1999-11-18
ENCf,NITAS
RANCH CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES of SPECIAL MEETING
Carnation Room, Civic Center
505 South Vulcan Avenue
THURSDAY, NOVEMBER 18, 1999 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:23 p.m. at Hole 2 at the Encinitas Ranch
Golf Course.
Directors present: Edward Kaiser, Kerry Miller, and Alan Archibald.
Directors absent: Susan Lamson and David Wigginton.
Also present: Rod Linville and Mark Warren of J.e. Resorts; Chris Calkins of Carltas;
Phil Cotton of the City's Community Services Dept.; and Manager Jim
Benson.
AGENDIZED BUSINESS ITEMS
1.
Review Course Interface with New Roads and Housing.
(Manager Benson)
Directors met at hole 2 to review the staking on the east side of the course and also
looked at some staking at hole 4. There was discussion with no reportable action.
Chairman Kaiser adjourned the meeting to the Carnation Room at the Civic Center at
3:40 p.m.
Meeting reconvened in the Carnation Room at 4:15 p.m.
In addition to the individuals reported above, the following joined the meeting in the
Carnation Room:
Donna and Brookie Westbrook; John Nabors of Carltas Company; Pat Drew, Board
Secretary.
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ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for
oral communication.]
None
AGENDIZED BUSINESS ITEMS Continued
2. Approve Minutes of Regular Meeting of October 28, 1999.
Postponed until the December board meeting.
3. Review Summary of October, 1999 Revenues and Expenditures/Financial Statement.
(Rod Linville/Scott Bentley)
Rod Linville reviewed the October financial statement noting that they had another
good month. Had total revenues of $341,092 for a budget of $321,594, over budget
by approximately $20,000. Expenses were under budget by $9,000 at $230,221
compared to a budget of $239,424. Net income was $106,900 compared to budget of
$79,886, or 134% of budget. Total rounds were 5886 compared to budget of 5470.
Year to date the net income of $703,374 compares to a budget number of $539,792,
approximately 130% of budget.
Mrs. Westbrook asked about complimentary rounds; how many for October and
current month and number to-date. Manager Benson responded that complimentary
rounds are reported on each month's statement. There are about 40-50
complimentary rounds each month, which include superintendents from other clubs -
this is a standard courtesy between the Superintendents Association - possibly the
architect. For the fiscal year to date a total of 172 complimentary rounds have been
played, including 48 employee rounds. Director Archibald advised, also, that the
board does have a policy on how complimentary rounds are used and who qualifies
to use them.
4.
Progress Report from Bridge Sub-committee.
(A. Archibald/D. Wigginton)
a) Review Bridge Proposals.
Director Archibald advised that based on instructions at the October board
meeting, the Carltas Company has solicited proposals from Hazard
Construction and Excel Bridge Manufacturing Company to put a bridge over
Quail Gardens Road. The sub-committee looked at both single and double
span bridges. Hazard's bid is $235,600, and Excel's is $262,630. By going
with Hazard we save almost $30,000.
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Director Archibald made motion that Carltas Company be directed to
proceed with the selection of Hazard Construction company to do the design
and building of the bridge for a total of $235,600.
Manager Benson recommended that the Board look at the Carltas agreement in
4-b before giving any directions.
b) Review Carltas Reimbursement Agreement.
Manager Benson passed out a draft copy of the proposed reimbursement
agreement for the bridge which he recommended the board review in concept
and direct him to sign after editing and reviewing with the ERGA General
Counsel.
John Nabors, Carltas' Project Manager, reviewed the document and the cost
estimate which includes all costs associated with the project and explained in
depth how they arrived at the budget numbers after comparing the two bids
from Hazard Construction and Excel Bridge Manufacturing. Overall, Hazard
had a cheaper proposal and Carltas would like to proceed with them. Hazard
has an excellent reputation; an example would be the 1-5 bridge which was on
time and on or under budget. They are doing almost $7 million in
improvements for Encinitas Ranch and at this time they are close to a 1 %
overrun which they expect to go down to budget by the time the project is
completed.
Chris Calkins explained that the basic concept of the draft agreement is that
Carltas will undergo the project with every thing subject to the approval of the
City and ERGA. Inspections etc. will be by the City and will be done under
terms and conditions that will be satisfactory to the City and ERGA. Carltas
will be reimbursed with a progress payment against an approved budget and
contract and approved inspections, subject to a 10% holdback that would be
disbursed only after final acceptance.
Manager Benson asked Mr. Calkins if he was willing to go ahead without the
agreement being signed. The final document could be brought back to the
Board at the December meeting. Mr. Calkins said this was acceptable to him
and if it was generally acceptable he would ask Mr. Nabors to go ahead and at
the December meeting they could have a confirmed proposal from Hazard
that would have all the incremental pieces that could be broken out, as well as
the reimbursement agreement.
The Board agreed to continue the discussion at the December meeting and in
the meantime gave Mr. Calkins approval to advise Hazard Construction that
they were the low bid.
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The Board also directed Director/City Engineer Archibald to coordinate a
meeting work with the Hazard team and Carltas as an ad hoc committee to go
through the proposal in detail to make sure Hazard is proposing what
Carltas/ERGA want so there will be no surprises. This should be the next step
so that maybe by the December 16 meeting they will have a confirmed
proposal for the Board's review and approval.
5.
Status of Range and Starter Buildings.
(Rod Li nvi lie/Susan Lamson)
Mr. Linville advised that he had not yet received bids from any of the four contractors.
Will bring to the next meeting.
6.
Camera relocation.
(Rod Linville)
Mark Warren said he received a call from John White that they were going out to take
a look at the proposed location. They have not got back with their decision yet. Will
bring back to the next meeting.
7.
Report/Plan for Practice Green Modifications.
(Mark Warren)
Mr. Warren was requested to work with Director Archibald and Parks Superintendent
Phil Cotton to prepare a written plan and description for the project and bring to the
next board meeting.
8. Potential Course Enhancements.
Nothing to report.
9. Discussion/Direction Concerning Course Operations, Conditions Needing Change.
Chairman Kaiser asked about the proposed hookup with Leucadia County Water
(sewer connection). Manager Benson advised that he has not yet made contact with
them.
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.]
None.
11. Next Meeting - Thursday, December 16, 1999 at 3:00p.m.
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12. Adjournment
Chairman Kaiser adjourned the meeting at 5:07 p.m.
Respectfully submitted,
f?st~~ 1r~
Patricia Drew, Secretary
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4:dward Kaiser, Chairman
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