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2000-01-27 ENCINITAS CITY OF ENCINITAS ENCINITAS RANCH GOLF AUTHORITY MINUTES OF REGULAR MEETING Carnation Room, Civic Center 505 South Vulcan Avenue THURSDAY, JANUARY 27,2000 at 3:00 p.m. CALL TO ORDER/ROLL CALL Chairman Kaiser called the meeting to order at 3:15 p.m. following the Annual Meeting of the Encinitas Ranch Golf Corporation. Directors Present: Ed Kaiser, Susan Lamson, Kerry Miller, Alan Archibald, and David Wigginton. Director Miller joined the meeting during Item 3. Directors Absent: None. Also Present: John McNair, Scott Bentley and Mark Warren of J.e. Resorts; Chris Calkins, Carltas Co; 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 Special Meeting of December 16, 1999. Approval deferred to February meeting. 2. Review Summary of December, 1999 Revenues and Expenditures/Financial Statement. (Rod Li nvi lie/Scott Bentley) Scott Bentley reviewed the financials for the month of December, 1999, noting that there were 500 rounds over plan for 111 %; revenues were 115% of plan for $312,000; net income was 134% of plan for $108,000; merchandise sales were at an 1 all-time high at $34,976 which equaled almost $9 per player. In addition almost $20,000 in holiday gift certificates were sold. Another great month. 3. Progress Report from Bridge Sub-committee. (A. Archibald/D. Wigginton) Director Archibald reported that with the selection of the contractor, Carltas Co. as Project Manager, has submitted their application to the Planning Department for a development review. They are proceeding with the design and will be doing all necessary submittals. Director Miller joined the meeting at this point. 4. Discuss Advance Reservations System. (Rod Linville) Scott Bentley said that he was withdrawing this item. 5. Review Rates for Juniors. (Rod Linvi lie) Mr. Bentley advised that they had raised the junior rates at all their courses except at Encinitas Ranch. These rates have not been raised since the course opened. They would like to raise the weekday rates from $10 to $11 to be consistent with the rest of their courses. The weekend rate would remain at $15. Director Miller asked a question re times of play for juniors. Mr. Bentley responded that on weekdays the policy is that juniors can play at any time, space available. As a junior they are not permitted to make a tee time at the golf course. However, if they are with an adult they can make a tee time so long as they are playing with the adult. On weekends, they are limited to a 1 :00 p.m. start time at the junior rate. Since this is prime time, the club loses when the junior rate of $15 is compared to the normal rates. The juniors are permitted to make a tee time on the weekend after 1 p.m., provided they are with an adult. They still get the junior rate. Chairman Kaiser recommended to J.e. Resorts that the junior's start time should be at least five hours before it gets dark. Director Archibald moved, Director Lamson seconded, that during the months of November, December, January and February junior play time will start at 12 noon, and the week day rates will be increased from $10.00 to $11.00. The weekend rate remains at $15.00. Approved 5-0. 6. Review Hole Sponsorship Incentives as Implemented by JC Resorts. (Rod Linville) Mr. Bentley advised that this issue had already been covered in a previous meeting. 7. Camera relocation. (Rod Linville) 2 Manager Benson said he had received word from John White of Carltas Co. that Paul Ecke, jr. had approved the camera location as staked by Mark Warren. Mr. Ecke will pay the cost of the relocation which is anticipated to be less than $500. The Board directed Mark Warren to proceed with the relocation of the camera. 8. Proposed Parking Lot Modifications. (Alan Archibald) Manager Benson advised that Dru Mayers, who had drawn the original plans for the parking lot, had been asked to draw up some plans for modifying the parking lot. Changes were deemed necessary to allow delivery trucks to get in and out with a safe turn around. Also there is a need to modify the flow to create a configuration to allow for the safe movement of vehicles and golf carts. Director Wigginton asked about a traffic control plan. From his observation of the plans it appeared that there was a possibility of at least four cars entering the intersection at the same time. Director Archibald responded that there is that possibility but it's not like a commercial center parking lot or a major freeway. Tee times are eight minutes apart so at the most four cars would be entering every eight minutes and are parked for five hours. Director Archibald agreed there is a potential conflict point but given that the vehicles would be arriving about every two minutes he does not feel there would be a problem. Director Wigginton said that relative to how often cars arrive and enter the parking lot, there are special events held at the golf course where several cars arrive at the same time and also leave at the same time; e.g. Open Mike Night in the golf cart barn, and any banquets that may be held. Director Archibald responded that iri looking at the changes made by Traffic Engineer Rob Blough he feels that traffic can be adequately segregated by doing the things that had been discussed. There will be one point at the throat where there could be potential conflicts but since the plans call for slowing down the cars when they get to the conflict point they will not be going very fast. Mark Warren said he had walked the parking lot with Dru Mayers when it was being reviewed, and they had agreed that if the entrance lane was made a "one way" and marked with arrows, with a stop sign installed at the critical conflict point for cars leaving the lot, any possible conflicts would be eliminated. Director Archibald agreed that this was an excellent idea and proposed installing two stop signs at the points he indicated on the map. The Board also agreed that it would be advantageous to remove three parking spaces from either side of the lane at the turning point to improve the traffic flow. Mr. Benson said he had received a proposal from Hazard with an estimate of $39,000. Quite a bit of the work will be done with hand crews. Hazard still has crews on site but not heavy equipment. 3 Director Archibald asked Mark Warren about the plans for landscaping the parking lot. Mr. Warren said he has had discussions with Phil Cotton and they will be working up plans for planting and irrigation and bringing back to the Board. Director Archibald said that there isa need to get direction and authorization to proceed before the next board meeting. Chairman Kaiser moved, Director Lamson seconded, that the Board authorize Manager Benson to execute a contract with Hazard Construction for the work in the amount of $39,000 plus 10% contingency. Approved 5-0. The contract will not include any costs for the landscaping. Director Wigginton asked who was going to revise the plan to make it a "traffic control" plan to reflect the Board's directions. He was informed that Dru Mayers would be making the revisions with direction from City Traffic Engineer Rob Blough. 9. Status of Monument Sign for Northeast Corner of Leucadia Boulevard and Quail Gardens Drive. (David Wigginton) Director Wigginton said he was under the impression that this project had been completed and he was unaware of any further discussion required on this subject. Manager Benson said he would contact Jack Robson of Cornerstone Communities for clarification of their schedule for installing monuments at both Leucadia/Quail Gardens Drive and the one at the entrance to the golf course. 10. Potential Course Enhancements. Mark Warren said he has a proposal from Hazard Construction regarding work needed at Hole #7. He said the estimate came in at $100,000, $70,000 of this was solely for the gravel needed for the 30,000 sq.ft. He will bring back to Board with his recommended modifications so the work can begin. He is anxious to get the work authorized because Cornerstone has an area on the south Mesa that is requiring a "deep fill." The material coming out of Hole 7 needs to be in a deep burial location since it is not suitable for any living/growing material. The issue needs fairly quick action in order to be able to utilize Cornerstone's deep fill/dump site requirements for the material coming out of the 7th fairway. Director Archibald advised that it would now be four to five months before Cornerstone had the necessary permits to do their work. Chairman Kaiser asked Mr. Warren to work with Directors Wigginton and Archibald to prepare a written proposal/plan, with options and pricing, for repairing Hole 7 fairway and bring to the next Board meeting. Director Archibald said that with this much money involved he would recommend getting three bids. Manager Benson 4 said he would include the issue on the agenda for each Board meeting until the issue is resolved. 11. Discussion/Direction Concerning Course Operations, Conditions Needing Change. Manager Benson reviewed a map of the South Mesa development, the water runoff and trails access by the public onto the fairways. Discussed gates that would be locked each night. 12. 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.] Chairman Kaiser said that John McNair had a personnel issue he would like to discuss. It was determined that the issue would be agendized at a special meeting to be held at 4:00 p.m. on Tuesday, February 1, at which time the Board would also discuss hole 14. 13. Next Regular Meeting - Thursday, February 24, 2000 at 3:00 p.m. 14. Adjournment Chairman Kaiser adjourned the meeting at 4:15 p.m. Respectfully submitted, Jd~ fx~ Patricia Drew, Board Secretary ~cL Ed0ard Kaiser, Chairman 5