2007-09-25
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
TUESDAY, SEPTEMBER 25, 2007 at 4:00 p.m.
CALL TO ORDERlROLL CALL
Chairman Dean called the meeting to order at 4:05 p.m.
DIRECTORS PRESENT: Bill Dean, Peter Cota-Robles, Cindy Jacob, Phil Cotton and Chris
Hazeltine.
DIRECTORS ABSENT: None.
ALSO PRESENT: John McNair, Rod Linville and Kent Graff, JC Resorts; Chris
Calkins (until 4:45 p.m.), Carltas Co.; Staff Member Nancy
Sullivan and Board Secretary Joan Woods.
ORAL COMMUNICATION
None.
REGULAR AGENDA
1. Approve Minutes of Regular Meeting of August 28, 2007.
ACTION:
Cotton moved, Hazeltine seconded to approve the amended August 28, 2007 regular minutes.
Ayes: Cota-Robles, Cotton, Dean, Hazeltine and Jacob. Nays: None.
1
2. Review Summary of Revenues and Expenditures/Financial Statement/update on Capital
Reserves for August 2007. (Rod Linville/John McNair)
Mr. Linville reviewed the summary of the August financial report.
Revenues for the month were $514,065 compared to a budget of $524,982 or 98% of
budget; Expenditures were $328,666 compared to a budget of $335,499 or 98% of budget;
Income for the month was $185,399 compared to a budget of $189,483 or 98% of budget.
Total rounds were 7,377 compared to a budget of 7,472 or 99% of budget.
Year to date net income was $401,991 compared to a budget of $408,740 or 98% of budget.
Year to date total rounds were 15,215. compared to a budget of 15,396 or 99% of budget.
Mr. Linville responded to the Board regarding the decrease in revenue from the pro shop.
He stated revenue had been increasing each month since the completion of the clubhouse
expansion and that revenue should hit budget in September.
Mr. Graffpresented a revised summary of capital reserve and expenditures. The August 31,
2007 summary reflected a capital reserve balance of $25,523, clubhouse reserves balance of
-0-, and long term capital reserve balance of $10,341 for total reserves of $35,864. Mr.
Graff stated that future summaries of capital reserve and expenditures would no longer
reflect the clubhouse reserves.
Director Cotton directed JC Resorts to not access current capital reserves and retain the
reserves for the replenishment of the borrowed operating cash reserves for the clubhouse
expanSIOn.
3.
Encinitas Ranch Golf Course Marketing Plan. .
(John McNair)
Mr. McNair stated that the first 24 days of September were on track and there were no
changes to the marketing plan at this time.
4.
Report on Course Enhancements.
(Kent Graff)
Mr. Graff reported that the continued program of force feeding the plant material to promote
the Bermuda grass growth had good results this summer and would continue forthe next 30
days. Mr. Graff said that the first phase of the aerification of the greens was done this week.
Mr. Graff said phase two would be completed the following week with new aerification
equipment.
Mr. Graff stated that some major repairs to the water tank had been completed. The repairs
consisted of new poured foundation blocks and support beam replacements. Mr. Graff
2
utilized recycled material from the trellis to blend in with the weathered look of the water
tank.
5. Update on Cell Tower Discussions. (John McNair)
Mr. McNair reported that the cell towers were still on hold and he would update the Board
again in three months.
6.
Incidents and Accidents.
(Rod Linville)
Mr. Linville reported there were two incidents and accidents this month. The first incident
was when a construction worker (clubhouse project) brought a client to view the project and
ran into a concrete light stand in the parking lot. This resulted in damage to the vehicle and
the client was injured. Mr. Linville stated that until the lights can be changed or upgraded,
staff painted a band on the upper portion of the light stand with optic paint, to be more
easily seen. The second incident was damage to the wall in the men's restroom caused by a
fist through the sheetrock.
Mr. McNair suggested purchasing concrete wheel stops to border a few feet around the
concrete light stand when funds were available as an interim until the permanent lighting
issue can be addressed.
7. Directors and/or Manager Reports
Chairman Dean complimented staff on the Sundowner he attended at the clubhouse on
September 18,2007. Mr. Linville stated he would like to host a Sundowner event annually,
as it was a great advertising opportunity. Director Cotton suggested contacting the
Chamber about hosting their annual golf tournament and capitalizing the event with a
Sundowner event.
Director Hazeltine notified the Board he responded to Alex Kyman's oral communication
request for senior rates and a copy of Mr. Hazeltine's letter was provided to the Board.
8. Next Meeting - Tuesday, October 23, 2007 at 4:00 p.m.
9. Adjournment
Chairman Dean adjourned the meeting at 4:50 p.m.
Respectfully submitted,
(L. ,I. ,) ..0
'. ,{rfff/Ii.. tYl. 'vU rJ-~
J o~n Woods, Board Secretary
AtfL!fl-
William T. Dean, Chairman of the Board
3