2010-10-26 NC:INITA
RAN CH
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
ENCINITAS CIVIC CENTER
505 SOUTH VULCAN AVE
MONDAY, OCTOBER 26, 2010 at 4:00 p.m.
CALL TO ORDER /ROLL CALL
Chairman Dean called the meeting to order at 4 :03 P.M.
DIRECTORS PRESENT: Peter Cota- Robles, Phil Cotton, Bill Dean, Chris Hazeltine, and
Cindy Jacob.
DIRECTORS ABSENT: None.
ALSO PRESENT: Rod Linville, Kent Graff and John McNair from JC Resorts; Chris
Calkins, Carltas; Jay Lembach and Nancy Sullivan, City Staff, and
Joan Woods, Board Secretary.
There being a quorum present, the meeting was in order.
AGENDIZED BUSINESS ITEMS
1. Approve Minutes Regular Meeting of 9- 28 -10. Contact Person: Board Secretary Woods
ACTION:
Cotton moved, Cota- Robles seconded to approve the 9 -28 -10 Regular Meeting minutes.
Motion carried. Ayes: Cota - Robles, Cotton, Dean, Hazeltine and Jacob. Nays: None.
2. Review Summary of Revenues and Expenditures/Financial Statement/update on Capital .
Reserves for September. Contact Person: JC Resorts; Rod Linville /John McNair.
The September financials were distributed at the meeting. Mr. Linville presented the
summary of revenues and expenditures for September. Mr. Graff presented the Capital
Reserves for September. ERGA Management Representative Lembach asked the Board
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for confirmation that the capital expenditures prioritized at the September meeting were
correctly reflected on the September Capital Reserve and Expenditures budget.
BOARD CONSENSUS:
There was Board consensus that the prioritized capital expenditures were correctly reflected
on the September Capital Reserve and Expenditures budget.
3. Discussion and possible modifications to the current fiscal year operating budget proposed
by the Finance Subcommittee. Contact Person: JC Resorts; John McNair
Chairman Dean stated that the subcommittee had met twice and were exploring different
options for modifications to the current fiscal year budget, and requested this item be re-
agendized for the November meeting. Board Member Cotton requested the presentation
include comparisons to last year actuals, the current budget and the proposed revised
budget.
4. Marketing report Updates — Centralized call reservation center monthly update.
Mr. McNair updated the Board on the centralized call reservation center and stated that the
Taylor Made demo event in October was a success.
5. Review Golftec proposal of a indoor teaching center site at Encinitas Ranch Golf Course,
Contact. Person: JC Resorts; John McNair.
Mr. McNair presented the Board with Golftec's initial proposal of building a structure to
house their training facility at the course. This proposal indicated that Golftec was willing
to do the upfront capital improvement costs and asked for an allowance in waived rent for
36 months to offset these costs.
The Board asked that Mr. McNair get the following additional information regarding
Golftec's draft proposal:
• Review of their existing proprietary information at the La Jolla location
• Clarification of insurance coverage for indemnification of their employees on ERGA
property
• Notice of non - responsibility /liability on the proposed capital improvements
• A draft agreement
BOARD CONSENSUS:
There was Board consensus to move forward with the review of the proposal upon
clarification of the requested additional information.
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6. Report on Course Enhancements. Contact Person: JC Resorts; Kent Graff.
Mr. Graff stated the overseeding project had been completed in September and the
aerification was completed in October. Mr. Linville stated that the course received free
rental clubs from Taylor Made.
7. Discussion of the condition of the pond on hole # 13. Contact Person: JC Resorts; Kent
Graff.
Mr. Graff stated there have been complaints of odor from the pond on hole # 13 caused by
stagnant lower water levels in the reservoir due to the decline of local grower's overflow of
water 'and evaporation. Mr. Graff stated there were some options available: refilling the
pond with recycled water, treatments to the lake with submersible mechanical pumps that
move the water around, or discuss with San Elijo Powers Authority the availability of the
pond as an option for storage of excess recycled water production. The Board requested
this item be agendized for the November meeting with further cost evaluations.
6. Incidents and Accidents. Contact Person: JC Resorts; Rod Linville.
Mr. Linville reported on one incident for the month.
REPORTS FROM DIRECTORS AND /OR MANAGER REPORTS
ERGA Management Representative /Treasurer Lembach distributed to the Board the following
reports: the audited ERGA Financial Report for FY 09 -10, and a memorandum to the Board
which outlined ERGA's payments in 2008 and 2009 to the City of Encinitas which satisfied
contractual obligations regarding the repayment of sales tax advances made by the City to the
Carltas Company.
ADJOURNMENT
Chairman Dean adjourned the meeting at 5:05 P.M.
JoYn Woods, Board Secretary Bill bean; hairman
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