1999-03-25
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
Carnation Room, Civic Center
505 South Vulcan Avenue
THURSDAY, March 25, 1999 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:05 p.m. and introduced new Interim City
Manager/Director Bob Acker to board members.
Directors Present: Edward Kaiser, Susan Lamson, Robert Acker, Alan Archibald and David
Wigginton, being all of the directors.
Also Present: Monica Browning, Carltas Company; Jack Robson, Cornerstone; Scott
Bentley, Rod Linville and John Mason, J.e. Resorts; Traci Morlan and
Bob Maggiore of Adidas Golf; Diane Langager, City Associate Planner;
Jim Benson, ERGA Manager and Pat Drew, Board Secretary.
ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for
oral communication.]
None.
AGENDIZED BUSINESS ITEMS
1. Approve Minutes of Regular Meeting of February 25, 1999,
Director Archibald requested an additional phrase be added to item 8: "Board
agreed by consensus." Secretary said this would be added to original minutes.
Chairman Kaiser moved approval as amended. Approved 4-0.
2.
Approve 14th Hole Boundary Reconfiguration.
(Ure Kretowicz)
Manager Benson introduced Jack Robson from Cornerstone, and advised that in
the absence of Ure Kretowicz, Mr. Robson was present to discuss the potential
reconfiguration of hole 14 in conjunction with Cornerstone's north mesa map
currently being processed with the City.
Mr. Robson said they had submitted to the City, through Hunsaker & Associates,
their tentative map and design review map for the upper portion of the north mesa
adjacent to hole 14. When the map is approved, it is Cornerstone's understanding
that in conjunction with their grading they are going to regrade the new area for
moving the tee box at hole 14. The area is to be left in the graded fashion until the
use for the excess land is determined. Manager Benson said that JC Resorts is to
strip the tees and put aside the sod so that the grading can be accomplished.
After that JC Resorts will reinstall the tees on the new locations as indicated on the
map.
Director Wigginton said that it is his understanding that Cornerstone is to verify the
existing grades for hole 14, take the plan that was given to them showing the
relocation of the tees and produce a new grading plan. They would submit that
grading plan for approval. Mr. Robson indicated that Hunsaker had done this and
had come up with the two locations being reviewed where they daylight out to the
existing slopes. It's not their intention to submit separately but to include with the
grading of their site.
Director Archibald said that in addition there had been discussion of the
reconfiguration of the golf cart paths to make them work more effectively. He also
indicated the slopes should be no steeper than a maximum of 3 to 1 because they
have to be able to be mowed.
Mr. Robson asked if it was everyone's understanding that when they go through
plan check the golf course grading will be reviewed as well. Manager Benson said
that this had not been considered. However, as part of the City processing, it is
agreed that copies of the plans will be given to JC Resorts and part of the mark up
will be the golf course manager's/ERGA's input as to what works and what doesn't
work for us. On the existing set of plans David Wigginton will provide clarification
of the things he sees that need to happen. Cornerstone will supply extra copies of
the plans to Manager Benson for the additional review from J.C. Resorts.
Director Archibald advised that the drainage element for hole 14 will be included as
part of the grading review.
Manager Benson reminded Mr. Robson that it had been agreed some time ago
with Mr. Kretowicz and Hunsaker Associates, that they would supply very specific
calculations of the plus and minuses of the dirt as it related to their whole project.
Part of the discussion about how much would be contributed was the perception
that the golf course would be providing excess dirt from the correction to the sight
visibility and the cutting off of the old tees. This excess dirt would go into the
overall calculations since it would probably contribute to the dirt requirements of
Cornerstone's development project. Mr. Robson advised that as recorded on the
cover sheet to the map it showed 76,600 cu.yds. of cut and 76,600 of fill, which
would indicate a balance. Mr. Benson requested that these figures be broken out
showing net from golf course to private development. Director Wigginton explained
that there is a value associated with the dirt. Cornerstone needs dirt on its project
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and by taking it from the golf course there is a value associated with that transfer.
Mr. Benson explained that the purpose is for each party to the discussions to get
on an even playing field so that they can reinitiate discussions about who is getting
what value out of the changes to hole 14.
Director Wigginton said that he hopes he will have the As-Builts for irrigation
completed before Cornerstone goes in to do the grading. He will need a minimum
of three weeks notice before Cornerstone takes its grading equipment on site in
order to allow the golf course staff time to cap lines, etc.
Director Archibald said that Hunsaker still has some boundary lines to smooth and
straighten out so there is more of a demarcation between private and golf course
property.
Manager Benson advised Mr. Robson that on the final drawings he would need to
include a signature block for the golf course architect, Cary Bickler, and another
copy into the matrix because we go back to the architect for his comments. The
draft they are working with is essentially a reflection of the changes the architect
suggested for correcting the problems with the hole. Therefore, he needs to sign
off on them.
Director Archibald recommended that the grading be separated and referenced on
another grading sheet. All grading would be approved at the same time.
Chairman Kaiser requested an item on next month's agenda for discussion of the
use of the excess land.
In summary, Mr. Robson said he would:
a) separate the grading sheets
b) get grading quantities from golf course broken out from the development
project
c) supply seven copies of the plans to Jim Benson for distribution and review '
3.
Approve Final Plans for Monumentation
(Ure Kretowicz)
At the last board meeting, Mr. Robson said he showed some elevations and
drawings of monumentations and where they would like to install them. He has
also developed language for the easement for'the monuments, which he would
like to have approved by the ERGA board.
Mr. Robson reviewed the monumentation to be installed on the golf course
property, on the north end of the project, at the intersection of Quail Gardens and
Leucadia Boulevard, and the main entrance to the golf course. The requested
changes in landscaping were also reviewed, together with the materials for the
structures.
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Mr. Robson said he would like the Board to approve the concept so that he can
proceed with preparation of final drawings.
Manager Benson recommended to the Board members that they delegate to him
as ERGA Manager, direction and authority to sign once the plans are coordinated
with the City's Planning Department, providing that the Board is conceptually OK
with the plans for the corner of Quail Gardens Drive and Swallow Tail.
Mr. Robson advised that the draft language in the easement basically says that
they will come in and construct the monuments and the Homeowners Association
will have the ability to maintain them, will tie in to the existing water meter, whether
CFD or golf course reclaimed water. If the Homeowners do not maintain then the
Golf Course has the right to go in, after due notice, maintain and charge the
Homeowners Association for the cost.
Director Archibald moved that the plans be approved in concept and that the
Board direct and authorize Manager Benson to sign the easement document
once it has been coordinated with Planning Department and determined that
the easement is in accordance with what they require and have heard
conceptually. Director Wigginton seconded. Approved 5-0.
Director Archibald pointed out that because the irrigation system for that corner is
not designed for ornamental landscaping it would need a separate irrigation
system independent of the golf course irrigation system. Director Wigginton
advised that eventually CFD reclaimed water will be piped into that location, so
that all they will need to do is install a separate set of valves and a new timer. Mr.
Robson said they are building to be able to irrigate what they are installing. It was
confirmed that when they submit their plans they will also submit a set of irrigation
plans. It was agreed that Mr. Robson would remove the palms and leave them in
boxes and store on the other side of the street until final plans are approved. Mr.
Robson also confirmed that the easement document they are preparing would
include all modifications for the golf course.
It was confirmed for clarification that there would be only one driveway; the current
south driveway will be removed and landscaped.
Director Archibald said he was concerned about the height of the proposed
monument and suggested that maybe it could be raised up and "benched" into the
slope and landscaped in front.
The Board approved the landscape concept and Mr. Robson was given
authorization to move ahead with his landscape architect to provide working
landscape and irrigation drawings to submit to the City. Cornerstone will also
provide a directional sign on the northwest corner.
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The Board reviewed the large monument for the main entrance to the golf course
and the signage language. The sign will include the logo and the wording
ENCINITAS RANCH Golf Course together with a directional sign with an arrow.
Director Archibald suggested that since guests will also be coming from the East
who will not be able to see the sign, an additional sign be erected on the northwest
corner to direct them to the Clubhouse. The entry sign at the golf course entrance
will be split-faced block, pilasters with regular rock to match the rest of Encinitas
Ranch. The wall will be curved to go with the slope. They will construct the wall
and ERGA will do the lettering for the signage. Director Wigginton shared some
literature he had gathered showing what could be done with the wall which could
also be made graffiti and vandal resistant. ML Robson said they would build the
wall to incorporate whatever the signage will be. Director Wigginton said that J.e.
Resorts has a marketing department that does graphics and once he can give
them the size and shape of the wall they will give the information to their artists for
the artistic layout. Mr. Wigginton will supply the wording and design for the wall
and Cornerstone can deal direct with the manufacturing company for construction.
The main issue is the location for the signage. Mr. Wigginton said they will
produce the design and Cornerstone can deal direct with the company for
construction.
Director Acker stated he felt that the entry sign and signage should be first-class
and classy as opposed to institutional. While this may create some maintenance
problems over the years it is more desirable to have an elegant, rich appearing
monument and signage. The first impression a guest should receive is that this is
a first rate, first class golf course.
Chairman Kaiser said he would agree with Director Acker if there were a way to
accomplish both maintenance and appearance. Director Acker suggested looking
at other golf courses, particularly ones managed by J.C. Resorts, to see how they
have resolved problems and possible solutions for ERGA.
Director Wigginton was asked to work with Cornerstone and J.e. Resorts on
signage for the main entrance and bring back to the Board. Signage area should
have an area for landscaping in front and include ground floodlighting for the sign.
4. Approve Landscape Maintenance Agreement for Monumentation Area.
(Ure Kretowicz/Alan Archibald)
Mr. Robson advised that the language in the easement document states that "we,
the Homeowners Association for Encinitas Ranch, will maintain an easement
through and across a portion of the grantor's property for the purpose of
constructing entry walls and other entry monuments, installation of landscape and
related facilities as well as an easement over the easement area for the purpose of
maintenance repair, replacement of improvements. Easement shall be granted for
the right to connect to the irrigation system."
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There was general objection to the last sentence "easement shall be granted for
the right to connect to the irrigation system" Manager Benson said that he has
conceptual authority to review the language in the easement document and the
objection will be handled at that time. It will go back through the City processes,
including the attorney and risk management. He will bring back to the Board once
it is worked out.
5. Bridge Over Quail Gardens Drive.
Director Archibald said he is anticipating the only way to make the bridge work and
be economical is to have some pre-constructed bridge that will be brought in on a
truck and dropped down on abutments on both sides of the road. He passed
around some pictures of golf course bridges that have been installed elsewhere.
Director Wigginton said the anticipated cost is $150,000.
Manager Benson suggested that two board members be appointed to a
subcommittee of the Board to do the selection, after which ERGA can start talking
to a subcommittee of the Planning Commission to determine if they are in
agreement. By consensus, Directors Archibald and Wigginton were designated
as the Board's appointees to a bridge sub-committee. The Chairman asked them
to bring back a progress report to the next Board meeting.
6. Review Summary of February, 1999 Revenues and Expenditures/Financial
Statement. (Scott Bentley)
Scott Bentley reviewed ,the February financials and advised that it was their best
month ever.
Director Archibald said he was very pleased that for the year the golf course has
revenue of $250,000 over what was expected.
Manager Benson said that he had been giving thought as to how they could
finance the construction of a bridge over Quail Gardens Drive. The concept that
he ,is considering is that the City Council had initially authorized a loan of $220,000
but only $50,000 had been used for purposes of opening the course. He would
suggest that the exact cost for the bridge be determined and then go back to the
City Council with an update and, at that time, request authorization for the City to
loan the money for the bridge ($150,000) under the same terms and conditions as
the first loan. It benefited both the City and ERGA -- and was a significant benefit
to ERGA -- to be able to get the loan at the City's rate plus x%.
Director Archibald said his preference would be to request the bondholder to
release some of the reserve funds. Manager Benson said he had not talked to
the bondholder about this specifically but feels they are going to need a little more
time to determine that they have a good investment. By being the only investor
they had leveraged ERGA with some timetables that meant that any additional
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capital going into reserves couldn't be touched. He is looking for an earlier
release on those funds but this has not been accomplished as yet.
Mr. Bentley said that he would be bringing the FY '99/00 budget for the golf course
to the next meeting.
7. Consideration of Proposal from Adidas for a Junior Golf Tournament on August 9
and 10. (Rod Linville)
Mr. Linville introduced Traci Morlan, Event Marketing Manager and Bob Maggiore,
Sport Marketing Manager of Adidas Golf. Adidas is proposing to sponsor a junior
golf tournament on August 9 and 10, which would close the course for one and a
half days. Adidas Golf has been in golfing for about twenty years making shoes.
They decided that with the growth of golf they would get more involved. In doing
so, their parent company, Adidas, went so far as to purchase the parent company
of Pyramid Golf. They are now under the same ownership as Taylor Made Golf
and have moved their golf operations to Carlsbad. Over the years Taylor Made
and Adidas will become synonymous with golfing gear, footwear and apparel.
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Adidas has had great success in putting on events for younger people, kids and
teens. They are now working on a golf tournament for boys and girls age 13 to 17
at all levels of play. The event would be the first of its kind in golf and promotes
the concept of team participation within the sport. Specifically, they are
anticipating almost 400 players from San Diego County, possibly some from
Orange County, playing in 3-person teams. Entry fee would be $60/team. Players
would receive an Adidas golf shirt, hat, bag, balls and a guarantee of 18 holes of
golf.
Rod Linville advised that he had looked at the revenue for last year's Monday and
Tuesday play in August, and it had ranged from $15,000-19,000 for the two days.
Adidas is offering a $7000 site fee that includes the driving range plus $6000 for
food and beverage to cover the Monday evening banquet for the kids and lunches
during the day, plus food and beverage for the volunteers. The course would be
looking at a loss in greens fees revenue and pro shop sales of from $10,000 -
12,000 for the two days. On Tuesday the course would be open again to the
public at approximately 1:44 p.m., and would anticipate an additional $2600 in
greens fees for that afternoon. Therefore, ERGA would be contributing around
$7400-9400 in support of the junior golf event. Scott Bentley explained that
ERGA would get 20% of the food and beverage and would anticipate merchandise
sales in the golf shop from some of the kids buying souvenirs etc. that would
benefit ERGA. This would reduce the actual amount ERGA would lose. However,
the golf course would get a tremendous amount of publicity as part of the
promotion of the event and would be Adidas' only partner for this junior golf event.
Manager Benson said he had a concern about the safety of spectators. Bob
Maggiore said they are already looking into coverage to ho'ld the golf course
harmless. In addition, Adidas has a professional group that puts on collegiate
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events helping with the coordination and they are also researching insurance
coverage. John Mason said that since it was originally planned to be like a tour
event he would anticipate the fairway would roped off. Mr. Benson said that it
should be part of the agreement that it is their responsibility to protect the
spectators. From a liability standpoint, it should be clear from the beginning that
ERGA expects Adidas to provide liability insurance to protect the spectators.
Director Archibald said J.C. Resorts should also be prepared to open up the
parking area at the County's Magdalena Ecke Park for overflow vehicles for
employees and volunteers.
Chairman Kaiser moved that, subject to working out the details discussed,
including the insurance, J.C. Resorts is authorized to work with Adidas on
the program for August. Directors Archibald and Lamson seconded.
Approved 5-0
8. Potential Course Enhancements.
Director Wigginton advised that installation of the guardrails is almost complete.
They are awaiting an additional supply of wood.
Director Archibald said that at one time the Board had discussed the possibility of
building a rest room in the area of holes 14 and 15 when a sewer line/connection
became available. He advised that the sewer and water line are being installed
and that he has talked to Leucadia County Water District and we could probably
get a connection without cost. The restroom would cost about $40,000.
9. Discussion/Direction Concerning Course Operations, Conditions f'Jeeding Change.
Scott Bentley advised that Grounds Superintendent Mark Warren has been
working on replacing approximately 27,000 sq.ft. of the soil in the area around hole
7. The cost will be approximately $4-5000 including labor. The way the timing for
the work is scheduled there should be little affect on the players.
At hole 11 replacement Ivy geraniums have been ordered.
Mr. Bentley said the new tractor would cost $35,000 with tax, which is in line with
approved 1998-budgeted amount. They will coordinate with City Parks
Superintendent Phil Cotton to prepare a purchase order.
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.]
Manager Benson had no report.
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Director Archibald advised that while he was on jury duty recently he met a man
who had been with the Alcoholic Beverage Control (ABC) some years ago. He felt
that he could probably help ERGA get a liquor license for the golf course.
11. Next Meeting - Thursday, April 22, 1999 at 3:00 p.m.
12. Items for future agendas:
a)
Approve Notice of Completion of Golf Course.
(Alan Archibald)
d) Discussion of Use of Excess Land (Hole 14).
c)
Signage Design for Main Entrance to Golf Course.
(David Wigginton)
d)
Landscape Maintenance Agreement.
(Jim Benson)
e) Progress Report from Bridge Sub-Committee
(Alan Archibald and David Wigginton)
f)
Golf Course Budget for 1999/2000.
(Scott Bentley)
Liquor License.
(Scott Bentley)
g)
h)
Non-golfer Access to Golf Course.
(Scott Bentley)
i)
Men's Club's Year 2000 Tournament Schedule.
(Pres. Mickey Scoffin)
13. 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.
Closed Session was not required.
14. Adjournment
Chairman Kaiser adjourned the meeting at 4:50 p.m.
Respectfully submitted,
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Patricia Drew, Secretary
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Edward Kaiser, Chairman
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