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2011-08-23 A* a JI Nf'A ENCINITAS RANCH GOLF AUTHORITY MINUTES OF REGULAR MEETING ENCINITAS CIVIC CENTER—LILAC ROOM 505 SOUTH VULCAN AVE TUESDAY,AUGUST 23,2011, at 4:00 p.m. CALL TO ORDER/ROLL CALL Chairman Dean called the meeting to order at 4:00 p.m. DIRECTORS PRESENT: Gus Vina, Bill Dean, Cindy Jacob, and Jim O'Grady (Interim Parks and Recreation Director). DIRECTORS ABSENT: Peter Cota-Robles. ALSO PRESENT: Rod Linville, Kent Graff, John McNair, JC Resorts; Chris Calkins, Carltas; Jay Lembach, Nancy Sullivan, Greg Shields, and Kathy Hollywood, Board Secretary. There being a quorum present,the meeting was in order. ORAL COMMUNICATION There were no oral communications. Members introduced themselves and welcomed new Encinitas City Manager Gus Vina to the Board. Chairman Dean expressed his condolences and sadness on the passing away of Board Member/ City of Encinitas Director of Engineering Peter Cota-Robles. He asked everyone to join him in a moment of silence in honor of Peter. AGENDIZED BUSINESS ITEMS 1. Approval of Minutes of 6-28-11 Regular Meeting Contact Person: Board Secretary Hollywood. STAFF RECOMMENDATION: Approve Minutes. ACTION: Jacob moved, O'Grady seconded to approve the 6-28-11 Regular Meeting Minutes corrected to change "Jim" to "O'Grady" on page 2 under Actions for Items 4 and 5. Motion carried. Ayes: Vina, Dean, Jacob, O'Grady Nays: None. Absent: Cota- Robles. August 23,2011,ERGA Board Meeting Minutes Page 1 of 4 Dean,Jacob, O'Grady. Nays: None. Absent: Cota-Robles. V 5 Encinitas Ranch"Green"Marketins Plan. Contact Person: JC Resorts: John McNair/Rod 2. Review Summary of Revenues and Expenditures/Financial Statement/Update on Capital Reserves for June and July. Contact Person: JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Receive report. Mr. Linville reviewed the revised Summary of Revenues and Expenditures/Financial Statements for June that were handed out at the meeting. He stated that July's statements were not finalized and will be reviewed at the September Board Meeting. Mr. Graff reviewed the Capital Reserves for June. Chairman Dean asked for clarification on the Board of Directors fees line item listed on the Summary Financial Statement dated June 30, 2011. Mr. McNair stated he will research the item and provide information to Chairman Dean. 3. Discussion and Possible Adjustment to Cart Fleet Lease. Contact Persons: JC Resorts: John McNair/Rod Linville Mr. Linville reviewed the current Cart Fleet Lease and stated that staff is currently reviewing several options for possible adjustment to the lease. He stated that a report, with recommendations, will be provided for review at the September Board Meeting. 4. Capital Expenditure Project Adjustment. Contact Person: JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Discuss and approve Capital Expenditure Project Adjustment. Mr. Linville stated that staff is requesting an amendment to the Capital Expenditures to reallocate funds for the purchase of two new computers for the Pro Shop. ACTION: Jacob moved, Vina seconded to reallocate Capital Expenditures to provide for the purchase of new computer equipment for the Pro Shop. Motion carried. Ayes: Vina, Dean,Jacob, O'Grady. Nays: None. Absent: Cota-Robles. 5. Encinitas Ranch"Green"Marketing Plan. Contact Person: JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Receive and discuss report. Mr. McNair reviewed the current"Green"marketing plan which highlights the improved green appearance of the Golf Course and environmentally friendly business practices. Mr. McNair also reported on the successful Media Day conducted at the Golf Course. Mr. Calkins suggested that recycling bins for plastic bottles be placed next to trash bins throughout the course to improve the visibility of recycling efforts at the Golf Course. August 23,2011,ER GA Board Meeting Minutes Page 2 of 4 6. Marketing report and centralized call reservation center monthly update. Contact Person: JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Receive report. Mr. McNair stated this report was included in Item 5 discussion. 7. Report on course enhancements. Contact Person: JC Resorts: Kent Graff and Chairman Dean. STAFF RECOMMENDATION: Receive report. Mr. Graff reviewed course enhancements including the purchase of new equipment,bunker improvements, and progress of turf test areas. He stated that a report on the results of the turf test areas will be provided to the Board in September and suggested that the September Board meeting be conducted at the Golf Course so the Board can tour the course and see the course enhancements. BOARD CONSENSUS: There was Board Consensus to conduct the September 27,2011, Board Meeting at the Golf Course Club House. 8. Report on incidents and accidents. Contact Person: JC Resorts: Rod Linville. STAFF RECOMMENDATION: Receive report. Mr. Linville reported on one incident where a man was struck in the head with an errant golf ball. The man was taken to the emergency room and appeared to be ok. 9. Water Agreement Update. Contact Person: JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Receive report. Mr. McNair stated that San Elijo Joint Powers Authority requires access to the Encinitas Ranch Golf Course maintenance and pumping facilities for the purpose of installing new monitoring equipment to allow the SEJPA to control the recycled water meter and measure the level of water in the irrigation pond remotely per the Surplus Recycled Water Agreement. He stated that General Counsel is currently reviewing the agreement and that there should be no cost to ERGA. Mr. Graff reviewed the system SEJPA is wanting to install and future opportunities for additional storage ponds. REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS Mr. Linville stated that during the week of September 26, staff will be replacing range netting and fencing which will affect range revenues for that week. August 23,2011,ERGA Board Meeting Minutes Page 3 of 4 Mr. O'Grady stated that the Encinitas NOW Fall 2011 City eNes group la Fridayland about the Golf Course. He also stated that he golfed with a large professional received many favorable comments about the golf course. Mr. Vina reported on meetings with Encinitas Ranch Homeowners Associations the ERGA Board serve as a concerns about increased assessments. He requested that a member representative to a subcommittee comprised of the City of Encinitas, ERGA, and the homeowners associations to review the concerns and develop a plan of action. Chairman Dean volunteered to serve as the representative to the subcommittee. ADJOURNMENT ACTION: O'Grady moved, Jacob seconded to adjourn the meeting t 5: 10.m. Motion carried. Ayes: Vina,Dean,Jacob,O'Grady. Nays: Non Chairman Dean adjourned the meeting at 5:10 P.M. � Kathy Hollywood,Board Secretary Bill Dean, Chairman Page 4 of 4 August 23,2011,ERGA Board Meeting Minutes