \ CITY OF ENCINITAS ENCINITAS RANCH GOLF AUTHORITY MINUTES OF SPECIAL MEETING Carnation Room, Civic Center 505 South Vulcan Avenue THURSDAY, JANUARY 15, 1998 at 1:30 p.m. CALL TO ORDER/ROLL CALL Chairman Kaiser called the meeting to order at 1 :37 p.m. Members Present: Directors Ed Kaiser, Kathy Riggins, Alan Archibald. David Wigginton arrived at 1 :42 p.m. Absent: Director Lauren Wasserman (had a conflict with another meeting) Also Present: Scott Bentley and John Mason of J.C. Resorts; General Counsel Roger Krauel, John White of Carltas Company; Manager Jim Benson, Secretary Pat Drew; Members ofthe Public B. Smith and Ron Dunne. ORAL COMMUNICATION None REGULAR AGENDA 1. Approve Minutes of November 20, 1997 and December 2, 1997 Board Meetings.. Director Riggins moved approval of the Minutes of the November 20, 1997 and December 2, 1997 Board Meetings, seconded by Director Kaiser. Approved 3-0-2. 2. Approval of J.e. Resorts Budget for Operations of Golf Course March through June, 1998. Scott Bentley reviewed their operations budget for the four-month period March 1998 through June, 1998. He indicated that they had reviewed and updated the plan and budget in line with the current numbers known to be true. This plan and budget were being submitted to the Board for approval. Mr. Bentley reviewed the changes in revenue and expenses. Staff member Carrie Stone arrived at 1 :40 p.m. Director Wigginton arrived at 1 :42 p.m. Director Archibald moved to approve the budget as amended; Director Riggins seconded. Approved 4-0-1. 3. Provide Guidance to J.e. Resorts on Early Tee Time Reservations. Manager Benson reviewed the Board's previous discussions regarding early tee time reservations and suggested that maybe now was the time to take official action. From these discussions he was recommending that the Board approve the concept and formalize the reservations policy to one week registration prior to tee time for non- residents; JCResorts Club members eight days before tee time; and City of Encinitas residents nine days in advance of tee time. This would give residents a one day preferential tee time jump on the JCR Club members and two days on non-residents. This policy would go into effect on opening day. Director Archibald moved to accept the recommended policy and structure; Director Riggins seconded. Following discussion, approved 4-0-1.. Scott Bentley indicated that they will put out a notice prior to opening advising of the tee time policy and structure so that players can call in up to nine days before opening day. Tournament reservations will be taken up to a year or year and a half in advance. It is anticipated that they may eventually need to charge through credit cards for no-shows. 4. Update on Dedication/Inaugural Event. Director Riggins introduced Carrie Stone of Community Services Department who is coordinating the dedication and ribbon-cutting. Carrie updated the Board members and said there will be refreshments and bagpipes as a part of the ceremonies. Invitations for this event are being sent out next week. Paul Ecke III will be in town for the dedication. Director Riggins said she is working on media coverage for the tournament with J.e. Resorts' advertising firm, and with Gary Taylor, Editor of Coast News. Hoping to be on the cover of San Diego Magazine. If everything comes together this will be a wonderful opportunity. One thing they are focusing on with the tournament is for the proceeds going to kids in junior golf. Enhancing and promoting golf for young people is really key for publicity purposes. Manager Benson advised that the event dinner will be held in the cart barn instead of a rented tent. The dedication and ribbon cutting will be at the tenth tee by the cI ubhouse. 5. Authorization Process for Using Proceeds from Inaugural Event and Major Hole Sponsors. Manager Benson requested authorization to approve expenditures of up to $2500 out of the proceeds that are coming in for the tournament and hole sponsors. He said that while some of the proceeds from the tournament are destined for junior golf, other moneys are to go into course enhancement. In addition, moneys from the Major Hole Sponsors has also been delegated to go back into course enhancement. He would like to determine the Board's delegation of authority - who can approve use of that money. Would suggest that the Board authorize him, as the Manager, to approve anything up to $1000. There are miscellaneous items coming up periodically which he would suggest the Board authorize him to pay for anything up to $2500, with the approval of the Chair. Anything over that would come back to the Board. Manager Benson advised that in scaling back the cost of the club house, the awnings around the club house have "shrunk." In terms of aesthetics and functionality of the club house, especially in the summer time, believes these awnings should be put back in and are a good example of course enhancements. Also, Director Archibald noted that there is a need for rain gutters around the club house. Director Riggins said that rather than have these items brought in piecemeal, would prefer to have a list of priorities and setting up a budget for anticipated proceeds. Maybe her committee could develop such a list of priorities. Chairman Kaiser asked if a wish-list with cost estimates could be developed and kept on the agenda for the time-being. He asked Manager Benson for an example of what he might be asking for in the less than $1000 category. He responded that an example would be that the Encinitas Chamber erroneously approved $1035 rather than $1085 for the five Coral trees along the tenth hole. ERGA needs to pick up the difference. Director Wigginton moved to give the Manager the authority to spend up to $1000 on golf course expenses, at his discretion, and that an accounting be provided at each monthly Board meeting. Director Riggins seconded. Approved 4-0-1. John Mason showed the members the insert and material to go out to prospective major hole sponsors. Director Riggins advised that Dennis Cook of Herman Cook Volkswagen will contribute a new Volkswagen Bug for a hole-in-one prize at Hole 8. This info will be used in the tournament advertising material. Scott Bentley advised that they have contracted to be on the cover of FORE Magazine one week after opening. This magazine is distributed to about 125,000 golfers in Southern California. 6. Policy on Refunding February 28 Tournament Fees. Manager Benson said that he had already received one request for a refund. He recommended setting a policy of allowing a refund up to February 14, 1998, and after that only if the slot can be filled. Unanimously approved. 7. Potential Course Enhancements. The Board listened to a presentation by Ron Durin on a tree planting Day at the Golf Course for participation by Encinitas citizens. Director Archibald advised that we already have a citizens group working on tree enhancements for the golf course. Would suggest that he contact John Mason and be involved in that group. Mr. Dunn explained that what he had in mind was advertising for community participation in a "day after the opening" planting with citizens bringing their own trees to plant, selected according to official specification. He would particularly like the golf course to go tropical with palms and bamboos. Director Archibald explained that because the golf course is built on a ranch property, it was designed as a ranch-type course with Torrey Pines, Star Pines and Pepper Trees along with Bird of Paradise that ( are on hand. A very few small Eucalyptus will be planted on the banks. They are making every effort to preserve the ocean views. Director Riggins thanked him for his concern and offer to participate in a community program. She also suggested that he work with the John Conover group who are working on the landscaping en hancements. Chairman Kaiser also expressed his appreciation for the presentation on beautifying the golf course, and suggested he contact John Conover and John Mason, the golf professional. 8. Directors and/or Manager Reports. Manager Benson brought to the Board's attention the item on the list of future agenda items for a status report on cost growth. The course has continued to incur additional costs for things primarily related to the buildings; to the maintenance barn, to the cart barn and in particular to the club house facility and surrounding area. Expects to bring this back to the Board either next month or the following month. The impacts are on Carltas. Director Archibald said that on the positive side they are saving considerable money on the fencing on the East side. Moneys saved will be available to do some of these other enhancements. 9. Next Meeting - Thursday, February 19, 1998 at 3:00 p.m. 10. Future Agenda Items: a) Status on Cost Growth b) Course Enhancements/Prioritized List. 11. Adjournment Chairman Kaiser adjourned the meeting at 2:38 p.m. Respectfully submitted, o "'.~ ~ (f5t~ ~i A ~- j*~~}//~ Patricia Drew, Secretary /7 .. f / J// ~/3:lq:'Ofh---- ' Edward Kaiser, Chairman