2013-03-26 4
ENCINITAS RANCH GOLF AUTHORITY
REGULAR MEETING MINUTES
CITY OF ENCINITAS CITY HALL- CARNATION ROOM
505 S. VULCAN AVENUE,ENCINITAS
TUESDAY,MARCH 26,2013, at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:01 P.M.
Directors Present: Chairman Bill Dean, Cindy Jacob, Gus Vina (City Manager), Lisa Rudloff
(Parks and Recreation Director) and Glenn Pruim (Director of
Engineering/Public Works).
Absent: Erik Johnson.
Also Present: John McNair, Kent Graff, JC Resorts; Tim Nash, Jay Lembach, Nancy
Sullivan, Claudia Bingham (Deputy Board Secretary); James Greco,
Encinitas HOA.
There being a quorum present,the meeting was in order.
ORAL COMMUNICATION
James Greco spoke regarding the discharge into the golf course ponds which may violate state and
federal laws.
AGENDIZED BUSINESS ITEMS
1. Approval of Minutes of the 02-26-2013 Regular Meeting. Contact Person: Board Secretary
Hollywood.
RECOMMENDED ACTION: Approve the minutes of the 02-26-2013 Regular
Meeting.
ACTION:
Rudloff moved, Jacobs seconded to approve the minutes of the 02/26/13 Regular Meeting as
presented. Motion carried. Ayes: Dean, Jacob, Pruim, Rudloff. Nays: None. Abstain:
Vina.
2. Review Summary of Revenues and Expenditures/Financial Statements/Capital Reserves for
February 2013. Contact Person: JC Resorts, Erik Johnson and Kent Graff.
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RECOMMENDED ACTION: Receive the report.
Mr. McNair reviewed the Summary of Revenues and Expenditures and Financial Statements and
Capital Reserves for February, 2013. Mr. McNair stated that one-half of the parking area would be
shut down during each phase of the resurface/reseal/restriping project.
ACTION:
There was Board consensus to add the "Date approved at Meeting" column to the Summary
sheet.
3. Review of Activities, Plans, and Proiects Related to the Bond Refinancing_ Contact Person
JC Resorts,John McNair.
RECOMMENDED ACTION: Receive oral report and discuss.
Mr. McNair reviewed the plans to build a temporary alternate hole to be used during the course
reconstruction.
Item#5 was taken next out of order.
5. Modification of Bond Capital Budget. Contact Person: JC Resorts John McNair.
RECOMMENDED ACTION: Due to unanticipated increases in project costs
related to prevailing wage, JC Resorts recommends that changes are made to the
original Bond Capital Budget. The projects have been prioritized and the monies
reallocated to ensure the most effective impact. (Please see detailed spreadsheet
included in the agenda report)
James Greco spoke regarding the golf course fencing and landscaping.
Tony Kranz requested information on the prevailing wage requirement.
ACTION:
Vina moved, Pruim seconded to approve the recommended JC Resorts changes to the original
Bond Capital Budget to reflect the required use of prevailing wages and to approve the
prioritization and reallocation of the monies. Motion carried. Ayes: Dean, Jacob, Pruim
Rudloff,Vina. Nays: None.
4. Bond Capital Fund Distribution& Accounting. Contact Person: JC Resorts John McNair.
RECOMMENDED ACTION: To implement the spreadsheet included in the
agenda report that has been created in conjunction by JC Resorts and the ERGA
Finance&Accounting Team.
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Mr. McNair presented the Bond Capital Fund Distribution & Accounting spreadsheet and stated an
updated report would be presented to the Board at each monthly meeting.
Chris Calkins and Tony Kranz spoke.
ACTION:
Vina moved, Jacob seconded to approve and implement the budget spreadsheet and budget
format to include the following: Progress reports to the Board each month with a work plan
for the next 30 to 60 days; add a percentage of completion column to the budget format form;
and a walk through inspection of the project by the Board Chairman before the monthly
Board meeting with oral report after. Motion carried. Ayes: Dean, Jacob, Pruim, Rudloff,
Vina. Nays: None.
6. Lease for construction of the proposed GolfTec Building. Contact Person: JC Resorts,John
McNair.
RECOMMENDED ACTION: To enter into an 84-month lease with Leasing
Innovations in order to finance the construction of the proposed GoliTec building.
Mr. McNair stated that the Board was required to get a personal guarantee from the owner of Golf
Tee before the funding could be completed.
ACTION:
Jacob moved, Rudloff seconded to appoint a subcommittee of Chairman Dean and City
Manager Vina to review the lease and financials for Golf Tec; return with direction to the
board; and to have the City's attorney review the lease agreement before Board approval and
signatures. Motion carried. Ayes: Dean,Jacob,Pruim, Rudloff,Vina. Nays: None.
7. Report on course enhancements. Contact Person: JC Resorts, Kent Graff.
RECOMMENDED ACTION: Receive the oral report.
This item was covered under Item#3 above.
8. Report on incidents and accidents. Contact Person: JC Resorts,John McNair.
RECOMMENDED ACTION: Receive the oral report.
Mr. McNair reviewed an incident involving a "smash and grab" break-in that occurred on March
22, 2013.
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REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
Mr. Pruim reported on the odor issue regarding the golf course pond. Mr. Pruim stated that staff
was working with San Elijo JPA on this and would be reporting back to the Board with more
information at the next meeting.
ADJOURNMENT:
ACTION:
Pruim moved, Vina seconded to adjourn the meeting. Motion carried. Ayes: Dean,Jacob,
Pruim, Rudloff, Vina. Nays: None.
Chairman Dean adjourned the meeting at 5:25 P.M.
Claudia Bingham, Dep Bill Dean, Chairman
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