RVRMA EXECUTIVE BOARD
Record of Proceedings
Regular Monthly Meeting
Wednesday, June 29, 2011, 5:00pm
The Ranch House Meeting Room
A regular meeting of the Executive Board Members of the River Valley Ranch Master Association, in the county
of Garfield, State of Colorado was held on Wednesday, June 29, 2011 at 444 River Valley Ranch Drive,
Carbondale, Colorado 81623 with the following people present:
Executive Board of Directors
Jim Noyes, President
Peter Frey, Vice-President
Bill Grant, Treasurer
Dick Heinz, Director-at-Large
Lani Kitching, Director-at-Large
Frank McSwain, Director-at-Large
Ted Stude, Director-at-Large
Management Representatives
Ian Hause, Community Manager
Suzie Matthews, Controller
Pamela Britton, Recorder
Homeowner Attendees
Steven Wolff
Lynn Fiegenbaum
Call to Order
RVR Executive Board President, Jim Noyes called the meeting to order at 5:00pm. A quorum was established.
Approval of Agenda
Director Lani Kitching moved and Director Bill Grant seconded to approve the agenda. The motion passed
unanimously.
Consent Agenda
Director Ted Stude and Lani moved and seconded the adoption of the meeting’s consent agenda. The motion
passed unanimously.
Public Comment
Homeowners Steven Wolff and Lynn Fiegenbaum expressed concern about the Thompson Park development
and the impacts it would have particularly on those homeowners who live on North Bridge Drive. Steven stated
that he was concerned that additional development might diminish the value of RVR properties by adding
additional inventory to the real estate market. In addition, there would be construction impacts and obstruction
of existing views.
Jim indicated that ultimately, we (RVRMA) have no authority or power in decisions about this development.
Expressions of concern are best directed to the Town of Carbondale. Ian suggested writing to Cathy Derby, the
TOC Town Clerk and she could forward comments to the appropriate people. In addition, individuals can attend
public meetings on this issue, voice their opinion and get it into the public record. Jim suggested that the Town is
sensitive to citizens complaining about development issues and not to feel defeated in advance. Many
developments have not occurred because citizens expressed opposition.
Director Dick Heinz offered that their concerns about traffic impacts might be the strongest and most influential
argument to make to the Town.
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Director Peter Frey also offered that the developer is unlikely to start breaking ground right away. There may be
three or four years before anything happens which gives citizens time to voice their thoughts.
Steven and Lynn stated that they did not receive the letter of June 8th sent to all Settlement residents regarding
the Thompson Park easement request. Suzie and Ian will make a follow up call to Steven and Lynn to double
check their email and other information.
Announcements

Wine Tasting – June 30th, 5p.m.- 7p.m.

Stars and Stripes Jubilee – July 3rd, 3p.m. – 7p.m.

USTA Tournament - July 8 – 10
RVR will again host the USTA sanctioned Tennis Classic. The tournament typically draws about 150
entries from the Roaring Fork, Grand, and Vail Valleys and from the Front Range. Evan and Myles will
run the tournament with assistance from the Tennis Committee and RVR Staff. We anticipate the five
RVR courts will be reserved for the tournament from mid-day Friday to mid-day Sunday. The
tournament will also use the hard courts at Triangle Park and other local courts, depending on the total
number of entrants. Hard costs for the tournament will be covered by entry fees and sponsorships.

Dive-In Movie – July 22nd 8:15 p.m. – 10 p.m., Finding Nemo

Community Gathering – July 27th, 6 p.m. – 8 p.m.
Board and Staff introductions, State-of-the -Union
Committee Reports
Design Review Committee
Design Review Committee Meeting Minutes of June 16, 2011 were reviewed by the Board; no comments.
Tennis Committee
Tennis Committee Meeting Minutes of June 8, 2011 and June 22, 2011 were reviewed by the Board. Jim noted
that installing a backboard on one of our courts may have noise issues. Ted suggested that there might some
work-arounds that could be investigated. Ian suggested that we contact Plum TV about potential coverage or a
feature program on the RVR Tennis Classic.
Management Updates

Management – Systems and Processes are being refined. SOP’s are being documented and recorded.
Staff training and technical support are on-going. The Community Manager has successfully applied for
Roaring Fork Leadership and will begin programming in late August. There is a Manager on Duty during
the evenings Monday thru Thursday. There is a Manager on Duty on Saturday and Sunday. The Master
Action Plan is available upon request.
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
Media – Remaining communication efforts for 2011 will include but not be limited to, on-going webblasts, posting, display and verbal communications. Primary functions for the balance of Summer Camp
are the Stars and Stripes Jubilee, the USTA Tournament, The Community Gathering, SeptemberFest,
Dive-In Movies, and Wine Tastings. Fitness, Tennis and Swim Programming will round out the schedule.
All functions have a summary narrative, action plan, and budget and are documented regarding
attendance, actual costs and hits and misses. This documentation will serve as the template for 2012
Planning and Budgeting. So far we have had a Wine Tasting, the Tennis Kick-Off, the Community Garage
Sale and three day Gone Fishin’ program. All functions to date are considered a success.
Subject to Board determination, we may include AVLT recognition of RVR at the Community Gathering.
The Member Packet is complete and is being distributed.

Political –Management has rescinded the request of the TOC being the recipient of the collected Open
Space Transfer Fee and the assumption of Triangle Park maintenance operations.
The Ranch House Liquor License was approved by City Council on 6/14.
The Tree Board approved the 2011 Tree Maintenance Plan subject to minor conditions and a Board
Resolution (included).
The Town Attorney placed the RVRMA considerations and conditions regarding the proposed Thompson
Park Access and Utility easement into the public record. There is a Board resolution regarding this
matter (included).
The 2012 Executive Board of Directors Election is not required due to the fact that the number of
candidates did not exceed the number of term vacated seats.

Technical –
Ranch House Landscaping- The Phase 1 Ranch House Bike Plaza is on schedule and within budget. The
Plaza opened for use on 6/24/11. The Red-Twig Dogwoods which were removed have been re-located
to the Crystal Bridge Pond. The Phase 2 landscaping project is underway and will be under budget.
Management is proposing utilizing the remaining budgeted funds to fulfill this year’s tree replacement
obligation. See the included resolution for details.
All pool landscaping is complete. The pool deck is repaired. The audio system has been upgraded. The
VFD’s are in operation for the slide, waterfall, rec pool and spa pumps. There was no VFD planned for
the lap pool pump. We have reduced the pump rpm’s by approximately 45%. We will be able to
determine the realized cost savings once we have a full month of operation with the VFDs and have
received the corresponding utility bills. Subject to this determination, management recommends that a
VFD is installed on the Lap Pool pump.
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The pool deck core samples have gone to the lab and test results have confirmed that there was not
proper air entrainment in the concrete at the time it was poured. Improper air entrainment will result in
the surface peeling and cracking that we are experiencing. Interpolation of the test results indicates
that we will not need a pool deck replacement for the foreseeable future so long as the aesthetic of a
patched deck is acceptable to the community. The deck has not been properly sealed in many years.
We have properly sealed all decks and walks this spring and will do so again prior to winter. The annual
cost to seal the deck properly 2X a year is $7500. Repair costs for this year were approximately $2500.
We will budget for pool deck repair and maintenance accordingly going forward. Proper maintenance
should defer a costly phased deck replacement.
The pool area is landscaped, furnished, staffed and 100% operational.
Ranch House Mechanical -Three firms received our request for a proposal for the services of a
mechanical engineer, visited and toured the Ranch House, received electronic copies of the mechanical
drawings, and submitted proposals. We have two strong candidate firms, Big Horn Engineering from
Grand Junction and Resource Engineering Group (REG) from Crested Butte. (The third firm, Rader
Engineering, has focused primarily on high-end residential projects.)
The proposals for all three firms have been received.
Bighorn Consulting Engineers has broad experience with a full range of commercial and institutional
clients. They were recently involved in the retrofit of the Hot Springs athletic club in Glenwood. Blaine
Buck P.E. was previously employed by McFall-Konkel-Kimball (MKK), the engineers of record, for the
construction of the Ranch House. Bighorn's proposal is quite brief and proposes a flat fee of $4,500.
REG, Inc. also enjoys a wide range of clients. Among their current projects is a modification of the Aspen
Recreation Center (ARC); locally, they were the engineers for the renovation of the Third Street Center.
They enjoy a strong reputation for their LEED certified design work. The REG proposal is comprehensive,
provides a detailed schedule for fees, and estimates a range of anticipated expenses from $14,500 $25,000.
Both firms are highly qualified for this engagement. Both firms are busy and will have to travel to
provide their services. Both firms propose to begin their engagement with a load analysis, modeling the
energy demands of the several elements of the building's systems.
Next Steps
It will be helpful for members of the Facilities Committee and Management to interview both firms in
order to inform the Board's decision-making process. While each firm is qualified for this engagement,
each will bring a different style and emphasis. Since it is possible that this engagement might be the
beginning of a long-term relationship, the perspective of several homeowner/volunteers will be helpful
to the Board. Both candidate firms have been scheduled for these interviews the week of 6/26. The
Committee and Management will make a recommendation to the Board at their July meeting.
Neighborhood Painting – After consultation with the Executive Board, the Settlement and Old Town
Advisory Committees and the neighborhood Owners, the painting contractors are under contract and
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proceeding with contract services in Old Town and The Settlement. The contractor prices for the
Settlement were kept the same as the pricing as the last two years. The contractor pricing for Old Town
was kept the same for trim and porch painting. The siding costs went up by $500 per unit due to an
increase in material costs. There are 8 houses being painted in The Settlement and 20 houses are
receiving various services in Old Town. The Settlement Homes are being entirely painted. The Old Town
Homes vary in service received due to differing materials on the structure. Depending on the location,
services can range from porches, to siding, to trim. Any home in Old Town which is scheduled to receive
siding paint will be painted on all four sides.
Irrigation System O&M and A/R transfer – The auto-cad as-builts for the community portion of the
system are 90% complete. Their shared-cost off and on site irrigation ditch system as-built is underway.
We are pursuing the golf course as-builts through several avenues to overlay shared irrigation facilities
between pump stations and community valves. We are currently calculating the irrigated areas that are
RVRMA property, Town Parks or Town R.O.W. This will confirm those areas after the valves that are to
be covered by the Master Association as opposed to neighborhoods or individuals. The targets are to
finalize an Agreement and Capture Billing this year and commence the first Process Billing in spring
2012. Negotiations are on-going. All processes are subject to the participation of Crown Golf.
Irrigation Operations - Rich and his crew continue to operate and troubleshoot the system zone by
zone. There is no general customer dissatisfaction regarding irrigation that we are aware of.
Grounds – Prima Plant Services has completed tree spraying operations for 2011. Prima has
commenced spraying for weeds throughout the community. Aspen Tree Service will begin removing
the 45 identified trees subject to the included resolution.
Turf - Four Seasons had submitted soils for analysis to aid in determination of the cause of ailing turf
along Heritage and ancillary streets. Lab results came back inconclusive. We have some positive
recovery in certain areas with warmer temps. We are testing thatch, soil prep and over-seed in specific
areas and monitoring response. Subject to a successful practice, that practice will be introduced zone by
zone and irrigation run times will be increased for grow-in. Triangle Park continues to be maintained at
a base/park level.
Facilities – The Tennis hard court repairs are completed. 13 Ranch House windows which had failed are
now replaced and have been filmed with low-e and reflective film. Semi-annual window cleaning is
complete. The door jamb upper trim pieces have been replaced on the exterior doors to further prevent
the loss of cooled and heated air. All security cameras are operational and all activity is recorded. New
towel shelves have been installed.

Budget and Finance
Budget – Based on my review of the operating budget and planned reserve allocation expenses, I am
confident that the operation can remain within budget for 2011 barring any unforeseen circumstances.
This will require diligence in revenue enhancement and cost control. A budget v actual variance report
is included in the Board packet.
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Finance – Collection matters will be addressed in Executive Session. An Accounts
Receivable/Foreclosure spreadsheet is included in the Board packet. These accounts will be discussed in
Executive Session.

Member Services and Hospitality- Training with seasonal staff is on-going. We are exploring a
hospitality and recreational management internship program with Colorado Mountain College.
The Juice Bar has introduced Heidi’s Wraps and Sandwiches and personal or by the slice pizzas. We
have introduced pre-mixed 100% natural margaritas. We are adjusting inventory and product based on
sales.
The Ranch House loops digital images of announcements, events, activities and functions.
We are using Microsoft Access for the Member database which allows us to query and communicate in
a number of ways and to specific groups. Additionally, the software allows us to track specifics for any
given member.
Based on the feedback that staff has received, I would non-scientifically place our customer satisfaction
at 90%.
Dick Heinz asked for additional information on the first bullet in the Management Report under the
heading “Political” which was about the request for the TOC to be the recipient of the collected Open
Space Transfer Fee and the assumption of Triangle Park maintenance operations which has been
rescinded. Jim indicated that the request was causing some confusion and push back. Ian and Jim
together decided it would be most effective to rescind that request at this time.
Jim expressed appreciation to Ian and his team for the good work they are doing. Dick agreed, indicating
that he felt a good team had been put into place. Peter commented on how quickly Ian has come up to
speed, so much so that he thinks they are ready to tackle the revisions to the Covenants. The intent
would be to provide RVR homeowners and update on the highlights of the work on the Covenants at the
summer Homeowner’s meeting.
Jim indicated that they are still working on the details of the water issue with Crown Golf. Progress is
being made, and the end is in sight.
Thompson Park Easement
Ian indicated he has had conversations with Mark Hamilton, the Town of Carbondale Attorney regarding the
Thompson Park Easement. Ian told Mark that the RVR Board and he, as Community Manager, were
uncomfortable getting into the land use approval process. Ian asked Mark for a clarification regarding this
request. Mark explained that when the RVR Developer deeded Triangle Park to the Town of Carbondale, the
General Warranty Deed included Covenants which specified allowable uses. This type of Utility and Access
Easement is not a specifically allowable use in the Deed. Mark indicated that the TOC could probably unilaterally
execute this easement without RVR’s consent and would have done so with an indemnification from the
Developer of Thompson Park, which the Developer was unwilling to provide. Ian indicated to Mark that the
word “consent” is what is creating concern on the part of the RVR Board. Mark suggested the words “We don’t
object” as an alternative. The following Draft Motion A reflects that verbiage.
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Dick indicated that he is not happy that as homeowners we still have financial responsibility for the maintenance
of the Triangle Park tennis courts. Jim stated that we are obligated to maintain the courts, which are part of the
deeded Triangle Park property because the developer committed RVR to this as part of the original development
approvals. We have no leverage at this point to require the town to take over maintenance of those courts.
Further, maintenance of park facilities that are part of the Thompson Park Development will be the
responsibility of that development, not RVR.
Draft Motion A: Resolved, that the RVRMA does not object to the proposed 50’ Access and Utility Easement
requested by Cerise Park LLC for the Annexation and Zoning Application for the Thompson Park Subdivision
subject to the following conditions and considerations;
 The request is a result of the language in the General Warranty Deed for Triangle Park which does not
specifically state this proposed easement as an allowable use of the deeded property. The proposed 50’
easement is a consolidation of the existing, platted 20 utility easement and the existing, platted 30’
access easement. The RVRMA is not a party to approving or disapproving a land use application by not
objecting to the proposed easement.
 The easement is strictly intended for the stated beneficial use and enjoyment by Cerise Park LLC, its
successors and assignees. There will be no more than 45 single family dwelling units. The project will be
generally consistent the land plan submitted by the Developer, dated 4/19/11, drawn by Michael Hassig.
 The River Valley Ranch Master Association shall review and approve a construction plan in the subject
area prior to commencement of any construction by Cerise Park LLC, its successors and/or assignees.
Cerise Park LLC, its successors and/or assigns shall relocate, repair, replace, and re-establish any existing
utilities, landscaping, irrigation, access, parking or drainage appurtenances which may be affected by
installation of any access, utility, landscape and drainage improvements.
 Prior to abandonment of the existing easement, Cerise Park LLC, its successors and/or assignees, shall at
its sole cost and expense, and in consultation with the River Valley Ranch Master Association, remove the
roadway within the existing easement and re-establish or establish any utilities, landscaping, irrigation,
access, parking or drainage appurtenances within the existing easement.
 There shall be recorded abandonment and quit claim of the existing 30’ Access Easement and the
existing 20’ Utility Easement, Reception No(s). 498928, prior to commencement of any construction in
the new easement by Cerise Park LLC, its successors and/or assignees.
 All construction traffic, including but not limited to, sitework, grading, utilities, storm drainage,
infrastructure, landscaping and all residential construction, shall be required by the Town of Carbondale
to access the site off of Hwy 133.
 A separate bike/pedestrian path shall be installed adjacent to the roadway, within the new easement.
 The Town of Carbondale shall prohibit on-street parking along North Bridge Drive from Settlement Lane
to Holland Drive, specifically creating, painting, signing and enforcing a no-parking zone in this location.
 The easement should sunset with vesting at 5 years and be vacated by quit claim deed at that time.
 No future or present development in adjacent parcels shall be required (or allowed) to access
Northbridge Drive from the new easement.
 There shall be no net increase in the RVRMA maintenance obligation in this location as a result of the
new easement.
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Ted asked a question about bullet number nine. Ian indicated that this ‘vesting’ is associated with the current
proposed land plan. Having this sunset requirement protects us in case this plan doesn’t materialize so that
someone with a new plan is not automatically vested with the same benefit.
Peter moved and Bill seconded the motion. The motion passed unanimously.
Tree Plan
Draft Motion B: Resolved, that the RVRMA approves the 2011 Tree Maintenance Program as approved by the
Town of Carbondale Tree Board, it’s Town Council Liaison and the Public Works Director. Furthermore, the
RVRMA directs the Community Manager to proceed with execution of the 2011 Tree Maintenance Program.
Ian provided an overview of our work with the TOC Tree Board on tree replacement at RVR. The Tree Board is a
five person Board with Frosty Merriot as the Town Council liaison.
The Board indicated that if we have 45 trees that are dead, diseased, dying or dangerous they want a tree-fortree replacement because part of our approval documents had a landscape plan with specific trees in specific
places. The Board indicated that until we come back with a tree replacement plan, none of the indicated trees
may be removed.
Ian set about working with members of the Board and TOC staff to come up with a plan. The net result is that we
can take out our 45 dead trees this year and have three years to replace them. The plan is to replace 15 each
year. This fall, priority will be given to replacing trees in front of homes to help maintain property appearance
and values. In the second year, we would address trees in the right of ways. In the third year, we would address
the Crabapple trees struggling in Orchard Park. This will give us time to evaluate their health and determine if
we want to replace them with the same species or another more viable species. The goal was to get this
conversation out of the political environment and take it to a staff level conversation where more efficient
progress could be made. In so doing, we managed to make progress and defer the cost across three years.
Money saved from value-engineering employed in the development of the Bike Plaza will go to the first year
tree expense.
Peter and Bill moved and seconded Draft Motion B. The motion passed unanimously.
Old Business
None
New Business
Jim extended thanks to Dick Heinz for the two terms he has served on the RVR Board. Dick will attend the July
Board meeting where a formal seating of the newly appointed Board members, Bill Grant and Amy Harvey, will
take place.
Executive Session
Board moved to Executive Session at 5:39 pm. Board left Executive Session at 5:56.
Peter and Frank moved and seconded the following Draft Motion C:
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Draft Motion C: Resolved that, the RVRMA hereby releases all collected Open Space Transfer Fee funds totaling
approximately $36,000.00 from all of 2010 and the first quarter 2011. These funds shall be released to the Aspen
Valley Land Trust.
However, this release is not an acknowledgement of, or concurrence that the Aspen Valley Land Trust is entitled
to these funds as a successor to the Carbondale Agricultural Heritage Fund.
Furthermore, in consideration of current open space demands and uses by the citizens of the Town of
Carbondale, it is the intent of the RVRMA to amend its Declaration to provide for flexibility in allocation of these
funds for purposes which fulfill the general intent of the Fee while realizing direct benefits for the citizens of the
Town of Carbondale.
The motion passed unanimously.
Adjourn
Frank and Lani moved and seconded to adjourn the meeting. Meeting was adjourned at 6:07pm.
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