RVRMA EXECUTIVE BOARD
Record of Proceedings
Regular Monthly Meeting
Wednesday, January 29, 2013, 6:00pm
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, January 29, 2014 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 (by phone)
Bill Grant, Director-at-Large
Peter Frey, Director-at-Large (by phone)
Todd Richmond, Director-at-Large
Management Representatives
Ian Hause, Executive Director
Suzie Matthews, Director of Finance
Pamela Britton, Recorder
Homeowner Attendees
Call to Order
RVR Executive Board President, Jim Noyes called the meeting to order at 6:00 pm. A quorum was established.
Approval of Agenda
Directors Kitching and Grant moved and seconded to approve the agenda. The motion passed unanimously.
Consent Agenda
Directors Kitching and Grant moved and seconded the adoption of the meeting’s consent agenda and to
approve the Board Meeting minutes of December 10, 2013. The motion passed unanimously.
Directors Kitching and Grant moved and seconded to approve the 2013 Annual Meeting minutes of December
10, 2013. The motion passed unanimously.
Public Comment
 None
Announcements
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Ian Out of Office – Monday, January 20th – Friday, January 24th
RVR on Ice – Saturday, February 1st, 6:00 – 8:00pm at the Rodeo Ice Rink
DRC Meeting – Thursday, February 6th, 8:45am – 12:00pm
CBRC Meeting – Thursday, February 13th, 3:00pm – 5:00pm
Olympics Opening Ceremony – Friday, February 7th
Third Thursday’s with Habitat – February 20th, March 20th, April 17th, 8:15am – 3:30pm
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DRC Meeting – Thursday, February 20th , 8:45am – 12:00pm
RVRMA Board Meeting – Wednesday, February 26th, 6:00pm
CBRC Meeting – Thursday, February 27th , 3:00pm – 5:00pm
New Yoga Class – Fridays @ 7:00am
New Saturday Cardio Class – Saturday’s 9:00am
Committee Reports
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DRC Notes from December 19, 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 2014
Operations and Reserve Budget. The organization is now on an accrual based accounting system.
The 2014 RVRMA Reserve and Operations budget as adopted by the Executive Board was ratified by the
Members by the balloting deadline of December 10th at a nearly 4:1 margin.
The Annual Meeting was held on Tuesday, December 10th at 7 pm, immediately following the December
Board meeting at 6 pm. It was very well attended and very positive.
2014 operational planning and execution is underway.
Four Seasons continues to provide snow removal at the Ranch House, The Settlement and Old Town. A
snow removal protocol, process and contact sheet is on the board at the office, at the Front Desk and on the
website.
RVRMA Crews continue to provide snow removal on Ranch House walks and patios, open space trails and
the 4’ walks in Old Town and along RVR Drive.
The Covenant and Bylaw Review Committee (CBRC) has been fully subscribed and appointed by the
Executive Board. The CBRC continues to meet at least monthly and will provide progress reports as
appropriate.
The RVRMA, in cooperation with Habitat for Humanity and The Goat sponsored a work day at the Keator
Grove Project on Thursday January 16th. Seven RVR Homeowners volunteered, The Goat bought lunch and
all had a blast. We hope to continue this program and call it “Third Thursdays with Habitat”. The Sopris Sun
and Post Independent were contacted and came to the site to interview the RVR participants and take
photos so there may be a residual public relations press benefit as well.
The ED was on vacation the week of January 20th.
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RVR on Ice will be held Saturday, February 1st from 6 to 8 pm. The function will be held at the Rodeo
Grounds Ice Rink from. RVR has the facility privately rented for that period. There will be straw bales, a fire
pit, food and beverage.
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RVR Irrigation H20 – All ditches, ponds, irrigation systems, pumps and valves have been closed and
winterized.
All planned seasonal ditch maintenance was completed this fall with the exception of a minor repair on
the Pond 2 outfall and cleaning out the sed basin above Pond 2.
We have reconciled the 2013 Operations budget with Golf now that all seasonal maintenance is
complete. We have created and mutually agreed upon the 2014 Irrigation Water Delivery Budget with
Golf. The Budget is the same as the 2013 Budget.
We currently anticipate the 2014 Budget and resulting Reimbursement Assessment (RA), to be very
close if not identical to the 2013 Reimbursement Assessment.
Rich Myers has commenced removal of our Cla-Valves for annual servicing. The refurbishment the
RVRMA Tractor and Wagon is complete.
The Plan for Augmentation, Water Court Case 10CW60, is nearing a final decree by the Judge. The final
decree has been filed with Judge Boyd after resolution of the Colorado Water Conservation Board and
Division Engineer objections. Judge Boyd has until January 14th to file the final decree with the Water
Court. It should be noted that as a condition of satisfaction of the Colorado Water Conservation Board’s
release there is a stipulation in the Decree that gives the Water Court and additional 5 years of
jurisdiction over 10CW60. The jurisdiction will automatically terminate 5 years from the final filing date.
So long as recent historic practices remain generally the same and our use does not harm any other
water rights held by others, and, we follow proper reporting protocol, this case should not have to be
pursued by legal counsel any further.
The final decree for the conditional water rights case 12CW60 has been filed in Water Court. There is a
6-year window from filing within which we must show diligence in intent or actual beneficial use of the
conditional rights to finalize this decree. This decree should be completed in 2018.
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 to date.
Golf Course Superintendent, Chad Weaber, has been designated as the Water Quality Control Officer.
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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.
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The RVRMA Annual Meeting held on December 10th was very well attended and very positive. There
were numerous compliments for both the Board and Staff.
The Revelry at the Ranch Holiday Affair held on December 14th was a huge success. Many attendees
stated it was the “Best Ever!”
Holiday decorations were removed the week of January 6th. The tree lighting at the Ranch House will
remain up until sometime in March.
The November, December and January Featured Artist is long-time local Staci Dickerson. Staci is a
talented contemporary artist currently working primarily with oils.
RVR Owner Frosty Merriot will be the featured artist for Feb and March. Frosty will present additional
wildlife photography.
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Operational Refinement – Water aerobics is planned to re-commence in March subject to the end of
winter conditions.
As per the approved capital expense budget, we have replaced the 5 original bar stools at the Juice Bar.
We had budgeted $250 per unit for 8 new stools. We were able to procure the new stools the Habitat
Re-Store and get them for $130 per unit. We have purchased 10 stools, 8 will be placed and we will
keep two for back-up. We plan to have water resistant, washable Dacron pillows manufactured at $50
each to place during the summer high spillage months.
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Social Media (Website, Weekly News, Surveys, Facebook) – The website continues to be updated. A
winter image loop is currently on the home page slideshow. This is refreshed at least twice each month.
The directory is being populated and invoiced. A summary of costs and revenue will be presented at the
January meeting.
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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. The budget for this work is $8000. With value engineering we have been able to get that number
down to $4000 including a small contingency. The work is scheduled to commence the first of February
upon receipt of equipment.
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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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The planned capital improvements for the pool deck include a large shade structure near the wading
pool in the old splash garden location and repair of the lap pool cover. Since the Capital Budget was
approved, we have been informed by our pool tech, Mark Fisher, that the large rec pool pump should be
refurbished as preventative maintenance. Since this effort defers acquisition of an additional pump, the
work will be considered a capital expense. Even though this was not budgeted, the overall capital
expenses will not exceed the board approved amount of $104,000 in aggregate. The pump was
removed the week of January 13th and will be completed by February 1st. We have a back-up pump
specifically for this purpose and in the event of an unanticipated pump failure.
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Ranch House Building – The Cardio and Strength Room renovation will commence on April 6th. A
proposal for improvements will be presented at the January meeting.
We have completed the annual Test and Inspection of the fire alarm and fires suppression system. The
elevator annual preventative inspection and maintenance has been successfully completed. The annual
Boiler Inspection has been completed.
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Irrigation System O&M – The 2013 Irrigation Water Delivery Reconciliation is complete. We used 48.5%
of total raw irrigation water used.
Between the maintenance budget and capital projects the RVRMA will have a $44,125 credit due from
golf for 2013. This will be realized by deducts to our monthly payment to golf in 2014. The credits will
apply to the Reserve balance.
All deferred, necessary, capital and maintenance projects, with the exception of a potential
turbidity/telemetry system above the sediment control structure, are complete.
Rich Myers has removed all Cla-Valves for annual maintenance.
The 2014 Reimbursement Assessment will be issued May 1st.
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Site work and Landscape
Turf Grass – All turf grass operations have ceased until March 2014.
Trees – 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. We have requested Licensed
Arborist, Jason Jones to write an opinion regarding this matter and recommended next steps. Once a
plan is confirmed, we may plan and budget accordingly. The report is included in the Board books.
We had requested from the Town of Carbondale that we be allowed to remove several volunteer cotton
woods on the north end of Triangle Park. These trees were not original plantings so we are taking the
position that no replacement should be required under the PUD. Additionally, the cottonwoods are
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damaging existing higher value trees, and other facilities. The permit was issued and the trees have
been removed.
We have removed and pruned trees in Old Town that were causing damage to fence which is an RVRMA
responsibility.
RVRMA Crews have completed significant pruning and removal in the vicinity of the slide, steps and
water fall. The purpose was three-fold: (1) Reduce maintenance to pool and tennis courts; (2) Improve
sight lines for life guards; and (3) Enhance growth of desirable species, primarily non-leafing evergreens.
We have engaged Aspen Trees Service to complete structural and aesthetic pruning at Triangle Park and
along Pioneer Point and Court. This work was completed the week of January 6th and completes the
entire four phase, four year project.
In 2014, we completed the three-year phased replacement of dead, dying and diseased trees at RVR.
We have no further obligation to the Town of Carbondale with regards to tree replacement. This will be
managed on a case by case basis going forward.
We have had one tree on Crystal Bridge Drive destroyed by a car accident and another damaged.
Flowers – No additional activity until spring 2014.
Noxious Weeds – No additional activity until spring/summer 2014.
Beautification and Mitigation – RVRMA Crews commenced install of Holiday Decorations the week of
December 2nd. The decorations were removed the week of January 6th.
Infrastructure – The TOC has completed 2013 repair of additional roads at RVR in anticipation of
resurfacing in 2014.
RVRMA Crews are placing mag chloride road base as needed at south entry exit stacking area, slopes,
intersections and known trouble spots.
We have ordered a new street identification sign for the intersection of Crystal Bridge Drive and the
emergency access lane which cuts across the golf corridor. The original sign only identified a single
address. There are now 4 completed homes accessed by the drive. We have identified all 4 addresses
on the new sign.
We have once again reported all street lights to Exel Energy for repair. This typically take two to six
weeks to complete.
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Licensing and Registration – The Secretary of State and Division of Real Estate registrations are
complete. The Sales Tax License is renewed. The Retail Food Service License is renewed. Our Liquor
License is up for renewal in June. Director of administration and Finance, Suzie Matthews is responsible
for all licensing and registration.
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Settlement and Old Town 2014 Paint Program – The goal is to price and contract in April and
commence both scopes of work by May 1st with the intent of all services being completed no later than
July 1st.
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Budget and Finance – The 2014 RVRMA Reserve and Operations budget as adopted by the Executive
Board and ratified by the Members at a 4:1 margin is in effect.
In consultation with Director/Treasurer Bob Schoofs staff has completed the year end closing check list
to confirm we have started 2014 clean with the new accrual accounting process and a confirmed reserve
balance.
A new reserve collection and expense (RCE) report is now included with the monthly financials.
The Board will be asked to approve specific capital projects as they are necessary or desired. As these
projects are approved and completed they will be included in the RCE report.
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Continuing Education for Staff – Erin Mattice and Pam Britton are booked for the M-100 Class in April
2014. Once competed, Erin, Pam Ian and Suzi will proceed towards State Licensing.
Old Business
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None
New Business
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Proposed Addition of RVRMA Design Review Committee Member
Directors Grant and Kitching moved and seconded Draft Motion A. The motion passed unanimously.
Draft Motion A: Resolved, that the RVRMA Executive Board hereby approves the addition of John Baker,
Architect to the RVRMA Design Review Committee.
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Reschedule of April 2014 Executive Board Meeting
Directors Kitching and Frey moved and seconded Draft Motion B. The motion passed unanimously.
Draft Motion B: Resolved that the RVRMA Executive Board hereby approves changing the April 2014 Executive
Board Meeting from Wednesday, April 30, 2014 to Wednesday, April 23, 2014.
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Executive Session
The Board entered Executive Session at 6:25pm. The Board returned from Executive Session at 6:40pm.
Directors Kitching and Grant moved and seconded Draft Motion D. The motion passed unanimously.
Draft Motion D: Resolved that the RVRMA Executive Board hereby approves the proposed 2014 Staff
Compensation plan as presented.
Adjourn
It was moved and seconded to adjourn the meeting. The meeting was adjourned at 6:42.
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