2009-08-25
E N C 1 N ~ I T A S
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ENCINITAS RANCH GOLF AUTHQRITY
NOTICE/AGENDA of REGULAR MEETING
ENCINITAS CIVIC CENTER
505 SOUTH ViJLCAN AVE
TUESDAY. AUGUST 25, 2009 at 4:00 p.m.
THE ENCINITAS RANCH GOLF AUTHORITY IS AN EQUAL OPPORTUNITY PUBLIC ENTITIES AND DO iVOT DISCRIMINATE
ON THE BASIS OF RACE, COLOR, NATIONAL ORIGIN, SEX, RELIGION, AGE OR DISABILITY IN EMPLOYMENT UR T'HE
PROVISION OF SERVICE. PLEASE NOTIFY THE COMMITTEE SECRETARY AT LEAST 24 HOURS BEFURE THE MEETING IF
DISABILITY ACCOMMODATIONS ARE NEEllEll. IF YOU WISH TO SPEAK TO ANITEM ON THE AGENDA, PLEASE FILL
OUT THE APPROPRIATE SPEAKER $LIP AND HAND IT TU THE COMMITTEE SECRETARY BEFORE THAT ITEM IS
ANNOUNCED BY THE CHAIR. SPEAKER SLIPS WILL NOT BE ACCEPTED ONCE THAT ITEM HAS BEEN ANiVOUNCED.
ANY WRITINGS OR DOCUMENTS PROVIDETI TO A MAJORITY OF THE BOARD REGARDING ANY ITEM ON TIITS
A(GENDA WILL BE MADE ?iVAILABLE F(aR PUBLYC INSPECTION AT THE-BOARD-SECRET-AR-Y-'S-OEFICE_AT-T-HE CI-TY'S
CIVIC CENTERDURING NORMAL BUSIN''ESS HOURS.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:00 p.m.
DIRECTORS PRESENT: Ph'il Cotton, Peter Cota-Robles, Bill Dean, and Chris Hazeltine.
DIRECTORS ABSENT: Cinciy Jacab.
ALSO PRESENT: Kent Graff; Rod Linville and John McNair frorn JC Resorts; Chris
Calkins (until S:OU p,m.) from Carltas; City Staff, Jay Lembach,
NTaticy Sullivan and F3oard SeG.retary Joan Woods. '
The.re being a quorurn present, the jneeting was in orcier.
ORAL COMMLJNICA'I'ION:
Paul Hansford spoke regarding golf ra'tes for seniars.
AGENDIZED BUSINESS II"LM5
l. Approve Minutes of Special Mectiniz uf , 6-23-09. Contact Person: Board
Secreta,a Woods:
'T'he I3oard approved the changes to trie cninutes as follows:
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Page 3: Update on Cell Tower Discussions.
Mr. McNair suggested that the new ball machine facilities which would be housed with the cell
tower equipment should remain defined as separate premises in the agreements.
ACTION:
Hazeltine moved, Cotton seconded to approve the amended 6-23-09 Regular Meeting
minutes. Motion carried: Ayes: Cota-Robles, Cotton, Dean, and Hazeltine. Nays: None.
Absent: Jacob.
2. Review Suirunary of Revenues and Expenditures/Financial Statement/update on
Cgpital Reserves for June and Julv. Contact Person: JC Resorts; Rod Linville/John
McNair.
Mr. Rod Linville presented the June and July suirunary of revenues and expenditures. Mr.
Kent Graff presented the capitalreserves for June and July.
Mr. Rod Linville stated that the split tees trial in August was not successful during the
summer because the early morning and twilight tee times were not completely filled.
The Board requested that JC Resorts provide statistics and comparisons of local golf course
rounds, revenues, trends, and an "experience of ratios" to be used for a formula of
unclaimed gift card revenue. ,
3. Discussion of Contingencv Plan including proactive revenue planning and FY 09/10
Capital Reserve Bud eg t Expenditures Contact Person: ChairmanDean.
Review and provide direction on the finance subcommittee's recommended revenue
planning contingency plan. ~
OverseedinThe tees and fairways only, and not overseeding the roughs.
ACTION:
Cotton moved, Cota-Robles seconded to approve overseeding the tees and fairways only, and
not the roughs. Motion carried: Ayes: Cota-Robles, Cotton, Dean, and Hazeltine. Nays:
None. Absent: Jacob.
Securit : Eliminated security guard service and the installation of an expansive security
system.
The Board suggested evaluating a caretaker option to supplement the security system. ~
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ACTION:
Cota-Robles moved, Cotton seconded to eliminated security guard service and installation of
an expansive security system. Motion carried: Ayes: Cota-Robles, Cotton, Dean, and
Hazeltine. Nays: None. Absent: Jacob.
Irrigation Changes: Make irrigation changes that would reduce water usage to the rough.
The impact of the water reduction would be closely rnonitored.
ACTION:
Cota-Robles moved, Cotton seconded to make the irrigation changes that would reduce
water usage to the rough, the impact of the water reduction would be closely monitored,
with additional signage posted at the course on the water conservation efforts. Motion
carried: Ayes: Cota-Robles, Cotton, Dean, and Hazeltine. Nays: None. Absent: Jacob.
Tee box reduction: The reduction of one tee box on holes number 6 and 11 and
reduction of two tee boxes on 12; and convert the area into minimal watered areas. ,
The Finance Committee recommendation was not to reduce any tee boxes at this time.
No action taken by the Board.
Purchase maintenance equipment instead of leasing: The purchase of equipment would
save interest and document fees.
ACTION: Cotton moved, Cota-Robles seconded to purchase maintenance equipment instead of leasing
and to identify the proposed replacement equipment in the deferred maintenance projects
with their perspective shelf life cycles. Motion carried: Ayes: Cota-Robles, Cotton, Dean,
and Hazeltine. Nays: None. Absent: Jacob.
Changing front and baclc nine: Making hole #10 played as the first hole, would eliminate
the need to have a Starter at the current first iee box and be a natural improvement to the
flow of the golf course.
ACTION:
Cotton moved, Cota-Robles seconded to reverse the front nine holes with the back nine
holes. Motion carried: Ayes: Cota-Robles, Cotton, Dean, and Hazeltine. Nays: None.
Absent: Jacob.
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4. Tee time discussions. Contact Person: JC Resorts; Rod Linville
This item was discussed with item #2.
5. Marketing report and centralized call reservation center monthly update. Contact
Person: JC Resorts; John McNair/Rod Linville.
Mr. John McNair stated the "Rediscover A Coastal Favorite" special pricing advertisement with
the North County Times resulted in no new sales and breakeven sales with the Union Tribune. Mr.
McNair suggested that no new marketing efforts be done until October once the weather becomes
cooler.
6. Report on Course Enhancements. Contact Person: JC Resorts; Kent Graff.
Mr. Kent Graff stated they had started preparation for cart path enhancements, overseeding and
aerification to begin in September.
Mr. Rod Linville presented a survey conducted by the golfers to specify the locations where the ~
golfers were drawn from. The results indicated that 77.1% of players where from outside the
Encinitas area.
7. Update on Cell Tower Discussions. Contact Person: JC Resorts; John
McNair.
Mr. McNair reported that the Verizon cell tower was now online.
8. hlcidents and Accidents. Contact Person: JC Resorts; Rod Linville.
Mr. Rod Linville reported on one incident for the month of July.
ADJOURNMENT
Chairman Dean adjourned the meeting at 5:45 p.m.
Respectfully subrriitted,
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Jo Woods, Board Secretary Bi11 Dean, Chairman of the Board
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