2007-11-13
CITY OF ENCINITAS
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
TUESDAY, NOVEMBER 13, 2007 at 2:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 2:07 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,
Carltas Co. (at 2:20 p.m.); City Staff Jennifer Smith, Nancy Sullivan and
Board Secretary Joan Woods.
ORAL COMMUNICATION
None.
REGULAR AGENDA
1. Approve Minutes of Regular Meeting of September 25,2007.
ACTION:
Hazeltine moved, Jacob seconded to approve the September 25, 2007 regular minutes. Ayes: Cota-
Robles, Cotton, Dean, Hazeltine and Jacob. Nays: None.
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2. Review Summary of Revenues and Expenditures/Financial Statement/update on Capital Reserves
for September 2007. (Rod Linville/John McNair)
Mr. Linville reviewed the summary ofthe September financial report.
Revenues for the month were $419,143 compared to a budget of $408,324 or 103% of budget;
Expenditures were $312,772 compared to a budget of $324,418 or 96% of budget; Income for the
month was $106,371 compared to a budget of$83,906 or 127% of budget: Total rounds were 5,709
compared to a budget of 5,573 or 102% of budget.
Year to date net income was $508,361 compared to abudget of $492,648 or 103% of budget. Year
to date total-rounds were 20,924 compared to a budget of20,969 or 100% of budget.
Chairman Dean congratulated Mr. Linville on his prediction of the pro shop's revenue meeting
budget for September.
October financi~ls were not available at the meeting date. Due to the fires in San Diego County
affecting the air quality, the golf course was closed from noon on 10-22-07 and all day on 10-23-07.
Mr. Linville stated that Wednesday, October 24, 2007 golf rounds started to pick up and by Friday
rounds were back to normal. Mr. Linville said that October totals did not hit budget on revenues,
but expenditures were also down. He stated that total rounds were down about 400.
Mr. McNair stated that they had submitted a claim to insurance for lost revenue due to the October
fires. He further suggested that an item for "Fire Damage Insurance Recovery Update" be agendized
for the next meeting.
Item #8 was taken out of order.
8.
Update on Cell Tower Discussion
(John McNair)
Mr. McNair updated the Board and stated that the cell tower qiscussions with Cingular had been put
on hold until 2009.
Mr. McNair stated the cell tower discussions had started with Verizon. Verizon had expressed
interest in the Encinitas Ranch location and stated they would require two poles. Mr. McNair
proposed the first pole be reserved for Cingular's development in 2009 and offer the second and
third poles to Verizon for development in 2008. Mr. McNair provided a photo simulation of the
proposed cell site along with the range ball machine room enlargement to house the equipment for
one cell tower facility. Mr. McNair stated a factor of consideration was that the range ball machine
room would have to be enlarged an additional 60% to house the equipment for both vendors in 2009.
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Mr. McNair suggested a matching fac;ade of the clubhouse on the north and south side of the cart
barn for aesthetics. The approximate cost of both the facades was $36;000.
Mr. McNair asked the Board for authorization to negotiate the cell tower standard lease terms of
$2600100 monthly for a 5 year term plus 3 renewal options with Verizon.
Director Cotton suggested that any augmentation to the cart barn be addressed after the Clubhouse
expansion was paid off.
Director Hazeltine suggested negotiating for higher terms because Verizon requested two poles for
their cell tower location.
ACTION:
Jacob moved, Cotton seconded to authorize John McNair to negotiate with Verizon for the second
and third pole location for the proposed cell tower and enter into contract after ERGA legal review.
Ayes: Cota-Robles, Cotton, Dean, Hazeltine and Jacob. Nays: None.
3.
Report on Course Enhancements.
(Kent Graff)
Mr. Graff addressed the Board regarding the lighting issues in the parking lot and clubhouse
pathways. Mr. Graff suggested that the Board review landscape lighting as opposed to pole lighting.
Mr. Graff stated there were three options for the landscape lighting:
1. Mr. Graff said that a lighting expert from Hydroscape provided free consultation services. The
proposed landscape lighting consisted of "use of the islands with up lights and down lights from
trees". This option utilizes brass fixtures with a lifetime warranty at a cost of approximately
$25,000 to $35,000.
2. Mr. Graff stated there was a similar version provided by Home Depot, but not the same quality
and would only last about 1 year. The system would illuminate the pathways only.
3. Mr. Graff said the last option would be similar to holiday lighting. This option was proposed
with mini lights on the tree trunks.
Chris Calkins suggested that the Board consider the holiday lighting as a temporary solution until a
permanent lighting solution can be addressed.
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ACTION:
Jacob moved, Cotton seconded to authorize Kent Graff expenditures of approximately $3,000 for
temporary lighting in the form of the holiday lighting option to reduce liability and bring a proposal
for permanent lighting at a later date. Ayes: Cota-Robles, Cotton, Dean, Hazeltine and Jacob. Nays:
None.
4.
Incidents and Accidents.
(Rod Linville)
Rod Linville stated that there were two incidents for the month of October. The first incident was
the fires that were previously discussed on agenda item 2 (Financial Review).
Mr. Linville stated that the second incident was that the Ladies Club had decided not to renew one
individual's membership and she was seeking legal council. Mr. McNair suggested that Mr. Linville
review their bylaws and have ERGA's legal council review.
5. Directors and/or Manager Reports
There were no Directors and/or Manager Reports.
6. Next Meeting
The Board decided to hold the December meeting at the Clubhouse, but no date was set.
7. Adjournment
Chairman Dean adjourned the meeting at 3:00 p.m.
8.
Update on Cell Tower Discussion
(John McNair)
This item was addressed before item 3.
Respectfully submitted,
/), '. JJ 0J J ';
l.4ltVA-/j. uJ~
J~an Woods, Board Secretary
Bill Dean, Chairman ofthe Board
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