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2000-06-29 R.ANe; H CITY OF ENCINITAS ENCINITAS RANCH GOLF AUTHORITY MINUTES OF SPECIAL MEETING LI LAC ROOM 505 South Vulcan Avenue TH URSDA Y, June 29, 2000 at 3:30 p.m. Note change of time MEETING RESCHEDULED FROM JUNE 22 CALL TO ORDER/ROLL CALL Chairman Kaiser called the meeting to order at 3:35 p.m. Present: Edward Kaiser, Susan Lamson, and David Wigginton Director Kerry Miller joined meeting at 3:45 p.m. Director absent: Alan Archibald ORAL COMMUNICATION [3 minutes for each speaker. Maximum 15 minutes for oral communication.] None AGENDIZED BUSINESS ITEMS 1. Approve Minutes of Regular Meeting of May 25, 2000. Director Wigginton requested that paragraph two of item 8 of the minutes reflect that Mark Warren will do the shaping and strip as much sod as he can to be saved and used on other parts of the golf course. The sod would not live long enough to be used on hole 14. The installation of the irrigation modifications will be out-sourced and he will get bids for this work. Director Kaiser moved that the ~inutes be approved as amended, seconded by Director Wigginton. Approved'3-0-2 (Archibald/Miller absent) 2. Review and Approve Men's Club's Proposed Calendar of Events for Year 2000-2001 (Rich Eaton/Jim Hagen) Representatives not present. Issue to be considered at August meeting. 1 3. Review Summary of May, 2000 Revenues and Expenditures/Financial Statement. (Rod Linville/john McNair) Mr. Linville reported that May was a very good month. Total revenues were $419,091 compared to a budget goal of $368,388 for 114% of budget. Expenses were on line at $221,891 compared to budget of $222,910. Net income of $195,354 compared to budget of $143,194 or 136% of budget. Total rounds came in quite high at 7425 for 109% of budget. Year to date rounds are at 69,098 or 103% of budget; net income is $1,612,746 or 123 % of budget. June is a little lighter than May and will probably come in at 6800 or 6900 rounds. Year-end total will probably come in between 75,000 and 76,000 rounds for the year. 4. Review Proposal for Replacing Brome Grass and Adding Color to Golf Course. (Mark Warren) Director Miller joined the meeting at 3:45 p.m. Mark Warren reviewed his proposed plan for planting the various areas of the course and described the various plant options together with their cost. ) Director Wigginton asked if any soil testing had been done to determine the condition of the 6.55 acres under consideration. It was confirmed that no testing had been done. Director Wigginton said he would not recommend that any major investments be made in those areas until it is determined whether or not the conditions are suitable for the plants' that are being proposed and he would recommend that soi I testing be done incrementally to contain the cost. Mr. Warren responded that when he goes to get the soil reports it would assist him in making a good decision to know what kind of plant material interests the Board. Chairman Kaiser said he would like to narrow the study to just a section of the golf course for both soil testing and a planting recommendation. He would recommend hole 16, the signature hole, because as one walks out towards the end of the golf course he sees an eyesore. He would suggest that Mark concentrate on a little bit at a time, and in the area against the houses he would recommend a lot of color, such as the gazanias. Mr. Warren said he would get a soil sample done in the area between holes11and 10 and 16 and report back at the next meeting. Since these two locations are quite a way from each other this would give him a guide to help in determining if other soil samples are needed when they move into other areas. Director Lamson asked if it would be possible to get photographs of the plants under consideration. Mr. McNair said he could probably get digital pictures and would e- mail to directors before the next board meeting. 5. 14th Tee. Uohn Nabors) 2 a) Approval of Grading Plans and Authorize Alan Archibald to sign the plans. b) Review of Landscaping Concepts by Mark Warren and Alan Archibald. c) Approval of Landscape Design Proposal by Chisholm Land Planning. d) Other. John Nabors displayed a map of tee 14 and explained what he is proposing for the grading. Procedurally what he would like to do is to request the Board to approve the concept and to authorize Alan Archibald to sign it as a base plan that they can use. They can then create a series of notes on the plan in order to help the grading contractor when he goes to do the job. He will be in and out of the job in 3-5 days. Mr. Nabors said he is planning to have the grading done some time during the period of August 1-1 5. Director Wigginton said that since there will be no board meeting before August 24, he would like to have the Board set a "general rule of thumb." If the committee of Alan Archibald, Mark Warren, John McNair, john Nabors, and Phil Cotton have a disagreement when it comes to field adjustments, that the issue comes back to the board at a special meeting. ) Mr. Nabors said that his step by step goal is to get Cornerstone's approval, have Mark Warren identify anything he has come up with since the plans were drawn, and have Alan Archibald sign the plans. From there he will get the notes onto the plan so that the contractor will know what to do, and then get the landscaping drawn. At this point he will approach Alan Archibald and Mark Warren to sketch on a signed set of prints the landscaping concept they have already put together. After that he would plan to have the team meet and come up with a consensus plan (as was done with the grading). With the Board's approval, he will hire a landscape architect to put that into a format that we would know is proper and legal, biddable and defendable. He would then have a landscape sheet that will have the grading as a base and which will be run by everybody for their approval and if there is a consensus will have it finished probably in the third week in july. john McNair suggested that he also produce an approximate budget. Mr. Nabors said that as the Board's agents, they would like to have some directions from the Board relative to the use of the $35,000 being contributed by Cornerstone and the preparation of a budget. Mr. Warren suggested that he could put together a list of what the $35,000 would provide; however, it is not going to cover all aspects that have been discussed. I.e. Native material between holes 14 and 15, the moving/replacement/purchase/planting of trees, the demolition and removal off the property of the cart path concrete, re- pouring and replacement of cart path concrete, the irrigation plan, the installation of the irrigation by an outside source, and landscaping. The $35,000 is not going to cover that entire project. He proposed that the project team put together a list of what could be done for $35,000 and bring back to the next board meeting. It was determined that jC Resorts, as the golf course operating contractor, will be the general contractor for the project. john Nabors will be the coordinator. 3 Director Kaiser moved that the Board authorize Alan Archibald to sign off on the grading plan on behalf of the Board, in terms of the conceptual grading plan, seconded by Director Wigginton. Approved 4-0-1 (Archibald absent) Mr. Nabors indicated that with this he anticipates that by the end of july he will have a landscaping plan, agreements with Cornerstone and a set of plans that their contractor understands and knows all the things he has to do to get out of the way, and also have a budget that has been circulated and sent to Manager Benson. Manager Benson said that he would recommend that the Board designate two board members to whom he can submit the proposed budget. If they are comfortable with it then they could go with it. The general guidance would be not to exceed the $35,000. Directors Kaiser and Wigginton agreed to review the proposed budget. Taken out of Order. 10. ) 11. Report from Quail Gardens Drive Bridge Sub-committee (Susan Lamson/Kerry Miller) Director Lamson reported on the bridge subcommittee's meeting with Planning Commission Chair Alice Jacobson. Directors Lamson and Miller, together with John Nabors, met with Commissioner jacobson to discuss the bridge. Commissioner jacobson advised them that there was really only one Commissioner who was holding out for a replica of the Leucadia Bridge. The other three basically felt that they would like a more rural feel with some more natural elements in the bridge - e.g. wood and rock. The subcommittee reviewed some photographs and also went to the site of the Leucadia Bridge and the proposed site for the Quail Gardens Drive Bridge. They all felt it would be nice to have something with stone and wood and they also discussed the possibility of having it a one-lane bridge rather than two. Also discussed having a three-column bridge or one with just one central column. Quail Gardens Drive Bridge. Uohn Nabors) john Nabors laid out a drawing of the Leucadia bridge which is a 3-span poured-in- place bridge, and explained that Jim Gay of Hazard Construction was given the task of putting something together from the input john Nabors was able to give him from the subcommittee's meeting with Planning Commissioner jacobson. jim Gay discussed the ideas that he had and showed some pictures of other bridges with some specific details. However, the price range was more than the $225,000 that ERGA had in the budget - about $25-40,000 more. He reminded the board members that a wood bridge has to be sprayed and treated every so often. They come pressure treated and tend to get darker as time goes on. Sometimes they begin to look so bad that they end up having to be painted. The advantage of the one that fits the budget is that it is corten steel. It rusts once and looks that same color forever. The manufacturer suggests a timber deck since concrete would add too much dead load. 4 Commissioner Jacobson said that after her meeting with the ERGA subcommittee, she had mentioned to a couple of her Planning Commissioners that she had met with the ERGA people. There was general consensus that a replicated bridge was not really what was called for in the area. Commissioner Jacobson told them that ERGA was now looking at wood, stone, and a more rural feel. While she can't speak for all commissioners, she feels that at least she has a couple who probably would be moving in the direction she is leading ERGA. Director Miller said that when they went out to look at the site they all came to an agreement that if a bridge could be created that had more of a natural materials look to it, that it would probably be a very nice complement to the golf course. john Nabors stated that he and the subcommittee had realized they needed something to bring to the meeting so he had asked jim Gay to prepare something to show the Board in order to have a productive meeting. It was not in Mr. Gay's contract to do this new work because he had been given the type of bridge and requested a design- built proposal. He was asked to do this new fixed-fee proposal and then there would be time and materials to do some exploration. Mr. Nabors felt that if the board could focus on the kinds of bridges that appealed, jim Gay could go back and actually produce a better sketch of a design and a better cost estimate. Mr. Nabors said that jim Gay has a written proposal that he has verbally agreed to change to "Time and Materials." Director Miller moved that the Board authorize the design work to proceed and that Mr. Gay be instructed to work with the Subcommittee, seconded by Director Kaiser. Approved 4-0-1 (Archibald absent). Director Miller left the meeting at this point (4:50 p.m.) and also Planning Commissioner Jacobson. 6. Incidents and Accidents. (Rod Linville) Rod Linville reported to the Board on a number of incidents that had occurred on the course. 7. Potential Course Enhancements. Mr. Linville advised that the range and starter buildings are partially constructed and should be completed in the following week. 8. Discussion/Direction Concerning Course Operations, Conditions Needing Change. Mr. Linville reminded the Board that the july 11, 2000 joint Chambers of Commerce Sundowner will be hosted at the Ranch Golf Course. They are expecting approximately 150 people from the Encinitas and Cardiff Chambers. 5 Mr. Linville also distributed some flyers on the City Championship and advised that they are now taking applications. 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.] Manager Benson distributed copies of letters he had received from Cary Bickler and also Leucadia County Water District. The Leucadia County Water letter was a follow up to the ERGA request to waive the requirement for sewer use to annex to the District. They have basically approved the request and acknowledged that it would be half an EDUper year which would cost about $77 under the current rate structure to hook up the facility. So, whenever ERGA can handle financially, it will be in a position to do the rest room on the north end without having any obstacles. Manager Benson referred to the letter received from Cary Bickler and recommended that the Board address it at the August meeting and then refer to Director Wigginton. Chairman Kaiser concurred with the recommendation. 12. Next Meeting - Thursday, August 24, 20003:00 p.m. Meeting adjourned into Closed Session at 5:00 p.m. 13. CLOSED SESSION: EMPLOYEE PERFORMANCE EVALUATION AUTHORITY: Gov. Code ~ 54957 Title: (a) Head Golf Professional (b) Golf Course Superintendent 14. Meeting adjourned at 5: 15 p.m. with no reportable action. Respectfully submitted, /(]!L' "& ' ~./ -1..4..i:..LiL" ... . JC.A.J-/ Patricia Drew, Secretary /~/t.-:bV'/'//' , /'/'ttl /"4( (,~~ Ed~ard Kaiser, Chai rman 6