Loading...
2011-06-28 0..." ENCINITAS - RA M, !I ENCINITAS RANCH GOLF AUTHORITY MINUTES OF REGULAR MEETING ENCINITAS CIVIC CENTER 505 SOUTH VULCAN AVE TUESDAY,JUNE 28,2011 at 4:00 p.m. CALL TO ORDER/ROLL CALL Chairman Dean called the meeting to order at 4:02 P.M. DIRECTORS PRESENT: Phil Cotton, Bill Dean, Cindy Jacob and Jim O'Grady(Interim Parks and Recreation Director). DIRECTORS ABSENT: Peter Cota-Robles. ALSO PRESENT: Rod Linville, Kent Graff,John McNair,JC Resorts; Chris Calkins, Carltas (until 4:45 P.M.); Jay Lembach,Nancy Sullivan and Claudia Bingham, City of Encinitas. There being a quorum present, the meeting was in order. AGENDIZED BUSINESS ITEMS 1. Approve Minutes of 5-24-11 Regular Meeting Contact Person: Board Secretary Hollywood. STAFF RECOMMENDATION: Approve Minutes ACTION: Cotton moved, O'Grady seconded to approve the 5-24-11 Regular meeting minutes. Motion carried. Ayes: Cotton,Dean,Jacobs,O'Grady. Nays: None. Absent: Cota-Robles. 2. Review Summary of Revenues and Expenditures/Financial Statement/update on Capital Reserves for May. Contact Person: TC Resorts: John McNair/Rod Linville STAFF RECOMMENDATION: Receive report. Mr. Linville presented the summary of revenues and expenditures for May and Mr. Graff presented the Capital Reserves for May. BOARD CONSENSUS: There was Board Consensus to receive the report. 3. Adopt FY 2011/2012 Annual Budget Contact Person: JC Resorts John McNair/Rod Linville. STAFF RECOMMENDATION: Adopt FY 2011/2012 Annual Budget. ACTION: Cotton moved, Jacobs seconded to adopt FY 2011-2012 Annual Budget. Motion carried. Ayes: Cotton,Dean,Jacobs, O'Grady. Nays: None. Absent: Cota-Robles. 4. Discuss Proposed FY 2011/2012 Capital Expenditure Budget Contact Person JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Board discussion to provide staff direction. BOARD CONSENSUS: There was Board Consensus to move the bunker sand project to a "high priority" project, and to begin this immediately and to change the heading under Capital Improvements Projects from "Deferred Maintenance/Replacement Projects" to "Projected Maintenance/Replacement Projects". Approved copy attached as Exhibit A. ACTION: O'Grady moved, Cotton seconded to approve the proposed FY 2011-2012 Capital Expenditure Budget. Motion carried. Ayes: Cotton, Dean, Jacobs, O'Grady. Nays: None. Absent: Cota-Robles. 5. Room rental pricing adjustment for frequent groups Contact Person: JC Resorts John McNair/Rod Linville. STAFF RECOMMENDATION: Waive the room rental fee for all repeat groups with a minimum of 40 guests and 20 events per year. ACTION: O'Grady moved, Cotton seconded to approve the updated Encinitas Ranch Room Rental Rates and to review the rental rates on an annual basis. Motion carried. Ayes: Cotton, Dean,Jacobs, O'Grady. Nays: None. Absent: Cota-Robles. Approved copy attached as Exhibit B. 6. Half Green vs. Full Aeration Analysis. Contact Person: JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Receive report. Mr. McNair presented the report and stated that staff was recommending to continue with half green aeration. 7. Discussion and Possible Adjustment to Cart Fleet Lease'% Contact Persons: JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Discuss possible adjustment to Cart Fleet Lease and provide direction to staff. BOARD CONSENSUS: There was Board Consensus to agendize this for the August meeting. 8. Marketing report and centralized call reservation center monthly update Contact Person. JC Resorts: John McNair/Rod Linville. STAFF RECOMMENDATION: Receive report. Mr. McNair reviewed the marketing report and stated that this years advertizing in a local paper was not as profitable as previous years. 9. Report on course enhancements Contact Person: JC Resorts Kent Graff and Chairman Dean. — STAFF RECOMMENDATION: Receive report. Mr. Graff stated that the new putting course was greatly received by the public. 10. Report on incidents and accidents Contact Person: JC Resorts Rod Linville STAFF RECOMMENDATION: Receive report. No incidents or accidents were reported for the month of May. REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS Chairman Dean stated that the July meeting was cancelled and the next meeting was scheduled for August 23, 2011. ADJOURNMENT ACTION: Cotton moved, Jacobs seconded to adjourn the meeting. Motion carried. Ayes: Cotton, Dean,Jacobs, O'Grady. Nays: None. Absent: Cota-Robles. Chairman Dean adjourned the meeting at 5:48 P.M. Claudia Bingham, De uty and Clerk Bill Dean, airman EXHIBIT A ENCINITAS RANCH GOLF COURSE Capital Pro acts Prolected Main tenangWR lacement Pro acts Fi"Yea 2011-2012 Project Esdmabd Coats Projected Capital Variance Project Estimated Costs Estimated Reserve Total Carry-Over Costs from PrlwYrs Variance Got Ma menerm Equipment&Mowers $67.000.00 Got`Cart Improvement P Paint Leuradia Bridge old DrtvkV Rarrpe Poles y44,000.00 $55.000.00 Bunker Sand Project $20.000.00 Cart Path W &Walkway to#15 tee box 512.000.00 Ew q Rarge Upgrade Project $12,000.00 Replace Clubhouse Tables,Chaks,&Barrqurt $20,000.00 Resurface/Reseal PaftV Lot $10,000.00 I i Toth $240.000.00 $0.00 10.00 .$0.00 2015-2017 Replace Irrigation C"mmers $150,000.00 Park Support Bldgs and Fenccq(every 5 years) 55.00000 Paint Starter Booth,Range Bk lgs(every 5 ) 36,000,00 Replace Pump Howe Filter(every 15 yrs) $8,000.00 Replace Shuttle Cart $8.000.00 Replace Range Picker 52,500.00 Buriw Sand Project Fedipalion S $10,000.00 $7.000.00 $5.000.00 $9.000.00 COUrse Eritwxmnent Project Replace Clubhouse TV's Replace Ck"xKise C&Wkg HVAC Gdr Course Maidenance $15,000.00 $1,000.00 320.000.00 32.70122 Cart Path 1Mderirq Replace Bag Washer(every 2 yrs) Resb%M Lot(every 2 years) 34.179.18 ResufacelRsseaYResiripe P Lot(ev 5 yrs) $17,389.11 Replace CkUxk"&Patio Tables&Ctaft(every Replace RestToom Partitions(every 8 years) Upgrade Pro Shop Computers/Software(every 7 Replace Bunker Sand and Drainage Replem Cart Fleet Batteries(ev 4 ) R Cart ev 4 years) Kd&,en Equipment(every 12 yes) $50.000.00 $5,000.00 $31.000.00 323.881.05 373.15107 59,004.07 360.000.00 Replace Pro Stop Air Condoorms(every 12 yre) $18.000.0 Replace krig mn Punps(Two every 15 y m) Replace Carpetng in Ckbtouse(every 6 yrs) R Seven Plasma Ns 6 $30,000.00 $15.000.00 Total $150,000.00 (every $14,000.00 3449,812.70 $0.00 $0,00 ENCINITAS RANCH GOLF COURSE -MMM - ---�� MIM WIM WIM ME. ��-MG _ -���Q - -���� =Q cem o���■iii Capital Pro'ects - - -- -- -IM MMM EXHIBIT B Encinitas Ranch Room Rental Rates Updated 6/24/2011 Resident(1)Mon-profit(2)event with food($15 per person minimum) with a minumim of 20 guests Resident(1)Mon-profit(2)event without food Non-resident event with food($15 per person minimum) with a minumim of 20 guests Non-resident event without food Tournament Repeat groups with a minumim of 40 guests and 20 events per year with food($15 per person minimum) Ranch Room Less than 50 guests $25 No time minimum $75 2 hour minimum $50 No time minimum $150 2 hour minimum Waived No time minimum Waived No time minimum Ranch Grill 50-144 guests $75 2 hour minimum $150 2 hour minimum • $150 2 hour minimum $300 2 hour minimum Waived No time minimum Waived No time minimum 1. Resident definition: To qualify for a resident event rate,the the host business must be based in the City of Encinitas. In the case of an individual signing the contract,the individual must live in the city limits of Encinitas. Proof of business address or residence may be required. 2. Non-profit definition:Must be a 501c tax exempt organization, not conducted or maintained for profit,whose net earnings are devoted exclusively to charitable,educational,or recreational purposes. Includes associations,community groups, non-government organizations and political campaign organizations established to influence legislation or elect a candidate for public office. 3. All rates are per hour.