1998-09-03
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
THURSDAY, September 3,1998 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Ed Kaiser called the meeting to order at 3:05 p.m.
Directors Present: Edward Kaiser, Alan Archibald, Lauren Wasserman, David Wigginton.
Director Absent: Susan Lamson
Also Present: John White of Carltas Co.; Scott Bentley, Rob Powell, John Mason of
J.e. Resorts; Manager Jim Benson, Secretary Pat Drew.
ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for
oral communication.]
None.
AGENDIZED BUSINESS ITEMS
1. Approve Minutes of Meetings of June 11, 1998 and July 23, 1998.
Director Archibald moved approval of the June 11, 1998 minutes, seconded
by Director Kaiser. Approved 4-0-1 (Lamson absent)
July 23rd minutes were held over to next meeting since a quorum from the July
23rd meeting was not present to approve.
2. Elect Vice Chairperson.
Deferred to next meeting.
3. Request by Carlsbad High Varsity Golf Team for Use of Course in 1999. (Rob
Powell)
Rob Powell spoke in behalf of Judy Klug and the Coach of Carlsbad High's Varsity
Golf Team who are looking for local courses for their kidsto play until such time as
the Carlsbad Municipal course is completed. Approval would be limited to twelve
students during the year who would play once or twice a week at the most. They
would be willing to join the Junior Golf Club.
Director Wasserman moved approval of the request to use the course as
available, without cost; seconded by Director Kaiser. Approved 4-0-1
(Lamson absent)
4. Request from Citizen to Extend Hours of Driving Range from 6:00 p.m.
Manager Benson advised that we had had a phone call from a golfer who is
unable to get to the driving range until late in the afternoon, and requested that it
be kept open beyond the current 6:00 pm time.
Rob Powell explained that five days a week they close the driving range at 5:30
p.m. in order to clean the range and on Sunday and Monday nights it is closed at
5:00 p.m. This is because there are no lights for the crew to work after dark. He
said they are looking for some form of lighting to use for cleaning up after dark
which would allow them to leave the range open, at least until dark.
5. Review Summary of Monthly Revenues and Expenditures/Financial Statement for
July, 1998.
Scott Bentley reviewed the July, 1998 financial statement.
6.
Status of Major Hole Sponsors.
Mason)
(John
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John Mason said he is still waiting to get flags for Cobra. Their colors will be black
and gold whereas the others are white and blue, hence the delay. He also
showed the Directors the plan for the club house plaque. General enthusiastic
agreement. .
7.
Approve Purchase of Tent for Banquet Usage
(Rob Powell/IJim Benson)
Rob Powell handed out copies of proposals he has received from A-Rental World
for the purchase of a new 40' x 80' canopy.
Director Archibald suggested that since there is not always a need for such a large
tent, an estimate for two 40' x 40' tents be obtained and that they also look into the
issues of permitting and Fire requirements.
Manager Benson said that the matter will be brought back to the Board next month
to report on the City's code requirements after reviewing with staff from both Fire
and Planning. They will also discuss with Chris Calkins and Liz Ecke who have
homes bordering the golf course and would be overlooking a tent site.
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Chairman Kaiser asked if ERGA shares in the banquet/catering revenues from
tournaments and special events. It was confirmed that ERGA receives 20% of
the gross.
Rob Powell advised that since they do not have any form of sound system and it is
usually required by the large groups they are catering to, he has obtained
estimates from two companies, Minnesota Western for $1739.00 plus tax and
shipping, and Gold Coast Audio Visual, Inc. for $1904.00 plus tax and shipping.
This system would pay for itself since when clients request audio arrangements it
is included in the room/set up charge.
Director Wasserman moved, seconded by Director Archibald, approval of
purchasing a sound system from Minnesota Western, together with the
establishment of a charge to be included in the room/set up costs to clients
requesting audio system. Approved 4-0-1.
8.
Driving Range Personnel
(Rob Powell)
Rob Powell requested that this item be deferred to next month because of recent
issues that need to be discussed with Scott Bentley before bringing to Board.
9. Consider Rescheduling November and December Meetings Due to Conflict with
Thanksgiving and Christmas Holidays. (Jim Benson)
Manager Benson indicated there is also a conflict with the September meeting
date because of an annual conference hosted by the City which uses all our
meeting rooms. He reviewed the various dates to be considered and
recommended that September 24 be moved to the 30th; November meeting be
moved back a week to the 19th; and the December 24th meeting moved back to
December 17. No change is the needed in the October meeting date.
Director Archibald moved, Director Wasserman seconded, that the Board
approve the revised meeting schedule to September 30, November 19 and
December 17. Approved 4-0-1.
10. Potential Course Enhancements.
(a) Review Updated Prioritized Wish List
Director Wigginton indicated that the most important item with respect to protecting
assets, and his highest priority, is the covering for the fertilization/irrigation
equipment. He has received three estimates from A.G.!. Mega Steel Building
Systems ($28,157.25), Design Builders (32,680.00), and JWC Construction
(46,522.00). Funding for the structure would be from operations.
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Director Archibald moved approval of spending $28,157 for building the
enclosure for the fertilization/irrigation equipment pump house, seconded by
Director Kaiser. Approved 4-0-1.
Director Wigginton advised that as the Board had requested, he had obtained
estimates to build a shade structure on the south/patio side of the club house.
Staff had obtained estimates for both steel and wood structures knowing that steel
would be excessively high at this time. Estimates were from AGI Mega ($20,350
- steel/$10,464.50 - wood); Design Builders ($36,240-steel/$17,490-wood); and
JWC Construction ($73,470-steel/33,109-wood). It was agreed that funding for
the patio cover would come out of the tournament funds.
Director Wasserman moved approval of spending $10,464.49 for the wood
patio sun shade structure, seconded by Director Archibald. Approved 4-0-1.
11. Discussion/Direction Concerning Course Operations, Conditions Needing Change.
Rob Powell responded to some questions by Chairman Kaiser about the general
condition of the course. Chairman Kaiser indicated that the course is looking
great.
12. 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 advised that there was one issue not on the agenda concerning
the entry to the course. He asked directors to consider moving the entry sign
from Sidonia up to Leucadia Boulevard. He has had discussions with
Cornerstone who are having some physical problems, in terms of size, with their
entry signage at Leucadia Boulevard and Sidonia. They are talking with Planning
Department about moving the entry signage up to Quail Gardens Drive and
Leucadia Boulevard. They are aware that we wanted to talk to them about how
their signage matches with ours and what kind of signage goes on the corner in
terms of the golf course, rather than just the wood we have now. They have
a large amount budgeted for signage at the various locations related to their
project. Manager Benson said he felt they may be willing to do something in
conjunction with the golf course and may be able to assist in paying for our
signage so that it matches theirs, also the entry into the golf course. Asked
Directors to take a look so as to be prepared when the issue comes back to
the ERGA board.
13. Next Meeting - Wednesday, September 30,1998, at 3~00 p.m.
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CLOSED SESSION: CONFERENCE WITH LEGAL COUNSEL, ANTICIPATED
LlTIGA TION.
Significant Exposure to Litigation
Authority: Govt. Code Section $ 54956.9b
Number of Potential Cases: One
Circumstances: 1) Alleged unsafe condition of public property.
Chairman Kaiser adjourned the meeting into Closed Session at 4:05 p.m.
14 . Adjournment
Board adjourned at 4:45 p.m. with no reportable actions.
Respectfully submitted,
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Patricia Drew, Secretary
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Edward Kaiser, Chairman
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