1999-10-28
ENCINITAS
RANCH
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
Carnation Room, Civic Center
THURSDAY, OCTOBER 28, 1999 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:06 p.m.
Directors Present: Edward Kaiser, Susan Lamson, Alan Archibald, and David Wigginton.
Director Absent: Robert Acker.
Also present: John White, Carltas Co.; Scott Bentley, Rod Linville and Mark Warren,
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 September 9, 1999.
Director Archibald said a word needed to be changed in the last line of page 3; the
word "nexus" should read "annexation."
Director Archibald moved that the minutes be approved to include the word
change. Minutes approved with correction. 4-0-1
2.
Discussion of Availability of Nine-Hole Play.
Rod Linville)
Rod Linville advised that on September 24 he had responded bye-mail to Mr. Mace
Simon who was requesting permission to play the back nine. He had explained why,
on a routine basis, they do not allow play on the back nine alone, primarily for
maintenance reasons and to allow the back nine to rest. He had invited Mr. Simon to
call when he had time to play and at that time he would determine a time when it
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might be convenient to fit him in just ahead of the first group about to turn from
playing the front nine to the back nine. This would have to be on a case-by-case basis
at a time when Maintenance was mowing number ten green. Mr. Simon has yet to
respond to the September 24 offer.
3. Review Summary of August and September, 1999 Revenues and Expenditures
Financial Statement. (Rod Linville/Scott Bentley)
Mr. Linville reviewed the August and September financials.
Total revenue in August was $415,960 compared to a budget of $380,513 for 109%
of budget. Expenses were under budget at $213,345 compared to budget of
$220,000, or 97%. Net income $200,315 compared to budget of $157,822. Total
rounds were 7,198 compared to a budget of 7,055, for 102% of budget. Year to date
net income is 128% of budget. Some of the maintenance expense reductions may be
made up in October. August was another very good month.
September overall was another good month for a total net income of $173,392
compared to a budget of $128, 571, or 135% of budget. Down in total rounds at
6,257 compared to budgeted 6,455, or 97%. For the year the net income is at
$596,375 compared to budget of $459,906, or 130% of budget.
October is also looking very good.
4.
Progress Report from Bridge Sub-committee.
(A. Archibald/D. Wigginton)
Director Archibald reported that Carltas Co. has sent out RFP's to design/build the
bridge. They are due to be submitted by next Wednesday. By the ERGA November
Board meeting they should be in a position to recommend selection of a contractor to
design and build the bridge, and also enter into a reimbursement agreement with
Carltas. Manager Benson said they expect the proposals to be in by November 3rd so
that City staff can be reviewing the proposal submissions.
Director Archibald advised that there would be a period of time when Quail Gardens
is open to traffic and carts will be crossing the road. They are looking at some means
to control the traffic.
Chairman Kaiser asked about insurance and if there was an obligation to notify the
companies, both ERGA's and JC Resorts'. Mr. Bentley and Manager Benson agreed
that it would probably be advisable.
5.
Discussion of Moving Camera along the 16th Hole Fairway.
(Scott Bentley)
Mr. Bentley suggested that the camera be moved across the fairway to the other side.
Mark Warren adyised what he would need to do to relocate. Also, the quality of the
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picture could be improved by aiming the camera away from the sun in order to
reduce the glare. J.e. Resorts will determine where they would like to put the
camera. They will stake the spot and indicate the proposed height the camera. They
will then ask Paul Ecke Jr. to check it out and do the final approval since he is paying
for the relocation.
6.
Buick Open Qualifying - February 7, 2000.
(Rod Linville)
Mr. Linville explained that the Buick Open people have asked if Encinitas would be
willing to host another Buick Open qualifying next February. They are offering a $30
green fee which will include cart and their range balls.
Scott Bentley advised that every PGA member has insurance coverage for $1 million
for any damage they may cause while playing golf or giving lessons.
Chairman Kaiser said he wanted to be sure that the players would not be wearing
spikes. He was assured that they do not wear spikes.
Director Archibald moved that the Board support the request, seconded by Director
Wigginton. Approved 4-0-1.
7. Course Enhancements.
a)
Status of Cart Path Widenings.
(Rod Linville)
Mark Warren reported that the initial goal was to add another grouping of cart
path widening in September. Because of other conditions they were unable to
do the project as scheduled. As soon as they go back to 90 degree rule where
they can actually get some protection while working in the areas, they will
continue to do those as well as the pad for the ball machine building and the
starter area. The quote has been received.
b) Director Archibald said he had talked to Liz Ecke about the Bird of Paradise
plants on the westside of Quail Gardens Drive and Leucadia Boulevard which
have to be removed by the middle of November. Ms. Ecke said the golf
course could have all the plants south of the cart path, or as many as wanted.
Mark Warren was asked to take a look to see how many plants are available
and determine where he could store them while waiting to do the planting.
He will report back to Director Wigginton.
c) Mark Warren reported on comments he had received over the past few months
about the putting green, number 1 green, and number 18 green. They are all
in much better shape now but the collection of water is going to be an
ongoing problem. He is treating one acre at a time for the salt damage.
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8. Discussion/Direction Concerning Course Operations, Conditions Needing Change.
a)
Status of Hole 13 Fence.
(David Wigginton)
Director Wigginton advised that Cary Bickler returned his call and said he was
waiting for a consulting contract with ERGA before he does anything else.
Manager Benson reminded the Board that Cary Bickler had received a letter
from ERGA indemnifying him prior to the installation of the fence.
b)
Status of Practice Green Modifications.
(Rod Linville/Mark Warren)
Mark Warren advised that this has to be scheduled at the right time since he is
dealing with a cool season grass. The work will probably be done some time
in December, January or February. He would not want a lot of rain after doing
the modifications. The cost will be about $1500-$2500. Chairman Kaiser
asked Mr. Warren to prepare a plan and bring back to the November board
meeti ng.
c)
Status of Range and Starter Buildings.
(Rod Linville/Susan Lamson)
Mr. Linville advised he has met with the contractors and hopes to have bids
and designs to show Director Lamson next week. They are looking at a starter
booth of 5-6 ft. across, and the range building at 12 feet across.
9. 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.]
a) Manager Benson advised the Board members that Chairman Kaiser is moving
into his new bank quarters. On Tuesday, November 9, he will be having the
bank's grand opening. All are invited to attend from 5:30 to 7:30 p.m.
b) Chairman Kaiser said that because his wife's mother passed away this past
week he was unable to attend the meeting that had been scheduled with Cary
Bickler and Scott Bentley to discuss hole 14. Scott Bentley and Mark Warren
did meet with Mr. Bickler and reported on their discussion.
Chairman Kaiser advised that to solve Mr. Bickler's issue of an on-going
contract, he had given tentative agreement to approve his hourly rate at $200
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and 35 cents per mile. The hourly rate is for time spent on the job. A copy of
these provisions was given to Manager Benson to review and return to Mr.
Bickler. An actual contract will then be written.
Mr. Bentley said that they had a general discussion at the meeting and Mr.
Bickler is to prepare and provide a rough "bubble" of what he wants to
change. He believes the two sides pretty much agree on the issue at this point.
Mr. Bickler indicated the he would proceed as soon as he has a consulting
contract with ERGA. Manager Benson is to work on the contract.
10. Next Meetings: Thursday, November 18, 1999 at 3:00 p.m.
Thursday, December 16, 1999 at 3:00 p.m.
11. Future Agenda Items:
a)
Approve Landscape Maintenance Agreement.
(Manager Benson)
b) Report from Manager Benson concerning discussions with Leucadia County
Water District re their sewer hookup fees. (December meeting)
c) Progress Report from Bridge Committee. (Directors Archibald & Wigginton)
i) Review Bridge Proposals and
ii) Review Carltas Reimbursement Agreement
d)
Status of Range and Starter Buildings
(Rod Linville/Susan Lamson)
e)
Review Course Interface with New Roads and Housing.
(Manager Benson)
f) Camera relocation.
g)
Report/Plan for Practice Green Modifications.
(Mark Warren)
12. Adjournment
Chairman Kaiser adjourned the meeting at 4:10 p.m.
Respectfully submitted,
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Edward Kaiser, Chairman
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Patricia Drew, Board Secretary
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