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ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
ENCINITAS RANCH CLUBHOUSE
1275 QUAIL GARDENS DRIVE
TUESDAY,SEPTEMBER 27,2011, at 3:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 3:06 p.m.
DIRECTORS PRESENT: Chairman Bill Dean, Cindy Jacob, Gus Vina (City Manager), Jim
O'Grady (Parks and Recreation Director), and Larry Watt (Interim
Director of Engineering).
DIRECTORS ABSENT: None
ALSO PRESENT: Rod Linville, Kent Graff, John McNair, JC Resorts; Jay Lembach,
Nancy Sullivan, and Kathy Hollywood(Board Secretary).
There being a quorum present,the meeting was in order.
ORAL COMMUNICATION
There were no oral communications.
Mr. Linville invited attendees to sample some proposed new menu items and asked for feedback on
the items.
AGENDIZED BUSINESS ITEMS
1. Approval of Minutes of 8-23-11 Regular Meeting Contact Person: Board Secretary
Holl wy ood.
STAFF RECOMMENDATION: Approve Minutes.
Board Secretary Hollywood stated there was one correction to the minutes, adding Greg Shields to
Also Present on page 1.
ACTION:
O'Grady moved, Jacob seconded to approve the 8-23-11 Regular Meeting Minutes as
corrected. Motion carried. Ayes: Dean, Jacob, Vina, O'Grady. Abstain: Watt.
Nays: None. Absent: None.
September 27,2011,ERGA Board Meeting Minutes
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2. Review Summary of Revenues and Expenditures/Financial StatementlUpdate on Capital
Reserves for July and August. Contact Person: JC Resorts: John McNair/Rod Linville.
STAFF RECOMMENDATION: Receive report.
Mr. Linville reviewed the Summary of Revenues and Expenditures, Financial Statements, and
Capital Reserves for July and August.
In response to questions from the Board, Mr. McNair reviewed increased expenditures for August.
3. Discuss proposed adjustments to Capital Expenditures. Contact Persons: JC Resorts: John
McNair/Rod Linville
STAFF RECOMMENDATION: Discuss and take action on adjustments on Capital
Expenditures.
Mr. McNair reviewed a proposal to upgrade the Encinitas Ranch website and requested the board to
amend the Capital Expenditures by removing funding in the amount of$12,000 from the cart path
widening project and reallocate $5,000 of those funds to the website upgrade and$7,000 of those
funds to the bunker sand project. He reviewed the benefits of the new website including in-house
control at zero cost.
Mr. Lembach stated that he had discussed creating an ERGA website to include agendas, minutes,
etc. with the City IT Department and asked for Board direction.
Chairman Dean clarified that the JC Resorts website and the ERGA website were separate and
requested that a meeting be coordinated with himself,Jay Lembach, a City Clerk Representative,
and an IT representative to discuss the ERGA website proposal.
ACTION:
Jacob moved,Dean seconded to amend the Capital Expenditures by removing
funding for the cart path widening project in the amount of$12,000 and reallocate
$5,000 of those funds to the website upgrade and $7,000 of those funds to the bunker
sand project; and agendize the creation of an ERGA website for a future meeting.
Ayes: Dean,Jacob,Vina,O'Grady,Watt. Nays: None. Absent: None.
4. Discussion and Possible Adjustment to Cart Fleet Lease. Contact Persons: JC Resorts: John
McNair/Rod Linville
STAFF RECOMMENDATION: Discuss and approve adjustment to the Cart Fleet Lease.
Mr. Linville reviewed the current Cart Fleet Lease and the following options for possible
adjustment to the lease: 1) purchase the current fleet; 2) extend the lease (re-lease) of current fleet
starting July 2012; 3)replace the current fleet with a new fleet lease; or 4)keep the current fleet and
finish the current lease, go out for bid on a new fleet when current lease expires, and purchase
batteries as needed. He stated his recommendation would be#4.
September 27,2011,ERGA Board Meeting Minutes Page 2 of 4
ACTION:
Board consensus to keep the current fleet lease and finish out the contract,go out for
bid on a new fleet when current lease ends, and purchase batteries as needed.
5. Proposal from Round-Trip 101 to provide transportation services. Contact Person:
Chairman Bill Dean.
STAFF RECOMMENDATION: Discuss and take action on the proposal.
Mr. Dean stated that he was approached by Round-Trip 101 regarding their transportation services.
ACTION:
Board consensus to allow Round-Trip 101 to provide business cards with the
understanding that Encinitas Ranch would not endorse and would not advertise the
services.
6. Marketing report and centralized call reservation center monthly update. Contact Person:
JC Resorts: John McNair/Rod Linville.
STAFF RECOMMENDATION: Receive report.
Mr. McNair reported on the success of Media Day and provided a copy of an article highlighting
Encinitas Ranch going green which appeared in the September issue of Southland Golf Magazine.
He also reported that in early November there would be a photo shoot for updated photos of the
golf course.
7. Report on incidents and accidents. Contact Person: JC Resorts: Rod Linville.
STAFF RECOMMENDATION: Receive report.
Mr. Linville reported on three incidents: 1)homeowner struck by a golf ball, 2)broken car window
from errant golf ball, and 3)theft of brass lettering from front golf course signs as well as
homeowners' association sign.
8. Report on course enhancements and soil remediation test program including tour of golf
course. Contact Person: JC Resorts: Kent Graff and Chairman Dean.
STAFF RECOMMENDATION: Receive report.
Mr. Graff reviewed course enhancements and provided an overview of the tour which would
provide the Board the opportunity to view improvements, aerification areas, and soil remediation
test areas.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Mr. Vina reported on meetings with Encinitas Ranch Homeowners Associations to discuss
concerns about increased assessments. He stated that they were jointly working on an RFQ to
September 27,2011,ERGA Board Meeting Minutes Page 3 of 4
conduct an audit of ERGA. Once finalized,the proposed RFQ scope of work and costs would be
brought back to the board for approval.
Chairman Dean reported that he is the new Director of Solana Center for Environmental
Innovation.
ADJOURNMENT
ACTION:
O'Grady moved, Watt seconded to adjourn the meeting following the golf course tour.
Motion carried. Ayes: Dean, Jacob, Vina, O'Grady, Watt. Nays: None. Absent:
None.
Chairman Dean adjourned the meeting at 5:00 p.m. following the tour of the Golf Course.
Kathy ollywo d, Board Secretary BilAID V, h rm an
September 27,2011, ERGA Board Meeting Minutes
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