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1999-01-28 CITY OF ENCINITAS ENCINITAS RANCH GOLF AUTHORITY MINUTES OF REGULAR MEETING Carnation Room, Civic Center 505 South Vulcan Avenue THURSDAY, JANUARY 28, 1999, at 3:00 p.m. CALL TO ORDER/ROLL CALL Chairman Kaiser called the meeting to order at 3:05 p.m., immediately following the annual meeting of the Encinitas Ranch Golf Corporation. Directors Present: Edward Kaiser, Susan Lamson, Lauren Wasserman, Alan Archibald and David Wigginton, being all of the directors. Also Present: Chris Calkins and John White of Carltas Co., Scott Bentley and Rob Powell of J.e. Resorts; Manager Jim Benson and Secretary Pat Drew. ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for oral communication.] None. AGENDIZED BUSINESS ITEMS 1. Approve Minutes of Special Meeting of December 17,1998. Director Wasserman moved approval of December 17, 1998 minutes, seconded by Director Archibald. Approved 5-0. Taken out of order awaiting arrival of Mr. Kretowicz. 5. Review Summary of December, 1998 Revenues and Expenditures/Financial Statement. (Rob Powell) Rob Powell reviewed the December Summary of Revenues and Expenditure. Income is well over projected revenue with expenses in line. Sales were up dramatically, over $10,000 over budget for golf shop sales. This was due in part to change in merchandize and to the holiday season with a lot of people just walking through and buying gifts and gift certificates. A lot of these sales will not show up until people come back to redeem the certificates in January, February and March. Rounds were very good, also over budget. Director Wasserman complimented J.C. Resorts' staff on the tremendous job they have done in managing the course and its financial success. All members concurred with his comments. Ure Kretowicz and Jack Robson from Cornerstone Communities arrived to make their presentation. Items 2, 3 and 4 were grouped for discussion purposes. 2. Cornerstone Communities' Planting Plan for Quail Gardens Drive Slopes. (Ure Kretowicz) Mr. Kretowicz indicated the various view corridors as shown on his landscape drawings and described their suggestions for additional trees in the slope areas. He said that once the ERGA board approves their plan they will start working with People for Trees to get the appropriate publicity for the actual planting and lining up volunteers. They currently have 300 trees and will be working on locating another 500 liners to begin cultivating them for a follow-up planting which will also take care of attrition. Director Archibald pointed out that he had just learned that the slope areas would now be serviced with reclaimed water. Mr. Kretowicz said he had heard this and they were hopeful that the CFD would be able to bring in irrigation lines. Since there is already landscaping it would only be necessary to extend the lines for the trees that are going to be there. Director Archibald said that they would have to decide on the demarcation lines between the golf course, public right-of-way and Lighting and Landscape District maintenance. Director Wigginton said he felt it had already been decided that the golf course was not going to maintain any of the slopes. Adjustments would need to be made to the existing irrigation system because currently the slopes are not part of the golf course management. However, it was determined that the slopes are currently covered by sprinklers for a minimal cost. The trees will be planted within six months and Quail Gardens Drive development will be completed. At that time, as part of the CFD improvements, the intent is to modify the irrigation so that it comes off the gray water line. In addition, the maintenance of the slopes would go into the Lighting and Landscape District at that time. This proposal is already covered in the annual report and at an appropriate time will again be brought to the attention of the City Council with an informational report. It was determined that Cornerstone needs ERGA's approval to plant the trees on the golf course property, and City Council's approval to include the maintenance of the slopes in the L&M District. z Motion was made to approve the conceptual plans for landscaping of the view corridors and the slopes along Quail Gardens Drive as presented by Cornerstone, subject to" the final approval of David Wigginton and the Community Services staff. Director Kaiser moved approval, seconded by Director Archibald. Approved 5-0. The overall master plan for the monuments was viewed and discussed. Mr. Kretowicz said the plans are for a pair of "minor" monuments at the southern entrance to Paseo de Las Flores, a half monument at the entrance to their residential element off Paseo de Las Flores to the north, and a half monument for the area leading into Sidonia from the out parcel back into Encinitas Ranch. The major monument would be located on the southeast quadrant, with the major monument being on the northeast quadrant of Quail Gardens Drive and Leucadia Boulevard. A pair of matching lighter monuments would be located at Swallow Tail and Quail Gardens Drive. The monument proposed for the golf course would say Encinitas Ranch Golf Course with a directional arrow. There was additional discussion of the maintenance of the area surrounding the monuments. One consideration is that since the Golf Course has the right to maintain all monumentation and landscaping on the golf course property, it could properly do this and charge back to the Home Owners Association. The maintenance issue will be brought back to the next meeting along with the final plans for approval. Mr. Calkins said that he felt Director Wigginton was saying that the Golf Course should have control and that the Golf Course management has the right to maintain directly or indirectly, as a condition of granting the improvement easement, and bill back to the HOA. Directors determined that they would need to give the HOA an easement for the monument landscaping, and would also require a landscape agreement with the HOA. Mr. Kretowicz will prepare the necessary documentation and submit to the Board. Director Wigginton moved that the Board approve the monument plan for Quail Gardens and Swallowtail Road, subject to an Easement and a Maintenance Agreement, seconded by Director Archibald. Approved 5-0. 14th Hole: Mr. Kretowicz said that in addition to hole 14 he has two other villages in the community that require lot line alignment adjacent to hole 6 and hole 16. Following discussion the issue was referred back to City Engineer Alan Archibald to further develop the boundaries under consideration. He was requested to come back with appropriate configuration of the revised boundary line. Any documentation should include language as a part of the disclosure to the buyer, which indicates that the habitat of the relevant slopes is to be left in its natural state. 3 Regarding the common boundary between Comerstone property and the 14th fairway, Mr. Kretowicz said he has a win-win opportunity for this hole. The Golf Course is looking to move the tee boxes from their present location. He said they would plan to regrade the knoll, which would improve the sightline, and also grade the new tee boxes, working with J.C. Resorts on the revision and remove any unneeded dirt onto Cornerstone's site. Adjustments to boundaries result in an addition to the golf course of 10,500 sq.ft. and the transfer to Cornerstone of 2500 sq.ft., or a net increase for the golf course of 7500 sq. ft. Mr. Kretowicz requested approval of the conceptual plans as discussed so that they can proceed and bring back final plans to the Board. Director Kaiser moved to approve the conceptual boundary adjustments between hole 16 and Quail Hollow and hole 6 and the custom home as presented, seconded by Director Wasserman. Approved 5-0 It was determined that the Board did not have sufficient information to make a further decision to approve in concept the hole 14 plan on what Cornerstone is suggesting they would be willing to pay for. This discussion will be continued in the scheduled closed session and Mr. Kretowicz will be advised of the Board's direction to staff following the meeting. 3. Planning for Monuments for Quail Gardens/Leucadia Intersection and Entry Driveway. (Ure Kretowicz) Item covered under 2 above. , " 4. Golf Course/Housing Interface Issues, Modifications to Hole 14 and Use of old Hole 14 Tee Area. (Jim Benson) Item covered under 2 above. 6. Financing/refinancing Construction of Bridge over Quail Gardens Drive. (Jim Benson) Mr. Benson said that from the previous discussion it was clear Cornerstone was not interested in contributing to the construction of the bridge. In addition, it was also clear from the letter received from Mr. Calkins concerning the Development Agreement between Carltas and the City of Encinitas, that the disposition of any lands or monies received from the revised layout of hole 14 must be returned to the golf course. Director Archibald stated that he has no information on a cost for the bridge. Carltas is working with the bridge consultant to come up with a cost but he has not seen either the concept or the cost estimate. The consultant has to review the area and determine the most desirable location for the bridge, preferably not where the path goes across the road right now so that the path could stay in place 4 while the bridge is being built. Plans would be to construct the bridge prior to Quail Gardens Drive going in. 7. Discussion/Direction Concerning Course Operations, Conditions Needing Change. Mr. Benson brought to the attention of the Board a request by the YMCA to change the wording of the agreement relating to their donation as a major hole sponsor. They asked to include a clause that as part of their hole sponsorship they would have the right to hold periodic hole-in-one contests as fund raisers on hole #11, which is the hole they sponsor. Directors concurred with Mr. Benson's recommendation that this not be permitted since it would set too much of a precedent. However, they have no problem with the YMCA working with J.C. Resorts for an occasional contest on special days. Mr. Wigginton reported that they had another cart go down at hole 17, in the same area as the last one. In an effort to quickly resolve the problem his staff is going ahead with installing guard railing. He said there is a total of 605 linear feet along holes 16 and 17. He and J.C. Resorts is recommending railing the full length along holes 16 and 17 and asked for the Board's approval of the expenditure out of the operations account. Director Wasserman moved approval of the installation of the guardrails as recommended by Mr. Wigginton and his staff, to be funded out of the operations account, seconded by Director Kaiser. Approved 5-0 Director Kaiser asked if there was a report from Grounds Superintendent Mark Warren relative to the condition on the fairway hole 7. Mr. Bentley said that it doesn't drain well. There is a salt problem and the soil has become contaminated with the salt. It is going to need to be torn up, new drainage added and then resodded. Area is about 27,000 sq. ft. They received a recommendation from the soil analysis group when they came in to do the 30,000 sq.ft. of the drainage area, which was subsequently reduced to 3,000 sq. ft. The 3000 sq. ft. is doing fine since it has the proper drainage. The 27,000 sq.ft. that was value engineered out needs to be replaced. Superintendent is preparing a plan to do the replacement. Mr. Bentley requested approval to go ahead with equipment purchases that had been planned originally to be purchased Ilext year. With this equipment the repair could be made to hole 7 by the J.C. Resorts staff. If the equipment is' not purchased the work would require rental of a tractor for around $10,000. Directors were unanimous in their approval to purchase the equipment this year and go ahead with the work. 8. Directors and/or Manager Reports s; [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. 9. Next Meeting - Thursday, February 25, 1999 at 3:00 p.m. 10. Items for Future Agendas: a) Approve final plans for Monumentation and Maintenance Agreement. b) Bridge over Quail Gardens Drive. Chairman Kaiser adjourned the meeting into closed session at 4:50 p.m. 11. CLOSED SESSION: CONFERENCE WITH REAL PROPERTY NEGOTIATORS AUTHORITY: Govt. Code 54956.8 PROPERTY: AREA ADJACENT TO TEE OF GOLF COURSE HOLE 14. AUTHORITY NEGOTIATOR: MANAGER BENSON TO NEGOTIATE WITH: CORNERSTONE COMMUNITIES UNDER NEGOTIATION: TERMS AND CONDITIONS OF USE. 12. Adjourned at 5:06 p.m. with no reportable action. Respectfully submitted, ~{l. ~l'~ . e:.::;/ / l/ /1.'\.. cz , " :-,€/..f~/ Patricia Drew, Secretary ~o~. Edward Kaiser, Chairman 6>