RVRMA EXECUTIVE BOARD
Record of Proceedings
Regular Monthly Meeting
Wednesday, November 20, 2013, 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, November 20, 2013 at 444 River Valley Ranch Drive,
Carbondale, Colorado 81623 with the following people present:
Executive Board of Directors
Jim Noyes, President
Lani Kitching, Vice-President
Bob Schoofs, Treasurer
Jack Gausnell, Secretary
Bill Grant, Director-at-Large
Peter Frey, Director-at-Large
Todd Richmond, Director-at-Large
Management Representatives
Ian Hause, Executive Director
Suzie Matthews, Director of Finance
Erin Mattice, Member Services
Pamela Britton, Recorder
Homeowner Attendees
Call to Order
RVR Executive Board President, Jim Noyes called the meeting to order at 5:00 pm. A quorum was established.
Approval of Agenda
Directors Kitching and Richmond moved and seconded to approve the agenda. The motion passed unanimously.
Consent Agenda
Directors Kitching and Schoofs moved and seconded the adoption of the meeting’s consent agenda and to
approve the Board Meeting minutes of September 30, 2013. The motion passed unanimously.
Public Comment
 None
Announcements
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Covenant and By-Law Review – Thursday November 14th, 3:00 – 5:00 pm
RVR TRIVIA! – Friday, November 15th, 6:00 pm
DRC Meeting – Thursday, November 21st, 9:00am
Thanksgiving – Thursday, November 28th, Ranch House hours 6am – 1pm
RVaRt – November/December features the work of Staci Dickerson
DRC Meeting – Thursday, December 5th , 9:00am
Holiday Gift Bazaar – Saturday, December 7th, Ranch House
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RVRMA Annual Meeting – Tuesday, December 10th, Reception at 6:30pm, Meeting at 7:00pm
RVR Holiday Party – Saturday, December 14th, 5:00 – 8:00pm
DRC Meeting – Thursday, December 19th , 9:00am
Christmas Eve – Tuesday, December 24th, Ranch House Hours 6:00am – 1:00pm
Christmas Day - Wednesday, December 25th , Ranch House Closed
Committee Reports
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Notes from October 24, 2013
Notes from October 31, 2013
Notes from November 7, 2013
There were no comments on the DRC minutes.
Executive Director’s Report
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Management –The organization is operating within the Board adopted, Member ratified 2013
Operations and Reserve Budget, subject to the accrual accounting transition.
Commencing January 1st, 2014, the organization will switch to accrual based accounting. This will result in a
booking overage for 2013 as we switch to the new accounting process.
The 2014 RVRMA Reserve and Operations budget as adopted by the Executive Board has been posted on
the website, noticed as available for personal pick up November 4th thru 11th at the Ranch House, and then
delivered via US Mail on November 12th to the address of record on file with the RVRMA. Ratification Ballots
are currently being collected at the Ranch House. Owners have until 5 pm on December 10th to submit
ballots.
The Annual Meeting Agenda was included in the budget packet. The Annual Meeting will be held on
Tuesday, December 10th at 7 pm, immediately following the December Board meeting at 6 pm.
Turf, tree and landscape operations have ceased for the year. The Irrigation services ceased on October
10th. Blow-out was completed on October 25th. The SiFi fert was placed the week of October 28th. Leaf pick
up is ongoing until all leaves fall or snow precludes continued work. Leafs are 90% picked up.
All seasonal field operations staff has been released. Rich Myers and Four Seasons are no longer under turf
care contract.
The fundraiser for local Olympian, Meg Olenick was a smashing success. The public event was held at the
sales barn. The goal was to raise $20,000 to send the hometown hero to Sochi Russia for the 2014 Winter
Games. The collaborative effort exceeded the goal and raised $22,000. An additional $1,000 was provided
by Rotary.
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The Covenant and Bylaw Review Committee (CBRC) has been fully subscribed and appointed by the
Executive Board. The first organizational meeting was held on Thursday, October 17th. Members have been
provided binders with all relevant documents and will meet again on November 14th. CBRC Chair, Ron
Rouse, will provide an update at the November Board meeting and also at the Annual meeting.
The Collections Policy, revised as per statute, has been duly noticed and posted and will be eligible for
adoption at the November meeting. No comments have been received to date.
The RVRMA Administrative Offices will be closed beginning Thursday, November 28th thru the following
Sunday, December 1st and will re-open on Monday, December 2nd.
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RVR Irrigation H20 – All ditches, ponds, irrigation systems, pumps and valves have been closed and
winterized.
Staff completed a 24-hour liner test on the sediment control basin upon shut off of the Town Ditch.
Liner loss was less than that prior to removal of sediment in the Fall of 2012. No further action required
regarding the integrity if the Pond 10 liner.
We are currently pumping out the sediment basin to begin to evaluate its effectiveness. To complete
the evaluation we will need to pump out pond 10 next spring with the golf pumps and review the
sediment load not captured to finally determine the effectiveness of the basin. The basin was
engineered to capture 50% of a typical sediment load.
We will reconcile the 2013 Operations budget with Golf once all seasonal maintenance is complete,
probably the first week of December. We will then create the 2014 Irrigation Water Delivery Budget for
2014 prior to year end and based on actuals and experience. We currently anticipate the 2014 Budget
and resulting Reimbursement Assessment to be very close if not identical to the 2013 RA.
We have performed the final cooperative meter reading for 2013. The result was that the RVRMA used
48.5% and Golf used 51.5% of total consumption. This is very close and under our budgeted 49%.
Fall routine shared cost ditch maintenance has commenced and includes: cleaning and bentonite sealing
of the Bowles and Holland on Iron Rose Ranch (across from hatchery), the lower Bowles and Holland
from golf hole 16 to Crystal Bridge Drive, the Tract M outfall, the upper Lowline from the Iron Rose
Ranch diversion and flume to the golf corridor, the sediment basin located at golf hole 16 tees and the
new sediment control structure on Pond 10. As of publication, these projects were 75% complete and
are anticipated to be 100% complete by December 1st.
Rich Myers has commenced removal of our Cla-Valves for annual servicing. This work will not be
completed or paid for until next year and will be funded by the 2014 Reimbursement Assessment.
The Plan for Augmentation, Water Court Case 10CW60, is nearing a final decree by the Judge. Staff still
believes and Counsel concurs that this case will be satisfactorily ruled upon and closed by year-end. In
partnership with golf we will need to consider the decreed Water Court Case 12CW16 and diligence in
development of certain conditional water rights. These conditional rights include a Bowles and Holland
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Ditch Enlargement (1.2 cfs), 2 pump and pipe lines along the Crystal River (combined total is 4 cfs) and
RVR Spring number 1 (2 cfs). Whether or not we pursue these conditional rights needs to be carefully
considered by Golf and the RVRMA. Basically, these conditional rights serve as “insurance” in the event
that the existing irrigation water supply is not adequate for the build-out of RVR. These legal costs are
included in the shared irrigation water delivery budget produced by the ED and agreed upon by the Golf
Owner on January 21st, 2013.
We plan to participate in a one-day in-stream flow test with adjoining water rights holders and the
Colorado Water Trust. This was originally scheduled to occur on Monday, September 25th but was
postponed due to widely ranging flows in the Crystal River due to weather. Once re-scheduled, we will
only divert 5 cfs of water and leave the remaining rights in the river for analysis.
RVR Irrigation H2O is operating per plan and budget.
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Member Services, Hospitality, Media and Public Relations – The Ranch House remains very well
attended with attendance numbers up from previous years.
As noted the Olenick function was very well attended and very successful.
On Sunday, October 27th, from 3:00 to 4:30 pm, the Ranch House hosted the Fall Fest Halloween Social.
There were games, clowns, magic and, of course, candy for the entire family to enjoy. The function was
very well attended by approximately 50 kids and 30 adults and was enjoyed by all.
There will be a Trivia Night held on Friday, November 15th at 6 pm at the Ranch House.
The Ranch House will close early on Thanksgiving Day at 1 pm. Otherwise normal hours will be in effect.
The Annual Meeting will be held on December 10th at 7 pm.
The RVR Holiday Party will be held Saturday, December 14th from 5 to 8 pm.
The November and December Featured Artist is long-time local Staci Dickerson. Staci is a talented
contemporary artist currently working primarily with oils.
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Operational Refinement – The Ranch House has returned to normal operational hours with the Ranch
House now closing at 8 pm Monday thru Friday. The Ranch House has returned to seasonally closing the
Ranch House on Saturdays and Sundays at 6 pm with the exception of Thanksgiving Day as noted.
Staff has submitted an informational pamphlet regarding hot tub usage for review and approval at the
November meeting.
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Social Media (Website, Weekly News, Surveys, Facebook) – The website continues to be updated. The
directory is being populated and invoiced.
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Technical - Ranch House Mechanical – The utility charts and notes are included in the Board packet.
Addition of functional variable Frequency Drives to the Boiler Pumps is included as a capital expense in
2014. Once the 2014 Budget is ratified, staff will submit detailed proposals for capital expenses to be
considered by the Board in 2014. The Board should expect to see the VFD proposal at the January
meeting with immediate commencement upon approval.
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Ranch House Pool- The rec pool is closed for the Season. All mechanical systems are functioning
properly. Replacement of the egress ladder on the north-west end of the pool has been completed. Lap
pool and spas will remain open year round.
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Ranch House Building – The building is in sound condition and functioning properly. All decks have
been sealed. All gutters have been cleaned. The Bike Plaza is closed for the winter. Holiday light and
decorations are scheduled for install the week of November 18th. Numerous improvements and
replacements are planned for this winter.
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Irrigation System O&M – All deferred, necessary, capital and maintenance projects, with the exception
of a potential turbidity/telemetry system above the sediment control structure, are complete.
Blow-out commenced on Monday, October 14th and is expected to be complete by November 1st at
which point we will place the SiFi throughout RVR. This work is expected to be complete by Friday,
November 8th. This will complete all irrigation operations for 2013.
Rich Myers is pulling all Cla-Valves for annual maintenance.
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Site work and Landscape
Turf Grass – All turf grass operations have ceased.
Trees – We have completed deep watering all trees which were planted in 2011, 12 and 13. We are
evaluating preventative treatment measures for the Emerald Ash Borer which has been discovered on
the Front Range and is expected to move westward.
Flowers – Cut-backs are 100% complete. Flowers have been put to bed for the season.
Noxious Weeds – Weed control services for 2013 are complete for vacant lots, common areas, ditch
easements and open space.
Beautification and Mitigation – RVRMA Crews will commence install of Holiday Decorations the week of
November 18th.
Infrastructure – The TOC has completed this fall’s repair of additional roads at RVR in anticipation of
resurfacing next year.
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Settlement and Old Town 2013 Paint Program – All 2013 services are 100% complete with a high level
of customer satisfaction.
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Budget and Finance – The 2014 RVRMA Reserve and Operations budget as adopted by the Executive
Board has been posted on the website, noticed as available for personal pick up November 4th thru 11th
at the Ranch House, and then delivered via US Mail on November 12th to the address of record on file
with the RVRMA. Ratification Ballots are currently being collected at the Ranch House. Owners have
until 5 pm on December 10th to submit ballots.
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Continuing Education for Staff – Erin Mattice is booked for the M-100 Class in April 2014. Once
competed, Erin, Ian and Suzie will proceed towards State Licensing.
Parking – Ian added that staff will be refining our policy related to ‘abandoned/inoperable vehicles’ to clarify
and make enforceable our policy and procedures.
Board Book Updates – Board members were asked to return their Binders to the staff for the semi-annual
updating.
Old Business
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Proposed Amendment to the Ranch House Rules and Regulations
Directors Frey and Kitching moved and seconded the following Draft Motion A. The motion passed
unanimously.
Draft Motion A: Resolved that the RVRMA Executive Board hereby approves the ‘Quick Facts: The Ranch House
Family and Therapeutic Spas’ pamphlet for distribution to community members.
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Revised Collections Policy
Directors Frey and Kitching moved and seconded the following Draft Motion B. The motion passed unanimously.
Draft Motion B: Resolved, that the RVRMA Executive Board hereby approves and adopts the proposed Revised
Collection Policy as written, presented, and duly offered for review and comment to the RVR Community.
New Business
There was no New Business
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Executive Session
The Board did not go into Executive Session.
Adjourn
It was moved and seconded to adjourn the meeting. The meeting was adjourned at 6:25.
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