1999-09-09
INITAS
RANCH
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
Carnation Room, Civic Center
505 South Vulcan Avenue
THURSDAY, SEPTEMBER 9, 1999 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3: 10 p.m.
Directors Present: Alan Archibald, Edward Kaiser, Susan Lamson, and David Wigginton.
Director Absent: Robert Acker.
Also Present: John White of Carltas Co.; Scott Bentley, Rod Linville and John Mason
of J.e. Resorts; Manager Jim Benson, Board 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 22, 1999.
Chairman Kaiser moved approval of the minutes, seconded by Director Archibald.
Approved 4-0-1 .
5. Review of Plans for Golf Teaching Facility near the tees at Hole 18.
(Manager Benson)
Item Taken out of Order.
Manager Benson presented some background information, from the City's
perspective, on the issue of a temporary teaching facility. John Mason advised that
J.e. Resorts is proposing to sign a one-year lease for a trailer as a test to see if the
school will be successful. After a year they will make a determination whether to
create a permanent building and how to proceed. It will be a JC Resorts golf school,
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and per their agreement with ERGA, 10% of the lesson gross revenue goes back to the
golf course/ERGA. JC Resorts will own the golf school and incur all expense and
responsibility associated with the school. There will be no risk to ERGA or the golf
course. The sewer will be a septic tank that will be pumped out and will be a part of
their expenses. The only cost to the golf course might be for water.
Director Wigginton suggested that if the Board wants to go ahead JC Resorts could
proceed with a temporary facility and, after installation and inspection, could
immediately turn around and start the process for obtaining a permit for a permanent
trailer. John Mason distributed some literature and an illustration of a 12 x 40 trailer.
The trailer will consist of a classroom, a restroom and an office.
John Mason said that a web site will be developed and there will be extensive
marketing of the program. Mr. Bentley advised that their total revenue projections for
the school for the first year are $189,000. Directors will receive a financial report on
the activities of the golf school.
Director Archibald moved that the Board approve a temporary teaching facility for
one year, seconded by Director Lamson. Approved 4-0-1.
4. Approval of:
(a) Bridge Design and Cost Estimate
(Bridge Comm'!Archibald & Wigginton)
Item Taken out of order.
Director Wigginton displayed some artist's renderings of what the proposed bridge
might look like. He advised the total cost of $209,047 is exclusive of electrical, and
that the cost is higher because they went to a wider, 12-foot bridge in order to
accommodate two-way traffic. The bridge is an arch with a minimum height of 14
feet at the curb line.
Director Archibald said that the Committee is proposing that Carltas be the provider of
the bridge. This would eliminate the need for the bidding process. John White
suggested that he contact Hazard Construction to determine if the construction
proposal is competitive. Carltas would hire the contractor to construct the bridge and
on completion the bridge would be turned over to ERGA. Arrangements would be
needed between ERGA and Carltas for the construction and payment, and ERGA and
the City for the loan to construct the bridge.
Director Archibald moved that the Board enter into a reimbursement agreement
with Carltas to construct a bridge that meets the general specifications outlined in
the letter of September 8, 1999; and to authorize Manager Benson to execute an
appropriate acquisition agreement with Carltas of up to $250,000 for the bridge
project. Seconded by Director Wigginton. Approved 4-0-1.
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Director Archibald suggested that maybe Hazard could be approached to include in
their current construction.
(b) Request to City Council for Financial Assistance.
(Manager Benson)
Director Archibald moved that the Board authorize Manager Benson to approach
the City Council for the loan for the bridge. Seconded by Director Wigginton.
Approved 4-0-1.
3. Approval of Site for Relocated Temporary Restrooms along Hole 15.
David Wigginton/Phil Cotton)
Item Taken out of order.
Manager Benson showed a plan of what Parks Superintendent Phil Cotton is
recommending for the placement of Porta Potties. It's not possible to place on the
eastside of the street because of the access problem for service trucks. In order to get
a truck in to service the potties they must be accessible. Phil Cotton is recommending
a location just north of the 15th green which would eliminate the need for the trucks to
go on the grass. At this location the golf course is essentially at the same elevation as
the road. The potties would be screened and landscaped. The Board agreed with the
plan to relocate the Porta Potties.
2. Consider request from Robert Oshima re Permanent Restrooms. (Manager Benson)
Item Taken out of order.
Manager Benson advised that he had had e-mail correspondence (copies attached to
agenda) with Robert Oshima who is a regular golf course patron. Mr. Oshima
wonders why permanent restrooms have not been installed. Mr. Benson explained
that he had responded in depth since he knows this subject will come back again. In
response Mr. Oshima said he didn't agree with the explanation and hopes the Board
will revisit this issue since he doesn't believe the Board "would want a public
discussion in the newspapers about an issue that must have a sensible, timely solution
and would certainly be the stimulus of low-brow humor." Manager Benson said that
given ERGA's financial situation and Mr. Oshima's concerns, he wonders whether the
Board would reconsider the timing of the restrooms. Director Archibald said that
before anything can be done the sewer line has to be brought in. At this time there is
no sewer to hook into. It will probably be six months to a year before the other
developer's projects are completed which will make the sewer more accessible. In
the meantime, Director Archibald said that in addition the golf course also has a little
different logistic problem. A restroom between holes 14 and 15 would mean
annexing into Leucadia County Water District at a cost of $4000 per acre for a total of
$400,000. Director Archibald recommended that while ERGA does not have the
money for a permanent restroom nor for the.D~x11S to ~eucadia County Water District,
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staff should probably get discussions going regarding the nexus associated with one
restroom on a hundred- acre golf course versus $4000 per acre. The numbers don't
compute.
Manager Benson said that if it was the Board's wish, short of approving the restrooms,
that as a part of an action in response to Mr. Oshima, he could initiate discussions
with Leucadia County Water District regarding the fees.
Chairman Kaiser said that Manager Benson is directed to make contact with
Leucadia County Water District and return the issue to the Board within three
months.
6. Approval of Notice of Completion for Golf Course Based on Receipt of Final As-
Builts., (City Engineer Alan Archibald)
Director Archibald said that the As-Builts for the parking lots and the clubhouse area
have been submitted, reviewed and approved. This was the last action needed in
order to file a Notice of Completion and he recommends that ERGA file a Notice of
Completion.
Director Wigginton asked about the As-builts for the irrigation and grading that were
supposed to be a' part of the As-builts. He said that his Department had not seen any
of the As-Builts. Director Archibald advised that the As:-builts for the irrigation and
drainage have been done. He does not expect to get anything for the greens because
of the conflicts with Architect Cary Bickler who was responsible for doing those.
Director Archibald moved that the As-Builts for the Golf Course be accepted and
release retention to Hazard/Environmental Golf. Seconded by Director Lamson.
Approved 3-1-1 (Wigginton)
7. Review Summary of July 1999 Revenues and Expenditures/Financial Statement
(Rod Linville)
Rod Linville reported that the golf course finished the first year looking very good and
have started the second year in July looking very nice. Total revenue for July was
almost $453,000, or 12% above budget. Expenses were $232,000 which was about
2 % above budget, for a net income of $219,901 or 27% above budget. Set a new
record of total rounds played of 8001 compared to a budget of 7503. Even though
the western access was closed the golf course still had record rounds.
8. Potential Course Enhancements.
Rod Linville reported the following:
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Mark Warren is requesting permission to move and relocate some young Torrey Pine
trees that are up on the bluff above the driving range to behind the 13th green where
there are now two dead pines. Board gave unanimous approval.
Mark Warren has completed a Band-Aid fixer at hole number 7. This should last at
least a year.
Advised that they are getting ready to do some concrete widening on the cart paths.
At the same time will be putting in the pad for the driving-range attendant booth. This
work is to be done during September.
On October 11 they will be starting the winter overseeding program. October 18
through approximately November 22, it will be "cart paths only."
They would like to go ahead and move forward before the winter sets in on the range
building and the starter building. Would like some guidance from the board as to
what kind of building they would prefer. E.g. ranch-style, gazebo, stucco, wood, or
metal. .
Director Lamson was asked to work with J.e. Resorts in determining suitable design,
materials and colors for the two structures. They should be visually compatible with
the clubhouse and cart barn. Board agreed that the project should move ahead.
Chairman Kaiser said he was concerned about the state of the practice putting green
closest to the club house, he had noticed considerable wear and tear of the green.
Mr. Linville responded that Mark Warren is aware of the problem and has plans for
the future to try to take some of the slope out and connect the greens. Chairman
Kaiser said his big concern was with having a practice green that looks like it is
starting to deteriorate and that it doesn't appear that anyone is doing anything about it.
He asked if it could be roped off to keep the "through" traffic off - make them go
around the green. At least ropes would look as though something is being done.
9. Directors and/or Manager Reports:
[For reported topics not described on this agenda, State law prohibits Board
discussion, response, and/or action. A Boardmember may ask questions, but only to
clarify what the speaker is reporting.]
a) Updated Financial Report for June 1999 (end of Fiscal Year).
Info only.
b) Director Wigginton advised that in response to the Board's request he had a
cost of $2550 to install a fence at hole 13.
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Director Archibald moved that the Board approve installation once Cary Bickler
approves, and it has Planning Department's approval. Expense to the Course's
Excess Revenues. Seconded by Chairman Kaiser. Approved 4-0-1.
c) Manager Benson said he had received a renewed request from a gentleman asking for
nine-hole availability. He had indicated he couldn't afford the time to play for four-
and-a-half hours. Wants to be able to go out in the early morning on the nine that is
not being played. He said other courses do it. Mr. Benson said he had transmitted
the request to Rod Linville and the issue will be brought back to the next Board
meeting. J.e. Resorts was asked to respond to the request.
d) Manager Benson said he had a request from Paul Ecke, Jr. who is building a house
alongside Hole 16. He realizes that the camera at the hole is going to block his
view and he would pay for the cost of moving it. Scott Bentley suggested that the
camera be moved. Issue to be brought back to the October 28 meeting.
10. Items for Future Agendas:
a)
Approve Landscape Maintenance Agreement
(Mgr. Benson)
b) Report from Manager Benson concerning discussions with Leucadia County
Water District's sewer fees. (December meeting)
c) Moving the Camera along the 16th Fairway.
d) AvailabHity of Nine Hole Play.
11. Next Meeting - Thursday, October 28, 1999, at 3:00 p.m.
12. Adjournment
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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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