2011-05-24 ENCINITAS
RANCE
ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF REGULAR MEETING
ENCINITAS RANCH CLUBHOUSE
505 SOUTH VULCAN AVENUE
TUESDAY,MAY 24,2011 at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:01 p.m.
DIRECTORS PRESENT: Peter Cota-Robles, Phil Cotton, Bill Dean, Cindy Jacob (arrived at
4:05 p.m.), and Jim O'Grady (Interim Parks and Recreation
Director).
DIRECTORS ABSENT: None.
ALSO PRESENT: Rod Linville; Kent Graff, John McNair, JC Resorts; John White,
Carltas; Jay Lembach, Nancy Sullivan, and Kathy Hollywood, Board
Secretary.
There being a quorum present,the meeting was in order.
AGENDIZED BUSINESS ITEMS
1. Approve Regular Meeting Minutes of 4-26-11. Contact Person: Board Secretary
Hollywood.
STAFF RECOMMENDATION: Approve Minutes.
Director O'Grady stated that the vote for Item No. 3, listed on page two of the minutes, incorrectly
listed him as abstaining instead of voting in the affirmative.
ACTION:
Cotton moved, Cota-Robles seconded to approve the 4-26-11 Regular Meeting minutes as
corrected by Director O'Grady. Motion carried. Ayes: Cota-Robles, Cotton,Dean, O'Grady.
Nays: None. Absent: Jacobs.
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2. Review Summary of Revenues and Expenditures/Financial Statement update on
Capital Reserves for April. Contact Person: JC Resorts: Rod Linville/John McNair.
STAFF RECOMMENDATION: Informational item-receive report.
Mr. Linville presented the summary of revenues and.expenditures for April 2011 and Mr. Graff
presented the Capital Reserves for April 2011.
3. Approve in concept a "Surplus Recycled Water Agreement" between the San Dieguito
Water District, San Elijo Joint Powers Authority,and Encinitas Ranch Golf Authority.
Contact Person: Chairman Dean/Board Member Cotton.
STAFF RECOMMENDATION: Review, discuss, and approve in concept a "Surplus
Recycled Water Agreement" between the San Dieguito Water District, the San Elijo Joint
Powers Authority, and the Encinitas Ranch Golf Authority; and authorize the Chairman to
enter into the agreement once legal review is complete.
Board Member Cotton stated that the San Elijo Joint Powers Authority approved the agreement,
and the San Dieguito Water District would take action on the agreement at their May 25, 2011,
meeting. He stated that General Counsel was working on some minor indemnification changes
and requested the Board approve the agreement in concept and authorize the Chairman to enter
into the contract once legal review was complete.
ACTION:
Cota-Robles moved, Jacob seconded to approve the conceptual proposed agreement and
authorize the Chairman to enter into the agreement once legal review is complete. Motion
carried. Ayes: Cota-Robles,Cotton,Dean,Jacobs,O'Grady. Nays: None.
4. Discussion of Proposed FY 2011/2012 Annual Budget. Contact Person: JC
Resorts: Rod Linville/John McNair.
STAFF RECOMMENDATION: Board discussion to provide staff direction.
Chairman Dean stated there were two budget proposals included in the agenda packet, one using a
57,000 round scenario and the second using a 59,000 round scenario.
Mr. McNair reviewed the two scenarios submitted for the FY 2011-12 Budget.
ACTION:
Board consensus to direct JC Resorts, Inc., to finalize the FY 2011-2012 Budget using the
57,000 round scenario and to agendize adoption of the FY 2011-12 Budget and review of the
FY 2011-12 Capital Expenditures Budget for the June meeting.
5. Marketing report and centralized call reservation center monthly update. Contact
Person: JC Resorts: John McNair/Rod Linville
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STAFF RECOMMENDATION: Informational item-receive report.
Mr. McNair updated the Board on current marketing efforts including highlighting Encinitas Ranch
as"green".
Board Member Cotton left the meeting at 5:14 p.m.
6. Report on Course Enhancements. Contact Person: JC Resorts: Kent Graff/
Chairman Dean.
STAFF RECOMMENDATION: Informational item-receive report.
Mr. Graff reviewed course enhancements including increased watering, aerification, and bunker
improvements. He provided an update on the five turf test areas.
7. Incidents and Accidents. Contact Person: JC Resorts: Rod Linville.
STAFF RECOMMENDATION: Informational item-receive report.
Mr. Linville reported there was one incident, a break-in at the Golf School Trailer, for the month of
April
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Mr. McNair requested the Board to consider modifying its fee policy to allow waiving the rental fee
for groups that meet certain criteria such as size,repeated/regular rental.
ACTION:
Board consensus to direct Mr. McNair to prepare a revised Rental Fee Policy and agendize for
the June Board Meeting.
ADJOURNMENT
ACTION:
O'Grady moved, Jacob seconded to adjourn the meeting. Motion carried. Ayes: Cota-
Robles,Dean,Jacobs,O'Grady. Nays: None. Absent: Cotton.
Chairman Dean adjourned the meeting at 5:35 p.m.
Kathy4follyAod,Board Secretary Bill ean, airman
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