2013-11-19 ENCINITAS RANCH GOLF AUTHORITY
SPECIAL MEETING MINUTES
CITY OF ENCINITAS CITY HALL -CARNATION ROOM
1 N 1"1`A 5 505 S.VULCAN AVENUE,ENCINITAS
PA I I TUESDAY,NOVEMBER 19,2013,at 4:00 p.m.
CALL TO ORDER/ROLL CALL
Chairman Dean called the meeting to order at 4:00 P.M.
Directors Present: Chairman Bill Dean, Cindy Jacob, Gus Vina (City Manager), and Glenn
Pruim (Director of Engineering/Public Works), Lisa Rudloff (Director of
Parks and Recreation—left the meeting at 5:05 p.m.)
Absent: None
Also Present: Kent Graff, Erik Johnson, John McNair, JC Resorts; Chris Calkins, Carltas;
Tim Nash,Nancy Sullivan, Kathy Hollywood(Board Secretary); Dick Stern,
Encinitas HOA.
There being a quorum present,the meeting was in order.
ORAL COMMUNICATION
None.
AGENDIZED BUSINESS ITEMS
1. Approval of Minutes of the 09-24-2013 Special Meeting. Contact Person: Board Secretary
Hollywood.
RECOMMENDED ACTION: Approve the minutes.
ACTION:
Pruim moved, Vina seconded to approve the minutes as presented. Motion carried. Ayes:
Dean,Jacob,Pruim,Rudloff,Vina. Nays: None. Absent: None. Abstain: None.
2. Review of ERGA Financial Summary of Revenues, Expenditures, and Capital Reserves for
September and October 2013. Contact Person: JC Resorts, Erik Johnson and Kent Graff.
RECOMMENDED ACTION: Receive the report.
Mr. Johnson reviewed the Financial Summary for September and October 2013. Mr. Graff
reviewed the Capital Reserves for September and October 2013.
3. Review of Activities, Plans, and Projects Related to the Bond Refinancing. Contact Person
JC Resorts,John McNair.
RECOMMENDED ACTION: Receive oral report and discuss.
Mr. McNair provided an update and status report on Golf Course renovations and improvements.
4. Oral report on ERGA presentation at Encinitas City Council meeting and discussion of
public comment, Council direction to form a subcommittee and authorization to appoint an
ERGA Board subcommittee. Contact Person: Chairman Dean
RECOMMENDED ACTION: Receive report, appoint an ERGA subcommittee, and
take appropriate action.
Chairman Dean reviewed the ERGA presentation given at the City Council meeting held on
October 16, 2013.
Dick Stern reviewed public comments made at the City Council meeting.
Mr. Vina reviewed City Council's direction to form a subcommittee and stated the first
subcommittee meeting is scheduled for Monday,November 24, at 2:00 p.m. in the Poinsettia Room.
ACTION:
Board Consensus to authorize Chairman Dean and Chris Calkins to attend the City Council
ERGA Subcommittee meeting to be held Monday, November 24, on behalf of the ERGA
Board.
5. Annual Revenue Tracking&Expense Controls. Contact Person: JC Resorts,John McNair.
RECOMMENDED ACTION: Adopt as ERGA policy the policy and procedure used
by JC Resorts to manage revenue overage and shortage against expenses at Encinitas Ranch
Golf Course.
Mr. McNair and Mr. Johnson reviewed the policy (attached as Exhibit A to these minutes) and
procedure used by JC Resorts to manage revenue overage and shortage against expenses and
requested the Board approve the policy for use at the Encinitas Ranch Golf Course.
Board Member Rudloff left the meeting at 5:05 p.m.
ACTION:
Pruim moved, Vina seconded to adopt as ERGA Policy the policy and procedure used by JC
Resorts to manage revenue overage and shortage against expenses at Encinitas Ranch Golf
Course. Motion carried. Ayes: Dean, Jacob, Pruim, Vina. Nays: None. Absent: Rudloff.
Abstain: None.
6. Report on incidents and accidents. Contact Person: JC Resorts,John McNair.
RECOMMENDED ACTION: Receive the oral report.
Mr.Johnson stated that there were no incidents or accidents to report for September and October.
REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS
ACTION:
Unanimous Board consensus to hold a special ERGA Board Meeting on December 17, 2013,
4:00 p.m. at the Encinitas Ranch Golf Course Clubhouse.
ADJOURNMENT
ACTION:
Jacob moved, Pruim seconded to adjourn the meeting. Motion carried. Ayes: Dean, Jacob,
Pruim,Vina. Nays: None. Absent: Rudloff. Abstain: None.
Chairman Dean adjourned the meeting at 5:13 P.M.
r
Kathy HehlywJod, Board Secretary Bill irman