2011-12-13 ENCINITAS RANCH GOLF AUTHORITY
MINUTES OF SPECIAL MEETING
CITY OF ENCINITAS CIVIC CENTER—LILAC ROOM
505 S. VULCAN AVENUE,ENCINITAS,CA
TUESDAY,DECEMBER 13,2011, at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:05 p.m.
DIRECTORS PRESENT: Chairman Bill Dean, Cindy Jacob, Gus Vina (City Manager), Lisa
Rudloff (Parks and Recreation Director), and Larry Watt (Interim
Director of Engineering)
DIRECTORS ABSENT: None
ALSO PRESENT: Rod Linville, Kent Graff, John McNair, JC Resorts; Chris Calkins,
Carltas Company; 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.
AGENDIZED BUSINESS ITEMS
1. Approval of Minutes of 10-25-11 Regular Meeting Contact Person: Board Secretary
Hollywood.
STAFF RECOMMENDATION: Approve Minutes.
ACTION:
Jacob moved, Vina seconded to approve the 10-25-11 Regular Meeting Minutes as
presented. Motion carried. Ayes: Dean,Jacob,Vina. Abstain: Rudloff,Watt. Nays:
None. Absent: None.
2. Review Summary of Revenues and Expenditures/Financial Statement/Update on Capital
Reserves for October 2011. Contact Person: JC Resorts: John McNair/Rod Linville.
STAFF RECOMMENDATION: Receive report.
December 13,2011,ERGA Board Meeting Minutes Page 1 of 3
Mr. Linville reviewed the Summary of Revenues and Expenditures, and Financial Statements for
October 2011.
Mr. Graff reviewed the Capital Reserves for October 2011.
3. Capital Reserve Adjustment from 3%to 2%for the 2011-12 Fiscal Year. Contact Person:
John McNair, JC Resorts.
STAFF RECOMMENDATION: Receive report and take action if necessary.
Mr. McNair reviewed the proposal to adjust the Capital Reserve from 3%to 2% and the Financial
Contingency Plan(Agenda Item#4)to achieve the adopted budget for the 2011-12 fiscal year. Mr.
McNair stated that the budget was reviewed line item by lines and that there were no across the
board reductions.
The Board discussed a suggestion to consider delaying the audit until July and a suggestion to
reduce the Capital Reserve from 3%to 1.5%.
Mr. Vina provided an update on the ERGA audit process.
ACTION:
Vina moved, Watt seconded to adjust the Capital Reserve from 3% to 2% for the
2011-12 Fiscal Year, retroactive to July 1, 2011. Motion carried. Ayes: Dean, Jacob,
Vina,Rudloff,Watt. Abstain: None. Nays: None. Absent: None.
4. Financial Contingency Plan to Achieve the Adopted Budget for the 2011-12 Fiscal Year.
Contact Person: John McNair/Rod Linville/Kent Graff, JC Resorts.
STAFF RECOMMENDATION: Receive report and take action if necessary.
This item was discussed in combination with Agenda Item#3.
ACTION:
Jacob moved, Vina seconded to accept the 2011-12 Fiscal Year Budget Reforecast for
the remainder of the 2011-12 Fiscal Year as prepared and presented by JC Resorts.
Motion carried. Ayes: Dean, Jacob, Vina, Rudloff, Watt. Abstain: None. Nays:
None. Absent: None.
5. Request from Ggy Maddox to donate a bench with a dedication plaque.
STAFF RECOMMENDATION: Discuss the request and take action if necessary.
The Board discussed the request for donating a bench to the golf course and the creation of
a policy regarding bench donations.
December 13,2011,ERGA Board Meeting Minutes Page 2 of 3
ACTION:
Jacob moved,Vina seconded to accept the bench donation with the type of bench to be
defined by Mr. Linville and Mr. Graff to be consistent with current benches, and to
direct staff to bring back a policy regarding the acceptance of bench donations for
Board consideration. Motion carried. Ayes: Dean, Jacob, Vina, Rudloff, Watt.
Abstain: None.Nays: None. Absent: None.
6. Marketing report and centralized call center reservation center monthly update. Contact
Person: JC Resorts: John McNair/Rod Linville.
Mr. McNair reviewed marketing and promotional efforts for Encinitas Ranch including a
promotional offer with Papa Johns Pizza. The following slogan was suggested by Mr. Vina, "Papa
John's Pizza,the Best Slice in Golf."
7. Report on course enhancements. Contact Person: JC Resorts: Kent Graff
STAFF RECOMMENDATION: Receive report.
Mr. Graff reported on course enhancements including over seeding, resodding, and bunker repairs.
8. Report on incidents and accidents. Contact Person: JC Resorts: Rod Linville.
STAFF RECOMMENDATION: Receive report.
Mr. Linville reported that Life Flight landed the course and no damaged was reported.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Mr. Linville announced that Mr. McNair was elected to the Southern California PGA Board.
Chairman Dean wished everyone a happy holiday.
ADJOURNMENT
ACTION:
Vina moved, Watt seconded to adjourn the meeting. Motion carried. Ayes: Dean,
Jacob,Vina,Rudloff,Watt. Nays: None. Absent: None.
Chairman Dean adjourned the meeting at 5:05 p.m.
Kathy llywoo oard Secretary Bill Dean, Chairman
December 13,2011, ERGA Board Meeting Minutes Page 3 of 3