2008-10-28
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A- N'b..d IN:P. .t, AS . , . . . . - . .
~ INCH ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
ENCINITAS CIVIC CENT'ER
505 SOUTH VULCAN
TUESDAY, OC7COBER 28, 2008 at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:00 p.m, '
DIRECTORS PIZESENT: Phil Cotton, Peter Cota-Robles, Bill Dean, Chris Hazeltine and
Cindy Jacob.
DIRECTORS ABSENT: None.
ALSO PRESENT: Rod Linville, John McNair and Kent Graff, JC Resorts; City 5taff,
Jay Lembach, Nancy Sullivan, and Board Secretary Joan Woods.
There being a quorum present, the meeting was in order.
012AI, COMMUNICATION
None.
REGULAR AGENDA
1. Approve Minutes of Regular Meeting of Sptember 23, 2008.
AC'I'ION:
Hazeltine moved, Cota-Robles seconded to approve the 9-23-08 Regular Meeting minutes.
Motion carried: Ayes: Cota-Robles, Cotton, Dean, Hazeltine, and Jacob. Nays: None.
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2. Encinitas Ranch Golf Authority(ERGA) Treasurers Report - June 30 2008. Contact
Person: Treasurer Lci11bac11.
'I'reasurer Lembach presented the treasurers report for fiscal year ended June 30, 2008
which indicated the pooled investment account earned a total rate of return of 4.91%.
ERGA's portion of those earnings totaled $34,157 for the year. ERGA had $857,800
invested in a guaranteed investment contract with Societe Generale, due to the current
global financial crisis Treasurer Lembach had suggested the Board terminate the contract
with Societe Generale and reinvest in a safe liquid money marlcet fund.
Staff recommendation was to receive the report and authorize the Treasurer, in consultation
with the ERGA Finance sub-committee, to take any and all actions necessary to affect the
return of the monies invested in the guaranteed investment contract with Societe Generale.
AC'I'ION:
Cota-Robles moved, Hazeltine seconded to receive the report and authorize the Treasurer, in
eonsultation with the ERGA Finance sub-committee, to take any and all actions necessary
to affect the return of the monies invested in the guaranteed investment contract with
Socaete Generale. Motion carried: Ayes: Cota-Robles, Cotton, Dean, Hazeltine, and Jacob.
Nays: None,
3. Review summarv of revenues and expenditures/financial statement /update on Capital
Reserves for September: Contact Person: JC Resorts; Rod Linville/John McNair.
Mr. Rod Linville and John McNair presented the September suiruiiary of revenues and
expenditures. Board Member Cotton suggested the ERGA Finance sub-committee review
the budget for any mid-year adjustments.
Staff recommendation was to receive the report.
4. Monthly update on centralized call reservation center. Contact Person: JC Resorts: John
McNair.
This item was talcen out of order and heard after item #5.
5. Discussion on timeline and areas for Golf course over seedingproject. Contact Person: JC
Resorts: Kent Graff.
Mr. Kent Graff reported; that the over seeding project had been completed and cart
restrictions would be lifted on November 1; 2008. Mr. Graff stated the walk on the 3ra tee
box still needed to be completed. He provided pricing and samples of the different '
materials (pavers, syrithetic turf, stainped concrete) and asked the Board for direction.
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Mr. Graff updated the Board that the retaining wall on the Sth tee box work was deferred
during the over seeding proj ect.
BOARl) CONCENSUS:
There was Board consensus to utilize stamped concrete material on the "walk on" for the 3ra
tee box.
Mr. Linville presented an over seeding revenue and rounds analysis comparing 2005, 2006,
2007, and 2008.
Staff recommendation was to receive the report.
4. Monthlv update on centralized call reservation center. Contact Person: JC Resorts: John
McNair.
Mr. McNair presented the recap of Central Golf Reservations Cross Sell Analysis for a
period covered from September 10, 2008 through October 16, 2008.
Staff recommendation was to receive the report.
6. Report on course enhancements. Contact Person: JC Resorts; Kent Graff.
This item was updated with item #5, in the discussion on timeline and areas for golf course
over seeding proj ect.
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7. Update on cell tower discussions. Contact Person: JC Resorts;,John McNair.
Mr. McNair stated that Verizon had voided the option land/lease agreement for the cell
tower and provided a new straight lease option agreement for review by legal counsel and
execution.
Staff recommendation was to receive the report.
8. Incidents and accidents. Contact Person: JC Resorts; Rod Linvill~e.
Mr. Linville reported on one incident and one accident.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Director Hazeltine reported that his department held an event at the Encinitas Ranch clubhouse and
complimented the venue.
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Director Cota-Robles reported that the engineering department had also scheduled a future event at
the Encinitas Ranch clubhouse.
Chairman Dean indicated he had received a compliment on the course candition and thanked Kent
Graff for his good work.
Chairman Dean adjourned the meeting at 5:22 p.m.
Respectfully submitted, , JWWoods, Board Secretary Bill Dean, Chairman of the Board
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