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1998-09-30 CITY OF ENCINITAS ENCINITAS RANCH GOLF AUTHORITY MINUTES OF SPECIAL MEETING WEDNESDAY, SEPTEMBER 30,1998 at 3:00 p.m. Carnation Room, Civic Center CALL TO ORDER/ROLL CALL Chairman Kaiser called the meeting to order at 3:07 p.m. Directors Present: Edward Kaiser, Susan Lamson, Lauren Wasserman, Alan Archibald, David Wigginton, being all of the directors. Also Present: Ure Kretowicz and Jack Robson of Cornerstone; Nancy Hughes Beckett, People for Trees: John White and Chris Calkins of Carltas Co.; Scott Bentley and Rob Powell of J.e. Resorts; Manager Jim Benson and Recording 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 Meeting of July 23, 1998 and Special Meeting of September 3, 1998. Director Archibald moved approval of the July 23rd, 1998 Minu~es, seconded by Director Kaiser. Approved 3-2 (Directors Wasserman and Wigginton abstained - not present at meeting) Director Wasserman moved approval of the September 3rd, 1998 minutes, seconded by Director Archibald. Approved 4-1 (Director Lamson abstained - not present at meeting.) 2. Elect Vice Chairperson. Director Wasserman moved nomination and election of Susan Lamson as Vice Chairperson, Seconded by Director Wigginton. Approved 4-0 (Director Lamson abstaining). 3. Review Summary of Monthly Revenues and Expenditures/Financial Statement for August, 1998. Rob Powell reviewed the August financial report and advised that by design the rounds had been kept down and closer to budget, revenue was kept up (over budget) and expenses were kept under budget. Week day rounds were well over budget, weekend rounds were right on budget with Friday rounds close to budget. 4. Status of Major hole Sponsors. (John Mason) Rob Powell advised that John Mason had obtained an additional major hole sponsorship from the Magdalena Ecke YMCA for hole number 11. The Board accepted their check in the amount of $5000 (for a three year sponsorship) and requested that a letter of appreciation to the YMCA be signed by all directors and forwarded to their Board of Directors. 5. Driving Range Personnel. (Rob Powell) ) Mr. Powell advised that this is no longer an issue. 6. Presentation and Consideration of Proposal by Cornerstone Communities for Signage and Quail Gardens Landscaping. (Jim Benson) Chairman Ure Kretowicz and Jack Robson of Cornerstone Communities presented a slide program of their proposed landscaping for the areas by the golf course and Quail Gardens Drive to Swallowtail. Requesting permission to plant approximately 500 Torrey Pine trees, in conjunction with People for Trees. Cornerstone would pay for purchase and installation with maintenance being covered by Zone H of the City Lighting and Landscaping District. This addition to Zone H requires Council approval. Reclaimed water would also be used. Nancy Hughes Beckett of People for Trees stated that aside from Forest Service, developers are the main users of their services. They are advocates of the right tree in the right place and encourage the planting of native trees. They are ten years old and have planted 30,000 trees in that time. Their funding sources are contributions from industry, communities and developers. Some benefits from trees are watershed management and erosion control, etc. She would suggest doing the tree planting in three or four phases rather than trying to plant all 500 trees at one time. z Director Archibald moved, Director Kaiser seconded, approval of working with Cornerstone to phase in planting Torrey Pines and other indigenous plant material in appropriate locations. Cornerstone is to develop a planting plan to enhance the slopes with appropriate view corridors so that the trees will not block views from the golf course. The plan is to be brought back to the Board for final approval. Chairman Kaiser stated that since the plan is to come back to the Board a motion . is not needed at this time. Director Kaiser moved that the Board approve the requested encroachments for monuments on the southeast corner of Quail Gardens Drive at Swallowtail Road, to be maintained by the Encinitas Ranch Home Owners Association; and two monuments at the Southeast and Northeast corners of Quail Gardens Drive and Leucadia Boulevard, to be maintained by the Encinitas Ranch LLMD, Zone H District; seconded by Director Wasserman. Approved 5-0. The Board reviewed the proposed design for the monument at the most northerly side of the entrance to the golf course. Following discussion the Board requested Cornerstone to amend the design to have a curvilinear face and include some landscaping in front, and to give them an optional design to consider which would include the golf course logo. The revised designs to be brought back to the Board for its approval. 7. Approve Purchase of Tent(s) for Banquet Usage (Rob Powell) Rob Powell said he had obtained an estimate of $5200.00 for a 30 x 50 ft. tent, including maintenance (clean twice a year) for two years. To rent the same size tent the cost is $800-900 for one day which includes all the special tools needed to put up and take down. Director Wigginton said that at a recent event staff observed that it took 16 man-hours to erect and another six to take down and included a lot of special tools and equipment. He said he questioned where a tent that size could be stored, and where would the man-hours come from if we owned the tent - from the maintenance side or out of the pro-shop side. We are not equipped for something like this. When the maintenance agreement expires after two years, would have to consider additional costs related to that, including replacement costs. Need to consider the real cost vs. rental of the tent over a period of, say, five years. Director Wigginton said he recommended continuing to rent on an add-on basis; participants to pay the actual cost for rental and setup without profit to Pro-Shop. :3; The Board agreed to not purchase a tent at this time and to continue the procedure that has been followed to-date. Director Wasserman suggested it might be helpful to keep a record of any organizations deciding to take their tournaments elsewhere because they didn't want the expense of the tent. 8. Potential Course Enhancements. a) Review Priority List. Manager Benson pointed out that the format of the Priority List had been revised to make it easier to maintain and track what had originally been approved, items expensed and those approved but not expensed. The current list indicates that there is $4200 available from the tournament funds. The recent major sponsor payment from the YMCA. is not reflected in the statement. Believes this is an accurate and complete list of the items that belong in the prioritized list. The patio cover is being put up and should be completed by the next day, Friday, October 1 st. 9. Discussion/Direction Concerning Course Operations, Conditions Needing Change. Nothing for discussion. 10. 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.] Nothing for discussion. 11. Next Meeting - Thursday, October 22, 1998 at 3:00 p.m. 12. Agenda Items for Future Meetings: a) Approve Cornerstone's Planting Plan for Enhancing the Slopes fronting Quail Gardens Drive with Torrey Pine Trees and Other Indigenous Plant Materials. b) Approve Cornerstone's Revised Design for the Monument for the Entrance to the Golf Course. "'1~ CLOSED SESSION: CONFERENCE WITH LEGAL COUNSEL, ANTICIPATED LITIGATION 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 4:27 p.m. pursuant to Notice of September 29, 1998. 13. Adjournment Board adjourned at 5:15 p.m. with no reportable action. , I Respectfully submitted, C1< . '4 / .", "..- /' C1,. ..vczj{- (-l:>v'v Patricia Drew, Secretary c:2 d#/ . /JiQuf(/I&o.- Etdward Kaiser, Chairman s;