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2000-04-27 CITY OF ENCINITAS ENCINITAS RANCH GOLF AUTHORITY MINUTES OF REGULAR MEETING Carnation Room, Civic Center 505 South Vulcan Avenue THURSDAY, APRIL 27,2000 at 3:00 p.m. CALL TO ORDER/ROLL CALL Chairman Kaiser called the meeting to order at 3:10 p.m. Directors Present: Ed Kaiser, Susan Lamson, Alan Archibald, and David Wigginton Director Miller arrived at 3:25 p.m. Also present: Ben Lamson, Visitor; John White and John Nabors of Carltas Co.; john McNair, Rod Linville and Mark Warren of J.e. Resorts; Jack Robson of Cornerstone; Jim Gay, Hazard Construction; 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 March 23, 2000. Director Lamson made motion to approve minutes, seconded by Director Kaiser. Approved 4-0-1 (Miller absent) 2. Review Summary of March, 2000 Revenues and Expenditures/Financial Statement. Uohn McNair/Rod Linville) Mr. Linville reviewed the financial statement noting that March had not been quite as good as the previous month (due to 5 days of rain and aeration) with a net income of $102,906 compared to a budget of $154,813. For the year this still amounts to $1,226,373 compared to a budget of $1,013,921, or 121 % of budget. Total rounds 1 were 5,883 compared to a budgeted 6,715, or 88%. For the year rounds are at 54,790 for 103 % of budget. 3. Progress Report on Quail Gardens Drive Bridge. (john Nabors) Mr. Nabors introduced Jim Gay from Hazard Construction. Hazard has the contract for the design and construction of the bridge. Mr. Nabors presented the package with the latest design put together by Hazard, that will be going out for the public hearing on design review on May 11. He showed a "footprint" of the bridge with a "U" shape design with the deck at the bottom, rather than the" H" shape. There are no cost implications by changing the design. Director Archibald moved that gates not be added to the bridge, seconded by , Director Wigginton. Approved 4-0-1 (Miller) Director Archibald moved that a handrail not be included, seconded by Director Wigginton. Approved 4-0-1 (Miller) Mr. Gay discussed the proposed lights for the bridge which are proposed to be staggered at 23 feet (i.e. a light about every 10 or 11 feet on both sides) with lights at each end of the bridge. The lights will be on a timer. Director Archibald requested that Director Wigginton and John Nabors meet before the next meeting and come up with a recommendation. Director Wigginton to look at it from the standpoint of the budget, but ensuring it provides adequate lighting, and to determine how to set the time period when the lights are going to be on. Mr. Nabors said he will bring a lighting plan to the next meeting. Director Miller joined the meeting at 3:25 p.m. Director Archibald said he understands that there is an allowance in the contract to remove the existing cart paths. He recommended that they be left in place so equipmen.t can be brought in from Quail Gardens onto the golf course from both sides. Need to incorporate the existing paths into the modification of the paths on both sides of the bridge and add bollards. Director Wigginton asked about a retaining wall and was inform.ed that Hazard has received no direction on this. Mr. Nabors requested that the Board give them direction at the next meeting. 4. Status Report on Hole 7. (Rod Linville/Mark Warren) 2 Mr. Warren said the project is basically completed. It went fairly smoothly and he is feeling comfortable with it. May be able to playoff it in the next three weeks. projectJ;pst-o came in at 16,000 sq.ft. for approximately $23,OOO~(lJ~l).'". P P Chairman Kaiser said he wanted to personally commend Mark Warren on a great job seconded by the Board members. 5. a) I /100 ~ '1/17, t/~DO s1"t~I()Q Hole 14 Update Director Archibald gave an update on hole 14 and described the proposed phase I modifications/improvements. These would probably not use all of the $35,000 to be supplied by Cornerstone. They propose to take the high tee at 344 ft. down to a maximum elevation of 324 ft. (which is in the agreement with Cornerstone). This concept preserves the main line so that only minor modifications to the irrigation system will be necessary. This permits the view corridor plus the sight visibility that Cornerstone (now D.R. Horton) was looking for and allows keeping the main line 'in place. Additionally, it would leave in place the mounding that acts as a screen from the road and would create an additional small mounding to also act as a screen. The tee would be reconfigured and shaped so that it aims the player in the dog-leg configuration. In addition it would be a step down with a smaller tee in front and a step down to add another smaller tee. It will go from five tees to four tees. Some additional small mounding and trees will be added to act as a physical and p).,. visual barrier to keep players from aiming straight to the green but rather to the '\ j.J middle of the fairway. He also recommended adding habitat on the.stdc3 q(,; aI the fairway. lIo-rth Slile <1' The brow ditch is to be the demarcation I,jne between the private properties and the golf coursep~SCftF-"'Y~L~W1It5UI('-R...ftt.ff<YS.eS. rJ) Chairman Kaiser said he agreed that it was a wonderful plan. Mr. Robson added that Cornerstone is still processing the final map for the subdivision to the south. There are some areas for which they are going to need letters from ERGA for permission to grade. Director Archibald moved that the Board authorize Manager Benson to sign a letter from ERGA based upon working out the concept as discussed. i.e. the easements for the slope that will be maintained by the Homeowners Association south of the brow ditch; work on how that would be landscaped and irrigated; and then give permission to grade in that area when the details are worked out. Seconded by Chairma. n Kaiser an~,;ppr. oved/~:O. IL vi. ,14,1,. , ~f ell ((Qrl+ A/lit "J cfJtLtIL1t(f'.~1foVii\ 1 De. ~ I.f r::~ Mr. Benson recommended that a survey be madEj{before Phase I IS done. ThiS (rii''' would demonstrate where we are now and if Phase I is successful a second \ ...Y 3 survey would demonstrate significant improvement. A decision can then be made, on legal terms, that we have done enough, that the improvement seen is sufficient so that there is no need to do anything further. Manager Benson advised the Board that in their package was a proposed agreement from John Nabors to handle some of the Hole 14 improvements while working on the bridge. He recommended that the Board approve the agreement with john Nabors. Between them, he and John McNair would administer it based on the new arrangement. The agreement calls for a billing rate of $95 per hour and reimbursement of his out of pocket expenses. Director Archibald moved approval of the agreement with John Nabors to do some of the work on hole 14, seconded by Director Lamson. Approved 5-0. b) Permission to Grade Upper N. Mesa Uack Robson, Cornerstone) Approved - see 5-a motion. c) Cornerstone Agreement. Approved in 5-a motion. Item 15 taken out of order. 15. Consideration of Easement Agreement for Monumentation at Quail Gardens Drive and Leucadia Boulevard. (Manager Benson) Mr. Robson explained that they are in the process of getting approval of the monumentation throughout the whole Encinitas Ranch. The main monumentation is on the corner of Leucadia Boulevard and Quail Gardens Drive. This monumentation came before the Board several months ago and was approved in concept. Now they are preparing to have the whole monumentation plan approved by the City and it will be going to the Planning Commission on May 25. Since Cornerstone is going to construct the monumentation and plant and irrigate the whole area on ERGA property, they require an easement agreement allowing them to construct and maintain the signage. The original agreement stated that "grantee shall maintain the improvements in a good condition. If grantee fails to perform its maintenance obligations and grantor delivers reasonable notice to grantee, then grantor can go in and fix them." Director Archibald asked if a change could be made with the alignment of the split rail fencing which currently goes between the street and the palm trees. He feels that 4 the split rail fencing should demark the area that is being developed and moved to the north east to go around the palm trees. Mr. Robson said another thing for the monumentation was the lighting that was being added. At the last Encinitas Ranch Status meeting ERGA members had said that ERGA would supply the power source forthe lighting and they (Cornerstone) would install the lighting. Director Archibald moved to approve the easement subject to review of the details by Planning Department and to authorize Manager Benson to sign, seconded by Director Wigginton. Approved 5-0. 6. Alternative to Brome grass. Sketch of areas under discussion. (Alan Archibald) Director Archibald explained that there were a couple of areas very visible to the public where the Brome grass is not growing well. He proposed that along the perimeter of the course that is exposed to the public the Brome grass that is not looking good be replaced with something like fountain grass or a clumping grass. Director Wigginton asked if anyone had determined why the grass is not doing well. If Brome grass won't grow there why would anything else do well there. Mark Warren said that he would suggest a test be taken and a soil sample sent out to determine why the Brome is not growing. There must be a reason. The soil is so hard and dense that it doesn'tgive the roots a chance. Going to another grass would just produce the same problem. However, going with a native wildflower mix would give a seasonal flower all the way through the area and it doesn't require tilling of the soil or amendments. Another plant would be Ivy Geraniums. Director Archibald said the reason he suggested fountain grass was that it will grow in almost any soil, is very drought tolerant, is perennial and requires very low maintenance. Chairman Kaiser suggested that a subcommittee of Directors Archibald and Wigginton and Mark Warren look into some ideas for plants in various areas within the next two weeks and bring their recommendation back to the Board. 7. Signage. Uohn McNair/Rod Linville) Mr. Linville advised that they have received temporary signage which is to be mounted and located at the entrance. 8. Status of Annexation to LCWD to Enable North Rest Rooms (Manager Benson) Manager Benson said that the Leucadia County Water District had agreed to put the request on their May agenda. He plans to attend the Board meeting if he feels it is necessary. 5 9. Budget Adjustments. Uohn McNair) Mr. McNair briefed the Board on the adjustments that had been made to the year 1999/2000 budget, with the Board's consent. Chairman Kaiser moved that the Board adopt the adjustments m the operating budget, seconded by Director Lamson. Approved 5-0. Mr. McNair reviewed some numbers they had put together for the 2000-2001 budget and asked for guidance from the Board. It was agreed that the Board would meet within two weeks to review the proposed budget. 10. Connor's Cause Tournament. (Rod Linville) Mr. Linville said he had received a request from Connor's Cause for Children to put on a fund raising golf tournament to be run by teenagers (they also play in the tournament). M,ain cause of the charity is to help families who have children with life threatening illnesses to get through their hardship. They have requested a $15 rate per player on Tuesday July 25. All players are junior golfers. Chairman Kaiser recommended that jC Resorts negotiate with charities and the Golf Professional use his discretion. 11. Proposal for Offering a Golf Package to Local Hotels and Motels. (Rod Linville) Mr. Linville presented a proposed letter that they would recommend sending to local hotels and motels re golf packages. The Board approved the concept and recommended that jC Resorts take the proposal to the Tourism and Marketing Committee at their next meeting. 12. Guideline for Right to Refuse Service. (Rod Linville) Mr. Linville explained that on occasion they do have problems with guests. Normally, once regulations are explained to them that solves the problem. However, once in a while they have people who continually disobey what they are been requested not to do;. e.g. not park carts immediately next to the greens, cannot play fivesomes etc. When they get habitual offenders they would like to have permission from the Board to say they have a policy in place that gives them the authority to say "we have a policy that gives us the right to refuse service. On several occasions we've asked you politely to please follow our guidelines and policies...." Mr. Linville said he would like the Board's approval giving him the authority to use his discretion in such instances. 6 Director Miller said he agreed with what the other directors had said. He also believes that putting things in writing is very important because then it prevents any accusation that the action is arbitrary. He liked the idea of having something that recognizes the fact that the Golf Pro has full authority to exercise his professional judgment and discretion. However, as appropriate the Pro should look at warnings and progressive kind of penalties based upon, case by case, the severity of the behavior or the action. Having that in a policy protects the Golf Professional against any accusation that he is playing favorites, acting arbitrary or whatever. Chairman Kaiser added that he thinks it is important to document what took place as soon as possible after an incident. Some day we may get a complaint. Director Archibald also suggested that maybe the marshal could make notes of any warnings given out and keep them in a log file and/or give them to the Pro to hold in his file. Mr. McNair said that basically this could mean anything leading up to a warning, suspension, and/or expulsion from the facility. Director Miller said he approved writing and recording a policy in this manner, so that instead of saying that "you shall do a warning or shall do this or that" a warning could lead up to expulsion. The important thing is that the penalty should suit the crime or offense. 13. Use of Private Golf Carts. (Rod Li nvi lie) This issue was discussed in the early days of opening the golf course and at that time the Board denied the use of private golf carts because of the liability that would be involved. 14. Assignment of Agreements/Approval of Golf School. (Manager Benson) a) Consulting and Management Agreement b) Food and Beverage Agreement. c) . Approve Golf School Agreement Manager Benson said he had talked to the General Counsel and he agreed that rather than doing an assignment agreement, which ERGA does not have to do, the Board acknowledge that the transfer is taking place but that it is taking place as allowed under 14.1 of both the Consulting and Management Agreement and the Food and Beverage Agreement. The Golf School Agreement is the same as the other two agreements. He has prepared a letter to JC Resorts noting the above. Director Archibald moved approval of the Letter to JC Resorts and the Golf School Agreement, seconded by Director Wigginton. Approved 5-0. 16. Consider changing date of September board meeting. (Manager Benson) 7 Manager Benson advised that because of activity at City Hall on the day of the September board meeting no meeting rooms will be available. It was agreed to move up the meeting to Thursday, September 21st at 3:00 p.m. 17. Potential Course Enhancements. None. 18. Discussion/Direction Concerning Course Operations, Conditions Needing Change. None. 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.] None. 20. Next Meeting - Thursday, May 26, 2000 at 3:00 p.m. 21. Future Agenda Items: a) Status Report of Starter and Range Structures. (Rod Linville) b) Written Plan and Description with Firm Cost Estimate for Practice Green Modifications. (May, 2000) Uohn McNair/Mark Warren) 22. Adjournment Chairman Kaiser adjourned the meeting at 5:22 p.m. (~:'~~"L ,,' .' _~ f' I e-t,'{"'L<''-'C''- jJ) Patricia Drew, Board Secretary fM04~' Respectfully submitted, Edward Kaiser, Chairman 8