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
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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.