2011-01-10ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
ENCINITAS RANCH CLUBHOUSE
1275 QUAIL GARDENS DRIVE
MONDAY, JANUARY 10, 2011 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, Chris Hazeltine, and
Cindy Jacob.
DIRECTORS ABSENT: None.
ALSO PRESENT: Rod Linville, Kent Graff, John McNair, Chris Calkins, Jay Lembach,
Nancy Sullivan, and Joan Woods, Board Secretary.
There being a quorum present, the meeting was in order..
AGENDIZED BUSINESS ITEMS
1. Approve Minutes of Special Meeting for 12-2-10. Contact Person: Board Secretary
Woods.
STAFF RECOMMENDATION: Approve Minutes.
The Board approved the changes to the minutes as follows:
Page 3: Kent Graff suggested that the Board look into using Eagle One Irrigation as an
option to fix the stagnant pond water problem. Mr. Graff stated that the cost of
this system would be approximately $11,000 plus additional costs associated with
electrical hookups. During the discussion of this item, it was clarified that the
odor was not from the pond, but from stagnant water in the irrigation lines, so
these options would. not address the problem.
ACTION:
Hazeltine moved, Cota-Robles seconded to approve the amended 12-2-10 Special meeting
minutes. Motion carried. Ayes: Cota-Robles, Cotton, Dean, Hazeltine, Jacobs. Nays: None.
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2. Review Summary of Revenues and Expenditures and Capital Reserves for November.
Contact Person: JC Resorts; Rod Linville/John McNair.
STAFF RECOMMENDATION: Informational item - receive report.
Mr. Linville presented the summary of revenues and expenditures for November and Mr. Graff
presented the Capital Reserves for November.
3. Report on recommended priorities of capital expenditures and request
for ^adjustment to Capital Expenditure Projects. Contact Person: JC
Resorts, Rod Linville/Kent Graff.
STAFF RECOMMENDATION: Receive report and provide staff direction.
Mr. Linville presented the recommended priorities of capital expenditures and requested an
adjustment to Capital Expenditures Budget projects by the moving the replacement of the range
netting expenditures to deferred expenditures and approval of the replacement of cart batteries as
current budget expenditures.
ACTION:
Cotton moved, Cota-Robles seconded to approve the adjustment to Capital Expenditures
Budget projects by moving the replacement of the range netting expenditures to deferred
expenditures and approval of the replacement of cart batteries as current budget
expenditures. Motion carried. Ayes: Cota-Robles, Cotton, Dean, Hazeltine, Jacobs. Nays:
None.
4. Discussion and possible modifications to the current fiscal year operatini budstet
proposed by the Finance Subcommittee. Contact Person: JC Resorts; John McNair.
STAFF RECOMMENDATION: Provide direction to JC Resorts staff regarding
any modifications to the fiscal year 2010-2011 operating budget and adopt the
revised Operating. Budget for fiscal year 2010-2011.
Chairman Dean presented the proposed recommendations for the revised Operating Budget for
fiscal year 2010-2011. The proposed modifications included: 1) Revenue adjusted to 90% of prior
year, 2) reduction in Golf Course Maintenance, Operations, Administration and Management fee
expenses, 3) suspension of long term capital reserves moved to operations; and 4) operational
improvements suspended for the current budget year.
ACTION:
Cotton moved, Jacob seconded to approve the modifications to the fiscal year 2010-2011
operating budget and adopt the revised Operating Budget for fiscal year 201.0-2011. Motion
carried. Ayes: Cota-Robles, Cotton, Dean, Hazeltine, Jacobs. Nays: None.
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5. Authorize the engagement of Best, Best & Krieger, LLP, as continuing disclosure
counsel on the ERGA Revenue Refunding Bonds, 2004 Series A. Contact Person:
ERGA Management Representative Lembach.
STAFF RECOMMENDATION: Authorize the Chairman to execute the
engagement letter with Best, Best & Krieger for continuing disclosure services.
ACTION:
Hazeltine moved, Cotton seconded to authorize the Chairman to execute the engagement
letter with Best, Best & Krieger for.continuing disclosure services. Motion carried. Ayes:
Cota-Robles, Cotton, Dean, Hazeltine, Jacobs. Nays: None.
6. Marketing report Updates
Centralized call reservation center monthly update.
STAFF RECOMMENDATION: Informational item - receive report.
Mr. McNair stated there was no new marketing report or centralized call reservation center report
for the month.
7. Report on Course Enhancements. Contact Person: JC Resorts; Kent Graff.
STAFF RECOMMENDATION: Informational item, receive report.
Kent Graff stated that with the rains, the course had greened up and playing well. The staff was
able to transfer about four acre foot of water from the irrigation reservoir to the 13'' hole reservoir.
8. Incidents and Accidents. Contact Person: JC Resorts; Rod Linville.
STAFF RECOMMENDATION: Informational item, receive report.
Mr. Linville reported that there were no incidents or accidents to report.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Board Member Hazeltine requested that the JC Resort Management Contract be reviewed for a
possible extension to be agendized for the next meeting.
ADJOURNMENT
Chairman Dean adjourned the meeting at 4:40 P.M.
Jo Woods, Board Secretary
Bill Dean, Chairman
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