2008-12-16
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UNCd, N.#. TAS. . . . . .
R <~N Cm t f ENCI1vITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING GOLF COURSE CLU.BHOUSE
QUAIL GARDENS DRIVE
TUESDAY, DECEMBER 16, 2008 at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:05 p.m.
DIRECTORS PRESENT: 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 Staff,
Jay Lembach, Jace Schwarm, Nancy Sullivan, and Board Secretary
Joan Woods.
There being a quorum present, the meeting was in order.
ORAL COMMUNICATION
None.
REGULAR AGENDA
l. Approve Minutes of Regular Meeting_of October 28, 2008.
ACTION:
Hazeltine moved, Cotton seconded to approve the 10-28-08 Regular Meeting minutes.
Motion carried: Ayes: Cota-Robles, Cotton, Dean, Hazeltine, and Jacob. Naysc None.
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2. Encinitas Ranch Financial Statements FY 2007-08 with the report on the audit. Contact
Person: Treasurer Lembach.
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Treasurer Lembach presented the audited financial statements for FY 2007-08. Mr.
Lembach stated the analysis of the financial results were slightly below forecasts, with
revenues around $10,000 below projections and expenses were $34,000 over budget. The
analysis of Reserves reflected a shortfall of $127,000.
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Staff recommendation was to receive the report.
3. Information re.port on ERGA insurance coverage. Contact Person: Risk Manager
Schwarm.
Risk Manager Schwarm provided a handout of Encinitas Ranch Golf Authority and J.C.
Resorts insurance coverage. The Board requested a review of insurance coverage of the
commercial buildings be agendized for the next meeting.
4. Review summary of revenues and expenditures far October and November and update on
Capital Reserves for October and November. Contact Person: JC Resorts; Rod
Linville/John McNair.
Mr. Rod Linville presented the October and November summary of revenues and
expenditures.
5. Financial contingency plan. Contact Person: JC Resorts; Rod Linville/John McNair.
Mr. McNair presented the Board with a contingency plan which outlined the action to be
implemented if the economy and revenues declined below 5% of budget.
Mr. Linville presented the Board with a contingency plan which would increase revenues by
utilizing split tee times to be started on December 28, 2008 for a five day trial. 6. Report on course enhancements. Contact Person: JC Resorts; Kent Graff.
Mr. Graff reported that in November the variable frequency drive which affects the pump
stations had to be replaced. Additionally, in December the main line under the concrete slab
in the pump house erupted due to metal fatigue and was replaced.
7. Update on cell tower discussions. Contact Person: JC Resorts; John McNair.
Mr. McNair stated he had received a quote from Unison for the possible purchase of the
Verizon cell tower lease.
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BOARD CONCENSUS:
There was Board consensus for Director Hazeltine to submit the Unison's proposal to
legal counsel for review of both options (a 30 year option versus perpetual option) of
the lease buyout.
8. Market rpportand centralized call reservation center monthlv update. Contact Person: JC
Resorts; John McNair.
Mr. McNair presented the recap of central golf reservations cross sell analysis for
November. Mr: 1VIcNair stated that new advertisements had been run with updated photos promoting the course/clubhouse ocean views.
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9. Incidents and accidents. Contact Person: JC Resorts; Rod Linville.
Mr. Linville reported on one incident and two accidents. :
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Director Hazeltine reported that one tree by the driving range had been lost due to the recent
storm. -
Chairman Dean adjourned the meeting at 5:30 p.m.
Respectfully submitted,
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J n Woods, Board Secretary Bill Dean,_Chairman of the Board
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