2000-03-23
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CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
Carnation Room, Civic Center
505 South Vulcan Avenue
THURSDA V, MARCH 23, 2000 at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Kaiser called the meeting to order at 3:10 p.m.
Directors present: Edward Kaiser, Susan Lamson, David Wigginton, Alan Archibald, and
Kerry Miller, being all of the directors.
Also Present: John White, Chris Calkins and John Nabors, Carltas Co.; John McNair,
Rod Linville and Mark Warren, JC Resorts; Phil Cotton, City
Community Services Department; Manager jim Benson, 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 February 24, 2000.
Director Miller moved approval of the February 24, 2000 minutes, seconded
by Chairman Kaiser. Approved 4-0-1 (Wigginton was absent from meeting)
2. Review Summary of February, 2000 Revenues and Expenditures/Financial
Statement. (Rod Linville)
John McNair said that the course had had another great month. Greens fees
revenue was 102% of budget; the Pro Shop had a great month at 134% of budget,
doing just over $30,000 in sales. Revenues were 108% of budget; expenditures at
98% of budget; net income 132% of budget; total rounds were 106% of budget.
3.
Report on Potential Chamber Sundowner.
(Rod Linville)
Rod Linville reported that he had contacted Judy Cunningham, Executive Director
of the Encinitas Chamber of Commerce relative to the Golf Course hosting a
Sundowner. He was told the dates are scheduled a year in advance. The Ranch
will be put on a waiting list in case something opens up during the year, and
included in next year's scheduling for the month of July. There is a fee of $150 to
host a Sundowner.
Director Kaiser moved that the Board approve sponsoring a Chamber
of Commerce Sundowner meeting in July 2001. Director Archibald
seconded the motion and amended it to include if there is an
opening/cancellation for July 2000 that it be accepted. Approved 5-0.
4.
Hole 7 Improvements.
(John McNair)
Mark Warren gave an update on the timing for working on hole 7. Work is
scheduled to start Wednesday, March 29 and should be completed in three
weeks.
5.
Assignment of Agreements
a) Consulting and Management Agreement
b) Food & Beverage Agreement
(Jim Benson)
Manager Benson reported that he had not received the approval from the General
Counsel prior to the Board meeting and requested that the item be deferred until
the April meeting.
6. Status Report and Any Needed Board Approvals for Starter and Range Structures.
(Rod Linville)
Mr. Linville advised that they are awaiting a start date to pour concrete; however at
this time Hole 7 has taken priority.
7. Consideration of Additional Golf Carts to Address Periodic Cart Shortages.
(Rod Linville)
Mr. Linville said that he had asked Easy Go for a proposal for additional carts and
costs. He handed out copies of the proposal he had received from Easy Go. They
have agreed to reduce the lease rate from $80.00 to the curren'! rate of $53.49.
There are currently 84 carts in service and the additional carts will bring the total to
92. Mr. Linville asked the Board's approval to proceed with Easy Go's proposal
and add eight carts to the fleet's lease.
Chairman Kaiser moved approval of adding eight new carts to the fleet's
lease, seconded by Director Wigginton. Approved 5-0.
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8.
Capital Expenditure Report.
(John McNair)
Mr. McNair advised that for the fiscal year ending June 30, 2000, the capital
expenditures budget is $102,000 which was projected at 2.5% of revenue.
Because revenue is way ahead of projections it is now anticipated that the figure
will be $108,000 - $110,000. To-date, $39,365 has been spent and there is a
balance left of $63,781 to spend on the budgeted items. Items left are a beverage
cart, two workhorses, 22' Walkmower, and an Articulator (a rotary mower pulled by
a truck). Items tabled for next year are a spraying rig and cool covers,
9.
Status Report on Quail Gardens Drive Bridge.
(Jim Benson/John Nabors)
Mr. Nabors advised that Planning staff has set a Planning Commission hearing
date of May 11. Planning staff and members of the Planning Commission have
reviewed the bridge submittal and had several comments. They were confused
because they didn't realize we are proposing a single span bridge. He will change
this on the exhibit for the public hearing. Since it is to be a design/build project he
can still ask Hazard to make adjustments before they start the project. There was
concern that the bridge would not look enough like the Leucadia Bridge but more
like a pre-fabricated bridge.
Mr. Calkins arrived at 3:40 p.m.
The other comment he received was that they would like to have a wood cap on
the top rail. H'e has a quote from Hazard at $20,000 for a 1" redwood top. This
has no function, it is simply aesthetics to try to make it look more like the Leucadia
bridge.
Mr. Nabors said that if the bridge has to be an "H" shape, rather than a "U" shape,
he would like some comments from the directors to take back to Hazard and if the
Board considered it more favorable to have a "U" shape rather than an "H" shape,
he would find out if that is possible. Director Archibald indicated he couldn't see
any significant difference between the two shapes. Mr. Nabors felt the bridge
would be stronger at the bottom with a "U" shape deck.
Mr. Nabors asked the directors for their comments and feedback regarding the
fascia and redwood headers to take back to Planning staff. If the bridge must be
an "H" type, which is where it stands right now, then he needs some comments on
whether the Board wants any type of paneling and what it should be. If it can be a
"U" type bridge what would be the Board's wishes. Once he has this info he can
pass along to staff. As he understood the discussion, the Board does not want to
go with the redwood rail (at $20,000), nor supports the idea of paneling, and that it
is leaning more toward a "U" shape bridge in which case there would probably be
a hand rail anyway. It was confirmed that Directors Kaiser and Lamson would
represent ERGA at the Planning Commission meeting along with staff.
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Mr. Calkins urged the Board to send it back to staff noting that it is responding to
the concerns by lowering the deck to the "u" shape. This way it looks effectively
like a bridge that has a bottom. Explain that it is a cUNed bridge, not a straight
one, and it is metal and not wooden. Director Miller said he had no objection to
either shape. Mr. Nabors said he plans to bring a picture of an existing bridge to
the next board meeting so that the directors will see before going to the Planning
Commission on May 11.
Chairman Kaiser asked Manager Benson about the financing and if City Council
had been approached. Manager Benson said he could not go until he can tie
down a dollar amount.
10. Status Report on Demolition of South Driveway.
(Phil Cotton)
Mr. Cotton advised that the demolition is complete and they are now in the process
of working with Mark Warren and Hazard to relocate the utilities. They should be
starting the curb work and the islands by the following day and plan on pouring the
concrete on Monday and Tuesday of next week. He anticipates the improvements
will be completed within two weeks.
Director Archibald pointed out that there are no visible entry signs either at
Leucadia Boulevard or on Quail Gardens at the entrance to the course. Feels
there should be at least some good-looking temporary signs put up until the
monuments are in place.
11. Status Report and Board Approvals for Modification to Hole 14. (Alan Archibald)
Director Archibald said he had completed his modifications as discussed two
months ago and given to Mark Warren. Mr. Warren needed the actual topography
and he now has that. Director Archibald said he was concerned about Mark
Warren's ability to get to the irrigation modifications based upon topography,
whether he has the time to work on this because of his involvement with hole 7.
City is getting close to approving the Horton Upper North Mesa project and they
are going to want to start grading and that will be the time to start moving the dirt.
However, can't move the dirt until the irrigation modifications are complete,
otherwise there won't be any water for holes 14 and 15.
Manager Benson advised that architect Cary Bickler has responded in terms of his
involvement with hole 14. In his letter he wrote "with this understanding I am
willing to assist in implementing the measures you have chosen, based on the
hourly fee arrangement we have made and upon the execution of the additional
specific agreement. I will consult with you and provide the project to the best of
my ability within the scope of your budget plan and your program." He proposes
four tasks: 1) reviewing the plan, 2) writing specifications for the bid process, 3)
assisting in the selection of a qualified construction company, and 4) performing
."If
construction observations. Manager Benson recommended that the Board would
be well advised to get someone else to do that, especially as Mr. Bickler is not
going to take any responsibility for the design from a golf course architect's
standpoint. Director Archibald agreed that if Mr. Bickler is not going to take
responsibility for the reconstruction why pay him $200/hour when we can get
someone like Mike Yukon for $50/hour. Chairman Kaiser said he would talk to
Manager Benson about a response, in particular about hole 13. Manager Benson
said he had had a conversation with attorney Rachel Nies about 13 and will put
something in writing verifying the conversation.
12. Written Plan and Description with Firm Cost Estimate for Practice Green
Modifications. (John McNair)
Mr. McNair said that he and Mark Warren had met on this issue and requested
that it be tabled for two months.
13. Golf Course Security Fencing Along Paseo de las Flores
(Phil Cotton)
Phil Cotton provided a report concerning his response to the Board's request for
proposals to erect a fence along Paseo de Las Flores now that it is about to be
opened up as a public road. He presented two alternatives: alternative #1 would
provide 1,484 linear feet of fencing with two gates, one at the cart path and one at
the entry to the maintenance road; alternative #2 would provide 2,450 linear feet of
fencing with two gates.
Mr. Cotton pointed out that Alternative #2, Option A (materials), is considered the
preferred alternative/option for the following reasons: it effectively limits vehicular
and pedestrian access to the Maintenance Shed, and holes #2, 7 and 8. By
comparison, Alternative 1, Option A, only limits access to the Maintenance Shed
and Holes # 1 and 8. In addition, Alternative #2, Option A, provides the potential
for reduced long term maintenance costs, and aesthetically matches fencing
currently used in this area of the Ranch. While the cost difference between
Alternative #2, Option A (4-rail vinyl) and Alternative #2, Option C (split rail) is
$4,900, staff considers the initial cost savings at installation to be less than
significant over the long term. The vinyl fencing also offers increased security.
Chairman Kaiser moved that the Board approve Alternative #2, Option
A - 4-rail vinyl, smooth finish, with wood gates - with the provision
that the cost includes the fencing being based in concrete, and is
installed for no more than $25,000, to be paid out of general
operations. Director Archibald second. Approved 5-0.
Manager Benson was authorized to sign the contract and Mr. Cotton to proceed
with the project.
14. Report on Proposed Encinitas Open Amateur Championship.
(Rod Linville)
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Mr. Linville described the championship that JC Resorts is proposing. They will
be advertising in the North County Times and San Diego Union-Tribune. Will also
include an entry form in the North County Times. They would open up to 200
players with five flights and are proposing a rate of $170 per player for the two-day
event. This rate would include green fees, cart, range balls, box lunch, setup fee
and a $4000 prize fund which would include trophies and golf shop credits for each
of the five flights. Also propose having a large perpetual trophy to be kept in the
Pro-Shop. The event will be held July 22 and 23 with the course closed to the
public from 7 a.m. to approximately 2:10 p.m. in the afternoon. The championship
would be open to anyone.
Director Archibald moved that the Board approve the proposal,
seconded by Director Wigginton.. Approved 5-0.
15. Report from J.C. Resorts on Director's Request for an Alternative to Brome grass.
(John McNair/Mark Warren)
Director Archibald said that Mark Warren had suggested going with a hydra-seed
mix. He is not happy with the suggestion since he feels it looks like weeds.
Chairman Kaiser asked Director Archibald to prepare a sketch/map indicating the
location of the specific spots he is unhappy with and bring it to the next board
meeting.
16. Consideration of Suggestion from Chris Calkins re Priority Tee Times for the
Benefit of the Encinitas Hotels and Motels. (Manager Benson)
Manager Benson reminded the Board of the hotel arrangements that are currently
in effect. He felt that this policy could be marked up the same way but
concentrating on the Encinitas hotels/motels. Mr. Linville said that they are
operating on the policy for hotels approved by the Board of up to four tee-times per
day for advance booking beyond the nine-days. There is a $20 fee for this
advance booking. He said at this time he is only receiving about two requests per
month from the hotels.
Director Miller said that he felt the local hotels and motels don't know about this
arrangement. If they knew this was available it could create some activity and
could grow. He believes the hotels/motels are thinking more along the line of
packages they could create and offer to potential tourists.
Mr. Calkins said that it is characteristic of the local hotels that they are not resort
type facilities where someone is going to book two months in advance. If the local
hotel/motel owners knew they could use the nine-day tee time reservations, they
should be able to develop their own packages for overnight guests. The $20
special fee would be waived for the local hotels' nine-day reservations.
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Chairman Kaiser said that it appeared all directors were in favor of the concept and
that it was an acceptable program to help with tourism. Mr. Linville said he would
bring back a proposal for consideration of the Board at next month's meeting.
17. Potential Course Enhancements.
None.
18. Discussion/Direction Concerning Course Operations, Conditions Needing Change.
Mr. Linville reported that he had heard from High School Superintendent Bill
Berrier about the use of the course for their high school championship. He said
thank you but they have decided to go to a neutral course.
He has now heard from the La Costa Canyon High School asking to hold their
Avocado League at the course the week of May 8 - 11. They would only have 46
players and asked for the $11 rate with an afternoon tee time.
The Board agreed that since this later request was the same concept as the
CIF Golf Championship approved last month and subsequently released by
Superintendent Berrier, the request was approved 5-0.
19. 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.]
20. Next Meeting - Thursday, April 27,2000 at 3:00 p.m.
21. Items for next agenda:
a) Signage.
b) Rest Rooms
c) Budget adjustments.
d) Connor's Cause.
22. Adjournment
Chairman Kaiser adjourned the meeting at 4:55 p.m.
Respectfully submitted,
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Patricia Drew, Secretary
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Ed ard Kaiser, Chairman
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