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2023-04-251 CALL TO ORDER/ROLL CALL Chair Richard Houk called the meeting to order at 4:37 p.m. Directors Present: Chair Richard Houk, Vice Chair Cindy Jacob, Director Jill Bankston (Director of Engineering/City Engineer) Absent: Directors Pam Antil (City Manager) and Travis Karlen (Director of Parks and Recreation) Also Present: John McNair and Erik Johnson, JC Resorts; Tom Gallup (Assistant Director of Finance), Kathy Hollywood (Board Secretary), City of Encinitas; Chris Calkins, Carltas ORAL COMMUNICATION There were no oral communications. Chair Houk introduced Tom Gallup, Assistant Director of Finance. AGENDIZED BUSINESS ITEMS 1. Approval of the minutes of the February 28, 2023, Regular Meeting. Contact Person: Board Secretary Kathy Hollywood Recommended Action: Approve the minutes. BOARD ACTION: Bankston moved, Jacob seconded to approve the minutes as presented. Motion carried. Ayes: Bankston, Houk, Jacob. Nays: None. Absent: Antil and Karlen. Abstain: None. 2. Review of ERGA Financial Summary of Revenues, Expenditures, and Capital Reserves for February 2023 and March 2023. Contact Person: JC Resorts, Erik Johnson Recommended Action: Receive the report. Mr. Johnson reviewed the financial summaries. Mr. Johnson and Mr. McNair responded to questions from the Board. The Board received the report. ENCINITAS RANCH GOLF AUTHORITY REGULAR MEETING MINUTES Encinitas Ranch Golf Course Clubhouse 1275 Quail Gardens Drive, Encinitas, CA TUESDAY, APRIL 25, 2023, at 4:30 p.m. DocuSign Envelope ID: 9E7A1E45-434E-4EEF-A509-193C6038F2BC 2 3. Proposed adjustments to the approved 2022/23 Capital Reserve Budget. Contact Person: JC Resorts Erik Johnson and John McNair RECOMMENDED ACTION: ERGA Board of Directors approve an adjustment to the 2022/23 Capital Reserve Budget in order to reallocate funds for needed enhancements that will most positively impact the sustainability of the golf course and range practice area. Mr. Johnson and Mr. McNair reviewed the proposed adjustments to the 2022/23 Capital Reserve Budget and responded to questions from the Board. BOARD ACTION: Jacob moved, Bankston seconded to approve adjustments to the 2022/23 Capital Reserve Budget (as presented) in order to reallocate funds to the following projects for needed enhancements that will most positively impact the sustainability of the golf course and range practice area: 1) synthetic turf range target greens project and 2) the cart path repair and drainage enhancement project. Motion carried. Ayes: Bankston, Houk, Jacob. Nays: None. Absent: Antil and Karlen. Abstain: None. 4. Proposed Encinitas Ranch Golf Authority FY 2023/2024 Annual Business Plan: FY 2023/24 Budget, FY 2023/24 Capital Budget, and FY 2023/24 Rates. Contact Persons: JC Resorts, Erik Johnson and John McNair RECOMMENDED ACTION: ERGA Board of Directors approve the Fiscal Year 2023/24 Operating and Capital Budgets for the Encinitas Ranch Golf Authority. Mr. Johnson and Mr. McNair presented the proposed ERGA FY 2023/2024 Annual Business Plan which includes the 2023/24 Operating and Capital Budgets, and the FY 2023/24 Rates. Mr. Johnson and Mr. McNair responded to questions from the Board. BOARD ACTION: Bankston moved, Jacob seconded to approve Fiscal Year 2023/24 Annual Business Plan including the 2023/24 Operating and Capital Budgets, and the FY 2023/24 Rates as presented subject to no objections being received by the two absent Board Members no later than April 28, 2023. Motion carried. Ayes: Bankston, Houk, Jacob. Nays: None. Absent: Antil and Karlen. Abstain: None. Board Clerk Hollywood was directed to contact Board Members Antil and Karlen regarding the action taken; and If objections to the approval were received, schedule a special meeting. DocuSign Envelope ID: 9E7A1E45-434E-4EEF-A509-193C6038F2BC 3 Note: Board Clerk Hollywood contacted Board Members Antil and Karlen on April 26, 2023, and no objections to the approval were received. 5. Report on incidents and accidents. Contact Person: JC Resorts, Erik Johnson Recommended Action: Receive the oral report. Mr. Johnson reported that there were no incidents or accidents to report. REPORTS FROM DIRECTORS AND/OR MANAGER REPORTS Mr. McNair reported on the ERGA presentation to the City Council, aerification of the golf course, and the 25th Anniversary of the golf course. ADJOURNMENT Chair Houk adjourned the meeting at 5:51 p.m. ____________________________ __________________________ Kathy Hollywood, Board Secretary Richard Houk, Chair DocuSign Envelope ID: 9E7A1E45-434E-4EEF-A509-193C6038F2BC Certificate Of Completion Envelope Id: 9E7A1E45434E4EEFA509193C6038F2BC Status: Completed Subject: Complete with DocuSign: 2023-04-25 Regular ERGA Minutes.pdf Source Envelope: Document Pages: 3 Signatures: 2 Envelope Originator: Certificate Pages: 5 Initials: 0 Kathy Hollywood AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 505 S Vulcan Ave Encinitas, CA 92024 khollywood@encinitasca.gov IP Address: 70.183.94.130 Record Tracking Status: Original 8/23/2023 11:27:38 AM Holder: Kathy Hollywood khollywood@encinitasca.gov Location: DocuSign Signer Events Signature Timestamp Richard Houk rich@rlhouk.com Chair, Encinitas Ranch Golf Authority Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 23.112.18.233 Sent: 8/23/2023 11:29:26 AM Viewed: 8/24/2023 8:24:24 AM Signed: 8/24/2023 8:25:28 AM Electronic Record and Signature Disclosure: Accepted: 8/24/2023 8:24:24 AM ID: 26174f5b-481e-43b0-9c78-be5861ff1843 Kathy Hollywood khollywood@encinitasca.gov Department Director City of Encinitas Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 70.183.94.130 Sent: 8/24/2023 8:25:29 AM Viewed: 8/24/2023 8:29:58 AM Signed: 8/24/2023 8:30:04 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 8/23/2023 11:29:27 AM Certified Delivered Security Checked 8/24/2023 8:29:58 AM Signing Complete Security Checked 8/24/2023 8:30:04 AM Envelope Summary Events Status Timestamps Completed Security Checked 8/24/2023 8:30:04 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Encinitas (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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