2010-01-26 ERGC Agenda Packet I
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C~TY~F ENC~N~TAS
ENCINITAS RANCI~ G~LF C~RP~RATI~N
- - N~TICEIAGENDA ~F ANNUAL MEETING
Lilac Room, Civic Center
5U5 Sau~h Vulcan Avenue
TUESDAY, JANUARY Z6, 2010 at 4:0~ p.m.
THE CITY OF ENCINITAS IS AN EQUAL OPPURTUNITY PUBL~C ENTYTY AND DQES NUT. DCSCRIMINAT~ UN THE BASIS UF RACE, COL~R, NAT[ONAL QRIGIN, SE~C, RELIGIUN, AGE UR DISABILITY 1N EMPL4YMENT QR THE PRUVISIQN UF
SERVICE. PLEASE NOTIFY THE COMMrI'1'EE SECRETARY AT LEAST 24 H4URS BEF~RE THE MEETING IF DISABIL~TY
ACC4MMODATIUNS AR~ NE~DED. IF Y4U WISH TO SPEAK TO AN ITEM QN THE AGENDA, PLEASE FILL OUT THE APPRUPR~ATE SPEAKER SL~P AND HAND IT TD THE COMMYTTEE SECRETARY BEF~RE THAT ITEM IS ANNUUNCED
BY THE CHAIR. SPEAKER SLIPS WILL N4T BE ACCEPTFD FOR AN ITEM ONCE THAT ITEM HAS BEEN ANNOUNCED,
CALL T~ ~RDERIR~LL CALL
~RAL C~MMUNICATIUN
RE~ULAR AGENDA
1. Report on the number of Directors present in person.
2. Approve Minutes of Regula~ Annual Mee~ing of March ~4, ~009.
3, Presentatzon and Consideration of Repor~s of ~irec~ors.
4. Unfinished Business.
5. New Bu.siness.
6. Adjournment
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CITY OF ENCINITAS
ENCINITAS RANCH GOLF CORPORATION
MINUTES OF ANNUAL MEETING
Lilac Room, Civic Center
505 South Vulcan Avenue
TUESDAY, MARCH 24, 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: Peter Cota-Robles, Phil Cotton, Bill Dean, and Cindy Jacob.
DIRECTORS ABSENT: Chris Hazeltine.
ALSO PRESENT: Chris Calkins, Carltas Co.; Rod Linville, and Kent Graff, JC Resorts;
City Staff, Jay Lembach, and Board Secretary Joan VVoods.
ORAL COMMUNICATION
None.
REGULAR AGENDA
1. Report on the number of Directors present in person.
Directors Peter Cota-Robles, Phil Cotton, Bill Dean, and Cindy Jacob present. Director
Chris Hazeltine absent.
2. Approve Minutes of Re~ular Annual Meetin . of January 22, 2008.
ACTION:
Cotton moved, Jacob seconded to approve the January 22, 2008 regular minutes. Motion
Carried: Ayes: Cota-Robles, Cotton, Dean, Jacob. Nays: None. Absent: Hazeltine.
3. Presentation and Consideration of Re~orts of Directors.
No reports presented.
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4. Unfinished Business.
No unfinished business.
5. New Business.
. No new usiness.
6. Adj ournment
Chairman Dean adjourned the meeting at 4:00 p.m.
Respectfully submitted,
Joan VVoods, Board Secretary Bill Dean, Chairman of the Board
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ENCINITAS R~A►.N~H G~LF AUTHqRITY
N~TICEIA~ENDA of REGULAI~ MEETING
ENCI~ITAS CIVIC CENTER
505 SQUTH Vi~LCAN AVE
TUESDAY, January Z6, 2014 at 4:00~ p.rn.
THE ~NCINITAS RANC~i G~LF AUTHORITY IS AN EQUAL UPPORTUNITY PifBLYC ENTITCES AND DO NOT DISCRIMINATE
QN THF BASIS OF RACE, CULUR, NATIONAL URIGIN, SEX, REL~GIQN, AGE UR DISABILITY IN EMPI~OYMENT OR THE PRQVISION OF SERVICE. PLEASE NOTITY THE COMMITTEE SECRETARY AT LEAST Z~ H4URS BEF4RE THE MEETING YF
DISABILITY ACCOMM~DATIDNS ARE NEEDED, IF YUU WISH T~ SPEAK TQ AN ITEM 4N THE AGENDA, PLEASE FILL
U~.1T THE APPR4PRYATE SPEAKER SLIP AND HAND IT TO THE CUMMITTEE SECRETARY BEF4RE TI~AT ITEM IS ANN~UNCED BY THE CHAIR. SPEAKER SLIPS WILL NOT BE ACCEPTED 4NCE THAT ITEM HAS BEEN ANNUUNCED.
ANY WRITINGS OR DOCUMENTS PROVIDED TO A MAJ4RITY ~F THE BQARD REGARDING ANY iTEM UN THIS AGENDA WILL BE MADE AVAILABLE FUR PUBLIC INSPECTIUN AT THE BUARD SECR~TARY'S 4FFICE AT THE CYTY'S
CIVIC CENTER DURING N4RMAL BUSiNESS HOURS. ~
CALL T~ ~RDERIR~LL CALL
~RAL C~MMITNICATIDN [3 minutes far each speaker. Maximum 15 minutes for
Qrai communica~ion.]
AGE~IZED I~USINESS I7CEMS
AGENDA TITLE STAFF RE~~IVIMENDATI~N
~ 1. Approve Minutes of Special Meeting of Approve Minutes.
12~15~09. Contact Person: Board
Secret Woods,
~ 2, Revie~r Summary of Revenues and Receive report.
Expenditure s~F inancial
~ Statementlupdate on Capita~ Reserves
for ~ecember. Con~act Person: J~
Resor~s; Rod Linvil~elJahn McNair,
3, Marketing _ report, go~f promotions and Receiv~ report.
~ centralized ca~l reservation center
monthly update. Contact Person:
JC Resorts, John McNairlR.od
Linvi~le.
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4. Repo~t on Course Enhancements. Receive repor~.
Contact Person: JC Resorts; Kent Graff.
5. Updafe on Cel~ Tower Discussions. Receive repor~.
Con~acti Person: JC Resorts; John
McNair.
6. Incidents and Accidents. Con~act Receive repor~.
Person: JC Resorts; Rod Linv~lle.
REP~RT~ FR~M DIRECT~RS ANDIUR MANAG~R REP~RTS
ADJ~URNMENT
I, Joan V~oods, certify that I caused the abave NoticelAgenda to be pasted on the
C~ty Hal~ and Club House bulle~in boards on 72 haurs before ~he
meeting.
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Mee~ng Secretary
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~ ~ ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
GOLF COURSE CLUBHOUSE
QUAIL GARDENS DRIVE
TUESDAY, DECEMBER 15, 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, Bill Dean, Chris Hazeltine, and Cindy Jacob.
DIRECTORS ABSENT: Peter Cota-Robles.
ALSO PRESENT: Kent Graff, Rod Linville and John McNair from JC Resorts; City
Staff, Jay Lembach, Nancy Sullivan and Board Secretary Joan
~Uoods.
There being a quorum present, the meeting was in order.
ORAL COMMUNICATION:
None.
AGENDIZED BUSINESS ITEMS
1. Approve Minutes of Special Meetin~ of 10-27-09. Contact Person: Board
Secretary ~Uoods.
ACTION:
Cotton moved, Jacob seconded to approve the 10-27-09 Regular Meeting minutes. Motion
carried: Ayes: Cotton, Dean, Jacob and Hazeltine. Nays: None. Absent: Cota-Robles.
2. Review Summary of Revenues and Expenditures/Financial Statement/update on .
Capital Reserves for October and November. Contact Person: JC Resorts; Rod
Linville/Kent Graff.
Mr. Rod Linville presented the October and November summary of revenues and
expenditures. Mr. Kent Graff presented the capital reserves for October and November.
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3. Deferred Capital Proj ects for Approval. Contact Person: JC Resorts, Rod Linville.
Mr. Lindville presented a recap of deferred maintenance/replacement projects and indicated
the need for a replacement of the driving range ball machine. The new ball machine
eliminated the use of tokens, which would provide a cost savings in tokens purchased and a
better accounting of the balls dispensed.
ACTION:
Hazeltine moved, Cotton seconded to approve the purchase of a Driving Range Ball Machine
moving the item from a deferred maintenance project to a budgeted capital project for FY
09/10 in an amount not to exceed ~13,000. Motion carried: Ayes: Cotton, Dean, Jacob and
Hazeltine. Nays: None. Absent: Cota-Robles.
4. Marketing report and centralized call reservation center monthl~pdate. Contact Person:
JC Resorts, John McNair/Rod Linville.
Mr. McNair stated that he was reviewing the reduction of the call center's evening hours of
operation and would be exploring new co-op marketing efforts.
5. Discussion of pro~osal for Car washin , polishin~, and detailin~ service. Contact Person:
Chairman Dean.
Chairman Dean stated a proposal was received for a car washing service. The Board
decided it was not part of the golf course's core business.
ACTION:
Hazeltine moved, Cotton seconded to have Chairman Dean prepare a letter of the Board's
decision not to entertain the proposal. Motion carried: Ayes: Cotton, Dean, Jacob and
Hazeltine. Nays: None. Absent: Cota-Robles.
6. Update on Cell Tower Discussions. Contact Person: JC Resorts; John .
McNalr.
Mr. McNair reported that the AT&T cell tower was being processed and he had
negotiated a change in the placement of the equipment housing which improved
the aesthetics and was a more efficient use of the driving range site.
7. Report on Course Enhancements. Contact Person: JC Resorts; Kent Graff.
Mr. Kent Graff stated they had completed the parking lot lighting proj ect with additional
entry lighting to the clubhouse and were continuing to redefine the sand bunker contours.
Mr. Graff stated the course had met their benchmarks for water use conservation (20%
reduction) and the impact it had on the appearance of the golf course. The Board directed JC
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staff to research possible solutions for improvement to the appearance of the golf course by
water rate studies and/or alternative drought tolerant grasses or plantings.
8. Incidents and Accidents. Contact Person: JC Resorts; Rod Linville.
Mr. Rod Linville reported on one incident for the month of November.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Mr. McNair followed up on surveys of local golf courses and most courses had decreased rounds
over last year, however, two courses had increased rounds over last year. Mr. McNair felt the
courses with increased rounds were due to their low price points.
ADJOURNMENT
Chairman Dean adjourned the meeting at 5:25 p.m.
Respectfully submitted,
Joan VVoods, Board Secretary Bill Dean, Chairman of the Board
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Financial Statements
December
2009
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ENCINITAS RANCH GOLF COURSE
SUMMARY OF CAPITAL RESERVE AND EXPENDITURES AS OF DECEMBER 31, 2009
DECEMBER 2009 GOLF REVENUES $275,272.00
CAPITAL RESERVE BEGINNING BALANCE $113,826.04
ADDITIONS 3% OF MONTHLY GOLF REVENUE $8,258.16
INTEREST (POSTED QUARTERLY)
TOTAL ADDITIONS $8,258.16
PURCHASES Gary Walker Electric (Parking Lot Lights) ($15,500.00)
TOTAL SUBTRACTIONS ($15,500.00)
CAPITAL RESERVE DECEMBER 31, 2009 $106,584.20
LONG TERM CAPITAL RESERVE BEGINNING BALANCE $112,434.46
ADDITIONS
1% OF MONTHLY GOLF REVENUE $2,752.72
LONG TERM CAPITAL RESERVE DECEMBER 31, 2009 $115,187.18
TOTAL ALL RESERVES ~22~,77~.3s
CAPITAL PROJECTS ADDEDIADJUSTED TOTAL CURRENT YTD ACTUAL REMAINING PROJECT BUDGET DEFERRED PROJECTS ADJUSTED MONTH CAPITAL UNSPENT TO BE
2009-10 IN 2009-10 BUDGET ACTUAL SPENT COMMITTED SPENT
CAPITAL PROJECTS
Cart Path Widening $50,000 $15,000 $65,000 $0 $66,118 ($1,118) Replace Bunker Sand and Drainage $40,000 ($15,000) $25,000 $0 $25,000 Landscape Improvement $10,000 $10,000 $2,472 $7,528
Parking Lot Lights $30,000 $30,000 $15,500 $29,500 $500 Replace Lake Oxygen Injector $10,000 $10,000 $0 $10,000
HVAC Golf Course Maintenance $1,000 $1,000 $0 $1,000 Replace Ball Washer $2,400 $2,400 $0 $2,400
$0 $0 $0 $0 $0
DEFERRED MAINTENANCE PROJECTS Replace Range Netting (every 12 years) $60,000 $60,000 $0 $0 $0
Native Planting $18,000 $18,000 $0 $0
Ball Washer (every 2 years) $3,000 $3,000 $0 $0 Security Camera System $30,000 $30,000 $0 $0
Driving Range Ball Machine (every 8 years) $10,000 $10,000 $0 $0 Resurface Driving Range Tee $15,000 $15,000 $0 $0
Handicap Accessible Cart $9,000 $9,000 $0 $0 Paint Driving Range Poles & Leucadia Bridge $15,000 $15,000 $0 $0
$0 $0 $0 $0
$303,400 $160,000 $0 $143,400 $15,500 $98,090 $0 $45,310
EMERGENCY PROJECTS
$0 Water Conservation Project $12,000 $12,000 $5,794 $6,206
$0 $0
$12,000 $0 $0 $12,000 $0 $5,794 $0 $6,206
PRIOR YEAR ROLL OVER PROJECTS $0 $0
$0 $0 $0 $0 $0 $0 $0 $0
$315,400 $160,000 $0 $155,400 $15,500 $103,884 $0 $51,516
Total Capital & Deferred Maintenance Budgeted for 3% Reserve $155,400
Total 3% Capital Reserve Expended $103,884 Total 3% Capital Reserve Projects remaining to be Completed $51,516
Total 3% Capitals Reserves available at DEC 31, 2009 $106,584 Unallocated Balance of 3% Reserves $55,068
Total Capital & Deferred Maintenance Budgeted for 1% Reserve $0
Total 1% Capital Reserve Expended $0 Total 1% Capital Reserve Projects remaining to be Completed $0
Total 1%Capitals Reserves available at DEC 31, 2009 $115,187 Unallocated Balance of 1% Reserves $115,187
11
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