2009-02-10
ENtNINITAS '
` ~ ~kA I ENCIlvITAS RANCH GOLF AUTHORI1'Y
MINUTES OF REGi1LAR MEETING
ENCINITAS CIVIC CENTER
505 SOUTH VULCAN AVENUE
TUESDAY, FEBRUARY 10, 2009 at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:00 p.m.
DIRECTORS PRESENT: Phil Cotton, Peter Cota-Robles, Bill Dean, Chris Hazeltine and
Cindy Jacob.
DIR.ECTORS ABSENT: None.
ALSO PRESENT: Rod Linville, John McNair and Kent Graff, JC Resorts; Chris
Calkins, Carltas until 4:45 p.m.; City Staff, Jay Lembach, Nancy
Sullivan, and Board SecretaryJoan Woods.
There being a quorum present, the meeting was in order. ORAL COMMUNICATIQN
None.
REGULAR AGENDA
1. Approve Minutes of Regular Meeting of Decemberl6, 2008.
ACTION: Cotton moved, Hazeltine seconded to approve the 12-16-08 Regular Meeting minutes.
Motion carried: Ayes: Cota-Robles, Cotton, Dean, Hazeltine, and Jacob. Nays: None.
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2. Review summag of revenues and expenditures for December and update on Capital
Reserves for Decernber. Contact Person: JC Resorts; Rod Linville/John McNair.
. Mr. Rod Linville presented the December summary of revenues and 'expenditures. January
financials were not available.
Mr. Linville stated that the trial of split tee times on weekends resulted with more positive comments than negative from the golfers. Trial results were: increased revenue, additional
early tee times available, but rnore prep time needed for maintenance. Mr. 1klcNair
suggested that another trial be conducted in the spring/summer weekends.
John McNair presented the capital reserves for December.
Mr. Kent Graff suggested utilizing some of the capital reserves for a deferred maintenance
project for a seal coat and patch resurface of the parking lot at an estimated cost of $9,000.
ACTION: :
Hazeltine moved, Cotton seconded to approve the deferred: maintenance project of the
parking lot seal coat and patch resurface. Motion carried: Ayes: Cota-Robles, Cotton,
Dean, Hazeltine, and Jacob. Nays: None. 3. Review of ERGA Pro~erty insurance coverage. Contact Person: Risk Manager Schwarm. -
THIS ITEM WAS CONTINUED TO THE MARCH 24, 2009 MEETING.
4. Discussion on Handicap Accessible Golf Cart. Contact Person: JC Resorts, Rod
Linville.
Mr. Linville updated the Board on Federal CourtRules on Golf Accessibility and suggested
the Board purchase a handicap assessable golf cart due to the recent litigation against the
Marriott's Golf division. Mr. Linville provided a list of carts available, pricing and
suggested the USA Golf Products Inc. Model T version.
The staff recommendation was to receive Board direction on acquisition and/or selection of
a Handicap Accessible Golf cart. ~
ACTION:
Cota-Robles moved, Cotton seconded to approve the acquisition of a USA Golf Products
handicap assessable golf cart and have JC Resorts explore the possibility of renting out the
cart for other JC Resorts properties and/or other local golf courses. Motion carrieds Ayes:
Cota-Robles, Cotton, Dean, Hazeltine, and Jacob. Nays: None.
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5. Discussion on solar energy options available far Encinitas Ranch Golf course.
Mr. Linville stated on the suggestion from the Board, he had solicited infornzation and
pricing on solar energy options for the golf course. One vendor responded with pricing and
suggested that the cart barn and pump house would be good candidates for solar panels,
with the clubhouse not a good location for the solar panels.
Staff recommendation was to receive report and obtain Board direction on the possible
pursuit of solar energy options. The Board suggested Mr. Linville continue gathering
information and pricing on solar energy options and this item be reviewed at a later date.
6. Report , on course enhancements. Contact Person: JC Resorts; Kent Graff.
Mr. Graff reported that aerification of the first;half of greens was just completed with the
second half scheduled the first week of March. Mr. Graff stated that work ori tee box #5
was scheduled for the latter part of March.
7. Update on cell tower discussions: Contact Person: JC Resorts; John McNair.
Mr. McNair stated that General Counsel was reviewing the Verizon cell tower lease regarding the easement ver'sus land lease options. .
Mr. McNair stated that AT & T Cingular had expressed;renewed interest in the remaining
two poles locations at the golf course. Board Director Hazeltine was nominated to assist
Mr. McNair in negotiations.
Finance Manager Lembach suggested to the Board if revenue was received on the new cell
tower lease, to record the revenue per the GAAP accounting treatment that required the
lease revenue be recognized on a monthly basis over the term of the lease.
8. Market report and centralized call'reservation center monthly update. Contact Person: JC
Resorts; John McNair. ~
No market report or recap of central golf reservations cross sell analysis was presented for
the February meeting.
9. Incidents and accidents. Contact Person: JC Resorts; Rod Linville.
Mr. Linville reported on one accident.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
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Chairman Dean stated he had discussed the golf course water quality witfi Kent Graff and would
like further discussions with San Elijo Joint Powers Authority. Director Cotton suggested that
Chairman Dean meet first with the San Dieguito Water District on the water quality issues.
Chairman Dean adjourned the meeting at 5:45 p.m.
Respectfully submitted, "
t,m fYl
an Woods, Board Secretary Bill Dean, Chairman of the Board
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