2012-04-24 �r
ENCINITAS RANCH GOLF AUTHORITY
MINUTES
CITY OF ENCINITAS CIVIC CENTER—LILAC ROOM
505 S. VULCAN AVENUE,ENCINITAS
TUESDAY,APRIL 24,2012,at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:02 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, John McNair, and Kent Graff, JC Resorts; Chris
Calkins and John White, Caritas Company; Jay Lembach, Nancy
Sullivan, Kathy Hollywood(Board Secretary).
There being a quorum present,the meeting was in order.
ORAL COMMUNICATION
There were no oral communications.
AGENDIZED BUSINESS TTEMS
1. Approval of Minutes of the 03-27-2012 Regular Meeting. Contact Person: Board Secretary
Hollywood.
RECOMMENDED ACTION: Approve the minutes of the 02-28-2012 Regular
Meeting.
Board Secretary Hollywood stated that the minutes had been amended to remove Nancy
Sullivan as present.
ACTION:
Vina moved, Jacob seconded to approve the 03-27-2012 Regular Meeting Minutes as
amended. Motion carried. Ayes: Dean, Jacob, Rudloff, Vina, Watt. Nays: None.
Abstain: None. Absent: None.
2. Review Summary of Revenues and Expenditures/Financial Statements/Capital Reserves for
March 2012. Contact Person: JC Resorts: John McNair/Rod Linville.
RECOMMENDED ACTION: Receive the report.
Mr. Linville reviewed the Summary of Revenues and Expenditures, and Financial
Statements for March 2012.
Mr. Graff reviewed the Capital Reserves for March 2012.
3. ERGA Financial Reserves Administrative Policy. Contact Person: Jay Lembach.
RECOMMENDED ACTION: Adopt the Financial Reserves Administrative Policy.
Chairman Dean requested that this item be removed from the agenda and be brought back at
a later date.
Board Consensus to remove this item from the agenda.
4. Auditing Services to be provided by MGO Certified Public Accountants for years ended
June 30, 2012 and 2013. Contact Person: Jay Lembach.
RECOMMENDED ACTION: Informational item for the Board to receive letter outlining
auditing services to be provided for years ended June 30,2012 and 2013.
Mr. Lembach reviewed the contract stating this was a renewal /extension of an existing
agreement.
Chairman Dean requested that, in the future, all items addressed to the Board of Directors be
reviewed by the Board prior to approval.
5. Draft budget information. Contact Person: JC Resorts: John McNair.
RECOMMENDED ACTION: Informational item for the Board to receive draft budget
item.
Mr. McNair reviewed the draft FY 2012/2013 budget.
Following discussion, Board Consensus to authorize Chairman Dean and Mr.
Lembach to investigate refinancing of the bonds and provide a report of findings to the
Board for consideration at its May meeting.
6. Discussion of Bylaws and clarification of Director and staff roles and responsibilities.
Contact Person: Chairman Bill Dean
RECOMMENDED ACTION: Discussion and direction to staff.
Director Vina stated that he had moved into one of the Encinitas Ranch Homeowner's
Associations which presented a potential conflict of interest. He asked the Board to consider
his resignation.
Mr. Calkins suggested that the City Manager stay on the Board but recuse himself from
agenda items as necessary.
Board Consensus to create a subcommittee of Director Vina and Chairman Dean to
review the issue and report back to the Board with a recommendation.
7. Golf Car Lease Proposal. Contact Person: JC Resorts: John McNair/Rod Linville
RECOMMENDED ACTION: By motion, authorize the Chairman to sign a new lease
agreement for golf car fleet.
Mr. Linville and Mr. McNair reviewed the proposed Golf Car Lease Agreement.
Rudloff moved, Vina seconded, to authorize the Chairman to sign a new lease
agreement with a variable rate if possible, otherwise a flat rate lease, with E-Z-Go
Corporation. Motion carried. Ayes: Dean,Jacob, Rudloff, Vina, Watt. Nays: None.
Abstain: None. Absent: None.
8. Marketing report and centralized call reservation center monthly update. Contact Person:
JC Resorts: John McNair/Rod Linville.
RECOMMENDED ACTION: Receive the report.
Mr. McNair and Mr. Linville reviewed marketing efforts for the golf course.
9. Report on course enhancements. Contact Person: JC Resorts: Kent Graff.
RECOMMENDED ACTION: Receive the report.
Mr. Graff reported on course enhancements.
10. Report on incidents and accidents. Contact Person: JC Resorts: Rod Linville.
RECOMMENDED ACTION: Receive the report.
Mr. Linville stated that there were no incidents to report.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Chairman Dean stated that he would be reviewing the proposed ERGA web page to be placed on the
City's website and would report back to the Board at a later date.
Mr. McNair stated that JC Resorts would be launching its new website in June.
ADJOURNMENT
ACTION:
Watt moved, Rudloff seconded to adjourn the meeting. Motion carried. Ayes: Dean,
Jacob,Rudloff,Vina,Watt. Nays: None. Abstain: None. Absent: None.
Chairman Dean adjourned the meeting at 4:55 p.m.
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Kathy ollywoo , Board Secretary Bill Dean, Chairman
April 24,2012, ERGA Board Meeting Minutes Page 4 of 4