RVRMA EXECUTIVE BOARD Record of Proceedings Regular Monthly Meeting Wednesday, February 29, 2012, 5:00pm The Ranch House Meeting Room

Transcription

1 RVRMA EXECUTIVE BOARD Record of Proceedings Regular Monthly Meeting Wednesday, February 29, 2012, 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, February 29, 2012 at 444 River Valley Ranch Drive, Carbondale, Colorado with the following people present: Executive Board of Directors Jim Noyes, President Peter Frey, Vice President (by phone) Bill Grant, Treasurer Ted Stude, Director at Large Frank McSwain, Director at Large Lani Kitching, Director at Large Amy Harvey, Director at Large Management Representatives Ian Hause, Community Manager Suzie Matthews, Controller Pamela Britton, Recorder Homeowner Attendees Linda Boylan Pat Drake Lee Enz Marilyn Enz Dick Reed Marcie Reed David Santini 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 Director Ted Stude moved and Director Frank McSwain seconded to approve the agenda. The motion passed unanimously. Consent Agenda Directors Lani Kitching and Frank McSwain moved and seconded the adoption of the meeting s consent agenda and to approve the Board Meeting minutes of January 25, The motion passed. Public Comment Jim invited comment from community members in attendance. Lani moved to allow the homeowner representatives present who wished to present their position on thelot 39 preliminary design approval a total of 10 minutes to speak. The motion was seconded and carried. Homeowner Dick Reed offered the following thoughts: He moved to RVR and built his house based on guidelines that required a high level of consistency with the architecture of existing homes 1

2 He was told by the developer that he needed to choose from one of five architectural plans for his home He did a door to door survey and all but one individual signed that they felt the house (Lot A 39) was different. Note: No petition or evidentiary document was provided or submitted. He feels that the high level of consistency is being violated. He thinks the Board can do something. The new house doesn t fit. It looks like the deed restricted homes. It should be in the custom homes, there is no restriction there. How did it change that we had to build from 5 plans to anything goes Homeowner Lee Enz offered the following thoughts: The issue at hand is simple: the design of that house is the only one that will be totally different on Settlement Lane. The Design Guidelines clearly say that the design must be consistent. It is in a section specifically written for the Settlement. Anyone can walk down the street and see that all the existing houses look the same. (Lee displayed sample Board with renderings of the developer s original architectural plan options It is wrong to stick that house (Lot A 39) into this neighborhood. You could have 140 doll houses at RVR that don t fit into the neighborhood. It is stupidity. We are requesting the Board initiate a moratorium to suspend final approval of this plan and get a third party independent review. We agree to help pay for that. Ted asked who they thought might be part of a third party review group. Homeowner Enz said, You pick some, we pick some. Homeowner Dave Santini offered the following thoughts: I would like to ensure the value of my property is not diminished by approval of this plan. Our guidelines state that decisions will be made to enhance and protect the values at RVR Can we talk with appraisers or others to see if this will affect the value of my home? If that could happen, I would like that. That is the one request I have. Jim Noyes asked if there were any final comments. The homeowner group indicated there were not. Announcements RVR 2012 Events schedule has been posted on the RVR website. Website calendars are printable. Wine Tasting March 1, 5:00 7:00pm. Featured artists: Lee Enz and Frosty Merriott Speaker s Series March 15 th, 7:00pm featuring Pete McBride 2

3 Ranch House Annual Maintenance The steam room tile grout replacement and sealing project continues. The men s steam room is complete but will remain closed until the women s steam room is complete so the repair areas in the women s steam room do not compromise the men s completed repairs. Work on the women s steam room will commence Monday, March 5 th. The entire ladies locker room will be closed this entire day. The lockers and restrooms will be available the next day and both the men s and women s steam rooms will be re opened on Wednesday, March 7 th. Committee Reports Design Review Committee The record of the DRC Preliminary Design approval on Lot A 39 was included in the Board Packet. Management Update Community Manager s Report Management The operation remains in winter programming. Functions, programming and facilities which are available are well attended. Although very early in the year, there are no indications of any material, reserve or operational, aggregate budget overages at this time. Staff is in process with a preliminary financial review. Once the preliminary review is complete, staff will communicate the findings and recommendations to the Board for further action. The Potential Procedures to Employ document is included with the monthly financials. Christina Sirianni, as recommended by the Tennis Committee; has accepted the position of Tennis Director at River Valley Ranch. Her resume was provided at the last meeting. She plans to arrive the third week in April. Cristina is still identifying accommodations. RVR Irrigation H20 The organization delivered the Notice of Reimbursement Assessment and irrigation bills as applicable on January 20 th. The due date for payment was February 20 th. As of February 22 nd, we have collected 63% of the Reimbursement Assessment. An Irrigation H2O A/R Tracking Report has been included in the financials. The Community Manager has met with Thompson Corner Executive Board Members regarding a TCHOA/RVRMA irrigation water delivery agreement. 3

4 Management is currently negotiating general terms for irrigation service to Thompson Corner Homeowners Association (TCHOA) as the TCHOA will now be the irrigation water client of the RVRMA. The Staff will continue to inform Members regarding the deal and the program going forward on an asneeded basis. Inquiries are lessening and capture and collection efforts will be on going. The 2011 Irrigation Water Budget Reconciliation is complete as per the Agreement. The budget reconciliation is generally consistent with the 2011 budget as approved with the RVRMA receiving a credit which will be applied towards 2012 Irrigation Water Delivery Costs. The board will be asked to approve the 2012 Reimbursement Assessment, which will reflect the 2011 reconciliation and credit, at their April meeting. The 2012 Reimbursement Assessment will then be delivered to all beneficial users, (wet lots), in May of Member Services, Hospitality, Media and Public Relations The February Wine Tasting was well attended by approximately 40 Members and Guests. The Winter Lecture Series continues on March 15th. Lou Dawson presented to approximately 35 attendees on February 15th. Pete McBride is confirmed for March. The third segment in March will close out the 2012 Lecture Series and reservations are being made for The Front Desk addition is completed. Lee Enz and Frosty Merriott will conclude their showing at the end of March. We have released 2012 Tennis Memberships for sale to the existing tennis data base. Ten memberships have been sold as of production of this report. All functions have a summary narrative, action plan, and budget and are documented regarding attendance, actual costs and hits and misses. A summary report of fitness programming, attendance and membership sales has been provided in the Board packet. Technical Ranch House Mechanical HVACTS was given a Notice to Proceed on December 20 th. HVACTS and Haynes Engineering performed a site visit on January 10 th. Final programming is complete. The staff goal is for 100% completion, calibration and operational of the new control system by March 31 st. Ranch House Pool The pool chemical control system was ordered on December 15 th, 2011, immediately upon ratification of the 2012 budget. Back ordered equipment arrived on February 10 th and it was determined that the wrong equipment was sent. That equipment was returned to Amerimerc which is to date unable to confirm a new delivery date. Our service provider is on stand by for install and calibration. As delivery dates are confirmed, project completion dates will be determined. 4

5 We have removed the 20 HP Bell & Gosset water slide and fall pump and delivered to Munroe Pump in Grand Junction for preventative maintenance. The work is complete and the Manager will pick up in March. We will drain all pools and spas for deep cleaning and tile repair beginning February 28th. At this time we will also inspect the lap pool plaster for any failures and pursue warranty if there are repairs required. There are new, minor areas of pool deck failure which will require repair this spring as well. All walks and decks will receive sealing. We seal all walks and decks twice a year. Juan Carlos Carillo has received his Certified Pool Operator s certification. Facilities Maintenance Continuing thru April of 2012, the Ranch House structure and related facilities will be undergoing performance of several maintenance and improvement projects. The list includes locker room tile setting and fixture repair, pool and spa deep cleaning, painting, carpet and furniture cleaning, reception and juice bar improvements, etc. These work items will cause temporary closures of portions of the facility and some programming interruptions. We are scheduling the work to provide the best access possible for Members throughout the process. We will make every effort to provide at least 1 week s notice regarding these incremental closures. Please continue to follow the Weekly News and Ranch House postings for these service interruptions. Additionally, staff will be available to inform you regarding the work underway or as scheduled, and address any questions or comments you may have. The steam room tile grout replacement and sealing project continues. The new tile project in the men s shower area is complete. The men s steam room is complete but will remain closed until the women s steam room is complete so the repair areas in the women s steam room do not compromise the men s completed repairs. Once both steam rooms are completed, both will be turned back on. The men s steam room was mechanically dried/de humidified for a period of 21 days. We are allowing the same dry time for the women s. The women s steam room underwent extensive repairs in Those repairs have since failed and that contractor is re doing that work under warranty. This work will commence on Monday, March 5 th. The entire ladies locker room will be closed this entire day. The lockers and restrooms will be available the next day and both the men s and women s steam rooms will be re opened on Wednesday, March 7 th. According to the contractor which performed the repair in 2008, the steam room floors and substructure was not properly constructed in the first place. He states they recommended to management at that time that both rooms should be entirely re built. Management intends for the current repairs to last for at least 3 years if his statement is accurate. Other areas may fail in the interim due to the inability to inspect and determine what has been compromised without removing all tile surfaces. 5

6 The Great Room furniture, area rugs and office and conference room carpets have been deep cleaned. The fitness room blinds have been added, replaced or lengthened. All windows are properly covered. All floor drains, floor sinks, and mop sinks have been snaked. The lap pool will be closed and drained for deep cleaning February 28 th thru March 2 nd. The Bell & Gosset water slide and features pump has been broken down and entirely re built. All associated expenses have been included in approved 2012 Budget. Facilities Improvements All items are included in the approved capital or operating budget(s). The Front Desk addition and under cabinet is complete. The maintenance computer in the maintenance office has been replaced. The equipment was over 10 years old and will now support the hardware/software for the new pool and mechanical control equipment. Our crews have deep cleaning and painting the interior of the tennis shed. We have replaced the flooring. We will also connect the shed to the Ranch House IT servers and the internal telephone system. The safety rail adjacent to the lap pool and next to the large hot tub is under fabrication. The guard rail around the Crystal Bridge Pond flume is under fabrication. Irrigation System O&M All Cla Valves have had preventative maintenance completed. Lone Wolf Irrigation will commence preliminary start up services beginning March 1 st. Lone Wolf is providing the same scope of services for the same fee under the same form of contract as completed in Grounds Snow removal operations continue. We have had 7 events to date which required removal as of the publishing date of the CM Report. RVRMA crews are placing 6 inch high galvanized steel cuffs around the bases of all wood street sign posts in the community as they are available upon completion of routine duties. All community street signs have been completed. Our crews should be completing this same effort on park fencing in the next 30 days. This will prevent summer turf maintenance operations from further damaging the sign and fence posts. Crews straighten and compact each post as they cuff and as frost allows. The RVRMA has participated in an early order fertilizer program which has resulted in a 15% reduction in fertilizer costs from last year. We do not take delivery or pay until April 1 st. Aspen Tree Service is under contract to complete the arborist s 2012 recommended structural, health and aesthetic pruning of all remaining trees that are either owned or maintained by the RVRMA. Once this effort is complete, the community wide tree mapping will be updated and confirmed accordingly. 6

7 This process will be closely documented as all information will be incorporated into O & M manuals and future maintenance processes. Four Seasons was placed under contract in 2011 for a two year term for turf grass heath and maintenance services. They will be providing improved services under the same scope for the same fee again for Management is currently pursuing pricing and contracts for flower bed seasonal improvement and maintenance, noxious weed control and tree spraying. All contracts awarded to date are as per the approved budget. Budget and Finance Audit The RVRMA has not had a financial/operational audit since the transition from Management has developed a preliminary request for proposal form. the Declarant. Once the referenced preliminary review has been completed, next steps will be determined. Budget and Finance The approved and ratified 2012 Budget is in effect Year End Financials and A/R Tracking will be delivered at the meeting. The publishing deadline for the Board book was early this month due to a scheduling conflict. There will be no budget to actual variance report until the February meeting. Ian presented some visual displays of Ranch House projects including the tile repair in the steam showers, the addition to the Front Desk, improvements to the tennis office, pool deck repairs, ADA door to the lap pool, and site furnishing improvements. These displays showed existing condition, progress and completion photos on each project. Ian also discussed the new financial reports including: o A check register showing checks written in excess of $2,500. o An irrigation water collection AR tracking report. Ian indicated that collection of the reimbursement assessment is going very well. o A Reserve Cash Flow on hand report that shows what we are spending monthly from the Reserve Fund. o Fitness participation. Ian indicated that we are doing a better job of tracking levels of participation. Bill asked if there seems to be any complaints about the fitness programs. Ian said no, not really. Ian indicated that the mechanical control system for the Ranch House required more electrical work than we anticipated and we will probably be over budget on that item by three or four thousand dollars. He indicated that he also thinks the pool control system will require more electrical work than anticipated and we will probably be over budget by two thousand on that repair. 7

8 Ted requested that as we are currently pursuing pricing and contracts for flower bed seasonal improvement and maintenance, noxious weed control and tree spraying, that we not focus just on noxious weeds, but also focus on common weeds. Ian asked Ted to send him an with his thoughts about specific weeds that should be addressed and he would speak to Prima about it. Old Business None New Business 2011 Budget Surplus Lani asked about the three surpluses that are addressed in the following Draft Motions. Jim stated that for tax reasons, we have to officially move these surpluses from 2011 into a budget category so there are not tax implications as an HOA we cannot show an annual profit. Draft Motion A: Resolved, that the $18, surplus in the operating budget of the Master Association be credited to the Master Association s Capital Reserve fund. Draft Motion B: Resolved, that surplus funds of $21, from the operating budget of Old Town be credited to the Old Town Painting Reserve fund. Draft Motion C: Resolved, that the $18, surplus in the operating budget of The Settlement be credited to The Settlement Painting Reserve fund. Ted offered a motion to approve Draft Motions A, B, and C. Frank seconded the motion. Motion passed unanimously. Executive Session The Board moved into Executive session at 5:50pm. The Board returned from Executive session at 6:45pm. Adjourn Directors and moved and seconded to adjourn the meeting. Meeting was adjourned at 6:47pm. 8