2009-04-28
R4§NCH ENCINITAS RANCH GOLF AUTHORI'TY
MINUTES OF REGULAR MEETING
ENCINITAS CIVIC CENTER ,
505 SpUTH VULCAN AVENUE
TUESDAY, APRIL 28, 2009 at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:03 p.m.
DIRECTORS PRESENT: Phil Cotton, ' Peter Cota-Robles, Bill Dean, Chris Hazeltine and
Cindy Jacob.
DIRECTORS ABSENT: None.
ALSO PRESENT: Rod Linville and John McNair from JC Resorts; Chris Calkins from
Carltas (froin 4:10 to 5:15 p.m).; City Staff, Jay Lembach and Board
Secretary Joan Woods.
There being a quorum present, the meeting was in order.
ORAL COMMUNICATION
None.
REGULAR AGENDA
1. Approve Minutes of Regular Meeting of March 24, 2009.
ACTION:
Cota-Robles moved, Jacob seconded to approve the 3-24-09 Regular Meeting minutes.
Motion carried: Ayes: Cota-Robles, Cotton, Dean, and Jacob. Nays: None. Abstain:
Hazeltine. ° 1
2. Review summary of revenues and expenditures for Januarv and Februarv and update on
Capital Reserves for March. Contact Person: JC Resorts; Rod Linville/John
McNair. :
Mr. Rod Linville presented the March summary of revenues and expenditures and the
capital reserves for March:
JC Resorts was directed to monitor the capital budget and make any Board-approved
changes to the Capital Budget, such as additions for new projects or changes to the
approved budget amounts. JC Resorts would report monthly the'actual capital spent and
year-to-date (YTD) capital spent.
BOARD CONSENSUS: There was consensus of the Board which established a policy on Capital Budgetfng:
• A capital budget would be established each fiscal year.
• Any capital appropriations remaining unspent at fiscal year-end would lapse, and
the amount(s) would be returned to the capital, reserve. -
• Any further spending on any approved capital project(s) not completed within the
current fiscal year must be reauthorized by the Board.
3. Discussion on Encinitas Ranch Grill marketing. Contact Person: JC Resorts; John McNair.
Mr: John McNair reported the plans for Encinitas Ranch Grill marketing consisted of new
signage from the street directed to the clubhouse and golf course, additional marketing of
the banquet'facility and temporary banners to be displayed periodically.
4. Preliminarv discussion of 2009 -2010 ERGA Budget. Contact Person: JC Resorts; John .
McNair.
John McNair presented the finance sub-committee's preliminary budget. The preliminary
budget was forecasted with 67,000 total rounds, increased rates for Fridays, Saturdays and
Sundays, utilization of cell tower capital improvement fund received from Verizon, and
deferment of the 1% long term capital reserve funding for one year.
The Board directed the finance sub-committee to provide revisions to the forecasted budget;
without the deferment of the 1% long term capital reserve funding and the reformulation of
the cell tower capital improvement funds revenue to be resubmitted at the May meeting.
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5. Marketing re^port and centralized call reservation center monthlv update. Contact Persori:
JC Resorts; John McNair/Rod Linville.
Mr. McNair presented the March 27 - April 25, 2009 central golf reservations cross sell
analysis.
6. Report on Course Enhancements. Contact Person: JC Resorts; Kent Graff. Mr. Linville stated that ihe tee enlargement for hole #5 was to be sodded today along with
re-sodding the driving range. Mr. Linville suggested a future course enhancement of
putting in a bunker on hole #7 on the right side where it had been difficult for the grass to
grow.
7. Update on Ce11 Tower Discussions. Contact Person: JC Resortsti John McNair.
Mr. McNair stated that AT & T was continuing the negotiations far the cell tower site at the
ball slled and would work with Director Hazeltine. Verizon had executed the lease
agreements and they had "the bid walk" with the contractors and bids were due this week
for the construction.
8. Incidents and accidents. Contact Person: JC Resorts; Rod Linville.
Mr. Linville reported on three incidents.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Finance Manager Lembach reported that new auditors, Macias Gini & 0'Connell had been
selected for the professional audit services for the Encinitas Ranch Go1f Authority (ERGA).
Chairman Dean requested that the Encinitas Ranch Golf Authority documents be forwarded to him
via the Board Secretary.
ChairmanDean adjourned the meeting at 535 p.m.
Respectfully submitted,
J Woods, Board Secretary Bill Dean, Chairman of the Board
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